Citizen's Charter

CITIZEN’S CHARTER APRIL 2019

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.

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.

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.

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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, iv

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

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. vi

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, vii

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, viii

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.

LIST OF TSU FRONTLINE AND NON-FRONTLINE SERVICES

ACADEMIC SERVICES ENROLMENT PROCEDURES

• College of Architecture and Fine Arts 1 • College of Arts and Social Sciences 5 • College of Business and Accountancy 9 • College of Computer Studies 12 • College of Criminal Justice Education 17 • College of Education 21 • College of Engineering and Technology 24 • College of Public Administration and Governance 25 • College of Science 31 • School of Law 35

ACADEMIC-RELATED SERVICES

• National Service Training Program Office 36 Choosing a Component 37

Proposed Seminar, Activity and Orientation 38 Procedure for Serial Number (Transferred to different school) 38 • Student Affairs Services 39 Monetary Incentives 39 Budget Hearing 40 Off-Campus Activities 41 • Student Affairs Services - Scholarship Unit 43 • Medical Health Unit 45 • Dental Health Unit 48 • Guidance and Counseling Services 52 - Testing, Evaluation and Monitoring Services 59 Admission Test and Psychological Test 59 - Career and Job Placement Services 63

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 • 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 Utilization of Books/Materials 75 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 and Funds for College Research Colloquium 89

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 94

Dissemination of Incoming Communication from Outside Persons or Agencies 96 Action on Contracts and External Agreements, Internal Requests and Approval of Letters/Communications of the University 97

• VP for Academic Affairs Office 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 xi

Various Transactions 105

• VP for Administration and Finance Office 108

Communication and Transactions 108

• Accounting Unit 110 Re-assessment/Adjustment of Student Fees and Checking of Student

Account Balances 110 Refund of Tuition Fee, Breakage Deposit and 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 and Checks 119

Payment Thru Petty Cash, Advice to Debit Account (ADA) and Checks 120

• Administrative Services Unit 123

Payroll Preparation for Job Order, Lecturers and Honorarium of Regular Faculty 123

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

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

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Child Care Center 140

• Internal Audit Services 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 and Honorarium Classes 147

Transfer of Students 148 System Access/Privilege Tagging 148 Biometrics Registration 149

Computer Examination 149 Inspection of ICT Equipment 150

Preventive Maintenance for Desktop Computer Units 151 Repair of ICT Equipment 151

Software Installation 152

Cabling for New Network Connection 152 Creation of DMS Access, Domain and Email Accounts, and Office Communicator Accounts 153

New Desktop Connection to TSU Network 155

Reset of Domain Accounts and Office Communicator Accounts 155

Wi-Fi Set-Up/Deployment 156 • Records and Archives Unit 157

Internal & External Document 157

• Quality Assurance Office 160

Accreditation 3160 Sending TSU Faculty Member/s 162 • Office of Public Affairs and Information 164

Publications 164

• University Hotel 165

Room Reservations 165

Laundry Services 168 • Technology, Development, Transfer and

Commercialization Office 170

Trademark Application Assistance 170

• Civil Security Unit 172

Application Forms 172 xiii

Procedure for CCTV Review, Lost and Found, and Action on Complaint 172

• Procurement Unit 174 Procedures on the Preparation and Submission of Annual Procurement Plan (APP), Sale of Bidding Documents, Submission of Purchase Request, Processing of Purchase Request/Work Order, Canvassing Request and Performance

of Contracts/Suppliers 174

• 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

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COLLEGE OF ARCHITECTURE AND FINE ARTS

GENERAL ENROLLMENT PROCEDURES CLIENT: FRESHMEN STUDENTS (1ST YEAR)

PERSON-IN- PROCEDURE Duration Fees Requirements/ CHARGE Forms/ Documents

Testing and For New Students 3 minutes No Fee TSU College Admission Get the CAT result Admission Test Office from Testing Office, Result (Original then submit Copy)

Admission Admission request to 5 minutes No Fee • High School, Form Office. admission office. 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

College Area Proceed to College 10 minutes No Fee None 1 enrolment area for Computerized enrolment (pre- assessment)

College Area Proceed to College 5 minutes No Fee None 2 Area 2 for Tagging of Free Tuition Fee, and get the COR (Certificate of Registration)

College Area Issuance of I.D and 3 minutes No Fee None 3 Others

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

PERSON- PROCEDURE Duration Fees Requirements/ IN- Forms/ Documents CHARGE

Guidance Scholastic delinquent 20 Minutes No Fee None Office students (Warning, Probation, and Dismissal in the College) should

pass through the Guidance and Counseling Unit before being admitted for enrollment

College Area Proceed to College 10 Minutes No Fee Student ID Area 1 enrollment area for computerized enrolment (pre-assessment)

5 minutes No Fee Student ID College Area Go to College Area 2 for 2 tagging of Free Tuition Fee

ORA Get Certificate of 10 minutes No Fee Student ID Registration (COR) from the ORA

Business Center Go to the Business Center 5 minutes No Fee None for the renewal of I.D (if needed)

GENERAL ENROLLMENT PROCEDURES CLIENT: TRANSFEREES, SHIFTER, RETURNEES, SECOND COURSERS

PERSON-IN- PROCEDURE Duration Fees Requirements/ CHARGE Forms/ Documents

Admission For transferees, returnees, 5 minutes No Fee Student ID Office second coursers and Returnee/Shifting Form professional education takers, go to Admissions

Unit for compliance of requirements and secure Admission Slip

College Proceed to enrolment area 10 minutes No Fee Student ID Area 1 of Colleges for submission Admission Slip of documents and computerized enrolment (pre- assessment).

College Area Proceed to College Area 2 5 minutes No Fee Student ID 2 for Tagging of Free Tuition fee

Registrar Get Certificate of 10 minutes No Fee Student ID Office registration (COR) from the ORA

Business Go to the Business Center 5 minutes No Fee Student ID Office for renewal of I.D (if needed)

GENERAL ENROLLMENT PROCEDURES CLIENT: CROSS- ENROLLEES

PERSON-IN- PROCEDURE Duration Fees Requirements/ CHARGE Forms/ Documents

Guidance Scholastic delinquent students 5 minutes No Fee Student ID Office (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 5 minutes No Fee None Admission the submission of requirements and to secure Admission Slip

(Students from other school)

Proceed to enrolment area of 10 minutes No Fee Student ID College Area Colleges for submission of 1 documents and computerized enrolment (pre- assessment).

College Area 2 Proceed to College Area 2 for 5 minutes No Fee Student ID Tagging of Free Tuition fee

Registrar Get Certificate of Enrollment 5 minutes No Fee Student ID Office (COR) from the ORA

5 minutes No Fee None Business Go to the Business Center for Center Uniform and ID

COLLEGE OF ARTS AND SCIENCES

ENROLLMENT PROCEDURE FOR FRESHMEN STUDENTS (1ST YEAR)

Responsible Details Duration Requirements/ Person/s Fees

ADMISSION UNIT Submit the complete credentials at the 5 minutes None 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

ADMISSION UNIT Encoding the application number 5 minutes None indicated in the College Admission Test result to the enrollment system.

ADMISSION UNIT Issue admission slip with student number 3 minutes None for the enrollment

College Proceed to the enrollment area for 2 minutes None

Enrollment Area tagging of subjects.

The students will proceed to the faculty 2 minutes None CASS Faculty In in-charge for the tagging of free tuition if charge they are qualified for the free tuition

CASS Faculty In The students will Proceed to the Faculty In charge charge for the assessment of their uniform and 2 minutes None ID.

CASS Faculty In Right after the free tuition tagging, the 2 minutes None charge schedule for medical examination will be

given.

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

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

Responsible Details Duration Requirements/ Person/s Fees

College Enrollment Proceed to the enrollment area for 5 minutes None Area advising and tagging of subjects.

CASS Faculty In The faculty in-charge will tag the 2 minutes None charge students if they are qualified for the

free tuition

Registrar/Business The student shall proceed to the 5 minutes None Center Registrar Office for the validation of ID or business center for the renewal of ID (if needed)

Guidance Counselor The Scholastic delinquent students 10 minutes None

(warning, probation, and dismissal in

the College), should pass through the

Guidance and Counseling Unit before

being admitted for enrolment

None 5 minutes College Clerk The students will then request for subject that they need through signing a form and give it to the College Clerk for encoding

None Registrar The students will proceed to the Office 5 minutes of the Registrar for adding/changing of

subject

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

ENROLLMENT PROCEDURE FOR TRANSFEREES, SHIFTERS, RETURNEES AND SECOND COURSER

Responsible Details Duration Requirements/ Person/s Fees

ADMISSION UNIT Submit the complete credentials at 5 minutes None the Admission Unit.

ADMISSION UNIT Encoding the application number 5 minutes None indicated in the College Admission Test result to the enrollment system.

ADMISSION UNIT Issue admission slip with student 3 minutes None number for the enrollment

College Enrollment Proceed to the enrollment area for 2 minutes None Area tagging of subjects.

CASS Faculty In The students will proceed to the charge 2 minutes None faculty in-charge for the tagging of

free tuition if they are qualified for the free tuition.

The students will Proceed to the Faculty CASS Faculty In In charge for the assessment of their 2 minutes None charge uniform and ID.

CASS Faculty In The students will proceed to the charge Office of the Registrar for 2 minutes None

adding/changing of subject

Note:

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

ENROLLMENT PROCEDURE FOR CROSS -ENROLLEES

Responsible Details Duration Requirements/ Person/s Fees

ADMISSION UNIT Submit the complete credentials at 5 minutes None the Admission Unit ( Students from other school only).

ADMISSION UNIT Encoding the application number 5 minutes None indicated in the College Admission Test result to the enrollment system.

Issue admission slip with student ADMISSION UNIT number for the enrollment 3 minutes None

Proceed to the enrollment area for College Enrollment tagging of subjects. 2 minutes None Area

The students will proceed to the

Cashier Cashier Office for the payment of 2 minutes Fee tuition Fee (students from other

School)

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

COLLEGE OF BUSINESS AND ACCOUNTANCY

GENERAL ENROLLMENT PROCEDURES CLIENT: FOR FRESHMEN STUDENTS

Responsible Details Duration Requirements/ Person/s Fees

Testing and Get result of admission 5 mins None Admission test from Testing Office Office (for those who did not yet receive the result)

10 mins None CBA Faculty Proceed to enrollment

area of CBA for submission of documents

and assignment of section

Office of the Get Pre-assessment 10 mins None Dean registration and confirm

tagging for 100%

Continuing Scholarship

Business Office Go to the Business 10 mins None Center for the Uniform and ID

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

Responsible Details Duration Requirements/Fees Person/s

CBA Faculty Proceed to College 10 mins Student ID enrollment area for Advising

at designated room Guidance Office

Scholastic delinquent

10 mins Student ID students (Warning,

Probation, and Dismissal in the College) should pass

through the Guidance and Counseling Unit before being Office of the admitted for enrollment 10 mins None Dean Get Pre-assessment registration and confirm

tagging for 100% Continuing Scholarship 5 mins Student ID Registrar Office

Get Certificate of Registration (COR) from the ORA

GENERAL ENROLLMENT PROCEDURES CLIENT: GRADUATING STUDENTS WITH DEFICIENCIES

Responsible Details Duration Requirements/ Person/s Fees

Registrar Secure an evaluation of all 10 mins Student ID Office subjects taken from ORA

Office of the Dean Fill out application form 15 mins Student ID

for requests of over

College Dean 30 mins Student ID Director, ORA Secure approval of VP Academic requests from concerned Affairs authorities

5 mins Student ID Registrar Get Certificate of Office Registration (COR) from the ORA

GENERAL ENROLLMENT PROCEDURES CLIENT: TRANSFEREES, SHIFTERS, RETURNEES, SECOND COURSERS

Responsible Details Duration Requirements/ Person/s Fees

For Shifters go to the Guidance and Counseling Unit before Guidance going to the Admissions Unit 5 mins Student ID Office for compliance of other

requirements and to secure

Admission Slip

For transferees, returnees, Testing and Admission second coursers, professional 5 mins Student ID Office education takers, go to Admissions Unit for compliance of requirements and to secure Admission Slip

CBA Dean and Go to respective College for 10 mins Student ID CBA Faculty advising, open subjects and available slots

Registrar Get Certificate of Enrollment 5 mins Student ID

Office (COR) from the ORA

Business Go to the Business Center for 5 mins Student ID Center Uniform and ID

GENERAL ENROLLMENT PROCEDURES CLIENT: CROSS-ENROLLEES

Responsible Details Duration Requirements/ Person/s Fees

Testing and Go to the Admissions Unit 5 mins Student ID Admission for submission of Office requirements and to

secure Admission Slip (if

from other school)

CBA Dean and 10 mins Student ID Faculty See the College Dean for advising, open subjects and available slots

Office of the Dean Get Pre-assessment 10 mins Student ID registration and confirm tagging for 100% Continuing Scholarship

Get Certificate of Enrollment (COR) from 5 mins Student ID Registrar the ORA Office

COLLEGE OF COMPUTER STUDIES

General Enrollment Procedures

Client: Freshmen Students (1st Year)

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

For New Students Testing and 3 minutes None CET Result Get the CET result Admission from Testing Office, Office then submit admission request to admission office.

Proceed to College College Area 1 10 minutes None Admission Slip enrolment area for Computerized enrolment (pre- assessment)

Proceed to College College Area 2 5 minutes None Pre-Enrollment Area 2 for Tagging of Free Tuition Fee, and get the COR (Certificate of Registration)

Issuance of I.D and Business Center 3 minutes None COR Others

General Enrollment Procedures

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

Procedure Person In Duration Fees/No Forms/ Charge Fees Document s

Scholastic delinquent students Guidance 20 Minutes None (Warning, Probation, and Dismissal Office in the College) should pass through the Guidance and Counseling Unit before being admitted for enrollment

College Area Proceed to College enrollment area 10 Minutes None Student ID for computerized enrolment (pre- Area 1 assessment)

Go to College Area 2 for tagging of College Area Free Tuition Fee 2 5 minutes None Student ID

Get Certificate of Registration (COR) ORA 10 minutes Student ID Student ID from the ORA

Business Go to the Business Center for the Center 5 minutes None Student ID renewal of I.D (if needed)

General Enrollment Procedures

CLIENT: TRANSFEREES, SHIFTER, RETURNEES, SECOND COURSERS

Procedure Person In- Duration Requirements/ Form/Documents Charge Fees

For transferees, returnees, second Admission 5 minutes None Student ID coursers and professional Office education takers, go to Admissions Unit for compliance of requirements and secure Admission Slip

Proceed to enrolment area of College Area 1 10 minutes None Student ID Colleges for submission of documents and computerized enrolment (pre- assessment).

Proceed to College Area 2 for College Area 2 5 minutes None Student ID Tagging of Free Tuition fee

Get Certificate of registration Registrar Office 10 minutes None Student ID (COR) from the ORA

Go to the Business Center for Business Office 5 minutes None Student ID renewal of I.D (if needed

General Enrollment Procedures

CLIENT: Cross- Enrollees

Procedure Person In- Duration Fees/No Fees Documents/Forms Charge Scholastic delinquent students Guidance 5 minutes None Student ID (Warning, Probation, and Office Dismissal in the College) should pass through the Guidance and Counseling Unit before being admitted for enrollment

Go to the Admissions Unit for Admission 5 minutes None None the submission of requirements and to secure Admission Slip (Students from other school)

Proceed to enrolment area of College Area 1 10 minutes None Student ID Colleges for submission of documents and computerized enrolment (pre- assessment).

Proceed to College Area 2 for College Area 2 5 minutes None Student ID Tagging of Free Tuition fee

Get Certificate of Enrollment Registrar Office 5 minutes None Student ID (COR) from the ORA

Go to the Business Center for Business Center 5 minutes None Student ID Uniform and ID

General Enrollment Procedures

CLIENT: For Graduating Students Enrolled in Thesis Writing

Procedure Person In- Charge Duration Fees/No Documents/ Fees Forms Go to the Dean’s Office to get the Clerk 1 minutes None Forms 7 & 8 TCP Form 7 & 8

See the Thesis Adviser/Technical Thesis Technical 2 minutes None Forms 7 & 8 Adviser for the signing of the Adviser and Subject forms. Teacher

Go to the Dean’s Office. Submit Clerk 5 minutes None Forms 7 & 8 the TCP Forms 7 & 8 for Scheduling of Defense

COLLEGE OF CRIMINAL JUSTICE EDUCATION

Enrollment Procedure For Freshmen Students (1st Year)

Responsible Details Duration Requirements/ Person/s Fees

ADMISSION Submit the complete credentials at the 5 minutes a. Form 138 UNIT Admission Unit. b. Good Moral Character c. 2 ID Picture (2x2)

d. PSA Birth Certificate e. NCAE f. Medical Certificate g. College Admission Test Result

ADMISSION Encoding the application number 5 minutes None UNIT indicated in the College Admission

Test result to the enrollment system.

ADMISSION Issue admission slip with student 3 minutes None UNIT number for the enrollment

Proceed to the enrollment area for 3 minutes None College tagging of subjects. Enrollment Area

CCJE Faculty In The students will proceed to the faculty 2 minutes charge in-charge for the tagging of free tuition None if they are qualified for the free tuition

The students will Proceed to the Faculty In 2 minutes CCJE Faculty In charge charge for the assessment of their uniform None and ID.

CCJE Faculty In Right after the free tuition tagging, the 2 minutes charge schedule for medical examination will None be given.

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

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

Responsible Details Duration Requirements/ Person/s Fees

College Enrollment Proceed to the enrollment area for 5 minutes None Area advising and tagging of subjects.

CCJE Faculty In The faculty in-charge will tag the charge students if they are qualified for the 3 minutes None free tuition

Registrar/Business The student shall proceed to the Center Registrar Office for the validation of 5 minutes None ID or business center for the renewal of ID (if needed)

Guidance The Scholastic delinquent students Counselor (warning, probation, and dismissal 10 minutes None in the College), should pass through the Guidance and Counseling Unit before being admitted for enrolment

None College Clerk The students will then request for 5 minutes subject that they need through signing a form and give it to the College Clerk for encoding

Registrar The students will proceed to the None Office of the Registrar for adding/changing of subject 5 minutes

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

Enrollment Procedure For Transferees, Shifters, Returnees and Second Courser

Responsible Details Duration Requirements/ Person/s Fees

ADMISSION UNIT Submit the complete credentials 5 minutes Submit the complete at the Admission Unit. credentials at the Admission Unit.

ADMISSION UNIT Encoding the application number indicated in the College 5 minutes Admission Test result to the None enrollment system.

ADMISSION UNIT Issue admission slip with student 3 minutes number for the enrollment None

College Enrollment Proceed to the enrollment area for 2 minutes Area tagging of subjects. None

CCJE Faculty In The students will proceed to the charge faculty in-charge for the tagging of 3 minutes free tuition if they are qualified for None the free tuition.

The students will Proceed to the CCJE Faculty In Faculty In charge for the assessment charge of their uniform and ID. 3 minutes None

CCJE Faculty In The students will proceed to the charge Office of the Registrar for adding/changing of subject 3 minutes None

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

Enrollment Procedure For Cross -Enrollees

Responsible Details Duration Requirements/ Person/s Fees

Submit the complete ADMISSION UNIT Submit the complete credentials 5 minutes credentials at the at the Admission Unit (Students Admission Unit from other school only). (Students from other school only).

ADMISSION UNIT Encoding the application number indicated in the College 5 minutes None Admission Test result to the enrollment system.

ADMISSION UNIT Issue admission slip with student number for the enrollment 3 minutes None

College Enrollment Proceed to the enrollment area for Area tagging of subjects. 2 minutes None

Cashier The students will proceed to the Cashier Office for the payment of tuition Fee (students from other 3 minutes Fee School)

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

COLLEGE OF EDUCATION

GENERAL ENROLMENT PROCEDURES NEW STUDENTS

Responsible Details Duration FEES FORMS/DOCUMENTS Person

Admission Office Present CET 5 minutes NO FEES REQUIREMENTS result, and other Requirements for Admission for Verification

COEd Faculty Pre- 3 minutes NO FEES ADMISSION SLIP Assessment (enrollment)

Tagging of Free 2 minutes NO FEES PRE- ASSESSMENT Tuition FORM

Printing of COR 1 minutes NO FEES ASSESSED FEES

ID & Uniform 3 minutes NO FEES GENERATED Schedule (BC) SCHEDULE

GENERAL ENROLMENT PROCEDURES TRANSFEREES, Returnees, Second Courser and Professional Education Subject Takers Responsible Person FORMS / DOCUMENTS FEES Details Duration

Admission Unit COMPLETE NO FEES Admission Unit 5 minutes REQUIREMENTS for Compliance of Requirements and Secure Admission Slip

COEd Faculty ADMISSION SLIP NO FEES Pre – 10 minutes Assessment

PRE-ASSESMENT FORM NO FEES Tagging of 2 minutes Tuition

ASSESED FORM NO FEES Get 2 minutes CERTIFICATE OF REGISTRATION (COR)

GENERAL ENROLMENT PROCEDURES CROSS-ENROLEES Responsible Person FORMS/DOCUMENTS FEES Details Duration

Cross-Enrollee’s CROSS ENROL FORM NO FEES Permission to 5 minutes Mother College Cross-enroll from the College Dean

Dean where the CROSS ENROL FORM NO FEES Checking for 5 minutes subject is being availability of offered slots and other schedule

Approval of the College Dean where the subject is being offered

Cross-Enrollee’s CROSS ENROL FORM NO FEES Allowing the 3 minutes Mother College subject to be opened to other college

Proceed to the mother college

GENERAL ENROLMENT PROCEDURES NEW STUDENTS GRADUATE SCHOOL

Responsible Person Details Duration Forms Fees

Admission Office Requirements for 5 minutes Admission Slip Admission for Verification

Testing Center Entrance Exam for 1.5 hours Admission Slip Graduate Students Testing Fees

COEd Dean Signing of 15 seconds Admission Slip Assessment Admission Slip for by Testing New Graduate center School Students

COED Clerk Pre-Assessment 4 minutes Pre- P 600 / unit (enrollment) and Registration for MAED + Printing of Pre- Form Misc Fees Assessment Form (subjects to be enrolled) P 700 / unit for Doctoral + Misc Fees

GENERAL ENROLMENT PROCEDURES OLD STUDENTS GRADUATE SCHOOL

Responsible Person Details Duration Forms Fees Pre- P 600 / unit COEd Clerk Pre- Assessment 4 minutes Registration for MAED + (enrollment) and Form (subjects Misc Fees Printing of Pre- to be enrolled) Assessment Form P 700 / unit for Doctoral + Misc Fees

COLLEGE OF ENGINEERING AND TECHNOLOGY

Enrolment Procedure for Freshmen Students

PROCEDURE PERSON IN- DURATION FEES/ NO FORMS/DOCUMENTS CHARGE FEES NEEDED

Student presents Admission Slip with Student 3 minutes NO FEES Admission Slip, Student assigned Student Number at the Number College Dean’s Office;

College Dean’s Office screens the Dean’s Office, 5 minutes NO FEES Admission Slip, Student admission slip with student Student Number, Schedule number and attaches schedule Section and section of the student.

