UNIVERSITY OF THE VISAYAS

CITIZEN’S CHARTER (4th Edition)

July 2020

I. VISION

UPV envisions itself as a world class university at the forefront of fisheries and aquatic sciences education, research and development.

II. MISSION

 Provide relevant quality education in fisheries and aquatic sciences

 Promote, preserve and nurture the Visayan cultural heritage

 Develop competitive and innovative management practices and technologiesin education, research and public service; and

 Lead in and advocate for the sustainable development of the Visayas Region and of the nation within the changing world order.

III. CORE VALUES

Service

Excellence

Integrity

Nationalism

Environmental stewardship

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IV. SERVICE PLEDGE

We, the Officials and Employees of U.P. Visayas pledge and commit to deliver quality service.

We will:

Uphold University rules and policies;

Perform our duties with dispatch;

Continue to seek professional and personal growth;

Observe transparency and be accountable for our actions;

Use university resources with prudence;

Respond to clients’ concerns and complaints promptly;

Serve with integrity, courtesy and fairness;

Exude professionalism at all times.

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LIST OF SERVICES Page No. 1. OFFICE OF THE CHANCELLOR External Services 32 Grant of approval to conduct activities and alternative class or suspension of classes (academic and non-academic) 33 Grant of approval to conduct student activities inside or outside the campus by Student Organizations (academic and non- 35 academic) Grant of Readmission (Appeal of Students for Readmission) 37 Grant of Extension of Enrollment 39 Grant of Student Loan 40 Grant of appeal of students for approval to open a class/course or section 42 Grant of approval to conduct activities requiring budget (request of students or by offices/units) 44 Internal Services 46 Issuance of Certificate of No Objection for Travel Abroad on Personal Business 47 Issuance of Authority to Travel Abroad on Official Business 49 Endorsement of Research Proposals or Activities/Conferences for Funding by External Agencies 51 Endorsement of Application for Study Abroad, Scholarship, or Attendance to Training Program 53 Issuance of appointment for composition of committees or appointment of Officers-in-Charge 55 Issuance of authority to hold cash advance (for amount above P5,000) 56 2. BUDGET OFFICE External Services 57 Payment of Telephone Bill 58

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Internal Services 61 Issuance of Notice of Allotment to Colleges/Units/Offices. 62 Identifies/certifies availability of fund as basis for the Chancellor in granting of authority to pay honoraria for Thesis Advising 64 and Proctors/Members of the Comprehensive Examination Committee

Gives/provides recommendations to the Chancellor as to availability (identify source) of funds for holding special activities 66 of the University Gives recommendation/Certifies availability of funds for the conduct of training, seminars, workshops, consultative 68 meetings, and conferences Gives/provides recommendation/certifies availability of funds to attend trainings, seminars, workshops, conferences to 69 cover registration fees and travel expenses Certifies availability of funds for the processing of appointments/contracts of services (Contractual/Job Hire) 71 Gives/Provides recommendation on funds availability from unit’s share of income collected to be utilized for valid purposes 72 Provides recommendation for the request of supplemental budget 73 Gives/provides recommendation to the Chancellor as to availability of funds re: students’ participation in trainings, 75 seminars, competition(sports/literary/course related) to enhance/enrich their capabilities Gives recommendation/comments re: extension of project implementation 76 Gives/provides recommendation to the Chancellor on request for realignment of budget without additional funding 77 Certifies availability of funds for the implementation of programs/projects under the Academic Program Improvement (API) 78 and Research, Creative Work, Publication and Public Services (RCWPPS) Grants Certifies availability of funds/Earmarks funds for the procurement of supplies, materials, catering services, van rentals, 80 cash advances, etc. Budget clearance for the purchase of Equipment 82 Budget clearance for the replacement/repair of equipment 84

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Release of funds to UPVTC for specific purposes such as AIG, Rice subsidy, monetization, special events, trainings, 85 conferences, etc. Budget Implementation: Provides Budget Clearance/Obligation for All Payment Transactions 87 Approval for the Utilization of Undergraduate Tuition Fee Increment (UGTI) andGraduate Tuition Fee Increment (GTFI) 89 3. DATA INFORMATION SYSTEMS PROGRAM Internal Services 91 Installation/Check up/ Troubleshooting/ Configuration of IT and other network related equipment 92 Troubleshoot network connectivity issue 94 Issuance of IT related equipment specification 95 Evaluation of abstract of quotations 96 Inspection/Evaluation of IT related purchases of the University 97 Issuance and resetting of password of institutional email of Faculty, staff, REPS, students and offices 98 Issuance of WIFI access to students 99 Troubleshooting user accounts from web databases 100 Uploading files to the web portal/Intranet 101 Technical assistance during University events 102 Analysis, design and planning of information systems, software, hardware and IT infrastructure to be implemented in the 103 university 4. INFORMATION AND PUBLICATIONS OFFICE External Services 104 Facilitation of permit for Campus Photoshoot 105 Campus Tours 107

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5. LEGAL OFFICE Internal Services 109 Notarization 110 Case Preparation/Filing 111 Filing of Pleadings 112 Drafting and Mailing of Demand Letters 113 6. OFFICE OF INITIATIVES IN CULTURE AND THE ARTS Both External and Internal Services 114 Request for use of UPV Main Building facilities for events and other activities 115 Request for use of UPV Cinematheque for film screening or other activities 117 Request for tour/visit of the Art Gallery, Museum, and Cinematheque 119 Internal Services 120 Request for Sponsorship for art and culture related activities and events 121 7. OFFICE OF THE VICE CHANCELLOR ACADEMIC AFFAIRS Internal Services 123 Issuance of Travel Order of Local Official Trips 124 Grant of Overload Claims of Faculty 126 8. GRADUATE PROGRAM OFFICE External Services 128 Conduct of Public Service Trainings 129 Submission of Data to CHED Annual Higher Education 130

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Application for Admission and Comprehensive Examination 131 Enrollment in the Graduate Program 133 Other Services for Students of the Graduate Program 134 9. LIBRARY External Services 135 Use of Library by Non-UPV Constituents 136 Collection of Payments 138 Photocopying Services (Miagao Campus Only) 139 Reader’s Advisory 140 Book Request 141 Borrowing/Lending of Book (For UPV Constituents) 142 Returning of Borrowed Book (For UPV Constituents) 143 Internet Services (Login) 145 Internet Services (Logout) 146 Permit to Use Non-UPV Libraries 148 Registration for Library Privileges 150 Request to Use Audio-Visual Room (AVR) 151 Signing of University Clearance for Faculty and Staff 153 10. NATIONAL SERVICE TRAINING PROGRAM – RESERVE OFFICERS’ TRAINING CORPS External Services 155 Borrowing of Monobloc chairs 156

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Student Registration to NSTP (after enrolment) 159 Issuance of Certificate of Completion 160 Crowd Control during Lantern Parade, Dinagyang and other special events 161 Colors requests during university programs which needs entrance and exits of colors 162 11. OFFICE OF THE STUDENT AFFAIRS External Services 163 Accommodation of Transients/Guests in Student Dormitories 164 Issuance of Certifications 167 Lost and Found Service 169 Counseling Service 171 Conduct of Psychological Testing for Students 173 Conduct of Psychological Testing – Extension 176 Conduct of Group Guidance/Training Programs/Workshops 178 Application for Student Financial Assistance (SFA)Online 180 Appeal for Student Financial Assistance (SFA) 182 Application for Scholarship Programs (Government and Private) 184 Application for Student/Graduate Assistantship (SAGA) 187 Application for SHARE Loan Program 190 Application for Recognition as College-based and University-wide Student Organizations 192 Application to Hold Activities for College-based and University-wide Student Organizations 195 Request for Posting of Publicity Materials of Students and Student Organizations 198

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Request for Holding of Off-Campus Activities or On-Campus Parties 200 Request for any of the following: Alternative Class, Excuse from classes, Issuance of Travel Order, Financial Assistance or 203 Subsidy, Use of UPV Facilities and Technical Support Applications of Students for Residency at UPV Residence Halls ( and Miagao campuses) 206 Admission of Qualified Student Applicant in the Student Dormitory 209 Issuance of Permits (Late/Weekend/Overnight) 212 Student Welfare Services 213 12. OFFICE OF THE UNIVERSITY REGISTRAR External Services 214 Action on academic-related appeals regarding student admissions, progress, and graduation (UC-CSAPG*) 215 Application for Admission of Foreign and Filipino High School Graduates from Abroad (Automatic Admission) 218 Application for Admission of Foreign Students to UPV 223 Application for Admission of Local Students to UPV 228 Application for Paperless Clearance 233 Authentication of ID, Form 5, and other Academic-related documents 235 Issuance of Admission Slip to Incoming First Year Students through UPCAT 238 Issuance of Admission Slip to Incoming First Year Students through Automatic Admission/New Transfer/Second 241 Degree/Non-Degree/Special Students Issuance of Authenticated Document (Off-peak Season-September to April) 244 Issuance of Authenticated Document (Peak Season-May to August) 248 Issuance of Certificate of Course Description 253 Issuance of Certificate of General Weighted Average/Grade Point Average (GWA/GPA) 257

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Issuance of Certification (Class Ranking for Students with student number prior to 2007) 262 Issuance of Certification (Class Ranking for Students with student number starting 2007onwards) 265 Issuance of Certification (with Grades for CHED and other Scholarships) 268 Issuance of Certification (with grades for cross registrants from other Schools/Universities other than UP) 270 Issuance of Certifications (Graduation, Honorable Dismissal (HD), Certificate of Transfer Credentials (CTC), Certification, 272 Authentication and Verification (CAV), Medium of Instruction, Units Earned, No Special Order, Philippine Law School Test (PhilSAT), Grading System, & Prospective Candidate for Graduation) Issuance of Certified Diploma Text/English Translation of Diploma(Off-peak Season-September to April) 277 Issuance of Certified Diploma Text/ English Translation of Diploma (Peak Season-May to August) 281 Issuance of CRSIS login credentials 285 Issuance of Diploma 286 Issuance of Letter of No Objection 288 Issuance of Official Transcript of Records (First Time Request During Peak Season-May to August) 291 Issuance of Official Transcript of Records (First Time Request During Off-peak Season-September to April) 295 Issuance of Official Transcript of Records (Succeeding Requests-Off Peak Season-September to April) 299 Issuance of Official Transcript of Records (Succeeding Requests-Peak Season, May-August) 303 Issuance of Student ID (Batch Processing of New File) 307 Issuance of Student ID (Individual Processing of New File) 310 Issuance of Student ID (Reprint) 313 Processing of Manual Clearance 315 Process-required Data Request with accompanying forms/templates 317 Re-assessment of Fees 319

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Request for Academic Information and Relevant Information 321 Request for Change of Name 323 Request for Student Records Verification 326 Request for Student Records Verification (requiring additional academic information such as number of units earned in a 329 particular field of study, etc.) 13. TEACHING AND LEARNING RESOURCE CENTER External Services 333 Bridge Program Attendance Confirmation 334 Computer Use and Internet Access 336 Document Job Solutions i.e. Lamination, Scanning, Plastic Ring Binding 338 Peer Tutorial Program Registration 340 Photocopying (Black, Full-Colour, Text, Graphics) 342 Printing (Black, Full-Colour, Text, Graphics) 345 Total Bigtime Access Card (TBAC) 348 Request for Use of Facilities for Class Purposes 350 Request for Use of Facilities for Non-Class Purposes 352 14. OFFICE OF THE VICE CHANCELLOR FOR ADMINISTRATION Internal Services 355 Pouch services for UPV Tacloban, Diliman and other destinations within the Philippines per availability of courier services 356 Pouch Transmittal from UPV Miagao Campus to UPV Campus send through shuttle 358 Issuance of Authority to hold cash advance (for amount P5,000.00 and below) 360 Inclusion of additional goods and services in the Project Procurement Management Plan (PPMP) 362 Page | 12

Issuance of ID for Job Order Contract Personnel 364 Issuance of Job Order Contracts for Personnel 365 Waiver of Fees for the use of Facilities/shuttle services 366 External Services Issuance of Permit for Passage of Delivery Trucks 368 Issuance of Permit for use of facilities (External Client) 370 15. ACCOUNTING OFFICE External Services 372 Processing of Student Loan Application 373 Internal Services 375 Preparation of Payments of Claims 376 Payment of First Salary and Salary Adjustments 381 16. AUXILIARY SERVICES OFFICE External Services 384 Request for Use of UPV Facilities & space (Non-UPV Clients) 385 Both External and Internal Services 392 Request for Use of UPV Facilities & space (UPV students and personnel) 393 17. CAMPUS DEVELOPMENT AND MAINTENANCE OFFICE Both External and Internal Services 400 Use of UPV Facilities in Miagao Campus (UPV Students and Employees) 401 Use of UPV Facilities in Miagao Campus (Non-UPV Clients) 405

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Use of UPV Facilities in Iloilo City Campus (UPV Students and Employees) 409 Use of UPV Facilities in Iloilo City Campus (Non-UPV Clients) 412 Use of UPV Bus and Pooled Vehicle 415 Minor repairs of buildings and structures 419 Minor repairs of buildings and structures (UPV Staff Housing Units) 422 Support Services during Activities in Miagao Campus (UPV Students and Employees) 425 Support Services during Activities in Miagao Campus (Non-UPV Clients) 429 Support Services during Activities in Iloilo City Campus (UPV Students and Employees) 432 Support Services during Activities in Iloilo City Campus (Non-UPV Clients) 436 Support services during activities 439 Technical specifications and cost estimates involving the expertise of engineers, etc. 441 Payment for utilities expenses (telephone, electricity, water) of Iloilo City Campus 445 Payment for utilities expenses (telephone and electricity) of Miagao Campus 447 Check-up and minor repair of ACUs 449 Check-up and repair of UPV vehicles 451 Water Connection 454 Payment of Contractor’s Billings for Maintenance Projects (First Billing) 458 Payment of Contractor’s Billings for Maintenance Projects (Progress Billing) 461 Payment of Contractor’s Billings for Maintenance Projects (15% Advance Payment) 464 Payment of Contractor’s Billings for Maintenance Projects (Final Billing) 467 18. CASH OFFICE

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Both External and Internal Services 476 Bond Application of UPV Officials and Employees to the Bureau of the Treasury 477 Request for Cancellation of Check and/or Reissuance of Check 480 Issuance of Car Sticker 484 Request for Certification of Payment and Authentication of Duplicate Copy of Official Receipt (OR) 486 Certification of Employee for: University Clearance; PHILHEALTH AND HDMF 488 Collection of Fee thru On Line Deposit 491 Collection of Fees (Walk-In) 493 Disbursement of Check thru Issuance of Acknowledgement Receipt 495 Disbursement by Cash 497 Disbursement of Cash/Check through On-Line Deposit 499 Disbursement of Check through Mail to Other UP Constituent University Cash Office 501 Request for Letter of Introduction to Land Bank of the Philippines (For Opening a Payroll Account) 502 Preparation and Disbursement of Check 503 Collection of Tuition Fees Through Land Bank On-Line Deposit 508 Internal Services Release of Payslips to UPV Employees 511 Sale of Bus Pass and Ticket 513 19. HEALTH SERVICES UNIT Both External and Internal Services 515 Annual Physical Examination (Medical) 516

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Annual Dental Examination (Dental) 518 Medical Consultation and Treatment 520 Dental Consultation and Treatment 522 Laboratory Services 524 X-Ray Services 526 20. HUMAN RESOURCE DEVELOPMENT OFFICE Internal Services 528 Issuance of University ID Card 529 Issuance of Retiree’s ID Card 532 Replacement of University ID Card 535 Issuance of ARTA ID Card: First-Time Application 538 Issuance of Replacement for ARTA ID Card 540 Resetting of password of Employee’s University Information System (UIS) account 542 Issuance of Certification of Performance Rating 543 Issuance of Certificate of Leave Credits Earned 545 Issuance of Certificate of Leave Without Pay 546 Issuance of certificate of employment (and compensation) for personal purposes (active personnel) 547 Issuance of certificate of employment (inactive personnel) 549 Issuance of certificate of employment (and compensation) for official travel/purposes (active personnel) 551 Application for Expanded Maternity Leave (105 days) under RA 11210 553 Confirmation of Certificate of Report for Duty after a long-term Sick Leave, Maternity Leave, Rehabilitation Leave 556

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Confirmation of Certificate of Report for Duty after a long-term vacation leave, study leave, sabbatical, secondment, or 558 special detail Application for Ten-day Leave under R.A. 9262 (Anti-Violence Against Women and their Children Act of 2004) 560 Application for long-term Vacation Leave (15 calendar days but not exceeding 30) 563 Application for Sick Leave (15 calendar days but less than 30) 567 Application for Paternity Leave 569 Application for Special Leave (CSC and CNA) 572 Application for short-term Vacation/Mandatory Leave 574 Application for Academic Leave (University Registrar, Deans, Vice Chancellors) 577 21. SECURITY SERVICE FORCE Both External and Internal Services 579 Application for UPV Car Sticker 580 22. SUPPLY AND PROPERTY SERVICES OFFICE External Services 582 Posting of Procurement Activities @ PhilGEPS, UPV Website and Conspicuous premises of the University (PhP50,000.00 583 and above per single transaction) Issuance of Procurement Documents to Suppliers/Contractors and Delivery (Both Bidding and Alternative Mode) 584 Sale of Bid Documents to Prospective Bidders 588 Auction Sale of Unserviceable Properties of the University 589 Request for Payment of Delivered Goods and Services 590 Both External and Internal Services 593 Consolidation of Units’ PPMP into UPV-Annual Procurement Plan (APP) and Submission to UP System – SPMO and 594 DBM-PS Page | 17

Issuance of Waste Materials Report for Repaired/Rehabilitated Defective UPV Properties 596 Issuance of Gatepass for Property/ies Brought outside from the University 598 Internal Services 600 Request for Procurement of Goods and Services through eProcure Application 601 Inspection of Delivered Goods and Services 603 Procurement of Common Supplies & Equipment at DBM-PS 604 Availment of Common Use Supplies and Materials at the SPSO Central Store 605 Pull Out and Receipt of Unserviceable Properties for Condemnation 607 Processing of Insurance Coverage of Various UPV Buildings and Equipment 609 Processing of Registration and Insurance of UPV Vehicles 612 23. OFFICE OF THE VICE CHANCELLOR FOR RESEARCH AND EXTENSION External Services 616 Grant of Funding Support for Thesis and Dissertation Grant 617 Grant of Funding support for Small Budget In-House Research Grant (SBIRG) 620 Internal Services 623 Endorsements of Various Research-related Documents 624 Application for Project Personnel ID 626 UPV Expanded/ Enhanced Research Dissemination Grant (ERDG) 627 Issuance of Certification for Progress/ Terminal/Annual Report of projects, Public Service, Creative Work, and Publication 629 Publication Support 631 Technical Assistance for OVPAA’s Enhanced Creative Work and Research Grant 633

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Grant of funding support for public service activities 635 Grant of funding support for Regular In-house Research (RIR), Mentored Research (MR), Leveraged Research (LR), and 638 Creative Work 24. GENDER DEVELOPMENT PROGRAM External Services 642 Conduct of Gender Sensitizing Activities, Capacity Building Seminars and Fora Related to Raising Awareness on Gender 643 Concerns BalayBalayChild-Minding Center Operations - Enrollment of Children 645 Conduct of BBCMC Activities 647 Hostel Accommodation - Acceptance of guests for accommodation 648 Use of GDP Library 650 Secretariat of Ugsad Regional Gender Resource Network 651 Secretariat of WINFISH National Network of Women in Fisheries in the Philippines 653 25. NATIONAL INSTITUTE OF MOLECULAR BIOLOGY AND BIOTECHNOLOGY External Services 655 Use of Laboratory Space And Equipment 656 Trainings 658 Request for Technical Advise 660 26. SENTRO NG WIKANG FILIPINO External Services 662 Conduct of Filipino Language Activities, Capacity Building Seminars and Fora Related to Raising Awareness on Filipino 663 Language Concerns (Buwan ng Wika, Hanasan sa Wika, Lakbay Wika, Buwan ng Panitikan) Conduct of Teachers Training for Filipino Language and Literature Teachers for Enhancement and advancement of 665

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Teaching of Language and Literature Conduct of Translation Training for Teachers and Translator 667 Conduct of Module Writing for Teachers and Educator 669 Conduct of Teaching Material Writing and Production 671 Conduct of Trainers Training for Filipino Language and Literature Teachers 673 Conduct of MTB-MLE Material Writing and Production 675 Conduct of Teachers Training for MTB-MLE Teachers 677 Conduct of Culture-Based Education Teachers Training for Filipino Language and Literature Teachers 679 Issuance of Certification for Certified Translation of the Original Texts. 681 Translation of the Original Texts to Filipino/Hiligaynon 683 Balay Wika Accommodation 685 Sentro ng Wikang Filipino Silid Pandayan (Conference Room) 687 Sentro ng Wikang Filipino Aklatang Bayan (Filipiniana Community Learning Resource Center) 689 Request for Technical Advice 691 27. OFFICE OF THE VICE CHANCELLOR FOR PLANNING AND DEVELOPMENT External Services 693 Provision of UPV Master Plan, and Use Plan and other planning related information 694 28. OVCPD-SITE ACQUISITION RESETTLEMENT PROGRAM External Services 696 Issuance of certification for land or house ownership and tenancy covered by UPV Miagao properties 697 Issuance of legal documents such as maps, technical description, sketch plans, conveyances of UPV land properties of 699 Iloilo City and Miagao Campuses Page | 20

Issuance of reports or generation of data related to illegal cutting of trees in UPV Miagao campus and illegal structures of 700 UPV Iloilo City and Miagao Campuses Use of UPV properties for personal, and LGU purposes 702 Issuance of documents (tax declarations, land title, etc.) needed to support application for permit to cut trees in UPV 704 properties (Miagao and Iloilo City Campus) Settlement of disputes among relocated families, landowners, and tenants concerning land issues, tenancy matter and 706 relocation guidelines covered by UPV properties Conduct of survey or resurvey of UPV properties (Iloilo City and Miagao) 708 Assistance in the field investigation related to illegal cutting of trees, illegal structures, and other illegal activities in UPV 710 properties in UPV properties in Miagao properties Payment for the purchase of lot covered by UPV properties 712 Acquisition of Land 714 Costing of land and trees by UPV properties 717 29. OVCPD-SITE DEVELOPMENT AND REFORESTATION PROJECT External Services 719 Conduct of Tree Planting Activity in UPV Properties 720 Identification of Tree Species in UPV Properties 722 Issuance of Permit to Cut Trees/harvest agricultural yields in UPV properties 724 30. COLLEGE OF FISHERIES AND OCEAN SCIENCES DEAN’S OFFICE External Services 726 Use of Facilities and Equipment at Pidlaoan AV Hall and Umali Hall 727 Issuance of Certificate of Appearance (By Appointment, Scheduled Visit or Walk-in Clients) 729 Issuance of Travel Order for Local Travels within the Authority of the Dean 730

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Request for Tour of Facilities and Benchmarking Activities 731 31. COLLEGE OF FISHERIES AND OCEAN SCIENCES MUSEUM OF NATURAL SCIENCES External Services 732 Conduct of Tour and/or Orientation on the Museum Collection 733 Identification or processing of biological specimens and Issuance of Certificate 734 Taxidermy and Preservation of Specimen 736 Evaluation of Condition of Stranded Animal 737 Conduct of Short-term Training on Fixation and Preservation Techniques of Finfishes 738 Conduct of Short-term Training / Technical Advisory 739 Use of Museum Lobby for Exhibits and Student Activities 740 Use of Museum Laboratory, Facilities and Chemical Reagents 741 32. COLLEGE OF FISHERIES AND OCEAN SCIENCES-OFFICE OF THE COLLEGE SECRETARY External Services 742 Pre-registration of Students 743 Issuance of permit for Cross-registration 744 Enrollment/Registration for Regular Students 746 Application for transfer from other Colleges within UPV 748 Application for shifting of course 749 Change/Add of Matriculation 751 Student request for overload 753 Substitution of courses 754

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Application for Waiver of Pre-requisite 755 Issuance of Permit for Removal of 4.0 and Completion of Incomplete grade 756 Dropping of subjects/courses 758 Application for Leave of Absence (LOA) 759 Re-admission from AWOL 760 Validation of subjects for transferees 762 Request for Waiver of Maximum Residency Rule (MRR) 764 Application for Graduation 766 Issuance of requests of students for true copy of grades and certificates e.g. good moral character, enrolment/residency, 768 and other certifications 33. CFOS-INSTITUTE OF AQUACULTURE External Services 770 Analytical Laboratory Services (AA Analysis; FAME; SFE, etc.) 771 Technical consultancy services (e.g., site selection; pond preparation; water culture, grow-out hatchery designs) 773 34. CFOS-INSTITUTE OF FISHERIES POLICY AND DEVELOPMENT STUDIES External Services 774 Conduct public service activities (i.e. LakbayTuro; lectures; training-workshops) 775 Assistance in the class field trip 776 Consultancy Services (from LGU and other gov’t agencies) 778 Use of IFPDS Library (Room use only) 779 Use of facilities and equipment (e.g. AV 102, IFPDS Conference Room, diving equipment and institute vehicles) 780 Collaboration within UPV and/or with other government agencies 781 Page | 23

35. CFOS-INSTITUTE OF FISH PROCESSING TECHNOLOGY External Services 782 Analytical Service Laboratory 783 Processed Fishery Products Available for Sale 785 Use of Facilities/Equipment 786 Use of Library 788 Issuance of Overtime Permit, Certificate of Appearance, etc. 789 Conducts Trainings 790 Internship Program for Senior High School Students 791 Technical Consultancy Services 793 Tour of Facilities 794 36. CFOS-INSTITUTE OF MARINE FISHERIES AND OCEANOLOGY External Services 804 Use of Histological Services 805 Use of Library Facilities 807 Use of Instructional and Research Facilities 809 37. COLLEGE OF ARTS AND SCIENCES DEAN’S OFFICE External Services 811 Issuance of Certificate of Appearance (By appointment, Scheduled Visit and Walk-in-clients) 812 Issuance of Appointment of Panel Members for Special Problem/Thesis 813 Issuance of Travel Order for Local Travels within the Authority of the Dean 815

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Requests for flexi time of CAS Administrative Staff 817 Use of CAS Facilities and Equipment Beyond Office Hours 818 Use of CAS Facilities and Equipment During Office Hours 820 Pre-registration of Students 821 Issuance of permit for Cross-registration 822 Enrollment/Registration for Regular Students 824 Application for transfer from other Colleges within UPV 826 Application for shifting of course 827 Change/Add of Matriculation 829 Student request for overload 831 Substitution of courses 833 Application for Waiver of Pre-requisite 835 Issuance of Permit for Removal of 4.0 and Completion of Incomplete grade 837 Dropping of subjects/courses 839 Application for Leave of Absence (LOA) 841 Re-admission from AWOL 843 Validation of subjects for transferees 845 Request for Waiver of Maximum Residency Rule (MRR) 847 Application for Graduation 849 Issuance of requests of students for true copy of grades and certificates e.g. good moral character, enrolment/residency, 851 and other certifications 38. CENTER FOR WEST VISAYAN STUDIES Page | 25

External Services 853 Library Services 854 Tour of CWVS Museums 856 Request to Conduct Training and Workshop 858 Consultancy and Technical Assistance 860 Request to Conduct Lecture, Seminar and Conferences 862 39. COMMUNITY OUTREACH PROGRAM External Services 864 Technical Consultancy for Program/Project/Activity 865 Learning & Development (L&D) Management Services 867 Public Service Data Management 869 Logistical/Transportation Services 871 Partnership/Assistance With/For Students and Organizations 873 40. CAS-DEPARTMENT OF CHEMISTRY External Services 875 Use of Department of Chemistry Facilities and Equipment During Office Hours 876 Use of Department of Chemistry Facilities and Equipment Beyond Office Hours 878 Issuance of Permit for Field Trip 880 Issuance of Copy of Syllabus 883 Analytical Services Laboratory (ASL) 885 41. CAS-DEPARTMENT OF PHYSICAL EDUCATION

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External Services 887 Use of PE Classroom/s 888 Issuance of Permit for Field Trip 889 Proficiency Examination in Physical Examination (PEPE) 892 Use of Sports Equipment 894 Issuance of Copy of Syllabus 896 42. CAS-DIVISION OF BIOLOGICAL SCIENCES External Services 898 Use of Facilities and Equipment During Office Hours 899 Use of Facilities and Equipment Beyond Office Hours 901 Issuance of Permit for Field Trip 903 Issuance of Copy of Syllabus 906 Use of Dormitory Facilities in the Marine Biological Station 908 43. CAS-DIVISION OF HUMANITIES External Services 910 Use of CAS Facilities and Equipment During Office Hours 911 Use of CAS Facilities and Equipment Beyond Office Hours 913 Issuance of Permit for Field Trip 915 Issuance of Copy of Syllabus 918 Use of Intra-School Broadcasting Laboratory Facilities/Equipment 920 44. CAS-DIVISION OF PHYSICAL SCIENCES AND MATHEMATICS

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External Services 922 Use of DPSM Facilities and Equipment During Office Hours 923 Use of DPSM Facilities and Equipment Beyond Office Hours 925 Issuance of Permit for Field Trip 927 Issuance of Copy of Syllabus 930 Request for the Use of DPSM Computer Laboratory 932 45. CAS-DIVISION OF SOCIAL SCIENCES External Services 933 Use of CAS Facilities and Equipment During Office Hours 934 Use of CAS Facilities and Equipment Beyond Office Hours 936 Issuance of Permit for Field Trip 938 Issuance of Copy of Syllabus 941 46. CAS-LANGUAGE PROGRAM External Services 943 Language Training/ Tutorial 944 47. CAS-PROFESSIONAL EDUCATION External Services 947 Public Service 948 CHED Annual Higher Education Data Collection 950 48. CAS-UP HIGH SCHOOL IN ILOILO External Services 951

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Registration 952 Scholarship 954 Issuance of Replacement for Lost High School Card 956 Junior / Senior High School Entrance Examination 957 Issuance of Transcript of Records (Form 137a), Certification and Authenticated Diploma 959 Use of Laboratory Facilities and Equipment 960 Request for Issuance of Travel Order 961 49. COLLEGE OF MANAGEMENT External Services 963 Use of facilities and equipment (Classrooms and Multi-Media Projector on Mondays to Fridays) 964 Use of facilities and equipment (Classrooms, CM 11, and Conference Room on Weekends) 966 Issuance of Local Travel Order within the authority of the Dean 968 Issuance of Certificate of Appearance 970 Pre-registration of Students 971 Issuance of permit for Cross-registration 972 Enrollment/Registration for Regular Students 974 Application for transfer from other Colleges within UPV 976 Application for shifting of course 977 Change/Add of Matriculation 979 Student request for overload 981 Substitution of courses 983

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Application for Waiver of Pre-requisite 985 Issuance of Permit for Removal of 4.0 and Completion of Incomplete grade 986 Dropping of subjects/courses 988 Application for Leave of Absence (LOA) 990 Re-admission from AWOL 991 Validation of subjects for transferees 993 Request for Waiver of Maximum Residency Rule (MRR) 995 Application for Graduation 997 Issuance of requests of students for true copy of grades and certificates e.g. good moral character, enrolment/residency, 999 and other certifications 50. CM-DEPARTMENT OF ACCOUNTING External Services 1001 Issuance of Copy of Syllabus 1002 51. SCHOOL OF TECHNOLOGY DEAN’S OFFICE Extrnal Services 1004 Request for the Use of Facilities/Equipment by SOTECH Faculty/Students 1005 Request for Travel Order 1006 Request for Analysis of Food Samples 1008 Request for the Use of Laboratory Facilities by Non-SOTECH Students 1010 Request for Extension Services 1012 52. SCHOOL OF TECHNOLOGY-OFFICE OF THE SCHOOL SECRETARY External Services 1013 Page | 30

Pre-Registration of Students 1014 Issuance of permit for Cross-registration 1015 Enrollment/Registration for Regular Students 1016 Application for transfer from other Colleges within UPV 1018 Application for shifting of course 1019 Change/Add of Matriculation 1021 Student request for overload 1023 Substitution of courses 1025 Application for Waiver of Pre-requisite 1027 Issuance of Permit for Removal of 4.0 and Completion of Incomplete grade 1029 Dropping of subjects/courses 1031 Application for Leave of Absence (LOA) 1033 Re-admission from AWOL 1035 Validation of subjects for transferees 1037 Request for Waiver of Maximum Residency Rule (MRR) 1039 Application for Graduation 1041 Issuance of requests of students for true copy of grades and certificates e.g. good moral character, enrolment/residency, 1042 and other certifications IV. FEEDBACK AND COMPLAINTS MECHANISMS 1043 UPV Feedback Form 1045 V. CONTACT INFORMATION: ARTA, PCC, CCB 1046 VI. LIST OF OFFICES 1047-1050 Page | 31

OFFICE OF THE CHANCELLOR

External Services

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1- Grant of approval to conduct activities and alternative class or suspension of classes (academic and non-academic)

Only the Chancellor has the authority to suspend classes or declare alternative class. Offices 1. Deans/ Office of Student Affairs 2. OVCAA 3. Office of the Chancellor

Classification Simple Type of Transaction G2C Who may avail UPV Student Organizations, Faculty

CHECKLIST OF REQUIREMENTS WHERE TO SECURE For Faculty Not applicable 1. Letter request with details of the activity, duly endorsed by the Dean. 2- For student Organizations 3- Letter request with details of the activity, duly endorsed by the Adviser. For college-based organizations, the endorsement of Adviser and the Dean is required.

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME For college-based For the request of faculty and college- None organizations based organizations

1. UPV Student 1. The Dean screens/ reviews the 1 to 2 days for 1- Deans (for request of faculty and Organization submits the request and makes the corresponding Agency Action 1 college-based organizations) / OSA request to the Dean. endorsement to the VCAA. Director (for university-wide Page | 33

organizations) For USC or university-wide 2. The VCAA screens/ reviews the 1-2 days, for organizations request for endorsement to the Agency Action 2 2- OVCAA staff and VCAA Chancellor. 1. The request is submitted 1 to 2 days for to OSA 3. OC staff reviews the request and Agency Action 3-4 3- Admin Officer V or Executive Assistant the Chancellor makes final action. III, Chancellor

4. Preparation of Notice of Action and 4- University Extension Associate I, releasing of document. Admin Aide VI, Admin Aide I, Job Order Personnel For USC or university-wide organizations

1. OSA staff screens the request and forwards to OSA Director for endorsement to the VCAA.

2. The VCAA staff screens/ reviews the request for endorsement to the Chancellor.

3. OC staff reviews the request and the Chancellor makes final action.

4. Preparation of Notice of Action and releasing of document. TOTAL None 3-6 days

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2- Grant of approval to conduct student activities inside or outside the campus by Student Organizations (academic and non-academic) Activities that are held outside the campus must be approved by the Chancellor stating the conditions that must be observed in the preparation, during, and after the conduct of the activity.

Offices 1. Office of Student Affairs 2. OVCA/ OVCAA 3. Office of the Chancellor

Classification Complex Type of Transaction G2C Who may avail UPV Student Organizations CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter request with endorsement of Adviser. Not applicable 2. For college-based organizations, the endorsement of the Deans is required.

CLIENT STEPS AGENCY ACTION FEES PROCESSING TIME PERSON RESPONSIBLE TO BE PAID 1. UPV Student Organization 1. OSA screens the request and check the None 2 to 3 days for Agency 1- OSA staff and OSA submits the request for the completeness of required documents. Action 1-2 Director conduct of activity with all the required documents to OSA 2. The request is forwarded to the OVCA for endorsement (for request that requires 2- OSA staff in-charge of assistance from SSF, HSU or use of UPV outgoing of documents bus) 3-5 days, for Agency 3. The OVCA refers the request to Action 3 (depending 3- OVCA staff, VCA Page | 35

appropriate unit/office and make the on the request) necessary endorsement/comments before forwarding to the OVCAA 1 to 2 days for Agency 4- OVCAA staff and VCAA 4. VCAA reviews and endorses the request to Action 4 the Chancellor. 1 to 2 days for Agency 5. OC staff screens the request for action of Action 5-7 5- Admin Officer V or the Chancellor. Executive Assistant III, Chancellor

6. OC staff prepares the Notice of Action 6-7 University Extension (NOA) for the request. Associate I, Admin Aide VI, Admin Aide I, Job Order 7. Releasing of document. Personnel

TOTAL None 7-12 days

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3- Grant of Readmission (Appeal of Students for Readmission)

Students who are permanently dismissed from the university and whose appeal at the college level has been disapproved, may appeal for readmission to the Chancellor. Offices 1. Office of the Chancellor 2. Office of the Dean 3. OSA 3. OUR 4. OVCAA

Classification Highly Technical

Type of Transaction G2C

Who may avail UPV Students on Permanent Dismissal status

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request Not applicable

FEES PROCESSING CLIENT STEPS AGENCY ACTION TO BE PERSON RESPONSIBLE TIME PAID 1. UPV Student submits 1. OC staff reviews the appeal, forwards to the None 2 days for Agency 1- Admin Officer V or Executive the appeal for Chancellor and refers to the concerned offices Action 1 Assistant III, Chancellor, Admin readmission to OC. for comments (College, OUR, OVCAA and Aide VI, Admin Aide I OSA) 7 days for Agency 2- Dean, University Registrar, VCAA, 2. Concerned offices comment on the referral Action 2 OSA Director of OC 9 days for Agency 3- Admin Officer V or Executive

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3. The Chancellor reviews the feedback given Action 3 Assistant III, Chancellor by the units, may call the student for a meeting, and makes the final decision. 4- Admin Officer V, University 2 days for Agency Extension Associate I, Admin Aide 4. OC staff prepares the Notice of Action and Action 4 VI, Admin Aide I, Job Order releases the document Personnel TOTAL None 20 days

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4. Grant of Extension of Enrollment

Only the Chancellor has the authority to extend enrollment. The students cannot enroll beyond the regular enrollment period without the Chancellor’s approval.

Office 1. Office of the Chancellor 2. OVCAA Classification Simple Type of Transaction G2C Who may avail UPV Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter Request with justification Not applicable CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON RESPONSIBLE TO BE TIME PAID 1. UPV Student submits the 1. OC staff refers the request to the None 1 day for Agency 1- Admin Officer V or Executive request for extension of OVCAA. Action 1 Assistant III, Admin Aide VI, enrollment to OC with 2. VCAA then reviews the document and Admin Aide I justification. gives comments/recommendation to the 1 day for Agency 2- OVCAA staff and VCAA Chancellor. Action 2 3- Chancellor 3. Chancellor reviews endorsement given 4- Admin Officer V, University by VCAA and makes the final decision. 1 day for Agency Extension Associate I, Admin 4. OC staff prepares the Notice of Action Action 3-4 Aide VI, Admin Aide I, Job Order and releases the document Personnel TOTAL None 3 days

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5- Grant of Student Loan

Students who cannot afford to pay tuition and other fees may apply for a loan due to financial incapacity. The student pays at least P1,000 to be able to enroll and files a loan for the remaining amount as per assessment of the college. A loan must be settled within the semester. In the event that the student cannot pay the outstanding loan and needs to apply for another loan come next enrollment period, the student may appeal to the Chancellor and pay whichever is lower (the previous loan or the present fees to be paid).

Office 1. Office of the Chancellor 2. Accounting (Student Loan) 3. OVCAA Classification Complex Type of Transaction G2C Who may avail UPV Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request with signature of parent as co-debtor (UPV employee may Not applicable also act as co-debtor) CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON RESPONSIBLE TO BE TIME PAID 1. UPV Student submits 1. OC staff refers the request to Accounting Office None 1 day for Agency 1- Admin Officer V or Executive the request for student and to OVCAA. Action 1 Assistant III, Admin Aide I, Admin loan to OC. Aide VI 2. The Chief Accountant and the VCAA then 3 days for 2- Accounting staff and Chief review the document and give Agency Action 2 Accounting, OVCAA staff and comments/recommendation to the Chancellor. VCAA

3. Chancellor reviews endorsement given by 1 day Agency 3- Chancellor VCAA and makes the final decision. Action 3-4

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4. OC staff prepares the Notice of Action and releases the document 4- Admin Officer V, University Extension Associate I, Admin Aide VI, Admin Aide I, Job Order Personnel TOTAL None 5 days

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6- Grant of appeal of students for approval to open a class/course or section

The students whose request to open a class/course or section was denied at the college may appeal to the Chancellor.

Office 1. Office of the Chancellor 2. Office of the Dean 3. OVCAA

Classification Complex

Type of Transaction G2C

Who may avail UPV Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request Not applicable

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. UPV Student submits the 1. OC staff refers the request to the None 1 day for Agency 1- Admin Officer V or Executive request for opening a Dean and to the VCAA. Action 1 Assistant III, Admin Aide I, Admin class/course or section Aide VI 2. The Dean and VCAA reviews the 4 days for Agency request and give comments/ Action 2 2- VCAA staff and VCAA recommendation to the Chancellor.

3. Chancellor reviews endorsement 2 days for Agency given by the Dean and VCAA, and Action 3-4 3- Chancellor makes the final decision.

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4. OC staff prepares the Notice of Action and releases the document 4- Admin Officer V, University Extension Associate I, Admin Aide VI, Admin Aide I, Job Order Personnel TOTAL None 7 days

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7. Grant of approval to conduct activities requiring budget (request of students or by offices/units) Any university activities that require budget or financial assistance must secure approval from the Chancellor.

Office 1. Office of the Chancellor 2. Budget Office 3. OVCA, OVCRE, OVCAA or OVCPD Classification Complex Type of Transaction G2C Who may avail UPV USC/Student Organizations and UPV Offices/Units CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter Request Not applicable 2. Line-item-budget CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON RESPONSIBLE TO BE TIME PAID 1. UPV office/unit or student 1. OC staff reviews the request and refers None 1 day for Agency 1- Admin Officer V or Executive organization submits the it to the Budget Office and to VCA, VCAA Action 1 Assistant III, Admin Aide I, request/proposal of activities or VCRE, depending on the request. Admin Aide VI requiring budget to OC. 2. Budget Office identifies fund source, 3 days for 2- Budget Office staff and Budget VCA/VCRE/VCAA and gives comments/ Agency Action 2 Chief recommends the request to the Chancellor.

3. Chancellor reviews the request and the 2 days for 3- Chancellor feedback given by Budget Office and VCA, Agency Action 3 VCAA or VCRE, and makes the final decision.

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4. OC staff prepares the Notice of Action and releases the document. 1 day for Agency 4- Admin Officer V, University Action 4 Extension Associate I, Admin Aide VI, Admin Aide I, Job Order Personnel

TOTAL None 7 days

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OFFICE OF THE CHANCELLOR

Internal Services

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8. Issuance of Certificate of No Objection for Travel Abroad on Personal Business

UPV employees who travel abroad even on personal business must secure approval of the Chancellor, through their heads of units and the college or office from which they belong. Once approved, a Certification of no Objection is being issued and is being presented to the Immigration upon leaving the country. This is also in compliance with the memorandum issued by the Malacañang with the subject: “Directives Applying to Foreign Travels of all Government Officials and Personnel in the Executive Department dated 03 January 2018 and Memorandum No. TJH 2018- 06 issued by the Office of the UP President dated 01 March 2018.

Offices 1. Office of the Unit Head 2. Office of the Dean or of the next higher official 3. HRDO 4. OVCA/ OVCAA/ OVCRE 5. Office of the Chancellor Classification Complex Type of Transaction G2C Who may avail All UPV Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request Not applicable CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON RESPONSIBLE TO BE TIME PAID 1. Employee files the 1. The unit head endorses the request and forwards None 2 days for Agency 1- Unit Head and Dean or next request to his/her unit to the Dean or next higher authority for Action 1-2 higher official. head for endorsement. 2- Staff in-charge of outgoing of endorsement. 2. The request is forwarded to OC. 1 day for documents 3. OC refers the request to HRDO for comments/ Agency Action 3 3- Admin Officer V or Exeutive personnel clearance and to the OVCA (for admin Assistant III at OC personnel), OVCAA (for faculty and professional 2 to 3 days for 4- HRDO staff, HRDO Chief, REPS), or to the OVCRE (for research and Agency Action 4 OVCA/OVCRE/OVCAA staff, Page | 47

extension REPS), for endorsement. VCA, VCRE, VCAA 4. HRDO clears the request, VCA, VCRE or VCAA 1 to 2 days for 5- Admin Officer V or Exeutive endorses the request, then forwards to OC Agency Action 5-6 Assistant III, Chancellor 5. OC staff screens the request for approval and 6- Admin Aide VI, Admin Aide I, Job prepares the Certificate of No Objection for Order Personnel signature of the Chancellor 6. Releasing of document TOTAL None 6-8 days

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9. Issuance of Authority to Travel Abroad on Official Business

UPV employees who travel abroad on official business must secure approval of the Chancellor, through their heads of units and the college or office from which they belong. Once approved, a Travel Authority is being issued (addressed to DFA and TIEZA) and is being presented to the Immigration upon leaving the country. This is also in compliance with the memorandum issued by the Malacañang with the subject: “Directives Applying to Foreign Travels of all Government Officials and Personnel in the Executive Department dated 03 January 2018 and Memorandum No. TJH 2018-06 issued by the Office of the UP President dated 01 March 2018.

Offices 1. Office of the Unit Head 2. Office of the Dean or the next higher official 3. HRDO 4. OVCA/ OVCAA 5. Office of the Chancellor Classification Complex Type of Transaction G2C Who may avail All UPV Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Application for Authority to Travel Abroad Available at HRDO. May be downloaded also at UPV intranet - HRDO Form 9a, Attachment 1a, revised March 2018 (for faculty and non- (intranet.upv.edu.ph) teaching acad personnel) - HRDO Form 9a, Attachment 1b, revised March 2018 (for admin personnel) 2. Details/information about the conference or event 3. Invitation Letter from the Organizer or letter of acceptance of paper (for presentation in conferences or fora) CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON RESPONSIBLE TO BE TIME PAID 1. Employee accomplishes the 1. The unit head endorses the None 2 to 3 days for 1- Unit Head and Dean or next necessary form, attach all application and forwards to the Dean Agency Action 1-2 higher official.

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supporting documents, and submits or next higher authority for 2- Staff in-charge of outgoing of to his/her unit head for endorsement. 1 to 2 days for documents endorsement. 2. The application is forwarded to HRDO Agency Action 3 3- HRDO staff, Chief HRDO for personnel clearance. 4- OVCA staff and VCA (for 3. HRDO clears the application and 1 to 2 days for administrative personnel) or forwards to the OVCA (for Agency Action 4 OVCAA staff and VCAA (for administrative personnel) or to the faculty and REPS) OVCAA (for faculty and REPS), for 1 to 2 days for 5- Admin Officer V or Exeutive endorsement. Agency Action 5-6 Assistant III, Chancellor 4. VCA or VCAA endorses the Ricardo Babaran application and forwards to OC. 6- Admin Aide VI, Admin Aide I, 5. OC staff screens the request for Job Order Personnel approval and prepares the Authority to Travel for signature of the Chancellor 6. Releasing of document TOTAL None 5 – 9 days

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10. Endorsement of Research Proposals or Activities/Conferences for Funding by External Agencies

The endorsement of the Chancellor is being required by the external funding agency. This is to signify that the Chancellor gives consent and support to the research project or activity, once it gets approved.

Office 1. Office of the Unit Head 2. Office of the Dean or the next higher official 3. OVCA/ OVCAA 4. Office of the Chancellor

Classification Complex Type of Transaction G2C Who may avail UPV Researchers (Faculty, REPS or Administrative Personnel)/ UPV Unit

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter request Not applicable 2. Research Proposal or Activity/Conference Proposal 3. Endorsement of Unit Head, Dean, and the VCRE or VCAA

CLIENT STEPS AGENCY ACTION FEES PROCESSING TIME PERSON RESPONSIBLE TO BE PAID 1. UPV Researcher/Unit submits 1. OC staff refers the proposal to the None 1 to 2 days for Agency 2- Admin Officer V or the request for endorsement Chancellor for review with the draft Action 1 Executive Assistant III at with all the required documents endorsement, for consideration. OC to OC. 2. The Chancellor reviews the proposal 3- Chancellor (call the Researcher for a meeting or 3-5 days or 10 days or refers back the proposal to the more, for Agency Action 2 Researcher, if necessary) (depending on the proposal)

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3. Once cleared, the Chancellor signs 4- Admin Officer V, Admin the endorsement and releases it to 1 to 2 days for Agency Aide VI, Admin Aide I, the Researcher. Action 3 Job Order Personnel TOTAL None 5-14 days

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11- Endorsement of Application for Study Abroad, Scholarship, or Attendance to Training Program

The endorsement of the Chancellor is needed for such applications signifying what UPV is willing to commit as counterpart (e.g. continued salary and other benefits)

Office 1. Office of the Unit Head 2. Office of the Dean or the next higher official 3. OVCA/ OVCAA 4. HRDO 5. Office of the Chancellor

Classification Simple Type of Transaction G2C Who may avail UPV Personnel (Faculty, REPS or Administrative Personnel)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter request (the requestor may attach draft endorsement) Not applicable 2. Information about the scholarship or training program applied for 3. Endorsement of Unit Head, Dean, and the VCRE or VCAA

CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON RESPONSIBLE TO BE TIME PAID

1. UPV personnel submits 1. OC staff refers the request to the HRDO for review None 2 to 4 days for 1- Admin Officer V or the request for endorsement (checks if the program to be enrolled in or participated is Agency Action 1 Executive Assistant III with all the required within the expertise of the faculty or staff. Or if it is within at OC, HRDO staff and documents to OC the approved faculty development plan of the academic Chief HRDO unit in the case of the faculty).

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2. Once cleared, the OC staff prepares or finalizes the 1-2 days for 2- Chancellor endorsement for signature of the Chancellor Agency Action 2 3- Admin Officer V, Admin 3. Releasing of endorsement to the requestor. 1 day for Agency Aide VI, Admin Aide I, Action 3 Job Order Personnel

TOTAL None 4-7 days

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12. Issuance of appointment for composition of committees or appointment of Officers-in-Charge

An Administrative Order is being issued by the Chancellor to appoint/designate composition of committees and OICs.

Office Office of the Chancellor Classification Complex Type of Transaction G2C Who may avail UPV Offices/Unit CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter Request Not applicable CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON RESPONSIBLE TO BE TIME PAID 1. UPV office/unit submits the 1. OC staff receives the request, reviews the None 1 day for OIC and 1- Admin Officer V or Executive request for the issuance of document and prepares the Administrative 2 days for Assistant III appointment of committee Order (AO). committees, for 2- Chancellor members or OIC. 2. Chancellor approves the request and signs Agency Action 1 3- Admin Officer V, Admin Aide the AO. VI, Admin Aide I, Job Order 3. Releasing of document 2 days for Agency Personnel Action 2-3 TOTAL None 5 days

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13. Issuance of authority to hold cash advance (for amount above P5,000)

The authority to hold cash advance (in the form of Administrative Order) is required before a personnel holds a cash advance. He/she must be a tenured employee and must be duly bonded for a cash advance of more than P5,000.

Office 1. Office of the Chancellor 2. Accounting Office Classification Complex Type of Transaction G2C Who may avail All Regular or Tenured UPV Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter Request duly endorsed by the head of unit Not applicable CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Employee submits 1. OC staff refers the request to the Accounting Office None 3 days for Agency 1- Admin Officer V or request for authority to hold for clearance and conditions. Action 1 Executive Assistant III, cash advance. 2. Once cleared, OC staff prepares the authority to Admin Aide I, Admin Aide VI hold cash advance, for signature of the Chancellor. 2 days for Agency at OC, Accounting Staff and 3. Releasing of the Administrative Order Action 2-3 Accounting Chief 2- Admin Officer V or Executive Assistant III, Chancellor 3- Admin Officer V, Admin Aide VI, Admin Aide I, Job Order Personnel TOTAL None 5 days

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BUDGET OFFICE

External Services

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1. Payment of Telephone Bill Monthly payment of telephone bill for local and long distance calls of the office to PLDT. Office 1.Budget office 2.Accounting Office 3.Cash Office Classification Complex Type of Transaction G2B-Government to Businesses Who may avail PLDT Company CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1.Billing Statement PLDT, Inc. 2.Disbursement Voucher Generated Through uis 3.Obligation Request Budget Office CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSIN PERSON RESPONSIBLE PAID G TIME 1. Telephone company 1. Receives billing statement and stamps None 5 minutes Admin. Aide III submits billing date and initials. Budget Office statement. 2. Verifies accuracy of the bill, computes None 5 minutes Admin. Aide III long distance calls and corresponding Budget Office taxes.

3. Prepares Disbursement Voucher (DV) None 5 minutes Admin. Aide III on-line through uis and encode pertinent Budget Office information.

4. Print DV with names of authorized None 5 minutes Admin. Aide III signatories Budget Office Page | 58

5. Chief of office signs DV. None 5 minutes Chief Budget Office 6. Records DV to logbook. None 2 minutes Admin. Aide III Budget Office

7. Transmits DV to Accounting office for None 5 minutes Admin. Aide III processing while waiting for pre-audit and Budget Office on-line approval 8. Accounting Office process the DV

9. Head of office approves DV on-line thru None 2 minutes Chief uis portal. Budget Office

10. Receives pre-audited DV from the None 2 minutes Admin. Aide III Accounting office. Stamped date, put Budget Office initials, stamped name of concerned signatory (for 10k and above-Budget Chief, below 10k-Supervising Administrative Officer (SAO).

11. Encodes pertinent data in the None 2 minutes Admin. Aide III computer and refer to staff in-charged for Budget Office processing.

12. Staff logs in to on-line uis portal and None 1 minute Admin. Aide III checks if DV is uploaded in the portal. Budget Office

13. Checks availability of MOOE of unit, None 5 minute Admin. Asst. II records to computer ledger and Obligate Budget Office expenses through uis.

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14. Print 3 copies of OR with names of 5 minutes Admin. Asst. II authorized signatories (for 10k and above- Budget Office Budget Chief, below 10k-Supervising Administrative Officer (SAO)), Attached 2 copies of ORs to DV and 1 copy for file.

15. Encode OR number on DV on-line and None 5 minutes Admin. Asst. II go to Worklist to approved DV on-line. Budget Office

16. Submit Hard copy of OR with DV to None 10 minutes Admin. Asst. II corresponding approving officers for Budget Office signature and approval on-line. 17. Chief/SAO signs OR. None 5 minutes Supervising Administrative Officer(SAO) Budget Office (below P 10,000) 18. Records signed OR in the computer None 5 minutes Chief and forward to Accounting Office for Budget Office processing. While File copy of OR is given (P 10,000 and above) to concerned staff for filing to proper folder. Admin. Aide III Budget Office 19. Waits until accounting processed DV None 2 days Accounting and Cash Offices and cash office to release check for payment 20. Get check from the cash office for None 2 minutes Admin. Asst. II payment to PLDT. Budget Office TOTAL None 2 days, 1 hour, 16 minutes

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BUDGET OFFICE

Internal Services

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2. Issuance of Notice of Allotment to Colleges/Units/Offices

Upon approval of the IOB by the BOR, the Budget office prepares and issues Notice of Allotment to colleges/units/offices as basis for their operating budget for the current year. This document is duly approved by the Chancellor.

Office Budget office Classification Complex Type of Transaction G2B-Government to Government Who may avail All colleges/units/offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE BOR Approved IOB UP System CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1.UP System sends BOR 1. Receives BOR approved IOB and gives None 5 minutes Administrative Aide approved IOB to staff-in-charge. Budget Office 2. Staff in-charge receives BOR approved Administrative Officers IOB, records and gives copy to the Chief. 5 minutes Budget Office

3.Chief coordinates/meets with staff for Chief preparation of Notice of Allotment 30 minutes Budget Office

4.Staff prepares Notice of Allotment and 3 days All Staff prints (3 copies) for approval of the Chief Budget Office and of the Chancellor. 5. Budget Chief recommends/signs the 1 hour Chief Notice of Allotment Budget Office

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6. Chancellor approves/signs the Notice 1 hour Chancellor of Allotment OC

7. Sends Approved Notice of Allotments to 1 day Admin Officer/ Admin. Aide colleges/units/offices-1 copy and 1 copy for Budget Office the office file.