Obtain the queue number and Student 5 minutes NO FEES proceed to the advising and Admission Slip, Student encoding area and wait for the Number, Schedule queue number to be called; Section

Present the Admission Slip with 5 minutes Admission Slip, Student attached Schedule and Section to the Student, Faculty NO FEES In-charge in Number, Schedule faculty in-charge of advising for encoding; advising/encoding Section

Faculty encodes the class schedule Faculty 10 minutes NO FEES Admission Slip, Student and section of the student Number, Schedule Section

1 minute Student proceeds to the faculty in Student NO FEES Admission Slip, Student charge for Tagging of Free tuition Number,

Schedule Section

Faculty tags the assessed fees under 1 minute Faculty, Student NO FEES Pre-assessment form the free tuition program and prints the pre-assessment form.

Student proceeds to the cashiering Student 3 minutes NO FEES Pre-assessment form office and presents the pre- assessment form to the cahier.

Cashier encodes the amount for the Fees not necessary fees not covered by the Cashier, 5 minutes Official Receipt Student covered by free tuition specified on the pre- the free assessment form, collects the amount tuition from the student and prints the official receipt. program

Student proceeds to the Registration Student, 5 minutes NO FEES Certificate of Office, shows the official receipt and claims the validated Certificate of Registrar’s Office registration Registration (COR).

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/ PERSONS/ DURATION OF SERVICE Documents OFFICE RESPONSIBLE IN MINUTES

Get result of Testing forms Testing 5 minutes admission test from Center testing office (for 1 those who did not yet receive the result)

Proceed to the Admission slip CPA Faculty Clerk 5-10 minutes enrollment area of the College for submission of documents and 2 undergo computerized enrollment to secure certificate of pre- registration (pre-

assessment)

Go to the Faculty Assessment form Faculty clerk 5 minutes clerk to submit the necessary 3 documents and get A. For Freshmen tagged for free tuition Students (1st Year) Pay to the cashier Assessment form Cashier 5 minutes 4 the necessary fees

Get Certificate of ID/Pre- ORA Clerk 5 minutes 5 registration (COR) assessment from the ORA

Go to the BUSINESS Uniform, ID Business Center 10 minutes CENTER assessment form 6 For the issuance of / COR I.D. uniform and other items.

Proceed to the Admission slip CPA Faculty Clerk 5-10 minutes enrollment area of

the College for 1 submission of B. Old students documents and from 2nd year to undergo computerized

4th year enrollment to secure certificate of pre- registration (pre- assessment)

Go to the Faculty Assessment form Faculty clerk 5 minutes clerk to submit the necessary 2 documents and get tagged for free tuition

Pay to the cashier Assessment form Cashier 5 minutes 3 the necessary fees

Get Certificate of ID/Pre- ORA Clerk 5 minutes 4 registration (COR) assessment from the ORA

Go to the BUSINESS ID assessment Business Center 10 minutes CENTER FOR form / COR 5 RENEWAL OF I.D. (if needed)

Scholastic Guidance office Guidance office 5-10 minutes delinquent forms students (Warning, Probation, and Dismissal in college) should 6 pass through the guidance and counseling unit before being admitted for enrollment.

For transferees, Transferee, Admission 5 minutes returnees, second Shifter form, coursers and Testing forms professional education takers, C. Transferees, 1 proceed to the Shifters, Admissions Office to Returnees, submit needed Second coursers requirements and to secure admission slip

Go to respective Admission CPA Faculty Clerk 5-10 minutes 2 Colleges for slip/Assessment advisements on 26

subjects to be taken form upon validation by the ORA and thereafter undergo computerized enrollment to secure certificate of pre- registration (pre- assessment)

Go to the Faculty Assessment form Faculty clerk 5 minutes clerk to submit the necessary 3 documents and get tagged for free tuition

Pay to the cashier Assessment form Cashier 5 minutes 4 the necessary fees

Get Certificate of ID/Pre- ORA Clerk 5 minutes 5 registration (COR) assessment from the ORA

Go to the BUSINESS ID assessment Business Center 10 minutes CENTER FOR form / COR 6 RENEWAL OF I.D. (if needed)

Go to the Admission form Admission 5 minutes Admissions Unit for the submission of 1 requirements and to secure Admission slip (students from other schools only)

Go to the College Cross enrol form Dean 2-5 minutes where the subject/s can be cross 2 enrolled and secure D. Cross dean’s approval to Enrollees open the subject/s

Go to respective Assessment form CPA Faculty Clerk 5-10 minutes Colleges enrollment area to undergo 3 computerized enrollment to secure pre-registration (pre-assessment)

Pay to the cashier Assessment form Cashier 5 minutes 4 the necessary fees

Get Certificate of ID/Pre- ORA Clerk 5 minutes 5 registration (COR) assessment from the ORA

Go to the BUSINESS ID assessment Business Center 10 minutes CENTER FOR form / COR 6 RENEWAL OF I.D. (if needed)

Go to the Testing Testing forms Testing Unit 5 minutes Unit for the 1 submission of requirements E. For new Graduates Proceed to Testing Testing forms Testing Unit clerk 5 minutes Unit for assessment 2 of Admission Exam (P250.00)

Pay to the cashier Assessment form Cashier 5 minutes 3 the required fees

Go to respective Assessment form College /Faculty 5-10 minutes Colleges for Clerk advisements on subjects to be taken upon validation by the ORA and 4 thereafter undergo computerized enrollment to secure certificate of pre- registration (pre- assessment)

Pay to the cashier Assessment form Cashier 5 minutes 5 the required fees

Get Certificate of ID/Pre- ORA Clerk 5 minutes 6 registration (COR) assessment from the ORA

Go to the BUSINESS ID assessment Business Center 10 minutes CENTER FOR form / COR 7 RENEWAL OF I.D. (if needed)

Proceed to the College enrollment to undergo computerized CPA Faculty Clerk 1 Assessment form 5 minutes enrollment to secure certificate of pre-registration (pre-assessment)

Pay to the cashier Assessment form Cashier 5 minutes F. For old 2 Graduate the required fees Students Get Certificate of ID/Pre- ORA Clerk 5 minutes 3 registration (COR) assessment from the ORA

Go to the BUSINESS ID assessment Business Center 10 minutes CENTER FOR form / COR 4 RENEWAL OF I.D. (if needed)

THESIS/DISSERTATION DEFENSE TRANSACTION Schedule: Tuesday to Friday 7:00 am- 6:00 pm CLIENT STEP ACTIVITY Forms/ PERSONS/ DURATION OF SERVICE Documents OFFICE RESPONSIBLE IN MINUTES

1 Go to the Office of the Notice of payment CPAG Clerk 2 minutes Dean to get form for form the notice of payment for thesis defense For 2 See the College Clerk Pre-assessment CPAG Clerk 5 minutes Undergraduate for the assessment of form Students fees (Thesis 3 Pay to the Cashier assessment form Cashier 5 minutes Defense) 4 Present the Official Official Receipt CPAG Clerk 2 minutes Receipt (O.R.) to the college clerk for recording purposes

1 Go to the Office of Certification and CPAG CLERK 5 minutes For Graduate the Dean to Recommendation for Students accomplish the form Oral Examination, Certification and Appointment to (Thesis/ Recommendation for adviser Dissertation Oral Examination Defense) 2 See the Dean and Certification and Dean 5 minutes secure approval of Recommendation for

Oral Examination. Oral Examination, The Dean sets the Appointment to date and venue of the adviser Oral Examination and invites members of the Thesis/Dissertation Committee

3 See the College Clerk CPAG Forms CPAG CLERK 5 minutes for assessment of fees

4 Pay to the Cashier Assessment form Cashier 5 minutes the required fees

5 Present the Official Official Receipt CPAG CLERK 5 minutes Receipt (O.R.) to the college clerk for recording purposes

COLLEGE OF SCIENCE

General Enrollment Procedures

PERSON- DURATION Forms/ FEE/NO CLIENT STEP PROCEDURE in- of Documents FEE CHARGE ACTIVITY A. New 1 • Get CET result Testing 3 minutes Exam results NO FEE Student Office and Admission from 1st slip th year to 4 2 • Physical & year TSU Clinic 1 Hour Medical exam NO FEE Medical List

Examination. (Loving

For Nursing Mother )

Students only:

(CBC,X-ray,

Urinalysis,

Pregnancy Test,

Hepa B Vaccine)

3 • The students will Dean 10 minutes ROG, NO FEE physical/medical be interviewed exam result regarding their

grades, result of

their

physical/medical

exams, and

orientation on

Enrollment

Process

4 • Pre- Assessment College 5 minutes Admission Slip NO FEE

5 • Tagging of Free College 3 minutes Assessment NO FEE Tuition; Get Form

COR Business 15 minutes Uniform, ID NO FEE 6 Center assessment form • Go to the (Main / COR Business Center Campus) for the Uniform, ID

B. OLD 1 • Proceed to College COS 10 minutes Admission Slip NO FEE Students enrollment area for Faculty nd from 2 computerized th year to 4 enrollment (pre- year assessment).

2 • Tagging of Free Tuition College 5 minutes Assessment NO FEE Form

3 • Go to the Business Business 10 minutes ID assessment NO FEE Center for renewal Center form / COR of I.D. (if needed).

4 • Scholastic delinquent students Guidance 20 minutes NO FEE Office (Warning, Probation and Dismissal in the College) should pass through the Guidance and Counseling Unit before being admitted for enrollment. C. 1 • For transferees, Admission 5 minutes Acceptance NO FEE Transferees, returnees, second Form Shifters, coursers, and Returnees, professional Second education takers,

Coursers go to Admissions Unit for compliance of requirements and to secure Admission Slip.

2 • Physical & TSU Clinic 1 Hour Medical exam NO FEE Medical (Loving List Mother ) Examination.

For Nursing

Students only:

(CBC,X-ray, Urinalysis,

Pregnancy Test,

Hepa B Vaccine)

Dean 10 minutes ROG, NO FEE 3 • The students will physical/medical be interviewed exam result regarding their grades, result of their

physical/medical 32

exams, and orientation on Enrollment COS 5 minutes Admission Slip NO FEE Process Faculty

4 • Proceed to 5 minutes ID assessment NO FEE enrollment area of Business form / COR Colleges for Center submission of documents and computerized enrollment (pre- 5 assessment).

• Go to the Business Center for the I.D. and uniform D. Cross- 1 • For transferees, Admission 5 minutes Acceptance NO FEE Enrollees returnees, second Form coursers, and professional education takers, go

to Admissions Unit for compliance of requirements and to secure Admission Slip.

2 • Physical & TSU Clinic 1 Hour Medical exam NO FEE Medical List Examination.

For Nursing Students only:

(CBC,X-ray,

Urinalysis,

Pregnancy Test,

Hepa B Vaccine)

3 • The students will Dean 10 minutes ROG, NO FEE be interviewed physical/medical regarding their exam result grades, result of

their

physical/medical

exams, and orientation on Enrollment Process

4 • Proceed to COS 5 minutes Admission Slip NO FEE enrollment area of Faculty

Colleges for

submission of documents and computerized

enrollment (pre-

assessment).

15 minutes ID assessment NO FEE 5 • Go to the Business Business form / COR Center for the I.D. Center and uniform 20 minutes NO FEE Guidance 6 • Scholastic Office delinquent

students

(Warning, Probation and Dismissal in the College) should pass through the Guidance and Counseling Unit before being admitted for enrollment. E. For 1 • Go to the Dean’s Clerk 5 minutes ID NO FEE Graduating Office for the Students assessment of Enrolled in thesis. Thesis Thesis 3 minutes Thesis NO FEE Writing • Submit the 2 Assessment to Coordinator Assessment the Thesis from Coordinator

• Free Tuition and Miscellaneous fees (RA 10931; “ Universal Access to Quality Tertiary Education Act of 2017”)

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 Dean’s Office/ Staff 10 minutes None Transcript of records , Philippine Law School Admission Test Result

Evaluation of Pre ORA 10 minutes None

requisites subject , 18

units Social Science ,

18 Units English and 6

units Math

Secure for the Admission / Testing 5 minutes None entrance exams requirements

Cashier 5 minutes 1,000.00 Secure for payment of entrance examination

Interview by College Dean’s Office 15 minutes None Dean, College

enrolment pre- . assessment

Secure payment of Cashier 5 minutes 1,000.00 per unit tuition fee

Printing of Certificate Dean’s Staff 3 minutes None Of Registration

NATIONAL SERVICE TRAINING PROGRAM OFFICE

Enrollment Procedure For Cross Enrolees (other school)

Person In Documents/ Charge Procedure Duration Fees

Testing Office Get a student number 5-10 Minutes None and submit required documents

Administrative Proceed to the 5-10 Minutes None

Aide enrollment area of the

College (NSTP Office) and

undergo computerized enrollment to secure

certificate of pre-

registration (pre-

assessment). 5 Minutes None Administrative Aide Submit the necessary documents and get

tagged for free tuition. 5 Minutes Fees Cashier Pay to the cashier the necessary fees. Registration 5 Minutes None Office Get Certificate of registration (COR) from the Registration Office.

Business 10 Minutes None Center Go to the BUSINESS CENTER For the issuance of I.D. uniform and other items.

Application Form For Choosing a Component

Documents/ Person In Charge Procedure Duration Fees

NSTP Identify the students for 8 hours None Coordinators/Director the component of their choice.

None Lecturers/Cadet Submit the final list of 5 hours

Officers students who are

transferred to different component.

Director/ Attach the list of 5-10 Minutes None Administrative Aide students to the transfer

form and should have the sign of the dean/director.

Director URO/Vice Proceed to the 5 Minutes None President for Registration and Academic Affairs/ VPACAD Office to sign

Administrative Aide the following forms of

the said personnel for

clarifications and

evaluation

None 5 Minutes Administrative Aide Go to the MISO to

transfer the students for their chosen component

Application Forms (Proposed Seminar, Activity and Orientation)

Documents/ Person In Charge Procedure Duration Fees

Director/ Forms and letter 2-3 Mins. NONE Administrative must be Accomplished and Aide signed by the director.

Vice Evaluate and sign 5-10 Mins. NONE President/Directors by the authorities.

Administrative If the information is 1-2 Mins. NONE Aide not complete, Clerk must accomplish the missed requirement. If the information is complete, it will sign by the authorities.

Procedure for Serial Number (Transferred to different school) Person In Documents/ Charge Procedure Duration Fees

Student/Clientele Get a letter from the 5-10 Minutes None existing school registrar to request a serial number and proceed to the NSTP Office.

None Administrative Submit the necessary 5 Minutes

Aide documents and check if

the details are correct.

None Director/ If the information is 3-5 Minutes

Administrative complete it will sign by

Aide the authorities.

Administrative Sealed the document and 2 Minutes None Aide released to the client.

STUDENT AFFAIRS SERVICES

MONETARY INCENTIVES

PERSON IN- STEP PROCEDURE DURATION FEE FORMS CHARGE 1 Submit the following documents 5 mins None None (2 copies each) to the Office of the Student Affairs and Services: • Approved letter of the activity • Approved travel order Student/s • Letter of Invitation • Certificate of Recognition • Certificate of Appearance • Other supporting documents 2 Check the given necessary documents. SAS Staff 5 mins None None 3 Prepare the payroll/voucher of the 1 day None None student/s’ monetary incentives (amounts SAS Staff are indicated in the Board Resolution No. 62, s. 2015) Process payroll/voucher with required 2-4 working None None 4 SAS, VPAA, documents attached. Have it signed by the days Budget, SAS Dean, Vice President for Academic Accounting, Affairs, Budget Officer, Accounting Director, VPAF, Vice President for Administration and Cashiering Finance, Cashiering Office Director. 5 Student/s None None Claim monetary incentives at the Cashier. Cashier

BUDGET HEARING

STEP PROCEDURE PERSON IN-CHARGE DURATION FEE FORMS 1 Submit proposed General Plan of 5 mins None None Action and Budget Plan to the SAS Staff Office of the Student Affairs and Services 2 Schedule Budget Hearing SAS 5 mins None None 3 Dean, SAS 30-60mins None None SAS Staff Student Development Conducts Budget Hearing Unit Staff Student Council/Publication If there is revision on the General None None 4 SAS Staff Plan of Action and Budget Plan, it Student will be returned to the Student Council/Publication Council/Publication for revisions 5 SAS Staff 1 day None None Review revisions Student Development Unit Staff 6 Recommend/ sign for the approval SAS Staff 1-2 days None None of the proposed General Plan of Student Development Action and Budget Plan Unit Staff 7 Approve the budget plan Dean, SAS None None 8 Submits a copy of the approved None None General Plan of Action and Budget Student Plan to Records Office, SAS, Council/Publication Student Council/Publication

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 Depending on with Minutes of Meeting of Student/s the case of the the Organization SAS Staff transaction of None None • Breakdown of Budget or the student/s 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

2 Depending on None None the case of the Check the given documents. SAS Staff transaction of the student/s 41

3 Have it signed by the Head of None None Student Development Unit, Dean of Student Affairs and Services, SDU, SAS, VPAA, RAU

Vice President for Academic Affairs and proceed to the Records and Archives Unit 4 Submit the approved requirements to None None the Office of the Student Affairs and Student/s Services

STUDENT AFFAIRS SERVICES - SCHOLARSHIP UNIT

PROCESSING OF SCHOLARSHIP

PERSON IN- STEP PROCEDURE DURATION FEE FORMS CHARGE

Sign the Clients’ logbook and get scholarship forms 1 2mins None 2 • Personal Information Sheet(PIS) – 1 Staff for New Applicant • One Scholarship Forms (Chosen Scholarship Program)

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 5 minutes 3 - for New Applicants accomplished (1copy) depending • Pre-Registration/Assessment or on the case 2 None Certificate of Registration (Current of the 1 – for Semester) transaction Renewal • Original copy of Report of Grades of the (Previous Semester) student • Form 138/ Report of Grades Head and (Freshmen applicant only) Staff 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

• 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 Staff None None None UNIVERSITY – SCHOLARSHIP OFFICE)

MEDICAL HEALTH UNIT

SERVICES PERSON’S RESPONSIBLE CLIENTS 1. Provide physical examination - University physician, Nurses Students, Faculty and The clinic conducts physical Personnel’s examination for students, faculty and non-teaching personnel’s.

2. Consultations - The university University physician, Nurses Students, Faculty and physician provides free consultation Personnel’s 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.

3. Provides general medical visits – University physician, Nurses Students, Faculty and in general medical concerns. You Personnel’s may walk in to avail of the following:

• Blood Pressure check • Sugar test • Height and weight • ECG • Nebulization • Snellen and Ishihara eye test

4. Immunization (Flu, cervical and University physician, Nurses Students, Faculty and other vaccines) Personnel’s

5. Issuance of medical certificate University physician, Nurses Students, Faculty and Personnel’s 6. Provides wellness disease lectures University physician, Nurses Students and Faculty and seminar

7. Provides health screenings e.g. University physician, Nurses Students, Faculty and Osteoporosis, Diet counseling, and Volunteers Personnel’s FBS, CBC, ECG and others

8. Medical assistance on different University physician, Nurses Students, Faculty and university activities, e.g. and Volunteers Personnel’s Intramurals, SCUAA, SCUFAR, Educational fieldtrips and seminars.

STEP SERVICE PROVIDED DURATION PERSON- FEE FORMS/ OF IN- DOCUMENTS ACTIVITY CHARGE Visits clinic Under normal circumstances 3 to 5 University None Consultation for evaluation minutes Physician, Form and University management Nurses (History and A – MINOR None Medical physical ILLNESS/INJURIES As per case Certificate examination) basis University Form Based on the assessment of the Physician, university physician or nurse, University minor illness or injuries may Nurses 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 As Vomiting indicated o Fever As per case o Body aches and basis pain University Physician, University Nurses

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

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 Vaccinations of Flu and other 5 minutes University If immunization vaccines Physician, indicated of vaccines University Nurses

Lecture and Seminar 1 to 2 hours University If Conducts Physician, indicated wellness University disease Nurses lectures Osteoporosis, FBS, CBC, As per case University If Provides ECG, Diet counseling and basis physician, indicated health others Nurses screenings and Volunteers Medical assistance on different As per case University If Medical university activities, e.g. basis Physician, indicated assistance Intramurals, SCUAA, University SCUFAR, Educational Nurses fieldtrips and seminars.

DENTAL HEALTH UNIT

I. Scheduling of New Patient STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS Student presents Certificate of Registration (COR), 1 Student 6 secs NONE proof that the student is currently enrolled.

Prepares the Personal 2 Dental Clerk 3 secs NONE TSU-DHO-SF-01 Information Sheet. Student fills up the Personal 3 Student Information Sheet for 3 mins NONE TSU-DHO-SF-01 record purposes. 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 4 Dentist 3 mins NONE cases will be scheduled according to the urgency of the case. • Emergency cases will be given immediate dental attention. The Dentist will discuss the

5 Dentist procedure that will be made 5 mins NONE for the patient. Students below 18 years of age need to get parental 6 Dentist NONE TSU-DHO-SF-03 consent before having tooth

extraction. Student/Dental Finalizes the date and time 7 30 secs NONE Clerk according to availability.

Registers time and date at 8 Dental Clerk the Student’s COR and 15 secs NONE TSU-DHO-SF-13 Dental Schedule Log.

II. Scheduling of Regular Patient STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS Student presents Certificate of Registration (COR), 1 Student 6 secs NONE proof that the student is currently enrolled. 2 Dental Clerk Retrieves record for review. 1 min NONE TSU-DHO-SF-01

Dental Clerk reviews the 4 Dental Clerk treatment plan stated in the 30 secs NONE TSU-DHO-SF-01 record. Students below 18 years of Dentist age need to secure a TSU-DHO-SF-03 5 10 secs NONE parental consent before having tooth extraction.

Student/Dental Finalizes the date and time 6 30 secs NONE Clerk according to availability.

Registers time and date at 7 Dental Clerk the Student’s COR and 10 secs NONE TSU-DHO-SF-13 Dental Schedule Log.