TOTAL None 4 days, 2 hours, 40 minutes

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3. Identifies/certifies availability of fund as basis for the Chancellor in granting of authority to pay honoraria for Thesis Advising and Proctors/Members of the Comprehensive Examination Committee Faculty members render thesis advising to graduate/undergraduate students, and as proctors/members of the Comprehensive Examination Committee. Prior to release of claims for honoraria, the College/Institute/Program concerned requests approval by the Chancellor for payment of these honoraria.

Office Budget Office Classification G2G Type of Transaction Simple Who may avail Faculty Members/Staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request from Dean/Director of Colleges/Institutes Office of the Dean/Director/Institute Certification of Services Rendered by the Faculty Members with corresponding honoraria FEES TO CLIENT STEPS AGENCY ACTION PROCESSING TIME PERSON RESPONSIBLE BE PAID 1.The Dean/Director sends the 1. Receives and records the request None 5 minutes Administrative Aide request for authority to pay referred by the Chancellor’s/VCAA’s Budget Office honoraria for thesis advising Office in the logbook and routes to and Proctors/Members of staff-in-charge Comprehensive Examination 2. Identifies source of fund and 10 minutes Administrative Officer-in-Charge: Committee to the Chancellor ( earmarks the amount CFOS : Duane Selibio thru channels) CAS: Juno Genesila CM/GPO: Angelica Solacito SOTECH/UPVTC: Joel Triste 3.Certifies availability of funds 5 minutes Chief Budget Office Page | 64

4. Records the recommendation and 5 minutes Administrative Aide logs out the communication to Budget Office OVCAA/OC TOTAL None 25 minutes

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4. Gives/provides recommendations to the Chancellor as to availability (identify source) of funds for holding special activities of the University.

During the year, UPV constituents propose holding of special activities for the University. The Chancellor needs to approve the conduct of these activities and their corresponding budget as these are not included in their regular budget. Office Budget Office Classification G2G Type of Transaction Simple Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request re budget approval to conduct the activity. UPV offices, faculty, staff, committees

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Send request for approval for the 1. Receives and records the None 5 minutes Administrative Aide conduct of the activity and the request referred by the Chancellor’s Budget Office corresponding budget to the Office Office in the logbook and routes to of the Chancellor, follows: staff in charge  Commencement/Opening 2. Reviews/evaluate the request, 1 hour Administrative Officer-in-Charge: Exercises Identifies source of fund and CFOS : Duane Selibio  Foundation Day earmarks the amount/make CAS: Juno Genesila  Service Award recommendation CM/GPO: Angelica Solacito  Pahampang SOTECH/UPVTC: Joel Triste  UPV-Miagao Day Special Events: Agustin Villareal III  Paskua 3. Gives recommendation/Certifies 10 minutes Chief  Parangal availability of funds Budget Office

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 Pagpadungog 4. Records the recommendation 5 minutes Administrative Aide  Search Committees for and logs out the communication to Budget Office Deanship/Chancellorship OC  Fact-Finding Committees TOTAL None 1 hour, 20 minutes

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5. Gives recommendation/Certifies availability of funds for the conduct of training, seminars, workshops, consultative meetings, and conferences UPV constituents may avail of a budget for the conduct of training, seminars, workshops, consultative meetings, and conferences subject to availability of funds and approval by the Chancellor. Office Budget Office Classification G2G Type of Simple Transaction Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request for the conduct of the activity UPV Colleges/Institutes/Offices, faculty and staff Line Item Budget CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. The colleges/institutes/offices, 1. Receives the communication None 5 minutes Administrative Aide faculty and staff send letter and records in the logbook and Budget Office requesting for the approval by the routes to staff in charge Chancellor (thru channels) to 2. Reviews/evaluate the request 30 minutes Administrative Officers/All Staff conduct trainings, and identifies source of fund Budget Office seminar/workshops, consultative 3. Certifies availability of 15 minutes Chief, Budget Office meetings and conferences – the funds/gives recommendation Office of the Chancellor refers the 4. Records the recommendation 5 minutes Administrative Aide communication to the Budget Office and logs out the document to OC Budget Office for budget clearance. TOTAL None 55 minutes

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6. Gives/provides recommendation/certifies availability of funds to attend trainings, seminars, workshops, conferences to cover registration fees and travel expenses. In relation to the performance of their function, UPV constituents request approval to attendtraining, seminars, workshops, consultative meetings, and conferences and approval of the corresponding fund requirement for the activity from the Office of the Chancellor. Office Budget Office Classification G2G – Government to Government Type of Transaction Simple Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request re attendance to training, seminar/workshop, conference UPV Constituents Endorsement by the Dean/Director/Head of Unit/Office favorably recommending Head of Units/Offices, Dean approval of the request.

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Send letter request to the 1. Receives and records the None 5 minutes Administrative Aide Chancellor (thru channels) for communication in the logbook and routes to Budget Office approval re attendance to trainings, staff in charge seminar/workshops on official time 2. Reviews/evaluate the request and 30 minutes All Staff and funding for travel expenses , identifies/recommends possible source of Budget Office registration fees, and other related fund expenses

3. Give recommendation / certifies 10 minutes Chief

availability of funds Budget Office

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4. Records the recommendation and logs 5 minutes Administrative Aide out the communication to OC Budget Office

TOTAL None 50 minutes

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7. Certifies availability of funds for the processing of appointments/contracts of services (Contractual/Job Hire)

Hiring of Contractual/Job Hire needs clearance from the budget office for fund availability prior to processing of appointments/contract of services.

Office Budget Office Classification G2G Type of Transaction Simple Who may avail UPV Offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. For Contract of Services – Basic Papers Requesting Offices/Units/Colleges 2. For Job Hires – Job Hire Contract CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE 1. Request for budget 1. Receives the basic papers and job contracts None 5 minutes Administrative Aide clearance for the hiring of and records in the logbook/routes to staff in Budget Office services (Contract of charge Services/Job hire) 2. Reviews, identifies the source of fund and 30 minutes All Staff initials the basic papers and job contracts Budget Office

3. Certifies availability of funds and affix 10 minutes Chief signature Budget Office 4. Logs out the document to VCA/OC 5 minutes Administrative Aide Budget Office TOTAL None 50 minutes

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8. Gives/Provides recommendation on funds availability from unit’s share of income collected to be utilized for valid purposes.

All UPV Offices/colleges/units should request authority from the Chancellor for the utilization of their % share of income collected (other Income). The utilization of these funds is governed by the Guidelines on Income Generating Projects.

Office Budget Office Classification G2G Type of Transaction Simple Who may avail UPV Offices/colleges/units CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter request from the Dean/Director/Head of Office/Unit UPV Colleges/Institutes/Offices/Units CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Sends letter request to the 1. Receives/records communication and None 5 minutes Administrative Aide Chancellor (thru channels) re routes to staff in charge Budget Office utilization of their % share of 2. Reviews/evaluates the request, ascertain 60 minutes Budget Staff-in Charge: Joel income collected from IGPs. the availability of income collected and give Triste, Juno Genesila, Angel comments Solacito, ElmahMisola, Veronica Saria, Duane Selibio, JR Sotillo 3. Reviews/assess and give recommendation 10 minutes Chief Budget Office 4. Logs out the communication to OC 5 minutes Administrative Aide Budget Office TOTAL None 1 hour, 20 minutes

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9. Provides recommendation for the request of supplemental budget

Deans, Directors and Heads of units of various UPV Colleges/Institutes/Offices/Units may request for a supplemental budget when it is deemed necessary for the continuity of their operations and service to their clients most especially the students, subject to availability of funds and approval by the Chancellor.

Office Budget Office Classification G2G – Government to Government Type of Transaction Complex Who may avail UPV Colleges/Institutes/Offices/Units CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter request signed by the Dean/Director/Head of Office/Unit UPV Colleges/Institutes/Offices/Units 2. Status of Funds Budget Office

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Request status of funds from 1. Prepares status of funds per request to None 1 hour Staff-in-charge the Budget Office as attachment be attached to the request for Budget Office 2. Letter request for supplemental budget Supplemental Budget addressed to the Chancellor (thru channels) 2. Receives the communication and 5 minutes Administrative Aide records in the logbook Budget Office

3. Reviews/evaluates the request and 1 hour Staff-in-charge gives recommendation and attached Budget Office status of funds

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4. Assess/analyze the documents 20 minutes Chief presented and provide recommendation Budget Office

5. Logs out the documents to OC 5 minutes Administrative Aide Budget Office TOTAL None 2 hours, 30 minutes

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10. Gives/provides recommendation to the Chancellor as to availability of funds re: students’ participation in trainings, seminars, competition (sports/literary/course related) to enhance/enrich theircapabilities. UPV Students/student organizations may request financial assistance for participation in trainings, seminars, competition (sports/literary/course related) to enhance/enrich their capabilities subject to availability of funds and approval of the Chancellor.

Office Budget Office Classification Complex Type of Transaction G2C Who may avail UPV Students/student organizations CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter request from the students/Student Council Students 2. Endorsement by the Dean/Director Deans/Directors Office of Student Affairs CLIENT STEPS AGENCY ACTION FEES PROCESSING TIME PERSON RESPONSIBLE TO BE PAID 1. Send letter request for approval 1. Receives the communication and None 5 minutes Administrative Aide by the Chancellor (thru channels) re records in the logbook Budget Office attendance and financial assistance 2. Reviews/evaluates the request 30 minutes Staff-in-Charge for participation in trainings, and make recommendations Budget Office seminars, competitions, etc., to 3. Reviews comments and 20 minutes Chief cover for registration fees, travel supporting documents and make Budget Office expenses and food allowance. recommendation 4. Logs out the communication to the 5 minutes Administrative Aide Office of the Chancellor Budget Office TOTAL None 1 hour

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11. Gives recommendation/comments re: extension of project implementation. UPV Constituents may request extension of project implementation subject to approval by the Chancellor. Office Budget Office Classification G2G Type of Transaction Complex Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request re approval for the extension of project implementation Researcher Letter of Endorsement from Vice Chancellor for Research &Extension OVCRE CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Letter requesting approval 1. Receives and records the None 5 minutes Administrative Aide for the extension of project communication in the logbook Budget Office implementation addressed to 2. Reviews/Evaluates request and give 15 minutes Administrative Officer IV the Chancellor (thru channels) comments. Budget Office 3. Reviews the comments and the pertinent 10 minutes Chief documents and give recommendations Budget Office 4. Logs out the documents to the Office of 5 minutes Administrative Aide the Chancellor Budget Office TOTAL None 35 minutes

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12. Gives/provides recommendation to the Chancellor on request for realignment of budget without additional funding. UPV Constituents may request approval for realignment of their approved activity/project budget without additional fund requirement from the Chancellor for valid reasons. Office Budget Office Classification Complex Type of Transaction G2G Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1- Letter requesting for realignment Colleges, offices/units, Institutes, Committees 2- Revised Budget vis-a-vis Original Approved Budget Deans, Directors, Heads of Units/Offices, Chairperson of 3- Endorsement by head of college/office/Institute/Chairperson Committees

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Send letter request for 1. Receives and records None 5 minutes Administrative Aide realignment of budget without communication in the logbook Budget Office additional funding requirement to 2. Reviews/evaluates the request and 30 minutes All Staff the Chancellor (thru channels) provide comments/ recommendations Budget Office and other information 3. Reviews comments/ 10 minutes Chief recommendations including other Budget Office information and give recommendations 4. Logs out the communication to OC 5 minutes Administrative Aide Budget Office TOTAL None 50 minutes

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13. Certifies availability of funds for the implementation of programs/projects under the Academic Program Improvement (API) and Research, Creative Work, Publication and Public Services (RCWPPS) Grants UPV Faculty Members may request financial support for the projects/activities under the API or RCWPPS funds. The OVCAA (for Academic Program Improvement) and the OVCRE (for Research, Creative Work, Publication and Public Service Grants) the offices controlling the funds. The Chancellor approves the request thru proper channels subject to applicable guidelines and recommendation of the Budget office as to availability of funds. Office Budget Office Classification Complex Type of Transaction G2G Who may avail UPV Faculty Members CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1- Letter request from faculty members. 2- Line Item Budget 3- Endorsement by the Dean/Director/Head of Unit 4- Endorsement by VCAA (for API) and VCRE (for RCWPPS)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Request for approval /budget 1. Receives and records None 5 minutes Administrative Aide clearance for implementation of communication in the logbook and Budget Office projects under API/RCWPPS refer to staff-in-charge. addressed to the Chancellor (thru channels) 2. Reviews/evaluates request and 30 minutes Staff-in-Charge give comments and additional Budget Office information

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3. Reviews comments and additional 10 minutes Chief information and give Budget Office recommendations 4. Logs out to the Office of the 5 minutes Administrative Aide Chancellor Budget Office

TOTAL None 50 minutes

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14. Certifies availability of funds/Earmarks funds for the procurement of supplies, materials, catering services, van rentals, cash advances, etc. UPV Constituents may request on-line thru the eProcure system c/o Supply and Property Services Office (SPSO) funding for supplies, materials, catering services, van rentals, cash advances, etc. subject to availability of funds from the Budget office.

Office Budget Office Classification Complex Type of G2G Transaction Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request thru eProcure System 1. SPSO 2. Approved budget 2. Office of the Chancellor (OC) 3. PR/JO 3. SPSO 4. Obligation Request 4. End-User CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Sends request thru the 1. Staff-in-charge earmarks fund None 10 minutes All Staff eProcure System requirement on-line and wait for hard copy Budget Office

2. Prepares purchase 2. Receives PR/JO/OR from SPSO and 5 minutes Administrative Aide request/job order after records in the logbook and refer to staff in Budget Office approval of the Budget charge Office (thru eProcure) 3. Verifies/checks the documents and 5 minutes Staff-in-Charge 3. Head of Unit (end-user) validate source of funds Budget Office affixes signature

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4. Signs the PR/JO/OR 5 minutes Below P10,000: 4. Transmits the SAO documents to SPSO Budget Office P10,000 and above: Chief Budget Office 5. Logs out the documents SPSO 5 minutes Administrative Aide Budget Office TOTAL None 30 minutes

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15. Budget clearance for the purchase of Equipment

UPV Constituents may request approval for the purchase of equipment from the Chancellor thru the Vice Chancellor for Administration and recommended by the Budget office subject to availability of funds. Office Budget Office Classification Complex Type of Transaction G2G – Govrnment to Government Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter request for the purchase of equipment and inclusion in the APP 1. End User 2. Approval for the Purchase of Equipment 2. OC 3. eProcure 3. End-User/SPSO 4. Earmark Obligation Request 4. Budget Office 5. Approved PR 5. SPSO

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. The end-user requests for the 1. Receives/records communication in None 5 minutes Administrative Aide purchase of equipment (Additional) the logbook/routes to staff in charge Budget Office and inclusion in the APP thru letter request addressed to the 2. Evaluates the request and give 30 minutes All Staff Chancellor thru channels comments/recommendations and Budget Office additional information

3. Reviews the request and other 15 minutes Chief pertinent documents and give Budget Office recommendation Page | 82

4. Records comments and logs out the 5 minutes Administrative Aide communication to OVCA/OC Budget Office

TOTAL None 55 minutes

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16. Budget clearance for the replacement/repair of equipment

The University is committed to upkeep its facilities in support of academic excellence. Replacement/major repair of various equipment maybe requested from the Office of the Chancellor thru the Vice Chancellor for Administration and subject to recommendation of the Budget office as to availability of funds.

Office Budget Office Classification Complex Type of Transaction G2G Who may avail Offices of the University CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Evaluation/Assessment of CDMO (for equipment and other facilities) DISP, CDMO and DISP (for computer/computer peripherals/telecommunication concerns) 2. Letter request for the repair/replacement of unit. (For replacement, inclusion in the APP) CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Request DISP/CDMO 1. Receives/records communication in None 5 minutes Budget Administrative Aide to assess the status of the the logbook and routes to staff-in-charge equipment 2. Evaluates the request and give 30 minutes Budget Staff-in Charge 2. Sends letter request comments/recommendation and other for the repair/replacement information of equipment 3. Assess/review the request and give 15 minutes Budget Chief depending on the recommendation recommendation of 4. Records the recommendation and 5 minutes Budget Administrative Aide DISP/CDMO to the logs out the communication to VCA Chancellor thru channels TOTAL None 55 minutes

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17. Release of funds to UPVTC for specific purposes such as AIG, Rice subsidy, monetization, special events, trainings, conferences, etc. Fund release for specific or special purposes maybe requested by the UPV Tacloban College. These activities may refer to activities/projects already approved by the Chancellor.

Office 1.Budget Office 2. Accounting Office Classification Complex Type of Transaction G2G Who may avail UPV Tacloban College CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter requesting release of funds UPVTC 2. Approval of the Chancellor for the conduct of the activity and the UPVTC corresponding budget CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Letter requesting release of funds 1. Prepare DV for the release None 5 minutes SAO (attach approval for the conduct of the of funds Budget Office activity) 2. Signs the DV 5 minutes Chief Budget Office 3. Transmits the DV to 5 minutes Administrative Aide Accounting Office for pre-audit Budget Office 4. Process DV Accounting Office Staff 5. Receives the DV back from 5 minutes Administrative Aide Acctg Office , records and Budget Office routes to staff in charge

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6. Encodes and prepares OR 5 minutes Staff-in-Charge for signature Budget Office 7. Signs the OR 5 minutes Chief Budget Office 8. Transmits the DV and OR to 5 minutes Administrative Aide the Accounting office for Budget Office processing TOTAL None 35 minutes

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18. Budget Implementation Provides Budget Clearance/Obligation for All Payment Transactions. All UPV constituents may claim payment of their various transactions provided it is valid and with complete supporting documents.

Office 1.Requesting Unit 2.Accounting Office 3. Budget office 4.VCA 5. Cash Classification Complex Type of Transaction G2C-Government to Client Who may avail UPV constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1.Disbursement Voucher (DV) – 3 copies uis 2.Obligation Request (OR) – 3 copies upv intranet

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Make Disbursement 1. Receives DV from Accounting None 2 minutes Administrative Aide Voucher for payment office stamped date, put initials, Budget Office transactions thru record in the computer and refer to Accounting office. staff in-charge. 1 minute Administrative Asst. 2. Staff logs in to on-line uis portal Budget Office and checks if DV is uploaded in the portal.

3. Checks availability of MOOE of 5 minutes Admin. Officer

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unit, records to computer ledger and Budget Office Obligate expenses through uis.

4. Print 3 copies of OR with names 5 minutes Admin. Officer of authorized signatories. Attached 2 Budget Office copies of ORs to DV and 1 copy for file. 3 minutes Admin. Officer 5. Encode OR number on DV on- Budget Office line and go to Worklist to approved DV on-line.

6. Submit Hard copy of OR with DV 1 minute Administrative Asst. /Administrative to corresponding approving officers Officer for signature and approval on-line. Budget Office

15. Chief/SAO signs OR. 5 minutes Supervising Administrative Officer(SAO) (below P 10,000) and Budget Chief (P 10,000 and above)

16. Records signed OR in the 1 minute Administrative Aide computer and retain file copy of the Budget Office OR for filing to proper folder by assigned staff. 5 minutes Administrative Aide 17. Transmit DV with OR to Budget Office accounting office for processing. TOTAL None 30 minutes

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19. Approval for the Utilization of Undergraduate Tuition Fee Increment (UGTI) and Graduate Tuition Fee Increment (GTFI) The UP System implemented the increase in tuition fees for undergraduate and graduate programs starting SY 2007-2008 until 2015-2016. The utilization of the 75% of the Undergraduate Tuition Fee Increment (UGTI) and Graduate Tuition Fee Increment (GTFI) requires the approval of the UP President. The Deans and Directors of the Colleges may request the use of these funds in accordance with the BOR guidelines.

Office Budget Office Classification Complex Type of Transaction G2G Who may avail Colleges, Institutes of UP Visayas CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request from the Dean/Director of Colleges/Institutes/Program Office Deans/Director Details/Specifications of the request/Justification CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Send letter request to the 1. Receives/records communication None 5 minutes Administrative Aide Chancellor (thru channels) for and forwards to Budget Chief Budget Office the utilization of UGTI/GTFI specifically for academic 2. Reviews the request and discuss 10 minutes Chief program improvements, with staff-in-charge if the purpose is in Budget Office development programs geared accordance with BOR guidelines towards students’ growth and student related activities. 3. Prepares status of funds for the 1 hour Administrative Officer UGTI and GTFI per college/school/ Budget Office program office to ascertain availability of funds Page | 89

4. Endorses the request to the Office 30 minutes Chief of the Chancellor with attached status Budget Office of funds and draft letter request addressed to UP President

5. Records and logs out the 5 minutes Administrative Aide communication to the Office of the Budget Office Chancellor

6. Reviews/evaluates the requests for 15 minutes Chancellor consolidation with requests from other Office of the CHancellor colleges/institutes

7. Consolidates the requests of 30 minutes Admin Officer V colleges/institutes/program offices for Office of the Chancellor approval of the UP President

8. Prepare final letter addressed to 30 minutes Admin Officer V the President for approval of the use of Office of the Chancellor UGTI and GTFI funds

9. Signs the letter request 5 minutes Chancellor Office of the Chancellor 10. Mails the letter to the UP President 5 minutes Admin Aide VI and cc the Budget Office Office of the Chancellor

TOTAL None 3 hours, 15 minutes

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DATA INFORMATION SYSTEMS PROGRAM Internal Services

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1. Installation/Check up/ Troubleshooting/ Configuration of IT and other network related equipment

DISP provides technical support in the acquisition, installation and maintenance of computer hardware and network facilities of the University.

Office DISP Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail All offices in UP Visayas CHECKLIST OF REQUIREMENTS WHERE TO SECURE Duly accomplished Job Request Form DISP CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Secure, fill up and submit Job DISP Personnel receives the signed None 1 minute Johnna Malones Request Form Job Request Form and assign it to Administrative Asst. II the corresponding personnel

DISP perform any or all of the 2 hours Dave Eslabra following, install, configure, diagnose, Job Order Personnel repair, test, troubleshoot or Wilfredo Palete Jr. recommend to end user any of the Computer Maintenance Tech following: request replacement, III repair cannot be performed

For PC, Printer and Peripherals 30 minutes Wilfredo Palete Jr. If unit needs to be referred for outside Computer Maintenance repair: Specialist III

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DISP personnel generate and print Technical specifications for the 5 minutes Wilfredo Palete Jr. replacement unit Computer Maintenance Specialist III DISP personnel signed the Pre- or inspection and repair form and Dave Eslabra requesting unit submits to SPSO for Job Order Personnel further action.

For network related equipment 1 hour Rico Hortillo DISP personnel configures and test IT Officer I network (wired and wireless access ) unit and servers for connectivity and Efrain Servento network services, and integrates with IT Officer I University network infrastructure

For diagnosis and fixing of web- based services, information systems, 1 hour databases and online access to data of clients from other offices

TOTAL None 4 Hours 36 Minutes

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2. Troubleshoot network connectivity issue

DISP is mandated to manage the UP inter-campus Network connectivity.

Office DISP Classification Simple Type of G2C – Government to Client Transaction Who may avail All offices/personnel in UP Visayas CHECKLIST OF REQUIREMENTS WHERE TO SECURE Duly Accomplished Job Request Form DISP CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Secure, fill up and submit DISP Personnel receives the signed None 3 minutes Johnna Malones Job Request Form Job Request Form and assign it to the Administrative Asst. II corresponding personnel

DISP personnel perform network 1 to 2 hours Rico Hortillo troubleshooting of requesting office and IT Officer I restore network connectivity and Efrain Servento access by checking network media IT Officer I inks, hardware units and software system of servers TOTAL None 2 hours 3 Minutes

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3. Issuance of IT related equipment specification

The DISP provides technical support in the acquisition of computer hardware and network facilities of the university

Office DISP Classification Simple Type of Transaction G2C – Government to Client Who may avail All offices/personnel in UP Visayas CHECKLIST OF REQUIREMENTS WHERE TO SECURE Duly Accomplished Job Request Form DISP CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Secure, fill up and submit DISP Personnel receives the signed None 5 minutes Johnna Malones Job Request Form Job Request Form and assign it to Administrative Asst II the corresponding personnel

DISP personnel generate and print 45 minutes Wilfredo Palete Jr. Technical specifications of the Computer Maintenance Tech requested IT related equipment III

DISP personnel scan the technical 10 minutes Rico Hortillo specifications and send to requesting unit or send via email Johnna Malones Administrative Asst II TOTAL None 1 Hour

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4. Evaluation of abstract of quotations

The DISP provides technical support in the acquisition of computer hardware and network facilities of the university

Office DISP Classification Simple Type of Transaction G2C – Government to Client Who may avail All offices/personnel in UP Visayas CHECKLIST OF REQUIREMENTS WHERE TO SECURE

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. DISP receives Abstract of Receives the A of Q from SPSO for None 3 minutes Efrain Servento Quotation (A of Q) from evaluation IT Officer I SPSO Evaluate the abstract, selecting the 30 minutes per Efrain Servento lowest and responsive offer from abstract IT Officer I suppliers, recommend other actions to be taken by end-users and/or the award committee Efrain Servento Return the evaluated abstract to 10 minutes IT Officer I SPSO via email

TOTAL None 45 Minutes per A of Q

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5. Inspection/Evaluation of IT related purchases of the University

The DISP provides technical support in the acquisition of computer hardware and network facilities of the university

Office DISP Classification Simple Type of Transaction G2C – Government to Client Who may avail All offices/personnel in UP Visayas CHECKLIST OF REQUIREMENTS WHERE TO SECURE None CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. SPSO prepares IAR of IT DISP personnel, personally inspect None 3 minutes/IAR Wilfredo Palete Jr. equipment for Evaluation the items at the SPSO office Comp. Maintenance Tech III and call DISP once ready Dave Eslabra Job order Personnel

TOTAL None 3 Minutes per IAR

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6. Issuance and resetting of password of institutional email of Faculty, staff, REPS, students and offices

The DISP is responsible for the maintenance of Internet Accounts and connections of the UPV students, employees and offices

Office DISP Classification Simple Type of Transaction G2C – Government to Client Who may avail All offices/personnel/students in UP Visayas CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter, Copy of UP ID or Student Form 5 CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE

1. Send email request with Receives request and verify None 2 minutes/ Wilfredo Palete Jr. scanned copy of UP ID or Form credentials and encode complete request Comp. Maintenance Tech 5. name for email generation for new III email requests, reset password and send link via email.

TOTAL None 2 Minutes per request

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7. Issuance of WIFI access to students

The DISP provides access to databases and internet and manages the UPV inter-campus network

Office DISP Classification Simple Type of Transaction G2C – Government to Client Who may avail UP Visayas students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter, Copy of UP ID or Student Form 5 CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Send email request with Receives request and review None 3 minutes/ Rico Hortillo scanned copy of UP ID or credentials and issue username and request IT Officer I Form 5. password via email for WIFI access and instructions on how to connect

TOTAL None 3 Minutes per request

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8. Troubleshooting user accounts from web databases

The DISP is responsible for the maintenance of Internet Accounts and connections of the UPV students, employees and offices

Office DISP Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail UP Visayas employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE Job Request or Letter Request duly endorsed by the Head of Unit CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Send Job Request, letter Receives request and review its None 5 minutes Efrain Servento request or email request validity for processing IT Officer I

TOTAL None 5 Minutes

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9. Uploading files to the web portal/Intranet

The DISP is responsible for the developing of data and information services and for the sustainable growth of IT resources of the University.

Office DISP Classification Simple Type of Transaction G2C – Government to Client Who may avail UP Visayas employees/offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE Job Request or Letter Request duly endorsed by the Head of Unit CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Send Job Request or letter Receives request and review the None 30 minutes Efrain Servento request or request via authenticity of necessary documents/ IT Officer I email information to be published / attached to the Intranet pages

TOTAL None 30 Minutes

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10. Technical Assistance during University events

The DISP personnel provides technical support services during the conduct of University activities.

Office DISP Classification Simple Type of G2C – Government to Client Transaction Who may UPV offices avail CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request, Job Request CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Send Job request, letter Receives requests, AO for committee None 2 minutes Johnna Malones request or Administrative membership Administrative Asst II order for committee membership of DISP Check and test equipment to be used Whole duration Wilfredo Palete Jr. personnel for the activity, setup equipment and of the activity Comp. Maintenance Tech III peripherals at least 1 hour before the event and assist speakers, resource Rico Hortillo, IT Officer I persons in the course of the activity Efrain Servento, IT Officer I Dave Eslabra, NGW staff

TOTAL None *Depending on the duration of the activity

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11. Analysis, design and planning of information systems, software, hardware and IT infrastructure to be implemented in the university

The DISP is responsible for the developing of data and information services and for the sustainable growth of IT resources of the University.

Office DISP Classification Highly technical Type of Transaction G2C – Government to Client Who may avail CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Send request / administrative Receives request / comply to mandate / None 1 to 3 day/s Efrain Servento mandate/action / recommendations validate the needs IT Officer I

Onsite inspection of area/s where Rico Hortillo systems will be implemented, meet with IT Officer I clients and other related agencies, list the needs and design the necessary system and make a proposal to the administration if necessary

TOTAL None 1 to 3 days

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INFORMATION AND PUBLICATIONS OFFICE External Services

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1. Facilitation of Permit for Campus Photoshoot

UP Visayas issued Memorandum NO. RPB 2018-06-053 on the guidelines for Video and Photo Shoots for UP Visayas. Clients in varous categories should abide by these guidelines and pay required fees to Up Visayas.

Office Information and Publications Office Classification Simple Type of Transaction G2C; Government to Client; G2 Business Entity Who may avail General Public, Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Request for Photo Shoot IPO Miagao and Iloilo City campus CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON TIME RESPONSIBLE 1. Client secure a copy 1. IPO gives a copy of the request form Depending of the 1 day GianGenoveza 2. Fill up the form required rates: Alvin Polido 3. Pay required fees at 2. Check the form and assess the required payment Commercial the Cashier’s Office  P 500/hr Anna Razel L. 4. Refer back to IPO 3. Approve/Disapprove Request  Student Activities Ramirez/Representative 5. Get approval – P100.00/hr 6. Present to UPV SSF 4. Forward for to Cash Office for  Alumni/Student Payment for personal use – P 200.00/hr 5. Records the receipt no. from the Cash Office

6. Sign approval

7. Advice client to refer to SSF

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TOTAL  P 500/hr 1 day  Student Activities – P100.00/hr  Alumni/Student for personal use – P 200.00/hr

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2. Campus Tours

Campus tours are conducted at the University for UPV guests, others universities and schools, tour agencies. These tours are for learning purposes of these clients. At the same time these tours are opportunity to present UPV in physical form to guests and visitors.

Offices 1. Information and Publications Office 2. UPV SSF 3. Clients Classification Complex Type of Transaction G2C – Government to Client; GTB – Government to Business Entity Who may avail Outside clients, linkages, visitors CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request letter Letter Requests are sent to the Information Office

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Clients send request 1. Letter are received and referred to Campus Tour None 1 day Ms. LyncenM.Fernandez (UPV letter to IPO In-charge Miagao)

2. PO responds and get in touch with clients about 1-3 days Anna Razel L. Ramirez (Iloilo City) to clarify about request and inform of its approval/disapproval;

3. Tour In-Charge contacts/assigns Tour guides 4 days for SSF assigned personnel and brief of details about tour numbers 3, 4, and 5 4. Log schedule of the tour and do necessary preparations Page | 107

5. Arrange with UPV SSF to coordinate tour 1 day schedule

6. Gave a briefing/instruction to guests during arrival

7. Tour guests/visitors around campus in coordination with SSF

TOTAL None 7 days

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LEGAL OFFICE Internal Services

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1. Notarization

Office Legal office Classification Simple Type of Transaction G2G-Government to Government Who may avail UPV CHECKLIST OF REQUIREMENTS WHERE TO SECURE Personal appearance of signatory and government issued ID Office concerned CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE 1) Offices concerned sends documents to 1) Office staff evaluates completeness of the be notarized documents

2) Legal Officer notarizes the documents. Notarial 1-2 days Legal Officer Fees Office Staff 3) Office staff records the notarization in Notarial register TOTAL Notarial 1-2 days Fees

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2. Case Preparation/Filing

Office Legal office Classification Highly Technical Type of Transaction G2G-Government to Government Who may avail UPV CHECKLIST OF REQUIREMENTS WHERE TO SECURE Relevant documents and personal appearance of persons involved. Office concerned CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON RESPONSIBLE PAID (1) Office/official concerned (1) Conducts personal interviews, Appearance fees Depends on the Legal Officer refers the research and Study of Law. for court or complexity of the Office Staff legal/administrative case. administrative problem (minimum of 2) Requests for additional hearings; courier 2 days) (2) Appears for personal information/documents if necessary. fees; interviews or submit legal/adminis- relevant documents as 3) Prepare legal opinion. trative fees requested. 4) If necessary, files court or (3) Appears as witness in administrative case. court/administrative case if necessary. 5) Represents the University in court and administrative proceedings. TOTAL Appearance, 2 days Courier, and Legal Fees

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3. Filing of Pleadings

Office Legal office Classification Highly Technical Type of Transaction G2G-Government to Government Who may avail UPV CHECKLIST OF REQUIREMENTS WHERE TO SECURE Office concerned CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE 1. For ongoing cases, court or 1) Evaluates and studies applicable laws and Courier fees 2-30 days Legal Officer other agencies issue order to file determines the proper pleading to file. depending on Office Staff appropriate pleading. deadline given 2) Drafts and finalizes pleading.

3) Files pleading through mail or personal service.

TOTAL Courier 2-30 Days fees

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4. Drafting and Mailing of Demand Letters

Office Legal Office Classification Complex Type of Transaction G2G-Government to Government Who may avail Office Concerned CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request to send letters and details. Office concerned CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Appropriate office sends 1. Drafts demand letters and sends out Courier 1-3 days Legal Officer information unpaid obligations to for mailing on for personal service Fees Office Staff the University (i.e. names and addresses of persons concerned and amount of obligation).

TOTAL 1-3 Days

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OFFICE OF INITIATIVES IN CULTURE AND THE ARTS Both External and Internal Services

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1. Request for use of UPV Main Building facilities for events and other activities

Support the institutional needs of UPV Constituents and other private and government groups/agencies for official function/activities of the university, its direct constituents and duly recognized organizations and non-UPV sponsors/organizers.

Office of Initiatives in Culture and the Arts (OICA) Office Cash Office Classification Simple Type of Transaction G2C,G2G, G2B Who may avail UPV constituents and other private and government groups/agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter of Request; Guidelines; Reservation Form from OICA OICA

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secure the Guidelines; Reservation Form 1. Receives and records the request 15 minutes OICA Staff from OICA or email request to [email protected] 1.1 Checks availability of the requested 5 minutes OICA Staff

venue (Fees to be

proposed by 1.2 Forwards the request to the OICA 2 days OICA Staff; OICA Director a committee Director for action on the request and

submitted to 2. Waits for the action of the OICA Director 2. Informs the client on the status of the 30 minutes OICA Staff FPOC for request approval.)

3. Pays the corresponding fees for 3. Receives payment and issues 30 minutes Cash Office Staff approved request Official Receipt (OR) Page | 115

4. Presents official receipt to OICA staff 4. Receives and records Official Receipt 15 minutes OICA Staff (OR) number

Fees on 2 days 1 hour, TOTAL proposal 35 minutes stage

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2. Request for use of UPV Cinematheque for film screening or other activities

Support the institutional needs of UPV Constituents and of Cinema Exmundo, Inc. for film and activities that use film as part of the activities and for other official function/activities of the university, its direct constituents and duly recognized organizations and non-UPV sponsors/organizers

Office 1. Office of Initiatives in Culture and the Arts (OICA) 2. Cash Office

Classification Simple Type of G2C, G2B, G2G Transaction Who may avail UPV constituents and other private and government groups/agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request; Guidelines: Reservation Form from OICA OICA CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSI PERSON RESPONSIBLE PAID NG TIME 1. Secure the Guidelines; 1. Receives and records the request Php 50.00/person 15 minutes OICA Staff Reservation Form from OICA or or Php 4,000.00 email request to 1.1 Checks availability of the requested for the whole 5 minutes OICA Staff [email protected] venue cinema for UPV users Php 1.2 Forwards the request to the OICA 2 days OICA Staff; OICA Director 100.00/person or Director for action on the request Php 8,000.00 for the whole cinema 2. Waits for the action of the OICA 2. Informs the client on the status of the for non-UPV 30 minutes OICA Staff Director request users for half-day use 3. Pays the corresponding fees 3. Receives payment and issues Official 30 minutes Cash Office Staff for approved request Receipt (OR) Page | 117

4. Presents official receipt to OICA 4. Receives and records Official Receipt 15 minutes OICA Staff staff (OR) number TOTAL Php 4,000.00 2 days 1 for UPV users; hour, 35 minutes Php 8,000.00 for non-UPV users for half- day use

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3. Request for tour/visit of the Art Gallery, Museum, and Cinematheque

Maintain linkages with external private and public individuals and groups that will enable the University to carry out its mission relevant to culture, art and heritage

Office Office of Initiatives in Culture and the Arts (OICA) Classification G2C, G2G Type of Transaction Simple Who may avail UPV constituents and other private and government groups/agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request; Guidelines: Reservation Form from OICA OICA CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Secure the Guidelines; 1. Receives and records the request Donation 15 minutes OICA Staff Reservation Form from OICA or email request to 1.1 Checks availability of the requested 5 minutes OICA Staff [email protected] venue/facility and student guides

1.2 Forwards the request to the OICA 2 days OICA Staff; Director for action on the request OICA Director

2. Waits for the action of the 2. Informs the client on the status of the 30 minutes OICA Staff OICA Director request TOTAL Donation 2 days, 50 minutes

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OFFICE OF INITIATIVES IN CULTURE AND THE ARTS Internal Services

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4. Request for Sponsorship for Art and Culture Related Activities and Events Provide an avenue for the discovery and enhancement of artistic talent among the students and the UPV community in particular.

Office of Initiatives in Culture and the Arts (OICA) Offices Office of Student Affairs Classification Complex Type of Transaction G2C – Government to Citizen Officially recognized student organizations of UPV; academic units of UPV; administrative, academic and non-teaching Who may avail associations in UPV CHECKLIST OF REQUIREMENTS WHERE TO SECURE Grants Guidelines: Grant Application Form/Project Proposal Form OICA

FEES TO PROCESSING PERSON CLIENT STEPS AGENCY ACTION BE PAID TIME RESPONSIBLE 1. Secure the Grants Guidelines; Grant None Application Form/Project Proposal Form from OICA or Email [email protected]

2. Accomplish the Grant Application Form/Project Proposal Form

3. After passing the screening, submit to UPV 3. Receives and records the request OICA the following documents within the and forwards it to the Admin Officer 15 minutes OICA Staff specified deadlines in relation to the event (AO) date/s 3.1 Screens the applicationsand the Page | 121

a. Duly signed Grant Application supporting documents 2 days Admin Officer (AO) Form/Project Proposal Form (five copies including original)

b. A brief profile of the their organization/unit (two copies)

c. If needed, additional information (mechanics, detailed description, etc) regarding the project (one copy)

4. Waits for the action of the OICA Director 5. All qualified applications shall be 3 days Admin Officer (AO); forwarded by the Admin Officer (AO) to OICA Director 5. Grantee meets the Admin Officer (AO) for the OICA Director for evaluation and orientation and signing of contract approval.

5.1 Notifies the grantee of the approved 1 day OICA Staff grant amount and the specific items approved for funding. Admin Officer (AO) 5.2 Conducts proper orientation and 3 hours facilitates signing of contract TOTAL None 6 days 3 hours, 15 minutes

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OFFICE OF THE VICE CHANCELLOR FOR ACADEMIC AFFAIRS Internal Services

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1. Issuance of Travel Order of Local Official Trips

Executive Order No. 2002-01 dated 31 January 2002 of the former Chancellor, Dr. Ida M. Siason regarding Authority Delegated to the Vice Chancellor for Academic Affairs, on Fellowship, Study and Official Trips.

Office Office of the Vice Chancellor for Academic Affairs Classification Simple Type of Transaction G2C – Government to Citizen Who may avail  Faculty members and REPS (more than 8 calendar days)  Dean and Vice Chancellors (not more than 7 days) CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request for issuance of Travel Order Form Colleges, Offices, Units

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE 1. Employee accomplishes application None 4 hours form for issuance of Travel Order.

2. Employee submits request to the 1. Receives and records the application. Lei Marie Office of the Vice Chancellor for Paulma Academic Affairs 2. Checks completeness of entries, signatures and Job Order attachments. Personnel

3. VCAA approves request June Eva Acap Administrative 4. Staff prepares the Travel Order Officer

5. VCAA signs the Travel Order VCAA Gay D. Page | 124

Defiesta 3. Employee receives his/her Travel 6. OVCAA Staff releases the Travel Order Vice Chancellor Order for Academic Affairs

TOTAL None 4 Hours

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2. Grant of Overload Claims of Faculty

Faculty member who has already a teaching load and at the same time, has ALC and/or RLC may be entitled to an overload teaching honorarium if the total load is beyond the normal 12 units. (Chapter 4.4 of UP Diliman Faculty Manual, and OP Memo No.40, dated July 21, 1992)

Office Office of the Vice Chancellor for Academic Affairs Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail Faculty Administrators and Faculty doing Research CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1- UP Form 67 Division/Institute/Departmen/College 2- UP Form 67A 3- UP Form 67B

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE 1. Faculty of the 1. OVCAA receives and records the necessary None 7 Days Lei Marie Division/Department/Institute documents needed for the claim of overload. Paulma, Lea R. accomplish Form 67, 67A & Campo, VCAA 67B 2. Checks the completeness of documents per faculty and Gay D. Defiesta recomputes the overload claims

3. Records and forwards to Budget Office for budget clearance.

4. Budget Office receives the documents.

5. Budget Office cleared fund source and returned to Page | 126

OVCAA.

6. OVCAA receives the documents with clearance of the Chief, Budget Office

7. VCAA approves Form B.

8. OVCAA segregates and distributes the approval for 2. Faculty claims his/her overload claim of overload honorarium of faculty to offices teaching honorarium concerned (colleges, Accounting Office, Budget Office and COA)

TOTAL None 7 days

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GRADUATE PROGRAM OFFICE External Services

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1. Conduct of Public Service Trainings

RA 9500, it is a declared policy that the University of the Philippines shall “lead as a public service university by providing various forms of community, public, and volunteer service, as well as scholarly and technical assistance to the government, the private sector , and civil society while maintaining its standards of excellence. In line with this, the university can undertake initiatives to address a public need or respond to call for the delivery of services by the public.

Office CAS-Division of Professional Education Classification Simple Type of Transaction G2C - Government to Citizen Who may avail Local Government Units/Non-Government Organizations CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of Request CAS-Division of Professional Education CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Requestors send letter of request to 1. Receives letter of request for public None Within the day Administrative Officer II conduct public service/training. service/training. 2. Checks on the availability of Chair, Division of Trainers to conduct the training. Professional Education 3. Plan topics and activities for the training. 2. Receives approval of request. 4. Approves request to conduct public 1-2 days Trainers service/training. TOTAL None 1 to 2 days

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2. Submission of Data to CHED Annual Higher Education

Data on enrollment, faculty, and number of graduates are submitted yearly for CHED purposes.

Office CAS-Division of Professional Education Classification Simple Type of Transaction G2G - Government to Government Who may avail CHED CHECKLIST OF REQUIREMENTS WHERE TO SECURE Prescribed Official Forms CHED CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON RESPONSIBLE TO BE TIME PAID

1. GPO receives Memorandum from CHED to 1. Accepts request for Data None 1 day Administrative Officer II accomplish the High Education Data Collection from CHED Collection Report 2. Gathers and encode data Chair, Division of Professional needed. Education 3. Forwards data for approval of the Chair. Administrative Officer V of CAS 4. Accomplishes the CHED forms and submits to CAS for consolidation.

TOTAL None 1 day

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3. Application for the following Examinations

Admission Examination Applicant seeking admission into the degree program shall take and pass the entrance examination. This examination is Administered by the academic unit concerned or by the GPO. The graduate programs of UPV operate on a trimestral graduate programs and will follow the University- approved Academic Calendar.

Comprehensive Examination After completing all academic course requirements, students in the Plan B programs shall apply for the Comprehensive Examination. All applications must be submitted on the scheduled date indicated in the University Academic Calendar and must be endorsed by the academic unit concerned.

Offices  Graduate Program Office  Division of Professional Education

Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail Student Applicants CHECKLIST OF REQUIREMENTS WHERE TO SECURE Test Permits Graduate Program Office (GPO)

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE

Students apply to take the 1. The office prepares and submits questionnaires to None 1 - 3 days  School Credit Admission Test to the Graduate the Graduate Program Office Evaluator Program Office  Job Hire

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2. Collects test permit from applicants Within the day Students apply to take the Comprehensive Exam to the 3. Conducts the Admission / Comprehensive Within the day Graduate Program Office Examinations Asst. Prof. 7 Asst. Prof. 4 4. Correct test papers and submit test results to the 5 - 10 days Graduate Program Office Comprehensive 5. Receives official results from GPO for posting (bulletin Within the day Examination board and online) Committee

Administrative Officer II TOTAL None 8 days

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4. Enrollment in the Graduate Program

Students who passed in the Admission Examination are allowed to enroll in the Graduate Program offered by the Division of Professional Education. Office  Graduate Program Office  Divisionof Professional Education  Cash Office Classification Simple Type of Transaction G2C - Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Admission Slip Graduate Program Office Registration Form (Form 5) CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1- Students secure their Admission Slip 1. Checks Form 5 and Admission Slips None Within the day Program and Form 5 from GPO for new 2. Issues enrollment slip with list of subjects duly Advisers students and Form 5 only for old signed by the students Program Advisers. Administrative 2- Secure enrollment slip for list of 3. Form 5 is signed by the Program Advisers Officer II, Cash subjects Office 3- Payment of tuition fees 4- Printing of Form 5 , signed by the Program Program Advisers and stamped Advisers Registered by GPO TOTAL None 1 day

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5. Other Services for Students of the Graduate Program Students may request documents that they may need while enrolled in the Graduate Program. The office will provide assistance for their needs. Office  Graduate Program Office  Divisionof Professional Education  Cash Office Classification Simple Type of Transaction G2C - Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter of Request Graduate Office Program 2. Prescribed Official Forms CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME Submits letter of requests and prescribed form for : 1. Receives letter of request with None Within the day Administrative Officer II 1. Substitution (Change of Study accomplished prescribed form Chair, Divison of Plan) 2. Endorses the request for approval Professional Education 2. Waiver of Pre-Requisite 3. Forwards the request to the College 1 day CAS Dean 3. Leave of Absence (LOA) Dean/College Secretary CASCollege Secretary 4. Completion/Removal of Grades 4. Receives action on the request Within the day 5. Change Matriculation 5. Releases action on the request to 6. Dropping the requestor. 7. Waiver of Maximum Residency Rule (MRR) 8. Readmission TOTAL None 1 day

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UNIVERSITY LIBRARY External Services

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1. Use of Library by Non-UPV Constituents

Non-UPV constituents may avail UPV Library services, resources and facilities provided they would secure first an approval/referral letter from their agency/unit head. First visit is free, but the next visit would require a library fee, which was mutually agreed upon by the Consortium members as stated at the “Annex A” of Memorandum of Agreement dated May 12, 2018.

Office University Library Classification Simple Type of Transaction G2C – Government to Client; G2B – Government to Business Entity Who may avail Non-UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Referral Letter/Approved Request 1. Client’s Agency/Institution/unit 2. Identification Card 2. Client’s Agency/Institution/unit 3. Provisional Receipt 3. Collecting Officer CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Presents approved request/referral 1. Receives and verifies approved Free for the first 3 minutes College Librarian letter to the college librarian letter/referral letter visit Library Section  If it is second visit, provides assessment of library fee

2. Pays library fee at the collecting 2. Prepares and issues Provisional PHP 50.00* 3 minutes Ruby V. Procalla officer, and secures Provisional Receipt UPV Library Receipt Miagao Campus

Sophia B. Diasanta UPV Library Iloilo City Campus

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3. Proceeds to the corresponding 3. Fills-up logbook with the following: None 1 minute College Librarian section - Name Library Section - School/agency - Subject/topic

TOTAL PHP 50.00* 4 minutes**

* After the first visit ** Minimum of 4 minutes

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2. Collection of Payments

Collection of payments provides convenient payment service for the UPV clientele where they can just pay library fees and fines in the library, instead of going to the UPV Cash Office. As per Administrative Order No. 332 Series of 2017, the library has been designated with two Special Collecting Officer, one from Miagao campus and another one from Iloilo City campus, who are accountable for the collections of library payments.

Office University Library Classification Simple Type of Transaction G2C – Government to Client Who may avail UPV Students, Faculty and Staff; Non-UPV constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE Assessment Slip Library Section CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Asks assessment of payment from 1. Prepares and gives assessment None 1 minutes Staff-in-charge the staff-in-charge slip Specific Sections 2. Presents the assessment slip and 2. Receives payment and issues None 3 minute Ruby V. Procalla the payment to the collecting Provisional Receipt UPV Library officer Miagao Campus 3. Receives the Provisional Receipt from the collecting officer Sophia B. Diasanta UPV Library Iloilo City Campus TOTAL None 4 minutes

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3. Photocopying Services (Miagao Campus Only)

Photocopying Services serves as an additional services of the library in order not to take out Reserve Books.

Office University Library Classification Simple Type of Transaction G2C – Government to Client Who may avail UPV Students, Faculty and Staff; Non UPV-constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE Assessment Slip Library Section Provisional Receipt Collecting Officer CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Provides the documents to be 1. Receives and photocopies the None Depends on the Mc John N. Noblezada photocopied and number of documents number of pages copies needed at the 1.1. Provides assessment of Michael Jones N. Nono photocopying area photocopying fee 2. Pays the photocopying fee at 2. Receives payment and issues PHP 1.50/page 3 minutes Ruby V. Procalla the Collecting Officer, and Provisional Receipt for short size UPV Library secures Provisional Receipt PHP 1.75 for Miagao Campus long size 3. Returns to the photocopying 3. Releases the original and None 1 minute Mc John N. Noblezada area, and presents the photocopied documents Provisional Receipt to claim Michael Jones N. Nono the photocopied documents TOTAL None 4 minutes*

*Minimum of 4 minutes Page | 139

4. Reader’s Advisory

Reader’s Advisory provides assistance to our library clientele regarding simple reference questions, with regards to library resources and facilities, bibliographic information, location of our resources, as well as orientations regarding the library and its services and sections.

Office University Library Classification Simple Type of Transaction G2C – Government to Client Who may avail UPV Students, Faculty and Staff; Non UPV-constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Asks simple reference question/s 1. Listens and analyzes the None 3 minutes Analiza G. Linaugo to any librarians question/s Anna Lisa M. Erazo Myrna C. Haber Elsa S. Surmieda UPV Library Miagao Campus 2. Checks recommendation 2. Advices/recommends possible None 2 minutes solutions to client’s query Prosamel N. Salcedo Yvonne E. Genciane Salvacion F. Ojera UPV Library Iloilo City Campus TOTAL None 5 minutes

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5. Book Request

Book Request allows the faculty to submit a request for purchase of a book for the reference need of students. It proceeds to acquisition process if the requested material/s is/are not available in the library collection.

Office University Library Classification Simple Type of Transaction G2C – Government to Client; G2B – Government to Business Entity Who may avail UPV Faculty CHECKLIST OF REQUIREMENTS WHERE TO SECURE Book Request Form University Library CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Forwards the accomplished Book 1. Receives the accomplished form None 4 minutes Anna Lisa M. Erazo Request Form to the acquisition 1.1. Checks availability of the title/s in CFOS Library librarian iLib database and market 2. Receives request form with remarks 2. Returns request form with remarks None 1 minute Anna Lisa M. Erazo from the acquisition librarian CFOS Library

TOTAL None 5 minutes

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6. Borrowing/Lending of Book (For UPV Constituents)

Borrowing/lending of books is one of the main services of the library. It allows UPV clientele to borrow library materials for either room-use or for home reading. Library users can only borrow a limited number of library materials for a certain period, and borrowing period may be renewed, provided the material does not have a prior reservations.

Office University Library Classification Simple Type of Transaction G2C – Government to Client; G2B – Government to Business Entity Who may avail UPV constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE UPV validated ID OUR, CRSIS, HRDO Books to be borrowed University Library Book card University Library CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Presents ID at the loan 1. Receives and checks ID None 1 minute Staff-in-charge desk 1.1. Scans ID to verify records on Section’s Loan Desk the iLib system 2. Presents book with signed 2. Receives book card and scans None 2 minutes Staff-in-charge book card at the loan desk book in the iLib Section’s Loan Desk 2.1. Stamps date due slip and book card; and affixes initial 3. Receives borrowed book 3. Releases borrowed book and ID 1 minute Staff-in-charge and ID at the loan desk Section’s Loan Desk TOTAL None 4 minutes

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7. Returning of Borrowed Book (for UPV Constituents)

Returning borrowed library materials in order to avoid overdue fines. This service ensures that library materials being out will have an efficient circulation of the resources.

Office University Library Classification Simple Type of G2C – Government to Client; G2B – Government to Business Entity Transaction Who may avail UPV constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE Assessment Slip Library Section

Provisional Receipt (PR) Collecting Officer

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Presents borrowed book at the 1. Receives borrowed book None 2 minutes Staff-in-charge loan desk 1.1. Scans the book in the ilLib Section’s Loan Desk for checking-in  If overdue, provides assessment of fines 2. Pays the overdue fines at the 2. Receives payment and issues As assessed 3 minutes Ruby V. Procalla designated collecting officer, Provisional Receipt UPV Library and secures Provisional Miagao Campus Receipt Sophia B. Diasanta UPV Library Iloilo City Campus Page | 143

3. Returns to the loan desk 3. Clears the client’s account in None 1 minute Staff-in-charge and presents Provisional the iLib Section’s Loan Desk Receipt

4. Signs in the logbook at the 4. Fills-in the logbook None 1 minute Staff-in-charge loan desk Section’s Loan Desk

TOTAL As assessed 3 minutes*

*Minimum of 3 minutes

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8. Internet Services (Login)

Internet Service (Login) aids UPV constituents to login and access the electronic resources of the library. Through the use of computers, UPV constituents will be able to access the library’s electronic resources, which could supplement their reference needs for their academics and researches.

Office University Library Classification Simple Type of Transaction G2C – Government to Client; G2B – Government to Business Entity Who may avail UPV constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE UPV ID OUR, CRSIS, HRDO CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Presents ID at the login desk 1. Checks validity of ID None 1 minutes Staff-in-charge Computer Corner 2. Receives Internet Access Slip and 2. Assigns a computer unit to the None 2 minute Staff-in-charge proceeds to the assigned unit client Computer Corner 2.1. Issues Internet Access Slip 2.2. Records the login time

TOTAL None 3 minutes

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9. Internet Services (Logout)

Internet Service (Logout) serves as a proper logout after using the computers for monitoring of hours for internet use. According to the University Library Organic Act, as approved during the 1039th BOR meeting on 14 March 1991, the library can collect computer usage fee.

Office University Library Classification Simple Type of Transaction G2C – Government to Client; G2B – Government to Business Entity Who may avail UPV constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE Internet Access Slip Computer Corner Assessment Slip Computer Corner CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Fills up Internet Access slip and 1. Receives Internet Access Slip None 2 minutes Staff-in-charge presents at the login desk 1.1. Records the logout time Computer Corner

 If 20 hours is consumed, provides assessment of fines

2. Pays the internet fee at the 2. Receives payment and issues PHP 20.00/hour 3 minutes Ruby V. Procalla designated collecting officer, and Provisional Receipt UPV Library secures Provisional Receipt Miagao Campus

Sophia B. Diasanta UPV Library Iloilo City Campus 3. Returns to the login desk and 3. Clear the client’s account None 1 minute Staff-in-charge presents Provisional Receipt Computer Corner

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4. Receives ID at the login desk 4. Returns ID None 1 minute Staff-in-charge Computer Corner

TOTAL PHP 20.00/hour 3 minutes*

*Minimum of 3 minutes

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10. Permit to Use Non-UPV Libraries

Permit to Use Non-UPV Libraries enables the UPV constituents to secure a permit/referral letter to use the library resources and facilities of a non-UPV library with consortia to the UPV Library regarding resource sharing, subject to their own library rules and regulations. First visit to these libraries is free, while succeeding visits will require payment of library fee.

Office University Library

Classification Simple

Type of Transaction G2C – Government to Client; G2B – Government to Business Entity

Who may avail UPV constituents

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request to Use Non-UPV Library Form UPV Library-Administrative Office

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Fills in the Request to Use Non- 1. Receives request form and None 5 minutes Flor A. Palisada UPV Library form and submits to prepares Permit to Use Non-UPV Administrative Office the Administrative Office Libraries

1.1. Forwards the permit to the University Librarian/Head Librarian for signature

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1.2. Signs the Permit to Use Non- None 1 minute Analiza G. Linaugo UPV Libraries Office of the University Librarian 2. Signs the receiving copy and 2. Logs the schedule in the calendar None 1 minute Flor A. Palisada claims permit at the Administrative Administrative Office Office 2.1. Releases the permit

TOTAL None 7 minutes

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11. Registration for Library Privileges

Registration for Library Privileges enables the UPV students to have their IDs validated, and be able to avail library resources and services, such as borrowing of books, computer use, and inter-library resource sharing.

Office University Library Classification Simple Type of Transaction G2C – Government to Client; G2B – Government to Business Entity Who may avail UPV Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Library Registration Form University Library Form 5 College Secretary Student ID OUR, CRSIS CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Submits accomplished Library 1. Accepts and verifies accomplished None 1 minute Ruby V. Procalla Registration Form together with Library Registration Form against UPV Library one’s Form 5 and Student ID at student’s Form 5 and ID Miagao Campus the validation desk Prosamel N. Salcedo 2. Claims Form 5 and ID at the 2. Affixes “Library Privileges” stamp None 2 minutes Graduate Library validation desk on Form 5 and validation sticker on Iloilo City Campus ID 2.1. Returns stamped Form 5 and Sophia B. Diasanta validated ID UPV Library Iloilo City Campus TOTAL None 3 minutes

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12. Request to Use Audio-Visual Room (AVR)

Request to Use Audio-Visual Room (AVR) provides access to the library’s media facilities and resources. Faculty may request to use the Audio-Visual Room (AVR) for video presentations and viewing, and library’s media resources. They may also ask their students to request on their behalf, as long as a written authorization letter is provided.

Office University Library Classification Simple Type of Transaction G2C – Government to Client Who may avail UPV Faculty CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request for Audio-Visual Slip University Library

Authorization Letter*

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Fills out and submits Request for 1. Receives the request slip None 3 minutes Romeo S. Procalla Audio-Visual Room at the AVR 1.1. Verifies the availability of AV Room Section the following: - Schedule/date of *Submits request together with the viewing authorization letter if the request is - Title/s of material/s being done by the student needed

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2. Receives confirmation of request 2. Approves request and reminds None 1 minute Romeo S. Procalla from the staff-in-charge client to return on scheduled date AV Room

TOTAL None 4 minutes

* If request is to be done by the student

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13. Signing of University Clearance for Faculty and Staff

Signing of University Clearance for Faculty and Staff enables UPV faculty and staff to clear their accountabilities in the library. Faculty and staff who has pending/unsettled accountabilities in the library will not have their university clearance signed.

Office University Library Classification Simple Type of Transaction G2C – Government to Client; G2B – Government to Business Entity Who may avail UPV Faculty and Staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE University Clearance HRDO CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Forwards university clearance at 1. Receives university clearance and None 3 minutes Ruby V. Procalla the staff-in-charge verifies against the list of UPV Library accountabilities Miagao Campus

 Settles accountabilities with  If with unsettled As assessed 5 minutes Collecting Officer/ the specified section accountabilities, asks client to College Librarian settle accountabilities first.

1.1. Forwards clearance to the None 1 minute Ruby V. Procalla University Librarian for signature UPV Library Miagao Campus

1.2. Signs university clearance 1 minute Analiza G. Linaugo Office of the University Librarian

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2. Receives clearance and signs in 2. Logs the transaction and releases None 1 minute Ruby V. Procalla the logbook clearance UPV Library Miagao Campus

TOTAL As assessed 6 minutes*

*Minimum of 6 minutes

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NATIONAL SERVICE TRAINING PROGRAM (RESERVE OFFICERS’ TRAINING CORPS)

External Services

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1. Borrowing of Monobloc chairs

The NSTP office has purchased Monobloc chairs intended to be used during NSTP classes and other NSTP-related activities. For purposes other than these, those who are planning to borrow the chairs are required to pay a rental fee of Php10.00/chair/day at the UPV Cash office to be deposited to NSTP Funds and must conform with what is stipulated in the borrowers form.

Office National Service Training Program

Classification Simple

Type of Transaction G2C – Government to Citizen; G2B – Government to Business Entity

Who may avail All qualified borrowers

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Letter from borrower  Requestor 2. Borrowers Form  NSTP Office

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON RESPONSIBLE PAID

1. Inquires how to borrow 1. Responds to inquiry Php 10.00 per 2 minutes Mary Celyn Nualla Monobloc chairs chair per day NSTP Admin Assistant 2. Upon receipt of the request, 2. Submits request to the NSTP staff check the 2 minutes NSTP office through the availability of the chairs; if staff available, the staff provides borrower’s form to the requestor

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3. Receives the form and checked if it is completely filled in and duly signed by the requestor; 3. Fills out the borrower’s 5 minutes form and submit to the 4. Assesses fees depending on staff the number of chairs to be borrowed; issues billing slip 4. Pays fee at the CASH Office 5. Cash office accepts payment and issues Official receipts 5 minutes 5. Presents official receipt to the NSTP staff 6. Receives official receipt; processes request for the approval of the director. 6. Upon receipt of the copy of the approved request, 7. Upon approval of the request, 3 days schedules the hauling of the staff calls the attention of chairs; the requestor and issues copy of the approved request

8. Records the schedule of hauling 1 minute 7. On the day of hauling, requestor informs the 9. NSTP staff unlocked the chain NSTP staff one hour of chairs, checked and counts before hauling the number of chairs to be hauled. 8. When returning the chairs, 1-2 hours requestor must inform the 10. NSTP staff checked for NSTP office one hour cleanliness/any damages or Page | 157

before hauling. losses; if there’s no damage or loss, then hauler must stack the chairs properly in its designated area; the NSTP staff locked the chain; in case of damage or loss (refer to guidelines) TOTAL Php10.00 per 3 – 4 days chair per day

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2. Student Registration to NSTP (after enrolment)

The NSTP office registers the students currently enrolled in NSTP by checking their Form 5 and verifying their student number from their UPV school ID. The purpose of the registration is to check if students are officially enrolled in the program. This will be provided every semester right after the enrolment period.

Office OgN Office National Service Training Program Classification Simple Type of Transaction G2C – Government to Citizen Who may avail NSTP Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Form 5 NSTP Office 2. UPV ID 3. NSTP registration form

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Presents Form 1. Checks Form 5, verifies student None 2 minutes Mary Celyn Nualla 5 to the NSTP number from UPV School ID NSTP Admin Assistant Staff and UPV and stamps the form if official school ID enrolled

2. Registers name 2. Checks if registration form were in the NSTP completely filled in 3 minutes registration form

TOTAL None 8 minutes

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3. Issuance of Certificate of Completion

The NSTP office issues certificate of completion to its graduates during the NSTP closing program. If the NSTP serial number is not yet available or has not yet been issued by CHED, the certificate will be issued in the office by presenting the required documents. For the students who transferred to another school, the same procedure is being applied.

Office National Service Training Program Classification Simple Type of Transaction G2C – Government to Citizen Who may avail NSTP Students/graduates CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request from other school From other school or NSTP graduates 2. School ID or any Valid ID if school ID is not available

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON RESPONSIBLE TIME 1. Presents request or UPV 1. Checks and verifies school year None 5-10 minutes Mary Celyn Nualla School ID graduated in the CRS NSTP Admin Assistant

2. Signs and submits the 2. Issues Certificate of Completion 3 minutes received copy of Certificate of Completion

TOTAL None 8-13 minutes

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4. Crowd Control during Lantern Parade, Dinagyang and other special events

The NSTP-ROTC Unit leads the whole cadet corps to ensure safety during events where people are gathered such as during lantern parade, Dinagyang and other special events.

Office National Service Training Program – Reserved Officer Training Corps Classification Simple Type of Transaction G2C – Government to Citizen/ G2G – Government to government Who may avail Committees/Organizers of events CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request from the concerned agency/committee/organizer From requestor CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE

1. Presents request 1. Receives request from requestor None 5 minutes Felfort A. Catacutan Admin Assistant II 2. Check and verify availability of Cadets corps

3. Records/booked the schedule of event

TOTAL None 5 minutes

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5. Colors requests during university programs which needs entrance and exits of colors

The UPV NSTP-ROTC has 6 Color officers (2 color bearers, 2 color guards, 1 color officer commander and 1 facilitator of needs/reserve). These officers serves as a contingent to bear honors, guardians of the colors by displaying and escorting the national flag and university flag in ceremonial occasions or events such as during the University Opening Program, Papuri, Commencement Exercises and other special events.

Office National Service Training Program – Reserved Officers Training Corps Classification Simple Type of Transaction G2C – Government to Citizen; G2G - Government to government Who may avail NSTP Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request from the committee/organizer of the program/event From requestor CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE Presents request to 1. Receives request from requestor None 5 minutes Felfort A. Catacutan ROTC staff 2. Check and verify availability of Cadet corps Admin Assistant II 3. Records/booked the schedule of event

TOTAL None 5 minutes

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OFFICE OF THE STUDENT AFFAIRS External Services

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1. Accommodation of Transients/Guests in Student Dormitories

The UPV Dormitories accommodate students who are not currently accommodated in any UPV dormitory, parents/guardians, faculty and staff, and alumni and guests on a transient basis in the residence hall’s guest rooms. The maximum stay shall not be more than fourteen (14) consecutive days renewable subject to availability of space.

Offices Office of Student Affairs – Residential Services Unit Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Transients and guests (parents/guardian, alumni, faculty, staff, officials, guests) CHECKLIST OF REQUIREMENTS WHERE TO SECURE Identification Card University/Government issued Travel Order for clients on official business, if necessary (1 photocopy) Immediate Supervisor/Head of Unit PROCESSING PERSON CLIENT STEPS AGENCY ACTION FEES TO BE PAID TIME RESPONSIBLE 1. Checks in at the dormitory 1. Validates reservation or availability None 10 minutes Household Attendant/ and presents requirements of bed space Dormitory Manager* Respective 1.1 Checks required identification and Dormitories other documents 1.2 Registers guest information 1.3 Issues key and ushers guest to the guest room

2. Pays transient fee at the 2. Determines total charges for Transient Rates 10 minutes Dormitory Manager* information counter accommodation Respective I. Regular Room (Iloilo City and Dormitories Miagao): 2.1 Issues provisional receipt or charge  Non-UPV/Guest - P200/pax Page | 164

slip for payment of accommodation  UPV Alumni - P180/pax  Parent - P180/pax

 Student/Faculty/Staff - 2.3 Accepts cash payment for P100/pax remittance to Cash Office  Student with personal linen - P 60/pax

II. Guest Room - P200/room (except Balay Ilonggo and CDH Guest Rooms)

III. Balay Ilonggo Guest rooms (Iloilo City campus): 1. Executive Room (w/ aircon)  UPV Users on Official Business P500/room (good for 2 pax, plus P150/pax for additional 2 persons)  Alumni/Parents/UPV Users not on Official Business P550/room (good for 2 pax, plus P150/pax for additional 2 persons)  Non-UPV Users: P700/room (good for 2 pax; plus P250/pax for additional 2 persons) 2. Toto Room (exclusive for males) & Inday Room (exclusive for females) *Both rooms good for 8 pax Non-aircon  UPV Users - P100/pax Page | 165

 Alumni/Parents/UPV Users not on Official Business - P200/pax  Non-UPV Users - P300/pax

Aircon  UPV Users (good for 8 pax) - P1,000/room  Alumni/Parents/ UPV Users not on Official Business (min. of 6 pax) -- P200/pax  Non-UPV Users (min. of 4 pax) - P300/pax

IV. CDH Guest Rooms (Miagao campus):

 Regular room - P200/pax (non-aircon, good for 8 person)

 Aircon room - P2,400/room (good for 6 person)

TOTAL As specified above 20 minutes

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2. Issuance of Certifications

The Office of Student Affairs (OSA) issues certifications of no pending case/has not been subjected to a case and student assistantship experience to requesting students needing these documents for particular purposes such as requirement for admission to medical/law schools and employment. Certification of advisorship is likewise issued to faculty advisers for whatever legal purpose they need.

Office Office of Student Affairs – Administrative Unit Classification Simple Type of Transaction G2C - Government to Citizen Who may avail Students, Student Organizations, Advisers of student organizations CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request form with billing (1 original) OSA Administrative Office FEES TO BE CLIENT STEPS AGENCY ACTION PROCESSING TIME PERSON RESPONSIBLE PAID 1. Secures request form from 1. Issues request form to the client None 3 minutes Marvin M. Murata/ OSA Admin Office and fill out Marilou H. Jover necessary information Administrative Staff OSA Admin Office 2. Pays certification fee at the 2. Accepts payment based on billing Cert fee - 10 minutes Maureen Kaye C. Ongo Cash Office 2.1 Issues official receipt P20.00 Cashier per copy Cash Department Office

3. Returns to OSA Admin Office 3. Receives form with official receipt None 1 day Marvin M. Murata/ and presents receipt of and forwards request to responsible Marilou H. Jover payment for processing and unit depending on the nature of Administrative Staff releasing of certification request OSA Admin Office (for good moral cert) 3.1 Checks record and prepares or certification for signature of OSA

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Director

Michelle M. Magallanes 3.2 Logs Official Receipt (OR) Technical Staff number and issues signed OSA-SOA Office certification (for student orgs cert) or

Myko Andrea E. Embutin Administrative Staff OSA-ST Office (for SAGA cert) or Amy N. Aaron Administrative Staff OSA-ST Office (for scholarship cert)

TOTAL P20/copy 1 day, 13 minutes

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3. Lost and Found Service

OSA extends this service to students. Found items are received by the Office and facilitates the return to the owners. Owners of lost items are assisted by posting information on lost and/or found items.

Office Office of Student Affairs – Administrative Unit Classification Simple Type of G2C - Government to Citizen Transaction Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Lost and Found form (1 original) OSA Administrative Office Identification card University/Government issued FEES TO PERSON CLIENT STEPS AGENCY ACTION PROCESSING TIME BE PAID RESPONSIBLE 1a. If item was lost, fills out 1. Receives form and verifies information with None 15 minutes Marvin M. Murata Lost & Found form and contact details Administrative Staff OSA Admin Office submits to OSA Admin Office 1.1 Posts report of the lost item in various

conspicuous places and OSA Facebook page 1.2 Updates owner if item is reported found 1b. If item was found, turns 2. Receives form and turned over item None 15 minutes Marvin M. Murata over lost item to OSA Admin 2.1 Verifies information and searches for Administrative Staff OSA Admin Office office and fills out Lost and possible identity of owner Found form 2.2 Posts report of found item in various conspicuous places and OSA Facebook page Page | 169

1.3 Contacts owner to claim item if identified

2. In claiming of found item, 2. Checks ID card and validates information None 10 minutes Marvin M. Murata Administrative Staff presents identification card 2.1 Logs and returns found item to owner and provides details of item OSA Admin Office for validation

TOTAL None 25 minutes

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4. Counseling Service

Students are guided in making decisions about academic, career, and personal concerns with the help of a professional guidance counselor. Counseling sessions are done with individual students or groups. Students are accommodated either as scheduled or as they walk in.

Office Office of Student Affairs - Guidance and Counseling Services Unit Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail Students only CHECKLIST OF REQUIREMENTS WHERE TO SECURE Appointment schedule form (1 original) OSA Guidance and Counseling Services Offices FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out appointment 1. Attends to client and conducts initial None 1 day Guidance Services Specialist* schedule form and submits to interview to assess problems and needs OSA Guidance Offices (per assigned courses) assigned Guidance Services 1.1 Sets appointment for counseling Specialist (GSS) 1.2 Gathers information about client and coordinates with faculty, parents, peers and significant others 1.3 Studies test results and background information about the client 1.4 Analyzes test results and correlates with other information gathered 2. Returns to assigned GSS for 2. Conducts counseling and interprets None 1 hour Guidance Services Specialists* Page | 171

counseling proper and signs in test OSA Guidance Offices (per assigned courses) the client log book 2.1 Presents counseling goals, options or interventions 2.2a If counseling goals are not achieved, sets a follow up session or referral (if needed) 2.2b If counseling goal are achieved, counseling is terminated and issues feedback form for evaluation 3a. If counseling goals are not 3. Helps client implement counseling None 1 hour Guidance Services Specialist* achieved, returns for a follow-up goals or refers to other experts/ OSA Guidance Offices counseling professionals if needed (per assigned courses) 3.1a If counseling goals are still not achieved, repeats the process of counseling (Step 2) 3.1b If counseling goal are achieved, counseling is terminated and requests for client for evaluation

3b. If counseling goals are 3. Evaluates and monitors outcomes of None 15 minutes Guidance Services Specialist* achieved, fills out client counseling OSA Guidance Offices satisfaction survey form and (per assigned courses) drops at the designated drop box

TOTAL None 1 day, 2 hours

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5. Conduct of Psychological Testing for Students

Data on personal attributes of students like mental abilities, aptitudes, habits, interests, and other personality characteristics are taken through batteries of psychological tests given during their first year or as needed during their residency in the University. Results are used as tools in the counseling process.

Office Office of Student Affairs - Guidance and Counseling Services Unit Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail Students only CHECKLIST OF REQUIREMENTS WHERE TO SECURE Appointment Schedule Form (1 original) | Online form for incoming first- OSA Guidance Offices; OSA Facebook Page years Additional requirements for New students: 2x2 ID picture (1 copy) Photo services High School report card/Transcript of records for transferees (1 School last attended photocopy) FEES TO BE PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID TIME 1. Fills out appointment schedule form 1. Schedules appointment for None 35 minutes Guidance Services Specialist* and submits to assigned Guidance psychological testing OSA Guidance Offices (per assigned courses) Services Specialist (GSS) 1.1 Prepares test materials and *Scheduling of psych testing for incoming venue for testing or students is done online via google form Marvin Murata posted at OSA FB Page Administrative Staff OSA Admin Office

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2. Takes psychological tests at the 2. Administers psychological None 4 hours Guidance Services Specialist* assigned venue and scheduled date tests OSA Guidance Offices (per assigned courses) *New student submits the required 2.1 Processes psychological documents tests (scoring, norming, profiling) 2.2 Records psychological tests in individual cumulative record 2.3 Informs student the availability of test results for interpretation

3. Sets appointment with the assigned 3. Schedules appointment for None 5 minutes Guidance Services Specialist* GSS for test interpretation interpretation OSA Guidance Offices (per assigned courses)

4. Reports for interpretation of test 4. Studies test results None 2 hours Guidance Services Specialist* results OSA Guidance Offices 4.1 Correlates with background (per assigned courses) information, and analyzes test results 4.2 Interprets test results to student

5. Requests for written interpretation or 5. Makes written interpretation None 1 day Guidance Services Specialist* recommendation or recommendation OSA Guidance Offices (per assigned courses) 5.1 Informs student to claim written interpretation and requests to evaluate service Page | 174

given 6. Returns to GSS for claiming of 6. Releases written None 5 minutes Guidance Services Specialist* written interpretation and answers interpretation or OSA Guidance Offices client satisfaction survey form recommendation to student (per assigned courses) 1 day, 6 TOTAL None hours, 45 minutes

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6. Conduct of Psychological Testing - Extension

Psychological testing is provided to requesting UPV offices for the employment of their job applicants and promotion of faculty.

Office Office of Student Affairs - Guidance and Counseling Services Unit Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail Requesting UPV offices CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter addressed to OSA director (1 original) Requesting office/individual Conforme (1 original) Office of Student Affairs (provided on the day of testing) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits request to the OSA 1. Receives request and logs details None 3 minutes Marvin Murata or Marilou H. Jover Admin Office and furnishes copy 1.1 Forwards request to the GSS-in- to HRDO Administrative Staff charge of Psych Testing (extension) OSA Admin Office 2. Follows up request with GSS- 2. Interviews client to assess need for None 20 minutes Annie A. Manzano In-Charge of Psych Testing testing and fees GSS-in-charge (extension) Coordinator to OSA Guidance Office 2.1 Assigns and coordinates testing discuss needs for testing or service with GSS 2.2 Sets schedule for testing and Guidance Services Specialist* OSA Guidance Offices informs the client (assigned) 3. Confirms schedule of 3. Prepares psychological test None 15 minutes Guidance Services Specialist* applicant(s) for testing service materials OSA Guidance Offices (assigned) Page | 176

4. Applicant(s) takes 4. Administers psychological tests None 5 days Guidance Services Specialist* psychological tests on the 4.1 Processes psychological tests OSA Guidance Offices (assigned) scheduled date and fills out (scores, records, norms) Conforme form 4.2 Studies, analyzes and interprets test results 4.3 Prepares and encodes test reports

* Processing and encoding of psych interpretations are done by batch depending on the number of takers per request 4.4 Forwards test reports to OSA admin staff for billing of fees

4.5 Informs requesting unit the availability of test reports and issues Marvin Murata billing charges Administrative Staff OSA Admin Office 5. Pays testing fee at the Cash 5. Accepts payment and issues official Testing fee 10 minutes Maureen Kaye C. Ongo Office receipt (OR) - P100/test Cashier Cash Department Office 6. Returns to OSA and presents 6. Receives and records OR number None 7 minutes Marvin Murata OR for claiming of test reports Administrative Staff 6.1 Requests client to evaluate service OSA Admin Office given 7. Fills out satisfaction survey 7. Releases written test reports None 5 minutes Marvin Murata form and claims test reports Administrative Staff OSA Admin Office TOTAL P100/test 5 days, 1 hour

*Note: Administration of psych testing is being assigned on rotation basis among the Guidance Services Specialists:

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7. Conduct of Group Guidance/Training Programs/Workshops

Group dynamics activities and structures learning experiences such as the Personal Effectiveness Program are given to group of students where they learn to become aware, responsive, and effective in handling personal concerns and interpersonal relationships. These experiences contribute to their growth and development as human beings. Training programs and workshops are also conducted as per request by student groups or other client groups.

Office Office of Student Affairs - Guidance and Counseling Services Unit Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail Students and other requesting group of clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter addressed to OSA Director (1 original) Requesting student/group of clients Appointment schedule form (1 original) OSA Guidance Offices FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits request to the OSA 1. Receives request and refers it to the None 10 minutes Marvin M. Murata Admin Office GCSU Coordinator Administrative Staff OSA Admin Office 2. Meets with GCSU coordinator to 2. Interviews client to assess None 7 days Officer-in-charge* discuss needs and purpose of needs/purposes and sets schedule for GCSU Coordinator training training and 2.1 Coordinates with GSS and makes Teresa S. Hortillo program Annie A. Manzano 2.2 Assigns speakers, facilitators and Paula Khryss P. Ushiyama support personnel Juvy T. Janeo Rica F. Gallaza 2.3 Discusses program with the GSS Guidance Services Specialists OSA Guidance Offices Page | 178

2.4 Prepares activities, materials, (per committee assignment) lecturette and venue for training

2.5 Prepares evaluation instrument 3. Attends training and participates 3. Conducts training and evaluation None 5 days Officer-in-charge* GCSU Coordinator in the evaluation 3.1 Analyzes and processes evaluation and 3.2 For extension training, issues corresponding charges for speaker and Teresa S. Hortillo facilitators Annie A. Manzano Paula Khryss P. Ushiyama Juvy T. Janeo Rica F. Gallaza Guidance Services Specialists OSA Guidance Offices (per committee assignment)

4. For extension training, pays 4. Facilitates payment if necessary Honorarium - 3 days Officer-in-charge* GCSU Coordinator corresponding fee for speakers and 4.1 Makes written report and encodes P1,000/hr per facilitators evaluation results speaker; P500/hr per facilitator As specified 15 days, 10 TOTAL above minutes

*Note: The Officer-in-charge as GSS Coordinator is being assigned on rotation basis among Senior Guidance Specialists:

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8. Application for Student Financial Assistance (SFA) Online

The SFA Online gathers information to expedite the processing of applications from students who wish to obtain financial assistance. It is a web- based program that collects data on household income as well as the socio-economic characteristics of the household of students. These data are processed to determine the financial support that match a student’s needs.

Office Office of Student Affairs – Scholarships and Financial Assistance Unit Classification Complex Type of Transaction G2C - Government to Citizen Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE User Accounts for SFA online: Student Financial Assistance (SFA) Help Desk online  Student Number and PIN or ([email protected]) or OSA Socialized Tuition (ST) Office  Registered UP mail (@up.edu.ph) Additional requirements for Creating New Account/Resetting of PIN/Registering UP Mail Admission Notice for new students (1 photocopy/scanned copy) Office of the University Registrar (OUR) University ID for continuing students (1 photocopy/scanned copy) OUR-CRSIS Office UP Form 5 for continuing students (1 photocopy/scanned copy) Office of the College Secretary FEES TO CLIENT STEPS AGENCY ACTION PROCESSING TIME PERSON RESPONSIBLE BE PAID 1. Secures user account and password 1. Answers queries and assists student None 10 minutes Reyna T. Lima (Miagao) for SFA online log in in securing user account and PIN/ Rich Girl S. Muyco (Iloilo) Administrative Staff *For assistance, contact SFA Help Desk or password and other log-in related ST Office and submit the required concerns OSA ST Office documents to request for a new account, to reset PIN or to register UP Mail account

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2. Logs in at Student Financial 2. Assists students queries in filling out None 15 minutes Reyna T. Lima (Miagao) Assistance Website of information Rich Girl S. Muyco (Iloilo) (http://sfaonline.up.edu.ph) during Administrative Staff 2.1 For special cases, updates OSA ST Office application period and fills out SFA student’s basic information form online 2.2 Coordinates and submits data to e-UP team 3. Submits application form online, logs 3. Processes submitted SFA None 1 day e-UP out and waits for the results applications and releases results via UP system SFA online website a day after closing of application *SFA online application period is subject to schedule set by UP System and may take days or weeks per batch 4. Checks the result via online SFA 4. Encodes SFA bracket results by None 1 day Reyna T. Lima online or at the ST Office batch in the student’s CRS account for Administrative Staff assessment of fees during enrollment OSA ST Office * May appeal for ST bracket online (see service specification for SFA Appeal) (for students who are not covered by the Free Tuition Act)

TOTAL None 2 days, 25 minutes

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9. Appeal for Student Financial Assistance (SFA)

Students may file an appeal for their ST brackets result through SFA Online. Appellants are requested to undergo interview and submit supporting documents to verify information reflected in their application as bases for the UPV-SSFAC’s decision in evaluating their appeals.

Office Office of Student Affairs – Scholarships and Financial Assistance Unit Classification Highly Technical Type of Transaction G2C - Government to Citizen Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Proof of income: ITR/Contract/Brgy. Certification (1 photocopy) BIR/Employer/Barangay Captain Pictures of the house duly certified by the Brgy. Captain (printed/scanned copies) Applicant Other supporting documents that maybe required for UPV-SSFAC deliberation: proof of pension, utility bills, death cert, etc. (1 photocopy each) FEES TO CLIENT STEPS AGENCY ACTION PROCESSING TIME PERSON RESPONSIBLE BE PAID 1. Logs in at Student Financial 1. Prints shortlist of submitted appeal None 15 minutes Reyna T. Lima Assistance Website form online and sets schedule of Administrative Staff (http://sfaonline.up.edu.ph) during interview with appellant OSA ST Office appeal period, fills out and submits SFA appeal questionnaire online 2. Reports for interview either in 2. Interviews appellant None 45 minutes Marites E. Geonanga person or via phone Scholarship Affairs Officer 2.1 Requests for supporting documents OSA ST Office or conducts home visitations, if necessary and Reyna T. Lima (Miagao) Rich Girl S. Muyco (Iloilo) Administrative Staff Page | 182

OSA ST Office 3. Submits the required supporting 3. Receives documents and corrects None 2 hours Reyna T. Lima documents to ST Office data Administrative Staff OSA ST Office 3.1 Prepares reports of interviews and/or home visitations for UPV- Student Scholarship and Financial Assistance Committee (UPV-SSFAC) deliberation 4. Waits for the result of appeal 4. Deliberates appeals None 1 day UPV SSFAC* (chaired by VCAA) * Deliberation of appeals is subject to the schedule of the UPV-SSFAC meeting and is done by batch 5. Checks result of appeal online 5. Posts results of appeals via SFA None 1 day Marites E. Geonanga after deliberation Online website Scholarship Affairs Officer OSA ST Office

TOTAL None 2 days, 3 hours

*Note: The UPV-SSFAC committee is chaired bythe Vice Chancellor for Academic Affairs and its members are reconstituted yearly.

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10. Application for Scholarship Programs (Government and Private)

Students may apply for private or government scholarships which are announced regularly. Benefits of scholars vary depending on the nature of the scholarship or which may be in the form of free school fees, monthly stipend, book, and transportation allowance. Scholars are chosen based on merit (academic performance) and/or socio-economic status (financial needs).

Office Office of Student Affairs – Scholarships and Financial Assistance Unit Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Principal requirements: Application Form (1 original, 1 photocopy) OSA Socialized Tuition (ST) Office UP Form 5 (1 photocopy) Office of the College Secretary 1x1 or 2x2 ID Pictures (2 copies) Photo services Copy of Grades for continuing students (1 certified true copy) or Office of the College Secretary or High School Card for new students (1 photocopy) Last school Attended (for new students) Certificate of Good Moral Character (1 original) Office of the College Secretary/OSA Admin Office Additional requirements that may be requested by the donor (varies from every scholarship): Proof of income: ITR/Contract/Brgy. Certification (1 photocopy) BIR/Employer/Barangay Captain Utility bills (1 photocopy) Respective agencies Pictures of the house duly certified by the Brgy. Captain (printed/scanned copies) Applicant Recommendation Letters (at least 3, original signed) Former Professors/Advisers/Teachers PSA Copy of Birth Certificate (1 original, 1 photocopy) Philippine Statistics Authority (PSA) Others, if necessary: Proof of pension, Certifications/Affidavits, Certification of year level standing/remaining units from College, etc. (1 photocopy) Page | 184

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures application form from 1. Gives out application forms and None 5 minutes All SFA Personnel* ST Office and asks needed answers student’s queries OSA ST Office requirements 2. Submits duly accomplished 2. Receives application form and None 10 minutes All SFA Personnel* application form and needed checks completeness of OSA ST Office requirements to ST Office requirements 2.1 Sets appointment for preliminary interview

3. Reports for preliminary interview 3. Interviews the applicant None 45 minutes All SFA Personnel* 3.1 Request additional supporting OSA ST Office documents, if necessary

4. Follows up status of application 4. If applications are already None 7 days Amalia N. Aaron and submits additional requirement complete, prepares shortlist of the Myko Andrea E. Embutin if there is any applicants Administrative Staff OSA ST Office 4.1 Evaluated and ranks the applicants *Processing of application is done by batch

5. Waits for the result of application 5. Submits shortlist and None 1 day Amalia N. Aaron application requirements to the Myko Andrea E. Embutin donors for final screening and Administrative Staff selection of scholars OSA ST Office *Donors may conduct final interview

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of applicants and release results at their discretion (may take months in some cases)

6. Checks result of application at 6. Upon release of results, None 1 day Amalia N. Aaron the ST Office and reports for informs/contacts qualified Myko Andrea E. Embutin orientation if qualified applicants for orientation Administrative Staff OSA ST Office

TOTAL None 9 days, 1 hour

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11. Application for Student/Graduate Assistantship (SAGA)

The UP SAGA is a program for upperclass and graduate students to gain experiences on leadership and ethics in the workplace while assisting the University in fulfilling its teaching, research, and public service functions. Students Assistants (SAs) and Graduate Assistants (GAs) are given allowances based on hours rendered. Rates are currently at P60/hour for undergraduate students, P100/hour for Masters students, and P140/hour for Doctorate students.

Office Office of Student Affairs – Scholarships and Financial Assistance Unit Classification Highly Technical Type of Transaction G2C - Government to Citizen Who may avail Graduate/Undergraduate Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Application Form (2 original) Resume (1 original) OSA Socialized Tuition (ST) Office Working Schedule (1 original) Copy of Grades (1 certified true copy) Office of the College Secretary UP Form 5 (1 certified true copy) 1x1 or 2x2 ID Pictures (1 copy) Photo services Additional requirements for qualified applicants (SAGA Papers): Basic Paper (1 original) Certification of Assumption to Duty (2 original) OSA Socialized Tuition (ST) Office Oath of Office (2 original) Working Schedule (2 original) FEES TO CLIENT STEPS AGENCY ACTION PROCESSING TIME PERSON RESPONSIBLE BE PAID 1. Secures application forms from 1. Gives out application form and None 10 minutes Myko Andrea E. Embutin (Miagao) Rich Girl S. Muyco (Iloilo) Page | 187

ST Office and asks queries answers student’s queries Administrative Staff OSA ST Office 2. Submits duly accomplished 2. Receives application form and None 10 minutes Myko Andrea E. Embutin (Miagao) application form and supporting checks completeness of documents Rich Girl S. Muyco (Iloilo) documents to ST Office Administrative Staff OSA ST Office

3. Sets schedule for interview 3. Issues interview schedule form None 5 minutes Myko Andrea E. Embutin (Miagao) Rich Girl S. Muyco (Iloilo) Administrative Staff OSA ST Office

4. Reports on scheduled interview 4. Interviews the applicant None 45 minutes Myko Andrea E. Embutin (Miagao) 4.1 Requests additional supporting Rich Girl S. Muyco (Iloilo) documents, if necessary Administrative Staff OSA ST Office

5. Submits lacking requirement if 5. If applications are already complete, None 7 days Myko Andrea E. Embutin (Miagao) there is any and waits for evaluates and ranks applicants Rich Girl S. Muyco (Iloilo) announcement of results * Processing of applications is done by Administrative Staff OSA ST Office batch with more or less 100 applicants 5.1 Prepares official list of qualified student assistants for posting and SAGA papers for compliance of qualified SAs

6. Checks list of qualified SAGA at 6. Posts results online via ST None 10 minutes Myko Andrea E. Embutin (Miagao) the ST Office Facebook page or at Facebook page and at the ST bulletin Rich Girl S. Muyco (Iloilo) ST bulletin board board Administrative Staff OSA ST Office

7. If qualified, secures SAGA papers 7. Issues SAGA Papers and gives None 10 minutes Myko Andrea E. Embutin (Miagao) Rich Girl S. Muyco (Iloilo) Page | 188

at the ST Office instructions Administrative Staff OSA ST Office

8. Submits duly accomplished SAGA 8. Receives and checks completeness None 30 minutes Myko Andrea E. Embutin (Miagao) papers to STO of SAGA papers Rich Girl S. Muyco (Iloilo) Administrative Staff 8.1 Forwards SAGA papers to HRDO OSA ST Office TOTAL None 7 days, 2 hours

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12. Application for SHARE Loan Program

Student Health and Related Emergency (SHARE) Loan Program is an umbrella project of the Office of Student Affairs that provides loan and other assistance to students during emergency situations.

Office Office of Student Affairs – Scholarships and Financial Assistance Unit

Classification Simple

Type of Transaction G2C - Government to Citizen

Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Application Form (1 original) OSA Socialized Tuition (ST) Office 2. UP Form 5 (1 photocopy) Office of the College Secretary 3. Co-debtor’s ID (1 photocopy) Co-debtor FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures application form at the ST 1. Issues application form and answers None 5 minutes Reyna T. Lima (Miagao) Office and asks queries student’s queries Rich Girl S. Muyco (Iloilo) Administrative Staff OSA ST Office

2. Submits duly accomplished 2. Receives application form and None 13 minutes Reyna T. Lima (Miagao) application form and supporting checks completeness of documents Rich Girl S. Muyco (Iloilo) documents to ST Office and waits for Administrative Staff 2.1 Forwards application form to OSA ST Office approval Scholarship Affairs Officer for signature and approval

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Reyna T. Lima (Miagao) 4. Receives money 4. Releases approved loan None 5 minutes Rich Girl S. Muyco (Iloilo)

Administrative Staff

OSA ST Office

5. Pays loan 5. Receives and logs payment and None 10 minutes Reyna T. Lima (Miagao) issues receipt Rich Girl S. Muyco (Iloilo) Administrative Staff OSA ST Office

TOTAL None 33 minutes

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13. Application for Recognition as College-based and University-wide Student Organizations

Student organizations apply for or renew their recognition every Academic Year to operate legitimately. Submitted application are assessed and student activities conducted in the previous academic year are evaluated to determine their recognition status as fully recognized or probationary.

Office of Student Affairs – Student Organizations and Activities Unit Offices Office of the College Deans Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail College-based and University-wide Student Organizations CHECKLIST OF REQUIREMENTS WHERE TO SECURE Principal requirements: Application forms: (1 original copy each) • Application letter • Certification of Advisorship • Certification of Co-Advisorship OSA Student Organizations and Activities (SOA) Office; • Directory of Officers downloadable via link posted at SOA Facebook page • Directory of Members • List of Members • General Plan of Activities • Good Moral Certification of Officers Form 5 of all members (1 photocopy) Office of the College Secretary Copy of Grades of Officers (1 photocopy) Additional requirements for New Student Organizations: Constitution and By-Laws signed by the officers and faculty adviser (1 original) Officers of Student Organization Additional requirements for Renewing Student Organizations: Accomplishment Report (1 original) OSA Student Organizations and Activities (SOA) Office;

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Financial Report (1 original) downloadable via link posted at SOA Facebook page Certificate of Attendance from the SOA Orientation for Student Organizations OSA Student Organizations and Activities (SOA) Office Amendments of the Constitution and by-laws (if constitution is amended) Officers of Student Organization FEES TO CLIENT STEPS AGENCY ACTION PROCESSING TIME PERSON RESPONSIBLE BE PAID 1. Secures application forms for 1. Gives out application forms or posts None 10 minutes Michelle E. Magallanes recognition from the SOA Office and link of downloadable forms with Technical Staff asks queries instructions OSA-SOA Office

1.1 Answers student’s queries from online or in person 2. Submits accomplished application 2. Receives application forms and None 1 day COSAW* forms and other requirements to other requirements and logs details of Respective Colleges COSAW (for College-based the received documents (for College-based) or Organizations) and to SOA office (for 2.1 Checks completeness of University-wide Organizations) requirements and informs student orgs Michelle E. Magallanes Technical Staff the status of application; returns OSA-SOA Office application if incomplete or lacks (for University-wide) requirement 3. Follows up status of application 3. If application forms are already None 18 days COSAW* and submits lacking requirement if complete, evaluates application and Respective Colleges (C-based) | there is any endorses to Office of College Dean (for Michelle E. Magallanes College-based) or SOA Coordinator Technical Staff (for University-wide) OSA-SOA Office (U-wide)

*Evaluation for recognition is done by batch with more or less 100 applications for University-wide organizations College Dean Admin Officers** 3.1 Checks and reviews application Respective Colleges (C-based) | forms for approval of College Dean Page | 193

(for College-based) or OSA Director Prof. Rey Carlo T. Gonzales (for University-wide) SOA Coordinator OSA-SOA Office (U-wide) 3.2 Approves/Disapproves application for recognition College Dean*** Respective Colleges (C-based) | Prof. Agustin G. Huyong Director, OSA (U-wide) 3.3 For approved college-based COSAW* applications, endorses list of recognized Respective Colleges student organizations to Office of Student Affairs

3.4. Files approved/disapproved Michelle E. Magallanes application forms for encoding at the Technical Staff database OSA-SOA Office

3.5 Makes certificate of recognition for signature of the OSA Director 4. Claims certificate of recognition at 4. Releases certificates to recognized None 2 minutes Michelle E. Magallanes the SOA Office student organizations Technical Staff OSA-SOA Office

TOTAL None 19 days, 12 minutes

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14. Application to Hold Activities for College-based and University-wide Student Organizations

All student organizations are required to file application forms and submit necessary requirements for every activity being conducted. The SOA unit screens and monitors the different activities of the students and various student organizations recognized under OSA. The presence of Faculty advisers and/or representatives is being required in every activity of the students especially if the activity is beyond seven o’clock in the evening.

1. Office of Student Affairs – Student Organizations and Activities Unit Offices 2. Office of the College Deans

Simple Classification

G2C – Government to Citizen Type of Transaction

College-based and University-wide Student Organizations Who may avail

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Application Form for Extra-Curricular Activities (3 original copies)

2. Conforme of Faculty Adviser for activities beyond 7 PM (2 original copies) OSA Student Organizations and Activities (SOA) Office

3. Student Participation Agreement, if necessary (1 original) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures application forms from the 1. Gives out application forms and None 10 minutes Michelle E. Magallanes (Miagao) SOA Office (for Miagao-based) or OSA answers student’s queries Rich Girl S. Muyco (Iloilo) Iloilo City (for City-based) and asks Administrative Staff queries OSA Offices

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2. Submits accomplished application 2. Receives application forms and None 2 days, 6 hours COSAW* forms and conforme (if necessary) to checks completeness of requirements Respective Colleges COSAW Offices of respective colleges and nature of activity (for College-based) (for College-based) or to SOA 2.1a For College-based, COSAW or Office/inbox, Miagao and OSA Iloilo City recommends approval and forwards Michelle E. Magallanes (Miagao) (for University-wide) application to College Dean Rich Girl S. Muyco (Iloilo) Administrative Staff *File permits/requests at least five (5) 2.1b For University-wide, SOA/OSA OSA Offices working days prior to the activity staff forwards application to SOA (for University-wide) Coordinator for recommending approval 2.2a For College-based, College Dean College Dean Staff** Staff checks application for approval of Respective Colleges College Dean (for College-based)

2.2b For University-wide, SOA Prof. Rey Carlo T. Gonzales Coordinator recommends approval and SOA Coordinator endorses application for approval of OSA-SOA Office OSA Director (for University-wide)

College Dean*** 2.3 Approves/Disapproves application Respective Colleges (C-based) | to hold activities Prof. Agustin G. Huyong

Director, OSA (U-wide)

2.3 Forwards application to OSA to be College Dean Staff*** noted by the OSA Director Respective Colleges

2.4 Logs important details of Michelle E. Magallanes (Miagao) approved/disapproved activity Rich Girl S. Muyco (Iloilo) Administrative Staff OSA Offices

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3. Claims/picks up approved/ 3. Releases approved/disapproved None 2 minutes Michelle E. Magallanes (Miagao) disapproved application at the SOA application form to student Rich Girl S. Muyco (Iloilo) Office/outbox (Miagao-based) or at OSA organizations or places inside the SOA Administrative Staff Iloilo (City-based) “outbox” for pick up OSA Offices

2 days, 6 hours TOTAL None 12 minutes

Note: If there is a need to utilize any of the facilities and/or personnel services of the University, requestor shall seek approval from the concerned office/unit after the application has been approved by the OSA Director.

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15. Request for Posting of Publicity Materials of Students and Student Organizations

Publicity materials and posters of students and student organizations must secure first approval from the Office of Student Organizations and Activities before posting at designated places.

Office Office of Student Affairs – Student Organizations and Activities Unit

Classification Simple

Type of Transaction G2C – Government to Citizen

Who may avail All Students and Student Organizations

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Publicity Materials Requesting student/student organizations

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME

None 10 minutes Michelle E. Magallanes (Miagao) 1.Presents publicity materials for posting 1. Receives and screens publicity Technical Staff to SOA Office/places inside the SOA materials OSA-SOA Office “inbox” (Miagao-based) or to OSA Iloilo 1.1 Stamps and countersigns the or (City-based) materials with “Approved for Posting” Rich Girl S. Muyco (Iloilo) * Must secure approval of activity before Administrative Staff 1.2 Records the details and number of posting OSA Iloilo City copies of the publicity materials

Michelle E. Magallanes (Miagao) 2. Claims/picks up approved publicity 2. Releases approved publicity None 1 minute Page | 198

materials for posting at SOA materials or places inside the SOA Technical Staff Office/outbox (Miagao-based) or at OSA “outbox” for pick up OSA-SOA Office Iloilo (City-based) or Rich Girl S. Muyco (Iloilo) Administrative Staff OSA Iloilo City

TOTAL None 11 minutes

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16. Request for Holding of Off-Campus Activities or On-Campus Parties

Student activities are not only limited within the Campus but also extends outside the University. To ensure students’ safety, requirements in compliance of CHED Memorandum Order No. 63 Series of 2017 are required to be submitted. These, together with the approval of the Chancellor should be secured before conducting the activity.

Offices Office of Student Affairs – Student Organizations and Activities Unit Classification Complex Type of Transaction G2C – Government to Citizen Who may avail All Students and Student Organizations CHECKLIST OF REQUIREMENTS WHERE TO SECURE Principal requirements: • Request letter indicating purpose/need for conducting the activity (1 original) • Detailed Crowd/Emergency/Security plan (1 original) Requesting student/student organizations • Detailed arrangement of medical assistance with First Aide Kit (1 original) • Insurance (1 photocopy) • Conforme of faculty adviser (2 original copies) OSA Student Organizations and Activities (SOA) Office • Student Participation Agreement (1 original) Additional requirements (if necessary): • Parental/Waiver of Consent (1 original) OSA Student Organizations and Activities (SOA) Office • Barangay/municipal permit/clearance to hold activity (1 original) Barangay Hall / Municipal Office • Letter of undertaking of venue owner to provide security for the participants Owner of the Venue • Medical clearance (1 photocopy) Health Service Unit/Government Physician • Letter of coordination with Health Service Unit/Security Services Force • Letter of coordination with Brgy. Officials/Local PNP/other concerned offices Requesting student/student organizations • Program of activities/Itinerary of travel (1 photocopy) Page | 200

• Duly approved schedule of fees/Breakdown of fund (1 copy) • List of participants (1 original) FEES TO CLIENT STEPS AGENCY ACTION PROCESSING TIME PERSON RESPONSIBLE BE PAID 1. Secures forms from the SOA 1. Gives out forms and answers None 10 minutes Michelle E. Magallanes (Miagao) Office and asks requirements student’s queries Rich Girl S. Muyco (Iloilo) needed Administrative Staff OSA Offices

2. Submits request letter and other 2. Receives request letter and checks None 30 minutes Michelle E. Magallanes (Miagao) requirements to SOA Office completeness of requirements Rich Girl S. Muyco (Iloilo) Administrative Staff * Must be duly signed by signatories 2.1 If documents are incomplete, gives OSA Offices and recommended by College Dean instructions regarding lacking for college-based orgs) requirements for compliance ** File requests at least 10 working days prior to the activity

2. Follows up status of request at 3. If documents are already complete, None 3 days Michelle E. Magallanes (Miagao) SOA Office and submits lacking forwards documents to OSA Director Rich Girl S. Muyco (Iloilo) requirement if there is any for recommending approval Administrative Staff

OSA Offices

3.1 Evaluates request, checks Prof. Agustin G. Huyong requirements, specifies conditions and Director recommends approval Office of Student Affairs *If deemed necessary, may call requestor to verify information and nature of request Michelle E. Magallanes 3.2 Logs details of activity and Technical Staff forwards documents to the OVCAA for OSA-SOA Office recommending approval of the Vice Page | 201

Chancellor for Academic Affairs and final approval of the Chancellor 4. Follows up approval from the 4. Facilitates approval of request from None 10 minutes Michelle E. Magallanes Office of Chancellor the OVCAA and/or Office of the Technical Staff Chancellor OSA-SOA Office

TOTAL None 3 days, 55 minutes

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17. Request for any of the following: Alternative Class, Excuse from classes, Issuance of Travel Order, Financial Assistance or Subsidy, Use of UPV Facilities and Technical Support

OSA through the SOA Unit facilitates the various request of students i.e. financial assistance, alternative or excuse from classes, etc. The OSA Director recommends the approval of request before endorsing it to the concerned offices for appropriate action.

Offices Office of Student Affairs – Student Organizations and Activities Unit Classification Complex Type of Transaction G2C – Government to Citizen Who may avail All Students and Student Organizations CHECKLIST OF REQUIREMENTS WHERE TO SECURE Principal requirement: Request letter (1 original) Requesting student/student organizations Additional requirement for Alternative Class, Excuse from classes, Issuance of Travel Order: Official invitation (1 copy/emailed) Organizing Committee Additional requirements for Financial Assistance or Subsidy: Official invitation (1 copy/emailed) Organizing Committee Itemized details of budgetary requirement (1 original) Requesting student/student organizations Additional requirement for Use of UPV Facilities and Technical Support: Specific list of facilities needed (1 copy) Requesting student/student organizations FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits duly accomplished 1. Receives request letter and None 15 minutes Michelle E. Magallanes request letter and other checks completeness of (Miagao) requirements to SOA office requirements Rich Girl S. Muyco (Iloilo) Administrative Staff * Must be duly signed by 1.1 If documents are incomplete, OSA Offices signatories and recommended by gives instructions regarding lacking Page | 203

College Dean for college-based requirements for compliance orgs) ** File requests at least 10 working days prior to the activity

2. Follows up status of request 2. If documents are already None 3 days Michelle E. Magallanes at SOA Office and submits complete, forwards request to OSA (Miagao) lacking requirement if there is Director for recommending approval Rich Girl S. Muyco (Iloilo) Administrative Staff any OSA Offices 2.1 Evaluates request, checks requirements and recommends Prof. Agustin G. Huyong approval Director *If deemed necessary, may call Office of Student Affairs requestor to verify information and nature of request 2.2 Logs details of activity and forwards documents to OVCAA (for Michelle E. Magallanes request for Alternative Class, Technical Staff Excuse from classes, Travel Order OSA-SOA Office and Financial Assistance) or OVCA (for Use of UPV Facilities) for recommending approval of the Vice Chancellors and final approval of the Chancellor *For use of facilities, OVCA may refer request first to head of concerned offices i.e. PE Dept., ASO, or CDMO before the recommending approval of Vice Chancellor for Administration

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3. Follows up approval from the 3. Facilitates approval of request According to 10 minutes Michelle E. Magallanes

Office of Chancellor and pays from the OVCAA/OVCA and/or UPV rates on Technical Staff fees to the Cash office for use Office of the Chancellor the use of OSA-SOA Office of facilities (if necessary) facilities

As specified 3 days, 25 TOTAL above minutes

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18. Applications of Students for Residency at UPV Residence Halls (Iloilo and Miagao campuses)

The Residential Services Unit accepts applications for residency in UPV dormitories one (1) month before the end of the semester for upper class students and two (2) months before the general registration period for incoming students. Applicants may submit their application with complete requirements to UPV dormitories for evaluation. Application schedule and admission process are posted at crs.upv.edu.ph one month before the end of the semester.

Offices Office of Student Affairs – Residential Services Unit Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Principal requirements: Application form (1 original); Downloadable at crs.upv.edu.ph 2x2 ID picture (3 pcs) Photo services Latest ITR/Contract of Service/Certification of Indigency (1 photocopy) BIR/Employer/Brgy. Captain/LGU Long cream folder (1 piece) Applicant Additional requirements for Incoming first year students: UP Office of Admission/Office of the University Notice/Certification of Admission or any proof of acceptance in UPV (1 copy) Registrar Special Power of Attorney (1 original) Downloadable at crs.upv.edu.ph Short essay “Who Am I” (1 copy) Applicant Additional requirements for students within UPV Dormitories: Clearance from the Dorm Manager/Application should be stamped “Cleared” Former Dorm Manager Additional requirements for students from boarding houses and private dormitories:

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Evaluation Form from Boarding House and Private Dorms (1 original) Downloadable at crs.upv.edu.ph Short essay “Who Am I” (1 copy) Applicant FEES TO PERSON CLIENT STEPS AGENCY ACTION PROCESSING TIME BE PAID RESPONSIBLE

None 10 minutes Household Attendant/ 1. Submits duly 1. Accepts application and checks Dormitory Manager* accomplished application completeness of requirements Respective Dormitories form and attached 1.2 If documents are incomplete, requirements to chosen informs student of the lacking dormitories during the requirements for compliance application period 1.3 Sets schedule of interview for *Incoming first year student upperclass students only may send his/her application by courier while upper class student submits in person 2a. If new student, follows 2. If applications are already None 18 days Dormitory Manager* up status of application complete, processes and evaluates Respective Dormitories and submits lacking applications of incoming first year requirement if there is any student based on set criteria *Processing of applications is done by batch with more or less 100 applicants 2.1 Ranks applicants and prepares list of qualified dormers

2b. If upperclass student, 2. Interviews upperclass student None 18 days Dormitory Manager* reports for interview to the applicant Respective Dormitories Dorm Manager and 2.1 Processes and evaluates

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submits lacking applications based on set criteria requirement if there is any * Processing of applications is done by batch with more or less 100 applicants

2.2 Ranks applicants and prepares list of qualified dormers

3. Checks result posted 3. Posts results at information counter None 1 day Dormitory Manager* online or at the dormitory and requests for posting online (CRS Respective Dormitories information counter website and OSA Facebook page)

TOTAL None 19 days, 10 minutes

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19. Admission of Qualified Student Applicant in the Student Dormitory

The UPV Dormitories accommodate only qualified applicants per semester in the university. Admission of students in the dorms are based on set criteria approved by the Office of Student Affairs. The number of students admitted per semester depends on the capacity of the dormitories which are classified as either graduate student dorm, upper class and first-year dorm.

Offices Office of Student Affairs – Residential Services Unit Classification Simple Type of G2C – Government to Citizen Transaction Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Residence Hall Contract (1 original) Basic House Rules and Regulations (1 original) Downloadable at crs.upv.edu.ph Appliance Declaration Form (1 original) Certification for Guardian (1 original) UP Form 5 (1 photocopy) Office of the College Secretary FEES TO BE PROCESSING PERSON CLIENT STEPS AGENCY ACTION PAID TIME RESPONSIBLE 1. Confirms slot in person or 1. Records confirmation of slot None 10 minutes Household Attendant/ through phone 1.2 Issues requirements and provides Dormitory Manager* instructions for checking-in Respective Dormitories

2. Reports to the dorm to submit 2. Receives and checks completeness of None 20 minutes Household Attendant/ requirements and checks-in requirements Dormitory Manager* 2.1 Gives room assignment as Respective Dormitories

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identified/posted by the Dorm Manager and assigns facilities (bed with mattress, study table, chair, cabinet/locker) 2.2 Issues charge slip for billing

3. Pays the lodging and 3. Accepts payment based on billing Lodging fee 10 minutes Maureen Kaye C. Ongo appliance fees at the cash office P1,500/sem Cashier 3.1 Issues official receipt (OR) Cash Department * At least two (2) months Appliances fees (monthly rate): Office advance payment is required Miag-ao:

 Laptop P100  Electric fan P100  Phone Charger P15  Printer P22  Study Lamp P22 Iloilo City:  Laptop P150  Electric fan P100  Phone Charger P35  Printer P35  Study Lamp P35 4. Returns to dormitory and 4. Receives and records receipt number None 5 minutes Household Attendant/ presents receipt of payment in student directory Dormitory Manager* Respective Dormitories Page | 210

As specified TOTAL 45 minutes above

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20. Issuance of Permits (Late/Weekend/Overnight)

The UPV Dormitories issue permits to dorm residents who wish to attend activities within or outside the campus beyond the curfew hour of 9:00 PM. Late permit is valid only until 11:00 PM of the same day of issuance. An Overnight permit is issued to those who wish to be back the following day, while Weekend Permit is issued to those who wish to go home during the Weekend or as indicated in the permit.