III. Pre-treatment Procedure STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS Check the Dental Schedule Log and retrieves the TSU-DHO-SF-01 1 Dental Clerk 10 secs NONE patient’s personal TSU-DHO-SF-13 information sheet.

2 Verify and accept the Dental Clerk 10 secs NONE TSU-DHO-SF-03 waiver.

Prepare the necessary 3 Dental Assistant instruments and 3 mins NONE equipment’s to be used. Greet and accompany the patient to the treatment 4 Dental Assistant 1 min NONE room. Instruct the patient to seat in the dental chair. 49

Dentist begins the 5 Student/Dentist NONE TSU-DHO-SF-01 procedure/treatment. 30 mins

Dentist/Dental Dentist gives postoperative TSU-DHO-WI- 6 2 mins NONE Assistant instructions to the patient 09

Remove all the contaminated instruments Dental and barriers after each 7 Assistant/Dental 2 mins NONE treatment. Place Clerk contaminated instruments to the treatment tray.

Dental Cleanse and disinfects the 8 Assistant/Dental 3 mins NONE treatment room. Clerk

Register at the Daily TSU-DHO-SF-02 Student/Dental 9 Accomplishment Log and 2 mins NONE TSU-DHO-SF-14 Clerk finish the Evaluation form.

IV. Dental Treatment Procedure STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS Dentist reviews the 1 Student/Dentist patient’s personal 3 mins NONE TSU-DHO-SF-01 information sheet. Diagnose the case presented 2 Dentist and patient’s chief 3 mins NONE

complain.

Explain the procedures to 3 Dentist 2 mins NONE be made to the patient.

Treatment made according to the services offered such Dentist as composite filling 4 30 mins NONE restoration, gum treatment, extraction, and oral examination.

Dentist/Dental Record the patient’s dental 5 20 secs NONE TSU-DHO-SF-01 Assistant condition.

V. Procedure in Requesting Dental Certificate STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS Client will fill out the form 1 Student 30 secs NONE TSU-DHO-SF-10 for his request. Dentist will review the dental 2 record of the patient and note Dentist 15 secs NONE TSU-DHO-SF-01 the following procedures that were made.

Dental Clerk will prepare the 3 Dental Clerk document to be signed by the 5 mins NONE TSU-DHO-SF-04 dentist.

Dentist/Dental Dentist sign the document 4 5 secs NONE TSU-DHO-SF-04 Clerk and the dental clerk release it.

GUIDANCE AND COUNSELING SERVICES

INDIVIDUAL COUNSELING SERVICES

RESPONSIBLE DETAILS Duration Requirements/ Fees

Guidance Counselor or Guidance Staff:

1. GC/GS 1.A. Welcomes the client, builds rapport, One (1) Working None and interviews client to get information. Day 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:

• 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.

One (1) Working None 2. GC/GS 2. Accomplishes and files the Day counseling form or up-date the client’s individual inventory record.

3. GC/GS 3. Schedules the follow-up sessions None until the client’s needs are met. Terminates the counseling sessions when completed and not needed.

GROUP COUNSELING SERVICE

RESPONSIBLE DETAILS Duration Requirements/ Fees

1. GC/GS Guidance Counselor or Guidance Staff:

1A. Welcomes the clientele, build One (1) Working None rapports and interviews clientele to get Day 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:

• Offers referral interventions

to clientele. • Prepares letter or referral slips

• Refers clientele to other

guidance counselors, personnel or external consultants. • Ends counseling sessions after

referral is completed.

2. GC/GS 2. Accomplishes and files the counseling One (1) Working None forms or up-date the clientele individual Day

inventory records.

None 3. GC/GS 3. Schedules the follow-up sessions until One (1) Working clientele needs are met. Terminates the Day counseling sessions when completed or not needed by the clientele.

REFERRAL COUNSELING SERVICE

RESPONSIBLE DETAILS Duration Fees

Guidance Counselor or Guidance Staff:

1. GC or GS 1. Welcomes the referring person/s and ask One (1) Working None necessary information from the referring Day 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. GC or GS One (1) Working None 2. Welcomes the clientele, builds rapport and Day

interviews clientele to get information. Clientele are encouraged to disclose their concerns to identify their conditions and needs. 3. GC or GS One (1) Working None 3. Provides appropriate interventions to the Day

clientele towards their personal choice and

decisions.

• Offers referral interventions to

the clientele.

• Prepares letter or referral slips • Refers clientele to other guidance

counselors, personnel or external

consultants.

• Ends counseling sessions after the

referral is completed. None 4. GC or GS One (1) Working

4. Accomplishes and files counseling Day

forms or up-date the clientele individual inventory records.

• Schedules follow-up sessions

until clientele needs are met. 5. GC or GS One (1) Working None 5. Ends the counseling sessions when Day

completed and not needed by the clientele.

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

RESPONSIBLE DETAILS Duration Requirements/ Fees

Guidance Counselors or Guidance Staff:

1. GC or GS 1. Informs the College Dean for the One (1) Working None Day 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. GC or GS and 2. Facilitates the activity and have One (1) Working None Day PFC evaluated the activity by the participants by answering/rating the

evaluation sheets

One (1) Working None 3. Collects all evaluation Sheets from 3. GC or GS Day the participants, computes the results and files all documents.

HOMEROOM GUIDANCE / CLASSROOM LECTURE ACTIVITY

RESPONSIBLE DETAILS Duration Requirements/ Fees

Guidance Counselor or Guidance Staff:

1. Clerk 1. Clerk informs the Guidance One (1) Working None Day Counselor and the in-charge

Guidance Counselor seeks

approval from the Dean of the

homeroom activity

2. GC or GS 2. Counselor facilitates the activity and One (1) Working None process the activity Day

None One (1) Working 3. The Guidance Counselor ends the 3. GC or GS D activity

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

RESPONSIBLE DETAILS Duration Requirements/ Fees

Guidance Counselor or Guidance

staff:

1. GC/GS 1. Welcomes the Client, gather One (1) Working None Day information and Informs client about the process/test.

One (1) Working 2. Clients 2. Client submits all required None Day requirements needed and answers the Vocational Preference Inventory career test.

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

One (1) Working None 3. GC/GS and 3. Reviews /checks all client’s’ PFC requirements and attaches additional Day 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.

One (1) Working 4. GC/GS and PFC 4. Client received his/her needed None documents and reports to his/her Day

desired college and course.

SEMINAR ON STUDY HABITS FOR FRESHMEN

RESPONSIBLE DETAILS Duration Requirements/ Fees

Guidance Counselor or Guidance

Staff:

1. GC/GS 1. Informs the Guidance One (1) Working None Day 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. GC/GS and 2. Facilitates the activity PFC

None 3. Participants 3. Have evaluated the activity conducted. Collects the activity One (1) Working evaluation forms and other Day

documents, computes the activity evaluation results and files all

documents

4. GC/GS 4. End of the activity None

One (1) Working Day

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.

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 2.3 Photocopy of Authenticated (PSA/NSO) Birth Certificate 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) 4.3 Photocopy of Authenticated (PSA/NSO) Birth Certificate 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) 4.3 Photocopy of Authenticated (PSA/NSO) Birth Certificate 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)

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 Person in Fee Form Activity (Under Charge Normal Circumstances) 1 Ask for Admission Give copy of the 1 minute Testing Test Requirements requirements, Staff/ • CAT TSU-GUI-SF-16 • CAT provide Guidance • LAT TSU-GUI-SF-17 • LAT clarifications if Clerk • PT TSU-GUI-SF-18 • PT necessary • GSAT TSU-GUI-SF-27 • GSAT 2 a. Let the testing Screen the 1-2 minutes Testing • CAT-TSU-GUI-SF-16 staffs check if the applicant’s Staff/ • LAT-TSU-GUI-SF-17 applicant is requirements to Guidance • PT-TSU-GUI-SF-18 qualified to take assess if he/she is Clerk • GSAT TSU-GUI-SF-27 the test with qualified to take his/her complete the test. requirements. Once the applicant b. Get application is qualified, the form for applicant will be admission test. given application form for admission test with the assessed admission test fee. END OF TRANSACTION FOR NO 3 minutes APPLICABLE FEES (CAT) 3 Proceed to Present applicant 1 minute Cashiering Foreign 61

Collecting Office to form for college Staff – US $ pay for the Testing admission test with 25 Fee (Window 5-12) payor ID#. Process LAT – the payment and P1,000 issue Official PT – Receipt (O.R.) P300 GSAT – P250

4 Present O.R. Check if the 1 minutes Testing together with the application form is Staff/ Accomplished properly Guidance Application Form accomplished. Clerk and complete Process the requirements. application and give the applicant his/her official receipt and Test Permit that includes the schedule of test and reminders. Total Minutes 5 minutes END OF TRANSACTION

CAREER AND JOB PLACEMENT SERVICES

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 Processing Attending Client Purpose Requirement Fees Form Transaction Time Staff Request for Employers -to provide -Letter of Intent 6-8 mins • TSU-GUI-SF-42 Graduate (Old / Employment -Job Vacancy (Job Vacancy Form) List and/or TSU- opportunities Form • TSU-GUI-SF-39 Local Partner for TSU (available at (Registration for Recruitment Industries) Graduates CJPS) Employers/Company Activity through Representatives) referrals CJP Officer/ None -Request for Office Staff Employers to conduct Local Recruitment Activity Employers -to provide -Letter of Intent 8 to 10 • TSU-GUI-SF-42 (New / Employment -Company mins. (Job Vacancy Form) Non-TSU opportunities Profile • TSU-GUI-SF-39 Partners) for TSU -SEC (Registration for Graduates Registration Employers/Company -Request for -Philjobnet Representatives) Local Registration Recruitment -Job Vacancy Activity Form (available at CJPS) TOTAL 6-10 mins. ***END OF TRANSACTION***

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/ CPJS Office, TSU Gymnasium 2 CJPS Officer/Clerk will review Office Staff 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

Request For Job Posting

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 permit who provide employment opportunities for Tarlac State University Graduates

What are the requirements? 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 Attending Client Purpose Requirement Fees Form Transaction Time Staff Request for Employers -Job 4 • TSU-GUI-SF- Job Posting (Old / TSU Advertisement/s mins. 39 Partner -to post (Hard/Soft (Registration Industries) information Copy) CJP Officer / None for on job Office Staff Employers/Com vacancy(ies) pany Representatives ) Employers -Letter of Intent 6 to 8 • TSU-GUI-SF- (New / -Job mins. 39 Non-TSU Advertisement/s (Registration Partners) (Hard/Soft for Copy) Employers/Com -Company Profile pany -SEC Registration Representatives (First Page) ) -Philjobnet Registration TOTAL 4-10 mins. END OF TRANSACTION

Request For Job Posting

Step What to do? Attending Staff Where to go? REQUEST FOR JOB POSTING 1 Employers (Old / TSU Partner Industries) will submit the Job Advertisement (Hard/Soft Copy) 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. CJP Officer / Office CPJS Office, TSU Note: For New / Non-TSU Partners Staff Gymnasium 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. Note: For New / Non-TSU Partners 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. ***END OF TRANSACTION***

Referral Of Walk-In Students/Graduates To Employers

Schedule of Availability: Tuesday – Friday 7:00 a.m. – 6:00 p.m.

Who may avail of the service? Students and Graduates of Tarlac State University

What are the requirements? 1. Updated Resume 2. Any of these: Certificate of Registration (Latest) / Student ID / Transcript of Records (For Graduates only)

Type of Processing Attending Client Purpose Requirement Fees Form Transaction Time Staff Referral of Walk-In -For -Updated 6 to 8 CJP Officer None • TSU-GUI-SF- Walk-In Students/ Employment/OJ Resume mins. / Office 58 Students/ Graduates of T/ Summer Job -Certificate of Staff (TSU Student Graduates to Tarlac State Referral to Registration and TSU Employers University Employers (Latest) / Student Graduate ID / Transcript Referral Form) of Records (For • TSU-GUI-SF- Graduates only) 59 (Logbook for Walk-In Applicants) TOTAL 6-8 mins. ***END OF TRANSACTION***

Referral Of Walk-In Students/Graduates To Employers

Step What to do? Attending Staff Where to go? REQUEST FOR REFERRAL TO EMPLOYERS 1 Walk-In Students/Graduates visits the CJPS Office to request for Employment/OJT/ Summer Job Referral to Employers 2 CJP Officer/Clerk will review the Resume, Certificate of Registration (Latest) / Student ID / Transcript of Records (For CJP Officer / Office CPJS Office, TSU Gymnasium Graduates only) of the Applicant Staff 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. ***END OF TRANSACTION***

SPORTS AND DEVELOPMENT MANAGEMENT UNIT

Monetary Incentives

Procedure Person In- Duration Fees Forms/Documents Charge

Submit/provide SDMU Staff 3-5 minutes No Fees Letter for try-outs letter for the SCUAA Athletes for try - out

Check the given SDMU Staff 5-10 minutes Obligation request & No Fees documents. payroll

Prepare obligation SDMU Staff 1 working day No Fees Payroll, Voucher with request, payroll of supporting the student/s’, documents monetary incentives (amounts are indicated in the Board Resolution No. 62, s. 2015)

No Fees Process payroll, 2-5 working days SDMU, Budget, voucher with VPAA, , Accounting, supporting VPAF, Cashiering 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 Student/s No Fees of implementation Cashier of approved recommendations and submit report to the University President.

STUDENT DEVELOPMENT UNIT

Procedure for Processing of Lost RFID

Responsible Details Duration Requirements/ Person/s Fees

Student, College of Law Secure an Affidavit of Loss at the 5 minutes P100.00 College of Law (to be paid at the College of Law)

Student Development Proceed to MISO to block from 5 minutes None Office their system the lost RFID.

Student Development Submit a photocopy of Affidavit 2 minutes None Office of Loss to Student Development Office for the Request of I.D. Form

5 minutes (to be collected by Business Center Business Center) Proceed to Business Center and submit the accomplished Request ID Form for the processing of ID

Business Center None

Claimed the new RFID

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

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 Secure forms of application from SDO

Student Organizations

Prepare the Student

Organization’s Goals and Objectives, Constitution and By-

laws Student Organizations

Prepare a list of projects/activities for the current academic year

The over-all processing None Student Development Office Submit all the documents to the period takes 3- Student Development Office for 4 weeks approval

Student Development Office SDO will review all the documents submitted by the organization

SDO, Student Organization

SDO will then approved and register the new student organizations

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

II. RENEWAL of Student Organizations

Responsible Person/s Details Duration Requirements/ Fees

Prepare new list of officers Student Organizations and members using TSU- SDO-SF-03 and TSU-SDO- SF-04 form

Student Organizations/ Secure a letter of acceptance from the faculty-adviser Faculty Advisers addressing the head of

Student Development Office

The over-all Student Organizations Submit all the letters and the processing period None forms to the Student takes 3-4 weeks Development Office for renewal

Student Development Office SDO will review the submitted documents

Student Development Office SDO will approved the renewal of the student organization

Procedure for the Approval of Student Organization Activities

Responsible Details Duration Requirements/ Person/s Fees

SDO, Student Organization Secure an activity form from 1 minute None Representative/ Student Development Office Officers

Respective Fill-out form and have it signed by 1 day None Faculty-Adviser or the authorized/respective/Faculty- Adviser/Dean after accomplishing Dean the activity form

Proceed to Student Development Office and submit the 4-5 minutes None SDO Staff Accomplished Activity form for approval

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)

Responsible Person/s Details Duration Requirements/ Fees

Request for a schedule for budget SAO, Student hearing at the Student Affairs 1 minute None Organizations Office. Bring proposed budget officer/representative plan

Student Development Attend the budget hearing 30 minutes to None Office 1 hour

Revise the budget plan Student Organization accordingly based from the 1 day None changes made on the budget hearing

Submit the revised budget plan at 5 minutes None Student Development the Student Development Office Office for signing and approval

Submit the signed budget plan 1 minute None Student Affairs Office and GPOA to Student Affairs Office

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

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

Responsible Person/s Details Duration Requirements/ Fees

1. The Discipline Unit will conduct 1. SDO intake interview with the complainant 1 hour to 1 ½ hour None and will accomplish TSU-SDO-SF-13

Form

None 30 minutes to 1 2. SDO 2. The Discipline Unit will conduct hour separate initial investigation to both parties. Respondents will also accomplish the TSU-SDO-SF-15 (1 hour to 1 ½ hour)

3. SDO/Student 3. If the case is solved during the initial None Grievance Board investigation, the case proceedings will be summarized. If not, the case will be elevated to the Grievance Board

4. Student 4. The Student Grievance Board will None Grievance Board conduct further investigation or deliberation based from the

evidences and statements of all parties concerned

5. Student Grievance Board will issue 5. Student 2-3 days None Grievance Board recommendation/s based from the policies of the university

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 Details Duration Requirements/ Person/s Fees

SDO Proceed to Student Development 30 minutes None Office for the Intake interview to 1 hour

The complainant submits a written and SDO duly signed complainant and will 30 minutes None accomplish TSU-SDO-SF-13 Form to 1 hour

SDO The Student Discipline Unit will None conduct investigation to both complainant and respondent. Respondents will also accomplish

TSU-SDO-SF-15

Faculty/ The Student Discipline Unit will submit None Administrative all evidences and recommendations to Grievance Board Faculty/Administrative Grievance Board

University President The University President will approve 2-3 days None the recommendation after the deliberation

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 Procedure Duration Steps Fees Form Client Person In-Charge of Activity Client presents book(s) for check-out at the Librarian verifies validity of 1 30 Seconds None Circulation Counter ID together with valid ID Librarian will check-out book under the borrower/ Client fills out the Book client's name and issue the 2 Card with his/her name 2 Minutes none Book Card book(s) to the client and (Form No. TSU-LMS-SF-06) with date borrowed inform the due date of borrowed book(s) Librarian files Book Card(s) 3 Client receives book 30 Seconds none in the filing box End of Transaction

2. Returning (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 Duration: 3 Minutes PROCEDURE Procedure Duration Steps Fees Form Client Person In-Charge of Activity Librarian scan book in the Client presents book(s) library system for check-in. 1 for check-in at the Pull-out Book Card from the 1 Minute none Book Card (Form No. TSU-LMS-SF-06) Circulation Counter file box and insert in corresponding book pocket If overdue, Librarian informs client of the amount 2 1 Minute of overdue fine and pay at the Cashier's Office P20.00 Client pays overdue fine 3 per day at the Cashier's Office per book Client presents Official Verify Official Receipt and Receipt of overdue Official update or clear client's 4 payment to the Library 1 Minute none Receipt of overdue fine in the library Staff at the Circulation payment system Counter End of Transaction

3. Renewing (Circulation of Books/Materials) Schedule of Availability: Monday to Saturday Who May Avail of the Service: TSU Employees, Students What are the requirements: Valid ID with picture Duration: 3 Minutes PROCEDURE Procedure Duration Steps Fees Form Client Person In-Charge of Activity Librarian scan the book or the borrower’s ID in the library system for Client presents book(s) renewal. Pull-out Book for renewal to the 1 Card from the file box and 1 Minute none Book Card Library Staff at the (Form No. TSU-LMS-SF-06) request the client / Circulation Counter borrower to rewrite his/her name on the book card Client fills-out Book Issue the borrowed 2 Card with name and 1 Minute None Book Card book(s) to client (Form No. TSU-LMS-SF-06) date of renewal Librarian files Book 3 Receive book(s) 1 Minute None Card(s) in the filing box End of Transaction

4. Computer & Internet Access Schedule of Availability: Monday to Saturday Who May Avail of the Service: TSU Students, Employees, Alumni & Visiting Researchers What are the requirements: Valid ID with picture Duration: 4 Minutes PROCEDURE Procedure Duration Steps Fees Form Client Person In-Charge of Activity Client presents valid ID Librarian verifies 1 at the Circulation 1 Minute none validity of ID Counter Librarian scans available computer 2 number tag under the 1 Minute none client’s name and attach it to clients ID Librarian assists client to 3 the computer work 1 Minute none station After using the computer unit facilities, Librarian scans Computer 4 client retrieves ID card Number Tag to check-in 1 Minute none at the Circulation and return client’s ID Counter/ area End of Transaction

5. Referral Service Schedule of Availability: Monday to Saturday 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 Procedure Duration of Steps Activity Fees Form Client Person In-Charge Librarian verifies validity Client presents valid of ID and provide to 1 ID at the Circulation 30 Seconds none client the request form for Counter Referral Letter Fill-out the Referral Letter Request Form Referral Letter 2 and seek signature of none Request Form College Dean for (Form No. TSU-LMS-SF-02) approval Librarian receives form and Submit the filled out encode information on the form with signature of Referral Letter 4 referral letter template, 30 Seconds none Dean or Adviser to the Request Form (Form No. TSU-LMS-SF-02) Library Staff print, affix signature, and issue to the client Issue the Referral Letter to 6 30 Seconds none the client Client receives referral Referral 7 letter and log on the 1 minute none Issuance Log Referral Issuance Log (Form No. TSU-LMS-SF-11) End of Transaction

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

Procedure Duration of Steps Fees Form Client Person In-Charge Activity Librarian verifies library Client presents accountabilities of client 1 properly filled out from the library system, 1 Minute none Clearance Form Clearance Form at the if any. Librarian informs Circulation Counter client to settle his/her library accountabilities If client is clear from library accountabilities, 2 Librarian affix signature on 30 Seconds none the clearance form and release it to client Client receives duly signed Clearance Form 3 30 Seconds none Clearance Log and log on the (Form No. TSU-LMS-SF-12) Clearance Logbook End of Transaction For comments and suggestions, please fill in the feedback form available at the Library.