Offices Office of Student Affairs – Residential Services Unit Classification Simple Type of Transaction G2C – Government to Citizen

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Permit Form (Late permit – 2 copies; Weekend/Overnight permit – 1 copy) OSA Dormitories – Information counter FEES TO BE PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID TIME 1. Fills out and submits Late, 1. Checks completeness of None 10 minutes Household Attendant/ Overnight or Weekend Permit at the information on the request Dormitory Manager* dormitory information counter Respective Dormitories 1.2 Approves and issues permit to *Must secure permits before 6:00 PM student only.

2. Logs in upon arrival in the dorm 2. Checks that student has logged-in None 5 minutes Household Attendant/ upon arrival Dormitory Manager* Respective Dormitories 2.1 Accepts latecomers TOTAL None 15 minutes

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21. Student Welfare Services

This service is extended to dorm residents who need special assistance such as during emergency cases that needs medical attention and other personal concerns related to the services of the dormitory. Offices Office of Student Affairs – Residential Services Unit Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE None N/A FEES TO BE PROCESSING PERSON CLIENT STEPS AGENCY ACTION PAID TIME RESPONSIBLE 1. If sick, requests assistance for medical 1. Checks condition of student None 30 minutes Household Attendant/ concerns Dormitory Manager* 1.1 Refers sick student to UPV Health Respective Dormitories Services Unit/ UPV Infirmary

1.2 Informs the student’s parents or guardian when needed 2. If other concerns, presents concern 2. Receives/ accepts social visits/calls, None 10 minutes Household Attendant/ related to dormitory services (i.e. social mails/packages delivered, etc. Dormitory Manager* Respective Dormitories visits/calls, claiming of mails/packages, 2.1 Attends to requests accordingly repair of facilities, etc.)

TOTAL None 40 minutes

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OFFICE OF THE UNIVERSITY REGISTRAR External Services

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1. Action on academic-related appeals regarding student admissions, progress, and graduation (UC-CSAPG*)

The Vice-Chancellor for Academic Affairs (chair of the committee) and the University Registrar (secretary-member) decide whether a University Council-Committee on Student Admissions, Progress, and Graduation(CSAPG) deliberation is essential to come up with an appropriate action/recommendation. The actual CSAPG process starts from item #2.

Offices 1. Division/Department 2. College/School Secretaries 3. Office of Student Affairs (for readmission cases) 4. Office of the University Registrar 5. Office of the Vice-Chancellor for Academic Affairs Classification Complex Type of Transaction G2C – Government to Citizen Who may avail All UPV students or faculty members with academic-related concerns CHECKLIST OF REQUIREMENTS WHERE TO SECURE Written appeal CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submits written appeal to the 1. Refers the appeal to the appellant’s Liza Marie Selibio Chancellor or Vice-Chancellor for respective Division/College. Administrative Officer V Academic Affairs. Chancellor’s Office/ June Eva Acap Administrative Officer V OVCAA

1.1 Prepares necessary evaluation None Division/College/School of the student’s academic records Student Records and attaches pertinent or Evaluator/Staff necessary supporting documents Division Chair/Program Page | 215

1.2 Gives recommendation; and Adviser forwards to OUR or other College/School Secretary intermediary units(i.e. OSA, etc.)

1.3 For readmission cases, OSA

evaluates and recommends

1.4 Reviews the appeal and further Counselor/OSA Director evaluates student’s academic Office of Student Affairs records Febe Miayo Administrative Officer III (RecordsOfficer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Denivi Hazel Medida 1.5 Duly recommends and forwards Student Records Evaluator I to OVCAA OUR

1.6 May act/recommend on the University Registrar appeal or may decide to convene OUR a meeting with the CSAPG Prof. Gay Defiesta VCAA OVCAA 2. May follow-up to monitor the 2. If deemed necessary, the CSAPG Prof. Gay Defiesta progress/status appeal chair calls for a meeting VCAA 2.1 Prepares Notice of Meeting and OVCAA distributes to committee members (for items 2.1 and 2.2) Denivi Hazel Medida 2.2 Further evaluates the appeal, Secretarial Support Staff Page | 216

gathers, and prepares additional UC-CSAPG documents pertinent to the case such as copies of previous 6 days actions, etc. for perusal of the None committee members UC-CSAPG 2.3 Duly deliberates the case/s and

renders appropriate action/s during the scheduled meeting 2.4 For graduation-related cases, Denivi Hazel Medida CSAPG can only make Secretarial Support Staff recommendation/s for UC-CSAPG deliberation of the UC 2.5 Prepares a draft of the Notice Prof. Gay Defiesta of Action VCAA 2.6 Finalizes and signs the Notice of OVCAA/ Action Prof. Jose Go University Registrar

OUR 3. Receives a copy of the Notice of 3. Provides copy of the Notice of Action Action to the appellant Denivi Hazel Medida 3.1 Furnishes copies of the NOA to 1 day Secretarial Support Staff concerned colleges/offices/units UC-CSAPG

TOTAL None 7 days

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2. Application for Admission of Foreign and Filipino High School Graduates from Abroad (Automatic Admission)

A foreign or Filipino applicant who graduated from a high school abroad and has not enrolled in college may be admitted as first year student without taking the UPCAT (automatic admission), if he/she meets the following qualifications:

1. Completion of a high school program in the country where s/he had secondary education (including the completion of a one- or two-year pre-university education in a country where such is a prerequisite for admission to a bachelor's degree program);

2. Qualifies in any of the following college-qualifying national or international foreign-administered examination: a. Scholastic Aptitude Test (SAT)

REQUIRED MINIMUM

SAT SCORES SECTION SCORES MATH 620 CRITICAL READING - EVIDENCE-BASED WRITING + CRITICAL READING 650 TOTAL SCORE 1270

b. General Certificate of Education (GCE) Examination: 3 ordinary level passes and 2 advanced level passes c. International Baccalaureate (IB) Diploma

3. In the case of an applicant whose native language or whose medium of instruction in the secondary school is not English, a minimum score (500 if paper based or 173 if computer based) in the Test of English as a Foreign Language (TOEFL). *Note: If the applicant did not meet the minimum requirements after the evaluation in Step 3.1, the Notice of Disqualification will be issued to the applicant, as stated in Item No. 4.

. The requirements for application should be submitted at least six (6) months prior to registration . The processing time is for one client being served at one time and may be extended when there are more applicants for admission

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1. Office of the University Registrar (OUR) 2. Cash Office Office 3. Office of the College Secretary (OCS) of the School/Colleges concerned 4. Departments/Divisions/Institutes concerned Classification Highly Technical Type of G2C – Government to Citizen Transaction Who may avail Foreign and Filipino High School graduates from abroad CHECKLIST OF REQUIREMENTS WHERE TO SECURE U.P. Form 3.2 - Undergraduate Admission Application Form for Foreign Office of the University Registrar and downloadable at the Students https://www.crs.upv.edu.ph (1 original) Official Transcript of Records (1 original, 2 photocopy) School/s attended by the applicant which they have earned High School diploma (1 photocopy) credit units SAT: The College Board – Educational Testing Service Official results of : (https://www.collegeboard.org) a. Scholastic Aptitude Test (SAT); or GCE: International Schools which follows the British Education b. General Certificate of Education (GCE) Examination; or Curriculum c. International Baccalaureate (IB) Diploma IB Diploma: ibo.org Valid passport (1 photocopy, duly authenticated) Passport-issuing agency from the country of the applicant 2 x 2 or passport size photos (2 pieces, original) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills-out the U.P. Form 3.2 and 1. Receives completely filled-out None 10 minutes Charito Gavadan mails together with the other application form and requirements School Credits Evaluator requirements 1.1 Checks for completeness of the OUR entries in the application form and Page | 219

For walk-in applicant: the requirements 1.2 Send billing of application fee thru Fills-out the U.P. Form 3.2 and email submits other requirements For walk-in applicant: 1.3 Bills the application fee; attaches to the U.P. Form 3.2; and issues to the applicant 2. Mails the International Postal 2. For payments made through bank For payments Amelin Natividad Money Order (IPMO) or deposits, OUR furnishes a copy of made through Administrative Officer V Deposits payment to UPV’s the proof of payment to the Cash bank deposits: Cash Office dollar account Office for confirmation before issuing Resident an Official Receipt (OR) foreign: 1 day PHP 150

Non- For walk-in applicant: For walk-in applicant: resident For walk-in foreign: $20 applicant: Presents billing slip attached to Accepts billing slip and payment. the application form and pays Issues OR 5 minutes the application fee 3. For walk-in applicant: 3. Reflects the OR Number at the None 1 hour Charito Gavadan application form. Returns the OR to School Credits Evaluator Returns U.P. Form 3.2 and the walk-in client or sends the copy OUR presents OR as proof of of the OR through email payment 3.1 Evaluates the academic credentials submitted For applicants who sent their 3.2 Prepares the transmittal slip, result of documents through courier/mail, initial evaluation and the they may follow-up through requirements. email or call to monitor the 3.3 Turns-over to staff-in-charge of status of their application outgoing communications Page | 220

3.4 Delivers/prepares for pouch the None 30 minutes XC Siaton transmittal slip and the application Administrative Aide III documents to the Office of the OUR College Secretary concerned 3.5 Receives the transmittal slip and the None 30 minutes Administrative Assistant requirements and records to OCS incoming documents 3.6 Forwards to Department/Division concerned 3.7 Evaluates and deliberates the None 15 days Program Coordinators application documents according to Department/Division/Institute admission requirements of the degree program applied for (may require interview, or written, or oral examination) 3.8 Approves/Disapproves the application and forwards recommendation to the Office of the College Secretary 3.9 Receives the recommendation and None 1 day Administrative Assistant forwards to the College Secretary for OCS endorsement 3.10 Endorses the result of the None College Secretary application and forwards to outgoing OCS communications 3.11 Forwards the result of application to None Administrative Assistant the Office of the University Registrar OCS

3.12 Receives the result of application None 5 minutes XC Siaton and forwards to the staff-in-charge Administrative Aide III OUR

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None 5 minutes Charito Gavadan 3.13 Prepares Notice of School Credits Evaluator Disqualification*/Acceptance/Non- OUR Acceptance

None 1 day Prof. Jose Go 3.14 The University Registrar signs the University Registrar Notice of OUR Disqualification*/Acceptance/Non- Acceptance 4. Issues the Notice of None 10 minutes Charito Gavadan 4. Receives Notice of Disqualification*/Acceptance/Non School Credits Evaluator Disqualification*/Acceptance -Acceptance to walk-in client or OUR /Non- Acceptance sends the scanned copy through

email 18 days, 2 Resident hours, 30 foreign: minutes PHP 150 For walk-in TOTAL Non- client: resident foreign: 17 days, 2 $20 hours, 35 minutes

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3. Application for Admission of Foreign Students to UPV

A foreign applicant who has earned credits for college work may be admitted as undergraduate transfer/second degree/non-degree/special student to the University of the Philippines Visayas through this service. Applicants for transfer shall be considered for admission to the University only during the first semester of each academic year. . The basic qualifications for transfer applicant are:

1. Must have completed at least 33 units of academic courses; 2. Must have obtained a general weighted average of 2.0, 86%, or B or better for all the collegiate academic units the student has earned outside of the University; 3. the applicant will have to complete in the University no less than 50% of the units required for his program; and 4. the quota set by the Dean of the college or school concerned for the course to which he seeks admission, has not yet been filled up

*Note: If the applicant did not meet the minimum requirements (GWA and number of units earned) after the evaluation in Step 3.1, the Notice of Disqualification will be issued to the applicant, as stated in Item No. 4.

. For applicants for Second degree, the grade requirement is generally waived for a bachelor’s degree holder, but not for those who have earned a title below a baccalaureate degree (e.g., certificate) . The requirements for application should be submitted at least six (6) months prior to registration . The processing time is for one client being served at one time and may be extended when there are more foreign applicants for admission

1. Office of the University Registrar (OUR)

2. Cash Office Office 3. Office of the College Secretary (OCS) of the School/Colleges concerned

4. Departments/Divisions/Institutes concerned Classification Highly Technical Type of Transaction G2C – Government to Citizen Page | 223

Who may avail Foreign student from local or abroad CHECKLIST OF REQUIREMENTS WHERE TO SECURE U.P. Form 3.2 - Undergraduate Admission Application Form for Foreign Office of the University Registrar and downloadable at the Students https://www.crs.upv.edu.ph (1 original) Official Transcript of Records (1 original, 2 photocopy) School/s attended by the applicant which they have earned credit Course syllabus, school catalogue, and handbook ofexamination (2 original) units Certification regarding capability to finance the Travel and Education (1 Reputable bank from the applicant’s country original) Valid passport (1 photocopy, duly authenticated) Passport-issuing agency from the country of the applicant 2 x 2 or passport size photos (2 pieces, original) Additional Requirement for Exchange Students with Memorandum of Agreement with UPV: 1. Curriculum Vitae (1 original) Applicant 2. Recommendation Letter (1 original) Head of Home University FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills-out the U.P. Form 3.2 and 1.Receives completely filled-out None 10 minutes Charito Gavadan mails together with the other application form and requirements School Credits Evaluator requirements 1.1 Checks for completeness of the OUR  entries in the application form and  For walk-in applicant: the requirements  1.2 Sends billing of application fee thru  Fills-out the U.P. Form 3.2 and email submits other requirements  For walk-in applicant:  1.3 Bills the application fee and attaches to the U.P. Form 3.2

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2. Mails the International Postal 2. For payments made through bank Resident For payments Amelin Natividad Money Order (IPMO) or deposits, OUR furnishes a copy of foreign: made through Administrative Officer V Deposits payment to UPV’s the proof of payment to the Cash PHP 150 bank deposits: Cash Office dollar account Office for confirmation before issuing an Official Receipt (OR) Non- 1 day  For walk-in applicant:  resident   For walk-in applicant: foreign: $20 For walk-in  Pays the application fee applicant: Accepts payment and issues OR 5 minutes 3. For walk-in applicant: 3. Reflect the OR Number at the None 1 hour Charito Gavadan  application form. Return the OR to School Credits Evaluator  Returns U.P. Form 3.2 and the walk-in client or send the copy of OUR presents OR as proof of the OR through email payment 3.1 Evaluates the academic credentials and computes the  For applicants who sent their General Weighted Average documents through courier/mail, (GWA) and units earned of the they may follow-up through applicant email or call to monitor the 3.2 Prepares the transmittal slip, status of their application result of initial evaluation and the requirements. 3.3 Turns-over to staff-in-charge of outgoing communications 3.4 Delivers/prepares for pouch the None 30 minutes XC Siaton transmittal slip and the application Administrative Aide III documents to the Office of the OUR College Secretary concerned

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3.5 Receives the transmittal slip and None 30 minutes Administrative Assistant the requirements and records to OCS incoming documents 3.6 Forwards to Department/Division concerned 3.7 Evaluates and deliberates the None 15 days Program Coordinators application documents Department/Division/Institute according to admission requirements of the degree program applied for (may require interview, or written, or oral examination) 3.8 Approves/Disapproves the application and forwards recommendation to the Office of the College Secretary 3.9 Receives the recommendation None 1 day Administrative Assistant OCS and forwards to the College Secretary for endorsement 3.10 Endorses the result of the None College Secretary application and forwards to OCS outgoing communications 3.11 Forwards the result of application None Administrative Assistant to the Office of the University OCS Registrar

None 5 minutes XC Siaton 3.12 Receives the result of application Administrative Aide III and forwards to the staff-in-charge OUR

Charito Gavadan Page | 226

3.13 Prepares Notice of None 5 minutes School Credits Evaluator Disqualification*/Acceptance/Non- OUR Acceptance None 1 day Prof. Jose Go 3.14 The University Registrar signs the University Registrar Notice of OUR Disqualification*/Acceptance/Non- Acceptance 4. Issues the Notice of None 10 minutes Charito Gavadan 4. Receives Notice of Disqualification*/Acceptance/Non- School Credits Evaluator Disqualification*/Acceptance Acceptance to walk-in client or sends OUR /Non- Acceptance the scanned copy through email

Resident 18 days, 2 foreign: hours, 30 PHP 150 minutes Non- resident For walk-in TOTAL foreign: client: $20 17 days, 2 hours, 35 minutes

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4. Application for Admission of Local Students to UPV

A local applicant with previous college work from another UP units, schools, or universities may be admitted as undergraduate transfer/second degree/non-degree/special student to the University of the Philippines Visayas through this service. Applicants for transfer and second degree shall be considered for admission to the University only during the first semester of eachacademic year.

. The basic qualifications for transfer applicant from other school/university are: 1. Must have completed at least 33 units of collegiate academic courses (excluding religion, P.E., NSTP, and vocational courses); 2. Must have obtained a general weighted average of 2.0, 86%, or B or better for all the collegiate academic units the student has earned outside of the University; 3. the applicant will have to complete in the University no less than 50% ofthe units required for his program; and 4. the quota set by the Dean of the college or school concerned for the course to which he seeks admission, has not yet been filled up

. The basic qualifications for transfer applicant from other UP unit are: 1. Must have completed at least 30 units of academic courses (excluding P.E., NSTP); 2. The academic status is Good Standing;

*Note: If the applicant did not meet the minimum requirements (GWA and number of units earned) after the evaluation in Step 3.1, the Notice of Disqualification will be issued to the applicant, as stated in Item No. 4.

. For applicants for Second degree, the grade requirement is generally waived for a bachelor’s degree holder, but not for those who have earned a title below a baccalaureate degree (e.g., certificate) . The requirements for application should be submitted at least one month prior to registration . The processing time is for one client being served at one time and may be extended when there are more local applicants for admission

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1. Office of the University Registrar (OUR) 2. Cash Office Office 3. Office of the College Secretary (OCS) of the School/Colleges concerned 4. Departments/Divisions/Institutes concerned Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail Local Students from other UP Units and other Schools/Universities CHECKLIST OF REQUIREMENTS WHERE TO SECURE U.P. Form 3.1 - Undergraduate Admission Application Form for Local Students Office of the University Registrar and downloadable at the (1 original) https://www.crs.upv.edu.ph Applicants from Other School/University Official Transcript of Records (1 original, 2 photocopy) Office of the Registrar from the latest school attended by the Applicants from other UP Units applicant True Copy of Grades with signature of the Registrar or his/her authorized representative (1 original, 2 photocopy) 2 x 2 or passport size photos (2 pieces, original) Other Documents that maybe Required for Further Evaluation: Course Syllabus (1 original, 2 photocopy) Latest school attended by the applicant Course Description (1 original, 2 photocopy) Certifications (1 original, 2 photocopy) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills-out the U.P. Form 3.1 1. Receives completely filled-out None 10 minutes Charito Gavadan application form. School Credits Evaluator 1.1 Checks for completeness of the OUR entries in the application form Page | 229

1.2 Bills the application fee and attaches to the U.P. Form 3.1 2. Accepts payment and issues Official PHP 100 5 minutes Amelin Natividad 2. Pays the application fee Administrative Officer V Receipt (OR) Cash Office 3. Submits U.P. Form 3.1 with 3. Checks the Official Receipt and None 1 hour Charito Gavadan attached required documents reflect the OR Number at the School Credits Evaluator and presents OR as proof of application form. Return the OR to OUR payment the client 3.1 Evaluates the academic credentials and computes the General Weighted Average (GWA) and units earned of the applicant 3.2 Prepares the transmittal slip, result of initial evaluation and the requirements. 3.3 Turns-over to staff-in-charge of outgoing communications 3.4 Delivers/prepares for pouch the None 30 minutes XC Siaton transmittal slip and the application Administrative Aide III documents to the Office of the OUR College Secretary concerned 3.5 Receives the transmittal slip and the None 30 minutes Administrative Assistant requirements and records to OCS incoming documents 3.6 Forwards to Department/Division concerned

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3.7 Evaluates and deliberates the None 15 days Program Coordinators application documents according to Department/Division/Institute admission requirements of the degree program applied for (may require interview, or written, or oral examination) 3.8 Approves/Disapproves the application and forwards recommendation to the Office of the College Secretary 3.9 Receives the recommendation and None 1 day Administrative Assistant forwards to the College Secretary for OCS endorsement 3.10 Endorses the result of the None College Secretary application and forwards to staff-in- OCS charge of outgoing communications 3.11 Forwards the result of application to None Administrative Assistant the Office of the University Registrar OCS

None 5 minutes XC Siaton 3.12 Receives the result of application Administrative Aide III and forwards to the staff-in-charge OUR

3.13 Prepares Notice of None 5 minutes Charito Gavadan Disqualification*/Acceptance/Non- School Credits Evaluator Acceptance OUR None 1 day Prof. Jose Go 3.14 Signs the Notice of University Registrar Disqualification*/Acceptance/Non- OUR Acceptance

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4. Receives Notice of 4. Issues the Notice of None 10 minutes Charito Gavadan Disqualification*/Acceptance/Non Disqualification*/Acceptance/Non- School Credits Evaluator - Acceptance Acceptance to walk-in client or sends OUR  the scanned copy through email 17 days, 2 TOTAL PHP 100 hours, 35 minutes

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5. Application for Paperless Clearance

This paperless clearance service provided by the Office of the University Registrar applies to students with enrollment from 2007 to present.

Offices Office of the University Registrar Classification Simple Type of Transaction G2C – Government to Citizen Who may avail All graduated and transferring students CHECKLIST OF REQUIREMENTS WHERE TO SECURE For graduated students: *Student needs to access his/her CRSIS account at: 1. Payment of graduation fee http://crs.upv.edu.ph/ 2. Accomplished Alumni Form 5 (online)* 3. No accountability

For transferring students: 1. Not currently enrolled 2. No accountability

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME Febe Miayo 1. Applies for clearance 1. Checks CRSIS and verifies Administrative Officer III (Records student’s records None 15 minutes Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Page | 233

Denivi Hazel Medida Student Records Evaluator I OUR

Febe Miayo 2. Receives a printed copy of 2. Prints and issues clearance None 15 minutes Administrative Officer III (Records clearance Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

TOTAL None 30 minutes

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6. Authentication of ID, Form 5, and other Academic-related documents

This service is availed by students who are required to submit documents for scholarships, SCUAA, among others.

1. Office of the University Registrar Offices 2. Cash Office Classification Simple Type of Transaction G2C – Government to Citizen Who may avail All CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Original documents to be authenticated 2. Valid Identification Card (1 Original)

Note: If claimed by representative: a. Duly signed authorization letter of the requestor (1 Original or photocopy) b. Photocopy of valid identification card of the requestor (1 photocopy) and valid ID card of the representative

PROCESSING PERSON CLIENT STEPS AGENCY ACTION FEES TO BE PAID TIME RESPONSIBLE 1. Presents the documents to be 1. Checks and verifies Febe Miayo Administrative Officer III authenticated student’s document None 5 minutes (Records Officer II)/ Herbert Nalagay Page | 235

Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR 1.1 Assesses and 2 minutes prepares billing slip 2. Pays authentication fee at the 2. Receives payment and Amelin Natividad Cash Office issues Official Receipt PHP 20/copy 5 minutes Administrative Officer V (OR) Cash Office 3. Presents OR to OUR staff 3. Verifies payment and Febe Miayo prepares photocopy of Administrative Officer III document (Records Officer II)/ Herbert Nalagay Administrative Officer V 5 minutes (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

3.1 Prepares document None Febe Miayo to be signed by the Administrative Officer III University Registrar (Records Officer II)/ Herbert Nalagay Administrative Officer V 5 minutes (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

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3.2 Signs the Prof. Jose Go document/s 1 day University Registrar OUR

4. Receives authenticated 4. Issues document/s to None 3 minutes Febe Miayo document/s client Administrative Officer III (Records Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR 1 day, 30 TOTAL PHP 20/copy minutes

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7. Issuance of Admission Slip to Incoming First Year Students through UPCAT

The admission slip is issued to all incoming first year students who has complied with all the requirements during the admission process. The admission slip is the document that the students will present to their respective college/school upon enrolment. The admission processes for incoming first-year students start upon receipt of the result of successful applicants from the Office of Admissions and usually take two months to complete before the registration period.

The processing time is for one client being served at one time.

Office Office of the University Registrar Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Incoming First Year students (Filipino and Foreign students) CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. High School Card (Form 138) duly signed by the Principal and bearing the remark: “Graduated and Eligible for Admission to College.” (original)

2. Senior High School Transcript with attached certified true copy of Senior High School where the student graduated Junior High School Transcript, with remarks “Graduated and Eligible for Admission to College” and “Copy for UPVisayas” (original)

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3. Birth Certificate Philippine Statistics Authority Filipino Student PSA-issued Certificate of Live Birth (1 original) Foreign Student born in the Philippines PSA-issued Certificate of Live Birth (1 original)

Foreign Student born abroad Issuing Agency abroad Registry of Birth (1 original) 4. Medical Certificate (1 original) Health Services Unit (Miagao/Iloilo City campuses), UP Visayas

5. Special Power of Attorney for Legal Guardian (applicable to student Downloadable at the http://www.crs.upv.edu.ph whose provincial address is outside Iloilo province) (1 original)

6. Certificate of Completion of Bridging Program, if applicable (1 Teaching and Learning Resource Center, UP Visayas original) 7. 2 x 2 or passport size photos (2 pieces, original) Office of the University Registrar, UP Visayas

8. Long-size, cream-colored folder (1 piece)

9. Student Directory to be signed by the student at the OUR (upon completion of enrollment data at the crs.upv.edu.ph) (1 original)

Additional Requirements for Foreign Students(will be processed through the UPV Liaison Office at UP Diliman): 1. Student Visa 9(f) Bureau of Immigration 2. Alien Certificate of Registration (i-Card)

Additional Requirements for Students with Dual Citizenship(e.g. Filipino-American, Filipino-Chinese) who wishes to be considered as Filipino for the purpose of studying in UP Visayas

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1. Identification Certificate (1 photocopy, duly authenticated) Bureau of Immigration 2. Bio-page, Philippine Passport (1 photocopy, duly authenticated) Department of Foreign Affairs

PROCESSING CLIENT STEPS AGENCY ACTION FEES TO BE PAID PERSON RESPONSIBLE TIME 1. Submits requirements (Items 1 to 1. Receives the submitted None 5 minutes Charito Gavadan 8) documents School Credits Evaluator 1.1 Checks and verifies OUR authenticity of documents submitted 1.2 Posts in the CRSIS the submitted documents

2. Checks completeness of None 15 minutes Charito Gavadan information encoded by the School Credits Evaluator 2. Updates personal information and student at the CRSIS OUR enrollment data in the CRSIS 2.1 Prints Student Directory

3. Receives duly-signed 3. Signs and submits completely Student Directory and posts filled-out Student Directory. at the CRSIS

4. Prints and issues admission None 5 minutes Charito Gavadan 4. Receives admission slip School Credits Evaluator slip to the student OUR TOTAL None 25 minutes

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8. Issuance of Admission Slip to Incoming First Year Students through Automatic Admission/New Transfer/Second Degree/Non Degree/Special Students

The admission slip is issued to all incoming students who have complied with all the requirements during the admission process. The admission slip is the document that the students will present to their respective college/school upon enrolment. The admission processes for incoming students who are not admitted through UPCAT will start upon receipt of the Notice of Acceptance issued by the University Registrar.

The processing time is for one client being served at one time.

Office Office of the University Registrar Classification Simple Type of Transaction G2C – Government to Citizen Newly Admitted Incoming First Year Students through Automatic Admission/New Transfer/Second Degree/Non- Who may avail Degree/Special Students (Filipino and Foreign) CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Academic Records

For Transfer Students from other School/University:

a. Official Transcript of Records with remarks: “Copy for UPVisayas” (1 original) School/University last attended by the student b. Honorable Dismissal or Certificate of Transfer Credential (1 original)

For Transfer Students from other UP Units:

a. Official Transcript of Records with remarks: “Copy for UPVisayas” (1 original)

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b. Approved Permit to Transfer (1 original) c. University and College Clearances (1 original) 2. Birth Certificate Filipino Student PSA-issued Certificate of Live Birth (1 original) Philippine Statistics Authority Foreign Student born in the Philippines PSA-issued Certificate of Live Birth (1 original)

Foreign Student born abroad Registry of Birth (1 original) Issuing Agency abroad 3. Medical Certificate (1 original) Health Services Unit (Miagao/Iloilo City campuses), UP Visayas 4. Student Directory (1 original) Office of the University Registrar, UP Visayas 5. 2 x 2 or passport size photos (2 pieces, original) 6. Long-size, cream-colored folder (1 piece) Additional Requirements for Foreign Students(will be processed through the UPV Liaison Office at UP Diliman):

For Degree-Earning Foreign Students: 1. Student Visa 9(f) 2. Alien Certificate of Registration (i-Card) Bureau of Immigration

For Exchange Foreign Students: 1. Exchange Fellow Visa 47(a)(2) 2. Alien Certificate of Registration (i-Card) Additional Requirements for Foreign Students who is transferring from another Philippine school

1. Permit to Transfer Commission on Higher Education

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Additional Requirements for Students with Dual Citizenship(e.g. Filipino- American, Filipino-Chinese) who wishes to be considered as Filipino for the purpose of studying in UP Visayas

1. Identification Certificate (1 photocopy, duly authenticated) Bureau of Immigration 2. Bio-page, Philippine Passport (1 photocopy, duly authenticated) Department of Foreign Affairs FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits requirements and other 1. Receives the submitted documents None 5 minutes Charito Gavadan documents prescribed for every 1.1 Checks and verifies authenticity of School Credits Evaluator category of student documents submitted OUR 1.2 Posts in the CRSIS the submitted documents 2. Checks completeness of information None 15 minutes Charito Gavadan 2. Fills-up information at the reflected by the student at the School Credits Evaluator Student Directory Form Student Directory OUR 3. Signs and submits completely 3. Receives duly-signed Student filled-out Student Directory. Directory 4. Prints and issues admission slip to None 5 minutes Charito Gavadan 4. Receives admission slip School Credits Evaluator the student OUR TOTAL None 25 minutes

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9. Issuance of Authenticated Document (Off-peak Season-September to April)

Authenticated document is a machine copy of the original document duly certified by the University Registrar.The months of September to April are considered off-peak season where less than twenty-five (25) academic documents (i.e. diplomas, certifications, OTRs, authenticated documents, etc.) are being processed by the staff in-charge per day.

Office 1. Office of the University Registrar 2. Cash Office Classification Complex Type of G2C - Government to Client Transaction Who may avail UPV Graduates/UPV Former Students/UPV Active students CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Academic Document Request forms are available at the Office of 1. Duly accomplished academic request form the University Registrar and is downloadable at: www.crs.upv.edu.ph (1 Original/Fax/Scanned/Photocopy) 2. Original document

3. Any Government/Private Company-issued ID/passport, bearing photo and signature of UPV graduate (1 original)

Additional requirements to request and to claim by REPRESENTATIVE: 1. Duly signed authorization letter executed by the UPV graduate (1 Original or photocopy) 2. Photocopy of valid identification card of the UPV graduate (1 photocopy) Valid identification card of the representative (1 original)

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CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON PAID RESPONSIBLE

1. Presents accomplished academic 1. Receives the accomplished None 15 minutes Rosalie Piccio document request form and other academic document request School Credits Evaluator/ required documents formand other documents XC Siaton 1.1. Checks completeness of the Administrative Aide III For walk –in client: requirements and entries in OUR Proceeds toOUR door 2 the academic document

For email: request form Sends to 1.2. Searches and checks records [email protected] 1.3. Bills the client 1.4. Issues billing slip with For mail: corresponding fees Sends to The University Registrar, UP Visayas, 5023 Miagao, Iloilo

2. Presents billing slip and pays the 2. Receives billing slip and payment; PHP 20/page 1 day Amelin Natividad corresponding fee issues Official Receipt and returns Administrative Officer V billing slip to the walk-in client Cash Office, UPV For walk-in client: Miagao/ Ma. Mitzi Calawigan Proceeds to Cash Office For payment through banks/PMO, (For payment through Administrative Officer III the OUR staff presents the proof banks, the issuance Cash Office, UPV Iloilo For mail/email request: of payment or PMO to Cash of OR by the Cash City Sends payment through Postal Office and receives OR Office usually takes Money Order (PMO) or bank more than 1 day. In deposit and provides copy of this case the OUR proof of payment to OUR staff proceeds with step 3.) Page | 245

3. Reflects OR number in the 3. Receives academic document None 5 days, 7 hours Rosalie Piccio academic document request form request form and other School Credits Evaluator and submits to OUR door 2 with documents OUR accomplished clearance and billing 3.1. Checks and returns original slip; and presents OR OR to the client 3.2. Forwards to staff in-charge the academic document request form, student records and other documents

3.3. Starts processing the

authenticated document/s Ana Liza Subade Administrative Officer III CAS, CFOS, CM,SOTECH Rosalie Piccio School Credits Evaluator UPVCC and UPVTC OUR 3.4. Signs the prepared OTR/s Prof. Jose. Go University Registrar

OUR 3.5. Affixes dry seal to the authenticated document/s Rosalie Piccio School Credits Evaluator/ Ana Liza Subade Administrative Officer III OUR

4. Returns to OUR door 2 to claim the 4. Verifies OR/ID card None 15 minutes Rosalie Piccio authenticated document/s; presents 4.1. Searches records School Credits Evaluator/ OUR Page | 246

OR/Valid ID card 4.2. Checks the completeness of documents to be issued 4.3. Gives logbook to the client

5. For walk –in client, signs logbook 5. Issues the original and None 15 minutes Rosalie Piccio and receives theoriginal and authenticated document/s to walk- School Credits Evaluator/ authenticated document/s in client Ana Liza Subade Administrative Officer III XC Siaton *Client who requested that the For documents to be mailed: Administrative Aide III documents be sent through Prepares authenticated OUR mail awaits delivery. document/sto be mailed, encloses original and authenticated document/s in an envelope and forwards to staff in-charge of out-going communications to be brought to courier/post office for dispatch

Note: The staff in-charge awaits the confirmation/OR from the Cash Office before issuance or mailing the documents. TOTAL PHP 20/ 6 days, 7 hours, page 45 minutes

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10. Issuance of Authenticated Document (Peak Season-May to August)

Authenticated document is a machine copy of the original document duly certified by the University Registrar. The months of May to August are considered peak season where bulk requests for academic documents are received by the Office of the University Registrar (OUR)everyday. A maximum of twenty-five (25) academic documents (i.e. diplomas, certifications, OTRs, authenticated documents, etc.) are being processed by the staff in-charge per day.

Office 1. Office of the University Registrar 2. Cash Office Classification Simple Type of Transaction G2C - Government to Client Who may avail UPV Graduates/UPV Former Students/UPV Active students CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Duly accomplished academic request form Academic Document Request forms are available at the Office (1 Original/Fax/Scanned/Photocopy) of the University Registrar and is downloadable at: 2. Original document www.crs.upv.edu.ph 3. Any Government/Private Company-issued ID/passport bearing photo and signature of requestor (1 ID Card)/Passport

Additional requirements to request and to claim by REPRESENTATIVE: 1. Duly signed authorization letter executed by the UPV graduate (1 Original or photocopy) 2. Photocopy of valid identification card of the UPV graduate (1 photocopy) 3. Valid identification card of the representative (1 original)

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CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON PAID RESPONSIBLE

1. Presents accomplished 1. Receives the accomplished academic document None 15 minutes Rosalie Piccio academic document request form and other documents School Credits request form and other 1.1. Checks completeness of the requirements and Evaluator/ required documents entries in the academic document request form XC Siaton 1.2. Searches and checks records Administrative Aide III OUR For walk –in client: 1.3. Bills the client

Proceeds toOUR 1.4. Issues billing slip with corresponding fees door 2

For email: Sends to our.upvisayas@up. edu.ph

For mail: Sends to The University Registrar, UP Visayas, 5023 Miagao, Iloilo

2. Presents billing slip and 2. Receives billing slip and payment; issues Official PHP 20/page 1 day Amelin Natividad pays the corresponding Receipt (OR) and returns billing slip to the walk-in Administrative Officer V fee client Cash Office, UPV Miagao/ Ma. Mitzi Calawigan For walk-in client: For payment through banks/PMO, the OUR staff (For payment through Administrative Officer III Proceeds to Cash presents PMO/provides a copy of proof of payment banks, the issuance Cash Office, UPV Iloilo Office to the Cash Office of OR by the Cash City Page | 249

Office usually takes For mail/email more than 1 day. In request: this case, the OUR Sends payment staff proceeds with through Postal step 3.) Money Order (PMO) or bank deposit and provides copy of proof of payment to OUR

3. Reflects OR number in 3. Receives academic document request form and None 1 days, 7 hours Rosalie Piccio the academic document other documents School Credits request form and 3.1. Checks and returns original OR to the client Evaluator submits to OUR door 2 3.2. Forwards to staff in-charge the academic OUR with accomplished document request form, student records and clearance and billing other documents slip; and presents OR 3.3. Starts processing the authenticated document/s

Ana Liza Subade Administrative Officer III CAS, CFOS, 3.4. Signs the prepared OTR/s CM,SOTECH Rosalie Piccio 3.5. Affixes dry seal to the authenticated document/s School Credits Evaluator UPVCC and

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UPVTC OUR

Prof. Jose Go University Registrar OUR Ana Liza Subade Administrative Officer III CAS, CFOS, CM,SOTECH Rosalie Piccio School Credits Evaluator UPVCC and UPVTC OUR

4. Returns to OUR door 2 4. Verifies OR/ID card None 15 minutes Rosalie Piccio to claim the 4.1. Searches records School Credits authenticated 4.2. Checks the completeness of documents to be Evaluator/ document/s; presents issued OUR OR/Valid ID card 4.3. Gives logbook to the client

5. For walk –in client, 5. Issues the original and authenticated document/s to None 15 minutes Ana Liza Subade signs logbook and walk-in client Administrative Officer receives the original III/ and authenticated For documents to be mailed: Rosalie Piccio School Credits document/s Prepares authenticated document/sto be mailed, Evaluator/ encloses original and authenticated document/s in XC Siaton Page | 251

*Client who requested an envelope and forwards to staff in-charge of out- Administrative Aide III that the documents going communications to be brought to courier/post OUR be sent through office for dispatch mail awaits delivery. Note: The staff in-charge awaits the confirmation/OR from the Cash Office before issuance or mailing the documents.

TOTAL PHP 20/ 2 days, 7 hours, page 45 minutes

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11. Issuance of Certificate of Course Description

This certificate of Course Description is issued to UPV graduates, former students, and active students for purposes such as transfer to another school, further studies, and employment, among others.

Offices 1. Office of the University Registrar (OUR) 2. Cash Office (CO) Classification Complex Type of Transaction G2C – Government to Client Who may avail Graduates/Former Students/Active Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. First time request 1.1. Copy of accomplished clearance(1 original/fax/scanned Academic Document Request form is available at the Office of copy) the University Registrar (door 2) or at www.crs.upv.edu.ph 1.2. Duly accomplished academic request form (1 original/Fax/Scanned/photocopy) 1.3. Any Government/Private Company Issued ID bearing photo and signature of requestor (1 ID Card)/ Passport

2. Succeeding request 2.1 Duly accomplished academic request form (1 original/fax/scanned/ photocopy) 2.2 Any Government/Private Company Issued ID bearing photo and signature of requestor (1 ID Card)/ Passport

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Note: If claimed by representative: a. Duly signed authorization letter of the requestor (1 Original or photocopy) b. Photocopy of valid identification card of the requestor (1 photocopy) and valid ID card of the representative

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Presents academic document 1. Receives the accomplished None 15 minutes Angeline Nuevaespaña request form and other required academic document request Administrative Aide IV documents form and other required OUR documents For walk –in clients, proceed to: 1.1. Checks completeness of OUR door 2 required documents and the entries in the For emails send to: academic document [email protected]/ request form 1.2. Searches and checks For mails send to: records The University Registrar, 1.3. Bills the client UP Visayas, 5023 1.4. Issues billing slip with Miagao, Iloilo corresponding fees

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2. Presents billing slip and pays 2. Receives billing slip and PHP 40/page 1 day Amelin Natividad corresponding fee payment; issues Official Administrative Officer V Receipt (OR) and returns billing Cash Office - Miagao/ For walk-in client: slip to the walk-in client Ma. Mitzi Calawigan Proceed to Cash Office Administrative Officer III Cash Office - Iloilo City For payment through For mail/email request: banks/PMO Sends payment through the OUR staff presents the Postal Money Order proof of payment or PMO (PMO) or bank deposit to Cash Office and provides copy of the proof of payment to OUR

3. Reflects OR number in the 3. Receivesacademic documents None 5 days For steps 3 – 3.2: academic document request request form, billing slipand OR form; submits to OUR door 2 Angeline Nuevaespaña the form, copy of diploma and 3.1. Checks and returns Administrative Aide IV OUR billing slip; and presents OR original OR to the client

3.2. Starts processing the document/s Prof. Jose Go 3.3. Signs the prepared University Registrar document/s OUR

Angeline Nuevaespaña Administrative Aide IV 3.4. Affixes dry seal to the OUR document/s

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4. Returns to OUR door 2 to 4. Verifies OR/ID card None 15 minutes Angeline Nuevaespaña claim the requested 4.1 Searches records Administrative Aide IV document/s; present 4.2 Checks the OUR OR/Valid ID card completeness of document/s to be issued 4.3 Gives logbook to client

TOTAL PHP 40 / page 6 days, 30 minutes

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12. Issuance of Certificate of General Weighted Average/Grade Point Average (GWA/GPA)

The Certificate of GWA/GPA is issued to the requestor who is applying for next higher education degree and employment.

Offices 1. Office of the University Registrar (OUR) 2. Cash Office (CO) Classification Complex Type of Transaction G2C – Government to Client Who may avail Graduates/Former Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. First time request Academic Document Request form is available at 1.1 Copy of accomplished clearance(1 original) the Office of the University Registrar (door 2) or at 1.2 Duly accomplished academic request form www.crs.upv.edu.ph (1 original/Fax/Scanned/photocopy) 1.3 Any Government/Private Company Issued ID bearing photo and signature of requestor (1 ID Card)/ Passport

2. Succeeding request 2.1 Duly accomplished academic request form (1 original/Fax/Scanned/photocopy) 2.2 Any Government/Private Company Issued ID bearing photo and signature of requestor (1 ID Card)/ Passport

Note: If claimed by representative: a. Duly signed authorization letter of the requestor (1 Original or photocopy)

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b. Photocopy of valid identification card of the requestor (1 photocopy) and valid ID card of the representative

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Receives the accomplished 1. Presents academic document academic document request None 15 minutes Angeline request form and other required form and other required Nuevaespaña documents documents Administrative 1.1. Checks completeness of Aide IV For walk –in client: required documents and OUR Proceeds to OUR door 2 the entries in the academic document For emails: request form Sends 1.2. Searches and checks [email protected]/ records 1.3. Bills the client For mail: 1.4. Issues billing slip with Sends to corresponding fees The University Registrar, UP Visayas, 5023 Miagao, Iloilo

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2. Presents billing slip and pays 2. Receives billing slip and PHP 100/ 1 day Amelin Natividad corresponding fee payment; issues Official Receipt computation/degr Administrative and returns billing slip to the ee Officer V For walk-in client: walk-in client Cash Office, UPV Proceeds to Cash Office PHP 40/ copy Miagao/ Ma. Mitzi For payment through Calawigan For mail/email request: banks/PMO Administrative Sends payment through Postal the OUR staff presents the Officer III Money Order (PMO) or bank proof of payment or PMO to Cash Office, UPV deposit and provides copy of the Cash Office Iloilo City proof of payment to OUR

3. Reflects OR number in the 3. Receives request form, OR and None 4 days For steps 3 - 3.2 academic document request form; billing slip Angeline submits to OUR door 2 the form, 3.1. Checks and returns Nuevaespaña copy of diploma and billing slip; original OR to the client Administrative Aide and presents OR 3.2. Forwards records/files of IV OUR the student to the

Records section

3.3. Evaluates academic For step 3.3 records and computes Febe Miayo GWA/GPA based on Administrative student’s academic Officer III (Records program Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/

Denivi Hazel Page | 259

Medida Student Records Evaluator I 3.4. Starts processing the OUR document/s Angeline Nuevaespaña 3.5. Signs the prepared Administrative Aide document/s IV OUR

Prof. Jose Go 3.6. Affixes dry seal to the University document/s Registrar OUR

Angeline Nuevaespaña Administrative Aide IV OUR

4. Returns to OUR door 2 to claim the 4. Verifies OR/ID card None 15 minutes Angeline requested document/s; present 4.1. Searches records Nuevaespaña OR/Valid ID card 4.2. Checks the Administrative Aide completeness of IV document/s to be issued OUR 4.3. Gives logbook to client

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5. For walk–in clients, signs logbook 5. Issues requested document/s for None 15 minutes Angeline and receives requested walk–in client Nuevaespaña document/s Administrative For document/s to be mailed: Aide IV/ Prepares document/s for XC Siaton For mailing: mailing; encloses Administrative Client awaits for the delivery of the document/s in an envelope Aide III requested document/s and forwards to staff in- OUR charge of out-going communications to be brought to courier/post office for dispatch

TOTAL PHP 100/ 4 days, computation/de 35 minutes gree

PHP 40/copy

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12. Issuance of Certification (Class Ranking for Students with student number prior to 2007)

This service is only for students prior to 2007 who do not have records in the CRSIS. Prepare certification after grades are manually encoded, computed and evaluated.

1. Office of the University Registrar Offices 2. Cash Office Classification Simple Type of Transaction G2C – Government to Citizen Who may avail All UPV Graduates CHECKLIST OF REQUIREMENTS WHERE TO SECURE Duly accomplished academic document request form (1 Office of the University Registrar or at http://crs.upv.edu.ph Original/Fax/Scanned/ Photocopy) FEES TO BE PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID TIME 1. Submits accomplished 1. Checks, evaluates and verifies None 10 minutes Rosalie Piccio request form student’s record School Credits Evaluator 1.1. Assesses and prepares 2 minutes OUR billing slip 2. Pays fee at the Cash Office 2. Receives payment and issues PHP 40/copy 5 minutes Amelin Natividad Official Receipt (OR) Administrative Officer V Cash Office, UPV Miagao/ Ma. Mitzi Calawigan Administrative Officer III Cash Office, UPV Iloilo City 3. Reflects OR details in the 3. Verifies payment and forwards 2 minutes Rosalie Piccio School Credits Evaluator Page | 262

request form and presents request to the respective Record OUR to OUR staff Management Services Staff

3.1 Checks the graduation None 1hour Febe Miayo dates and the list of Administrative Officer III graduates for the particular (Records Officer II)/ class in the archives Herbert Nalagay Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

3.2 Collects folder of all 2 days Febe Miayo students, encodes grade Administrative Officer III and manually computes (Records Officer II)/ individual GWA for the Herbert Nalagay particular class Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

Febe Miayo 3.3 Verifies student’s ranking Administrative Officer III and prepares certification (Records Officer II)/ Herbert Nalagay Administrative Officer V 1 hour (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

3.4 Signs the certification None 1day Prof. Jose Go Page | 263

University Registrar OUR

4. Signs logbook and 4. Issues the certification to client None 2 minutes Febe Miayo receives the certification Administrative Officer III (Records Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR 3 days, 2 hours, TOTAL PHP 40/copy 21 minutes

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13. Issuance of Certification (Class Ranking for Students with student number starting 2007onwards)

This service is available for students with records in the CRSIS. Grades generated from the CRSIS are evaluated and computed prior to the preparation of certification.

1. Office of the University Registrar Offices 2. Cash Office Classification Simple Type of G2C – Government to Citizen Transaction Who may avail All UPV Graduates CHECKLIST OF REQUIREMENTS WHERE TO SECURE Duly accomplished academic document request form (1 Office of the University Registrar or at http://crs.upv.edu.ph Original/Fax/Scanned/ Photocopy) FEES TO BE PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID TIME 1. Submits accomplished request 1. Checks, evaluates and verifies None 10 minutes Rosalie Piccio form student’s record 2 minutes School Credits Evaluator 1.1. Assesses and prepares OUR billing slip

2. Pays fee at the Cash Office 2. Receives payment and issues PHP 40/ copy 5 minutes Amelin Natividad Official Receipt (OR) Administrative Officer V Cash Office, UPV Miagao/ Ma. Mitzi Calawigan Administrative Officer III Cash Office, UPV Iloilo City Page | 265

3. Reflects OR details in the 3. Verifies payment and forwards Rosalie Piccio request form and presents to request to the respective School Credits Evaluator 2 minutes OUR staff Record Management Section OUR Staff 3.1 Checks the graduation Febe Miayo dates and the list of Administrative Officer III graduates for the (Records Officer II)/ particular class. Herbert Nalagay Administrative Officer V (Records 5 minutes Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

3.2 Collects necessary Febe Miayo information from the Administrative Officer III CRSIS and computes (Records Officer II)/ individual GWA for the Herbert Nalagay particular class 4 hours Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR 3.3 Verifies student’s ranking and prepares certification Febe Miayo Administrative Officer III (Records Officer II)/ Herbert Nalagay 1 hour Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

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3.4 Signs the certification None 1day Prof. Jose Go University Registrar OUR

4. Signs logbook and receives 4. Issues the certification to client None 2 minutes Febe Miayo certification Administrative Officer III (Records Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR 1 day, 5 TOTAL PHP 40/ copy hours, 26 minutes

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14. Issuance of Certification (with Grades for CHED and other Scholarships)

A certification is issued to student which includes enrolment, grades, and other academic-related information for a specific term/semester.

Offices Office of the University Registrar Classification Simple Type of Transaction G2C – Government to Citizen; Who may avail CHED Scholars CHECKLIST OF REQUIREMENTS WHERE TO SECURE Templates (applicable for CHED scholarship only) CHED (applicable for CHED scholarship only)

FEES TO BE PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID TIME 1. Submits templates, if 1. Checks, evaluates and verifies applicable. student’s record None 10 minutes For items 1 and 1.1 1.1 Accomplishes templates of Febe Miayo certifications Administrative Officer III (Records Officer II)/ Herbert Nalagay Administrative Officer V

(Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

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1.2 Signs certifications 1 day Prof. Jose Go University Registrar OUR 2. Receives certifications 3. Issues certifications None 5 minutes Febe Miayo Administrative Officer III (Records Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR None 1 day, 15 minutes TOTAL

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15. Issuance of Certification (with grades for cross registrants from other Schools/Universities other than UP)

Processing and issuance of the Certification begins at the end of the semester/term or upon posting of final grades at the CRSIS. Offices 1. Office of the University Registrar 2. School or University the Student Belongs Classification Simple Type of Transaction GTB – Government to Business/G2G- Government to Government Who may avail The Cross Registrant/authorized representative/School/University other than UP units CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Photocopy of duly approved Cross Registration request 2. Original Form 5 (Registration Form) 3. 1 Valid ID of the authorized representative CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Requests certification of 1. Checks if grades are posted at None 10 minutes final grades for subjects the CRSIS and rechecks the For steps 1 & 1.2: enrolled after the end documents forwarded by the Herbert Nalagay semester/term at the Colleges/School. Administrative Officer V (RO III) OUR. (CAS/CFOS/SOTECH) Febe Miayo

Administrative Officer III (RO II) (CM) Denivi Hazel Medida Student Records Evaluator I (UPVTC) 1.2 Prepares the certification None 10 minutes OUR

1.3 Signs the certification None 1 day Prof. Jose Go University Registrar OUR Page | 270

2. Signs logbook and 2. Issues the document to the client None 5 minutes Herbert Nalagay receives the document or his/her authorized Administrative Officer V (RO III) upon presenting any valid representative (CAS/CFOS/SOTECH) ID. Febe Miayo Administrative Officer III (RO II) (CM) Denivi Hazel Medida

Student Records Evaluator I (UPVTC) OUR

TOTAL None 1 day, 25 minutes

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16. Issuance of Certifications (Graduation, Honorable Dismissal (HD), Certificate of Transfer Credentials (CTC), Certification, Authentication and Verification (CAV), Medium of Instruction, Units Earned, No Special Order, Philippine Law School Test (PhilSAT), Grading System, & Prospective Candidate forGraduation)

The Certificate of Graduation is issued to new UPV graduates while their diploma is being processed. The same certification is issued to affirm the graduation, degree earned, and date of graduation of UPV graduates for purposes of employment, promotion, and further studies, among others.

The Certificate of Honorable Dismissal (HD) is a certification stating that UPV does not issue HD to UPV graduates.

The Certificate of Transfer Credentials (CTC) is issued to UPV students transferring to another college/school/university outside of the UP System.

The Certification, Authentication, and Verification (CAV) is issued to UPV students/graduates applying for Authentication at the DFA or complying with the requirement of the Department of Education.

The Certificate of Medium of Instruction is issued to UPV students stating that English is generally used as the Medium of Instruction of UP Visayas.

The Certificate of Units Earned is issued to UPV students/graduates for purposes of employment, promotion, or further studies.

The Certificate of No Special Order is issued to UPV students, stating that UP Visayas being a state university is exempted from issuance of Special Order.

A certification is issued to UPV students for the Philippine Law School Test (PhilSAT) purpose stating the status whether the applicant is graduating, on the final/last year of studies, or has graduated with degree and date of graduation indicated.

The Certificate of Grading System is issued to UPV students/graduates for purposes of employment, promotion, or further studies, certifying the equivalent in percentage, letter grade, and grade points of the University of the Philippines grade.

The Certificate of Prospective Candidate for Graduation is issued to UPV students who applied for graduation.

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Offices 1. Office of the University Registrar (OUR) 2. Cash Office (CO) Classification Simple Type of Transaction G2C – Government to Client Who may avail Graduates/Former Students/Active Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. First time request a. Copy of accomplished clearance (1 original) Academic Document Request form is available at b. Duly accomplished academic request form the Office of the University Registrar (door 2) or at (1 original/Fax/Scanned/photocopy) www.crs.upv.edu.ph c. Any Government/Private Company Issued ID bearing photo and signature of requestor (1 ID Card)/ Passport

2. Succeeding request a. Duly accomplished academic request form (1 original/Fax/Scanned/photocopy) b. Any Government/Private Company Issued ID bearing photo and signature of requestor (1 ID Card)/ Passport

Note: If claimed by representative: a. Duly signed authorization letter of the requestor (1 Original or photocopy) b. Photocopy of valid identification card of the requestor (1 photocopy) and valid ID card of the representative

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CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE

1. Presents academic document 1. Receives the accomplished academic None 15 minutes Rosalie Piccio request form and other required document request form and other School Credits Evaluator/ documents required documents Angeline Nuevaespaña 1.1. Checks completeness of required Administrative Aide IV OUR For walk –in client: documents and the entries in the

Proceeds to OUR door 2 academic document request form 1.2. Searches and checks records For emails: 1.3. Bills the client Sends to 1.4. Issues billing slip with [email protected]/ corresponding fees

For mail: Sends to The University Registrar, UP Visayas, 5023 Miagao, Iloilo

2. Presents billing slip and pays 2. Receives billing slip and payment; issues PHP 40/ 1 day Amelin Natividad corresponding fee Official Receipt and returns billing slip to copy Administrative Officer V the walk-in client Cash Office, UPV For walk-in client: Miagao/ Ma. Mitzi Calawigan Proceeds to Cash Office For payment through banks/PMO Administrative Officer III the OUR staff presents the proof of Cash Office, UPV Iloilo For mail/email request: payment or PMO to Cash Office City Sends payment through Postal Money Order (PMO) or bank deposit and provides copy of the proof of payment to OUR Page | 274

3. Reflects OR number in the academic 3. Receivesacademic documents request form, None 1 day, 7 hours For steps 3 – 3.2: document request form; submits to billing slipand OR Rosalie Piccio OUR door 2 the form, copy of School Credits Evaluator/ diploma and billing slip; and presents 3.1. Checks and returns original OR to the Angeline Nuevaespaña Administrative Aide IV OR client OUR

3.2. Starts processing the document/s

3.3. Signs the prepared document/s Prof. Jose Go University Registrar OUR

3.4. Affixes dry seal to the document/s Angeline Nuevaespaña Administrative Aide IV OUR

4. Returns to OUR door 2 to claim the 4. Verifies OR/ID card None 15 minutes Administrative Aide IV requested document/s; present 4.1. Searches records OUR OR/Valid ID card 4.2. Checks the completeness of document/s to be issued 4.3. Gives logbook to client

5. For walk–in client, signs logbook 5. Issues requested document/s for walk–in None 15 minutes Angeline Nuevaespaña and receives requested document/s client Administrative Aide IV/ XC Siaton For mailing: For document/s to be mailed: Administrative Aide III OUR Client awaits for the delivery of Prepares document/s for mailing;

the requested document/s encloses document/s in an envelope and forwards to staff in-charge of

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out-going communications to be brought to courier/post office for dispatch

TOTAL PHP 40/page 2 days, 7 hours, 45 minutes

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17. Issuance of Certified Diploma Text/English Translation of Diploma(Off-peak Season-September to April)

The certified diploma text is issued toUP Visayas graduatesfrom 1988 and earlier while the English translation of the diploma is issued to UP Visayas graduates from 1989 to present. These documents are requested by the graduates for employment and further studies abroad. The certified diploma text/English translation of diplomacan only be issued after the original diploma was claimed.The months of September to April are considered off-peak season where less than twenty-five (25) academic document (i.e. diplomas, certifications, OTRs, authenticated documents, etc.) are being processed by the staff in-charge.

Office 1.Office of the University Registrar 2. Cash Office Classification Simple Type of Transaction G2C - Government to Client Who may avail UPV Graduates CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Copy of diploma (1 photocopy) Academic Document Request form is available at the Office of 2. Duly accomplished academic request form the University Registrar (door 2) oratwww.crs.upv.edu.ph (1 Original/Fax/Scanned/Photocopy) 3. Any Government/Private Company-issued ID/passport, bearing photo and signature of UPV graduate (1 original)

Additional requirements to request and claim by REPRESENTATIVE: 1. Duly signed authorization letter executed by theUPV graduate (1 Original or photocopy) 2. Photocopy of valid identification card of the UPV graduate (1 photocopy) 3. Valid identification card of the representative (1 original)

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CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON PAID RESPONSIBLE

1. Presents accomplished academic 1. Receives the accomplished None 15 minutes Rosalie Piccio document request form and other academic document request form School Credits required documents other required documents Evaluator/ 1.1 Checks completeness of required XC Siaton Administrative Aide III For walk –in client: documents and the entries in the OUR Proceeds to OUR door 2 academic document request form

1.2 Searches and checks records For email: 1.3 Bills the client Sends to 1.4 Issues billing slip with [email protected] corresponding fees

For mail: Sends to The University Registrar, UP Visayas, 5023 Miagao, Iloilo

2. Presents billing slip and pays 2. Receives billing slip and payment; PHP 50/ 1 day Amelin Natividad corresponding fee issues Official Receipt and returns copy Administrative Officer V billing slip to the walk-in client Cash Office, UPV For walk-in client: Miagao/ Ma. Mitzi Calawigan Proceeds to Cash Office For payment through (For payment through Administrative Officer banks/PMO, the OUR staff banks, the issuance of III For mail/email request: presents PMO/provides a copy OR by the Cash Cash Office, UPV Iloilo Sends payment through Postal the proof of payment or PMO Office usually takes City Money Order (PMO) or bank to Cash Office more than 1 day. In deposit and provides copy of proof this case the OUR of payment to OUR staff proceeds with step 3.)

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3. Reflects OR number in the 3. Receives academic document None 1 day, 7 hours Rosalie Piccio academic document request form; request form, copy of diploma, School Credits submits to OUR door 2 the form, billing slip and OR Evaluator copy of diplomaand billing slip; and 3.1. Checks and returns original OUR

presents OR OR to the client

3.2. Forwards to staff in-charge the academic document request form, copy of diploma, billing slip and records 3.3. Starts processing the document/s Analiza Subade Administrative Officer 3.4. Signs the prepared III OUR document/s

Prof. Jose Go 3.5. Affixes dry seal to the University Registrar document/s OUR Analiza Subade Administrative Officer III OUR

4. Returns to OUR door 2 to claim the 4. Verifies OR/ID card None 15 minutes Rosalie Piccio requested documents; presents 4.1. Searches records School Credits OR/Valid ID card 4.2. Checks the completeness Evaluator OUR Page | 279

of document/s to be issued 4.3. Gives logbook to the client

5. For walk –in client, signs logbook 5. Issues requested document/sfor None 15 minutes Rosalie Piccio and receivesrequested document/s walk-in client School Credits Evaluator/ *Clients who requested that the For documents to be mailed: Ana Liza Subade Administrative Officer documents be sent through mail Prepares document/s for III/ awaits delivery. mailing; encloses document/s XC Siaton in an envelope and forwards to Administrative AideIII staff in-charge of out-going OUR communications to be brought to courier/post office for dispatch

Note: The staff in-charge awaits the confirmation/OR from the Cash Office before issuance or mailing the documents.

TOTAL PHP 50/copy 2 days, 7 hours, 45 minutes

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18. Issuance of Certified Diploma Text/ English Translation of Diploma (Peak Season-May to August)

The certified diploma text is issued to UP Visayas graduates from 1988 and earlier while the English translation of the diploma is issued to UP Visayas graduates from 1989 to present. These documents are also requested by the graduates for employment and further studies abroad. The certified diploma text/English translation of diploma can only be issued after the original diploma was claimed. The months of May to August are considered peak season where bulk requests for academic documents are received by the Office of the University Registrar (OUR) everyday. A maximum of twenty-five (25) academic documents (i.e. diplomas, certifications, OTRs, authenticated documents, etc.) are being processed by the staff in-charge per day.

Office 1.Office of the University Registrar 2. Cash Office Classification Complex Type of Transaction G2C - Government to Client Who may avail UPV Graduates CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Copy of diploma (1 photocopy) Academic Document Request form is available at 2. Duly accomplished academic request form the Office of the University Registrar (door 2) or at (1 Original/Fax/Scanned/Photocopy) www.crs.upv.edu.ph 3. Any Government/Private Company-issued ID/passport, bearing photo and signature of UPV graduate (1 original)

Additional requirements to request and claim by REPRESENTATIVE: 1. Duly signed authorization letter executed by theUPV graduate (1 Original or photocopy) 2. Photocopy of valid identification card of the UPV graduate (1 photocopy) 3. Valid identification card of the representative (1 original)

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CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE

1. Presents accomplished academic 1. Receives the accomplished None 15 minutes Rosalie Piccio document request form and other academic document request School Credits required documents form other required documents Evaluator/ 1.1. Checks completeness of XC Siaton Administrative For walk –in client: required documents and Aide III Proceeds toOUR door 2 the entries in the academic OUR document request form For email: 1.2. Searches and checks Sends to [email protected] records

For mail: 1.3. Bills the client Sends to 1.4. Issues billing slip with The University Registrar, corresponding fees UP Visayas, 5023 Miagao, Iloilo

2. Presents billing slip and pays 2. Receives billing slip and PHP 50/ 1 day Amelin Natividad corresponding fee payment; issues Official Receipt copy Administrative and returns billing slip to the Officer V For walk-in client: walk-in client Cash Office, UPV Miagao/ Proceeds to Cash Office Ma. Mitzi For payment through (For payment Calawigan For mail/email request: banks/PMO, the OUR staff through banks, Administrative Sends payment through Postal Money presents PMO/provides a the issuance of Officer III Order (PMO) or bank deposit and copy of proof of payment to OR by the Cash Cash Office, UPV provides copy of proof of payment to Cash Office Office usually Iloilo City OUR takes more than 1 day. In this case the OUR

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staff proceeds with step 3.)

3. Reflects OR number in the academic 3. Receives academic document document request form; submits to OUR request form, copy of diploma, None 5 days, 7 hours Rosalie Piccio door 2 the form, copy of diploma and billing slipand OR School Credits billing slip; and presents OR 3.1. Checks and returns Evaluator OUR original OR to the client

3.2. Forwards to staff in-charge the academic document request form, copy of diploma, billing slip and records 3.3. Starts processing the Ana Liza Subade document/s Administrative Officer III 3.4. Signs the prepared OUR document/s Prof. Jose Go University

Registrar OUR 3.5. Affixes dry seal to the document/s Ana Liza Subade Administrative Officer III OUR

4. Returns to OUR door 2 to claim the 4. Verifies OR/ID card None 15 minutes Rosalie Piccio requested documents; presents OR/Valid 4.1. Searches records School Credits ID card 4.2. Checks the completeness Evaluator OUR Page | 283

of document/s to be issued 4.3. Gives logbook to the client

5. For walk –in client, signs logbook and 5. Issues requested document/sfor None 15 minutes Rosalie Piccio

receives requested document/s walk-in client School Credits Evaluator/ *Clients who requested that the For documents to be mailed: Ana Liza Subade Administrative documents be sent through mail Prepares document/s for Officer III awaits delivery. mailing encloses XC Siaton document/s in an envelope Administrative and forwards to staff in- Aide III charge of out-going OUR communications to be brought to courier/post office for dispatch

Note: The staff in-charge awaits the confirmation/OR from the Cash Office before issuance or mailing the documents.

TOTAL PHP 50/ 6 days, 7 hours, copy 50 minutes

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19. Issuance of CRSIS login credentials

UPV students and employees are required to have login credentials in accessing the CRSIS while enrolled in the university.

Office Computerized Registration and Student Information System Office Classification Simple Type of Transaction G2C (Government to Citizen) Who may avail UPV Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Any valid ID with photo – (1ID) CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Registers at CRS logbook and 1. Gives the logbook to the client none 1 minute Rina-Joy Ambatang surrenders valid ID 1.1. Checks ID presented 1 minute Information Systems Analyst 1.2. Generates login credential 2 minutes III/ Fermar Novilla 1.3. Issues login credential to the client 1 minute Information Systems Analyst II CRSIS TOTAL none 5 minutes

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20. Issuance of Diploma

Diploma is a document granted by the Board of Regents after confirming the degree of the UPV graduate. It is available one (1) year after the Commencement Exercises of every academic year. This document is issued only once and should be claimed personally or by an authorized representative.

Office Office of the University Registrar

Classification Simple Type of Transaction G2C - Government to Client Who may avail UPV Graduates CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished clearance (1original) Note: For the required clearance, please refer to the Issuance If the student has been issued with OTR, clearance is no longer of Manual or Paperless Clearance Service Specification. requiredsince it is already with the OUR file. 2. Any Government/Private Company-issued ID/passport, bearing photo and signature of UPV graduate (1 original)

Additional requirements to request and claim by REPRESENTATIVE: 1. Duly signed authorization letter executed by the UPV graduate (1 Original or photocopy) 2. Photocopy of valid identification card of the UPV graduate (1 photocopy) 3. Valid identification card of the representative (1 original)

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON PAID RESPONSIBLE 1. Presents valid identification card 1. Receives the ID card None 15 minutes Rosalie Picco 1.5. Searches records School Credits Page | 286

1.6. Checks clearance on file Evaluator 1.7. Gives logbooks to the client OUR for signature

2. Signs logbooks and receives diploma 2. Prepares diploma for issuance None 15 minutes Rosalie Piccio 2.1. Affixes dry seal to the School Credits diploma Evaluator 2.2. Photocopies the diploma for OUR

file 2.3. Checks signatures on the logbooks 2.4. Issues diploma to the client and returns ID card TOTAL None 30minutes

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21. Issuance of Letter of No Objection

The Letter of No Objection is a document informing the last school attended of the student prior to UPV that the University interposes no objection to his/her intention to secure Official transcript of Records.

Office 1.Office of the University Registrar 2. Cash Office Classification Simple Type of Transaction G2C - Government to Client Who may avail UPV Graduates/UPV Former Students/UPV Active students CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished clearance, not required to active students (1original) Academic Document Request form is available at the Office If the student has been issued with OTR, clearance is no longer required since it is of the University Registrar (door 2) oratwww.crs.upv.edu.ph already with the OUR file. 2. Duly accomplished academic request form Note: For the required clearance, please refer to the (1 Original/Fax/Scanned/Photocopy) Issuance of Manual or Paperless Clearance Service 3. Letter request for the LONO indicating the purpose of acquiring the Specification. academic records from school attended immediately prior to UPV 4. Any Government/Private Company-issued ID/passport, bearing photo and signature of UPV graduate (1 original)

Additional requirements to request and claim by REPRESENTATIVE: 1. Duly signed authorization letter executed by the UPV graduate (1 Original or photocopy) 2. Photocopy of valid identification card of the UPV graduate (1 photocopy) 3. Valid identification card of the representative (1 original)

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CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON PAID RESPONSIBLE

2. Presents accomplished academic 2. Receives the accomplished None 15 minutes Rosalie Piccio document request form and other academic document request form School Credits required documents and other required documents Evaluator/ 2.1 Checks completeness of XC Siaton Administrative Aide III For walk –in client: required documents and the OUR Proceeds to OUR door 2 entries in the academic

document request form For email: 2.2 Searches and checks records Sends to 2.3 Bills the client [email protected] 2.4 Issues billing slip with

For mail: corresponding fees Sends to The University Registrar, UP Visayas, 5023 Miagao, Iloilo

3. Presents billing slip and pays 4. Receives billing slip and payment; PHP 40/ 1 day Amelin Natividad corresponding fee issues Official Receipt and returns copy Administrative Officer billing slip to walk-in client V For walk-in client: Cash Office, UPV Miagao/ Proceeds to Cash Office For payment through Ma. Mitzi Calawigan banks/PMO, the OUR staff Administrative Officer For mail/email request: presents PMO/providesa copy III Sends payment through Postal Money of proof of payment to Cash Cash Office, UPV Order (PMO) or bank deposit and Office Iloilo City provides copy of proof of payment to OUR

5. Reflects OR number in the academic 5. Receives academic document None 1 day, 7 hours Rosalie Piccio document request form; submits to request form, billing slipand OR School Credits Page | 289

OUR door 2 the form and billing slip; 5.1. Checks and returns original Evaluator and presents OR OR to the client OUR 5.2. Starts processing the document/s 5.3. Signs the prepared

document/s Prof. Jose Go University Registrar OUR

5. Returns to OUR door 2 to claim the 6. Verifies OR/ID card None 15 minutes Rosalie Piccio requested documents; presents 6.1. Searches records School Credits OR/Valid ID card 6.2. Checks the completeness Evaluator of document/s to be issued OUR 6.3. Gives logbook to the client

6. For walk –in client, signs logbook 6. Issues requested document/s for None 15 minutes Rosalie Piccio and receives requested document/s walk-in client School Credits Evaluator *For clients who requested that the Documents for mailing: OUR

documents be sent through mail Prepares document/s for

awaits delivery. mailing; encloses document/s in an envelope and forwards to staff in-charge of outgoing communications to be brought to courier/post office for dispatch

TOTAL PHP 40/copy 2 days, 7 hours, 45 minutes

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22. Issuance of Official Transcript of Records (First Time Request During Peak Season-May to August)

Student records are confidential and being released only upon the request of the student or appropriate institutions. Partial” Official Transcript of Records (OTR) is not issued. A request for OTR is considered first time if the student has not requested an OTR after last enrolment in UPV. The months of May to August are considered peak season where bulk requests for academic documents are received by the Office of the University Registrar (OUR)everyday. A maximum of twenty-five (25) academic documents (i.e. diplomas, certifications, OTRs, authenticated documents, etc.) are being processed by the staff in-charge per day.

Office 1. Office of the University Registrar 2. Cash Office Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail UPV Graduates/UPV Former Students/UPV Active students CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished clearance, not required to active students (1original) Academic Document Request forms are available at the Office of If the student has been issued with OTR, clearance is no longer required since it the University Registrar and is downloadable is already with the OUR file. atwww.crs.upv.edu.ph 2. Duly accomplished academic document request form (1 Original/Fax/Scanned/Photocopy) Note: For the required clearance, please refer to the Issuance of 3. Letter requesting for the issuance of OTR for active student duly Manual or Paperless Clearance Service Specification. approved by the University Registrar 4. Any Government/Private Company-issued ID/passport, bearing photo and signature of UPV graduate (1 original)

Additional requirements to request and claim by REPRESENTATIVE: 1. Duly signed authorization letter executed by the UPV graduate (1 Original or photocopy) Page | 291

2. Photocopy of valid identification card of the UPV graduate (1 photocopy) 3. Valid identification card of the representative (1 original)

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON PAID RESPONSIBLE

1. Presents accomplished academic 1. Receives the accomplished None 15 minutes Rosalie Piccio document request form and other academic document request form School Credits Evaluator/ required documents and other documents XC Siaton 1.2 Checks completeness of the Administrative Aide III For walk –in client: requirements and entries in OUR Proceeds to OUR door 2 the academic document request form For email: 1.3 Searches and checks records Sends to 1.4 Bills the client [email protected] 1.5 Issues billing slip with

For mail: corresponding fees Sends to The University Registrar, UP Visayas, 5023 Miagao, Iloilo

2. Presents billing slip and pays the 2. Receives billing slip and payment; PHP 50/ 1 day Amelin Natividad corresponding fee issues Official Receipt and returns page Administrative Officer V billing slip to the walk-in client Cash Office, UPV Miagao/ For walk-in client: Ma. Mitzi Calawigan Administrative Officer III Proceeds to Cash Office For payment through banks/PMO, (For payment through Cash Office, UPV Iloilo For mail/email request: the OUR staff presents banks, the issuance City Sends payment through Postal PMO/provides a copy of proof of of OR by the Cash Money Order (PMO) or bank payment or to Cash Office and Office usually takes Page | 292

deposit and provides copy of receives OR more than 1 day. In proof of payment to OUR this case the OUR staff proceeds with step 3.)

3. Reflects OR number in the academic 3. Receives academic document None 18 days, 7 hours Rosalie Piccio document request form and submits request form and other documents School Credits Evaluator to OUR door 2 with accomplished 3.1. Checks and returns original OUR clearance and billing slip; and OR to the client presents OR 3.2. Forwards to staff in-charge the academic document request form, student records and other documents 3.3. Starts processing the OTR/s Analiza Subade

Administrative Officer III (CAS, CFOS, CM,SOTECH) Rosalie Piccio School Credits Evaluator (UPVCC and UPVTC) OUR

3.4. Signs the prepared OTR/s Prof. Jose Go University Registrar OUR

4. Returns to OUR door 2 to claim the 4. Verifies OR/ID card None 15 minutes Rosalie Piccio OTR/s; presents OR/Valid ID card 4.1. Searches records School Credits Evaluator/ 4.2. Checks the completeness of OUR documents to be issued Page | 293

4.3. Gives logbook to the client

5. For walk –in client, signs logbook 5. Prepares OTR for issuance None 15 minutes Rosalie Piccio and receives the OTR/s 5.1. Affixes dry-seal School Credits Evaluator/ 5.2. Signs the document Ana Liza Subade *Client who requested that the documents 5.3. Issues to the walk-in client Administrative Officer III

be sent through mail awaits delivery. XC Siaton For documents to be mailed: Administrative Aide III Prepares OTR/s to be mailed, OUR encloses in an envelope and forwards to staff in-charge of outgoing communications to be brought to courier/post office for dispatch

Note: The staff in-charge awaits the confirmation/OR from the Cash Office before issuance or mailing the documents.

TOTAL PHP50/ 19 days, 7 hours, 45 minutes page

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23. Issuance of Official Transcript of Records (First Time Request During Off-peak Season-September to April)

Student records are confidential and information is released only at the request of the student or appropriate institutions. Partial” Official Transcript of Records (OTR) is not issued. A request for OTR is considered first time if the student has not requested an OTR after last enrolment in UPV. The months of September to April are considered off peak season where less than twenty-five (25) academic documents(i.e. diplomas, certifications, OTRs, authenticated documents, etc.) being processed by the staff in-charge per day.

Office 1. Office of the University Registrar 2. Cash Office Classification Complex Type of G2C - Government to Client Transaction Who may avail UPV Graduates/UPV Former Students/UPV Active students CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished clearance, not required to active students (1original) Academic Document Request forms are available at the Office of the If the student has been issued with OTR, clearance is no longer University Registrar and is downloadable atwww.crs.upv.edu.ph required since it is already with the OUR file. 2. Duly accomplished academic document request form Note: For the required clearance, please refer to the Issuance of (1 Original/Fax/Scanned/Photocopy) Manual or Paperless Clearance Service Specification. 3. Letter requesting for the issuance of OTR for active student duly approved by the University Registrar 4. Any Government/Private Company-issued ID/passport, bearing photo and signature of UPV graduate (1 original)

Additional requirements to request and claim by REPRESENTATIVE: 1. Duly signed authorization letter executed by the UPV graduate (1 Original or photocopy) 2. Photocopy of valid identification card of the UPV graduate (1

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photocopy) 3. Valid identification card of the representative (1 original) CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON RESPONSIBLE PAID

1. Presents accomplished 1. Receives the accomplished None 15 minutes Rosalie Piccio academic document academic document request form School Credits Evaluator/ request form and other and other documents XC Siaton required documents 1.1. Checks completeness of the Administrative Aide III requirements and entries in OUR For walk –in client: the academic document Proceeds to OUR door 2 request form 1.2. Searches and checks records For email: 1.3. Bills the client Sends to 1.4. Issues billing slip with [email protected] corresponding fees h

For mail: Sends to The University Registrar, UP Visayas, 5023 Miagao, Iloilo

2. Presents billing slip and pays 2. Receives billing slip and payment; PHP 50/ 1 day Amelin Natividad the corresponding fee issues Official Receipt and returns page Administrative Officer V billing slip to the walk-in client Cash Office, UPV Miagao/ For walk-in client: Ma. Mitzi Calawigan Administrative Officer III Proceeds to Cash Office For payment through banks/PMO, (For payment through Cash Office, UPV Iloilo City For mail/email request: the OUR staff presents banks, the issuance PMO/provides a copy of proof of of OR by the Cash Page | 296

Sends payment through payment or to Cash Office and Office usually takes Postal Money Order receives OR more than 1 day. In (PMO) or bank deposit this case the OUR and provides copy of proof staff proceeds with of payment to OUR step 3.)

3. Reflects OR number in the 3. Receives academic document None 5 days, 7 hours Rosalie Piccio academic document request request form and other School Credits Evaluator form and submits to OUR door documents OUR 2 with accomplished 3.1. Checks and returns original clearance and billing slip; and OR to the client presents OR 3.2. Forwards to staff in-charge the academic document request form, student records and other documents 3.3. Starts processing the OTR/s Ana Liza Subade Administrative Officer III (CAS, CFOS, CM,SOTECH)

Rosalie Piccio School Credits Evaluator (UPVCC and UPVTC) OUR

3.4. Signs the prepared OTR/s Prof. Jose Go University Registrar OUR

4. Returns to OUR door 2 to 4. Verifies OR/ID card None 15 minutes Rosalie Piccio claim the OTR/s; presents 4.1. Searches records School Credits Evaluator OR/Valid ID card 4.2. Checks the completeness of OUR

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documents to be issued 4.3. Gives logbook to the client

5. For walk –in client, signs 5. Prepares OTR for issuance None 15 minutes Rosalie Piccio logbook and receives the 5.1. Affixes dry-seal School Credits Evaluator/ OTR/s 5.2. Signs the document Ana Liza Subade 5.3. Issues to the walk-in client Administrative Officer III XC Siaton *Client who requested that Administrative Aide III the documents be sent For documents to be mailed: OUR through mail awaits Prepares OTR/s to be mailed, delivery. encloses in an envelope and forwards to staff in-charge of outgoing communications to be brought to courier/post office for dispatch

Note: The staff in-charge awaits the confirmation/OR from the Cash Office before issuance or mailing the documents.

TOTAL PHP 50/ 6 days, 7 hours, 45 minutes page

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24. Issuance of Official Transcript of Records (Succeeding Requests-Off Peak Season-September to April)

Student records are confidential and information is released only at the request of the student or appropriate institutions. Partial” Official Transcript of Records (OTR) is not issued. A request for OTR is considered succeeding if the student has already requested an OTR after last enrolment in UPV. The months of September to April are considered off peak season where less than twenty-five (25) academic documents(i.e. diplomas, certifications, OTRs, authenticated documents, etc.) are processed by the staff in-charge per day.

Office 1. Office of the University Registrar 2. Cash Office Classification Simple Type of Transaction G2C - Government to Client Who may avail UPV Graduates/UPV Former Students/UPV Active students CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished clearance, not required to active students (1original) Academic Document Request forms are available at the Office of If the student has been issued with OTR, clearance is no longer required since it is the University Registrar and is downloadable already with the OUR file. atwww.crs.upv.edu.ph 2. Duly accomplished academic document request form (1 Original/Fax/Scanned/Photocopy) Note: For the required clearance, please refer to the Issuance of 3. Letter requesting for the issuance of OTR for active student duly approved Manual or Paperless Clearance Service Specification. by the University Registrar 4. Any Government/Private Company-issued ID/passport, bearing photo and signature of UPV graduate (1 original)

Additional requirements to request and claim by REPRESENTATIVE: 1. Duly signed authorization letter executed by the UPV graduate (1 Original or photocopy) 2. Photocopy of valid identification card of the UPV graduate (1 photocopy)

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3. Valid identification card of the representative (1 original)

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON PAID RESPONSIBLE

1. Presents accomplished academic 1. Receives the accomplished None 15 minutes Rosalie Piccio document request form and other academic document request form School Credits Evaluator/ required documents and other documents XC Siaton 1.1. Checks completeness of the Administrative Aide III For walk –in client: requirements and entries in OUR Proceeds to OUR door 2 the academic document request form For email: 1.2. Searches and checks records Sends to 1.3. Bills the client [email protected] 1.4. Issues billing slip with

For mail: corresponding fees Sends to The University Registrar, UP Visayas, 5023 Miagao, Iloilo

2. Presents billing slip and pays the 2. Receives billing slip and payment; PHP 50/ 1 day Amelin Natividad corresponding fee issues Official Receipt and returns page Administrative Officer V billing slip to the walk-in client Cash Office, UPV Miagao/ For walk-in client: Ma. Mitzi Calawigan Administrative Officer III Proceeds to Cash Office For payment through banks/PMO, (For payment through Cash Office, UPV Iloilo For mail/email request: the OUR staff presents banks, the issuance City Sends payment through Postal PMO/provides a copy of proof of of OR by the Cash Money Order (PMO) or bank payment or PMO to the Cash Office usually takes deposit and provides copy of proof Office more than 1 day. In Page | 300

of payment to OUR this case the OUR staff proceeds with step 3.)

3. Reflects OR number in the academic 3. Receives academic document None 1 days, 7 hours Rosalie Piccio document request form and submits to request form and other documents School Credits Evaluator OUR door 2 with accomplished 3.1. Checks and returns original OUR clearance and billing slip; and presents OR to the client OR 3.2. Forwards to staff in-charge the academic document request form, student records and other documents 3.3. Starts processing the OTR/s Ana Liza Subade

Administrative Officer III (CAS, CFOS, CM,SOTECH) Rosalie Piccio School Credits Evaluator (UPVCC and UPVTC ) 3.4. Signs the prepared OTR/s OUR

Prof. Jose Go University Registrar OUR

4. Returns to OUR door 2 to claim the 4. Verifies OR/ID card None 15 minutes Rosalie Piccio OTR/s; presents OR/Valid ID card 4.1. Searches records School Credits Evaluator 4.2. Checks the completeness of OUR documents to be issued 4.3. Gives logbook to the client

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5. For walk –in client, signs logbook and 5. Prepares OTR for issuance None 15 minutes Rosalie Piccio receives the OTR/s 5.1. Affixes dry-seal School Credits Evaluator/ 5.2. Signs the document Ana Liza Subade *Client who requested that the 5.3. Issues to the walk-in client Administrative Officer III XC Siaton documents be sent through mail Administrative Aide III awaits delivery. For documents to be mailed: OUR Prepares OTR/s to be mailed, encloses in an envelope and forwards to staff in-charge of outgoing communications to be brought to courier/post office for dispatch

Note: The staff in-charge awaits the confirmation/OR from the Cash Office before issuance or mailing the documents.

TOTAL PHP 50/ 2 days, 7 hours, page 45 minutes

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25. Issuance of Official Transcript of Records (Succeeding Requests-Peak Season, May-August)

Student records are confidential and information is released only at the request of the student or appropriate institutions. Partial” Official Transcript of Records (OTR) is not issued. A request for OTR is considered succeeding if the student has already requested an OTR after last enrolment in UPV. The months of May to August are considered peak season where bulk requests for academic documents are received by the Office of the University Registrar (OUR)everyday. A maximum of twenty-five (25) academic documents (i.e. diplomas, certifications, OTRs, authenticated documents, etc.) are being processed by the staff in-charge per day.

Office 1. Office of the University Registrar 2. Cash Office Classification Complex Type of Transaction G2C - Government to Client Who may avail UPV Graduates/UPV Former Students/UPV Active students CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished clearance, not required to active students (1original) Academic Document Request forms are available at the Office of If the student has been issued with OTR, clearance is no longer required the University Registrar and is downloadable since it is already with the OUR file. atwww.crs.upv.edu.ph 2. Duly accomplished academic document request form (1 Original/Fax/Scanned/Photocopy) Note: For the required clearance, please refer to the Issuance of 3. Letter requesting for the issuance of OTR for active student duly approved Manual or Paperless Clearance Service Specification. by the University Registrar 4. Any Government/Private Company-issued ID/passport, bearing photo and signature of UPV graduate (1 original)

Additional requirements to request and claim by REPRESENTATIVE: 1. Duly signed authorization letter executed by the UPV graduate (1 Original or photocopy) 2. Photocopy of valid identification card of the UPV graduate (1 photocopy) Page | 303

3. Valid identification card of the representative (1 original)

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON PAID RESPONSIBLE

1. Presents accomplished academic 1. Receives the accomplished None 15 minutes Rosalie Piccio document request form and other academic document request form School Credits Evaluator/ required documents and other documents XC Siaton 1.1. Checks completeness of the Administrative Aide III For walk –in client: requirements and entries in OUR Proceeds to OUR door 2 the academic document request form For email: 1.2. Searches and checks records Sends to 1.3. Bills the client [email protected] 1.4. Issues billing slip with

For mail: corresponding fees Sends to The University Registrar, UP Visayas, 5023 Miagao, Iloilo

2. Presents billing slip and pays the 2. Receives billing slip and payment; PHP 50/ 1 day Amelin Natividad corresponding fee issues Official Receipt and returns page Administrative Officer V billing slip to the walk-in client Cash Office, UPV For walk-in client: Miagao/ Ma. Mitzi Calawigan Proceeds to Cash Office For payment through banks/PMO, (For payment through Administrative Officer III For mail/email request: the OUR staff presents banks, the issuance Cash Office, UPV Iloilo Sends payment through Postal PMO/provides a copy of proof of of OR by the Cash City Money Order (PMO) or bank payment or to Cash Office and Office usually takes deposit and provides copy of receives OR more than 1 day. In this case the OUR Page | 304

proof of payment to OUR staff proceeds with step 3.)

3. Reflects OR number in the academic 3. Receives academic document None 5 days, 7 hours Rosalie Piccio document request form and submits request form and other School Credits Evaluator to OUR door 2 with accomplished documents OUR clearance and billing slip; and 3.1. Checks and returns original presents OR OR to the client 3.2. Forwards to staff in-charge the academic document request form, student records and other documents 3.3. Starts processing the OTR/s

Ana Liza Subade Administrative Officer III/ (CAS, CFOS, CM,SOTECH ) Rosalie Piccio School Credits Evaluator (UPVCC and UPVTC ) OUR

3.4. Signs the prepared OTR/s Prof. Jose GO University Registrar OUR

4. Returns to OUR door 2 to claim 4. Verifies OR/ID card None 15 minutes Rosalie Piccio theOTR/s; presents OR/Valid ID card 4.1. Searches records School Credits Evaluator 4.2. Checks the completeness of OUR documents to be issued Page | 305

4.3. Gives logbook to the client

5. For walk –in client, signs logbook 5. Prepares OTR for issuance None 15 minutes Rosalie Piccio and receives the OTR/s 5.1. Affixes dry-seal School Credits Evaluator/ 5.2. Signs the document Ana Liza Subade *Client who requested that the 5.3. Issues to the walk-in client Administrative Officer III XC Siaton documents be sent through mail Administrative Aide III awaits delivery. For documents to be mailed: OUR Prepares OTR/s to be mailed, encloses in an envelope and forwards to staff in-charge of outgoing communications to be brought to courier/post office for dispatch

Note: The staff in-charge awaits the confirmation/OR from the Cash Office before issuance or mailing the documents.

TOTAL PHP 50/ 6 days, 7 hours, page 45 minutes

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26. Issuance of Student ID (Batch Processing of New File)

This service may be availed by currently enrolled students without files (photos and signatures) in the CRSIS database or students who intend to change their existing photo/signature for the printing of their student ID. Batch processing is done when more than five requests are received by the office within the first four hours of the working day. Several batches will be queued, and processing time will commence after a prior batch has finished processing.

1. Office of the University Registrar (OUR) Office 2. Office of the College Secretary (OCS)/Graduate Program Office (GPO)/Office of the Principal (OP) Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail All Currently Enrolled Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE First time ID request: Form 5 where P130.00 ID fee is reflected Office of the College Secretary/Graduate Program Office/Office of the Principal Succeeding ID request: Official Receipt (OR) for ID fee payment: P130.00 Cash Office

FEES TO BE PROCESSING PERSON CLIENT STEPS AGENCY ACTION PAID TIME RESPONSIBLE 1. Walk-in applicant: 1. Retrieves/Downloads and checks None 5 Minutes Fermar Novilla Presents Official Receipt at CRSIS Form 5/Official Receipt and Information Systems Office student’s records Analyst II OUR

Email: Attaches an electronic copy of the Official Receipt to email Page | 307

2. Walk-in applicant: 2. Checks the filled-out ID None 5 Minutes Fermar Novilla Fills-out the ID application application form and verifies Information Systems formprovided by the CRSIS staff information Analyst II OUR

Email: Provide student’s information (student number and full name) on email

3. Walk-in applicant: 3. Takes\Downloads photo None 5 Minutes Fermar Novilla Submits self for picture taking at the 3.1. Edits photos 2 Days Information Systems CRSIS Office or at the designated 3.2. Scans\Downloads and edit 1 Day Analyst II OUR area for picture-taking the signatures 3.3. Inputs\Updates information of 1 Day Email: students in the ID template Attaches files (electronic picture 3.4. Prints and verifies 2 Days and signature) on email and sends correctness and condition of it to [email protected] the IDs 10 Minutes 3.5. Forwards processed IDs to OUR staff

3.6. Prepares transmittal slip 10 Minutes XC Siaton 3.7. Forwards processed IDs to 1 Day Administrative Aide III respective College OUR Secretary’s staff or OVCA for pouch

3.8. Posts notification on the 3 Minutes Fermar Novilla student’s account or thru Information Systems text/email Analyst II OUR

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4. Receives ID at the designated 4. Issues IDs None 2 Minutes Fermar Novilla claiming area (CRSIS Office, Office Information Systems of the College Secretary, Graduate Analyst II OUR Program Office, Office of the Principal) as notified and signs or Administrative Aide/ logbook Administrative Assistant/ School Credits Evaluator OCS/GPO/OP 7 Days, 40 TOTAL None Minutes

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27. Issuance of Student ID (Individual Processing of New File)

This service may be availed by currently enrolled students without files (photos and signatures) in the CRSIS database or students who intend to change their existing photo/signature for the printing of their student ID. Individual processing is done when less than five ID requests were received within the first 4 hours of the working day, provided that there are no pending requests of IDs considered for batch processing.

1. Office of the University Registrar (OUR) Office 2. Office of the College Secretary (OCS)/Graduate Program Office (GPO)/Office of the Principal (OP)

Classification Complex

Type of Transaction G2C – Government to Citizen

Who may avail All Currently Enrolled Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE First time ID request: Form 5 where P130.00 ID fee is reflected Office of the College Secretary/Graduate Program Office/Office of the Principal Succeeding ID request: Official Receipt (OR) for ID fee payment: P130.00 Cash Office

FEES TO PROCESSING PERSON CLIENT STEPS AGENCY ACTION BE PAID TIME RESPONSIBLE 1. Walk-in applicant: 1. Retrieves/Downloads and checks None 5 Minutes Fermar Novilla Presents Official Receipt at CRSIS Form 5/Official Receipt and Information Systems Office student’s records Analyst II OUR

Email: Attaches an electronic copy of the

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Official Receipt to email 2. Walk-in applicant: 2. Checks the filled-out ID application None 5 Minutes Fermar Novilla Fills-out the ID application form form and verifies information Information Systems provided by the CRSIS staff Analyst II OUR

Email: Provide student’s information (student number and full name) on email

3. Walk-in applicant: 3. Takes\Downloads photo None 5 Minutes Fermar Novilla Submits self for picture taking at the 3.1. Edits the photo 10Minutes Information Systems CRSIS Office or at the designated area 3.2. Scans\Downloads and edits the 10 Minutes Analyst II OUR for picture-taking signature 3.3. Inputs\Updates information of 5Minutes Email: student in the ID template Attaches files (electronic picture and 3.4. Prints and verifies correctness 13Minutes signature) on email and sends it to and condition of the ID [email protected] 3.5. Forwards processed ID to OUR 10 Minutes staff

3.6. Prepares transmittal slip None 10 Minutes XC Siaton 3.7. Forwards processed ID to 1 Day Administrative Aide III respective College Secretary’s OUR staff or OVCA for pouch

3.8. Posts notification on the None 3 Minutes Fermar Novilla student’s account or thru Information Systems text/email Analyst II OUR

4. Receives ID at the designated claiming 4. Issues ID None 2 Minutes Fermar Novilla area (CRSIS Office, Office of the Information Systems Analyst II OUR Page | 311

College Secretary, Graduate Program or Office, Office of the Principal) as Administrative Aide/ notified and signs logbook Administrative Assistant/ School Credits Evaluator OCS/GPO/OP

TOTAL None 1 Day, 1 Hour, 18 Minutes

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28. Issuance of Student ID (Reprint)

This service may be availed by currently enrolled students with existing files (photos and signatures) in the CRSIS database and intends to use the same files for the printing of their student ID. The processing time for this service is applicable only if there are no pending requests of IDs scheduled for batch processing; otherwise, the reprinting of ID will be considered for batch processing.

1. Office of the University Registrar (OUR) Office 2. Office of the College Secretary (OCS)/Graduate Program Office (GPO)/Office of the Principal (OP) Classification Simple Type of Transaction G2C – Government to Citizen Who may avail All Currently Enrolled Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Official Receipt for ID fee payment: P130.00 CashOffice FEES TO PROCESSIN PERSON CLIENT STEPS AGENCY ACTION BE PAID G TIME RESPONSIBLE 1. Walk-in applicant: 1. Retrieves/Downloads and checks None 5 Minutes Fermar Novilla Presents Official Receipt at CRSIS Form 5/Official Receipt and student’s Information Systems Office records Analyst II OUR

Email: Attaches an electronic copy of the Official Receipt to email

2. Walk-in applicant: 2. Checks the filled-out ID application None 5 Minutes Fermar Novilla Fills-out the ID application form form and verifies information Information Systems provided by the CRSIS staff 2.1. Updates information of student in 5 Minutes Analyst II OUR the ID template Email: 2.2. Prints and verify correctness and 13 Minutes Page | 313

Provide student’s information (student condition of the ID number and full name) on email and 2.3. Forwards processed ID to OUR 10 Minutes sends it to [email protected] staff 2.4. Prepares transmittal slip None 10 Minutes XC Siaton 2.5. Forwards processed ID to 1 Day Administrative Aide III respective College Secretary’s OUR staff or OVCA for pouch

2.6. Posts notification on the student’s None 3 Minutes Fermar Novilla account or thru text/email Information Systems Analyst II OUR 3. Receives ID at the designated 3. Issues ID None 2 Minutes Fermar Novilla claiming area (CRSIS Office, Office of Information Systems the College Secretary, Graduate Analyst II OUR Program Office, Office of the or Principal) as notified and signs Administrative Aide/ Administrative logbook Assistant/ School Credits Evaluator OCS/GPO/OP

1 Day, 53 TOTAL None Minutes

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29. Processing of Manual Clearance

This service provided by the Office of the University Registrar applies to students with enrollment prior to 2007. The actual and total processing time may depend on the student/client’s progress in proceeding to the designated offices. The processing time herein is based on the assumption that signatures of the authorized personnel of all concerned offices/units are properly secured in a smooth and timely manner.

Offices 1. Office of the University Registrar 2. Other Concerned Offices/Units Classification Complex Type of Transaction G2C – Government to Citizen Who may avail All graduated and transferring students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished College Clearance (1 original) 1. College Clearance forms are available in student’s 2. University Clearance form (in triplicate) respective College/School 3. Payment of graduation fee, if applicable (to present Official Receipt) 2. University Clearance forms are available in the 4. No accountability with the Office of the University Registrar (i.e. following: lacking entrance credentials, academic documents, etc.) a. Office of the University Registrar b. College/School Secretary’s Offices c. Graduate Program Office (for graduate students)

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Fills out University Clearance 1. Checks and signs clearance None 6 days Concerned offices/units forms with necessary information and proceeds to the designated offices/units to secure signatures of each authorized personnel

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2. Returns to OUR when all 2. Verifies student’s records and None 15 minutes Febe Miayo signatures have been secured checks correctness and Administrative Officer III except OUR’s (last to sign) and completeness of signatures in (Records Officer II)/ submits the following: the submitted clearances Herbert Nalagay a) Partially accomplished 2.1 Signs the University Administrative Officer V University Clearance Clearance (Records Officer III)/ Rosalie Piccio b) Accomplished college Student Records Evaluator clearance (1 copy) I OUR

3. Receives copy of the 3. Issues fully accomplished None 5 minutes Febe Miayo accomplished clearance clearance and retains a copy for Administrative Officer III records purposes (Records Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Rosalie Piccio Student Records Evaluator I OUR

TOTAL None 6 days, 20 minutes

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30. Process-required Data Request with accompanying forms/templates

Inquiries on UPV academic information/statistical academic data that requires processing e.g. CHED HEMIS, PRC data from government and non- government institutions/units.

Office 1. Computerized Registration and Student Information System Office 2. Office of the University Registrar Classification Highly technical Type of Transaction G2G – Government to Citizen Who may avail Government and non-government agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter/email of request with requesting agency seal and unit head signature 2. Document form/template

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE 1. Sends email with the attached signed 1. Opens email / Gives the logbook to none 5 minutes OUR/CRSIS staff letter and template the client or 1.1. Validates email / Checks ID 10 minutes Registers at OUR/CRSIS logbook and presented and get client’s basic surrenders valid ID and copy of letter and information and needed data

template 1.2. Forwards request to the University

Registrar for approval

1.3. Acts on request 1 day Prof. Jose Go University Registrar OUR 1.4. Calls and disseminates to offices 4 hours OUR/CRSIS staff Page | 317

the other template/s where some information will come from 1.5. Processes data, consolidates data from other offices and fills out 18 days templates 1.6. Records to logbook the accomplished template details 2 mins 1.7. Sends through courier or email the filled-out template and inform the 3 mins client TOTAL None 19 days, 4 hours, 20 minutes

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31. Re-assessment of Fees

Re-assessment process is a required procedure to determine whether a student can avail refund of fees or adjustment of matriculation. The Assessment Slip and other required of documents are forwarded to the Accounting Office for processing of refund of fees.

Offices 1. Office of Student Affairs 2. Office of the University Registrar

Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail Officially Enrolled students who will avail of refund of fees or adjustment of matriculation CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Form 5 (2 photocopies) 1. ST bracket assignment is obtained from ST Office, 2. Official Receipt (1 original & 1photocopy) Office of the Student Affairs. 3. Certification of Socialized Tuition (ST) bracket assignment (1 original& 1 2. Application for Refund forms are available at the photocopy) Office of the University Registrar and is 4. Application form for refund (1 original) downloadable at: www.crs.upv.edu.ph

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Fills out application form and 1. Receives and assesses the None 10 minutes Angeline Nuevaespaña submits required documents to completeness and correctness of the Administrative Aide IV Door 2 for Assessment of fees submitted requirements OUR 1.1 Computes and prepares Assessment Slip

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1.2 Prepares payroll summary of at None For steps 1.2-1.4 least 10 applicants, (Budget 18 days For steps 1.2-1.3 Utilization Request and Status) Angeline Nuevaespaña BURS Administrative Aide IV 1.3 Encodes Disbursement Voucher None OUR through the UIS Prof. Jose Go University Registrar 1.4 University Registrar signs the OUR payroll summary, Disbursement Voucher, and(Budget Utilization Request and Status) BURS

1.5 Forwards documents to None 30 minutes XC Siaton Accounting Office Administrative Aide III OUR

TOTAL None 18 days, 40 minutes

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32. Request for Academic Information and Relevant Information

Inquiries on UPV academic information and enrollment and graduation counts.

Office Computerized Registration and Student Information System (CRSIS) Office/Office of the University Registrar (OUR) Classification Simple Type of Transaction G2C (Government to Citizen) Who may avail All CHECKLIST OF REQUIREMENTS WHERE TO SECURE Email / Any valid ID with photo CRSIS CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE

1. Calls / Sends email / Registers at OUR 1. Answers call / opens email / None 5 minutes CRSIS Staff/ logbook and presents valid ID gives the logbook to the client OUR personnel

For enrollment and other CRSIS-related 1.1. Checks and verifies email / 10 minutes information, contact CRSIS. ID presented

For graduation and other academic 1.2. Gets client’s basic 5 minutes information, contact OUR. information; needed information / data 5 minutes 1.3. Evaluates request * Evaluation should take into consideration guidelines in DPA Page | 321

1.4. Provides information if available otherwise, refers client to other sources/units

TOTAL none 25 minutes

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33. Request for Change of Name

Only female students whose civil status have been changed during their stay in the university can request for a change of name.

Offices 1. Office of the University Registrar 2. College/School 3. Graduate Program Office

Classification Complex Type of Transaction G2C – Government to Citizen Who may avail All active female students whose civil status have been changed from single to married, and vice-versa CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Active student during the time of request and as of the effectivity of the change in civil status 2. Letter request addressed to the University Registrar, thru channels 3. A copy of PSA-certified marriage certificate or copy of the finality of annulment *Authorized issuing agency of marriage (original)*

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE

1. Submits letter request addressed 1. Receives and logs in the letter request to the University Registrar through 1.1 For undergraduate students: the respective college/school, with endorses/recommends the letter Staff attached supporting documents request and forwards toOUR for College Secretary/ action of the University Registrar Dean Page | 323

None 6 days For graduate students: endorses/recommends the letter request and forwards to GPO for 2nd Staff endorsement GPO Director 1.2. Evaluates the duly endorsed letter request 1.3 Checks the validity of the For items 1.2-1.4: documents submitted Febe Miayo 1.4 Prepares response letter for Administrative Officer III signature of the University (Records Officer II)/ Registrar Herbert Nalagay Administrative Officer V (Records Officer III)/

Denivi Hazel Medida Student Records Evaluator I OUR

Prof. Jose Go 1.5 Signs the response letter University Registrar OUR

1.6 Updates the student’s records Febe Miayo Administrative Officer III (Records Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I Page | 324

OUR

2. Receives response letter 2. Sends response letter None 1 day Febe Miayo 2.1 Furnishes copies to concerned Administrative Officer III offices/units (i.e. (Records Officer II)/ College/School, Graduate Herbert Nalagay Program Office, Infirmary, Administrative Officer V (Records Officer III)/ Library Denivi Hazel Medida Student Records Evaluator I OUR

TOTAL None 7 days

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34. Request for Student Records Verification

For walk-in request, the representative can claim the verification result within the day provided all the requirements are complied with and the University Registrar is available to sign the requested document.

Offices 1. Office of the University Registrar 2. Cash Office

Classification Simple

Type of Transaction GTB – Government to Business Entity; G2G – Government to Government

Who may avail Verifying agencies (private/public/academic organizations)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Formal verification request* 2. Signed consent/authorization of the subject whose records are being verified 3. Valid I.D. of the authorized representative (1 original, 1 photocopy) 4. Proof of payment (1 original/photocopy/scanned)

*Requests can be emailed to: [email protected]

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CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSIN PERSON PAID G TIME RESPONSIBLE 1. Presents/sends formal verification 1. Checks and verifies requests request along with the signed and student’s records None 30 minutes Febe Miayo consent/authorization of the 1.1 Bills the authorized Administrative Officer III subject whose records are being representative (for walk-in (Records Officer II)/ verified request) or gives/sends Herbert Nalagay detailed payment Administrative Officer V (Records Officer III)/ For walk-in request, the instructions (for mail/email Denivi Hazel Medida authorized representative needs requests) Student Records Evaluator I to present a valid I.D. OUR

2. Settles payment 2. Accepts payment and issues Local request: Amelin Natividad Official Receipt PHP 100 Administrative Officer V For walk-in request: Cash Office - Miagao/ Presents billing and pays fee to For payments made through International Ma. Mitzi Calawigan the Cashier bank deposits, OUR furnishes a request: Administrative Officer III Cash Office - Iloilo City/ copy of the proof of payment to $ 20 (exclusive

For mail/email request: the Cash Office for confirmation of bank charges) 2 days Sends payment through Postal before issuing an Official Receipt Money Order or bank deposit Febe Miayo and provides copy of the proof 2.1 Prepares the verification Administrative Officer III of payment to OUR response by providing the (Records Officer II)/ necessary academic Herbert Nalagay information about the Administrative Officer V subject being verified. This (Records Officer III)/ may either be in a letter Denivi Hazel Medida form or by filling up the Student Records Evaluator I prescribed verification OUR form provided by the

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verifier Prof. Jose Go 2.2 University Registrar signs University Registrar the verification result OUR 2.3 Prepares the verification Febe Miayo result document in a Administrative Officer III sealed envelope or scans (Records Officer II)/ Herbert Nalagay the document Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR 3. Receives verification result 3. Sends verification result None 30 minutes Febe Miayo through mail/courier or email Administrative Officer III (Records Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

TOTAL Local request: 2 days, 1 hour PHP 100 International request: $ 20 (exclusive of bank charges)

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35. Request for Student Records Verification (requiring additional academic information such as number of units earned in a particular field of study, etc.)

Some employment/academic-related requests require additional academic information that needs to be referred to the authorized Office/unit (student’s respective Division/College)

Offices 1. Office of the University Registrar 2. Division/College 3. Cash Office Classification Complex

Type of Transaction GTB – Government to Business Entity; G2G – Government to Government

Who may avail Verifying agencies (private/public/academic organizations)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Formal verification request*

2. Signed consent/authorization of the subject whose records are being verified (1 original/photocopy/faxed/scanned)

3. Valid I.D. of the authorized representative (1 I.D.)

4. Proof of payment (1 original/photocopy/faxed/scanned)

*Requests can be emailed to: [email protected]

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CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSIN PERSON RESPONSIBLE PAID G TIME

1. Presents/sends formal 1. Checks and verifies None 30 minutes Febe Miayo verification request along with requests and student’s Administrative Officer III (Records the signed consent/authorization records Officer II)/ of the subject whose records are 1.1 Bills the authorized Herbert Nalagay being verified representative (for Administrative Officer V (Records Officer III)/ walk-in request) or Denivi Hazel Medida For walk-in request, the gives/sends detailed Student Records Evaluator I authorized representative needs payment instructions OUR to present a valid I.D. (for mail/email requests)

2. Settles payment 2. Accepts payment and Local request: Amelin Natividad issues Official Receipt PHP 100 Administrative Officer V For walk-in request: (OR) Cash Office - Miagao/ Presents billing and pays fee International Ma. Mitzi Calawigan to the Cashier For payments made through request: 6 days Administrative Officer III Cash Office - Iloilo City/ bank deposits, OUR $ 20 (exclusive

For mail/email request: furnishes a copy of the of bank

Sends payment through proof of payment to the charges)

Postal Money Order or bank Cash Office for confirmation

deposit and provides copy of before issuing an OR

the proof of payment to OUR Febe Miayo 2.1 Prepares the Administrative Officer III (Records verification response Officer II)/ by providing the Herbert Nalagay necessary academic Administrative Officer V (Records Page | 330

information about the Officer III)/ subject being verified. Denivi Hazel Medida This may either be in Student Records Evaluator I a letter form or by OUR filling up the prescribed

verification form

provided by the verifier Staff/Student Records 2.2 Forwards Evaluator/Program Adviser attachments that Department/College/School requires certified information from the Division/College

2.3 Fills up the prescribed form or provides additional information requested; and returns the accomplished forms/required attachments to OUR Prof. Jose Go 2.4 University Registrar University Registrar signs the verification result Febe Miayo Administrative Officer III (Records 2.5 Prepares verification Officer II)/ result documents in a Herbert Nalagay Administrative Officer V (Records Page | 331

sealed envelope or Officer III)/ scans the documents Denivi Hazel Medida Student Records Evaluator I OUR

3. Receives verification result 3. Sends verification result None 30 minutes Febe Miayo through mail/courier or Administrative Officer III (Records email Officer II)/ Herbert Nalagay Administrative Officer V (Records Officer III)/ Denivi Hazel Medida Student Records Evaluator I OUR

TOTAL Local request: 6 days, 1 hour PhP 100

International request:

$ 20 (exclusive of bank charges

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TEACHING AND LEARNING RESOURCE CENTER External Services

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1. Bridge Program Attendance Confirmation

The program will be an intensive general skills development and enrichment course designed to bridge the gap between exit skills at secondary level and entry skills for the freshman year at UP. The target clientele of summer bridge programs are freshmen who need learning assistance across the board (i.e. in all UPCAT subtest areas). Empirically, these gaps may be established by an examination of individual scores on the UPCAT subtests, among others.

Office Teaching and Learning Resource Center Classification Simple Type of Transaction G2C – Government to Citizen Who may avail All BP tagged incoming freshmen only CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. UPCAT Notice or its equivalent UP Office of Admissions or UPV Office of the University Registrar CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSIN PERSON RESPONSIBLE PAID G TIME 1. Requests for confirmation 1. Counter-checks the clients’ name in the None 5 mins TLRC: of attendance and presents BP List of Participants. Mr. Czar Ian Angel Esquivel or UPCAT Notice or its Ms. Sharon Gargaritano equivalent 1.1. If name is found in the list, provides the client with the Bridge Program Walk-in Attendance Confirmation Slip (WACS) to accomplish necessary information.

1.2. If name is NOT found in the list, informs the client that he/she is not required to take the BP and /or inquire Page | 334

from the OUR about the status of the client.

2. Accomplishes/ fills-out the 2. Notes in the BP List of Participants the 5 mins form date of confirmation of attendance.

3. Submits the accomplished 3. Receives, and reviews the form. 3 mins form Provides the client with the BP Schedule of Activities (BPSA).

4. Claims the BPSA 4. Notes and confirms the client’s 2 mins attendance. Files the form for records purposes. Advises the client that further updates will be sent via email or SMS.

TOTAL None 15 mins

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2. Computer Use and Internet Access

TLRC offers computer use and internet access to help students in their academic requirements. Students who are officially enrolled have 30 hours free (plus 15 hours free for students doing thesis or special problem) computer use privilege per semester. Students who are doing their thesis or special problem must present a certification from their respective advisers. All TLRC computers are connected to the internet and printer; and operate in the Windows operating systems and applications.

Office Teaching and Learning Resource Center

Classification Simple

Type of G2C – Government to Citizen Transaction

Who may avail All officially enrolled students, faculty, and staff

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

UP Identification Card (UP ID) or Form 5 (if UP ID is not available) n/a

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Requests for Computer Use 1. Checks UP ID or Form 5 and assigns client None 15 sec TLRC: and presents UP ID or Form the computer workstation number. (If 5 unavailable, returns UP ID or Form 5). Mr. John Eric Cayona or Mr. Michael Anthony 2. Proceeds to the assigned 2. Scans UP ID or manually enters the Form 5 20 sec Remotin or computer workstation unit details to record time log-in in the system software.

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3. Informs the staff to end 3. Verifies the computer workstation number and 15 sec Mr. Arsenio Salaya Computer Use UP ID or Form 5.

3.1. Scans UP ID or manually terminate to record time log-out in the system software.

4. Retrieves UP ID or Form 5 4. Returns UP ID or Form 5 to client. 10 sec

TOTAL None 1 min

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3. Document Job Solutions i.e. Lamination, Scanning, Plastic Ring Binding

TLRC offers document job solutions for convenience and affordability on a first-come-first served basis.