ADMISSION AND REGISTRATION OFFICE

ISSUANCE OF ADMISSION SLIP

Schedule of Availability: What are the requirements: Tuesday – Friday (Enrollment) 7:00 AM – 6:00 PM with no-noon break 1. Form 138, Form 137-A (Copy for TSU), ALS rating (Original Copy) Who may avail of the service: 2. PSA / NSO Birth Certificate 1. Freshmen students and Transferees (Photocopy) 3. Good Moral Character (Original Copy) Duration: 4. 2pcs 2x2 colored pictures 25 minutes (under normal Circumstances-with complete requirements) 5. TSU-CAT Test Result (Original Copy) 3 days (Simple Transaction – incomplete requirements) 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 FLOWCHART DETAILS DURATION FEE PERSON/S

Present the complete ARO Staff Receive and check the credentials / 5 minutes Free of Charge Faculty credentials / requirements requirements Encode in the admission module the application ARO Staff Idle number indicated in the TSU- 15 minutes Free of Charge CAT result to enable the processing of the student data

Issuance of admission slip with ARO Staff Receive the 5 minutes Free of Charge student number Admission Slip

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

Schedule of Availability: What are the requirements: Tuesday – Friday (Enrollment) 7:00 AM – 6:00 PM with no-noon break 1. Transfer Credentials / Honorable Dismissal (Original Copy) Who may avail of the service: 2. Transcript of Record / Copy of Grades 1. Transferees, Prof. Ed. Takers, Second Coursers, Cross-Enrollees, (Original Copy) Returnees 3. 2 pcs. 2x2 colored pictures 2. Graduate School Students 4. Authenticated Birth Certificate PSA / NSO (Photocopy) Duration: 5. Authenticated Marriage Certificate (for female 2 hours (under normal Circumstances-with complete requirements) married students (Photocopy) 3 – 7 days (Simple / Complex Transactions – incomplete requirements) 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 FLOWCHART DETAILS DURATION FEE the service: Receive and check the Submit complete Admission Unit requirements/subjects to be 10 minutes Free of Charge requirements credited of transferees

Go to Counseling Testing and Career CTCC Staff Center Office (except Take the Psychological Test 10 minutes ₱ 300.00 cross-enrollees and returnees)

Transferee must Assess validation / ₱20/subject (for validation) Admission Unit secure validation / accreditation and issuance of 5 minutes ₱20/page (for accreditation form payment slip accreditation)

Issuance of Notice of Admission Unit Receive the notice of Acceptance to be signed by 5 minutes Free of Charge acceptance the Dean

Process validation / College Dean / accreditation to be signed by 5 minutes Free of Charge Admission Unit Idle College Dean

₱20/subject (for validation) Process Payment and issue Cashier’s Office 5 minutes ₱20/page (for Pay to the Cashier Official Receipt accreditation) Submit the Original Copy of

the validation / accreditation Admission Unit Go back to the 5 minutes Free of Charge and issuance of Admission Admission Unit slip with student number Submit photocopy of

ARO In-charge of validation / accreditation for Go to the In-charge of 15 minutes Free of Charge Records encoding the credited Records subjects

Faculty Go to the enrollment Processing of Enrollment 1 hour Free of Charge area

ISSUANCE OF ADDING, CHANGING, AND DROPPING FORM

Schedule of Availability: What are the requirements: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break 1. Certificate of Registration 2. ID 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)

RESPONSIBLE FLOWCHART DETAILS DURATION FEE PERSON/S Check the records of the ARO Office and Present COR and student in the system and 5 minutes Free of Charge Dean’s Office ID issuance of adding, changing, dropping form Processing and signing of ARO Office and adding, changing, dropping Idle 5 minutes ₱ 40 Revision Fee Dean’s Office form and issuance of payment slip Pay to the Process payment and issuance Cashier’s Office 5 minutes ₱ 40 Revision Fee Cashier’s Office of Official Receipt

Go to the In- Encoding of subject in the ARO Office charge of 5 minutes Free of Charge enrollment system Encoding of Subject

ISSUANCE OF APPLICATION FORM FOR SHIFTER/RETURNEE

Schedule of Availability: What are the requirements: Tuesday – Friday (Enrollment) 7:00 AM – 6:00 PM with no-noon break 1. Report of Grades / Evaluation of Grades 2. Certificate of Registration Who may avail of the service: 3. ID 1. Students who are enrolled in the University

Duration: 30 minutes (under normal circumstances)

RESPONSIBLE FLOWCHART DETAILS DURATION FEE PERSON/S Check the records of the student in the system and Admission Unit Present COR and ID 5 minutes Free of Charge issuance of shifting / returnee form

OSA Staff Go to OSA Interview and issuance of 10 minutes Free of Charge Counselor’s Report

Signing of College Dean 5 minutes Free of Charge Go to the College Dean Shifting/Returnee Form

Submit the approved shifting / returnee form,

Counselor’s Report and Admission Unit Go back to the 10 minutes Free of Charge change the course in the Admission Unit system and issuance of Admission Slip

ISSUANCE OF NOTICE OF ACCEPTANCE FOR FOREIGN STUDENTS

Schedule of Availability: What are the requirements: Tuesday – Friday (Enrollment) 7:00 AM – 6:00 PM with no-noon break 1. College Admission Test Result 2. Certificate of Secondary completion Who may avail of the service: 3. Transcript of Records / Certificate of 1. Foreign Freshmen Students graduation duly authenticated by the 2. Master’s and Doctoral Programs Philippine Embassy or Consulate in their country Duration: 4. Personal Data, Passport & Student Visa 35 minutes (under normal Circumstances-with complete requirements) 5. Authenticated Birth Certificate 3 – 7 days (Simple / Complex Transactions – incomplete requirements) 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 FLOWCHART DETAILS DURATION FEE PERSON/S

In-charge of Present the Receive, check and Foreign complete credentials 5 minutes Free of Charge evaluate the documents Students / requirements

CTCC Staff Go to Counseling, Take the Admission Test 10 minutes US$25 Testing and Career Center

Present Admission Test College Dean 5 minutes Free of Charge Idle result to the Dean for Approval

In-charge of Submit Admission Test Foreign 5 minutes Free of Charge Idle Result and issuance of Students Notice of Acceptance

Issuance of Admission Admission Unit 5 minutes Free of Charge Go to Admission Slip with student number Unit

Baccalaureate – US$30/unit Lec + US$45/unit Lab Master’s – US$35/unit Lec + US$50/uni t Lab Payment of required fees Doctoral – US$40/unit Lec Cashier’s Office Pay to the Cashier (Foreign students are 5 minutes + US$60/unit Lab charged in dollars) Foreign Student Fees – US$200 Miscellaneous Fees – US$50 Application Fee – US$25

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 FLOWCHART DETAILS DURATION FEE PERSON/S All faculty of each college are advised to Bulk printing of Report of ARO staff 7 days Free of Charge post grades before the Grades deadline period

The College Dean / Release the Report of Grades Dean’s clerk receives ARO Staff to respective Deans of each 10 minutes Free of Charge all the Report of college Grades of the students under his/her college and signs the ARO logbook

REPRINTING OF REPORT OF GRADES (ROG)

Duration: 15 minutes

RESPONSIBLE FLOWCHART DETAILS DURATION FEE PERSON/S

Issue payment slip and advise ARO staff Request of reprint of student to go to the Cashier 2 minutes None ROG Payment slip

3 minutes Process payment and issue (dependent on Cashier’s Staff Official Receipt ₱20.00 Pay to the Cashier Cashier’s Assessed payment form processing time)

Search and print ROG in the ARO Staff 5 minutes None Enrollment System Idle

Record and cancel the OR and ARO Staff 5 minutes None Receive the ROG and release the ROG signs in the logbook

ISSUANCE OF CERTIFICATE OF TRANSFER CREDENTIALS (CTC)

Schedule of Availability: What are the requirements: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break 1. ID 2. Student Clearance Who may avail of the service: 3. Documentary Stamp 1. Bonafide TSU students 4. Official Receipt (OR) 5. Form 137-A / Transcript of Record Duration: 6. Authorization Letter (if the client is not 30 minutes (under normal circumstances – with complete requirements) the owner of the document) 3 – 7 days (Simple/Complex Transaction – incomplete requirements)

RESPONSIBLE FLOWCHART DETAILS DURATION FEE PERSON/S

Present ID, Form ARO In-charge of 137-A, OTR, Review all the documents 5 minutes None Request Section Documentary presented Stamp

ARO In-charge of Receive and review the request 5 minutes None Request Section Accomplish the form Request Form Issue payment slip and advise ₱50.00/page + ARO In-charge of the student to go to Cashier’s 3 minutes ₱20.00 for the Request Section Idle Office for the payment of attachment required fees Cashier’s Staff ₱50.00/page + (dependent on the Process payment and issue 3 minutes ₱20.00 for the Cashier’s Pay to the Official Receipt attachment processing timeIs) Cashier’s Office

ARO In-charge of Process the Certificate of 9 minutes None Request Section Transfer Credentials Idle Record the CTC on the logbook, ARO In-charge of cancel OR and release the 5 minutes None Request Section Receive the CTC Certificate of Transfer Credentials

ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS (GRADUATES) Schedule of Availability: Tuesday – Friday What are the requirements: 7:00 AM – 6:00 PM with no-noon break 1. ID Who may avail of the service: 2. Student Clearance 1. TSU Graduates (First Issuance) 3. Documentary Stamp (undergraduate/drop outs) 2. TSU Graduates (Second Issuance) 4. Official Receipt (OR) 3. Undergraduate, drop outs & Graduate School 5. Form 137-A / Transcript of Record (transferees) 6. Memo of Agreement/Distribution Letter Duration: (for CCS graduate and Graduate School only) 20 minutes (under normal circumstances – with complete requirements 7. Authorization letter (if the client is not the and in the enrollment system computerized) owner of the document) 30 minutes – not in the enrollment system 3 – 7 days (Simple/Complex Transaction – incomplete requirements)

RESPONSIBLE FLOWCHART DETAILS DURATION FEE PERSON/S

ARO In-charge of Present student Receive the OTR and signs on For First Issuance Records / Request clearance / 5 minutes the logbook Free of Charge Section requirements

Receive the Request form,

issue payment slip and advise For Second ARO In-charge of Accomplish the client to go to Cashier’s office 5 minutes issuance Request Section Request Form for the payment of OTR ₱50.00/page (second issuance, (second issuance, drop outs) drop outs)

Process OTR (if the record is 5 minutes computerized) ARO In-charge of Idle None Processing Unit Another 5 minutes (if the record is not computerized / 15 minutes not in the enrollment system)

ARO In-charge of Record the OTR on the Records / Request Receive OTR and logbook, cancel OR and 5 minutes None Section signs on the release the OTR logbook

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

ISSUANCE OF CERTIFICATION (CERTIFICATION, AUTHENTICATION AND VERIFICATION (CAV) EMPLOYMENT, EVALUATION, RANKING, RECORD AND OTHER PURPOSES

Schedule of Availability: What are the requirements: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break 1. ID 2. Student Clearance Who may avail of the service: 3. Documentary Stamp 1. Bonafide TSU students 4. Official Receipt (OR) 2. TSU Graduates 5. Form 137-A / Transcript of Record Authorization Letter (if the client is not Duration: the owner of the document) 30 minutes (under normal circumstances – with complete requirements) 3 – 7 days (Simple/Complex Transaction – incomplete requirements)

RESPONSIBLE FLOWCHART DETAILS DURATION FEE PERSON/S

ARO In-charge of Review all the Present all the Records / Request documents and issue 5 minutes Free of Charge requirements Section Request Form

Receive & accomplish the Request form, issue ARO In-charge of Idle payment slip and advise 5 minutes None Request Section client to go to the Cashier for the payment

₱20.00 (local) Process payment and Cashier’s Staff 3 minutes ₱50.00 Pay to the Cashier issue Official Receipt (international)

Present OR and Request ARO In-charge of form forwarded to 5 minutes None Request Section Idle Processing Unit

ARO In-charge of Processing the 10 minutes None Processing document Idle Record the document

ARO In-charge of on the logbook, cancel 2 minutes None Request Section OR and release the Receive the document document

UNIVERSITY RESEARCH OFFICE

Process: UREC Evaluation

Procedure Required Duration Person-in-Charge Fees Documents

1. Submission of the Forms: SF-01, SF- 10 minutes DRCs No Fee revised proposal from 03, SF-24, SF-32, CREC including CREC SF-07, ‘ rating. SF-06 (SS), SF-02 (STEM)

2. UREC Evaluation None 20 days UREC No Fee

3. Preparation and None 10 Minutes UREC Secretary No Fee Issuance of Notification Slip

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 - SF-04, SF-41, SF-42 10 minutes Researcher No Fee accomplish SF-04 to URO

2. Receiving and checking None 10 minutes URO Staff No Fee the completeness of the submitted documents

3. Evaluation of the request None 3 days URO Director No Fee by the URO Director

4. Once approved, request None 1 day URO Staff No Fee will be forwarded to Budget Office for further approval

5. Request will be None 3 days URO Staff No Fee forwarded to VPRES, VPAF, OUP for further approval

6. Voucher will be prepared None 1 day URO Staff No Fee based on the amount indicated in the approved request

None 1 day URO Staff No Fee 7. Submission of voucher to Budget Office for processing

8. Once forwarded, the FR None 30 minutes URO Staff No Fee will be notified thru a slip that his/her voucher is already at the Budget office

Process: Requesting of Funds for College Research Colloquium

Procedure Required Documents Duration Person-in-Charge Fees

1. Submission of fully- SF-19, List of participants 10 minutes DRCs No Fee accomplished SF-19 in the colloquium

2. Receiving and checking the None 10 minutes URO Staff No Fee completeness of the submitted documents

3. Evaluation of the request by None 3 days URO Director No Fee the URO Director

4. Request will be forwarded None 1 day URO Staff No Fee to Budget Office for further approval

5. Request will be forwarded None 3 days URO Staff No Fee to VPRES, VPAF, and OUP for further approval

6. The concerned DRC will be None 1 day URO Staff No Fee notified regarding the approval of the request.

Process: Anti-Plagiarism Scan (TURNITIN)

Procedure Required Duration Person-in-Charge Fees Documents

1. Submission of fully- SF-45, Receipt of Payment, 5 minutes Client Php 200.00 accomplished TURNITIN Soft copy of the document request form (SF-45) to be subjected in Plagiarism scan

2. Receiving and checking the completeness of the None 5 minutes URO Staff No Fee submitted documents

3. Plagiarism Scan using TURNITIN None 30 minutes URO Staff No Fee

4. Releasing of the result None 10 minutes URO Staff No Fee based on the acquired similarity index <25% - Passed >25% - Not Passed

5. Issuance of certificate of None 10 minutes URO Staff No Fee 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.

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

Procedure Required Documents Duration Person-in-Charge Fees

Receiving and checking of None 10 minutes URO Staff No Fee the documents submitted by other offices.

30 Minutes URO Director No Fee Evaluation and signing of None the document by the URO Director

Forwarding of the None 10 minutes URO Staff No Fee document to the concerned office. .

Process: Processing of Endorsement

Procedure Required Documents Duration Person-in-Charge Fees

Receiving and checking of Endorsement Form 10 minutes URO Staff No Fee the endorsement submitted by other offices.

Forwarding of the None 1 day URO Staff No Fee endorsement to the URO Director

The URO Director will Action Form 10 minutes URO Director No Fee review and evaluate the endorsement and will accomplish the endorsement action form.

Forwarding of the action None 1 day URO Staff No Fee form to the concerned Office/Unit

OFFICE FOR CULTURE AND ARTS

RESPONSIBLE DETAILS DURATION REQUIREMENTS/ PERSONS FEES

Requestor The LOR addressed to the The letter must reach None President will be sent by the OP at least 2 the Requestor personally weeks before the or by mail to the Office of actual event the President

Office Staff The LOR will be endorsed 1/2 working day None President down to the Office of the Vice President…

Office Staff to the Dean of Student 1/2 working day None VP Affairs and Services…..

OSAS Staff And finally to the Head of 1/2 working day None Dean the Office of Culture and The Arts for checking re: availability of the group being requested.

Head of Office The requestor will be 1/2 working day None 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

Requestor and IC will coordinate the 1 working day None In Charge of the details of the request, Group prepare the group and fill out Performance Activity form and Excuse Letter of the group.

In Charge of the The Group In Charge 3 working days The requestor will Group accompany the performers After the letter was pay to the Cashier to the venue and execute endorsed by the any charges and present the requested president prescribed in the service. operations manual

In Charge of the Evaluation form will be 2 working days None Group given randomly to people After the service was who witnessed the activity rendered 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. 93

OFFICE OF THE UNIVERSITY PRESIDENT

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

Schedule of Availability: 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

What are the requirements:

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 PERSON IN- FEE OF ACTIVITY CHARGE

1 Present the Staff acknowledges the valid Less than a President’s None identification card. identification card. minute Staff

2 Show Letter of Staff reads letter of purpose or 5 minutes President’s None purpose (if any). listen to verbal answer. Informs Staff Mention the purpose the President, or Officer-In- of the visit Charge, or Representative about or transaction. the visitor and purpose.

3 Meets the President or President or Officer-In-Charge 15 minutes President ,or None Officer-In-Charge, or meets the visitor. More or less Officer-In- Representative / Staff checks availability of the depending on Charge, or Get appointment date President or Representative / Set the nature of Representative and time. appointment date and time. concern

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

What are the requirements:

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

How to avail of the service:

STEP CLIENT ACTIVITY DURATION PERSON IN- FEE OF ACTIVITY CHARGE

1 Present the Staff acknowledges the valid Less than a President’s None identification card identification card. minute Staff

2 Show appointment Staff verifies Notice of 1 minute President’s None letter. Show evidence Acceptance of appointment. Staff of acceptance

3 Meets the President, or Staff notifies President, or 15 minutes None Officer-In-Charge, or Officer-In-Charge or (more or less President or Representative Representative of presence of depending on Officer-In- University stakeholder. the nature of Charge, or President or Officer-In-Charge concern) Representative meets the guest or visitors.

III. Dissemination of Incoming Communication from Outside Persons or Agencies

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

How to avail of the service:

STEP CLIENT ACTIVITY DURATION PERSON IN- FEE OF ACTIVITY CHARGE

1 Forward letter to Central Records Office logs and 5 minutes or Central None Central Records Office maintains a copy of received less Records Staff letters/communications and forward such to the Office of the President

2 Staff logs the 5 minutes or President’s None letters/communications in the less Staff logbook upon receipt of the letters/communications.

3 Forwards letters/communications 3 minutes or President, or None to the President or Officer-In- les Officer-In- Charge for action and Charge, or endorsement. Representative

4 Receive endorsement Staff logs letter/communications 5 minutes or Staff None or action on request acted upon by the President or less Officer-In-Charge and forward the endorsed letter/communication to the concerned office for dissemination or information.

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

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

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.

How to avail of the service:

STEP APPLICANT/CLIENT ACTIVITY DURATION OF PERSON IN- FEE ACTIVITY CHARGE

1 Submission of Review of the submitted 1 day or less President’s None pertinent documents documents Staff / President 2 Follow up of contract Approval or disapproval of 1 day or less President None and pertinent document document

3 Receipt of Transmittal to Secretary of Board 1 day or less President’s None preliminary action on of Regents, if the latter’s action is Staff, Board Contract or needed. Secretary Agreement

4 Receipt of Final Board Secretary includes the 1 day or less Board None Action matter in the Agenda of the Secretary, Regular / Special Meeting of the President’s Board of Regents (BOR); BOR Staff, acts on the contract or agreement Board of Regents

V. Action on Internal Requests of Colleges and Offices

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

What are the requirements:

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

How to avail of the service:

STEP APPLICANT/CLIENT ACTIVITY DURATION OF PERSON IN- FEE ACTIVITY CHARGE

1 Forward letter of Staff work if needed. President 1 day or less President’s None request from next acts on the request. Staff / lower hierarchy. President

2 Client receive action Documents returned to 1 day or less President Staff None on request requesting college/office.

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

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

What are the requirements:

1. Forwarded letters/communications from different colleges/offices of the University.

How to avail of the service:

STEP CLIENT ACTIVITY DURATION PERSON IN- FEE OF ACTIVITY CHARGE

1 Forward Receives letters / communications 1 day or less President’s None letter/communication in for approval from the different Staff, President the Office of the colleges / offices of the University University President for approval of the President.

2 Check letters / communications as to the completeness of the documents being submitted. 1 day or less President’s None Remand to the colleges/offices of Staff, President the University if the documents is or Officer-In- not complete. Charge

If documents are complete, forward letters/communications to the President, or Officer-In-Charge for appropriate action.

3 The President approve or endorse 3 minutes or President or None to Vice Presidents/appropriate les Officer-In- official concerned or to the Charge sender/filer for revision or action.

4 Client receive action on Staff records the 5 minutes or Staff None request letters/communications in the less logbook and forward approved letter/communication to Central Records.

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

*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.

*Procedure is presented in the next page.

100

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- DURATION FORMS/DOCUMENTS CHARGE 1. The Client will present the document to the VPAA staff. VPAA Staff 1 minute *Requirements are presented in the previous page for 2. The staff will check the In/Off Campus. document attached. VPAA Staff * During enrolment, Document with incomplete 10 minutes Letter of Request (if attachment will be returned to the client for completion. available), ID, Certification of 3. Document with complete Registration requirements will be recorded by the staff. **Endorsement Letter VPAA Staff 1 minute or Invitation, For returned document, Accomplished Make up rechecking will be utilized. Class Form

4. The Vice President will ***Faculty Loading evaluate and act on the Less than a Vice President document. day ****IPCR/DPCR

***** Approved Special 5. After the evaluation, the Order and DTR document will be VPAA Staff 5 minutes issued/released. END OF TRANSACTION

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VICE PRESIDENT FOR INSTITUTIONAL LINKAGES AND EXTERNAL AFFAIRS

Signing of Travel Order

PROCEDURE PERSON/ DURATION FEE Form/ OFFICE Document

IN-CHARGE

The personnel/student forwards Personnel/ 3-5 minutes No Fee Travel Order Travel Order to the VP ILEA for Faculty/ Student signing.

VP ILEA Staff will record or list VP ILEA Office

down the received Travel Order in 2 minutes No Fee Travel his/her log book. Order/Log Book

Requirements for approval of Approved Make- Travel Order: up Class Form 1. Approved make-up class VP ILEA Within one (1) form, if there will be day Special Order affected class during from travel UESO 2. Special Order from the University Extension Office, if faculty member will render extension services

VPILEA – OFFICE OF INTERNATIONAL AFFAIRS

A. Request for Copy of MOU/MOA

PROCEDURE PERSON/OFFICE DURATION FEE Forms/ IN-CHARGE Documents

The TSU personnel, faculty or TSU student requests for a copy of Personnel/Student 2 minutes No fee No form MOU/MOA from the Office of International Affairs

The OIA Staff will look for the MOU/MOA on the Master List of OIA Staff 5 minutes No fee Master List of MOUs/MOAs made the Office of MOUs/MOAs International Affairs and in their depository of international MOUs/MOAs

The OIA Staff will have the copy of OIA Staff 10 – 20 No fee Copy of the the MOU/MOA received by the minutes MOU/MOA requesting party.

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

PROCEDURE PERSON DURATION FEE Forms/ IN-CHARGE Documents

The TSU Personnel submits a letter Office of International 1 day No fee Letter addressed to of addressed to the University Affairs the University President requesting for permission Director/ President to allow him/her to travel on Official Business/Official Time.