Office Teaching and Learning Resource Center Classification Simple Type of Transaction G2C – Government to Citizen Who may avail All UPV students, faculty, and staff only CHECKLIST OF REQUIREMENTS WHERE TO SECURE TBAC TBAC Payment Slip is available at the TLRC and Cash Office or can be downloaded at the TLRC website: http://upvtlrc.byethost7.com/resources/images/tbacpaymentslip.jpg

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON TIME RESPONSIBLE 1. Requests for specific 1. Verifies TBAC and prepares Lamination: 5 mins TLRC: document job solution the equipment. Asks client to 10.00/ pc (ID size only) Mr. John Eric Cayona and presents TBAC provide necessary materials. or Scanning: Mr. Michael Anthony 2. Presents/ provides the 2. Performs requested job. 5.00/ scan 20 mins Remotin or necessary materials Records job transaction in the TBAC (date, amount, and Plastic ring binding: balance). Informs client to claim 20.00 – thin bind (< 0.50” diameter) job output and TBAC at the 40.00 – thick bind (> 0.75” diameter) counter. Page | 338

3. Claims job output and 3. Releases job output and 5 mins TBAC TBAC. *Note: “Single Job” transaction.

TOTAL Lamination: *30 mins 10.00/ pc (ID size only)

Scanning: 5.00/ scan

Plastic ring binding: 20.00 – thin bind (< 0.50” diameter) 40.00 – thick bind (> 0.75” diameter)

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4. Peer Tutorial Program Registration

This program is offered during academic year and designed for freshmen who need selective learning assistance in certain skills or subject areas only. Generally, the target clientele of tutorial assistance programs will have relatively higher entry level skills than the target clientele of summer bridge programs.

Office Teaching and Learning Resource Center

Classification Simple

Type of Transaction G2C – Government to Citizen

Who may avail All UPV students only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished Peer Tutorial Program Registration Form (PTP ReForm) Peer Tutorial Program Registration Form (PTP ReForm) is available at TLRC. 2. Form 5

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Requests to be 1. Receives, verifies, and reviews None 1 ½ days TLRC: registered to the program documents. and submits Mr. Czar Ian Angel Esquivel or 1.1. Informs the client to wait for the accomplished PTP Ms. Sharon Gargaritano ReForm and Form 5 notification. 1.2. Creates schedule for tutorial session.

1.3. Notifies the client of the schedule via

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email.

1.4. Provides handbook on Peer Tutorial Program

2. Receives notification and 2. Introduces to the client the Peer Tutorial ½ day attends the tutorial Program mechanics. session

TOTAL None 2 days

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5. Photocopying (Black, Full-Colour, Text, Graphics)

TLRC offers digital photocopying services to all UPV clients.

Office Teaching and Learning Resource Center Classification Simple Type of Transaction G2C – Government to Citizen Who may avail All UPV students, faculty, and staff only CHECKLIST OF REQUIREMENTS WHERE TO SECURE TBAC TBAC Payment Slip is available at the TLRC and Cash Office or can be downloaded at the TLRC website: http://upvtlrc.byethost7.com/resources/images/tbacpaymentslip.jpg

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON RESPONSIBLE TIME 1. Requests for 1. Verifies TBAC and asks for the AMOUNT PER COPY: 15 sec TLRC: photocopying service document to photocopy. Mr. John Eric Cayona or and presents TBAC Black, Ordinary paper, Mr. Michael Anthony Remotin < 80 gsm: 2.00 2. Presents document 2. Receives and photocopies the 1 min, 30 sec document. Records transaction in Color, Ordinary paper, the TBAC (date, amount, and < 80 gsm: balance). Informs client to claim A5: 10.00 TBAC and documents (original and A4/Short/Long: duplicate) at the counter. 10.00 (25% color) 15.00 (50% color) 3. Claims TBAC and 3. Releases TBAC and documents 20.00 (75% color) 15 sec

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documents (original (original and duplicate). 25.00 (100% color) and duplicate) A3/Poster: 50.00

Colour, Special paper, *Note: “Single page” photocopying > 80 gsm: transaction. A5: 10.00 A4/Short/Long: 30.00 A3/Poster: 60.00

If paper is provided by the client, rates for Color Ordinary apply.

TOTAL AMOUNT PER COPY: *2 mins

Black, Ordinary paper, < 80 gsm: 2.00

Color, Ordinary paper, < 80 gsm: A5: 10.00 A4/Short/Long: 10.00 (25% color) 15.00 (50% color) 20.00 (75% color) 25.00 (100% color) A3/Poster: 50.00

Colour, Special paper, Page | 343

> 80 gsm: A5: 10.00 A4/Short/Long: 30.00 A3/Poster: 60.00

If paper is provided by the client, rates for Color Ordinary apply.

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6. Printing (Black, Full-Colour, Text, Graphics)

TLRC offers laser and digital printing and photocopying services to all UPV clients.

Office Teaching and Learning Resource Center Classification Simple Type of Transaction G2C – Government to Citizen Who may avail All UPV students, faculty, and staff only CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. TBAC TBAC Payment Slip is available at the TLRC and Cash Office or can be downloaded at the TLRC website: http://upvtlrc.byethost7.com/resources/images/tbacpaymentslip.jpg

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON RESPONSIBLE TIME 4. Requests for printing 1. Verifies TBAC (and receives AMOUNT PER PAGE: 1 min TLRC: service and presents file storage media e.g. USB, if Mr. John Eric Cayona or TBAC (and file storage any). Black, Ordinary paper, Mr. Michael Anthony media e.g. USB, if < 80 gsm: 2.00 Remotin or any). 1.1. Informs client the computer Mr. Arsenio Salaya or workstation number assignment. Color, Ordinary paper, Mr. Czar Ian Angel Esquivel < 80 gsm: 1.2. Provides instructions for A5: 10.00 printing. A4/Short/Long: . 10.00 (25% color) 1.3. Asks for the filename and . 15.00 (50% color) prints the document (if file storage . 20.00 (75% color)

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media e.g. USB is provided by the . 25.00 (100% color) client). A3/Poster: 50.00

Color, Special paper, > 80 gsm: A5: 10.00 5. Proceeds to the 2. Records print transaction in the A4/Short/Long: 30.00 1 min printing station and TBAC (date, amount, and A3/Poster: 60.00 prints document balance). Informs client to claim printed document, TBAC (and file If paper is provided by the storage media e.g. USB, if client, rates for Color provided) at the Ordinary apply. counter.

6. Claims printed 3. Releases printed document, 1 min document, TBAC (and TBAC (and file storage media e.g. file storage media e.g. USB, if any). USB, if any)

*Note: “Single Page” print transaction.

TOTAL AMOUNT PER PAGE: *3 mins

Black, Ordinary paper, < 80 gsm: 2.00

Color, Ordinary paper, < 80 gsm: Page | 346

A5: 10.00 A4/Short/Long: . 10.00 (25% color) . 15.00 (50% color) . 20.00 (75% color) . 25.00 (100% color) A3/Poster: 50.00

Color, Special paper, > 80 gsm: A5: 10.00 A4/Short/Long: 30.00 A3/Poster: 60.00

If paper is provided by the client, rates for Color Ordinary apply.

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7. Total Bigtime Access Card (TBAC)

The TBAC or Total Bigtime Access Card serves as payment card to all TLRC services. This is available in three (3) denominations: 20, 50, and 100 pesos. The card is transferable, that is, students can share the card as long as there is remaining amount.

Office 1. Teaching and Learning Resource Center 2. Cash Office Classification Simple Type of Transaction G2C – Government to Citizen Who may avail All UPV students, faculty, and staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE Accomplished TBAC Payment Slip TBAC Payment Slip is available at the TLRC and Cash Office or can be downloaded at the TLRC website: http://upvtlrc.byethost7.com/resources/images/tbacpaymentslip.jpg

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Requests for TBAC and 1. Issues TBAC Payment Slip and Php. 20.00 30 sec TLRC: accomplishes the payment instructs client to pay at the Cash Php. 50.00 or Mr. John Eric Cayona or slip Office. Php. 100.00 Mr. Michael Anthony Remotin

2. Pays at the Cash Office 2. Receives payment and issues Official 5 mins Cash Office: Receipt. Collecting Officer

3. Presents Official Receipt 3. Retrieves payment slip and verifies 1 min and payment slip to TLRC the Official Receipt. staff

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3.1. Notes the OR “TBAC Released” 3.2. Records OR number in the payment slip. 3.3. Releases TBAC and OR

4. Claims the TBAC and OR 4. Files the payment slip for records 30 sec purposes.

TOTAL Php. 20.00 7 mins Php. 50.00 or Php. 100.00

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8. Request for Use of Facilities for Class Purposes

The audio-visual room (TLRC-AVR and ILP-AVR) is available for training, seminar, workshop, forum, and film showing. The AVRs are fully furnished with multimedia equipment. The TLRC-AVR can accommodate 50 persons; the ILP-AVR can accommodate 100 persons.

Office Teaching and Learning Resource Center Classification Simple Type of G2C – Government to Citizen Transaction Who may avail All UPV students, faculty, and staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE N/A N/A CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON TIME RESPONSIBLE 1. Requests for use of facilities 1. Asks for specific details about the request. Checks the None 5 mins TLRC: Request for Use of Facilities Scheduler (RUFS) if facility is Mr. Arsenio available or has been reserved. Salaya or Mr. John Eric 2. Informs the specific details 2. Verifies with the client that the facility is available or has 10 mins Cayona or about the request been reserved. Mr. Michael If “reserved” advises client to consider re-scheduling. Anthony Remotin

3. Informs to reserve the 3. Confirms and records the request. Provides the client with a 10 mins facilities Request for Use of Facilities Form (RUFF)

4. Receives copy of RUFF 4. Instructs the client to accomplish the form and to submit duly 7.5 hrs accomplished form to TLRC.

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5. Submits duly accomplished 5. Receives, checks, and signs the form. 2 days form 5.1. Forwards the form to the Director for approval. 5.2. Provides the client with a copy-furnish duly approved form.

6. Receives copy of the duly 6. Notes the request as reserved and keeps the original form 5 mins approved form for records purposes.

TOTAL None 3 days

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9. Request for Use of Facilities for Non-Class Purposes

The audio-visual room (TLRC-AVR and ILP-AVR) is available for training, seminar, workshop, forum, and film showing. The AVRs are fully furnished with multimedia equipment. The TLRC-AVR can accommodate 50 persons; the ILP-AVR can accommodate 100 persons.

Office 1. Teaching and Learning Resource Center 2. Cash Office Classification Simple

Type of Transaction G2C – Government to Citizen

Who may avail All UPV students, faculty, and staff

CHECKLIST OF REQUIREMENTS WHERE TO SECURE N/A N/A

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON TIME RESPONSIBLE 1. Requests for use of facilities 1. Asks for specific details about the TLRC AVR – 50.00/hour 10 mins TLRC: request. Checks the Request for Use of Mr. Arsenio Salaya or Facilities Scheduler (RUFS) if facility is ILP AVR – 175.00/hour Mr. John Eric Cayona available or has been reserved. or Interactive Classroom – Mr. Michael Anthony 2. Informs the specific details 2. Verifies with the client that the facility is 20.00/Unit 10 mins Remotin about the request available or has been reserved. If “reserved” advises client to consider re- LCD Projector – scheduling. 100.00/hour

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3. Informs to reserve the 3. Confirms and records the request. Computer – 100.00/hour 10 mins facilities Provides the client with a copy of the Request for Use of Facilities Form Sound System – 50.00/hour (RUFF).

4. Receives copy of RUFF 4. Instructs the client to accomplish the 7 hrs form and to submit duly accomplished Cash Office: form to TLRC. Collecting Officer

5. Submits duly accomplished 5. Receives, checks, and signs the form. 2 days form 5.1. Forwards the form to the Director for approval. 5.2. Once approved, indicate bill of fees or amount for payment at the Cash Office. 5.3. Informs the client to claim the form and pay at the Cash Office.

6. Pays at the Cash Office 5. Receives payment and issues Official 10 mins Receipt.

7. Presents Official Receipt and 6. Retrieves form and verifies Official 10 mins form Receipt. 6.1. Records OR number in the form. 6.2. Releases OR to the client. 6.3. Provides client with a copy-furnish duly approved form.

8. Receives original Official 7. Notes the request as reserved and 10 mins Receipt and copy-furnish keeps the original form for records duly approved form purposes. Page | 353

TOTAL TLRC AVR – 50.00/hour 3 days

ILP AVR – 175.00/hour

Interactive Classroom -20.00/Unit

LCD Projector – 100.00/hour

Computer – 100.00/hour

Sound System – 50.00/hour

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OFFICE OF THE VICE CHANCELLOR FOR ADMINISTRATION Internal Services

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1. Pouch services for UPV Tacloban, Diliman and other destinations within the Philippines per availability of courier services

This service is provided to UPV Offices and Student Organization who want to transmit documents or other things to UPV Tacloban, Diliman and other destination within the Philippines per availability of courier services as long as it is an official business.

Office Office of the Vice Chancellor for Administration (OVCA) Classification Simple Type of Transaction Government to Business Entity Who may avail UPV Offices based and Student Organization as long as it is an official business CHECKLIST OF REQUIREMENTS WHERE TO SECURE Sealed Pouch with three (3) attached transmittal slips Office of the Vice Chancellor for Administration

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Client submits pouch with three 1. Messenger/Staff-in-Charge checks, None 2 Minutes per Administrative Aide VI (3) attached transmittal slips duly receives pouch and returns one pouch OVCA accomplished. acknowledgement copy of transmittal slip to client.

1.1 Messenger/Staff-in-Charge controls None 2 Minutes per Administrative Aide VI pouches received for the day. pouch OVCA

1.2 Messenger/Staff-in-Charge None 3 Minutes Administrative Aide VI segregates pouch/es according to its OVCA destination and logs pouch/es according to sending office or organization on pouch transmittal logbook for billing Page | 356

purposes.

1.3 Messenger/Staff-in-Charge prepares the segregated pouch/es received for None 10 Minutes or Administrative Aide VI the day and put in a single or more ** OVCA pouch/es or box/es depends on the quantity or size of pouch/es or box/es, then labels it.

1.4 Courier services staff picks up the sealed pouch/es or box/es or * 2 Minutes for Courier Services Staff Messenger/Staff-in-Charge transmit the pick-up and 30 Courier Services sealed pouch/es or box/es to courier Minutes for services office. transmittal to courier services office

TOTAL * = (2 Minutes x No. of Pouch + Processing time for Agency Action No. 1.2-1.4)

*Fees vary on the quatinty and size of pouch sent by the client in a month. ** more than the stipulated time depending on the quantity and size of pouch/es or box/es.

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2. Pouch Transmittal from UPV Miagao Campus to UPV Iloilo City Campus send through shuttle

This service is provided to UPV Offices, Employees and Students who want to transmit documents or material things to UPV Iloilo City Campus as long as it is an official business that will be sent through UPV shuttle.

Office Office of the Vice Chancellor for Administration (OVCA) Classification Simple Type of Transaction Government to Government Who may avail UPV Offices, Employees and Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Sealed pouch with attached three (3) transmittal slips duly Office of the Vice Chancellor for Administration accomplished FEES TO BE PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID TIME 1.Client submits pouch with 1. Messenger/Staff-in-charge None 2 Minutes per Administrative Aide VI attached four (4) duly checks and receives pouch and pouch OVCA accomplished transmittal returns one acknowledgement slips copy of transmittal slip to client.

1.1 Messenger/Staff-in-charge None 2 Minutes per Administrative Aide VI controls all received pouch/es for pouch OVCA the day after cut-off time – 4:30 PM. None 10 Minutes or * Administrative Aide VI 1.2 Messenger/Staff-in-charge OVCA prepares and puts all pouches received after it has controlled, in a

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one or more pouch/es or box/es depending on the quantity and size of pouches and labels pouch/es according to its destination – Liaison Office, UPV Iloilo City None 3 Minutes Administrative Aide VI Campus. OVCA

1.3 Messenger/ Staff-in-charge sends pouch/es to guard on duty at New Admin Building to be transmitted to UPV Iloilo City Campus through UPV shuttle

TOTAL None = (2 Minutes x No. of Pouch + Processing Time of Agency Action No. 1.2 -1.3)

* more than the stipulated time depending on the quantity and size of pouch/es or box/es

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3. Issuance of Authority to hold cash advance (for amount P5,000.00 and below)

The Authority to hold cash advance in the form of an Administrative Order is a prerequisite before a personnel can hold a cash advance. He/She must be a permanent or tenured employee of the University. The holding of cash advance is subject to Accounting and Auditing rules and regulations.

Office Office of the Vice Chancellor for Administration Accounting Office Classification Simple Type of G2C – Government to Citizens Transaction Who may avail All Regular or Tenured UPV Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request duly endorsed by the head of unit Supplied by client

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Employee submits request for 1. OVCA staff receives request and None 1-2 Days Gyca Magusara authority to hold cash advance forwards to Accounting Office for Job Order Personnel clearance and conditions Sharon Niog Administrative Officer

1.1 Once cleared, OVCA staff prepares None 1-2 Days Accounting Office Staff, Ms the Authority to hold cash advance, for Jocelyn Genesila signature of the Vice Chancellor for Administration

1.2 Releasing of Administrative Order to None Gyca Magusara requestor, Accounting Office and Cash Job order Personnel Page | 360

Office Lorefil Faunal Administrative Assistant II Sharon Niog Administrative Officer VCA Mary Ann Gumban

Gyca Magusara Job Order Personnel

Jarem Espinosa Admin. Aide VI TOTAL None 1-2 Days

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4. Inclusion of additional goods and services in the Project Procurement Management Plan (PPMP)

End User/Project Leader must secure approval for inclusion of the additional goods and services in their Project Procurement Management Plan before procurement shall be undertaken. These are for emergency purchases or replacement purposes only or in case of projects funded from lump-sum appropriations such as research grants/awards.

Office Office of the Vice Chancellor for Administration

Classification Simple Type of G2C – Government to Citizens Transaction Who may avail All Units, Project Leaders, Student Organization CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request duly endorsed by Head of Unit, Approved Line Item Budget, Pre-Repair Inspection with Recommendation of the Inspection Committee, Complete Specifications of items

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submits request for inclusion in 1.OVCA staff receives and records None 1 Day Gyca Magusara the PPMP documents Job Order Personnel

2. AO Screens the documents for None 2 Days Sharon Niog completeness and forwards to budget Administrative Officer Office (For request not sourced from MOOE) or Accounting Office (for Sharon Niog outside funded research projects) for Accounting Office Staff, Ms Jocelyn identification and recommendation of Genesila Fund Source Budget Office Staff, Ms. Arlene Page | 362

Avanceña 3. VCA takes action VCA Mary Ann Gumban 4. Furnishes copies to requestor and appropriate units Gyca Magusara, Jarem Espinosa

TOTAL None 3 Days

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5. Issuance of ID for Job Order Contract Personnel

Office Office of the Vice Chancellor for Administration Classification Simple Type of G2C-Government to Citizen Transaction Who may avail Internal Client/ Job Order Contract Personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. 2 copies of Accomplished Application Form Office of the Vice Chancellor for Administration 2. 2 copies of 1” x 1” recent colored photo 3. Copy of Job Contract 4. Payment of Php 20.00 at the UPV Cash Office, present Original Official Receipt to OVCA

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Accomplished the form, 1. Verify the data of the applicant based ₱20.00 10 Minutes Administrative Asst. II, OVCA submit picture together with on the submitted Job Contract the copy of the job contract, and original official receipt. 1.1 Prepares details of the JO ID None 20 Minutes Administrative Asst. II, OVCA 1.2 Records, Log and Print the JO ID None 25 Minutes Administrative Asst. II, OVCA 1.3 Approves the ID None 3 Minutes Vice Chancellor for Administration, OVCA 1.4 Issue ID to requestor None 2 Minutes Administrative Asst. II, OVCA

TOTAL ₱20.00 1 Hour

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6. Issuance of Job Order Contracts for Personnel

Office Office of the Vice Chancellor for Administration Classification Simple Type of Transaction G2C-Government to Citizen Who may avail Internal Client/Job Order Contract Personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. JO Contract Form duly recommended by the Head of Unit, HRDO Downloadable in the Intranet, HRDO, OVCA Chief and Budget Office 2. JO Request Form duly recommended by the Head of Unit, HRDO Chief and Budget Office CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Budget Office forwards the JO 1. Receives and records the JO None 10 Minutes Job Order Personnel Contract form and JO Request Contract form and JO Request Form OVCA Form 1.1 Verify the documents None 10 Minutes Administrative Officer V OVCA

1.2 Approves the JO Contract form and None 5 Minutes Vice Chancellor for Administration JO Request Form OVCA

1.3 Forwards to HRDO for distribution of None 5 Minutes Job Order Personnel approved copies to the requestor, OVCA Budget Office. TOTAL None 30 Minutes

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7. Waiver of Fees for the use of Facilities/shuttle services

The Office of the Vice Chancellor for Administration recommends action on the request for free use or for waiver of fees for the use of University Facilities/Transport Services

Office Office of the Vice Chancellor for Administration Auxilliary Services Office Campus Development and Maintenance Office Classification Complex Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail Anyone CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submits request for the waiver 1. OVCA Clerk receives/records the None 1-3 Days for 1. Gyca Magusara of fees for the use of request Agency Action Job order Personnel facilities/shuttle services 1-1.1 Sharon Niog 1.1 AO screens and forwards the Administrative Officer request to ASO (for the use of facilities) or CDMO (for transport services) for 2-3. ASO Staff processing 4-6 Gyca Magusara, Sharon Niog, 1.2 ASO/CDMO checks requests for 2-3 days for VCA Mary Ann Gumban complete requirements, availability of Agency facility, reserve the facility and compute Actions 1.2-1.4 fees/charges

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1.3 OVCA clerk receives the document

1.4 VCA recommends action

1.5 OVCA clerk forwards request to OC

1.6 Chancellor takes final action if request is for Free Use

1.7 OC Clerk returns documents to OVCA

1.8 OVCA clerk furnishes copies to Requestor, ASO, CDMO, SSF, and other offices/units TOTAL None 1-4 Days

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External Services

1. Issuance of Permit for Passage of Delivery Trucks

The number of times of ingress/egress of delivery trucks inside the campus directly affects the traffic and exposure to untoward incidents within the campus and the wear and tear of roads.

Requestors must secure approval for passage of delivery trucks inside the campus and should abide with the conditions set forth. The application form must be submitted to the Office of the Vice Chancellor for Administration in triplicate at least five (5) days before the schedule of delivery. Payment should be made directly to the Cash Office or the Guard on duty.

Office Office of the Vice Chancellor for Administration Security Service Force Campus Development and Maintenance Office Classification Simple Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail Anyone CHECKLIST OF REQUIREMENTS WHERE TO SECURE Application Form (triplicate) OVCA

PROCESSING CLIENT STEPS AGENCY ACTION FEES TO BE PAID PERSON RESPONSIBLE TIME 1. Submits Application form for 1. OVCA Clerk receives/records ₱50.00 per truckload/ 1 Day for Agency Gyca Magusara Passage of Delivery Trucks the request entry Action 1-1.1 Job Order Personnel

1.1 AO screens request 1 Day for Agency Sharon Niog

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Actions 1.2-1.3 Administrative Officer 1.2 VCA takes action VCA Gumban OVCA

1.3 OVCA clerk furnishes copies Gyca Magusara to Requestor, Cash Office and Job Order Personnel SSF TOTAL ₱50.00 per 1-2 Days truckload/ entry

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2. Issuance of Permit for use of facilities (External Client)

Action on the request for the use of University Facilities is delegated to the Vice Chancellor for Administration. External clients must secure approval for the use of University Facility or Transport Services. A Contract of Agreement is drawn between the University and the client stipulating the fees, terms and conditions for the use of the facilities and services requested. The request should be made at least four (4) calendar days before the date of use.

Office Office of the Vice Chancellor for Administration Auxilliary Services Office Campus Development and Maintenance Office Classification Complex Type of Transaction G2C – Government to Citizens G2B – Government to Businesses G2G – Government to Government Who may avail Anyone CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits request for the use of 1. OVCA Clerk receives/records the Depending 1-3 Days for 1. Gyca Magusara, Sharon Niog facilities request on the Agency Action usage/type 1-1.1 1.1-1.2 ASO Staff 1.1 AO screens and forwards the of CDMO Staff request to ASO (for the use of facilities) venue/facilit 2-3 Days for or CDMO (for transport services) for y (Based on Agency 1.3-1.5 Gyca Magusara, Sharon Niog, processing the Actions 1.2-1.5 VCA Mary Ann Gumban prescribed 1.2 ASO/CDMO checks requests for rate of the Page | 370

complete requirements, availability of University) facility, reserve the facility and prepare the contract.

1.3 OVCA clerk receives the document

1.4 VCA takes action

1.5 OVCA clerk furnishes copies to Requestor, ASO, CDMO, SSF and other offices/units or forwards signed contract to ASO for conforme of the requestor TOTAL * 1-4 Days

* Depending on the usage/type of venue/facility (Based on the prescribed rate of the University)

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ACCOUNTING OFFICE External Services

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1. Processing of Student Loan Application

Offices 1. Student Loan Board, Accounting Office 2. College Dean’s Office 3. Office of Student Affairs 4. Cash Office Classification Simple Type of Transaction G2C – Government to Client Who may avail All UPV Student CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished Application Form for Student Loan Student Loan application form is available at the Student Loan 2. Notarized form (back page) if Co-Debtor is not a UPV employee Board, Accounting Office and Office of Student Affairs (OSA) 3. Photocopy of Co-Debtor’s ID FEES TO PROCESSING CLIENT STEPS AGENCY ACTIONS PERSONS RESPONSIBLE BE PAID TIME

1. Student accomplishes 1. SLB-in-Charge screens loan None Within 1 Ma. Harietta T. Tilano, SLB-in- two (2) copies of the application, computes the maximum minute Charge Student Loan loanable amount based on the application form. assessed tuition fee in the CRSIS and returns the documents to the student. .

2. The student proceeds 2. The College Dean signs on the Within 2 College Dean or Authorized to the Office of the application form to attest to the minutes Representative Dean of her/his official enrollment of the student. respective College. Page | 373

3. The OSA Director approves loan Within 1 OSA Director 3. The student proceeds to application of the student. minute the Office of the Student Affairs for approval. 4. SLB-in-Charge reviews application Within 1 Ma. Harietta T. Tilano, SLB-in- and encodes approved loan amount minute Charge 4. The student submits duly in the CRSIS. approved loan application and photocopy of the Co- Debtor’s ID to the Student Loan Board.

TOTAL None 5 Minutes

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ACCOUNTING OFFICE Internal Services

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2. Preparation of Payments of Claims

Office 1. Unit Concerned 2. Accounting Office 3. Budget Office 4. Approving Officers (Vice Chancellors or Chancellors) 5. Cash Office Classification Complex Type of G2G G2B G2C Transaction Who may UPV Employees, Government Agencies, Business Entity avail CHECKLIST OF REQUIREMENTS WHERE TO SECURE  Disbursement Voucher (DV) with Box A duly signed by the DV is downloadable thru UIS Accountable Officer

 Obligation Request (OBR) duly signed by the Accountable Officer and OBR is downloadable thru intranet upv.edu.ph budget cleared by Budget Officer indicating the Control No, Fund Source, PPA and UACS Code

 Supporting Documents for each type of expense:

Communication Services a. Telephone rentals  1. Original copy of the telephone bill by the telephone company Client Supplied  2. Certification that calls paid are all official Client Supplied b. Postage stamps  1. Statement of Account/Name and Addresses where the communications were sent Client Supplied

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 2. Evidence of payment (RER) by the Post Office c. Cell phone and prepaid/postpaid plan Client Supplied  1. Used prepaid cards Client Supplied  2. Name of card user  3. Bill or Statement of Account Client Supplied  4. Certification that calls paid are all official Client Supplied d. Internet and Other IT subscription  1. Bill or Statement of Accounts Client Supplied  2. MOA (first payment only) Client Supplied

Repair and Maintenance JOR is downloadable thru intranet.upv.edu.ph  1. Job-order request (JOR) Form is downloadable thru intranet.upv.edu.ph  2. Pre and post-repair inspection for amount above P1,000.00

 3. Specifications and costs estimates  4. Abstract of canvass or bidding (for P3,000.00 and above)  5. Letter of award/Notice to commence work  6. Job contract or its equivalent duly acknowledged by COA thru SPSO  7. Performance Bond for contracts amounting to P50,000.00 and above  8. Certification of Inspection and Acceptance/Compliance  9. Warranty/Guarantee  10. Report of waste materials if any  11k. Bill or Statement of Account or Charge Invoice

Supplies, Equipment and Other Materials  1. Purchase request (PR)  2. Abstract of canvass or bidding for P3,000.00 and above  3. Purchase Order (PO)  4. Property Acknowledgement Receipt (PAR) for equipment or Page | 377

Inventory Custodian Slip (ICS)  5. Certificate of Inspection and Acceptance  6. Duly approved trip ticket (for gasoline only)  7. Warranty/Guaranty Bond if necessary

Other Services (Transportation,printing, reproduction, catering, etc)  1. Job Order Request (JOR)  4. Abstract of canvass or bidding (for P3,000.00 and above)  3. Job contract for transactions P3,000.00 and above  4. Certificate of Inspection and acceptance/compliance  5. Billing or Statement of Account or Charge Invoice whichever is applicable  6. List of participants duly signed in the case of catering / meals and the like  7. Justification in case of difference of actual number of participants vs. actual order of meals

Rents  1. Contract of lease (for first payment only)  2. Bill or Statement of Account

Extraordinary and Miscellaneous Expenses  1. Receipt and/or other documents evidencing disbursement  2. Approval of the Chancellor FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME For General Fund and Revolving Fund 1. Unit staff in charge 1. Unit Head signs on Box A of the None 1 hour Administrative Officer/ Unit Assigned prepares DV online, DV and OBR Staff and Unit Head Page | 378

attached the OBR and required supporting 2. Accounting staff pre audits as to None Within 16 General Fund(GF) MOOE- Anita documents. the completeness and propriety hours Tamayo of the supporting documents and GF PS- Belma Olla 2. Staff in charge forwards check computation including GF CO- Salvacion Agupitan the DV and other required statutory deductions. requirements to Acctg. Office. 3. The pre audited amount is 30 minutes relayed back to the Unit concerned thru on line. 1 day Unit Head 3. Unit Head check online for update and approval 4. Unit Heads approved on-line.

5. Accounting Office forwards the Elma Sazon and John Grean pre-audited DV and other Morano documents to the Budget Office.

6. Budget Office obligates, indicates Within the day Arlene Avancena & Staff fund source, PPA and UACS code and forwards to Bookkeeping Section, Accounting Office.

7. Bookkeeping Section verifies Within the day GF-Eleanor Ravena entries and codes for recording 164-Elena Travina/ and approval. Forwards to the Lilibeth Ellorquez Chief Accountant

8. Chief Accountant randomly Within the day Jocelyn T. Genesila checks and verifies before certifying as to the availability of Page | 379

funds. 9. Acctg. Staff forwards to Elma Sazon and John Grean Approving Officer (OVCA) Morano

10. VCA approves staff forwards to Prof. Gumban or Chancellor Cash Office

4. Client claims checks 11. Cash Office prepares check for Maureen Ongo and staff signature and pays the client.

TOTAL None 6 days, 1 hour, 30 minutes

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3. Payment of First Salary and Salary Adjustments

Offices 1. Unit Concerned 2. Accounting Office – Payroll Section 3. Budget Office 4. Office of the VC for Administration/Approving Officers 5. Accounting Office 6. Cash Office Classification Complex Type of Transaction G2C – Government to Client Who may avail Newly hired employees and employees with salary adjustments CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Appointment HRDO 2. Certificate of Assumption to duty Forms for 2-5 are downloadable thru intranet.upv.edu.ph 3. Oath of Office 4. Certificate of Service or Daily Time Record (DTR) or its Equivalent For Newly Hired Only 5. Statement of Assets and Liabilities (SALN) Land Bank of the Phil. (LBP), Miag ao Branch 6. Land Bank of the Philippines ATM Payroll Account Number Payroll Section, Accounting Office 7. Payroll inclusion Form - Downloadable at the BIR website 8. BIR Form 1902 with attachment a) photocopy of birth certificate b) appointment c) marriage contract (if married) 9. Additional requirements for transferee (If with previous employer): From previous employer a) Clearance from previous employer b) Certificate of last salary received Page | 381

c) BIR Form 2316 for the current year

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME Newly Hired Employees:

1. Employee submits the 1. Payroll Staff checks the None 1 hour Rowell Ravena above requirements completeness and propriety of Marilyn Gavan the documents submitted. Computes the entitlement of the new employee including the computation of statutory deductions based on the services rendered. 2. Staff in-charge at the Unit 2. Acctg. Staff forwards to the Unit Within 16 Elma Sazon/John Grean Morano returns the DV and the new employee belongs. hours supporting documents to 3. Unit Head signs on Box A of the Unit Head the Processing Section, DV and OBR Acctg. Office 4. Accounting staff pre audits as to 30 minutes Belma Olla the completeness and propriety of the supporting documents and check computation including required statutory deductions. 1 day Belma Olla 5. The pre audited amount is relayed back to the Unit concerned thru on line. 3. Unit Head check online for 6. Unit Heads approved on line. Within the day Elma Sazon and John Grean update 7. Accounting Office forwards the Morano pre-audited DV and other documents to the Budget Office. Within the day Arlene Avancena & Staff

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8. Budget Office obligates, indicates fund source, PPA and UACS code and forwards to Bookkeeping Section, Accounting Office. 9. Bookkeeping Section verifies Within the day GF-Eleanor Ravena entries and codes for recording 164-Elena Travina/ and approval. Forwards to the Lilibeth Ellorquez Chief Accountant 10. Chief Accountant randomly Jocelyn T. Genesila checks and verifies before certifying as to the availability of funds. 11. Acctg. Staff forwards to Elma Sazon and John Grean Approving Officer (OVCA) Morano 12. VCA approves staff forwards to Cash Office Prof. Gumban or Chancellor 13. Cash Office prepares check for signature and pays the client. Maureen Ongo and staff

TOTAL None 6 days, 1 hour, 30 minutes

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AUXILIARY SERVICES OFFICE External Services

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1. Request for Use of UPV Facilities & space (Non-UPV Clients)

(Memorandum No. IMS-2005-04-44 dated 02 June 2005) These guidelines are issued as a means to better rationalize the use of UPV’s very limited budget for Maintenance and Other Operating Expenses (MOOE), underscore the importance of good responsible stewardship in the use of University’s facilities and to ensure that our fixed overhead expenses are kept within reasonable bounds so that our MOOE can still provide adequate financial support for academic activities. Also, these guidelines detail the priorities in the free use of facilities, payment of fees when so warranted and availability of alternative venues with minimal charges or none at all.

Office Auxiliary Services Office Classification Complex Type of Transaction G2C -Government to Client Who may avail Non-UPV Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Writes detailed request letter to the Vice Chancellor for Administration None (VCA) 2. Letter request should submit to ASO for Miagao clients and CDMO-Iloilo for City Clients 3. Submission of Request permit before or 7 calendar days only 4. No acceptance of request permit after 7 calendar days of submission, except for University activity

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Applicants/requesting parties writes a letter request addressed to the Vice Chancellor for Administration (VCA)

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* The requestor should indicate in the request letter the complete details for their activity like venue, date, time ,facilities, location, contact number and personnel to assist in their activity (if any).

2 .Submits letter request to 2. ASO conducts preliminary assessment of None 30 Minutes ASO Staff (Veberly ASO/CDMO-Iloilo the request & evaluates sufficiency of Momblan/ Wilma *All applicants/requesting parties needed requirements before receiving the Esponilla) should submit their request permit 7 letter request calendar days only 2.1 Forwards the letter request to the 30 Minutes ASO Staff (Veberly Facility-in-Charge from or upon Momblan/Wilma Esponilla) received the request

2.2 Facility-in-Charge recommends on the 1 Day or upon * Engr. Jamero, CDMO request and return the letter request to availability of Chief-location, chairs, ASO approving platform, backdrop, riser, official H-frame, tables, hauling, electrician, technician,plumber,janitors * Prof. Catherine Anecita, P.E. Dept. Head(Auditorium PE class , Rm O &Covered court) * Prof. Gelvezon, GPO Director-GCEB lobby, AVR Rm, 31A&31B Page | 386

* Dr.R. Ibabao, OCEP Director- OCEP TRs * Prof. Huyong, OSA Director-CUB Lobby * Prof. Barrido, JR , CM Dean-CM grounds & Multi- purpose bldg. * Prof. M.N. Catalbas, 2.3 ASO compute fees, if applicable, makes 30Minutes CAS Dean-CAS- recommendation “ANNEX A” and forwards Uterus/grounds to VCA for approval * Dr. Bautista, Sotech Dean, Sotech grounds 2.4 VCA acts/approved on the request 30 Minutes application form/letter and return to ASO and or upon availability of ASO Staff (Wilma M. approving Esponilla/ official Veberly Momblan)

2.5 ASO photocopied the approved permit 15 Minutes for distribution to the concerned offices VCA, Prof. Mary Ann T. Gumban Sharon Niog, OVCA -AO

ASO Staff (Veberly Momblan/ Wlima Esponilla)

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3. Obtains a copy of approved 3. ASO furnish copies of approved letter None 30 Minutes ASO Staff (Veberly request permit at ASO request to requestor, SSF and Facility-in- (Miagao) Momblam/ Charge (thru bus, email & fax) Wilma. Esponiila) Next Day * any approved permit can be cancelled (c/o. CDMO anytime due to the University activity Iloilo thru UPV Bus) 4. Secures a copy of billing 4. ASO prepares billing statement and Based on 10 Minutes ASO Staff (Wilma statement at ASO provides requestor a copy prescribed Esponilla) rates of the University (see attached rates)

5. Pays charges to the UPV Cash 5. Cash Office issues Official Receipt (OR) Based on 15 Minutes Ma. Mitzi Calawigan (Iloilo) Office to the requestor prescribed Amelin Natividad (Miagao) rates of the Ernesita Alingalan University Maureen Kay Ongo (see attached rates)

6. Presents Official Receipt (OR) to 6. Prepares venue and facilities requested None 2 Days before CDMO-Iloilo: ASO and; the activity Maria Escrupolo/Alex date Aluyo- (use of Audi, LT & grounds) CDMO-Miagao: Glenn Epistola (power connection e.g. kiosk) Arman Morano (chairs,platform etc) Rodney Jance, OCEP Staff ( use of Training Rooms ) Page | 388

6.1 Posts the payment to the approved None 3 Minutes Leonor Sellar, GCEB/GPO permit upon receipt of Staff ( use of AVR, etc.) Official Receipt (OR) ASO Staff (Wilma Esponilla Veberly Momblan) TOTAL 3 days, 2 hours, 43 minutes

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Building/facilities Non UPV Clients Rate With Aircon Without Aircon With Electricity Without Electricity Auditorium 8,000 first two hours 3,000 first two hours plus plus 800 succeeding hours 3,000succeeding hours

Little Theater 20,000per day

NAB Conf Room 162/hour

Miagao Covered court 360/hour 200/hour Grandstand Football Field 250/hour 150/hour Miagao & City Campus 400/hour 200/hour Grounds Basketball Court (City Campus) 200/hour 50/hour

Ground Oval 300/hour 175/hour

PA System 150/hour Mini Karaoke 50/hour

Lobbies 8.00/hour C/O. Other Offices Regular Rates Student Rates/UPV (needs their recommendation) Constituents/

1. OCEP Training Rooms 1,2 & 3 300.00/hour/TR 100.00/hour/TRs 2. GCEB AVR 150/hour Page | 390

Room 31A,31B,32A,32B 50/hour 50/hour/room Room 33,34 &36 100/hour 100/hour 3. CDMO Chairs 7.00/piece/day 5.00/piece/day Platform/riser/stairs 35.00/piece/day 25.00/piece/day H-frame 30.00/piece/day 20.00/piece/day Tents/trapal 50.00/piece/day 50.00/piece/day Backdrop 200.00/lot/day 150.00/lot/day Tables Microphone 100.00/piece/day 50.00/piece/day PA System (Audi) 300.00/hour 150.00/hour Industrial Fan 25.00/piece Personnel Services Technician 124.50/hour Electrician 108.00/hour Plumber 108.00/hour Janitor 45.60/hour Additional Charges Laptop 10/hour Multi Media 20/hour

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AUXILIARY SERVICES OFFICE Both External and Internal Services

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1. Request for Use of UPV Facilities & space (External and Internal Services)

(Memorandum No. IMS-2005-04-44 dated 02 June 2005).These guidelines are issued as a means to better rationalize the use of UPV’s very limited budget for Maintenance and Other Operating Expenses (MOOE), underscore the importance of good responsible stewardship in the use of University’s facilities and to ensure that our fixed overhead expenses are kept within reasonable bounds so that our MOOE can still provide adequate financial support for academic activities. Also, these guidelines detail the priorities in the free use of facilities, payment of fees when so warranted and availability of alternative venues with minimal charges or none at all.

Office Auxiliary Services Office Classification Complex Type of Transaction G2G-Government to Government Who may avail All UPV personnel & students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished Application form in two (2) copies 1. Application Form ( applicable for UPV personnel& ● UPV Units and Offices use only students only) at ASO, CDMO-Iloilo and or ● UPV Students and Students Orgs use only download at UPV intranet (search UPV Facilities) 2. “Part I” of the application form be signed completely (applicable for UPV personnel & students) 3. Conforme Form should be attached with signature of the adviser beyond 8:00pm activity (applicable for students) 4. Letter request should submit to ASO for Miagao clients and CDMO- Iloilo for City Clients 5. Submission of Request permit before or 7 calendar days only (apply to all citizens of the Republic) 6. No acceptance of request permit after 7 calendar days of submission, except for University activity CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE

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1. Secure the application form at ASO, 1. ASO provides requestor a copies of None 5 Minutes from ASO Staff (Veberly CDMO-Iloilo, and or download at UPV application form or upon Momblan/ intranet (search UPV Facilities) downloading/ Wilma Esponilla) received the request

2. Fill-up & accomplishes two (2) copies of None 10 Minutes the application form with complete from or upon ASO Staff (Veberly signatories on “Part 1” received the Momblan/Wilma request Esponilla) ❖ Activity beyond 8:00pm the Conforme Form should be attached with signature of the adviser (applicable to students)

3.Submits application form to the ASO/ 3. ASO conducts preliminary None 30 Minutes ASO Staff (Veberly CDMO-Iloilo assessment of the request & evaluates Momblan/ Wilma sufficiency of needed requirements Esponilla) ❖ All applicants/requesting parties before receiving the letter request should submit their request permit 7 calendar days only 3.1 Forwards the application form to the None 30 Minutes Facility-in-Charge from or upon ASO Staff (Veberly received the Momblan/ request Wilma Esponilla)

3.2 Facility-in-Charge recommends on None 1 Day or upon the request and return the application availability of form to ASO approving * Engr. Jamero, CDMO official Chief-location, chairs, platform, backdrop, riser, H-frame, tables, Page | 394

hauling,electrician,techn ician, plumber, janitors * Prof. Catherine Anecita, P.E. Dept. Head (Auditorium PE class , Rm O & Covered court) * Prof. Gelvezon, GPO Director-GCEB lobby, AVR Rm, 31A & 31B * Dr.R. Ibabao, OCEP Director- OCEP TRs * Prof. Huyong, OSA Director-CUB Lobby 3.3 ASO compute fees, if applicable, None 30 Minutes * Prof. Barrido, Jr, CM makes recommendation “ANNEX A” Dean-CM grounds & and forwards to VCA for approval Multi-purpose Bldg. * Prof. M.N. Catalbas, CAS Dean-CAS- 3.4 VCA acts/approved on the request None 30 Minutes Uterus/grounds application form and return to ASO and or upon * Dr. Bautista, Sotech availability of Dean, Sotech grounds approving official ASO Staff (Wilma M. Esponilla/ 3.5 ASO photocopied the approved None 15 Minutes Veberly Momblan) permit for distribution to the concerned offices

VCA, Mary Ann T. Page | 395

Gumban Sharon Niog, OVCA - AO

ASO Staff (Veberly Momblan/ Wlima Esponilla) 4. Obtains a copy of approved request 4. ASO furnish copies of approved permit at ASO application form to requestor, SSF and None 30 Minutes ASO Staff (Veberly Facility-in-Charge (thru bus, email & fax) (Miagao) Momblam/ Wilma Esponiila) * any approved permit can be cancelled Next Day anytime due to the University activity (c/o. CDMO Iloilo thru UPV Bus)

5. Secures a copy of billing statement at 5. ASO prepares billing statement and Based on 10 Minutes ASO Staff (Wilma ASO provides requestor a copy prescribed Esponilla) rates of the University (see attached rates) 6. Pays charges to the UPV Cash Office 6. Cash Office issues Official Receipt Based on 15 Minutes Ma. Mitzi Calawigan (OR) to the requestor prescribed (Iloilo) rates of Amelin Natividad the (Miagao) University Ernesita Alingalan

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(see attached Maureen Kay Ongo rates) 7. Presents Official Receipt (OR) to ASO 7. Prepares venue and facilities None 2 Days before CDMO-Iloilo: requested and ; the activity Maria Escrupolo/Alex date Aluyo- (use of Audi, LT & grounds)

CDMO-Miagao: Glenn Epistola (power connection e.g. kiosk) Arman Morano (chairs,platform etc) Rodnie Jance, OCEP Staff ( use of Training Rooms ) 7.1 Posts the payment to the approved 3 Minutes Leonor Sellar, GPO permit upon receipt of Staff ( use of AVR, etc.) Official Receipt (OR) ASO Staff (Wilma Esponilla Veberly Momblan)

TOTAL 3 days, 3 hours, 28 minutes

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Building/facilities UP Constituents and Student Rates With Aircon Without Aircon With Electricity Without Electricity Auditorium 2,250/hour 320/hour Little Theater 15,000per day NAB Conf Room 162/hour Miagao Covered court 200/hour (beyond 8pm w/ pay) Grandstand Football Field 25/hour (beyond 8pm w/ pay) PA System 150/hour Mini Karaoke 50/hour

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Other Offices Regular Rates Regular Rates With Electricity (needs their recommendation) 1. OCEP Training Rooms 1,2 & 3 300.00/hour/TR 100.00/hour/TRs 2. GCEB

AVR 150/hour 150/hour Room 31A,31B,32A,32B 50/hour/room Room 33,34 &36 100/hour 3. CDMO Chairs 7.00/piece/day 5.00/piece/day Platform/riser/stairs 35.00/piece/day 25.00/piece/day H-frame 30.00/piece/day 20.00/piece/day Tents/trapal 50.00/piece/day 50.00/piece/day Backdrop 200.00/lot/day 150.00/lot/day Microphone 100.00/piece/day 50.00/piece/day PA System (Audi) 300.00/hour 150.00/hour Industrial Fan 25.00/piece 25.00/piece Personnel Services Technician 124.50/hour 124.50/hour Electrician 108.00/hour 108.00/hour Plumber 108.00/hour 108.00/hour Janitor 45.60/hour 45.60/hour

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CAMPUS DEVELOPMENT AND MAINTENANCE OFFICE Both External and Internal Services

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1. Use of UPV Facilities in Miagao Campus (UPV Students and Employees)

The Campus Development and Maintenance Office is the facility-in-charge of platforms, monoblock chairs, H-frames, risers/stairs, backdrop, generator set, industrial fans and bamboo tables. These facilities are used by the UPV students, offices, units and employees during university activities and student-related activities.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail UPV Students, Employees and Alumni only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Application Form for Use of UPV Facilities (2 original) Office of Student Affairs, Auxiliary Services Office, CDMO Iloilo (For UPV Students and Student Organizations, application form shall be City, downloadable through UPV Intranet (intranet.upv.edu.ph) approved by the Adviser, Dean & OSA Director to hold the activity. For activity beyond 8:00 p.m., the Conforme Form with signature of the adviser should be attached.) FEES TO BE PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID TIME 1. Submit application form for use 1.1 Conduct preliminary assessment None 30 Minutes Veberly Momblan of UPV facilities of the request and evaluate Administrative Assistant II sufficiency of needed Auxiliary Services Office requirements. 1.2 Receive and record the 10 Minutes Veberly Momblan application form Administrative Assistant II Auxiliary Services Office

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1.3 Forward the application form to 4 Hours Veberly Momblan the Facility-in-Charge (CDMO) Administrative Assistant II Auxiliary Services Office 1.4 Receive and record the letter 30 Minutes Melvin N. Nomananap request Forward the letter Administrative Assistant II request to the section in-charge CDMO Admin. and Transportation Section 1.5 Check the availability of the 2 Hours Arman M. Morano requested facilities Labor Foreman Civil Works Section Or Glenn M. Epistola Construction and Maintenance General Foreman Electrical Section 1.6 Return the application form to 1 Hour Arman M. Morano the CDMO Administrative Office Labor Foreman with confirmation on the Civil Works Section availability of the requested Or facilities Glenn M. Epistola Construction and Maintenance General Foreman Electrical Section 1.7 Review the application form and 30 Minutes Melany T. Calcaben prepare recommendation for Administrative Officer V signature of the CDMO Chief CDMO Admin. and Transportation Section 1.8 Review and sign the application 10 minutes Rolando S. Jamero form for use of facilities Chief Campus Development and Maintenance Office

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1.9 Record and return the 1 Hour Melvin N. Nomananap application form to the Auxiliary Administrative Assistant II Services Office Driver II (see attached list of names of Drivers) CDMO Admin. and Transportation Section 2. ASO 2 Days 3. OVCA (paused- 4. ASO clock) 5. Cash Office Based on the prescribed rate of the University (see Annex A)

6. ASO 7. Prepare/set-up the facilities 3 Days Arman M. Morano requested Labor Foreman

Carpenters Utility Workers Grounds Personnel (see attached list of names of Carpenters, Utility Workers, Grounds Personnel in Miagao Campus) Civil Works Section Or Glenn M. Epistola Construction and Maintenance General Foreman Page | 403

Electricians (see attached list of names of Electricians in Miagao Campus) Electrical Section TOTAL Based on 5 Days, 1 the Hour, 50 prescribed Minutes rate of the University (see Annex A)

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2. Use of UPV Facilities in Miagao Campus (Non-UPV Clients)

The Campus Development and Maintenance Office is the facility-in-charge of platforms, monoblock chairs, H-frames, risers/stairs, backdrop, generator set, industrial fans and bamboo tables. These facilities can be used by other government agencies, businesses, and other public or private organizations which will hold an activity within the UPV Miagao Campus.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2C – Government to Citizens G2B – Government to Businesses G2G – Government to Government Who may avail All

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter Request (1 original) Client

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submit letter request for use of 1.1 Conduct preliminary assessment None 30 Minutes Veberly Momblan UPV facilities. of the request and evaluate Administrative Assistant II sufficiency of needed Auxiliary Services Office requirements.

1.2 Receive and record the letter 10 Minutes Veberly Momblan request Administrative Assistant II Auxiliary Services Office

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1.3 Forward the letter request to the 4 Hours Veberly Momblan Facility-in-Charge (CDMO) Administrative Assistant II Auxiliary Services Office 1.4 Receive and record the letter 10 Minutes Melvin N. Nomananap request Administrative Assistant II CDMO Admin. and Transportation Section 1.5 Forward the letter request to the 20 Minutes Melvin N. Nomananap section in-charge Administrative Assistant II CDMO Admin. and Transportation Section 1.6 Check the availability of the 2 Hours Arman M. Morano requested facilities Labor Foreman Civil Works Section Or Glenn M. Epistola Construction and Maintenance General Foreman Electrical Section 1.7 Return the letter request to the 1 Hour Arman M. Morano CDMO Administrative Office with Labor Foreman confirmation on the availability of Civil Works Section the requested facilities Or Glenn M. Epistola Construction and Maintenance General Foreman Electrical Section 1.8 Review the letter request and 30 Minutes Melany T. Calcaben prepare recommendation for Administrative Officer V signature of the CDMO Chief CDMO Admin. and Transportation Section

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1.9 Review and sign the letter request 10 minutes Rolando S. Jamero for use of facilities Chief Campus Development and Maintenance Office 1.10Record and return the letter 1 Hour Melvin N. Nomananap request to the Auxiliary Services Administrative Assistant II Office Driver II (see attached list of names of Drivers) CDMO Admin. and Transportation Section 2. ASO 2 Days 3. OVCA (paused- clock) 4. ASO 5. Cash Office Based on the prescribed rate of the University (see Annex A)

6. ASO 7. Prepare/set-up the facilities 3 Days Arman M. Morano requested Labor Foreman

Carpenters Utility Workers Grounds Personnel (see attached list of names of Carpenters, Utility Workers, Page | 407

Grounds Personnel in Miagao Campus) Civil Works Section Or Glenn M. Epistola Construction and Maintenance General Foreman

Electricians (see attached list of names of Electricians in Miagao Campus) Electrical Section

TOTAL Based on 5 Days, 1 the Hour, 50 prescribed Minutes rate of the University (see Annex A)

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3. Use of UPV Facilities in Iloilo City Campus (UPV Students and Employees)

The Campus Development and Maintenance Office is the facility-in-charge of platforms, monoblock chairs, H-frames, risers/stairs, backdrop, generator set, microphone, PA system (at UPV Auditorium), industrial fans and bamboo tables. These facilities are used by the UPV students, offices, units and employees during university activities and student-related activities.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail UPV Students, Employees and Alumni only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Application Form for Use of UPV Facilities (2 original) Office of Student Affairs, Auxiliary Services Office, CDMO Iloilo (For UPV Students and Student Organizations, application form shall be City, downloadable through UPV Intranet (intranet.upv.edu.ph) approved by the Adviser, Dean & OSA Director to hold the activity. For activity beyond 8:00 p.m., the Conforme Form with signature of the adviser should be attached.) CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Submit application form for use 1.1 Conduct preliminary assessment of None 30 Minutes Maria Escrupolo of UPV facilities the request and evaluate sufficiency Administrative Aide I of needed requirements. CDMO Iloilo City

1.2 Receive and record the application 10 Minutes Maria Escrupolo form Administrative Aide I CDMO Iloilo City

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1.3 Check the availability of the 2 Hours Alejandro Caluyo, Jr. (JO) requested facilities Leadman Civil Works Section Or Ronald Tabor Electrician 1 Electrical Section 1.4 Forward the application form to 1 Day Maria Escrupolo CDMO Miagao with confirmation Administrative Aide I on the availability of the requested CDMO Iloilo City facilities 1.5 Receive and record the application 10 Minutes Melvin N. Nomananap form Administrative Assistant II CDMO Miagao 1.6 Review the application form and 30 Minutes Melany T. Calcaben prepare recommendation for Administrative Officer V signature of the CDMO Chief CDMO Administrative Section

1.7 Review and sign the application 10 minutes Rolando S. Jamero form for use of facilities Chief Campus Development and Maintenance Office 1.8 Record and return the application 1 Hour Melvin N. Nomananap form to the Auxiliary Services Office Administrative Assistant II

Driver II (see attached list of names of Drivers) CDMO Admin. and Transportation Section 2. ASO 2 Days 3. OVCA (paused- 4. ASO clock) 5. Cash Office Based on the Page | 410

prescribed rate of the University (see Annex A)

6. ASO 7. Prepare/set-up the facilities 3 Days Alejandro Caluyo, Jr. (JO) requested Leadman

Carpenters Utility Workers Grounds Personnel (see attached list of names of Carpenters, Utility Workers, Grounds Personnel in Iloilo City Campus) Civil Works Section Or Ronald Tabor Electrician 1 Electrical Section TOTAL Based on the 5 Days, 4 prescribed Hours, 30 rate of the Minutes University (see Annex A)

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4. Use of UPV Facilities in Iloilo City Campus (Non-UPV Clients)

The Campus Development and Maintenance Office is the facility-in-charge of platforms, monoblock chairs, H-frames, risers/stairs, backdrop, generator set, microphone, PA system (UPV Auditorium), industrial fans and bamboo tables. These facilities can be used by other government agencies, businesses, and other organizations which will hold an activity within the UPV Iloilo City Campus.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2C – Government to Citizens G2B – Government to Businesses G2G – Government to Government Who may avail All

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter Request (1 original) Client CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Submit letter request for use 1.1 Conduct preliminary assessment of None 30 Minutes Maria Escrupolo of UPV facilities the request and evaluate sufficiency Administrative Aide I of needed requirements. CDMO Iloilo City

1.2 Receive and record the application 10 Minutes Maria Escrupolo form Administrative Aide I CDMO Iloilo City

1.3 Check the availability of the 2 Hours Alejandro Caluyo, Jr. (JO) requested facilities Leadman Page | 412

Civil Works Section Or Ronald Tabor Electrician 1 Electrical Section 1.4 Forward the application form to 1 Day Maria Escrupolo CDMO Miagao with confirmation on Administrative Aide I the availability of the requested CDMO Iloilo City facilities 1.5 Receive and record the letter request 10 Minutes Melvin N. Nomananap Administrative Assistant II CDMO Administrative Section 1.6 Review the letter request and prepare 30 Minutes Melany T. Calcaben recommendation for signature of the Administrative Officer V CDMO Chief CDMO Administrative Section 1.7 Review and sign the letter request for 10 minutes Rolando S. Jamero use of facilities Chief Campus Development and Maintenance Office 1.8 Record and return the letter request to 1 Hour Melvin N. Nomananap the Auxiliary Services Office Administrative Assistant II

Driver II (see attached list of names of Drivers) CDMO Admin. and Transportation Section 2. ASO 2 Days (paused-clock) 3. OVCA 4. ASO

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5. Cash Office Based on the prescribed rate of the University (see Annex A)

6. ASO

7. Prepare/set-up the facilities 3 Days Alejandro Caluyo, Jr. (JO) requested Leadman

Carpenters Utility Workers Grounds Personnel (see attached list of names of Carpenters, Utility Workers, Grounds Personnel in Iloilo City Campus) Civil Works Section Or Ronald Tabor Electrician 1 Electrical Section TOTAL Based on the 5 Days, 4 prescribed Hours, 30 rate of the minutes University (see Annex A)

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5. Use of UPV Bus and Pooled Vehicle

The Campus Development and Maintenance Office renders transportation services to the UPV constituents (students, employees, alumni and retirees) and outside clients such as government agencies, businesses, and other public or private organizations. These vehicles that can be requested for use are the buses, dump truck, and L300 vans.

Office Campus Development and Maintenance Office

Classification Simple

Type of Transaction G2C – Government to Citizens G2G – Government to Government G2B – Government to Businesses Who may avail UPV Constituents (Students, Employees, Alumni, Retirees) and government agencies, businesses, and other public or private organizations only.

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter Request (1 original) Client (For UPV Students and Student Organizations, the letter shall be approved by the Adviser, Dean and/or OSA Director to hold the activity before submission to the CDMO.)

Page | 415

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSI PERSON NG TIME RESPONSIBLE

1. Write letter request addressed to the Vice 1.1 Conduct preliminary None 30 Minutes Melany T. Calcaben Chancellor for Administration (VCA) and assessment of the request Administrative Officer V CDMO Administrative and submit the letter to the Campus and evaluate sufficiency of Development and Maintenance Office Transportation Section needed requirements. (CDMO)

1.2 Verify itinerary with the 30 Minutes Melany T. Calcaben requestor and check Administrative Officer V CDMO Administrative and availability of the vehicle Transportation Section

1.3 Receive and record letter 10 Minutes Melvin N. Nomananap request Administrative Assistant II CDMO Administrative Section

1.4 Compute fuel and service 1 Hour Melany T. Calcaben charges and make Administrative Officer V CDMO Administrative and recommendation to the VCA Transportation Section

1.5 Review and sign the 15 Minutes Rolando S. Jamero recommendation with the Chief Campus Development and computation of fuel and Maintenance Office service charges

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1.6 Record and forward the letter 1 Hour Melvin N. Nomananap request with attached Administrative Assistant II

recommendation to the Office of the Vice Chancellor for Driver II (see attached list Administration (OVCA) of names of Drivers)

CDMO Admin. and Transportation Section 1.7 Retain a photocopy of letter 5 Minutes Melvin N. Nomananap request and recommendation Administrative Assistant II CDMO Administrative and for office file Transportation Section

1.8 Act on the request, forward 4 Hours Prof. Mary Ann T. Gumban the duly acted request to Vice Chancellor for Administration CDMO and notify the requestor of action on the Admin. Staff request Office of the Vice Chancellor for Administration

1 Day 2. Receive duly acted request and pay charges (paused- to the UPV Cash Office. clock)

Page | 417

3. For charge payment (UPV Offices only), 3.1 Issue Official Receipt (OR) to Fuel = actual market 2 Minutes Cashier prepare online Disbursement Voucher the client price X distance of UPV Cash Office payable to UP Visayas. travel;

Service charge = hourly overtime rate X number of hours of services to be rendered

4. Coordinate with the CDMO and present 4. Provide the requested 1 Day Driver II (see attached list Official Receipt/signed Disbursement vehicle (if approved) on the (paused- of names of Drivers) Voucher scheduled date clock) CDMO Administrative and Transportation Section

TOTAL Fuel = actual 2 Days, 7 market price X Hours, 32 distance of travel; Minutes

Service charge = hourly overtime rate X number of hours of services to be rendered

Page | 418

6. Minor repairs of buildings and structures

Minor repairs of UPV buildings and structures are carried out in-house in order to maintain functionality of the facilities. These include repairs that can be done with the expertise of the CDMO and requires 80 man-hour work or less to complete. Services includes carpentry, masonry, plumbing and electrical repairs.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail UPV Constituents (Students, Employees and Alumni) only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Job Order Request Form (1 original) Downloadable through UPV Intranet (intranet.upv.edu.ph)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON RESPONSIBLE BE PAID

1. Submit Job Order 1.1 Receive the job order request, encode in the None 1 Hour Melvin N. Nomananap Request for minor CDMO Job Monitoring System and forward Administrative Assistant II repairs the job order request to the CDMO CDMO Administrative and Administrative Officer Transportation Section

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1.2 Assess the nature of request and distribute 30 Minutes Melany T. Calcaben to the concerned section chief. Administrative Officer V CDMO Administrative and Transportation Section

1.3 Assign job to the concerned personnel 30 Minutes Mario M. Morano through the foreman and update the CDMO Engineer III Job Monitoring System Civil Works Section Or Roger E. Teves Sanitation and Water Utilities Section Or Reginald S. Monsale Electrical Section

1.4 Conduct coordinated site inspection with 1 Day Arman M. Morano the requestor; determine the scope of work, Labor Foreman materials needed and schedule of Civil Works Section implementation. Or Glenn M. Epistola Construction and Maintenance

General Foreman Electrical Section Or Roger E. Teves Engineer III Sanitation and Water Utilities Section 1.5 Assign personnel to do the job and file Arman M. Morano Material Requisition Slip (MRS) to the central 1 Hour Labor Foreman store for the needed materials Civil Works Section Or Glenn M. Epistola Page | 420

Construction and Maintenance General Foreman Electrical Section Or Roger E. Teves Engineer III Sanitation and Water Utilities Section 1.6 Withdraw materials, implement job request 5 Days Carpenter II and Utility Worker and secure conformity of the requestor in the Civil Works Section job order request form for the accomplished Or job and acknowledgement in the Requisition Plumber II Issuance Slip (RIS) for the materials Civil Works Section Or received. Plumber and Utility Worker Sanitation and Water Utilities Section Or Electrician II Electrical Section (See attached list of names of carpenters, plumbers, and electricians) TOTAL None 6 Days, 3 Hours

Page | 421

6.1 Minor repairs of buildings and structures (UPV Staff Housing Units)

Minor repairs of UPV Staff Housing Units are carried out in-house in order to maintain functionality of the facilities. These include repairs that can be done with the expertise of the CDMO and requires 80 man-hour work or less to complete. Services includes carpentry, masonry, plumbing and electrical repairs.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2G – Government to Government

Who may avail UPV Staff Housing Residents

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Job Order Request Form (1 original) Downloadable through UPV Intranet (intranet.upv.edu.ph) Hardware Store CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON RESPONSIBLE BE PAID

1. Submit Job Order Request for 1.1 Receive the job order None 1 Hour Melvin N. Nomananap minor repairs request, encode in the CDMO Administrative Assistant II Job Monitoring System and CDMO Administrative and forward the job order request Transportation Section to the CDMO Administrative Officer. 1.2 Assess the nature of request 30 Minutes Melany T. Calcaben and distribute to the Administrative Officer V concerned section chief. CDMO Administrative and Transportation Section Page | 422

1.3 Assign job to the concerned 30 Minutes Mario M. Morano personnel through the foreman Engineer III and update the CDMO Job Civil Works Section Monitoring System Or Roger E. Teves Sanitation and Water Utilities Section Or Reginald S. Monsale Electrical Section

1.4 Conduct coordinated site 1 Day Arman M. Morano inspection with the requestor, Labor Foreman determine the scope of work, Civil Works Section materials needed and Or schedule of implementation. Glenn M. Epistola Construction and Maintenance

General Foreman Electrical Section Or Roger E. Teves Engineer III Sanitation and Water Utilities Section 2. Provide necessary materials 1 Day (paused-clock) needed for the repair

Page | 423

2.1 Assign personnel, implement 4 Days Arman M. Morano repairs and secure conformity Labor Foreman of the requestor in the job Civil Works Section order request form for the Or accomplished job. Glenn M. Epistola Construction and Maintenance

General Foreman Electrical Section Or Roger E. Teves Engineer III Sanitation and Water Utilities Section

Carpenters, Plumbers, Electricians, Utility Workers (see attached list of names) Campus Development and Maintenance Office

TOTAL None 6 Days, 2 Hours

Page | 424

7. Support Services during Activities in Miagao Campus (UPV Students and Employees)

The Campus Development and Maintenance Office provides support services during university activities and student-related activities. These support services shall be rendered by the Technician, Electrician, Plumber and Janitors. The Technician takes charge of the PA system in the UPV Covered Court, the Electrician takes charge of the generator set and electrical concerns during power interruptions, the Plumber takes charge of the water supply, and the Janitors take charge of the cleanliness of the venue of the activity and the comfort rooms.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail UPV Students, Employees and Alumni only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Application Form for Use of UPV Facilities (2 original) Or Letter Request from Office of Student Affairs, Auxiliary Services Office, CDMO the Client Iloilo City, downloadable through UPV Intranet (For UPV Students and Student Organizations, application form/letter request (intranet.upv.edu.ph) shall be approved by the Adviser, Dean & OSA Director to hold the activity.)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Submit application form/letter 1.1 Conduct preliminary assessment of None 30 Minutes Veberly Momblan request for personnel services the request and evaluate sufficiency Administrative Assistant II of needed requirements. Auxiliary Services Office

Page | 425

1.2 Receive and record the application 10 Minutes Veberly Momblan form/letter request Administrative Assistant II Auxiliary Services Office

1.3 Forward the application form/letter 4 Hours Veberly Momblan request to the CDMO Administrative Assistant II Auxiliary Services Office

1.4 Receive and record the application 30 Minutes Melvin N. Nomananap form/letter request Administrative Assistant II CDMO Admin. and Transportation Section

1.5 Check and verify the availability of 1 Hour Melvin N. Nomananap requested personnel to the Administrative Assistant II concerned CDMO Section. CDMO Admin. and Transportation Section

1.6 Forward the application form/letter 30 Minutes Melvin N. Nomananap request to the CDMO Administrative Administrative Assistant II Officer with confirmation of the CDMO Admin. and section in-charge as to the number Transportation Section of personnel needed and rate per hour for overtime services. 1.7 Review the application form/letter 10 Minutes Melany T. Calcaben request for signature of the CDMO Administrative Officer V Chief CDMO Admin. and Transportation Section

Page | 426

1.8 Review and sign the application 10 Minutes Rolando S. Jamero form/letter request Chief Campus Development and Maintenance Office

1.9 Record and return the application 1 Hour Melvin N. Nomananap form/letter request to the Auxiliary Administrative Assistant II Services Office Driver II (see attached list of names) CDMO Admin. and Transportation Section

1.10 ASO 4 Days (paused-clock) 1.11 OVCA

1.12 ASO

1.13 Cash Office Approved overtime pay (Hourly rate x total number of hours for actual services rendered) Page | 427

1.14 ASO 1.15 Render the services requested 1 Day Technician during the activity Electrician Plumber Janitor (see attached list of names) Campus Development and Maintenance Office

TOTAL Approved 6 Days overtime pay (Hourly rate x total number of hours for actual services rendered)

Page | 428

7.1 Support Services during Activities in Miagao Campus (Non-UPV Clients)

The Campus Development and Maintenance Office provides support services during activities of outside clients in which UPV is the venue of the activity. These support services shall be rendered by the Technician, Electrician, Plumber and Janitors. The Technician takes charge of the PA system in the UPV covered court, the Electrician takes charge of the generator set and electrical concerns during power interruptions, the Plumber takes charge of the water supply, and the Janitors take charge of the cleanliness of the venue of the activity and the comfort rooms.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2C – Government to Citizens G2B – Government to Businesses G2G – Government to Government Who may avail All

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter Request Client CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Submit letter request for 1.1 Conduct preliminary None 30 Minutes Veberly Momblan personnel services assessment of the request and Administrative Assistant II evaluate sufficiency of needed Auxiliary Services Office requirements. 1.2 Receive and record the letter 10 Minutes Veberly Momblan request Administrative Assistant II Auxiliary Services Office

Page | 429

1.3 Forward the letter request to 4 Hours Veberly Momblan the CDMO Administrative Assistant II Auxiliary Services Office 1.4 Receive and record the letter 30 Minutes Melvin N. Nomananap request Administrative Assistant II CDMO Admin. and Transportation Section 1.5 Check and verify the availability 1 Hour Melvin N. Nomananap of requested personnel to the Administrative Assistant II concerned CDMO Section. CDMO Admin. and Transportation Section 1.6 Forward the letter request to the 30 Minutes Melvin N. Nomananap CDMO Administrative Officer Administrative Assistant II with confirmation of the section CDMO Admin. and Transportation in-charge as to the number of Section personnel needed and rate per hour for overtime services. 1.7 Review the letter request for 10 minutes Melany T. Calcaben signature of the CDMO Chief Administrative Officer V CDMO Admin. and Transportation Section 1.8 Review and sign the letter 10 Minutes Rolando S. Jamero request Chief Campus Development and Maintenance Office 1.9 Record and return the letter 1 Hour Melvin N. Nomananap request to the Auxiliary Services Administrative Assistant II Office Driver II (see attached list of names) CDMO Admin. and Transportation Section

Page | 430

2. ASO 4 Days (paused- 3. OVCA clock)

4. ASO 5. Cash Office Approved overtime pay (Hourly rate x total number of hours for actual services rendered) 6. ASO 7. Render the services requested 1 Day Technician during the activity Electrician Plumber Janitor (see attached list of names) Campus Development and Maintenance Office TOTAL Approved 6 Days overtime pay (Hourly rate x total number of hours for actual services rendered)

Page | 431

7.2 Support Services during Activities in Iloilo City Campus (UPV Students and Employees)

The Campus Development and Maintenance Office provides support services during university activities and student-related activities. These support services shall be rendered by the Technician, Electrician, Plumber and Janitors. The Technician takes charge of the PA system in the Auditorium and Little Theater, the Electrician takes charge of the generator set and electrical concerns during power interruptions, the Plumber takes charge of the water supply, and the Janitors take charge of the cleanliness of the venue of the activity and the comfort rooms.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail UPV Students, Employees and Alumni only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Application Form for Use of UPV Facilities (2 original) Or Letter Request Office of Student Affairs, Auxiliary Services Office, CDMO Iloilo from the Client City, downloadable through UPV Intranet (intranet.upv.edu.ph) (For UPV Students and Student Organizations, application form/letter request shall be approved by the Adviser, Dean & OSA Director to hold the activity.)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Submit application form/letter 1.1 Conduct preliminary assessment None 30 Minutes Maria Escrupolo request for personnel services. of the request and evaluate Administrative Aide I sufficiency of needed CDMO Iloilo City requirements.

Page | 432

1.2 Receive and record the application 10 Minutes Maria Escrupolo form/letter request Administrative Aide I CDMO Iloilo City

1.3 Forward the application form/letter 1 Day Maria Escrupolo request to CDMO Miagao Administrative Aide I CDMO Iloilo City

1.4 Receive and record the application 10 Minutes Melvin N. Nomananap form/letter request Administrative Assistant II CDMO Administrative Section

1.5 Check and verify the availability of 1 Hour Melvin N. Nomananap requested personnel to the Administrative Assistant II concerned CDMO Section CDMO Administrative Section 1.6 Forward the application form/letter 30 Minutes Melvin N. Nomananap request to the CDMO Administrative Assistant II Administrative Officer with CDMO Administrative Section confirmation of the section in- charge as to the number of personnel needed and rate per hour for overtime services.

1.7 Review the application form/letter 10 minutes Melany T. Calcaben request for signature of the CDMO Administrative Officer V Chief CDMO Administrative Section

1.8 Review and sign the application 10 Minutes Rolando S. Jamero form/letter request Chief Campus Development and Maintenance Office

Page | 433

1.9 Record and return the application 1 Hour Melvin N. Nomananap form/letter request to the Auxiliary Administrative Assistant II Services Office Driver II (see attached list of names) CDMO Admin. and Transportation Section

2. ASO Approved 4 Days (paused- 3. OVCA overtime pay clock) 4. ASO (Hourly rate 5. Cash Office x total 6. ASO number of hours for actual services rendered) 7. Render the services requested 1 Day Jose Avelino Arnel Aquidado during the activity Technician

Ronald Tabor Electrician

Hercules Basilio Plumber

Janitors (see attached list of

Page | 434

names) Campus Development and Maintenance Office

TOTAL Approved 6 Days, 3 overtime Hours, 40 pay (Hourly minutes rate x total number of hours for actual services rendered)

Page | 435

7.3 Support Services during Activities in Iloilo City Campus (Non-UPV Clients)

The Campus Development and Maintenance Office provides support services during activities of outside clients in which UPV is the venue of the activity. These support services shall be rendered by the Technician, Electrician, Plumber and Janitors. The Technician takes charge of the PA system in the Auditorium and Little Theater, the Electrician takes charge of the generator set and electrical concerns during power interruptions, the Plumber takes charge of the water supply, and the Janitors take charge of the cleanliness of the venue of the activity and the comfort rooms.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail All

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter Request Office of Student Affairs, Auxiliary Services Office, CDMO Iloilo City, downloadable through UPV Intranet (intranet.upv.edu.ph)

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON RESPONSIBLE TIME

1. Submit letter request for 1.1 Conduct preliminary None 30 Minutes Maria Escrupolo personnel services. assessment of the request Administrative Aide I and evaluate sufficiency of CDMO Iloilo City needed requirements.

1.2 Receive and record the 10 Minutes Maria Escrupolo Administrative Aide I Page | 436

letter request CDMO Iloilo City

1.3 Forward the letter request 1 Day Maria Escrupolo to CDMO Miagao Administrative Aide I CDMO Iloilo City 1.4 Receive and record the 10 Minutes Melvin N. Nomananap letter request Administrative Assistant II CDMO Administrative Section 1.5 Check and verify the 1 Hour Melvin N. Nomananap availability of requested Administrative Assistant II personnel to the concerned CDMO Administrative Section CDMO Section. 1.6 Forward the letter request to 30 Minutes Melvin N. Nomananap the CDMO Administrative Administrative Assistant II Officer with confirmation of CDMO Administrative Section the section in-charge as to the number of personnel needed and rate per hour for overtime services.

1.7 Review the letter request for 10 minutes Melany T. Calcaben signature of the CDMO Chief Administrative Officer V CDMO Administrative Section

1.8 Review and sign the letter 10 Minutes Rolando S. Jamero request Chief Campus Development and Maintenance Office

Page | 437

1.9 Record and return the letter 1 Hour Melvin N. Nomananap request to the Auxiliary Administrative Assistant II Services Office Driver II (see attached list of names) CDMO Admin. and Transportation Section

2. ASO Approved overtime 4 Days 3. OVCA pay (Hourly rate x (paused-clock) 4. ASO total number of 5. Cash Office hours for actual 6. ASO services rendered)

7. Render the services 1 Day Jose Avelino Arnel Aquidado requested during the activity Technician

Ronald Tabor Electrician

Hercules Basilio Plumber

Janitors (see attached list of names) Campus Development and Maintenance Office TOTAL Approved overtime 6 Days, 3 Hours, pay (Hourly rate x 40 minutes total number of hours for actual services rendered)

Page | 438

7.4 Support services during activities

The Campus Development and Maintenance Office provides support services in the activities of the university. The major task is to physically prepare or arrange the designated venue for the activity.

Office Campus Development and Maintenance Office Classification Complex Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail UPV Constituents (Students, Employees and Alumni) only. CHECKLIST OF WHERE TO SECURE REQUIREMENTS 1. Approved Application Form or Letter Request ASO Committee/Office in-charge CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON RESPONSIBLE BE PAID 1. Send or provide approved application 1.1 Receive and record the None 10 Minutes Melvin N. Nomananap or letter request assessed application form from Administrative Assistant II Auxiliary Service Office or CDMO Administrative and concerned Committee. Transportation Section

1.2 Assess the nature of request 5 Minutes Melany T. Calcaben and distribute to the concerned Administrative Officer V section chief. CDMO Administrative and Transportation Section

1.3 Evaluate and assign to 30 Minutes Mario M. Morano personnel in charge of the Engineer III services needed Civil Works Section Page | 439

Or Roger E. Teves Sanitation and Water Utilities Section Or Reginald S. Monsale Electrical Section

1.4 Render the services needed 6 Days Arman M. Morano on or before and after the Labor Foreman scheduled date of activity. Civil Works Section Or Glenn M. Epistola Construction and Maintenance General Foreman Electrical Section Or Carpenters, Plumbers, Utility Personnel Civil Works Section Or Electricians Electrical Section Or Janitors (under supervision of SWUS) (see attached list of names)

TOTAL None 6 Days, 45 Minutes

Page | 440

8. Technical specifications and cost estimates involving the expertise of engineers, etc.

Specifications and cost estimates are prepared by the CDMO to supplement the procurement of materials, equipment and upgrading of existing facilities. The estimates are bases for the budgeting. The sanitary, civil, electrical or plumbing specifications provided by the Office are used as the terms of reference in the procurement process.

Office Campus Development and Maintenance Office

Classification Highly Technical

Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail UPV Students, Employees and Alumni only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Job Order Request Form (1 original) Downloadable through UPV Intranet (intranet.upv.edu.ph)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Submit Job Order Request for 1.1 Receive the job order request, encode None 1 Hour Melvin N. Nomananap the specification and cost in the CDMO Job Monitoring System Administrative Assistant II estimate and forward the job order request to CDMO Administrative and the CDMO Administrative Officer. Transportation Section

1.2 Assess the nature of request and Melany T. Calcaben distribute to the concerned section 30 Minutes Administrative Officer V chief CDMO Administrative and Transportation Section

Page | 441

1.3 Assign technical personnel for the Mario M. Morano request and update the CDMO Job 30 Minutes Engineer III Monitoring System Civil Works Section Or Roger E. Teves Sanitation and Water Utilities Section Or Reginald S. Monsale Electrical Section

1.4 Conduct coordinated site inspection 2 Days Mario M. Morano with the requestor to gather initial data Engineer III regarding the intent of the requestor. Civil Works Section Or Roger E. Teves Sanitation and Water Utilities Section Or Reginald S. Monsale Electrical Section Or Draftsman (see attached list of names) Civil Works Section

1.5 Prepare plans, specifications, cost Mario M. Morano estimates, program of works (POW) 15 Days Engineer III Civil Works Section Or Roger E. Teves Sanitation and Water Utilities Section Or Reginald S. Monsale Electrical Section Or Jose Cadiz, Jr. Page | 442

Engineer II Civil Works Section Or Draftsman (see attached list of names) Civil Works Section Or Glenn M. Epistola Construction and Maintenance General Foreman Electrical Section Or Draftsman (see attached list of names) Civil Works Section

1.6 Check and certify the technical 1 Day Mario M. Morano documents. Engineer III Civil Works Section Or Roger E. Teves Sanitation and Water Utilities Section Or Reginald S. Monsale Electrical Section Or Jose Cadiz, Jr. Engineer II Civil Works Section

1.7 Prepare transmittal or endorsement 1 Hour Melvin N. Nomananap of the CDMO Chief Administrative Assistant II CDMO Administrative and Transportation Section

Page | 443

1.8 Review the transmittal/endorsement 30 minutes Melany T. Calcaben for signature of the CDMO Chief Administrative Officer V CDMO Administrative and Transportation Section

1.9 Review and sign the 30 minutes Rolando S. Jamero transmittal/endorsement Chief Campus Development and Maintenance Office

1.10 Record and forward the complete 30 minutes Melvin N. Nomananap documents to the requestor Administrative Staff II

Driver II (see attached list of names) CDMO Administrative and Transportation Section

TOTAL None 18 Days, 4 Hours, 30 Minutes

Page | 444

8.1 Payment for utilities expenses (telephone, electricity, water) of Iloilo City Campus

The Campus Development and Maintenance Office takes charge of the processing of payment for utilities expenses of the whole UPV Iloilo City Campus. These utilities include telephone (PLDT and Globe), electricity (PECO), and water (MIWD). Payment for utilities expenses are processed on a monthly basis.

Office Campus Development and Maintenance Office Classification Complex Type of Transaction G2G – Government to Government G2B – Government to Businesses Who may avail PLDT, Globe, PECO, MIWD only CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Statement of Account(1 original) Client CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Send Statement of Account to 1.1 Receive and record the None 15 Minutes Maria Escrupolo Campus Development and Statement of Account. Administrative Aide I Maintenance Office (CDMO), CDMO Iloilo UPV Iloilo City Campus. 1.2 Forward the Statement of 1 Day Maria Escrupolo Account to CDMO Miagao Administrative Aide I CDMO Iloilo 1.3 Receive and record the 35 Minutes Melvin N. Nomananap Statement of Account and Administrative Assistant II prepare online Disbursement CDMO Administrative and Voucher (DV) Transportation Section

Page | 445

1.4 Review the DV for signature of 5 Minutes Melany T. Calcaben the CDMO Chief Administrative Officer V CDMO Administrative and Transportation Section 1.5 Sign the DV 5 Minutes Rolando S. Jamero Chief Campus Development and Maintenance Office 1.6 Record and forward the 30 Minutes Melvin N. Nomananap Statement of Account with Administrative Assistant II attached DV to the Accounting Office Driver II (see attached list of names) CDMO Admin. and Transportation Section 2. Accounting 4 Days (paused- clock) 3. Budget

4. Accounting 5. OVCA 6. Cash Office

7. Bring the check of payment 1 Day Utility Worker (see attached list of to the concerned company names) CDMO Iloilo TOTAL None 6 Days,1 Hour, 30 Minutes

Page | 446

8.2 Payment for utilities expenses (telephone and electricity) of Miagao Campus

The Campus Development and Maintenance Office takes charge of the processing of payment for utilities expenses of the whole UPV Miagao Campus. These utilities include telephone (PLDT and Globe) and electricity (ILECO I). Payment for utilities expenses are processed on a monthly basis.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2G – Government to Government G2B – Government to Businesses Who may avail PLDT, Globe, ILECO I only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Statement of Account(1 original) Client CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Send Statement of Account to 1.1 Receive and record the None 15 Minutes Melvin N. Nomananap Campus Development and Statement of Account. Administrative Assistant II Maintenance Office (CDMO), UPV CDMO Administrative and Miagao Campus. Transportation Section

1.2 Prepare online Disbursement 40 Minutes Melvin N. Nomananap Voucher (DV) Administrative Assistant II CDMO Administrative and Transportation Section 1.3 Review the DV for signature of 5 Minutes Melany T. Calcaben the CDMO Chief Administrative Officer V CDMO Administrative and Page | 447

Transportation Section 1.4 Sign the DV 5 Minutes Rolando S. Jamero Chief Campus Development and Maintenance Office

1.5 Record and forward the 1 Hour Melvin N. Nomananap Statement of Account with Administrative Assistant II attached DV to the Accounting Office Driver II (see attached list of names) CDMO Admin. and Transportation Section 2. Accounting 5 Days (paused-clock)

3. Budget 4. Accounting 5. OVCA 6. Cash Office 7. Bring the check of payment to 1 Day Melvin No. Nomananap the concerned company Administrative Assistant II CDMO Administrative and Transportation Section Or Utility Worker (see attached list of names) CDMO Iloilo TOTAL None 5 Days, 2 Hours, 5 minutes

Page | 448

9. Check-up and minor repair of ACUs

Check-up and minor repair of ACUs are carried out in-house in order to maintain functionality and ensure efficiency of the Air Conditioning Units in UP Visayas. Cleaning, repairs, replacement of capacitor and recharging of Freon will be attended by the electrical section of the Campus Development and Maintenance Office (CDMO).

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2C – Government to Citizens G2G – Government to Government Who may avail UPV Students, Employees and Alumni only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Job Order Request Form (1 original) Downloadable through UPV Intranet (intranet.upv.edu.ph)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Submit Job Order 1.1 Receive the job order request, encode None 1 Hour Melvin N. Nomananap Request for Check-up in the CDMO Job Monitoring System Administrative Assistant II and/or repair of Air and forward the job order request to the CDMO Administrative and Transportation Conditioning Unit CDMO Administrative Officer Section

1.2 Assess the nature of request and 30 Minutes Melany T. Calcaben forward request to the Head of the Administrative Officer V Electrical Section CDMO Administrative and Transportation Section

Page | 449

1.3 Assign job to the concerned personnel Reginald S. Monsale through the foreman and update the 30 Minutes Engineer III CDMO Job Monitoring System Electrical Section

1.4 Conduct coordinated site inspection with 1 Day Glenn M. Epistola the requestor; determine the scope of Construction and Maintenance General work, materials needed and schedule of Foreman implementation. Electrical Section

Vecinte Aranga Aircon Technician Electrical Section

1.5 Assign personnel to do the job and file 1 Hour Glenn M. Epistola Material Requisition Slip (MRS) to the Construction and Maintenance General central store for the needed materials. Foreman Electrical Section

1.6 Withdraw materials, implement job 5 Days Vecinte Aranga request and secure conformity of the Aircon Technician requestor in the job order request form Electrical Section for the accomplished job and acknowledgement in the Requisition Aircon Technician Helper (see attached list of names) Issuance Slip (RIS) for the materials Electrical Section received. TOTAL None 6 Days, 3 Hours

Page | 450

10. Check-up and repair of UPV vehicles

Check-up and repair of UPV vehicles are part of the services rendered by the Administrative and Transportation Section of the Campus Development and Maintenance Office. The work is carried out by the CDMO Mechanic or Service Technician with the assistance of the vehicle’s driver.The Service Technician is stationed in the CDMO Garage. The service also covers the diagnosis of issues in the vehicle combustion engine, mechanical and conventional, electrical components of the vehicles.

Office Campus Development and Maintenance Office

Classification Complex

Type of Transaction G2G – Government to Government

Who may avail UPV Offices only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Job Order Request Form (1 original) Downloadable through UPV Intranet (intranet.upv.edu.ph)

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON RESPONSIBLE PAID

1. Submit Job Order a. Receive the job order request, None 1 Hour Melvin N. Nomananap Request encode in the CDMO Job Administrative Assistant II Monitoring System and forward CDMO Administrative and the job order request to the Transportation Section CDMO Administrative Officer

b. Assess the nature of request 30 Minutes Melany T. Calcaben and refer to the mechanic. Administrative Officer V Page | 451

CDMO Administrative and Transportation Section

c. Schedule check-up of the 30 Minutes Ronnel M. Quilantang vehicle Mechanic III CDMO Administrative and Transportation Section

2. Bring vehicle for check- 1 Day (Paused Clock) up in the CDMO Garage

a. Conduct check-up of the 1 Day Ronnel M. Quilantang vehicle and provide list of Mechanic III material/s needed and /or CDMO Administrative and recommend solutions if repairs Transportation Section require external (outside of UP) expertise

3. Purchase the needed 3 Days materials and/or facilitate (Paused Clock) repair of parts which require external expertise.

a. Implement the required repair 1 Day Ronnel M. Quilantang Mechanic III CDMO Administrative and Transportation Section With Driver of the Vehicle

Page | 452

b. Inform requestor of the 1 Hour Ronnel M. Quilantang accomplished request and Mechanic III secure conformity of the CDMO Administrative and requestor in the job order Transportation Section request form. TOTAL None 6 Days, 3 Hours

Page | 453

11. Water Connection

The CDMO Sanitation and Water Utilities Section (SWUS) takes charge of the UPV Water System which supplies potable water to the whole Miagao Campus and extends to UPV employees and affected landowners in Miagao, Iloilo. The SWUS facilitates the processing and installation of water connection to qualified applicants.

Office Campus Development and Maintenance Office Classification Highly Technical Type of Transaction G2C – Government to Citizens G2G – Government to Government

Who may avail UPV employees and Affected landowners and their parents or children only whose residence is located within 500 meters from the nearest main line CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Application Form (3 original) 1. UPV CDMO – Sanitation and Water Utilities Section

2. Certification as permanent employee ( for UPV employee) (1 2. UPV Human Resource and Development Office original, 2 photocopies)

3. Certification as Affected Landowners ( for Affected 3. UPV Site Acquisition and Resettlement Project Office Landowner) 1 original, 2 photocopies)

4. Clearance or endorsement from Miagao Water District if the 4. Miagao Water District Office area is served by Miagao Water District (1 original, 2 photocopies) 5. Municipal Engineering Office 5. Vicinity map of the area where the house is located to be connected with water service line indicating the distance from Page | 454

the nearest UPV main water distribution line (1 original, 2 6. Punong Barangay Office or Municipal Assessor’s Office photocopies) 7. Owner of the house/lot 6. Certification from Punong Barangay or Municipal Assessor’s Office that the applicant is the owner of the house/lot (1 original, 2 photocopies) (If the applicant does not own the house/lot, the owner of the house/lot must issue a clearance or sign conforme to the application.)

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Submit application form together 1.1 Receive and record the 15 Minutes Shiela A. Fajarillo with the requirements listed above application form with Administrative Aide I attached requirements Sanitation & Water Utilities and forward to the Section Section Chief, SWUS

1.2 Check and evaluate the 30 Minutes Roger E. Teves application form and Engineer III attached requirements Sanitation & Water Utilities Section

1.3 Inspect and validate the 2 Days Roger E. Teves location for water Engineer III connection. Pregrino Munion Plumber II Sanitary & Water Utilities Section

Page | 455

1.4 Prepare 1 Hour Roger E. Teves recommendation, sign Engineer III the application form and Sanitation & Water Utilities forward to the CDMO Section Admin. Section

1.5 Review and sign the 15 Minutes Rolando S. Jamero application form Chief Campus Development and Maintenance Office

1.6 Record and forward the 30 Minutes Shiela A. Fajarillo application form with Administrative Aide I attached requirements Sanitation & Water Utilities to the Office of the Vice Section Chancellor for Driver II (see attached list of Administration (OVCA) names) CDMO Administrative and Transportation Section

1.7 Act on the request, 2 Days Prof. Mary Ann T. Gumban forward the duly acted (paused-clock) Vice Chancellor for request to CDMO Administration

Administrative Staff Office of the Vice Chancellor for Administration

1.8 Notify the requestor 2 Days Roger E. Teves andprovide list of Engineer III materials and Sanitation & Water Utilities

Page | 456

specifications needed Section for water connection to the client.

2. Pay the prescribed fees and Installation fee Php 5 Days Cashier present the Official Receipt to CDMO 500.00 plus deposit = (paused-clock) UPV Cash Office Sanitation and Water Utilities Section Number of person in the household x 0.3 cu.m.per day x 60 days x tariff rate 3. Provide materials and labor for 5 Days Applicant water connection and notify the (paused-clock) Sanitation and Water Utilities Section (SWUS) upon availability.

3.1 Schedule with the client 1 Day Roger E. Teves the implementation of Engineer III the request. Sanitation & Water Utilities Section

3.2 Implement the request 2 Days Pregrino Munion and secure conforme of Plumber II the requestor for the Sanitation & Water Utilities accomplished job. Section TOTAL P 500.00 plus 19 Days, 2 Hours, 30 deposit = Number of Minutes person in the household x 0.3 cu.m. per day x 60 days x tariff rate

Page | 457

11.1 Payment of Contractor’s Billings for Maintenance Projects (First Billing)

Contractors will be paid accordingly as stipulated in the contract entered into between the Contractor and the University in the implementation of UP System, LDDAP and GAA funded maintenance projects. The Campus Development and Maintenance Office (CDMO) will process the requested payments for the first billing of the Contractor.

Office Campus Development and Maintenance Office

Classification Highly Technical

Type of Transaction G2B – Government to Businesses

Who may avail UPV Contractors only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter Request (5 original) Contractor 2. Contract of Agreement (5 authenticated copy) Contractor 3. Notice of Award (5 authenticated copy) Contractor

4. Notice to Proceed (5 authenticated copy) Contractor

5. Performance Bond callable on demand (1 original and 5 authenticated Duly Registered Insurance and Surety Company copy) with certification from Philippine Insurance Commission 6. Contractor’s Affidavit (5 original) Contractor

7. Accomplishment Report (5 original) Contractor

8. Pictures of the physical accomplishment (1 original and 4 photocopies) Contractor

Page | 458

9. Proof of payment for water and power deposit (if applicable) (1 original UPV Cash Office – Cashier Window and 1 photocopy)

CLIENT STEPS AGENCY ACTION FEES PROCESSING TIME PERSON RESPONSIBLE TO BE PAID 1. Submit letter request with 1.1 Check, receive and record the None 1 Hour Jay Nuevaespaña (JO) complete supporting documents submitted documents pertinent to Administrative Staff as stated in the above checklist the payment of the first billing. CDMO Admin. and Transportation Section 1.2 Attach the following documents: 2 Days Jay Nuevaespaña (JO) Job Order Request, Obligation Administrative Staff Request, Abstract of Bids, CDMO Admin. and Approved Detailed Cost Transportation Section Estimates and Approved Plans and Specifications (5 photocopy each). 1.3 Evaluate, verify and conforme 2 Days Mario M. Morano the accomplishment report Engineer III CDMO Civil Works Section And / Or Reginald S. Monsale CDMO Electrical Section 1.4 Prepare endorsement and online 1 Hour Jay Nuevaespaña (JO) disbursement voucher Administrative Staff CDMO Admin. and Transportation Section 1.5 Review the endorsement and 2 Hours Melany T. Calcaben authenticate the attached Administrative Officer V supporting documents. CDMO Admin. and Transportation Section

Page | 459

1.6 Review and sign the 30 Minutes Rolando S. Jamero endorsement, disbursement Chief voucher and accomplishment Campus Development and report. Maintenance Office

1.7 Record and forward the complete 1 Hour Jay Nuevaespaña (JO) documents to the Office of the Administrative Staff Vice Chancellor for Administration. Driver II (see attached list of names) CDMO Admin. and Transportation Section 2. OC 3. Accounting 20 Days 4. Budget (paused-clock 5. OC (for LDDAP only) 6. Accounting 7. UP System (for LDDAP only) 8. DBM (for LDDAP only) 9. UP System (for LDDAP only) 10. OVCA 11. Cash Office TOTAL None 24 Days, 5 Hours, 30 Minutes

Payment of Contractor’s Billings for Maintenance Projects qualified for multi-stage processing.

Page | 460

11.2 Payment of Contractor’s Billings for Maintenance Projects (Progress Billing)

Contractors will be paid accordingly as stipulated in the contract entered into between the Contractor and the University in the implementation of UP System, LDDAP and GAA funded maintenance projects. The Campus Development and Maintenance Office (CDMO) will process the requested payments for succeeding progress billings of the Contractor.

Office Campus Development and Maintenance Office

Classification Highly Technical

Type of Transaction G2B – Government to Businesses

Who may avail UPV Contractors only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter Request (5 original) Contractor

2. Accomplishment Report (5 original) Contractor

3. Pictures of the physical accomplishment (1 original and 4 photocopies) Contractor

CLIENT STEPS AGENCY ACTION FEES PROCESSING TIME PERSON RESPONSIBLE TO BE PAID 1. Submit letter request with 1.1 Check, receive and record the None 1 Hour Jay Nuevaespaña (JO) complete supporting documents submitted documents pertinent to Administrative Staff as stated in the above checklist the payment of the succeeding CDMO Admin. and Transportation progress billing. Section

Page | 461

1.2 Evaluate, verify and conforme 2 Days Mario M. Morano the accomplishment report Engineer III CDMO Civil Works Section And / Or Reginald S. Monsale CDMO Electrical Section

1.2 Prepare endorsement and online 1 Hour Jay Nuevaespaña (JO) disbursement voucher Administrative Staff CDMO Admin. and Transportation Section

1.3 Review the endorsement and 2 Hours Melany T. Calcaben authenticate the attached Administrative Officer V supporting documents CDMO Admin. and Transportation Section

1.4 Review and sign the 30 Minutes Rolando S. Jamero endorsement, disbursement Chief voucher and accomplishment Campus Development and report. Maintenance Office

1.5 Record and forward the 1 Hour Jay Nuevaespaña (JO) complete documents to the Administrative Staff Office of the Vice Chancellor for Administration. Driver II (see attached list of names) CDMO Admin. and Transportation Section

Page | 462

2. OVCA . 3. OC 4. Accounting 20 Days 5. Budget (paused-clock) 6. OC (for LDDAP only) 7. Accounting 8. UP System (for LDDAP only) 9. DBM (for LDDAP only) 10. UP System (for LDDAP only) 11. OVCA

TOTAL None 22 Days, 5 Hours, 30 Minutes

Payment of Contractor’s Billings for Maintenance Projects qualified for multi-stage processing.

Page | 463

11.3 Payment of Contractor’s Billings for Maintenance Projects (15% Advance Payment)

Contractors will be paid accordingly as stipulated in the contract entered into between the Contractor and the University in the implementation of UP System, LDDAP and GAA funded maintenance projects. The Campus Development and Maintenance Office (CDMO) will process the requested 15% advance payment to the Contractor.

Office Campus Development and Maintenance Office

Classification Highly Technical

Type of Transaction G2B – Government to Businesses

Who may avail UPV Contractors only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter Request (5 original) Contractor

Contract of Agreement (5 authenticated copy) Contractor

Notice of Award (5 authenticated copy) Contractor

Notice to Proceed (5 authenticated copy) Contractor

Surety Bond callable on demand (1 original and 5 authenticated photocopy) Duly Registered Insurance and Surety Company with certification from Philippine Insurance Commission

CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON RESPONSIBLE TO BE TIME PAID

Page | 464

1. Submit letter request with 1.1 Check, receive and record the None 1 hour Jay Nuevaespaña (JO) complete supporting documents submitted documents pertinent to Administrative Staff as stated in the above checklist. the payment of the 15% advance CDMO Admin. and Transportation payment. Section

1.2 Prepare endorsement and online 1 Hour Jay Nuevaespaña (JO) disbursement voucher Administrative Staff CDMO Admin. and Transportation Section

1.3 Review the endorsement and 2 Hours Melany T. Calcaben authenticate the attached Administrative Officer V supporting documents. CDMO Admin. and Transportation Section

1.4 Review and sign the 30 Minutes Rolando S. Jamero endorsement and disbursement Chief voucher. Campus Development and Maintenance Office

1.5 Record and forward the 1 Hour Jay Nuevaespaña (JO) complete documents to the Administrative Staff Office of the Vice Chancellor for Administration Driver II (see attached list of names) CDMO Admin. and Transportation Section

2. OVCA 20 days 3. OC (paused-clock) 4. Accounting 5. Budget 6. OC (for LDDAP only) 7. Accounting Page | 465

8. UP System (for LDDAP only) 9. DBM (for LDDAP only) 10 UP System (for LDDAP only) 11. OVCA 12. Cash Office

TOTAL None 20 days, 5 hours, 30 minutes

Payment of Contractor’s Billings for Maintenance Projects qualified for multi-stage processing.

Page | 466

11.4 Payment of Contractor’s Billings for Maintenance Projects (Final Billing)

Contractors will be paid accordingly as stipulated in the contract entered into between the Contractor and the University in the implementation of UP System, LDDAP and GAA funded maintenance projects. The Campus Development and Maintenance Office (CDMO) will process the requested payment for final billing of the Contractor.

Office Campus Development and Maintenance Office

Classification Highly Technical

Type of Transaction G2B – Government to Businesses

Who may avail UPV Contractors only

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter Request (5 original) Contractor

2. Contract of Agreement (5 authenticated copy) Contractor

3. Notice of Award (5 authenticated copy) Contractor

4. Notice to Proceed (5 authenticated copy) Contractor

5. Surety Bond callable on demand (1 original and 5 authenticated copy) Duly Registered Insurance and Surety Company with certification from Philippine Insurance Commission

6. Contractor’s Affidavit (5 original) Contractor

7. Accomplishment Report (5 original) Contractor

Page | 467

8. Pictures of the physical accomplishment (1 original and 4 photocopies) Contractor

9. As-built Plans (1 original hard copy and soft copy) Contractor

CLIENT STEPS AGENCY ACTION FEES PROCESSING TIME PERSON RESPONSIBLE TO BE PAID 1. Submit letter request with 1.1 Check, receive and record the None 1 Hour Jay Nuevaespaña (JO) complete supporting documents submitted documents pertinent to Administrative Staff as stated in the above checklist the payment of the final billing. CDMO Admin. and Transportation Section

1.2 Attach the following documents: 2 Days Jay Nuevaespaña (JO) Job Order Request, Obligation Administrative Staff Request, Abstract of Bids, CDMO Admin. and Transportation Advertisement/Call for Bid, Section Approved Detailed Cost Estimates and Approved Plans and Specifications (5 photocopies each).

1.3 Evaluate and verify the project’s 2 Days Mario M. Morano completion. Engineer III CDMO Civil Works Section And / Or Reginald S. Monsale CDMO Electrical Section

1.4 Prepare punch list and send to 2 Days Mario M. Morano the Contractor. Engineer III CDMO Civil Works Section And / Or Reginald S. Monsale Page | 468

CDMO Electrical Section

2. Attend to the deficiencies listed in 15 Days (paused- the punch list. clock)

2.1 Re-inspect the project’s 2 Days Mario M. Morano completion, conforme the Engineer III accomplishment report, and the CDMO Civil Works Section UPV Inspection Committee to And / Or issue a report. Reginald S. Monsale CDMO Electrical Section

2.2 Prepare endorsement and 1 Hour Jay Nuevaespaña (JO) online disbursement voucher Administrative Staff CDMO Admin. and Transportation Section

2.3 Review the endorsement and 2 Hours Melany T. Calcaben authenticate the attached Administrative Officer V supporting documents. CDMO Admin. and Transportation Section

2.4 Review and sign the 30 Minutes Rolando S. Jamero endorsement, disbursement Chief voucher and accomplishment Campus Development and report. Maintenance Office

2.5 Record and forward the 1 Hour Jay Nuevaespaña (JO) complete documents to the Administrative Staff Office of the Vice Chancellor for Administration. Driver II (see attached list of names) CDMO Admin. and Transportation Section

Page | 469

3. OVCA 20 Days 4. OC (paused-clock) 5. Accounting 6. Budget 7. OC (for LDDAP only) 8. Accounting 9. UP System (for LDDAP only) 10. DBM (for LDDAP only) 11. UP System (for LDDAP only) 12. OVCA 13. Cash Office

TOTAL None 43 Days, 5 Hours, 30 Minutes

Payment of Contractor’s Billings for Maintenance Projects qualified for multi-stage processing.

Page | 470

Annex A: UPV Prescribed Rates for Use of Facilities

RATES CDMO FACILITIES Regular (Non-UPV) Students UPV Constituents/Alumni Platforms 35.00/pc/day 25.00/pc/day 25.00/pc/day Chairs 10.00/pc/day 5.00/pc/day 5.00/pc/day H-Frame 30.00/pc/day 20.00/pc/day 20.00/pc/day Risers/stairs 30.00/pc/day 20.00/pc/day 20.00/pc/day Backdrop 200.00/lot/day 150.00/lot/day 150.00/lot/day Generator set (250KVA) 2,000.00/hr 400.00/hr microphone 100.00/pc/day 50.00/pc/day 20.00/pc/day PA System (audi) 300.00 per hr 150.00 per hr 60.00 per hr Industrial Fans 25.00 per hr 12.50 per hr 5.00 per hr

Page | 471

Annex B: List of CDMO Personnel

UPV MIAGAO Campus Storekeeper Drivers Carpenters ALMANON, ANGELO FIELDAD, JOSE ROLLY ENCIO, JAIME SAPINOSA, BRIAN GEPILGA, JOSE MARIO EPISTOLA, ANGELITO GESULGON, JESSIE FREDECILLA, ARTHUR JAMBORA, Aircon Technician JOEBERT HOJILLA, ALDEN ARANGA, VECINTE LASQUITE, RODOLFO, JR. MOLEÑO, RONALD NUFABLE, MARCELINO JR. M. NOBLEZADA, MANNY MONDANO, MAGDALINO MORIT, LOPE MURILLO, Draftsmen Plumbers ALFREDO ARDAGON, DOMINIC FLORECE, RONALD MUYONG, PEDRO FAMISARAN, JASON FREDECILLA, ERNESTO Grounds GARMAY, RUSSEL JAY MAGAYONDATO, NOEL Personnel NIEVES, HOJILLA, MICHAEL FLORENCIO VIDIOT, LODOVICO POBLACION, SUNNY NICOLASORA, Electricians Utility Workers JESUS FREDECILLA, BALGOS, RODRIGO ROGER NATAN, RONALDO TOMAQUIN, FALLARCO, JIMMY HOJILLA, TOMAS BENJIE

Page | 472

FRIAS, RAY MOLO, CUSTODIO LEGADA, ANTONIO LEMANA, VICTORIO ESTEVES, MICHAEL JAY NARES, REYZARD NACUBUAN, ROGELIO JR. ILOILO CITY AV Technician Grounds Personnel ACEDERA, CRISPIN AQUIDADO, JOSE EMMANUEL SAJONIA, JOSEPH Plumber/Water Pump Operator SOQUEÑA, RAFFY BASILIO, HERCULES ESTREMERA, CHRIS E. AQUE, JAKE LLOYD P. Utility Worker LAS PINAS, EDWIN

Carpenter SILAO, IAN ALMANON, EMMANUEL

Electrician TABOR, RONALD

Page | 473

Annex B: List of Janitors

UPV Miagao Campus

Family Name Given Name M.I Family Name Given Name M.I 1 FAULME Arnel V. 21 MONDIDO Jackylou F. 2 LEBUNA Ronan Ralp M. 22 NUFABLE Joe Carlo M. 3 ELMAGUIN Angelita D. 23 SANQUILOS Nicolas F. 4 FAILANO Analiza D. 24 MONDREAL John Stephen J. 5 FREDECILLA Alma C. 25 NIOGAN Jimboy A. 6 NOBLEZADA Luiza G. 26 NIM Rio John F. 7 ASIS Rosario S. 27 MARFIL Lucina C. 8 MONDANA Jeana F. 28 SABADO Jaime Jr. A. 9 CAMAYMAYAN Ma. Elin M. 29 ROMANO Ricky F. 10 NAGPATON Joe An N. 30 NULADA Richard M. 11 MOSURA Thessa Pauline J. 31 BERTO Elpidio Sr. S. 12 MOSURA Henry P. 32 NEBREJA Jenebert F. 13 NONATO Rogelio Jr. M. 33 NUÑEZA John Kit M. 14 JAWOD Frederick B. 34 NARIDA Wilmer N. 15 NAPRATO Elmer R. 35 VILLOGA Rena M. 16 ABETONG Mely Joy N. 36 MONTALBAN Edmar Paul N. 17 FAIGONES Jene Boy R. 37 FAINA Jeane G. 18 NIONES Michelle N. 38 OÑATE Loraine 19 GAMILLA Marlou M. 39 NUEVAESPAÑA JC Ray C. 20 MUYONG Virgilio Jr. N.

Page | 474

UPV Iloilo City Campus

Family Name Given Name M.I 1 ABASTILLAS Steven S. 2 ABELLA Arturo D. 3 ALEGRE Eduardo Jr. A. 4 ALMANON Lynne L. 5 BAGOLCOL Romnick C. 6 BUSQUIT Oliver B. 7 DACUTAN Noel F. 8 FERNANDEZ John Paul A. 9 LAGANCE Romar M. 10 LAGANCE Sidney M. 11 NOGALES Kert Karlson T. 12 NOGALES Vincent T. 13 PARCIA Garry D. 14 PORILLO Rhodney A. 15 SENORIO Michelle M. 16 SUMAYO Jenefer B. 17 SUMIGCAY Ma. Ruby S. 18 ALTEJOS Arjune Renz T. 19 SAYNO Jan Paul J.

Page | 475

CASH OFFICE Both External and Internal Services

Page | 476

1. Bond Application of UPV Officials and Employees to the Bureau of the Treasury

The Cash Office requires all officials and employees of the University with approved Authority to hold cash advance of more than P 5,000.00 or those University Officials whose position requires custody of funds or properties.

Office CASH OFFICE Classification Complex Type of Transaction G2C – Government to Client; G2G – Government to Government Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. General Form 57-A; 1 & 2 Cash Office or Bureau of the Treasury 2. General Form 58-A 3. Authenticated copy of Administrative Order to Hold Cash 3. Office of the Chancellor Advance 4. Passport size pictures 4. Client

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1, Submits duly accomplished bond 1. Receives and checks duly filled-out None 5 minutes Sheila T. Balenia application form application for bond and other Admin. Officer III, Cash requirements Office

2. Requests authenticated Statement of None 3 days Assets, Liabilities, and Net Worth Sheila T. Balenia (SALN) and Certificate of Employment Admin. Officer III, Cash from HRDO Office Jessie Monsale Page | 477

Admin. Officer II, HRDO Ella O. Tidon 3. Forwards application form to the Chief, HRDO Chancellor for approval None 1 day

Sheila T. Balenia Admin. Officer III, Cash Office 4. Prepares Attachment B (List of Bonded Public Officer and Employees None 5 minutes Ricardo P. Babaran Form) Chancellor, UPV

5. Submits Attachment B (List of Sheila T. Balenia Bonded Public Officer and Employees None 1 day Admin. Officer III, Cash Form) to the Vice Chancellor for Office Administration for approval

Sheila T. Balenia 6. Prepares Obligation Request (ObR) Admin. Officer III, Cash and Disbursement Voucher for payment None 5 minutes Office of bond premium Mary Ann T. Gumban 7. Forwards ObR and DV to Accounting VC for Administration Office for Pre-Audit None 2 days Sheila T. Balenia 8. Receives duly approved DV & Admin. Officer III, Cash prepares check for payment to the Office Bureau of the Treasury None 10 minutes

9. Submits documents to the Bureau of Generose S. Quilantang the Treasury and secures Authority to Admin. Officer I, Cash Page | 478

Accept Payment 1 hour Office

10. Deposits checks/cash to Land Bank Armida T. Titular Correspondi 2 hours Admin. Asst. III, Cash Office ng bond 11. Submits validated deposit slip and premium Authority to Accept Payment to the Riezy Kate Gicaraya Bureau of the Treasury None 20 minutes Admin. Aide II, Cash Office

12. Secures confirmation letter of approved bonded officials and Riezy Kate Gicaraya employees None 1 day Admin. Aide II, Cash Office

Riezy Kate Gicaraya Admin. Aide II, Cash Office

Riezy Kate Gicaraya Admin. Aide II, Cash Office TOTAL 8 days, 3 hours and 40 minutes

Page | 479

2. Request for Cancellation of Check and/or Re-issuance of Check

Concerned units within the University may request for cancellation of check and request reissuance of the same due to stale, lost or cancelled checks, with justification, to pay the required fees and duly approved by the Chief of the Cash Office.