University President endorses letter to the OIA Director University President The Director forwards the said request to the CHED IAS. The Office of International 10-15 No fee Certification of CHED IAS will evaluate the Affairs working days Necessity to Travel Conference/Meeting. Director/Staff form from CHED IAS OIA will also submit the Certification/Evaluation form on the Necessity to Travel to CHED IAS

The University President signs the Letter of Authority to Travel issued by the Assessment on the Human Resources Office once the Office of the University 1-3 working No fee Legitimacy of the Letter of Assessment on the President days Conference or Legitimacy of the Seminar from Conference/Seminar is released by CHED IAS the CHED IAS and received by the Office of International Affairs

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

PROCEDURE PERSON/ DURATION FEE Form/ OFFICE IN-CHARGE Document The TSU personnel, faculty or student requests for a copy of TSU Personnel/Student 2 minutes No Fee No form MOU/MOA from the Office of Institutional Linkages.

The OIL staff will look for the OIL Staff 5 minutes No Fee Master List of MOU/MOA in the Master List of MOUs/MOAs MOAs made by the Office of Institutional Linkages and in their depository of MOUs/MOAs.

The OIL Staff will have the copy of 10 – 20 the MOU/MOA received by the OIL Staff minutes No Fee Copy of the requesting party. MOU/MOA

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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 TSU Vice communication VP RES Clerk Maximum of None President for and/or endorsement 2 minutes Research and from the Office of the Extension University President Services (OUP) Incoming and Outgoing Documents Log 2. Endorsement of the TSU-VPR-SF-05 Vice President for Research and Extension Services to the concerned Director/s, Faculty, or Staff

2.1. For one’s action VP RES 1-3 days None TSU-OUP-SF-01 or responsibility Revision No. 01 2.2. For one’s study (October 03, and 3-7 days None 2017) recommendation

3. Log-out of outgoing TSU Vice communication President for and/or endorsement Research and from the Office of the VP RES Clerk Maximum of None Extension Vice President for 2 minutes Services Research and Incoming and Extension Services Outgoing Documents Log

TSU-VPR-SF-05

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II. Transactions from the Research and Extension Services

PROCEDURE PERSON-IN-CHARGE DURATION FEE FORMS/ DOCUMENTS

1. Log-in of incoming TSU Vice communication President for and/or transaction VP RES Clerk Maximum of None Research and from the offices 2 minutes Extension under the Vice Services President for Incoming and

Research and Outgoing Extension Services Documents Log TSU-VPR-SF-05

2. Signing, Approval,

Evaluation, Endorsement, and/or VP RES Maximum of None Review of the 3 days communication/ (Except for request/ letter/ other UREC

related documents Evaluation)

3. Log-out of outgoing TSU Vice

communication President for and/or transaction VP RES Clerk Maximum of None Research and from the offices 2 minutes Extension under the Vice Services

President for Incoming and

Research and Outgoing

Extension Services Documents Log TSU-VPR-SF-05

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III. Inter-Office Communication and Transactions

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

1. Log-in of incoming TSU Vice communication President for and/or transaction VP RES Clerk Maximum of None Research and from another office 2 minutes Extension Services Incoming and Outgoing Documents Log TSU-VPR-SF-05

2. Signing, or action on VP RES Maximum of None the inter-office 3 days communication and/or transaction

3. Log-out of outgoing VP RES Clerk Maximum of TSU Vice communication 2 minutes None President for and/or transaction Research and from another office Extension Services Incoming and Outgoing Documents Log TSU-VPR-SF-05

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IV. Other Transactions

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

TSU Vice 1. Log-in of incoming President for communication VP RES Clerk Maximum of None Research and and/or transaction 2 minutes Extension from another office Services Incoming and Outgoing Documents Log TSU-VPR-SF-05 2. Endorsement of the transaction to the VP VP RES Maximum of None RES Technical 1 day Assistant

3. Editing of pertinent documents (e.g. VP RES Maximum of 3 None form, letter, manual, Technical days memorandum, Assistant process flow, terminal report, among others)

TSU Vice 4. Log-out of outgoing President for communication VP RES Clerk Maximum of 2 None Research and and/or transaction minutes Extension from another office Services Incoming and Outgoing Documents Log TSU-VPR-SF-05

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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.

PERSON- FORMS/ PROCEDURES DURATION FEE IN-CHARGE DOCUMENTS 1. Log-in of incoming communication TSU VP for Administration and/or endorsement Maximum of VPAF and Finance Incoming and None from the Office of the 2 minutes Staff/Clerk Outgoing Endorsement University President Log (TSU-VPF-SF-15) (OUP) 2. Endorsement of the VP for Administration Maximum of TSU-OUP-SF-01 Revision and Finance to the None VPAF 1 day No. 1 (October 03, 2017) concerned Director/s, Faculty, or Staff 3. Log-out of outgoing communication TSU VP for Administration and/or endorsement Maximum of VPAF and Finance Incoming and None from the Office of the 2 minutes Staff/Clerk Outgoing Endorsement VP for Administration Log (TSU-VPF-SF-15) and Finance

II. Inter-Office Communication and Transactions.

PERSON- FORMS/ PROCEDURES DURATION FEE IN-CHARGE DOCUMENTS • Incoming and Outgoing Documents Log (TSU- VPF-SF-04) 1. Log-in of incoming • Incoming and Outgoing communication Purchase and/or transaction Request/Purchase from another office Maximum of VPAF Order/Work Order Log (e.g. Letter, None 2 minutes Staff/Clerk (TSU-VPF-SF-06) Purchase Request, • Incoming and Outgoing Work Order, Job Job Order (TSU-VPF- Order, and SF-07) Payroll/Voucher) • Incoming and Outgoing Voucher (TSU-VPF-SF- 05) 2. Signing, or action on the inter-office Maximum of None VPAF communication 1 day and/or transaction 3. Log-out of outgoing • Documents Log (TSU- Maximum of VPAF communication None VPF-SF-04) 2 minutes Staff/Clerk and/or transaction • Incoming and Outgoing

108 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

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ACCOUNTING UNIT

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

Procedure Person In- Duration Fee/ No Forms/ Charge Fee Documents

Student will present the Pre- Accounting Staff 10 seconds None Pre-Assessment/ Assessment/ Pre-Registration Pre-Registration Form/ ID Form/ ID

Student will state the purpose Accounting Staff 2-3 minutes None None whether to verify account balance or request for re- assessment/ adjustment of fees’ schedule of payment.

Refund of Tuition Fees

Procedure Person In- Duration Fee/ No Forms/ Charge Fee Documents

The student will make a verbal Accounting Staff 1 minute None ID, C.O.R., request and present his/her ID, Dropping Form C.O.R., Dropping Form and and O.R. O.R. for the evaluation of student account information and if all the subjects enrolled are officially dropped.

Review/Check the requirements. Accounting Staff 3-5 minutes None None 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.

*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%

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Refund of Breakage Deposit

Procedure Person In- Duration Fee/ No Forms/ Charge Fee Documents

The student will make a verbal Accounting Staff 1 minute None ID 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 Accounting Staff 2-3 minutes None Official Receipt included in the Official Receipt (Original), and check for the other Transfer requirements like Transfer Credentials (if Credentials (if student intends to student intents to transfer). If valid for refund, get transfer)

the contact number and instruct the student to wait for at least 2- 3 weeks until being notified by the Disbursing Officer.

Refund of Overpayment

Procedure Person In- Duration Fee/ No Forms/ Charge Fee Documents

The student will make a verbal Accounting Staff 1 minute None ID 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 Accounting Staff 2-3 minutes None O.R. and C.O.R. 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.

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BUSINESS AFFAIRS AND AUXILIARY SERVICES OFFICE

Digital Studio RFID Processing Steps and Procedure for RFID Processing Fee/ Person-in- Procedure Duration No Forms/Documents charge Fee • 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 • Francis D. Newly newly enrolled Gomez students only. 5-10 Php Enrolled • Von Log Sheet minutes 160.00 Students • For Graduate Aldreene A. School Students Santos (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.

• Proceed to the Business Center Office (releasing window) for the assessment of • Francis D. RFID and Gomez surrender your old 5-10 Php Re-ID Log Sheet RFID. • Von minutes 160.00 Aldreene A. • Go to the Santos Cashiering Office for the payment of the RFID and proceed to Digital Office and present

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your Official Receipt. • Fill out the log sheet provided and wait for your name to be called. • Secure all requirements needed like Affidavit of Loss, Request for New RFID (Located @ OSA Lucinda • Francis D. Campus) and Gomez Official Receipt 5-10 Php Lost ID Log Sheet (cashiering office) • Von minutes 260.00 amounting to Aldreene A. Santos P260.00 and proceed to Digital Photo Studio. • Fill out the log sheet and present your requirements.

• Fill out the information needed on the • Francis D. log sheet and Gomez 5-10 Php Alumni ID forms provided. • Von Alumni ID Forms minutes 90.00 • Present it to the Aldreene A. person in Santos charged

• Present your charged slip • Francis D. given by the HR Gomez Employee or the Business 15-20 Php Employee Charge • Von ID Center to the minutes 160.00 Slip Aldreene A. person in Santos charged.

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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

Activity Duration of Person Activity (Under Step in Fees Form(s) Customer/Applicant Service Provider Normal Charge Circumstances) 1 Presents the following: Receives and 10 minutes BASO None TSU- • Request letter verifies the Staff BAS- approved by the documents SF-03 TSU President presented, check • Endorsement the availability of from the TSU the facility President requested, and prepares the Application Form and Assessment of Fees (if rental is applicable.) 2 Pays the assessed Receives payment 2 minutes Cashier Rental Official rental fee, if any. and issues the Fees may Receipt Official Receipt vary (OR). according to the facility requested. 3 Submits the signed Receives the 1minute BASO None Application Form and signed Application Staff presents the OR. Form and records the transaction in the Log Book.

Issues a copy of the approved Application Form to the customer/applicant. END OF TRANSACTION

114

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

Activity Duration of Person Customer/Applicant Service Activity (Under Step in Fees Form Provider Normal Charge Circumstances) 1 Presents the Official Checks the OR 1 minute BASO None Official Receipt (OR). and issues the Staff Receipt uniform. 2 Inspects if the uniform Stamps the OR 1 minute BASO None is complete and as evidence Staff without damage. that the uniform has been issued to the student. 3 Signs the Log Sheet Returns the OR 1 minute BASO None Log of Students who have to the student. Staff Sheet paid for the uniform. 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

Activity Duration of Person Customer/Applicant Service Activity (Under Step in Fees Form Provider Normal Charge Circumstances) 1 Request for the Prints and 2 minutes BASO Assessment assessment of fees issues the Staff Form for the Assessment merchandise to be Form. purchased 2 Presents the Receives 2 minutes BASO May vary Official Assessment Form payment Staff with the Receipt to the cashier and and issues items pays the assessed the Official purchased. amount. Receipt (OR). 3 Presents the Verifies the 2 minutes BASO Official Receipt OR, Staff (OR). releases the purchased items, and returns the OR. END OF TRANSACTION 115

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

Activity Duration Customer/Applicant Service Provider of Activity Person Fees Form Step in Charge 1 Presents Official Verifies the OR or 5 minutes Digital 160.00 Official Receipt for students Charge Slip, Studio (for new Receipt and Charge Slip for takes the picture Clerk ID) Charge faculty and personnel. of the student, Slip faculty, or 260.00 personnel, (for encodes the reprint of relevant lost or information to be damaged printed in the ID ID) card, and then requests the student, faculty, or personnel to check if the information encoded are correct. 2 Verifies if the Prints and issues 2 minutes Digital information encoded is the ID. Studio correct and signs in Clerk the Signature Pad. 3 Receives and checks 1 minute Digital Log the ID; signs in the Studio Sheet Log Sheet. Clerk END OF TRANSACTION

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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

Activity Duration Customer/Applicant Service Provider of Activity Person Fees Form Step in Charge 1 Presents the filled up Verifies if the 2 minutes BASO 150.00 Official Application Form and submitted Clerk Receipt photocopy of the documents are Charge following: complete, process Slip • Certificate of the Application Registration of Form, and issues Vehicle the Assessment of • Valid Official Fees. Receipt of Registration of Vehicle • Valid Driver’s License 2 Pays the assessed fee. Receives payment 2 minutes Cashier and issues the Official Receipt (OR). 3 Presents the OR. Verifies the OR 1 minute BASO Log and issues the Clerk Sheet gate pass END OF TRANSACTION

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CASHIERING UNIT

1. PAYMENT OF FEES

Person In- Fee/No Procedure Duration Charge Fee Forms/Documents

3 Collecting minutes 1. Receive Assessment Staff per Assessed 1. Assessment Slip and/or Valid Amount Slip and/or Valid ID Payor. ID from Payee. 2. Cash, Cashier's Collecting Check or 2. Encode necessary Staff Manager's data to the computerized Check. collection System. 3. Official Receipt Collecting 3. Accept legal tender Staff currencies from payor.

Collecting 4. Issue Official Receipt Staff (O.R) to payor.

2. REQUEST FOR CERTIFICATE OF PAYMENT FOR LOST OFFICIAL RECEIPT

Person In- Fee/No Procedure Duration Charge Fee Forms/Documents

Collecting 30 1. Affidavidit of Php20.00 1. Request at the Staff minutes Lost per

collection window the requestor 2. Valid ID Certificate of Payment. 3. Certificate of Payment 2. Pay certification fee. Payor

3. Claim Certificate of Payor Payment from collector.

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3. SIGNING OF STUDENT CLEARANCE

Person In- Fee/No Procedure Duration Charge Fee Forms/Documents

Collecting 15 1. Student No Fee 1. Present student Staff minutes clearance per clearance form at the student form. collection window.

Collecting 2. Verify the records of Staff the student.

3. Pay unpaid balance Payor if any.

4. Claim clearance Student

4. CLAIMING OF CASH BENEFITS OVER-THE-COUNTER

Person In- Fee/No Procedure Duration Charge Fee Forms/Documents

Cash 10 1. Present valid ID to Disbursing minutes No Fee 1. Valid ID per the Disbursing window. Officer 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.

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5. CLAIMING OF CHECKS

Person In- Fee/No Procedure Duration Charge Fee Forms/Documents

Releasing One (1) 1. Present valid ID to Officer 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

Person In- Fee/No Procedure Duration Charge Fee Forms/Documents

Petty One (1) 1. Receive approved Cash day No Fee 1. Approved PCV 2. Supply petty cash voucher (PCV) Custodian Availabity with attached required Inquiry. 3. Purchase documents from 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.

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6. PAYMENT THRU ADVICE TO DEBIT ACCOUNT (ADA)

Person In- Fee/No Procedure Duration Charge Fee Forms/Documents

Receiving Three (3) 1. Receive approved Clerk Days No Fee 1. Disbursement Disbursement Voucher Voucher. 2. LDDAP-ADA (DV) charged from GAAA. Form. 3. Official Receipt. Disbursing

2. Prepare and route for 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).

Disbursing

3. Transmit LDDA-ADA Staff to Government Servicing Bank.

Disbursing

4. Notify payee of the Staff ADA payment.

5. Issue Official Receipt Payee and claim Tax Certificate if needed.

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7. PAYMENT THRU CHECKS

Person In- Fee/No Procedure Duration Charge Fee Forms/Documents

Receiving One (1) 1. Receive approved Clerk Day No Fee 1. Disbursement Disbursement Voucher Voucher. (DV) . 2. ACIC Form. 3. Official Receipt. Disbursing

2. Prepare and route for Staff approval checks and Advice of Checks Issued and Cancelled (ACIC) if necessary.

Disbursing

3. Transmit ACIC Staff to Government Servicing Bank.

Disbursing

4. Notify payee of the Staff payment.

5. Issue Official Receipt Payee and claim Tax Certificate if needed.

122

ADMINISTRATIVE SERVICES OFFICE

PAYROLL PREPARATION FOR JOB ORDERS

DURATION STEP APPLICANT/CLIENT ACTIVITY OF PERSON FEE FORM ACTIVITY IN (Under CHARGE normal circumstances) 1. Job Orders Encoding of 1 day Admin. None Logbook deductions and Staff checking of Contract of Service. 2. Job Orders Distribution of 1/2 day Admin. None Daily DTRs after cut- Staff Time off date of job Record orders to be checked and signed by the supervisor. 3. Job Orders Receiving of 1/2 day Admin. None Logbook DTRs and Staff computation of actual services rendered. 4. Job Orders Preparation of 1/2 day Admin. None Payroll Payroll and Staff Form double checking of figures in the payroll before printing. 5. Job Orders Preparation of 1 hr. Admin. None Obligation Obligation Staff/Head Request, Request, Proof Payroll & list and Vouchers Voucher and signing by the Admin. Services Unit Head together with the payroll. 6. Job Orders Register the 2 mins. Admin. None Logbook Payroll in the Staff logbook and forward the same in the Budget Office. End of transaction

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PAYROLL PREPARATION FOR LECTURERS & HONORARIUM OF REGULAR FACULTY

DURATION STEP APPLICANT/ ACTIVITY OF ACTIVITY PERSON IN FEE FORM CLIENT (Under normal CHARGE circumstances) 1. Faculty/Lecturers Receiving of duly 30 secs. per Admin. Staff None Daily signed DTRs with faculty Time Summary of Record hours rendered duly certified by the College Dean and approved Special Order 2. Faculty/Lecturers Double checking 10 mins. per Admin. Staff None Payroll or the actual number faculty Disburse of hours rendered ment and preparing of Voucher payroll/disbursem Form ent voucher and Obligation Request. 3. Faculty/Lecturers Preparing of 5 mins. Admin. Staff None Obligatio Proof list and n Disbursement Request, Voucher. Payroll & Voucher 4. Faculty/Lecturers Certifying of 30 secs. Administrative None Proof list by the Services Unit Administrative Head Services Unit Head 5. Faculty/Lecturers Registers the 2 mins. Admin. Staff None Logbook payroll/disbursem ent voucher in the logbook and forward the same to the VP Academic Affairs Office

End of transaction

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PROCESSING OF SPECIAL ORDER FOR LECTURERS/HONORARIUM CLASSES

DURATION OF STEP APPLICANT/ ACTIVITY ACTIVITY PERSON IN FEE FORM CLIENT (Under normal CHARGE circumstances) 1. Faculty/Lectur Preparation, 15 mins. College clerk None Special ers printing and signing and Dean Order of Special Order by the College

2. Faculty/Lectur Receiving and 10 mins. Admin. None Special ers checking of the receiving staff, Order & Special Order for Admin. S.O. Logbook confirmation. checking in- charge & Admin. Head 3. Faculty/Lectur Approval by the VP 5 mins. VP Acad. office None Special ers Academic Affairs’ Staff & Vice Order & Office. President Logbook

4. Faculty/Lectur Receiving of the 5 mins. Records & None Special ers approved Special Archives Unit Order & Order by the staff Logbook Records & Archives Unit for recording purposes.

End of transaction

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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 Duration of Activity Step Applicant/Client Service Provided (under normal Person in Charge Fees Circumstances) 1 Submit complaint letter The letter received by Office 3 minutes Office of the None to the Office of the of the University President is University University President endorsed to the HRDMO President & Vice through Office of the Vice President for President for Administration Administration and Finance and Finance 2 Initial assessment and 30 minutes – 60 HRDM Director/ None evaluation of the case by the minutes Employee HRDMO Relations Officer

3 Attend to Interview The HRDMO interviews the 1 hour – depending HRDM Employee None and Mediation parties involved and on the case Relations Officer facilitate initial mediation and/or HRDM and amicable settlement Director

4 Wait for the resolution The HRDMO submits case 1 hour – depending HRDMO, VPAF, None of the case report and recommendation on the gravity of the OUP to the Office of the case University President through the Vice President for Administration and Finance

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REQUEST FOR OTHER PERSONNEL RELATED DOCUMENTS AND REPORTS

RESPONSIBLE DETAILS DOCUMENTS/ DURATION FEE PERSON/S FORMS

HR Submit letter to the HR Request Letter Messenger/ Messenger/Receptionist and/or 1 minute No Fee Receptionist attachments

HR Messenger and concerned Pre-assessment of the 2 minutes No Fee HR Unit Head request

Concerned HR Preparation of the requested Unit Head and personnel related documents 3-7 days No Fee Staff and/or reports

HR Release of requested Messenger/ document 2 minutes No Fee Receptionist

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HRDMO – RECRUITMENT, SELECTION AND PROMOTION UNIT

RECEIVING OF APPLICATION

RESPONSIBLE DOCUMENTS/FORMS DETAILS DURATION FEES PERSON/S

HR Staff Receives application 1. Application Letter (original 5-10 None *receiving of only) working application is until 2. Personal Data Sheet (original days only)/Resumé the date specified in 3. Official Transcript of Record the publication for published positions. 4. Certificate of units earned in None Post-graduate course/s if any. RSPU Review of Pertinent 5. Certificate of Eligibility (if Staff/Concerned Documents of applicable) Officials applicants for 6. Certificate of

authentication Trainings/Seminar- None Workshops for the last five (5) years. RSPU Staff Forwards to the RSP 7. Certificate of Awards, Plaque Staff for screening or Letter of Commendation and encoding 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

ISSUANCE OF DBP CERTIFICATION

RESPONSIBLE DOCUMENTS/FORMS PROCEDURE DURATION FEES PERSON/S

RSPU Staff Personnel/Faculty will request DBP Certification 3-5 minutes None a DBP Certification form from Form the RSP Staff

RSP Staff will give the needed None requirements from the 201 file of the requestor

Forwards to the RSP Staff for None screening and encoding

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HRDMO - EMPLOYEES’ WELFARE UNIT

REQUEST FOR CERTIFICATION

RESPONSIBLE DETAILS DOCUMENTS/FORMS DURATION FEES PERSON/S

1 minute None Request for certification by filling out Client the Certification/Documents Request Slip (TSU-HRD-SF-26).

Accept the accomplished slip and Accomplished EWU Staff confirm other details needed, if Clearance Form OR None 1 minute necessary. Certification Template

EWU Staff

Double-check client’s information on 1-2 Hour(s) None Human Resource Information System (HRIS) and/or on the client’s 201 File. EWU Staff 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.

Prepare and print the certification 5 minutes None based on the information found.

HRDM 1 minute None Sign the printed certification. Director

Dry-seal the signed certification and 30 seconds None EWU Staff log in the HR Monitoring Logbook for Certifications (TSU-HRD-SF-55B).

Sign in the HR Monitoring Logbook Client for Certifications and receive the dry- 1 minute None sealed and signed certification.

129

HRDMO - EMPLOYEE RELATIONS UNIT

SCHOLARSHIP APPLICATION

RESPONSIBLE DETAILS DOCUMENTS DURATION FEES PERSON/S /FORMS • Letter of Intent Applicant and addressed to 2 minutes No Fee OUP The OUP shall endorse the the Office of the letter to the HRDMO through University the VPAA/VPAF President through the Faculty OUP, VPAA/VPAF, Through the HRDMO, the Scholarship 2 minutes No Fee and HRDMO FSC/NAPSC shall convene to Committee evaluate and, if in the (FSC) (for affirmative, shall recommend Teaching the application for approval Personnel) or by the OUP. Non-Academic Personnel Scholarship HRDMO, FSC/ The HRDMO shall notify the Committee 7 days No Fee NAPSC, and OUP applicant of the (NAPSC) with an approval/disapproval of endorsement his/her application and shall from the facilitate the contract signing College when approved Dean/Director 7 days No Fee HRDMO and and concerned Applicant 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

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REQUEST FOR EXTENSION

RESPONSIBLE DETAILS DOCUMENTS DURATI FEES PERSON/S /FORMS ON 1. Letter of intent to 2 minutes No Fee Grantee and extend study OUP The OUP shall endorse the letter leave with to the HRDMO through the endorsemen VPAA/VPAF t from the college dean/ Through the HRDMO, the director FSC/NAPSC shall convene to 2. Grade evaluate and, if in the affirmative, Reports shall recommend the request for 3. Certification approval by the OUP. from the adviser indicating The HRDMO shall notify in writing the needed the applicant of the period by approval/disapproval of his/her the grantee OUP, request to extend study leave. to finish the 2 minutes No Fee VPAA/VPAF, and degree. HRDMO Note: Request to extend shall be made one HRDMO and FSC month before 7 days No Fee the current semester or end of summer/

HRDMO and midyear for 2 days No Fee Grantee the FSC actions and endorsement to the OUP

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REINSTATEMENT FROM STUDY LEAVE

RESPONSIBLE DETAILS DOCUMENTS DURATION FEES PERSON/S /FORMS 1. Letter Grantee and The OUP shall endorse the letter signifying 2 minutes No Fee OUP to the HRDMO through the intention to VPAA/VPAF return to work addressed to the OUP through OUP, Through the HRDMO, the HRDMO with 2 minutes No Fee VPAA/VPAF, and FSC/NAPSC shall convene to copy furnish HRDMO evaluate and, if in the to FSC and affirmative, shall recommend concerned the request to reinstate for College approval by the OUP Dean/ Director and VPAA/VPAF HRDMO and FSC The HRDMO shall notify the 2. Diploma or 7 days No Fee applicant in writing of the Certificate approval/disapproval of his/her from the request to reinstate and University facilitate return of service. where he/she graduated HRDMO and 3. Transcript of 2 days No Fee Grantee Records (with Special Order for Private Schools) 4. Hard copy of the Thesis/Disse rtation

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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/ DURATION PERSON-IN- FEES FORM/REQUIREMENTS SERVICE OF CHARGE PROVIDED ACTIVITY 1 Student Receive request letter 1 day GAD Clerk No Request Letter from the Organization from Colleges fees colleges College/Unit approved by the GAD director 2 Process the request 1 day GAD Clerk No letter from the colleges fees 3 Prepare request budget 3 days GAD Staff No Request for Funding(TSU- for the fees BMU-SF-04) seminars/workshop Approved by the TSU President 4 Prepare request to 1 day GAD Staff No Request to serve serve meal and snacks fees meals/snacks (TSU-VPF- for the students and SF-10) facilitator. Approved by the VP-ADMIN and FINANCE and VP-ILEA 5 Prepare materials will 1 day GAD Staff No use in the seminar fees 6 Request letter for the 1 day GAD Staff No Request letter Form (TSU- Resource Speaker fees GAD-SF-06) 7 Prepare voucher for 1 day GAD Staff No Voucher (Approved Request the honorarium of the fees funding, attendance of the speaker. (OBR and participants) DV) after the conduct of the seminar 8 Staff/ GAD GAD No Attendance Form (TSU- coordinators will 1 day Staff/Coordinators fees GAD-SF-19) facilitate the seminar/workshop in the colleges 9 Process the voucher of 3 days GAD Clerk No Voucher (Approved Request the insider speaker fees funding, attendance of the participants) 10 Outside Speaker 10 minutes GAD Clerk No Voucher and honorarium will be fees Acknowledgment Receipt given on the date of the seminar 11 Prepared 1 day GAD Clerk No Accomplishment fees Report for the Seminar Workshop End of transaction

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Service Title: SUBMISSION OF RESEARCH PROPOSALS

STEP CLIENT PROCEDURE/ DURATION PERSON- FEES FORM/REQUIREMENTS SERVICE OF IN- PROVIDED ACTIVITY CHARGE 1 Researcher Call for Papers 21 working Research No fees (Faculty, days Assistant II Administrative Personnel, and University Key Officials)

2 Researcher The Researcher/s 5 minutes Research No fees Capsule Proposal Form (TSU- (Faculty, submits research Assistant II URO-SF-01) Administrative capsule proposal Researcher’s Profile Form Personnel, and with their (TSU-URO-SF-03) University Key research profile Officials) form to Center for Gender and Development (GAD) 3 Researcher The Personnel In- 10 minutes Research No fees Capsule Proposal Form (TSU- (Faculty, charge receives Assistant II URO-SF-01) Administrative and checks the Researcher’s Profile Form Personnel, and completeness of (TSU-URO-SF-03) University Key the documents Officials submitted End of Transaction

Service Title: APPROVAL OF RESEARCH PROPOSALS

STEP CLIENT PROCEDURE/ DURATION PERSON- FEES FORM/REQUIREMENTS SERVICE OF IN- PROVIDED ACTIVITY CHARGE 1 Researcher Receive the 7 working Chairperson No fees (Faculty, capsule proposal days for Gender Administrative and convene the Studies/ Personnel, and URO to evaluate Research University proposal for Assistant Key Officials) colloqium 2 Researcher Results of the 7 working Chairperson No fees (Faculty, evaluation in the days for Gender Administrative colloquium are Studies/ Personnel, and given to the Research University researchers in a Assistant/ Key Officials) written form GAD Staff stating if the paper is a) approved, b) approved subject to modification, or c) disapproved 3 Researcher Disapproved 7 working RERC No fees (Faculty, Proposals are days Administrative returned to the Personnel, and researchers University immediately after Key Officials) the colloquium

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4 Researcher Approved 7 working RERC No fees (Faculty, Proposals that are days Administrative subject to Personnel, and modification are University returned to the Key Officials) researchers immediately after the colloquium 5 Researcher The revised 14 working Researcher/s No fees to Revised Research (Faculty, GAD-related days be Proposal Administrative proposal is collected (TSU-URO-SF-32) Personnel, and submitted back to University URO Research Revision Form Key Officials) (TSU-URO-SF-24)

The authenticity of Authorship and Commitment to Revise (TSU-URO-SF-07)

6 Researcher The revised 1 day URO Staff No fees to Revised Research (Faculty, proposal is given be Proposal Administrative to the UREC for collected (TSU-URO-SF-32) Personnel, and review attached University to the Research Revision Form Key Officials) recommendations (TSU-URO-SF-24) and evaluations from the The authenticity of colloquium Authorship and Commitment to Revise (TSU-URO-SF-07) 7 UREC will review the proposal coming from the URO as UREC No fees to to funding of the 1 month URO Staff be proposal collected 8 Researcher Results of the UREC Evaluation Form (Faculty, evaluation will be (TSU-URO-SF-05) Administrative given to the Personnel, and proponent in a Notice of Disapproval University written form (TSU-URO-SF-29) Key Officials) 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 135

for final approval 9 Researcher Notice to proceed 1 day UREC No fees to Notice to Proceed (Faculty, is given to the Secretariat be (TSU-URO-SF-30) Administrative researcher collected Personnel, and University Key Officials) 10 GAD Office GAD shall 1 day Chairperson No fees to Request Letter request a copy of for Gender be (TSU-GAD-SF-06) the revised GAD- Studies/ collected related proposal Research from the URO for Assistant monitoring 11 Researcher MOA shall be 7 working URO Staff No fees to MOA (Faculty, signed by the days Researchers be (TSU-URO-SF-17) Administrative researcher opting collected Personnel, and to fund before the University project proposal Key Officials) 12 Researcher All approved 1 day URO Staff No fees to (Faculty, research be Administrative proposals will be collected Personnel, and consolidated by University the UREC for Key Officials) proper programming 13 GAD will Chairperson No fees to monitor the status for Gender be of the research Studies/ collected until its Research completion Assistant End of Transaction

Service Title: IN-HOUSE REVIEW OF COMPLETED RESEARCHES

STE CLIENT PROCEDURE/ DURATIO PERSON- FEES FORM/REQUIREMENT P SERVICE PROVIDED N OF IN- S ACTIVIT CHARGE Y 1 Researcher The researcher submits 10 Researcher No fees Research Revision (Faculty, his/her entry to the minutes to be Report Administrativ URO according to the collecte (TSU-URO-SF-24) e Personnel, in-house review of the d and researches guidelines Revised Research University Capsule Proposal Key Officials) (TSU-URO-SF-32)

2 URO receives the 5 minutes URO Staff No fees completed research and to be files the entry collecte d 3 All entries are assessed 20 UREC No fees by the VP RES and working to be URO-Director if the days collecte research output is d qualified for the presentation in the in- house review 136

4 Disapproved outputs 3 working URO Staff No fees Notification Slip are returned to the days to be (TSU-URO-SF-46) researchers. If collecte approved, URO staff d will confirm the acceptance of the research output in the in-house review of completed researches 5 All accepted entries are 1 Day URO Staff No fees Notification Slip compiled and to be (TSU-URO-SF-46) categorized according collecte to a) Social Sciences, d b) Technology Generated, or c) Information Dissemination 6 Conduct of in-house 1-2 days URO No fees review of completed EPJ to be researches: collecte ➢ Power point d 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 7 GAD will monitor the Chairperso No fees status of the research n for to be until its completion Gender collecte Studies/ d Research Assistant End of Transaction

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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).

STEP CLIENT PROCEDURE/ DURATION PERSON- FEES FORM/REQUIREMENTS SERVICE PROVIDED OF IN- ACTIVITY CHARGE 1 Submit The request letter will be 1 day No fees Records Request Letter letter of submitted to the Records Manage Endorsement/Action Form request to Management Unit, then ment Request Letter the Records to the Office of the Unit Managemen President for Staff, t Unit endorsement. VP-RES Staff, GAD Staff 2 GAD director will 10 minutes No fees GAD Request Letter review and assess the Staff, requested extension GAD service Director 3 Wait for the Inform the client on the 1 day No fees GAD Request Letter approval of action taken regarding Staff/Cl Endorsement/Action Form request the request as well as the erk details 4 Prepares all the 1-3 days No fees GAD Request letter resources: Venue, Staff Request for funding Supplies, Materials, Request to serve meal Voucher (for Resource Travel Order (if needed) Speaker) OBR, DV 5 Facilitate the Depends on No fees GAD seminar/orientation/wor the number Staff/G kshop of days AD Coordin ator 6 Prepare and submit 1 day No fees GAD Extension Service Post activity report to the Staff Activity Report (SF-08- requesting party 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.

STEP CLIENT PROCEDURE/ DURATION PERSON- FEES FORM/REQUIREMENTS SERVICE OF IN- PROVIDED ACTIVITY CHARGE 1 Conduct series 1-2 days No fees GAD Staff Request letter Community/LGU of meetings Notice of Meeting /Organization with the target Attendance Sheet community Minutes of the Meeting with other stakeholders of the program 3 Prepares the 2-3 days No fees GAD Staff Focus Group Discussion preliminary and director (FGD) activities such Notice of Meeting as rapid Attendance Sheet

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appraisal and Travel Order needs assessment activities 4 Prepares a 2-5 days No fees GAD Staff MOA Memorandum of Agreement for the extension project 5 Accomplish 1 day No fees Project Request Letter the Extension Leader/ Co- Extension Service Project leaders Request Form Proposal Form (TSU0ESO-SF-01) and other Workplan and Monitoring supporting Log (TSU-ESO-SF-07) documents Extension Activity and Budget Request (TSU- ESO-SF-38 6 Upon the 1 hour No fee GAD PEC approval of the program, prepare all required documents for the implementation of the workplan 7 Prepares the 1-3 hours No fee GAD STAFF Travel Orders required Special Orders documents Experts Profile Form (TSU-ESO-SF-06) 8 Prepares all 1-2 hours No fee GAD Staff Travel Orders documents for Special Orders the Attendance Sheets (TSU- implementation ESO-SF-10/12) of the work Final List of Trainees plan 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 1-3 days No fee GAD Staff Consolidated Extension submits Service Post Activity Terminal Report (TSU-ESO-SF-08 Report End of Transaction

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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 DURATION FEES PERSON FORM PROVIDER OF THE RESPONSIBLE ACTIVITY 1 Submits request Receive and forward 15-30 No GAD Staff Request letter letter and the request letter and minutes fees Project Proposal project project proposal to the proposal to the director of GAD GAD Office 2 Wait for the Evaluates the 1 day No GAD Director & GAD Checklist approval of the Program/Project fees Staff program/project 3 Prepare the required 3 days No Request letter, documents fees resource speaker, venue and date, budgetary requirements 4 Facilitate the Depending No GAD Staff Travel order program/project and on the fees do documentation number of days 5 Prepare the post 1 day GAD Staff Accomplishment activity report for the report requesting party 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.

STEP CLIENT PROCEDURE/ DURATION PERSON - FEES FORM/REQUIREMENTS SERVICE OF IN- PROVIDED ACTIVITY CHARGE 1 Faculty & Register the 5 minutes Child Care No Form 9 – Registration form Personnel child Teacher fees 2 Child Evaluate the 5 minutes Child Care No child based on Teacher fees age 3 Faculty/ Fill out 15mins Child Care No Form 9 & Xerox copy of personnel Registration Teacher fees birth certificate Form if the child is qualified and get student number to the Admission Office 4 Child is 5 mins Child Care No registered Teacher fees 5 Child is enrolled 5 mins Child Care Teacher 6 Children Child attends 3 hrs/day Parent/guardian the Child Care Child Care 140

Session Teacher Parent/guardian must fetch them for lunch 7 (afternoon napping is optional) teacher receives Child Care the children for Teacher napping/ sleeping Parents/guardian must fetch them for home End of transaction

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INTERNAL AUDIT SERVICES

Audit Process: Operations, Management and Special Audits

Responsible Procedure Forms/Documents Duration Requirements/ Person/s Fees Audit Team Audit Planning Audit Program One (1) Working None Leader Day

Director Inform the Auditee Notice of Audit One (1) Working None Audit Team about the Audit to be Day Leader conducted

Audit Team Execution of the Audit Request for Leader and and Report Documents Thirty (30) None Audit Staff Preparation Audit Programs Working Days Audit Working Papers Draft Internal Audit Report

University Draft Internal Audit President, Audit Reporting Report One (1) Working None Director and Minutes of Exit Day Audit Team Conference Leader

Final Internal Audit Director Final Report Report One (1) Working None Day

Audit Client Survey Director Appraisal of Audit One (1) Working None Performance Day

Director Monitoring of Audit Follow-up Two (2) Working None Audit Team Approved Report Days Leader Recommendations (After the period of compliance stated by the President.

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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 DURATION FEES RESPONSIBLE OF ACTIVITY Receipt of request Receive, verifies the request No form with its corresponding Staff 5 Minutes Fee supporting documents Numbering and Staff does the following: No record request 1. Validates document; Staff 5 minutes Fee 2. Record and affixed control number on the form for reference. Reviews and signs Budget officer evaluates, Budget Officer/ Min:5mins: No request certifies and signs OIC Max: 3 days Fee Forward/routing Release/ route the document to Staff 5 minutes No next approving authority 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 Who may avail of the Service: Requestor/ End User

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)

STEP ACTION PERSON DURATION FEES RESPONSIBLE OF ACTIVITY Receipt of OBRS Receive, verifies the request form No Fee with its corresponding supporting Staff Min:5 mins documents Max:1day Numbering and Receiving Staff does the following: No Fee record request 1. Validates document; Staff 5 minutes 2. Records and affixed control number on the 143

form for reference. Funding of Staff verifies and obligates for Staff Min: 5mins; No Fee request funding Max: 2hours Reviews and Budget officer evaluates, certifies Budget Officer/ Min: 5mins No Fee signs and signs OIC Max: 2days Forward/routing Release/ route the document to Staff 5 minutes No Fee next approving authority END OF TRANSACTION

QUERIES/ ASSISTANCE ON CERTIFICATION ON ALLOCATION OF FUND Schedule of Availability of Service: Tuesday – 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. 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.

STEP ACTION PERSON DURATION FEES RESPONSIBLE OF ACTIVITY Present record Provide reply to simple queries 5 minutes and/or request Staff For complex queries or concerns: Min:30mins request client to present request Max: 3days letter and advise him/her to return in a specific time or date END OF TRANSACTION

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MANAGEMENT INFORMATION SYSTEMS OFFICE

BLOCKING AND UNBLOCKING OF RFID CARDS

Responsible Details Duration Requirements/ Person/s Fees Client Request to 1. Get the Request to Block/Unblock Block/Unblock Form Form and Fill it up properly No Fee 2. Give the filled-up form to the Client Software Unit staff

3. Wait for the Software Unit staff to Maximum of 3 days

block or unblock the RFID upon receipt of the Client request form

4. The Software Unit staff will notify you if your RFID has been Blocked or Software Unit Staff Unblocked

CREATE AND UPDATE OF WEBSITE/WEBPAGE

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the Request for Maximum of 7 working Request for website/webpage update form and days upon receipt of website/webpage update Fill it up properly the request form for Form website update 2. Give the filled-up form to the depending on the No Fee Client Software Unit staff number of pages to be updated 3. Wait for the Software Unit staff to

perform the request Maximum of 20 working

days* upon receipt of Client 4. The Software Unit staff will notify the request form for you if your website/webpage has new website been updated development depending on the Software Unit Staff scope of the website to be developed

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DEVELOPMENT OF NEW SYSTEMS/PROGRAMS

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the System/Program Maximum of 7 working System/Program Maintenance and Development days upon receipt of Maintenance and Form and Fill it up properly the request form for Development Form System/Program 2. Give the filled-up form to the Update depending on No Fee Client Software Unit staff the scope of the update

3. The Software Unit staff will Maximum of 20

perform the request. The staff may working days* upon Software Unit request meetings to get more receipt of the request Staff information regarding the form for Development system/program to be developed of New System/Program depending on the scope of the new system/program to be developed

REPORT GENERATION

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the Request for data form and Maximum of 20 working Request for data form Fill it up properly days* upon receipt of the request form No Fee Client 2. Give the filled-up form to the depending on the report Software Unit staff to be generated.

Client 3. Wait for the Software Unit staff to perform the request

Software Unit Staff 4. The Software Unit staff will give to you the data you requested

RESETTING AND CREATING OF USER ACCOUNT (PRISMS, STUDENT PORTAL, FACULTY PORTAL, EMPLOYEE PORTAL)

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the Request to reset account All reset of student Request to Create / form and Fill it up properly portal account will be Reset User Account entertained at 3PM to Form 2. Give the filled-up form to the 6PM on workdays Software Unit staff No Fee Client Maximum of 3 days 3. Wait for the Software Unit staff to upon receipt of the perform the request request form

4. The Software Unit staff will notify Client you if your account has been reset

Software Unit Staff

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UNPOSTING OF GRADESHEETS

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the Request for data form Maximum of 3 days Request to unpost and Fill it up properly upon receipt of the gradeheet request form 2. Give the filled-up form to the No Fee Software Unit staff Client 3. Wait for the Software Unit staff to

perform the request

4. The Software Unit staff will notify Client you if your gradesheet has been unposted

Software Unit Staff

CHANGING OF POSTED SCHEDULE

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the Request to change posted Maximum of 3 days Request to change schedule form and Fill it up properly upon receipt of the posted schedule form request form 2. Give the filled-up form to the MIS No Fee Clerk Client 3. Wait for the MIS Clerk to perform the request

4. The MIS Clerk will notify you if Client your request has been finished

MIS Clerk

TAGGING OF FACULTY/ROOM/SCHEDULE

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the Request to tag Maximum of 3 days Request to tag faculty/room/schedule form and Fill it upon receipt of the faculty/room/schedule form up properly request form No Fee 2. Give the filled-up form to the MIS Client Clerk

3. Wait for the MIS Clerk to perform

the request

Client 4. The MIS Clerk will notify you if your request has been finished

MIS Clerk

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TAGGING OF HONORARIUM CLASSES

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the Tagging of honorarium Maximum of 3 days Tagging of honorarium form and Fill it up properly upon receipt of the form request form Client 2. Give the filled-up form to the MIS No Fee Clerk

Client 3. Wait for the MIS Clerk to perform the request

4. The MIS Clerk will notify you if MIS Clerk your request has been finished

TRANSFER OF STUDENTS

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the Transfer of students form Maximum of 3 days Transfer of students and Fill it up properly upon receipt of the form request form Client 2. Give the filled-up form to the MIS No Fee Clerk

3. Wait for the MIS Clerk to perform Client the request

4. The MIS Clerk will notify you if MIS Clerk your request has been finished

SYSTEM ACCESS/PRIVILEGE TAGGING

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the Transfer of students form Maximum of 3 days System and Fill it up properly upon receipt of the Access/Privilege form request form Client 2. Give the filled-up form to the MIS No Fee Clerk

Client 3. Wait for the MIS Clerk to perform the request

4. The MIS Clerk will notify you if MIS Clerk your request has been finished

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BIOMETRICS REGISTRATION

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the Biometrics Registration Maximum of 3 days Biometrics Registration Log and Fill it up properly upon receipt of the Log request form Client 2. Give the filled-up form to the No Fee Computer Programmer

Client 3. Wait for the Computer Programmer to perform the request

4. The Software Unit staff will notify Software Unit you if your request has been staff finished

COMPUTER EXAMINATION

Responsible Details Duration Requirements/ Person/s Fees Client 1. Get the System Access/Privilege 1 ½ hour for the exam Computer Examination form and Fill it up properly 30 mins for the printing Log of the documents Client 2. Give the filled-up form to the MIS 10 mins for checking of No Fee Clerk the exam

Client 3. Wait for the MIS Clerk to perform the request

4. The MIS Clerk will notify you if MIS Clerk your request has been finished

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INSPECTION FOR CONDEMN OF ICT EQUIPMENT

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Client will call MIS Office Pre-Repair / to request the technical Inspection inspection officer for the Form inspection of the ICT device. Memorandum of Receipt

2. The inspection officer will Inventory and Technical assess the ICT device Inspection Inspection based from the Report of Officer Memorandum of Receipt Unserviceable attached. Property form

3. Client will sign the Request Service Client for Pre-Repair / Pre- Request Form inspection Form. Maximum of 7 working days No Fees 4. Client will sign the Service upon the receipt Request Form presented of the unit to be Client by the inspection officer. inspected and condemned 5. Client will prepare INI.

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

INSPECTION OF NEW ICT EQUIPMENT

Responsible Details Duration Requirements/ Person/s Fees SPMU Staff 1. SPMU will request inspection of new ICT devices to the inspection officer.

Technical 2. The inspection officer Inspection will proceed with the

Officer inspection of the

equipment.

Maximum of 3 working days SPMU Staff 3. SPMU staff will present depending on Inspection and the inspection and the type and Acceptance acceptance report to quantity of ICT Report Form the technical inspection devices upon officer. receipt of the Service unit to be Request Forms. inspected SPMU Staff 4. SPMU staff will sign the No Fees service request form presented by the inspection officer. 150

PREVENTIVE MAINTENANCE FOR DESKTOP COMPUTER UNITS

Responsible Details Duration Requirements/ Person/s Fees

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

MIS Hardware 2. MIS Hardware Technician

Technician will proceed to the

client/s office. Preventive Maximum of 7 Maintenance working days Form Client 3. Wait for the preventive depending on maintenance to be the quantity of Service completed. computers to Request Form be maintained. No Fees Client 4. Sign the Preventive Maintenance Form and Service Request Form presented by the MIS Hardwar Technician.

REPAIR OF ICT EQUIPMENT

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Client will proceed to MIS Office or call the MIS Clerk regarding the problem encountered on the hardware.

MIS Hardware 2. The MIS Technician will

Technician go to the client’s office

to assess the problem encountered with the Maximum of 20 equipment. working days Service depending on Request Form the severity of the case and No Fees Client 3. Wait for the equipment availability of to be repaired and parts. delivered.

Client 4. Sign the Service Request Form to be presented by the technician.

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SOFTWARE INSTALLATION

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Client will call the MIS Clerk regarding the request of software installation.

MIS Hardware 2. The MIS Hardware

Technician Technician will proceed

to the client’s office and

perform the software installation.

Client 3. Wait for the software Maximum of 3 Service installation to be working days Request Form completed. upon the receipt of the No Fees request form. Client 4. Sign the Service Request Form to be presented by the MIS Hardware Technician.

CABLING FOR NEW NETWORK CONNECTION

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Get Cabling Request Form and fill out properly.

2. Give filled up form to a Client Network Unit Staff.

3. The Network Technician will schedule the request 3 – 7 working days upon Network Technician / and check if there are receipt of the Cabling Request Computer Technician available supplies. request form Form and depending / on the No Fees 4. The Network Technician / availability of Computer Technician will supplies. Network Technician / perform the request if there Computer Technician are available supplies.

5. The Network Technician / Computer Technician will notify you if your request Network Technician / has been done already. Computer Technician

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CREATION OF DMS ACCESS

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Get Request to Create / Reset User Account Form and fill out properly.

Client 2. Give filled up form to a Network Unit Staff. Request to Maximum of 3 Create / Reset Client days upon receipt User Account 3. Wait for the DMS of the request Form access to be created. form / No Fees Network Unit Staff 4. After access is created, Network Unit Staff will give the user credentials needed to be able to use the DMS of the University.

CREATION OF DOMAIN ACCOUNTS

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Get Request to Create / Reset User Account Form and fill out properly.

Client 2. Give filled up form to a Network Unit Staff. Request to

Create / Reset Maximum of 3 User Account Client 3. Wait for the account to days upon receipt Form of the request be created. / form No Fees

Network Unit 4. After account is Staff created, Network Unit Staff will give the user credentials needed to be able to log in the TSU Network.

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CREATION OF EMAIL ACCOUNT

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Get Request to Create / Reset User Account Form and fill out properly.

Client 2. Give filled up form to a MISO Technical Staff. Request to Maximum of 3 Create / Reset Client 3. Wait for the Email days upon receipt User Account account to be created. of the request Form form / No Fees Network 4. After account is Technician / created, MISO Technical Computer Staff will give the user Programmer credentials needed to be able to use the Email Account from TSU.

CREATION OF OFFICE COMMUNICATOR ACCOUNTS

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Get Request to Create / Reset User Account Form and fill out properly.

Client 2. Give filled up form to a Network Unit Staff. Request to

Create / Reset Maximum of 3 Client 3. Wait for the Office User Account days upon receipt Form Communicator account to of the request / be created. form No Fees

Network Unit 4. After account is Staff created, Network Unit Staff will give the user credentials needed to be able to use the Office Communicator.

154

NEW DESKTOP CONNECTION TO TSU NETWORK

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Get LAN Access Form and fill out properly.

Client 2. Give filled up form to a Network Unit Staff.

Maximum of 3 LAN Access Client 3. Wait for the Network days upon receipt Form Technician to perform the of the request / request. form No Fees

Network 4. Network Technician Technician will notify you if your request has been done already.

RESET OF DOMAIN ACCOUNTS

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Get Request to Create / Reset User Account Form and fill out properly.

Client 2. Give filled up form to a Network Unit Staff. Request to

Create / Reset Maximum of 3 User Account days upon receipt Client 3. Wait for the account to Form of the request / be reset. form No Fees

Network Unit 4. After account is reset, Staff Network Unit Staff will give the user credentials needed to be able to log in the TSU Network.

155

RESET OF OFFICE COMMUNICATOR ACCOUNTS

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Get Request to Create / Reset User Account Form and fill out properly.

Client 2. Give filled up form to a Network Unit Staff. Request to

Create / Reset Maximum of 3 User Account Client 3. Wait for the Office days upon receipt Form of the request Communicator account to / form be reset. No Fees

Network Unit 4. After account is reset, Staff Network Unit Staff will give the user credentials needed to be able to use the Office Communicator.

WI-FI SETUP / DEPLOYMENT

Responsible Details Duration Requirements/ Person/s Fees

Client 1. Get Request to Request for Wi-fi Setup/Deployment Form and fill out properly.

Client 2. Give filled up form to a Network Unit Staff. 3 – 7 working

days upon receipt Request for Wi-fi of the request Setup/Deployment Network 3. After processing of form and Form depending on the Technician form and upon / availability of availability of equipment, No Fees Network Technician will router/access configure the equipment. point.

Network 4. Once equipment is Technician configured it will be deployed to the requesting user.

156

RECORDS AND ARCHIVES UNIT

A. Internal Document Responsible Details Duration Requirements/ Documents/Form Person/s Fees s

Two (2) Staff, Receiving Review the nature/format of the None None Minutes if and Dispatch communication. The document shall be duly signed by proper authority simple, Five

before receiving the document. (5) Minutes if

complex

Stamp using the RMU seal at the One (1)

upper right portion. Assign a tracer Minute None None 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.

One (1) None None

Reproduce copies when necessary Minute and distribute to colleges/offices.

None None One (1) For distribution of semi-electronic Minute copies: Use DMS • if the communication is for everybody’s compliance and/or

information.

• if recipients are more than ten Two (2) None None (10) different colleges/offices. Minutes

Use OC

• transmit thru Office

Communicator if recipients are

less than ten (10) of different colleges/offices.

157

Staff, filing Scan and save files for and (hard copy and semi- Retrieval For retrieval electronic) records Filling is on the None management. request: use following day TSU-RAU-SF-08 form. Download to the tsu.edu.ph

Records The Records Officer None None 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

158

A. External Document (Received Records) Responsible Details Duration Requirements/Fees Documents/Forms Person/s

Staff, Receiving Review and receive the One (1) None None and Dispatch document Minute

Two (2) Staff, Receiving Record the document Minutes None None and Dispatch to in the assigned logbook of external documents be assisted by one staff if then reproduce.

necessary

One (1) None The staff of the Minute Forward the recorded Office of the

documents to the President will receive Office of the President. the record in the TSU-RAU-SF-01

None Filling is on None the Staff, filing of Scan and save files for following hardcopies, (hard copy and semi- electronic) records day inventory and management. disposal, Staff,

filing of semi-

electronic and

retrieval of record request None

None

Records The Records Officer 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

159

QUALITY ASSURANCE OFFICE

PROGRAM ACCREDITATION BY AACCUP PROCEDURE PERSON-IN-CHARGE DURATION FEE/NO FORMS/ FEE DOCUMENTS Received letter from AACCUP Office QA Director & Staff 30 minutes No/fee N/A regarding the schedules of accreditation for the school year. The Office prepares the annual plan Director 1 week No/fee N/A of accreditation schedule in accordance with the AACCUP schedule. Sends letter of request to AACCUP QA Office 1 day No/fee N/A which includes the annual accreditation plan and schedule for all the programs of the institution. Receives response letter from Staff/Director 1 month No/fee N/A AACCUP granting the request date and the list of the programs to be accredited. QA office sets meeting with the QA Office 1 hour No/fee N/A college/s whose programs are to be accredited and presents the accreditation plan and schedule for the college/s programs. Receives final list of accreditors from Staff/Director 1 week No/fee N/A AACCUP and communicated the list to all college/s programs to be accredited. Prepares request for budget for the Staff/Director 1 hour No/fee N/A conduct of accreditation and payment for AACCUP. All TSU Officials, concerned colleges TSU 2 hours No/fee N/A and/or programs for accreditation Officials/Concerned attends in the opening ceremony of Colleges & Offices /QA the accreditation. Office & Staff QA Office take charge and assists TSU 4-6 days No/fee N/A during the accreditation proper and Officials/Concerned sees to it that everything is in order Colleges & Offices /QA from the accommodation of the Office & Staff accreditors, venue, logistics, documentation requirements and other needs of the accreditation as the need arises. All TSU Officials, concerned colleges TSU 2 hours No/fee N/A and/or programs for accreditation Officials/Concerned attends in the closing ceremony of Colleges & Offices /QA the accreditation. Office & Staff The receipt of the official result of Quality Assurance 6 months after No/fee N/A accreditation is January to June Office the Visit (Visit) – July (Result), July to December (Visit) – December (Result).

160

PROCEDURE PERSON-IN-CHARGE DURATION FEE/NO FORMS/ FEE DOCUMENTS The result will be transmitted in the Quality Assurance 1 day No/fee N/A university and will be communicated Office by the QA Office to the different colleges concerned.

CONDUCT OF CHED ACCREDITATION (RQAT, COD/COE)

PROCEDURE PERSON-IN-CHARGE DURATION FEE/NO FORMS/ FEE DOCUMENTS Receives memorandum circulars/ OUP / QA Office 1 hour No/fee N/A letter from CHED on the guidelines and parameters for submitting the institution for accreditation. The university officials’ study and University Officials/ 2 days No/fee N/A evaluates the CHED Memo/Letter QA Office and its Guidelines for proper information dissemination. Sends letter of request to CHED QA Office 1 day No/fee N/A which stipulates the intention of the institution to undergo accreditation as well as the requested accreditation date. Receives response letter from CHED Staff/Director Indefinite No/fee N/A granting the request date of the accreditation. QA office sets meeting with the TSU QA Office 3 hour No/fee N/A Officials presents the accreditation guidelines, plan and schedule for the conduct of CHED accreditation. A committee to work on the University Officials/ 1 day No/fee N/A requirements of the accreditation is QA Office established and the duties and responsibilities of the committee is delegated to fulfill the requirements of the accreditation. Receives final list of accreditors from QA Office Indefinite No/fee N/A CHED and communicates the list to all officials/colleges/program/offices that will be subjected for accreditation Prepares request for budget for the QA Office 1 hour No/fee N/A conduct of CHED accreditation. All TSU Officials, concerned TSU 2 hours No/fee N/A colleges/ programs and offices Officials/Concerned attends in the opening ceremony of Colleges & Offices /QA the CHED accreditation. Office & Staff QA Office take charge and assists during TSU 3-5 days No/fee N/A the accreditation proper and sees to it Officials/Concerned that everything is in order from the Colleges & Offices /QA accommodation of the accreditors, Office & Staff 161 venue, logistics, documentation requirements and other needs of the accreditation as the need arises.

All TSU Officials, concerned colleges TSU 1 hour No/fee N/A and/or programs for accreditation Officials/Concerned attends in the closing ceremony of Colleges & Offices /QA the accreditation. Office & Staff

The receipt of the official result of OUP/ QA Office Indefinite No/fee N/A accreditation from CHED

The result will be transmitted in the OUP/ QA Office 3 days No/fee N/A university and will be communicated by the QA Office to the different colleges concerned.

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

PROCEDURE PERSON-IN- DURATION FEE/NO FORMS/ CHARGE FEE DOCUMENTS Receives letter of invitation from QA Director & Staff 1 hour No/fee N/A AACCUP to send qualified faculty members for Accreditors’ Training. The President together with the QA President/QA 2 days No/fee N/A Office selects attendees of AACCUP Office Accreditors’ Training from the roster of qualified faculty members. Once the invitation was approved by QA Office 1 day No/fee N/A 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. If the invited faculty is available in the Staff/ Director No/fee N/A schedule AACCUP Accreditors’ Training, Faculty the faculty member will confirm with the invitation. The Quality Assurance Office sends QA Office 1 hour No/fee N/A confirmation letter and the list of faculty member/s that will attend in the training. The QA Office prepares travel order of Staff/ Director 30 minutes No/fee N/A 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. Once the training is done, the trained Staff/ Director After the training No/fee N/A faculty member/s will give to the QA Office a copy of the certificate of appearance. 162

SENDING TSU FACULTY MEMBER AS PROGRAM ACCREDITOR PROCEDURE PERSON-IN-CHARGE DURATION FEE/NO FORMS/ FEE DOCUMENTS Receives request letter from QA Director & Staff 2 minutes No/fee N/A AACCUP to serve as program accreditors.

The request letter from the AACCUP President 1 day No/fee N/A is subjected for approval of the University President.

Once the invitation was approved by QA Office 1 day No/fee N/A the President, the invited faculty member will be informed that he/she is being invited by the AACCUP to serve as program accreditor. If the invited faculty is available in Staff/ Director No/fee N/A the schedule being requested by AACCUP, the faculty member will confirm with the invitation.

The Quality Assurance Office sends a QA Office 1 day No/fee N/A confirmation letter on the requested faculty member and availability of schedule to AACCUP Office.

The QA Office prepares travel order Staff/ Director 1 day No/fee N/A 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.

Once the program accreditation was TSU Officials/ After the No/fee N/A done, the invited faculty member Concerned Colleges & Accreditation gives the QA Office the copy of Offices/ QA Office & Certificate of Appearance. Staff

163

OFFICE FOR PUBLIC AFFAIRS AND INFORMATION

A. PUBLICATION OF THE TSU BULLETIN AND QUARTERLY REPORTS PERSON IN- PROCEDURE DURATION FEE/NO FEE FORMS/DOCUMENTS CHARGE OPAI receives/produces news, stories, and Staff from article submissions. The OPAI staff will check, forwarding 5 minutes NONE NONE scan the documents from the forwarding college/ unit/ college/unit/personnel or clientele. clientele OPAI staff will be deployed to cover the event and collect information. The staff will write Depends on OPAI Staff NONE NONE news or feature articles and will edit photos the event that are taken from the event. After the event coverage, the office will edit the content of the publication. The staff will 30 minutes- then proofread the articles for fact check and OPAI Staff NONE NONE 1 hour corrections such as names, address, and spell errors. The Director will check and finalize the content of the publication and will hand over to the OPAI 30 minutes – NONE NONE staff. The articles shall be collated and will be Director 1 hour laid out for TSU Bulletin and Quarterly Report. The Business Center receives the TSU Bulletin Printing and Quarterly Report file and prints the 1-2 hours NONE NONE Office document. The OPAI staff will distribute the TSU Bulletin 30 minutes – OPAI Staff NONE TSU-PAI-SF-02 to all concerned colleges, units or offices. 1 hour

B. REGULATION OF POSTING AND APPROVAL OF ADVERTISEMENT/ANNOUNCEMENTS PROCEDURE PERSON IN-CHARGE DURATION FEE/NO FEE FORMS/DOCUMENTS Client/Staff accomplishes form on Client/Staff from TSU-PAI-SF-01 posting of tarpaulins/posters within Forwarding College/ 3 minutes NONE TSU-PAI-SF-06 TSU. Unit/ Organization TSU-PAI-SF-07 Staff receives materials for OPAI Staff 2 minutes NONE NONE posting/dissemination. The OPAI director/staff reviews the content for approval of posting of OPAI Director/Staff 3 minutes NONE NONE materials. The Director/Staff signs the materials that are okay for posting and staff OPAI Director/Staff 5 minutes NONE NONE encodes them to the record book.

C. PUBLICATION OF NEWS, ARTICLES, ETC., ONLINE THROUGH UNIVERSITY WEBSITE PERSON IN- PROCEDURE DURATION FEE/NO FEE FORMS/DOCUMENTS CHARGE Staff scans/checks the document from the forwarding college/unit/organization, personnel OPAI Staff 3 minutes NONE NONE and/or clientele. In the event, the event needs to be covered, the Depends on staff will be deployed, collect information, OPAI Staff NONE NONE the event writes news or feature articles and edits photos. The director will then proofread the articles for OPAI fact check and corrections such as names, 5 minutes NONE NONE Director address, and spell errors. After review, OPAI Director hands over the documents to OPAI Staff and updates the OPAI Staff 10 minutes NONE NONE website with fresh news.

164

UNIVERSITY HOTEL

ROOM RESERVATION by WALK-IN GUEST

24/7 operations

Room Reservation

Responsible Person/s Details Duration Requirements/ Fees

Room Rates

Front Desk Agent Treat the guest warmly 2-3 minutes Single -1,200Php Double-1,400Php with readily smile as like Triple- 1,700Php as registered guest. Quadruple -2,200Php Welcoming the guest/ Suite Room-3,500Php Stating the name of the hotel/ Saying the time of Quadruple min of 8 person the day/ Introduce Student Rate herself/himself (FDA) to 375Php/person the guest/ Asking the guest for how can you be of help. Gabriella Functon Room For room reservation ask -6,000Php -1,000Php(For every succeeding the guest his desire hour) length of stay and room

preferences. Rooftop (Priscilla Hall) Front Desk Agent The Front Desk Agent 1-2 minutes -6,000Php

checks whether such -1,000Php (For every succeeding hour) room is available or not

in those days If the room is available Mini Conference Room quote the room rates and -3,000Php

room facilities

Reservation Form Front Desk Agent Reviews the 1-3 minutes Identification Card 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?

Front Desk Agent The Front Desk Agent 1-3 minutes may offer hotel accommodations alternatives based on the room availability or the guest agrees to send him/her to another hotel 165

for accommodations.

The Front Desk Agent Front Desk Agent announces the total bill 1-3 minutes 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 Front Desk Agent generates the 1-2 minutes Confirmation Letter confirmation letter and present it to the guest or may send it to thru e- mail.

The Front Office Agent Front Desk Agent thanks the guest for 1-2 minutes choosing the hotel.

UNIVERSITY HOTEL

ROOM RESERVATION (PHONE/ ON-LINE)

24/7 operations

Responsible Person/s Details Duration Requirements/ Fees

Front Desk Agent Answering queries 1-2 minutes Room Rates received through e-mails and/or phone calls. Sell Single -1,200Php Double-1,400Php the rooms and Triple- 1,700Php function/banquet spaces, Quadruple -2,200Php if needed do up-selling. Suite Room-3,500Php FDA Checks the incoming E-mail time to time. Quadruple min of 8 person Student Rate 375Php/person Front Desk Agent The Front Desk Agent 1-2 minutes checks whether such room is available or not in those Gabriella Functon Room days -6,000Php -1,000Php(For every If the room is available succeeding hour) quote the room rates and room facilities. Rooftop (Priscilla Hall) -6,000Php Front Desk Agent Reviews the accomplished 2 minutes -1,000Php (For every reservation form and the succeeding hour)

identification card

presented by the guest Mini Conference Room

and have it photocopied -3,000Php

for security and record

purposes.

166

Front Desk Agent The Front desk agent will 1 minute ask to whom the reservation will be place?

Front Desk Agent The Front Office Agent 3 minutes 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

Front Desk Agent Block the room and date preferred by the client/guest after the deposit transaction has been validated

Front Desk Agent

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

167

LAUNDRY SERVICES 24/7 operations

REQUIREMENTS:

Cash Payment

STEPS FEES FORMS PROCESSING TIME PERSON IN-CHARGE 1. Guest shall fill out the WASH-DRY- Laundry Request Form and shall FOLD LAUNDRY SERVICE 1-2 minutes Housekeeping request for pick-up either -35Php/kilo and REQUEST FORM Personnel through the Housekeeping or below through the Front Desk. - Minimum of 5kg (30Php) - Below 5kg (35php) 2. Upon pick-up of the laundry WASH-DRY- items, the attending staff will PRESS LAUNDRY SERVICE Housekeeping check items on the list in front of - Delicate Cloth, REQUEST FORM Personnel the guest if he is around. If the Suits, Long guest is not around, the Sleeves Polo -- checking shall be done in the 80.00 per piece presence of a floor guard, a T-Shirt, Polo Shirt room boy or a supervisor who , Slacks, Maong will serve as witness to any Pants -50 per noted damage. piece

3. After making sure that the PRESS ONLY guest count tallies with the hotel Delicate Cloth, LAUNDRY SERVICE 1-2 minutes Housekeeping count, the housekeeping Suits, Long REQUEST FORM Personnel personnel will weigh the soiled Sleeves Polo -- guest laundry and will write 70.00 per piece their name and sign on the T-Shirt, Polo Shirt , laundry service request form for Slacks, Maong control and monitoring Pants -30 per purposes. piece 4. The FDA will do the calculations on how much the LAUNDRY SERVICE 2-3 minutes Front Desk Agent guest will be paying and recheck REQUEST FORM the form if it was properly filled- up by the guest and the housekeeping personnel then, FDA will write control numbers on the forms.

5. Then, the FDA will rewrite all the needed information of the LAUNDRY SERVICE 2-3 minutes Front Desk Agent guest in the Guest Laundry REQUEST FORM Summary for records purposes wherein the first copy will be GUEST LAUNDRY given to the guest and the SUMMARY second one will be attached to the hamper. 6. Housekeeping Personnel will take the guest laundry in the 1 minute Housekeeping Laundry Area. Personnel

7. The laundry attendant will count and double check the LAUNDRY SERVICE 5 minutes Laundry Attendant items against the Laundry REQUEST FORM Service Request Form. 168

8. Sort and classify the guest 2-2.5 hours/guest laundry, then place the (depending on the Laundry Attendant appropriate load in the washing weight/type of the machine. items.

9. The washer should hand-wash 15-30 minutes with care the items sent for (depending on the Laundry Attendant hand-washing. weight/type of the items.

10. Once finished, if the item needs no further processing, it 10-15 minutes Laundry Attendant shall be folded and placed on its appropriate clean hampers for pick-up of the guest.

11. The Front Desk Agent/ Housekeeping Personnel will LAUNDRY SERVICE 2-3 minutes Front Desk Agent/ double check whether the REQUEST FORM Housekeeping processed laundry items of the Personnel guest/s are paid. If paid, then it is ok already for releasing.

169

TECHNOLOGY, DEVELOPMENT, TRANSFER AND COMMERCIALIZATION OFFICE

TRADEMARK APPLICATION ASSISTANCE

STEP CLIENT PROCEDURE/ DURATION PERSON-IN- FEES FORM/REQUIREMENTS SERVICE OF CHARGE PROVIDED ACTIVITY 1 Applicant Fill out and 20 minutes TDTCO Staff No fees to be Service Request Form (External submit request collected Trademark Application or for trademark Form internal) application assistance and trademark application form 2 The Director 1 day TDTCO No fees to be Service Request Form endorses the Director collected with attached request to the Trademark Application Vice President Form for Research and Extension Services (VP-RES) 3 The VP-RES 1 day VP-RES No fees to be Service Request Form recommends the collected with attached approval of the Trademark Application request to the Form University President 4 The TDTCO 1 hour TDTCO No fees to be Print out of online personnel files Personnel collected application an online Filing number trademark application 5 The applicant 7 days Applicant IPOPHL Proof of payment pays the (maximum) approved fees corresponding depending on filing fees the scope of application 6 Processing and 6 months Intellectual No fees to be examination of (average) Property collected application and Office of the issuance notice Philippines of allowance c/o (IPOPHL) the University 7 Applicant pays 2 months Applicant 1st and 2nd Notice of allowance publication and (maximum) Publication fees registration fees Certificate of c/o the Registration fee University 8 IPOPHL issues 3 months IPOPHL No fees to be certificate of (average) collected registration c/o the University 9 TDTCO 1 day TDTCO No fees to be Transmittal form or 170

personnel personnel collected receiving copy forwards certificate to applicant END OF TRANSACTION

STEP CLIENT PROCEDURE/ DURATION PERSON-IN- FEES FORM/REQUIREMENTS SERVICE OF ACTIVITY CHARGE PROVIDED 1 Applicant Fill out and submit 20 minutes TDTCO Staff No fees to Service Request Form (External or request for be collected Application for internal) copyright deposit Copyright Deposit and submit Deed of Assignment (if requirements applicable) Copy of work 2 The Director 1 day TDTCO No fees to Service Request Form endorses the Director be collected with other request to the requirements attached Vice President for Research and Extension Services (VP-RES) 3 The VP-RES 1 day VP-RES No fees to Service Request Form recommends the be collected with other approval of the requirements attached request to the University President 4 Applicant pays the 5 minutes Applicant Copyright copyright deposit TDTCO deposit fee fee c/o the Personnel University 5 TDTCO files 1 day TDTCO Copyright Application for application at the personnel deposit fee Copyright Deposit National Library of Deed of Assignment (if the Philippines applicable) (NLP) and pays fee Copy of work 6 NLP processes 1 month NLP No fees to application be collected 7 TDTCO personnel 1 day TDTCO No fees to picks up certificate personnel be collected of deposit 8 TDTCO personnel 1 day TDTCO No fees to Transmittal form or forwards personnel be collected receiving copy certificate (or certified copy) to applicant END OF TRANSACTION

171

CIVIL SECURITY UNIT

Application Forms (Permit to Stay and Overnight Parking)

Responsible Details Duration Requirements/ Person/s Fees

Administrative Forms must be 1-2 Mins. NONE Aide Accomplished by the Requester.

Administrative Evaluate the form 1 Min. NONE Aide before certifying to the authorities.

Administrative If the information is not 1-2 Mins. NONE Aide complete, Requester Head Guards must accomplish the missed requirement. If Chief of the information is Operations complete, it will sign by Unit Head the authorities.

Procedure for CCTV Review

Responsible Details Duration Requirements/ Person/s Fees

Administrative Aide Asking information 1 Min. NONE regarding to the CCTV footage review.

Administrative Aide Review the CCTV As needed NONE Footage in given Administrative Aide specific time. Chief of Operation Unit Head Request address to As needed Approved the University Letter President through Data Privacy Officer if Administrative Aide the CCTV footage is Head Guards needed as evidence in Chief of Operations the investigation.

Unit Head Requester must 1 Min. NONE

accomplish the log sheet before leaving the office.

172

Procedure for Lost and Found

Responsible Details Duration Requirements/ Person/s Fees

Administrative Accepting the lost 1 Min. NONE Aide and found items and Security Guard keep in a safe on Duty compartment.

Administrative Evaluating and 1 Min. NONE Aide asking more Security Guard information as part of on Duty document purposes.

Administrative Asking for 1 Min. 1 Valid Aide information as part of Identification Security Guard document purposes. Card on Duty Chief of Operations

Procedure for Action on Complaint

Responsible Details Duration Requirements/ Person/s Fees

Administrative Gathering of As needed NONE Aide information from the Security Guard complainant and on Duty other factors. Head Guard

Security Guard Preparing a black As needed NONE on Duty and white testimony Head Guard by the complainant. Chief of Investigators are also Operation preparing for spot report and blotter at the logbook.

Head Guard If the findings have As needed NONE Chief of probable cause, then Operation endorse to the higher authority. If not, Unit Head amicable settlement is observed as an option.

173

PROCUREMENT UNIT

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

PERSON RESPONSIBLE DETAILS DURATION FEE

BAC Secretariat The BAC Secretariat shall receive and logged the Approved March to April of the None PPMP of each Offices/Unit/Colleges of the University. current year (Two Months)

BAC Secretariat The BAC Secretariat will prepare a schedule to the evaluation One day None of PPMP for each units and offices/colleges

VP for Administration and The BAC Secretariat shall forward the Schedule of PPMP Finance Evaluation for approval One day None

Central Records In-Charge The BAC shall forward the approved Schedule of PPMP Evaluation to the Central Records Office to inform One day None units/colleges/offices on the scheduled evaluation

Bac Secretariat The BAC shall notify the PPMP Evaluation Committee in writing on the Scheduled PPMP Evaluation One day None

BAC Secretariat and PPMP Evaluation Committee The BAC shall arranged, documents and assist the PPMP May to June of the None Evaluation Committee during the Evaluation current year ( two months)

BAC Secretariat The BAC Secretariat shall consolidate the evaluated PPMP July of the current year None (one month)

BAC Secretariat and Budget The BAC shall forward the consolidated APP to the Budget July of the current year None Officer Office for the allocation of funds (one month)

BAC Secretariat The BAC shall forward the Funded Consolidated APP to be First week of August of None BAC Chairs signed by authorized signatory the current year (one Chief CAO week) VP for Admin. And Finance President

BAC Secretariat The BAC shall submit the approved APP to the Government One day None Procurement Policy Board (GPPB) and PS-DBM through online and directly to the office of the GPPB

BAC Secretariat The BAC Secretariat shall post to the Transparency seal an One day One day OPAI Staff conspicuous places the Approved APP stamped received by the GPPB and duly stamped by the OPAI for posting.

BAC Secretariat The BAC Secretariat shall file the approved APP of the University. One day None

174

PROCEDURES ON THE SALE OF BIDDING DOCUMENTS

PERSON RESPONSIBLE DETAILS DURATION FEE

BAC Secretariat The BAC Secretariat shall receive the letter of intent from 5 mins. None prospective bidders

BAC Secretariat The BAC Secretariat will assess the payment 5 mins 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

Cashiering staff The contractor shall pay the fee at the cashiering unit 5 mins 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

BAC Secretariat The BAC shall require the prospective bidder/supplier a 5 mins. None photocopy of his/her official receipt and issue complete set of bidding documents

PROCEDURES ON THE SUBMISSION OF PURCHASE REQUEST

PERSON RESPONSIBLE DETAILS DURATION FEE

Document The duly signed Purchase Request with supporting 5 mins None Controller/Receiving Staff 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)

Unit Head The unit head shall review and identify the number of days to 5 mins None process and signed the Period of Action Form

Document Controller The documents will be forwarded to the Budget of Office for 5 mins None Counter signed as to funding of request

175

PROCEDURES ON THE PROCESSING OF PURCHASE REQUEST/WORK ORDER

PERSON RESPONSIBLE DETAILS DURATION FEE

Receiving Staff Receipts of Approved Request 5 mins None

Receiving Staff The Receiving staff shall forward the Approved 5 mins None Purchase Request/Job Order to the BAC Secretariat Section for processing

BAC Secretariat The BAC Secretariat shall affixed control number 5 mins. None on the Approved Purchase Request/Job Order

BAC Secretariat The BAC Secretariat shall forward the Approved 10 mins. None PR/JO to the BAC Chair for the identification of mode of procurement (SF -075)

Document controller and BAC The BAC Secretariat will forward the approved 15 mins None Secretariat PR/JO to the DCC for the preparation of Request for Quotation and retain documents for processing under public bidding

BAC Secretariat The BAC shall prepare the bidding documents for 2 days None the processing of request under public bidding

BAC Secretariat The BAC shall post to the philgeps those request 1 hour None for public bidding

Canvassing Staff The Canvassing Section shall post those request 1 hour None to be process under alternative Mode of Procurement with below 50,000 ABC

The BAC Secretariat shall prepare the conduct min. of 28 days; max None public bidding for request to be undertaken of 58 days (with Canvassing Staff/BAC Secretariat through public bidding failed bidding)

The Canvassing Unit will conduct canvassing for request undertaken through alternative mode of 1 to 3 days None procurement

Bac Secretariat The BAC shall prepare BAC resolutions for 30 mins None 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

Canvassing Unit The Canvassing shall forward the sealed 1 day None quotation of contractors/suppliers to the TWG- Technical and end-user for the evaluation of items.

The Canvassing Unit shall prepare the Abstract of Min. of 30 mins; max None Canvassing Staff Quotation for request undertaken through of 2 hours alternative mode of procurement 176

The Canvassing Unit shall route the Abstract of Depends on the None Document Controller Quotation for signing by the BAC Members availability of the BAC Members; max of 1 day

BAC Secretariat The BAC Secretariat shall forward the completed None Contract Mgt. Staff projects undertaken through public bidding Min. 15 mins; max 30 together will all supporting documents to the mins. 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 Contract Mgt.Staff of the President for Approval. 1 day (depends on None President the availability of signing officer) Countersigned the Purchase Order Unit Head 5 mins. None

The Contrat Mgt. Unit shall forward the duly Contract Mgt. Staff countersigned PO/WO to the Budget Office for 5 mins. None Budget Officer obligation for funds

Issue copy of duly approved Notice Of Contract Mgt. Staff Award/Purchase Order/Work Order to Min. of 30 mins; max None suppliers/contractor for signing/confirmation 2 days though phone call or sending of scanned copy through mail

The Contract Mgt. Unit shall forward copy of duly Contract Mgt. Staff confirmed PO/WO to the Commission On Audit 5 mins. None

All complete documents shall be forwarded to the SPMU for the fulfillment of contracts. 10 mins. None Contract Mgt. Unit Docs: Purchase Order Work Order Contracts And all supporting documents

For transparency the BAC shall post the awarded BAC Secretariat projects/contracts at the TSU website, Min. of 5 min; max of None Canvassing Staff conspicuous place and philgeps 1 hour Document Controller

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PROCEDURES ON THE CANVASSING OF REQUEST

PERSON RESPONSIBLE DETAILS DURATION FEE

Canvassing Staff The Canvassing Unit shall post the Request of Min. of 3 days; None Quotation at the Philgeps with ABC above 50,000 maximum of 5 days

Canvassing Staff Distribute RFQ to all eligible contractors/suppliers 1 to 3 days None

Canvassing Staff The Canvassing Staff shall retrieve all RFQ 1 hour None distributed to all eligible contractors/suppliers

PROCEDURES ON THE PERFORMANCE EVALUATION OF CONTRACTORS/SUPPLIERS

PERSON RESPONSIBLE DETAILS DURATION FEE

Contract Mgt. staff The Contract Mgt. Unit shall distribute 1 day None performance evaluation form to all completed projects

Contract Mgt Unit The Contract Mgt Unit shall prepare a monthly 30 mins None report on the result of performance evaluation conducted to all suppliers/contractors to be submitted to the Head of the Unit

Unit Head After review and checking on the report submitted 30 mins by the Contract unit, the unit head shall transmit the report to the OIC CAO

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FACILITIES DEVELOPMENT AND MANAGEMENT OFFICE

PROCESSING OF BILLING FOR INFRASTRUCTURE PROJECTS: MOBILIZATION, PROGRESS BILLING, FINAL BILLING AND RETENTION MONEY

RESPONSIBLE DETAILS DURATION FEES PERSON/S Contractor forwards Letter of Intent and other requirements to the PMU-FDMO Office

PMU-FDMO Receive and stamp the 15 minutes None Clerk submitted request

PMU-FDMO Preliminary review and 30 minutes None Project in checking of submitted Charge (PIC) documents of the Contractor

PMU-FDMO Receive, stamp and 15minutes None Clerk, Records forward letter to the OUP Office Clerk

OUP Clerk, OUP forwards letter to 60minutes None VPAF Clerk, VPAF, FDMO & PMU- FDMO Clerk, FMDO PMU-FDMO Clerk

PMU-FDMO PMU-FDMO Head 2 weeks None Project in endorsed documents to Charge(PIC) the Person In Charge PMU-FDMO, (PIC) and conduct site Infrastructure inspection and evaluation Project Inspection Team (IPIT)

PMU-FDMO PMU-FDMO Project in 180 minutes None Project in Charge prepares the Charge, FDMO necessary documents for – PMU Clerk approval

FDMO – PMU Head and 30 minutes None FDMO Director recommend the approval of Contractor’s Request

FDMO-PMU FDMO – PMU Clerk 60 minutes None Technical circulates for signatories Staff, PMU- FDMO Clerk

PMU-FDMO PMU-FDMO Technical 30 minutes None Clerk, Staff evaluates and Accounting reviews the supporting 179

Office Staff documents and prepares the ORS/DV for approval

FDMO – PMU FDMO – PMU Clerk 60 minutes None Clerk circulates for signatories

Forward the documents 15 minutes None to the Accounting Office for processing of payment.

Total: 14.35 Working Days / 3 Weeks

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UNIVERSITY AND BOARD SECRETARY

NAME OF REQUIREMENTS PERSON MAXIMUM PROCEDURE FEE SERVICE NEEDED RESPONSIBLE TIME Request for 1. Submit request form to the Clerk Clerk 1 minute No Fee Resolutions University/Board 2. Pre-assessment of the request 2 minutes No Fee passed and Secretary approved by 3. Preparation of the requested University/Board the Academic resolutions (either Academic, 1-3 days No Fee 1 1. Request Form Secretary Council, Administrative or Board resolution) Administrative Council and 4. Release of requested document Clerk 2 minutes No Fee Board of Regents

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SUPPLY AND PROPERTY MANAGEMENT UNIT

RECEIPT OF DELIVERIES OF SUPPLIES, MATERIALS AND EQUIPMENT

Schedule of Availability of Service: • Tuesdays to Fridays from 7:00 AM to 4:00 PM

Who may avail of the service: • 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 PERSON IN FEE FORM ACTIVITY CHARGE

1 Supplier Checks completeness 5 minutes Supplies & None Purchase presents of documents Materials Order (PO) / required (S&M) Staff Work Order documents to (WO) personnel-in- charge for the Property, Plant delivery of & Equipment items Staff (PPE) Staff

2 Delivery of Checks and receives 15 minutes* S&M Staff None PO / WO item/s delivery of item/s if PPE Staff in conformity with the specifications indicated in the PO / WO; counts the items 10 minutes S&M Staff None Request for delivered PPE Staff Inspection

Prepares and issues 15 minutes* Inspection None Request for Committee PO / WO Inspection to Member/s Inspection Committee Member/s

Checks and inspects the item/s if in conformity with the specifications

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indicated in the PO / WO

3 Acceptance of Accepts the item/s 10 minutes* S&M Staff None Inspection Delivery delivered; signs PPE Staff and Inspection and Inspection Acceptance Acceptance Report Committee Report (IAR) (IAR); furnished Member/s copy of IAR to 20 minutes* None concerned offices S&M Staff Stock Card PPE Staff Ledger Card

Posts delivered items 10 minutes None manually and SPMU Clerk Disbursemen electronically in the SPMU Head t Voucher stock/ledger card and End-user (DV) 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

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

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ISSUANCE OF SUPPLIES, MATERIALS AND EQUIPMENT

Schedule of Availability of Service: • Tuesdays to Fridays from 7:00 AM to 5:00 PM

Who may avail of the service: • End-users (Offices, Units, Colleges)

Documentary Requirements: • Requisition and Issue Slip • Property Acknowledgement Receipt (PAR) • Inventory Custodian Slip (ICS)

How to avail the service:

STEP CLIENT ACTIVITY DURATION OF PERSON IN FEE FORM ACTIVITY CHARGE

1 Receives Prepares and issues 10 minutes Supplies & None Notice to notice for notice to end-users Materials Prepare available items for the availability of (S&M) Staff Requisition items and Issue Slip Property, Plant & Equipment Notice on Staff (PPE) Delivered Staff Equipment

2 Presents Checks, approves and 5 minutes Receiving Clerk None Requisition accomplished records the SPMU Head and Issue Requisition availability of items S&M Staff Slip (RIS) and Issue Slip (RIS) for supplies and Prepares and signs Inventory materials Inventory Custodian 5 minutes S&M Staff None Custodian Slip (for small PPE Staff Slip (ICS) tangible items with SPMU Head estimated useful life End- of more than one user/Accountabl year) e Person Property 5 minutes None Acknowledg PPE Staff ement SPMU Head Receipt Prepares and signs End- (PAR) Property user/Accountabl Acknowledgement e Person Receipt (PAR) for PPE

3 Receipt of Checks, counts and 10 minutes* S&M Staff None RIS items issue items to end- PPE Staff ICS users PAR

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20 minutes* S&M Staff None Stock Card PPE Staff Ledger Card Posts issued items manually and electronically in the stock/ledger card and supply inventory system

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

DISPOSAL OF UNSERVICEABLE SUPPLIES, MATERIALS AND EQUIPMENT

Schedule of Availability of Service: • Tuesdays to Fridays from 7:00 AM to 5:00 PM

Who may avail of the service: • Interested bidders

Documentary Requirements: • Mayor’s Permit • Latest Income Tax return

How to avail the service:

STEP CLIENT ACTIVITY DURATION OF PERSON IN FEE FORM ACTIVITY CHARGE

1 Inquires/ Issues bidding 10 minutes Disposal Staff None Bidding secures documents to documents bidding interested bidder/s guidelines

2 Inspection of Inspects the items for 30 minutes* Disposal Staff None Certificate of items disposal Inspection

3 Attends Pre- Clarifies any 30 minutes** BAC on None None bid Conference concerns with the Disposal items/ for disposal, scope of work and other details of the requirements

185

4 Submit a Opening of bids within seven (7) BAC on None Technical sealed bid working days from Disposal and Financial Pre-Bid Conference Documents Evaluation of bids within three (3) working days

5 Receipt of Prepares and issues 1 day Disposal Staff None Notice of Notice of Notice of Award to University Award Award the winning bidder President

6 Payment of bid Receives payment within five (5) Cashier Bid None amount and issue Official days upon amou Receipt receipt of NOA nt for the proje ct

7 Submit Records Official 10 minutes Disposal Staff None Official Official Receipt Number; Receipt Receipt prepares and issues Gate pass gate pass

8 Hauling of Checks and verifies within seven (7) Disposal Staff None Gate pass unserviceable items and documents days upon Guard on duty items receipt of NOA

Note: * duration of activity depends on the location of items for disposal ** duration of activity depends on the number of interested bidder/s

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ISSUANCE OF CLEARANCE FOR PROPERTY ACCOUNTABILITY

Schedule of Availability of Service: • Tuesdays to Fridays from 7:00 AM to 5:00 PM Who may avail of the service: • Teaching and Non-Teaching personnel with plantilla items

How to avail the service:

STEP CLIENT ACTIVITY DURATION PERSON IN FEE FORM OF ACTIVITY CHARGE

1 Submit Receives 1 minute PPE Inventory None Clearance University accomplished Staff Form Clearance clearance form

2 Verifies property 10 minutes PPE Inventory None PAR / ICS accountability of Staff client

3 Client without Signs the clearance 1 minute SPMU Head None None property for property accountability accountability

4 Client with Checks and verifies 10 minutes* SPMU Head None None property property accountability accountability PPE Inventory 5 Client with Prepares and 30 minutes** Staff None List of missing property computes the book Accounting Staff Missing accountability value of missing Disposal Property property based on Committee E-NGAS

6 Payment of Receives payment 5 minutes Cashier None None corresponding and issue Official amount Receipt

7 Submit Records OR No. 10 minutes PPE Inventory None None photocopy of OR and initials Staff as proof of paid clearance for accountability property accountability

8 Signs the clearance 1 minute SPMU Head None None for property accountability

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 187

MOTORPOOL UNIT

Front Line Service: Scheduling of Travel DURATION REQUIREMENTS FEES PERSON/S LOCATION STEP/ PROCESS CLIENT PROVIDER RESPONSIBLE Check the 1. Submit important (2) copies of Main approved details of the Motorpool 1 Min. approved Travel NONE Campus Travel Travel Order Staff Order Order and other attachment/s Check the availability of service Main vehicle and Motorpool 1 Min. NONE NONE Campus driver, based Staff

on the date and time of travel. Give confirmation Main Motorpool if the request 1 Min. NONE NONE Campus Staff is already on schedule. Inform the client if the request is on Main Re-schedule Motorpool 1 Min. NONE NONE Campus due to Staff

unavailability of Service Vehicle. END OF TRANSACTION

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Republic of the Philippines TARLAC STATE UNIVERSITY Romulo Blvd., San Vicente Tarlac City

CUSTOMER FEEDBACK FORM

Name (Optional):______Date: ______Contact No.:______Office/College :______Service Availed: ______Name of Servicing Staff: ______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 Good Average Poor Very Poor (9-10) (7-8) (5-6) (3-4) (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 189 concerned office you are evaluating. Thank you!

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