Office Cash Office COA Accounting Office Classification Simple Type of Transaction G2C – Government to Client; GTB – Government to Business Entity; G2G – Government to Government Who may avail UPV Constituents, private individuals, suppliers and other government agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request Requestor/client Official Receipt UPV Cash Office, Window 1 CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submit letter requesting for 1. Receive the letter, stamp date of None 2 minutes Jenelie A. Acosa cancellation of check or receipt and verify the details of Admin. Officer III, Cash Office cancellation of check with the check. issuance of new check. Client must state the reason for 1.1. Forward the letter of request None 2 minutes Jenelie A. Acosa cancellation and reissuance. together with the copy of the Admin. Officer III, Cash Office DV and check to the Chief of the Cash Office.

1.2. Approve/Disapprove the None 2 minutes Maureen Kay Ongo Page | 480

request and forward the Chief, Cash Office request to the concerned staff for releasing to the requestor.

1.3. Prepare letter for COA None 30 minutes Jenelie A. Acosa informing them of the Admin. Officer III, Cash Office cancellation of check with attached letter request from the requestor, check and DV. This must be prepared in 4 copies, 1 for Accounting, 1 for Cash Office, 1 as attachment for reissuance of check.

1.4. Receive the letter as file of the None 2 minutes Receiving staff of COA and office Accounting Office

1.5. Inform the client regarding the None 2 minutes Jenelie A. Acosa status of the request Admin. Officer III, Cash Office

2. Receive the approval/disapproval 2. Accept the payment and issue P50.00 2 minutes Amelin Natividad of his/her request and if official receipt. Admin. Officer III, Cash Office requesting for reissuance of check, pay the required fee. 2.1. Prepare the new check 7 minutes Jenelie A. Acosa Admin. Officer III, Cash Office

2.2. Forward the check for signing 2 minutes Jenelie A. Acosa of one (1) signatory and one Admin. Officer III, Cash Office (1) counter-signatory

Page | 481

2.3. Verifies the accuracy of data 1 day SIGNATORIES on the check and sign the Maureen Kay Ongo check Chief, Cash Office

Or

Ernesita M. Alingalan SAO, Cash Office

COUNTER SIGNATORIES Ricardo P. Babaran Chancellor, UP Visayas or Mary Ann T. Gumban VCA, UP Visayas or Martin G. Genodepa VCPD, UP Visayas or Rolly G. Fuentes VCRE, UP Visayas or Gay D. Defiesta VCAA, UP Visayas Arlene N. Avanceña Chief, Budget Office

3. Return to the Cash Office to claim 3. Evaluate the correctness of filled- None 5 minutes Jenelie A. Acosa (Miagao Page | 482

the reissued check and fill-up up documents and release the Campus) necessary documents check Admin. Officer III, Cash Office

Ma. Mitzi Calawigan (Iloilo Campus) Admin. Officer III, Cash Office

1 day, and 55 TOTAL P50.00 minutes

Page | 483

3. Issuance of Car Sticker

The Cash Office issues car sticker to individual or company owned vehicle that enters the University Campus regularly.

Office Cash Office Classification Simple Type of Transaction G2C – Government to Client; GTB – Government to Business Entity Who may avail UPV Constituents and Outside Clientele CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. UPV Car Pass/Sticker Application Form 1. UPV Guard House or Security Service Force Office or download at intranet.upv.edu.ph 2. Photocopy of Official Receipt 2. Client/ LTO 3. Photocopy of Certificate of Registration from LTO 3. Client/LTO 4. Photocopy of Driver’s License 4. Client/LTO

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Present duly approved UPV Car Check the completeness of application None 2 minutes Amelin C. Natividad Pass/Sticker Application Form form and attached documents. Admin. Officer V, Cash Office

2. Accepts Official Receipt (OR) Encode transaction data to the online 3 minutes Amelin C. Natividad and UPV Car Sticker collection system, receipt payment and Admin. Officer V, Cash Office print Official receipt to be issued to client.

Page | 484

PRIVATE CAR/TRICYCLE P 300.00 MOTORCYCLE P 200.00

TOTAL 5 Minutes

Page | 485

4. Request for Certification of Payment and Authentication of Duplicate Copy of Official Receipt (OR)

The Cash Office issues Certificate of Payment and or Authenticated Duplicate Copy of Official Receipt to the student for refund, scholarship or other purposes.

Office Cash Office Classification Simple Type of Transaction G2C – Government to Client; GTB – Government to Business Entity; GTG – Government to Government Who may avail UPV Constituents and Outside Clientele CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Slip for Certification and Lost OR Cash Office

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Present duly accomplished Check completeness of request slip. None 1 minute Miagao Campus in-charge: request slip Amelin C. Natividad Admin. Officer V, Cash Office Verify the payment made as per OR None 1 minute number to the Record and Collection Iloilo City Campus in-charge: Report on the month in which payment Ma. Mitzi C. Calawigan was made. Admin. Officer III, Cash Office

Encode transaction data to the online 3 minutes 2. Accepts Official Receipt (OR) collection system, receipt payment and print Official Receipt to be issued to client.

Page | 486

Certification P 40.00

Authentication P 20.00 1 day 3. Accepts Certification or Prepare Certification of payment and/or Authenticated Copy of duplicate Authenticated copy of duplicate copy of None OR Official Receipt (OR). 2 minutes Present OR as proof of payment of the request made upon release of certificate None of payment and/or authenticated OR.

TOTAL 1 Day and 7 minutes

Page | 487

5. Certification of Employee for: University Clearance, PhilHealth, and HDMF

Office Cash Office

Classification Simple

Type of Transaction G2C – Government to Client; G2G Government to Government

Who may avail UPV Constituents

CHECKLIST OF REQUIREMENTS WHERE TO SECURE A. University Clearance Form 1. HRDO; Download at intranet.upv.edu.ph B. Philhealth Form No. CF1 & CSF 2. Hospitals where the employee was admitted C. HDMF Loan Forms 3. HRDO/ HDMF Office CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME A. University Clearance

1. Submits University Clearance 1.Receives the University Clearance None 10 minutes Ernesita M. Alingalan Form duly signed by the Head of Form, log the data needed of the Supervising Admin. Officer Unit/Division/College employee (Name, Office, Purpose, Cash Office Designation, Date) and check employee’s outstanding accountabilities with Cash Office.

1.1. With accountabilities: Subject for compliance by the employee.

Page | 488

1.2 No Accountabilities: Forward to None I minute Maureen Kay C. Ongo, Chief, Cash Office for signature Chief, Cash Office

2. Release to claimant. None 1 minute Generose S. Quilantang Admin. Officer I, Cash Office

Total 12 mins B. PHILHEALTH

1. Submits Philhealth Forms CF1 & CSF 1. Receives the Philhealth Forms and forward to Chief, Cash Office for None 1 minute Any of the Cash Office staff signature.

2. Check the completeness of Forms None 1 minute Maureen Kay C. Ongo, and sign. Chief, Cash Office 2. Received the signed document. 3. Release to claimant by logging out None 1 minute Generose S. Quilantang to logbook. Admin. Officer I, Cash Office

Total 3 minutes C. Pag-ibig Loan 1. Submits Pag-ibig Loan Form 1. Receives the Pag-ibig Loan Form None 1 minute Any of the Cash Office staff and forward to authorized signatory whoever is available.

Signatory: Page | 489

2. Check the completeness of Forms None 1 minute Maureen Kay C. Ongo, ( Miagao) and sign. Chief, Cash Office or Ma. Mitzi A. Calawigan (Iloilo) Admin. Officer III, Cash Office 2. Receives the signed document. 3. Release to claimant by logging out None 1 minute Generose S. Quilantang to logbook. Admin. Officer I, Cash Office

TOTAL 3 minutes

Page | 490

6. Collection of Fee thru On Line Deposit

The Cash Office receives collection or payment deposited to UPV-LBP Bank Accounts

Office Cash Office Classification Simple Type of Transaction G2C – Government to Client; GTB – Government to Business Entity Who may avail UPV Constituents and Outside Clientele CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Billing Statement and Copy of Deposit Slip or 1. Billing Statement and Copy of deposit slip is issued and Copy of List of Due and Demandable Accounts Payable provided by the billing unit such as Dormitories, Registrar, (LDDAP) Advice or Letter of Advice of Bank Deposit Colleges, etc. or Government Agency concerned

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Present and provide Billing Check and verify the date and amount None 2 minutes Ernesita M. Alingalan Statement and Deposit Slip or deposited per copy of deposit slip or Supervising Admin. Officer, Cash Copy of LDDAP Advice or Letter LDDAP advice or Letter of Advice of Office of Advice of Bank Deposit Bank Deposit to generated bank statement.

2. Issue Official Receipt (OR) Encode transaction data to the online As per 3 minutes Amelin C. Natividad collection system, receipt payment and amount Admin. Officer V, Cash Office print Official receipt to be issued to deposited client. Page | 491

3. Accepts Official Receipt and Prepares Acknowledgement Letter 1 Day Ernesita M. Alingalan Acknowledgement Letter Supervising Admin. Officer, Cash Office Maureen Kay C. Ongo Chief, Cash Office

Release or mail Acknowledgement 1 minute Ernesita M. Alingalan Letter and official receipt to the funding Supervising Admin. Officer, Cash agency/client. Office

TOTAL 1 day and 6 minutes

Page | 492

7. Collection of Fees (Walk-In)

The Cash Office receives payment or collect fees for official documents requested and or used of facilities or utilities of the University.

Office Cash Office Classification Simple Type of Transaction G2C – Government to Client; GTB – Government to Business Entity; GTG-Government to Government Who may avail UPV Constituents and Outside Clientele CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Billing Statement; or 1. Billing Statement is issued by the billing unit such as Dormitories, Registrar, Colleges, etc. 2. Temporary Form 5 or ID of student during enrolment. 2. College Secretaries Office / Client CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

Miagao Campus in-charge: 1.1 Present billing statement or 1.1 Check the accuracy and None 2 minutes Amelin C. Natividad completeness of billing statement. Admin. Officer V, Cash Office

Iloilo City Campus in-charge: Ma. Mitzi C. Calawigan Admin. Officer III, Cash Office

1.2 Present temporary form 5/ student ID 1.2Check the assessment of student in (for students during enrolment) the Computerized Registration System None 2 minutes (CRS)

Page | 493

2. Encode transaction data to the online 2. Accepts Official Receipt (OR) collection system, receipt payment and As per 3 minutes print Official receipt to be issued to amount client. billed

Encode OR number to the student assessment form in the CRS None 1 minute TOTAL 5 Minutes

Page | 494

8. Disbursement of Check thru Issuance of Aclnowledgement Receipt

The Cash Office may disburse payment for utilities and cash on delivery (COD) transactions through permanent employees of the University by using the Acknowledgement Receipt (AR).

Office Cash Office Classification Simple Type of Transaction G2G – Government to Government; GTB – Government to Business Entity; GTG – Government to Government Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE University issued ID University CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Inquire regarding the availability 1. Verify the availability of the None 1 Minute Jenelie A. Acosa (Miagao of check for utility payment or check/cash. Campus) COD transaction. Admin. Officer III, Cash Office

1.1. Prepare AR for signature of 3 minutes Ma. Mitzi Calawigan (Iloilo the client Campus) 1.2. Prepare warrant register for 1 minute Admin. Officer III, Cash Office signature of the client

2. Fill-up and sign the AR and the 2. Check the documents for None 3 Minutes Jenelie A. Acosa (Miagao warrant register and surrender completeness and safe keep the Campus) University issued ID ID and the AR. Admin. Officer III, Cash Office

2.1. Issue the check together with Ma. Mitzi Calawigan (Iloilo

Page | 495

the copy of DV to the client. 2 Minutes Campus) Admin. Officer III, Cash Office 3. Pay to concerned utility company 3. Evaluate the correctness of the None 5 Minutes Jenelie A. Acosa (Miagao or supplier and submit to the filled-up disbursement voucher, Campus) Cash Office the signed DV, official official receipt and other Admin. Officer III, Cash Office receipt and other documents submitted documents. required by the Accounting Office 3.1. Release the ID of the client Reizy Kate Gicaraya (Iloilo and file the AR Campus) Admin. Aide II, Cash Office TOTAL None 15Minutes

Page | 496

9. Disbursement by Cash

The Cash Office releases Socialized Tuition Allowances, CHED, DOST, V. BELLO Scholarship Grants to student grantees on a cash basis.

Office Cash Office

Classification Simple

Type of Transaction G2C – Government to Client;

Who may avail UPV Students (Graduate and Undergraduate)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Individual Clients : Principal 1. Government Issued Identification Card/or 1. BIR; Post Office; DFA; SSS; GSIS; HDMF 2. University Issued Identification Card 2. University’s Office of the Registrar

Individual Clients : Representative 1. Individual Client: Principal 1. Authorization Letter (immediate Family Member only) with photocopy 1.1 . BIR; Post Office; DFA; SSS; GSIS; HDMF IDs Of Government Issued Identification Card of both Claimant and Authorized Representative 2. Attorney/Legal Professional 2. Special Power of Attorney with photocopy 2.1 . BIR; Post Office; DFA; SSS; GSIS; HDMF IDs Of Government Issued Identification Card of both Claimant and Authorized Representative

Page | 497

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. The Cashier encashed checks for Maureen Kay C. Ongo, payment of stipends/ allowances/ None 1 hour Chief, Cash Office grants of UPV Students at the Land or Bank of the Philippines Ernesita M. Alingalan Supervising Admin. Officer 1.1 The Cashier attach the cash to Cash Office claimant payslip. 1.2 Prepares copy of payroll. Ma. Mitzi Calawigan (Iloilo Campus) Admin. Officer III, Cash Office

1. Present valid ID.

1.1 For claims thru Representative: Armida T. Titular (Miagao Campus) To present ID of 2. Receive the document and verify None 2 minutes Admin. Asst. II, Cash Office the representative, and the the authenticity of the ID and person represented and the other document and retrieve cash Ma. Mitzi Calawigan (Iloilo Authorization or SPA in the name of claimant. Campus) Admin. Officer III, Cash Office 2. Accepts cash and payslip and 3. Release cash to the claimant. None 1 minute sign in the payroll.

TOTAL 1 hour and 3 minutes

Page | 498

10. Disbursement of Cash/Check Through On-Line Deposit

The Cash Office may deposit claims or payment to the individual bank account at Land Bank or Other Banks.

Office CASH OFFICE Classification Simple Type of Transaction G2C – Government to Client; G2G – Government to Government; GTB-Government of Business Entity Who may avail UPV Constituents and Outside Clientele CHECKLIST OF REQUIREMENTS WHERE TO SECURE A. On-Line Deposit: A.1 Bank Account Number (for non-UPV) A. 1Clients Depository Bank A.2 Bank Service Fee (for inter-branch deposit) A.2 Pay P50 (P10,000 below); P 100 (P10,000 above)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME A. On-Line Deposit:

A.1 The Cashier prepares deposit slip For Inter- 5 minutes Miagao Campus In-Charge: to disbursement vouchers due for branch Acct. Sheila T. Balenia Admin. Officer deposit to respective accounts in P 50 (10K III, Cash Office 4 copies. below) & P 100 (10K above) Iloilo Campus In-Charge: 2. The Cashier transact all for deposit Riezy Kate Gicaraya transactions to the authorized Admin. Aide II, Cash Office depository bank None 1 hour Page | 499

3. The Cashier segregates copies of validated deposit slips. (1) –attached to DV; (1) copy for payee, & (1) file None 5 minutes

1. Claims copy of validated deposit slips at the Cash Office. 1 minute

TOTAL 1 hour and 11 minutes

Page | 500

11. Disbursement of Check Through Mail to Other UP Constituent University Cash Office

Office CASH OFFICE Classification Simple Type of Transaction G2G – Government to Government Who may avail UPV Constituents and Outside Clientele CHECKLIST OF REQUIREMENTS WHERE TO SECURE NONE NONE CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Cash Office from Other UP Units 1. The Cashier prepared transmittal None 10 minutes Generose S. Quilantang receives mailed transmittal, Checks and form for all checks to be mailed to Admin. Officer I, Cash DVs and returned the same to UPV upon respective UP Constituent Units Cash Office receipt of claimant. Office three (3) times a week.

2. The Cashier sends the mail/pouch 2 days through authorized courier of the University.

TOTAL None 2 days and 10 minutes

Page | 501

12. Request for Letter of Introduction to Land Bank of the Philippines (for Opening a Payroll Account)

Office Cash Office Land Bank of the Philippines Classification Simple Type of Transaction G2C – Government to Client; GTG – Government to Government Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Notice of Appointment 1. Office of the Chancellor 2. Tax Identification Number 2. BIR CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Present requirements for the 1. Prepares Letter of Introduction to None 5 minutes Ernesita M. Alingalan preparation of Letter of be signed by the Chief, Cash SAO, Cash Office Introduction. Office or any of the Authorized signatories in the absence of Chief, Cash Office.

2. Accepts Letter of Introduction 2. Chief, Cash Office or any Maureen Kay C. Ongo Authorized Signatory to sign the Chief, Cash Office Letter of Introduction and release or to the requestor **Authorized Signatory and Counter- Signatory of UPV TOTAL None 5 minutes

Page | 502

13. Preparation and Disbursement of Check

The Cash Office disburses all the payables of the University such as payment for goods (supplies, equipment, materials, etc), services (salaries, allowances and honoraria), scholarships and refunds of projects from other Government Agencies (GA).

Office Cash Office Classification Simple Type of Transaction G2C – Government to Client; GTB – Government to Business Entity; G2G – Government to Government Who may avail UPV Constituents, private individuals, suppliers and other government agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Individual Clients : Principal Government Issued Identification Card BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-ibig HRDO (University Employees) or OVCRE (Project-Based University Issued Identification Card Employees) Individual Clients : Representative Special Power of Attorney (SPA) Person being Represented Authorization (for immediate family of claimant only) Person being Represented Government issued Identification Card of the person being represented (1 original BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-ibig and 1 photocopy) Government issued Identification Card of the representative BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-ibig Suppliers and other Government Agencies Official receipt BIR

Page | 503

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Receives approved DV from None 2 minutes Jenelie A. Acosa OVCA or OC and verify Admin. Officer III, Cash Office completeness of signatories and stamp received the DV

1.1. Forward the DV for None 2 minutes Jenelie A. Acosa approval to the Chief of Admin. Officer III, Cash Office Cash Office

1.2. Approve the DV using UIS None 2 minutes Maureen Kay Ongo and forwards the same for Chief, Cash Office encoding

1.3. Encode the details of the None 5 minutes Armida Titular DV using the online portal Admin. Asst II, Cash Office and forwards the same to concerned staff

1.4. Encode the check number None 6 minutes Jenelie A. Acosa and check date using DV Admin. Officer III, Cash Office online and UIS and print the check

1.5. Forward the check for None 2 minutes Jenelie A. Acosa signing of one (1) signatory Admin. Officer III, Cash Office and one (1) counter- signatory Page | 504

1.6. Verify the accuracy of data None 1 day SIGNATORIES on the check and sign the Maureen Kay Ongo check Chief, Cash Office

Or

ErnesitaAlingalan SAO, Cash Office

COUNTER SIGNATORIES Ricardo P. Babaran Chancellor, UP Visayas or Mary Ann T. Gumban VCA, UP Visayas or Martin G. Genodepa VCPD, UP Visayas or Rolly G. Fuentes VCRE, UP Visayas or Gay D. Defiesta VCAA, UP Visayas Arlene N. Avanceña Chief, Budget Office

1.7. Generate the check None 2 minutes Jenelie A. Acosa warrant register Admin. Officer III, Cash Office Page | 505

1.8 Segregate checks for None 2 minutes Jenelie A. Acosa disbursement. Admin. Officer III, Cash Office

2. Inquire regarding the availability of 2. Verify the availability of the None 1 Minute Jenelie A. Acosa (Miagao check/cash in his/her name or check/cash and requires the client Campus) business entity. of the required documents. Admin. Officer III, Cash Office

Ma. Mitzi Calawigan (Iloilo Campus) Admin. Officer III, Cash Office

3. For individual clients: 3. Receive the documents and verify None 2 Minutes Jenelie A. Acosa (Miagao Present valid ID and for claims thru the authenticity of the ID and Campus) representative present ID of the other documents or check the Admin. Officer III, Cash Office representative and the person validity of the official receipt of the represented and authorization or supplier. Ma. Mitzi Calawigan (Iloilo SPA Campus) Admin. Officer III, Cash Office

For suppliers and other GAs: 3.1. Hand over to the client the 2 minutes Present their official receipt. copy of the disbursement voucher and warrant register (check disbursement) and payroll (cash disbursement) to be filled-up and signed. 4. For individual clients: 4. Evaluate the correctness of the None 3 minutes Jenelie A. Acosa (Miagao Properly fill-up and sign the filling-up of the disbursement Campus) disbursement voucher and voucher, payroll, warrant register Admin. Officer III, Cash Office warrant register (check and official receipt. Page | 506

disbursement) and turn-over to the Ma. Mitzi Calawigan (Iloilo cashier Campus) Admin. Officer III, Cash Office 4.1. Issue the check to the client. 2 minutes Jenelie A. Acosa (Miagao Campus) Admin. Officer III, Cash Office

For suppliers and other GAs Armida T. Titular (Miagao Issue official receipt, properly fill- Campus) up and sign the disbursement Admin. Assistant II, Cash Office voucher and the warrant register and turn-over to the cashier. Ma. Mitzi C. Calawigan (Iloilo Campus) Admin. Officer III, Cash Office

1 day, 33 TOTAL None minutes

Page | 507

14. Collection of Tuition Fees Through Land Bank On-Line Deposit

Office Cash Office Land Bank of the Philippines Classification Simple Type of Transaction G2C – Government to Client; GTG – Government to Government Who may avail UPV Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE On-Coll Deposit slip from Depository Bank (LBP) Any Land Bank of the Philippines branch CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Present the validated deposit slip 1. Check in the on-line UPV Bank None 1 minutes Ernesita M. Alingalan Statement if payment is already SAO, Cash Office deposited

2. Check correctness of the amount 1 minutes Miagao Campus in-charge: deposited against the amount Amelin C. Natividad reflected in the Computerized Admin. Officer V, Cash Office Registration and Student Information System (CRSIS). Iloilo City Campus in-charge: Ma. Mitzi C. Calawigan Admin. Officer III, Cash Office

3. Encode the transaction number 1 minutes Page | 508

reflected in the deposit slip (this serves as an Official Receipt) and clear students at the CRS. TOTAL None 3 minutes

Page | 509

CASH OFFICE Internal Services

Page | 510

15. Release of Payslips to UPV Employees

The Cash Office releases folded payslip directly to employee or on a per unit/office/division through its authorized claimant.

Office Accounting Office Cash Office Classification Simple Type of Transaction G2C – Government to Client; Who may avail UPV Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE A. Principal or Individual Release – No requirement A. None B. Representative or Per Unit/Division/Office – List of Employees from B. Concerned Unit/Division/Office authorized employee to Claim.

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Segregates payslips for Miagao and Iloilo based employees, including employees assigned to None 2 days Armida T. Titular UPV Diliman Liaison Office, BAC Admin. Asst. II, Cash Office and Batan, , upon receipt from the Accounting Office.

A. Individual Release: 1. Verbal request of employee to 2. Finds and releases payslip to None 3 minutes. Armida T. Titular release payslip at Counter 4 employee Admin. Asst. II, Cash Office Page | 511

2. Accepts payslip and sign in the Payslip Logbook

B. Per Unit/Division Release:

1. Submits names of employees per 1. Finds and releases individually None 15 minutes Armida T. Titular unit/division/office requesting for the folded payslips (in compliance with Admin. Asst. II, Cash Office release of payslip. the data privacy law)

2. Accepts payslips and sign in the payslip logbook.

TOTAL 2 days, 3 minutes

Page | 512

16. Sale of Bus Pass and Ticket

The University is providing transportation services for its faculty and staff going to and fro the main campus in Miagao, Iloilo for a minimal fee. The Cash Office is designated as custodian of the bus pass and ticket. UPV constituents may purchase the bus pass at P13.00 and the bus ticket at P25.00 from the Cash Office.

Office Cash Office Classification Simple Type of Transaction G2G – Government to Government; GTC - Government to Client Who may avail UPV faculty and staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Bus Pass entitled UPV employee/faculty – P 13.00 Cash Office-Counter 2 2. Non-Bus Pass entitled UPV employee/faculty – P 25.00

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Proceed to Cash Office to 1. Verify whether the employee is 1 minute Miagao Campus In-Charge: purchase bus tickets/pass qualified to purchase a bus pass or Jenelie Acosa (Miagao Campus) bus ticket Admin Officer III, Cash Office

1.1. Accept payment and issue Iloilo City Campus In-Charge: appropriate bus pass or ticket. 2 minutes Reizy Kate Gicaraya (Iloilo Campus) Admin Aide II

Page | 513

Bus Pass P13.00each Bus Ticket P25.00each

2. Receive bus pass/ticket

TOTAL 3 minutes

Page | 514

HEALTH SERVICES UNIT Both External and Internal Services

Page | 515

1. Annual Physical Examination (Medical)

Office UPV health Services Unit Classification G2C Type of Simple Transaction Who may avail UPV Students, Faculty and Staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE New students: UPCAT Notice Office of the University Registrar Old Students: UPV ID HRDO Birthday Notice for Annual PE CLIENT STEPS AGENCY ACTIONNew students FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME Present UPCAT notice (New Office of admission release UPCAT A week before Office of admission (for students) Student) notice schedule for UPV HRDO (for employees) Present Birthday notice (For P.E. employee) HRDO release birthday notice

Obtains laboratory/X-ray request Issue laboratory and xray request form 5 minutes Administrative Aide III Form

Pay laboratory and x-ray fees and Receive payment and issue official 3 minutes Administrative Aide VI receive official receipt receipt Undergo laboratory and x-ray Perform laboratory and x-ray procedure 15 minutes Medical Technologist & procedure Radiologic Technologist

Page | 516

(clock pause-result of laboratory/x-ray in the morning will be released in the afternoon while examinations in the afternoon will be released the following working day) Submit result of laboratory and x-ray Prepare medical record, attach 5 minutes Administrative Aide III procedure laboratory and x-ray results to records (For new student/employee) Locates medical record Undergoes physical examination Takes vital signs, blood pressure, 5 minutes Nurse on Duty heart rate, respiratory rate, height/weight, Snellen’s Test

Obtains pertinent medical history and 10 minutes Doctor on Duty performs physical examination Gives advice; treats patient when needed; gives laboratory requests and prescription if needed

Receives medical certificate, Issues medical certificate 2 minutes Doctor on Duty laboratory requests and prescriptions if needed Leave consultation room

TOTAL 45 minutes

Page | 517

2. Annual Dental Examination (Dental)

Office UPV Health Services Unit Classification G2C Type of Transaction Simple Who may avail UPV Students, Faculty and Staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE New students: UPCAT Notice Office of the University Registrar Old Students: UPV ID HRDO Birthday Notice for Annual PE

CLIENT STEPS AGENCY ACTIONNew students FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE

New Student: Present the UPCAT notice Prepare dental record 5 minutes Dental Aide Fill out dental record form

Old Students and Employee Locate dental record Present UPV ID

Undergo dental examination Obtain pertinent dental history and 15 minutes Dentist performs dental examination

Gives dental advise, prescription/x-ray request if needed

Issue medical certificate Page | 518

Receive dental certificate, Schedule follow-up visit if needed 3 minutes Dentist prescription/dental x-ray if needed

TOTAL 23 minutes

Page | 519

3. Medical Consultation and Treatment

Office UPV Health Services Unit Classification G2C Type of Transaction Simple Who may avail UPV Students, Faculty and Staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE Birth Certificate of Children/ Marriage Certificate for Spouse (for first visit of Philippine Statistics Authority (PSA) dependents)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME Sign in to request for Hand in logbook to the client 2 minutes Administrative Aide III consultation/treatment Locate Medical Record Present birth certificate for marriage certificate (for first visit of dependents)

Ask for chief complaint and vital signs 5 minutes Nurse on duty

Seek consultation/treatment Take medical history and perform 10 minutes Doctor on duty physical examination

Receive medical advice and prescription Give laboratory and diagnostic test 5 minutes Doctor on duty request

Write prescription and give instruction.

Page | 520

Schedule follow-up visit when necessary Receive prescribed medicine if available Provide medication if available and 1 minute Nurse on duty and sign logbook instruct patient to sign in the logbook

Leave consultation room Record chart entry, diagnosis and 1 minute Nurse on duty medication/procedure

TOTAL 23 minutes

Page | 521

4. Dental Consultation and Treatment

Office UPV Health Services Unit Classification G2C Type of Transaction Simple case Who may avail UPV Students, Faculty and Staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE Birth Certificate of Children/ Marriage Certificate for Spouse (for first visit of Philippine Statistics Authority (PSA) dependents)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE Sign in the logbook and request for Receive clients data 5 minutes Dental Aide dental consultation/treatment

Present UPV ID Locate dental record

Submit to initial history taking Ask for chief complaint 5 minutes Dental Aide

Prepare instruments before dental procedure

Undergo consultation and or dental Dental check-up/consultation 45 minutes Dentist/Dental Aide procedure Give consent/permit for tooth extraction

Take blood pressure before tooth

Page | 522

extraction Give , request for tooth x-ray if needed, write prescription

Give dental certificate when needed Schedule follow-up visit when necessary

Receive prescribed medicine if available Provide medication if available and 5 minutes Dental Aide and sign logbook instruct patient to sign in the logbook

TOTAL 60 minutes

Page | 523

5. Laboratory Services

Office Health Services Unit Classification Simple Type of Transaction G2C Who may avail Students Faculty, Staff and Dependents Non-UPV Constituents

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Laboratory Request Physician who requested for laboratory CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE Present laboratory request to the Receive request 2 minutes Medical Technologist Medical Technologist

Submit specimen for laboratory Receive specimen/extract specimen 5 minutes Medical Technologist examination (blood sample) from the patient Issue charge slip for laboratory fee

Pay to the cashier and receive official Receipt payment and issue official Please see 3 minutes Administrative Aide VI receipt receipt schedule of (Cashier) fees for various tests

Page | 524

Submit official receipt to the Medical Record the official receipt number 2 minutes Medical Technologist Technologist

Wait for the result of the examination Perform the examination requested, 45 minutes Medical Technologist prepare and print laboratory result

Receive laboratory result Release the laboratory result to the 3 minutes Medical Technologist requestor

TOTAL 1 hour

Page | 525

6. X-Ray Services

Office Health Services Unit Classification Simple Type of Transaction G2C Who may avail Students Faculty, Staff and Dependents Non-UPV Constituents

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Laboratory Request Physician who requested for laboratory CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME Present x-ray request to the Receive request and Issue charge Please see 2 minutes Radiologic Technologist Radiologic Technologist slip for x-ray fee schedule of fees for various tests

Submit specimen for x-ray 5 minutes Radiologic Technologist examination

Pay to the cashier and receive official Receipt payment and issue official 3 minutes Administrative Aide VI receipt receipt (Cashier)

Submit official receipt to the Record the official receipt number 2 minutes Radiologic Technologist

Page | 526

Radiologic Technologist and perform the procedure Wait for the result of the examination Send X-ray plate to the Radiologist 45 minutes Radiologic Technologist for interpretation Prepare x-ray result based on the findings of the Radiologist

Receive x-ray result Release the x-ray result to the 3 minutes Radiologic Technologist requestor

TOTAL 1 hour

End of Transaction

Page | 527

Human Resources Development Office Internal Services

Page | 528

1. Issuance of University ID Card

ID card is a document which may be used to prove a person's identity. It simplifies employee identification and enhances the University’s integrity and security. The employee’s University ID card typically include employee’s name, photo, his/her office, employee number, tax identification number, Philhealth number, GSIS ID number, UMID card number, employment status and the contact person during emergency. It is also used to facilitate access in the University.

Offices 1. Human Resources Development Office 2. Office of the University Registrar

Classification Complex Type of Transaction G2C – Government to Client

Who may avail All new Contractual, Substitute, Temporary, and Permanent UPV employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished Application Form for University ID card University ID application form is available at HRDO and also 2. Official Receipt for payment of the fee for University ID card downloadable at intranet.upv.edu.ph 3. ID picture (hard or soft copy) with appropriate background color

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME For First Time Application:

1. Employee accomplishes the 1. HRDO receives the application form P 130.00 1 day Administrative Assistant II University ID application form in two together with the ID picture and

Page | 529

(2) copies with the following takes the following actions: documents: a. Official Receipt issued by the a. Validates the information UPV Cash Office for payment of provided in the application form the ID card fee b. Checks the completeness of the b. ID picture with prescribed required documents background color c. Forwards the application form to the Office of the University Registrar if the supporting .documents are complete.

2. Office of the University Registrar 5days Administrative Aide III takes the following actions: Information Systems Analyst II

a. Receives the application form, together with the Official Receipt and ID picture b. Takes\Downloads photo c. Edits photos d. Scans\Downloads and edit the signatures e. Inputs\Updates information of employee in the ID template f. Prints and verifies correctness and condition of the IDs

3. Office of the University Registrar forwards to HRDO the machine printed University ID for release.

Page | 530

2. Employee or his/her 4. HRDO releases the University ID 1 day Administrative Assistant II representative receives the card to the employee or to his/her University ID card. office representative.

TOTAL P 130.00 7 days including the waiting time.

Page | 531

2. Issuance of Retiree’s ID Card

ID card is a document which may be used to prove a person's identity. It simplifies retiree’s identification and enhances the University’s integrity and security. The retiree’s University ID card typically include a retiree’s name, photo, his/her tax identification number, Philhealth number, GSIS ID number, UMID card number, employment status and the contact person during emergency. It is also used to facilitate access in the University.

Offices 1. Human Resources Development Office 2. Office of the University Registrar

Classification Compex

Type of Transaction G2C – Government to Client;

Who may avail All new Contractual, Substitute, Temporary, and Permanent UPV employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished Application Form for University ID card University ID application form is available at HRDO and also 2. GSIS Retirement Number downloadable at intranet.upv.edu.ph 3. ID picture (hard or soft copy) with appropriate background color

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME For First Time Application:

1. Retiree accomplishes the University 1. HRDO receives the application form None 1 day Administrative Assistant II ID application form in two (2) copies together with the ID picture and with the following documents: takes the following actions: a. Official Receipt issued by the Page | 532

UPV Cash Office for payment of a. Validates the information the ID card fee provided in the application form b. GSIS retirement number b. Checks the completeness of the c. ID picture with prescribed required documents background color c. Forwards the application form to the Office of the University Registrar if the supporting .documents are complete.

2. Office of the University Registrar 5 days Administrative Aide III takes the following actions: Information Systems Analyst II a. Receives the application form, together with the Official Receipt and ID picture b. Takes\Downloads photo c. Edits photos d. Scans\Downloads and edit the signatures e. Inputs\Updates information of retiree in the ID template f. Prints and verifies correctness and condition of the IDs

3. Office of the University Registrar forwards to HRDO the machine printed University ID for release.

2. Retiree or his/her representative 4. HRDO releases the University ID 1 day Administrative Assistant II Page | 533

receives the University ID card. card to the retiree or to his/her office representative.

TOTAL None 7 days including the waiting time.

Page | 534

3. Replacement of University ID Card

ID card is a document which may be used to prove a person's identity. It simplifies employee identification and enhances the University’s integrity and security. The employee’s University ID card typically include employee’s name, photo, his/her office, employee number, tax identification number, Philhealth number, GSIS ID number, UMID card number, employment status and the contact person during emergency. It is also used to facilitate access in the University.

Offices 1. Human Resources Development Office 2. Office of the University Registrar

Classification Complex Type of Transaction G2C – Government to Client; Who may avail All new Contractual, Substitute, Temporary, and Permanent UPV employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished Application Form for University ID card University ID application form is available at HRDO and also 2. Official Receipt for payment of the fee for University ID card downloadable at intranet.upv.edu.ph 3. ID picture (hard or soft copy) with appropriate background color 4. Duly Notarized Affidavit of loss (if lost)

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME For replacement of lost University ID card: 1. HRDO receives the application form P 130.00 1 day Administrative Assistant II 1. Employee accomplishes the together with the ID picture and University ID application form in two takes the following actions: Page | 535

(2) copies with the following documents: a. Validates the information provided in the application form a. Official Receipt issued by the b. Checks the completeness of the UPV Cash Office for payment of required documents the ID card fee c. Forwards the application form to b. ID picture with prescribed the Office of the University background color (may choose Registrar if the supporting for the existing picture on file) documents are complete. c. Duly notarized Affidavit of Loss (in case ID card was lost) 2. Office of the University Registrar 5 days Administrative Aide III takes the following actions: Information Systems Analyst II

a. Receives the application form, together with the Official Receipt and ID picture b. Takes\Downloads photo c. Edits photos d. Scans\Downloads and edit the signatures e. Inputs\Updates information of employee in the ID template f. Prints and verifies correctness and condition of the IDs

3. Office of the University Registrar forwards to HRDO the machine printed University ID for release.

Page | 536

2. Employee or his/her 4. HRDO releases the University ID 1 day Administrative Assistant II representative receives the card to the employee or to his/her University ID card. office representative.

TOTAL P 130.00 7 days including the waiting time.

Page | 537

4. Issuance of ARTA ID Card: First-Time Application

All UPV employees are required to wear an easy to read identification card during office hours in compliance with RA 9485 (Anti-Red Tape Act) and RA 11032 (Ease of Doing Business and Efficient Government Service Delivery) such that the officials and employees concerned can be readily identified by the clients. The cost of ARTA ID card for first-time application shall be borne by the University. While the cost for re-printing to replace lost or worn out ARTA ID card shall be charged to the employee.

Offices Human Resources Development Office Classification Simple Type of Transaction G2C – Government to Client; Who may avail All new UPV employees and Job Hires CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished Application Form for ARTA ID card ARTA ID application form is available at HRDO and also 2. Recent colored 2x2 photo (printed or soft copy) with whited background of downloadable at intranet.upv.edu.ph employee

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME For First Time ARTA ID Application: None 3 days Supervising Administrative Officer 1. Employee accomplishes the ARTA 1. HRDO receives the application form Administrative Assistant II ID application form and submits the together with the photo and takes form together with his/her recent the following actions: colored 2x2 photo to HRDO. a. Validates the information in the form accomplished by the employee. Page | 538

b. Prepares (scans the photo, encodes the needed information in the ARTA ID template) c. Prints the ARTA ID for validation/signature of the HRDO Chief. 2. Employee or his/her representative receives the ARTA ID card. 2. HRDO releases the ID to the employee or to his/her office representative.

TOTAL None 3 days

Page | 539

5. Issuance of Replacement for ARTA ID Card

All UPV employees are required to wear an easy to read identification card during office hours in compliance with RA 9485 (Anti-Red Tape Act) and RA 11032 (Ease of Doing Business and Efficient Government Service Delivery) such that the officials and employees concerned can be readily identified by the clients. The cost of ARTA ID card for first-time application shall be borne by the University. While the cost for re-printing to replace lost or worn out ARTA ID card shall be charged to the employee.

Offices Human Resources Development Office Classification Simple Type of Transaction G2C – Government to Client; Who may avail All UPV employees and Job Hires CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished Application Form for University ID ARTA ID application form is available at HRDO and 2. Official Receipt also downloadable at intranet.upv.edu.ph 3. Recent colored 2x2 photo (printed or soft copy) with white background of employee CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS BE PAID TIME RESPONSIBLE Subsequent applications: for ARTA ID Supervising card Administrative Officer

1. Employee accomplishes the ARTA 1. HRDO receives the application form P 30.00 as 1 day Administrative ID application form with recent together with the photo and takes replacement Assistant II colored 2x2 photo with white the following actions: fee background and submits them to a. Validates the information in the HRDO. Employee may also opt to form accomplished by the client.

Page | 540

use his/her existing colored photo b. Informs the employee to pay the stored in the computer file system. ARTA ID replacement fee to the Cash Office c. Prepares (scans/edits the photo, encodes the needed information 1 day in the ARTA ID template) d. Prints the ARTA ID for validation/signature of the HRDO Chief. 2. Employee pays the ARTA ID 2. Cash Office receives the fee and replacement fee to the Cash Office issues the OR to employee as proof 35 minutes of payment. 3. Employee or his/her representative 3. HRDO records the OR number in presents the OR issued for the the application form and releases 25 minutes payment of the fee and receives the ARTA ID card to the employee his/her ARTA ID card. or to his/her office representative.

TOTAL P 30.00 3 days including waiting time

Page | 541

6. Resetting of password of Employee’s University Information System (UIS) account

A Password is use to identify an employee when using a website, an email account, and the computer. It is essential in order to protect the security and identity of an employee and therefore, must not be disclosed to anyone. In case employee forgets his/her password, HRDO is given the authority to re-set employee’s temporary password for the employee to access to his/her UIS account.

Office Human Resources Development Office Classification Simple Type of Transaction G2C – Government to Client Who may avail All UPV Faculty, REPS and Admin personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request through email or telephone call Not Applicable CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE 1. Employee requests through email or 1. HRDO receives the request. None One (1) day Administrative Assistant II telephone call for the re-setting of 2. HRDO resets the UIS password. his/her password for his/her UIS account. 3. HRDO releases the temporary 2. Employee receives his/her password, through email or temporary password for his/her UIS telephone call, to the employee. account. TOTAL 1 day including waiting time

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7. Issuance of Certification of Performance Rating

The certification of performance rating attests the performance ratings obtained by an employee based on his/her Individual Performance Commitment Report (IPCR) Appraisal. IPCR is a tool used to measure the actual accomplishments based on targets set and agreed by the employee and his/her supervisor.

Office Human Resources Development Office Classification Simple Type of Transaction G2C – Government to Client Who may avail UPV Administrative personnel, REPS and NGWs (Active/Inactive) CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter or verbal request with the following information: Requestor  performance rating period being requested  purpose of the request CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Requestor submits to HRDO a letter- 1. Receives the request. PERSONNEL ON 2 days Administrative request for the issuance of certificate 2. Checks the completeness of the ACTIVE STATUS Assistant II of performance ratings. request.  None if the 3. Prepares the certificate of purpose is performance rating. work related 4. Secures the signature of the HRDO  P20.00 for the Chief. first page and 2. Requestor receives his/her certificate 5. Issues the certificate of performance P10.00 for of performance ratings rating to the requestor succeeding pages if purpose is not

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work related

PERSONNEL ON INACTIVE STATUS  P20.00 for the first page and P10.00 for succeeding pages if purpose is not work related

TOTAL 2 days including waiting time

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8. Issuance of Certificate of Leave Credits Earned

A Certificate of Leave Credits earned is issued to an employee who opts to transfer his/her non-commuted vacation and sick leave credits to the new agency that he/she is transferring to.

Offices Human Resources Development Office

Classification Simple Type of Transaction G2G – Government to Government Who may avail All UPV employees who will transfer to another government agency CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Approved transfer of the employee to another agency 1. Office of the Chancellor or HRDO 2. Approved University Clearance 2. University clearance application form is available at HRDO and also downloadable at intranet.upv.edu.ph CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Employee requests for certificate of 1. HRDO receives the request and None 3 days Administrative Officer II leave credits that he/she earned. prepares the certificate. Administrative Officer V

2. Employee receives his/her 2. HRDO issues the certificate to certificate of leave credits earned. employee

TOTAL None 3 days including waiting time

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9. Issuance of Certificate of Leave Without Pay

Certificate of Leave Without Pay attests the period that the employee was on leave or absent without pay after he/she has exhausted his/her leave credits.

Offices Human Resources Development Office Classification Simple Type of Transaction G2G – Government to Government Who may avail All UPV employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE None Not applicable

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSONS PAID TIME RESPONSIBLE 1. Employee requests for a certificate 1. HRDO receives the request and None 3 days Administrative Officer II of leave without pay. prepares the certificate. Administrative Officer V

2. Employee receives his/her 2. HRDO issues the certificate to certificate of leave without pay the employee.

TOTAL None 3 days

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10. Issuance of Certificate of Employment (and compensation) for personal purposes (active personnel)

The Certificate of Employment (and compensation) attests the position, office, employment status, and compensations of employees. This certificate is issued to employees who need the document to support transactions that are personal/not related to their work in the University.

Office Human Resources Development Office Classification Simple Type of Transaction G2G – Government to Government Who may avail UPV Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request (letter/email/call) 1. HRDO for the Charge slip 2. Charge Slip 2. Cash Office for the Official Receipt as proof of 3. OR as proof of payment payment 4. Authorization letter and copy of valid ID of requestor and representative if 3. Requesting client for his/her ID or the authorization requestor cannot personally claim letter and ID of his/her representative

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Employee requests for the 1. HRDO receives request and takes P 20 per - 1. 2 hours HRDO: certificate through telephone call, the following actions page; Supervising Administrative email, in writing, or in person a. Verifies service record Officer b. Prepares certificate P10 per Administrative Assistant II c. Signs certificate additional 2. Receives the charge slip upon d. Issues charge slip to client page claim. 3. Pays the fee to the Cash Office 2. Cash Office receives the payment 2. 45 minutes Cash Office staff and issues OR Page | 547

4. Presents the following to HRDO to 3. HRDO records the OR presented 3. 5 minutes claim the certificate by the employee. a. OR issued by the Cash Office b. authorization letter and copy of valid ID if to be claimed by a representative

5. Employee/representative receives 4. HRDO releases the certificate of the certificate of employment employment to employee/representative

TOTAL P 20 per 2 Hours, 50 page; minutes including P10 per waiting time additional page

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11. Issuance of Certificate of Employment (inactive personnel)

The Certificate of Employment attests the position, office, employment status, and other personal information requested. This certificate is issued to former employees who need the document to support post-UP endeavours/personal transactions.

Office Human Resources Development Office Classification Simple Type of Transaction G2C – Government to transacting public Who may avail Former UPV Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request (letter/email) 1. HRDO for the inactive 201 records or personal copy of 2. Approved university clearance client for the approved University Clearance 3. Charge Slip 2. HRDO for the Charge slip 4. OR as proof of payment 3. Cash Office for the Official Receipt as proof of payment 5. Authorization letter and copy of valid ID of requestor and representative if 4. Requesting client for his/her ID or the authorization letter requestor cannot personally claim and ID of his/her representative

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Former employee requests for the 1. HRDO receives request and takes P 20 per 1. 2 hours Supervising Administrative certificate through email, in writing, the following actions page; Officer or in person a. Verifies from service record, 201 file and accomplishment of P10 per approved university clearance additional b. Prepares certificate page

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c. Signs certificate 2. Receives the charge slip upon d. Issues charge slip to client claim. 3. Pays the fee to the Cash Office 2. Cash Office receives the payment 2. 45 minutes and issues OR Amelin C. Natividad Administrative Officer V 4. Presents the following to HRDO to 3. HRDO records the OR presented 3. 5 minutes claim the certificate by the client Supervising Administrative a. OR issued by the Cash Office Officer b. authorization letter and copy of valid ID if to be claimed by a representative

5. Former employee/representative 4. HRDO releases the certificate of receives the certificate of employment to former employment employee/representative

TOTAL P 20 per 2 Hours, 50 page; minutes including P10 per waiting time additional page

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12. Issuance of Certificate of Employment (and compensation) for official travel/purposes (active personnel)

The Certificate of Employment (and compensation) attests the position, office, employment status, and compensations of employees. This certificate is issued to employees who need the document to support official/work-related transactions.

Office Human Resources Development Office Classification Simple Type of Transaction G2G – Government to Government Who may avail UPV Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Application for travel authority/ request letter or email Authority to travel application form is downloadable at 2. Authorization letter and copy of valid ID of requestor and representative if intranet.upv.edu.ph requestor cannot personally claim

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Employee requests for the 1. HRDO receives request and takes None 2 hours Supervising Administrative certificate through telephone call, the following actions Officer email, in writing, or in person a. Verifies service record b. Prepares certificate c. HRDO Chief signs certificate

2. Presents authorization letter and copy of valid ID if to be claimed by a representative.

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3. Employee receives the certificate of 2. HRDO releases the certificate to employment. employee.

TOTAL None 2 hours including waiting time

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13. Application for Expanded Maternity Leave (105 days) under RA 11210

The Expanded Maternity Leave is granted to a female employee to extend some measure of financial help and a period of rest and recuperation in connection with the pregnancy. It is a paid leave benefit granted to a qualified female employee for the duration of one hundred (105) days for live child birth, with an option to extend an additional fifteen (15) days if the female employee qualifies as a solo mother under RA 8972, and another thirty (30) days but the leave shall be without pay. In case of miscarriage and emergency termination of pregnancy, female employee is entitled to only sixty (60) days maternity leave. Employer must be notified in writing at least 45 days before the end of the maternity leave except for medical emergency.

Female employee may also allocate seven (7) days of her maternity leave to the father of her child not later than the period of her maternity; provided she submits a written notice to her employer. The father shall be excused from his work (leave without pay) but his leave without pay shall not be considered as a gap in the service.

Office 1. Unit Concerned 2. Office of the Dean (for employees under the Colleges)/Office the next higher supervisor 3. Human Resources Development Office 4. Office of the VC for Administration/Academic Affairs/Research & Extension 5. Accounting Office

Classification Technical

Type of Transaction G2C – Government to Client

Who may avail All qualified female employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Before the start of maternity leave: CSC Leave application is downloadable at 1. Duly Accomplished Leave Application Form intranet.upv.edu.ph 2. Medical Certificate from attending physician (indicating the expected schedule of delivery)

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CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE

1. Female employee accomplishes 1. Unit Head/authorized official None 3 days Unit Head/authorized three (3) copies of the CSC Leave evaluates the completeness of official/supervisor of application form with attached Medical requirements and refers the female employee Certificate and forwards the maternity leave application to the documents to her unit next higher supervisor for head/supervisor appropriate action, if requirements are complete and in order.

2. The next higher supervisor (Dean) 3 days Dean acts on the maternity leave application based on the recommendation of the immediate supervisor and forwards the documents to HRDO. (Note: This step is applicable only to employees assigned in the colleges/school)

3. HRDO receives the maternity leave 3 days Administrative Officer V application including the complete Administrative Officer II requirements and takes the following NGW staff actions: a. Counter-checks the completeness of requirements and updates leave record of female employee

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b. Certifies pertinent leave balances c. Secures the signature of HRDO Chief d. Forwards the processed maternity leave application to the authorized Office of the Vice Chancellor.

2. Female employee receives her 4. The authorized Vice Chancellor takes 5 days Vice Chancellor maternity leave application with final action on the maternity leave action of the authorized Vice application and sends back the Chancellor. maternity leave application to HRDO.

5. HRDO releases the processed 5 Days Administrative Officer V maternity leave application to the Administrative Officer II female employee through her unit/office and furnishes another copy to Accounting Office.

TOTAL None 19 days including waiting time

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14. Confirmation of Certificate of Report for Duty after a long-term Sick Leave, Maternity Leave, Rehabilitation Leave

Employee is required to accomplish a certificate of report for duty after a long-term sick leave, rehabilitation leave, maternity leave.

Office 1. Unit Concerned 2. Office of the Dean (for employees under the Colleges)/Office of the next higher supervisor 3. Human Resources Development Office 4. Accounting Office

Classification Complex

Type of Transaction G2C – Government to Client

Who may avail All UPV employees who are reporting back to duty after a long-term leave, sabbatical, special detail or secondment.

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Form for Certificate of Report for Duty Form for certificate of report to duty is downloadable at 2. Medical Certificate from the attending physician that employee is fit to work intranet.upv.edu.ph after a long term sick leave, maternity leave, or rehabilitation leave

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Employee accomplishes three (3) 1. Unit Head/immediate supervisor None 2 days Unit Head/immediate copies of the Certificate of Report for certifies to the correctness of the supervisor Duty with attached Medical Certificate date of actual report for duty of from attending physician stating that employee and forwards the he/she is fit to work and submits the documents to the next higher documents to the unit head/immediate supervisor (Dean/VCA/VCAA).

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supervisor.

2. Employee furnishes copies of 2. The Dean confirms the accuracy of 1 day Certificate of Report for Duty to the information provided in the form Dean Accounting and HRDO and returns the confirmed certificate of report for duty and other documents to the employee. (Note: This step is applicable only to employees assigned in the colleges/school)

3. The VCA/VCAA confirms the 3 days accuracy of the information provided Vice Chancellor in the form and returns the confirmed certificate of report for duty and other documents to the employee.

4. HRDO receives one (1) copy and 1 day updates the Leave Record of the Administrative Officer V employee. Administrative Officer II

TOTAL None 7 days including waiting time

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15. Confirmation of Certificate of Report for Duty after a long-term vacation leave, study leave, sabbatical, secondment, or special detail

Employee is required to accomplish a certificate of report for duty after a long-term vacation leave, study leave, sabbatical, secondment, or special detail.

Office 1. Unit Concerned 2. Office of the Dean (for employees under the colleges)/Office of the next higher supervisor 3. Human Resources Development Office 4. Accounting Office

Classification Complex

Type of Transaction G2C – Government to Client

Who may avail All UPV employees who are reporting back to duty after a long-term vacation leave, study leave, sabbatical, special detail or secondment.

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Form for Certificate of Report for Duty Form for certificate of report to duty is downloadable at 2. Medical Certificate from the attending physician that employee is fit to work intranet.upv.edu.ph after a long term sick leave, maternity leave, or rehabilitation leave

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE

1. Employee accomplishes three (3) 1. Unit Head/immediate supervisor None 2 days Unit Head/immediate copies of the Certificate of Report for certifies to the correctness of the supervisor Duty. date of actual report for duty of employee and forwards the Page | 558

documents to the next higher supervisor (Dean) 2. Employee furnishes copies of 1 day Certificate of Report for Duty to 2. The Dean confirms the accuracy of Dean Accounting and HRDO the information provided in the form and returns the confirmed certificate of report for duty and other documents to the employee. (Note: This step is applicable only to employees assigned in the colleges/school) 3 days 3. The VCA/VCAA confirms the Vice Chancellor accuracy of the information provided in the form and returns the confirmed certificate of report for duty and other documents to the employee. 1 day 4. HRDO receives one (1) copy and Administrative Officer V updates the Leave Record of the Administrative Officer II employee. TOTAL None 7 days including waiting time

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16. Application for Ten-day Leave under R.A. 9262 (Anti-Violence Against Women and their Children Act of 2004)

The Ten-day Leave under R.A. 9262, otherwise known as AVAWC leave, is granted to the following: (1) any female employee in the government service, regardless of employment status, who is a victim of violence and (2) any female employee whose child is also a victim of violence and whose age is below eighteen (18) or above eighteen (18) but unable to take care of himself/herself.

Office 1. Office/Unit Concerned 2. Office of the Dean (for employees under the Colleges)/Office of the next higher supervisor 3. Human Resources Development Office 4. Office of the Chancellor

Classification Technical

Type of Transaction G2C – Government to Client

Who may avail All UP female employee victims

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Duly Accomplished Leave Application Form CSC Leave application form is downloadable at 2. Certification issued by the Punong Barangay/Kagawad or Prosecutor or the intranet.upv.edu.ph Clerk of Court 3. Barangay Protection Order (TPO/BPO) obtained from the barangay 4. Temporary Permanent Protection Order (TPO/PPO) obtained from the court 5. Police report specifying the details of the occurrence of violence on the victim 6. Medical Certificate

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CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Victim female employee complies None with all the requirements and accomplishes three (3) copies of the CSC Leave application.

2. Victim female employee submits the 1. Unit Head/authorized official 3 days Administrative AVAWC leave application together evaluates the completeness of Officers/authorized officials with the required documents to the requirements and refers the of the college/ school/office unit head/authorized official. AVAWC leave application to the next higher supervisor for appropriate action, if requirements are complete and in order.

2. The next higher supervisor (Dean) 3 days Administrative Officer V acts on the AVAWC leave application based on the recommendation of the immediate supervisor and forwards the documents to HRDO. (Note: This step is applicable only to employees assigned in the colleges/school)

3. HRDO receives the AVAWC leave 3 days Administrative Officer V application including the complete Administrative Assistant II requirements and takes the following actions: a. Counter-checks the Page | 561

completeness of requirements and updates leave record of victim female employee b. Certifies pertinent leave balances c. Secures the signature of HRDO Chief d. Forwards the processed AVAWC leave application to the Office of the Chancellor.

4. The Chancellor evaluates the 5 days Administrative Officer V exigency of service of victim female employee and then takes final action on the AVAWC leave application

5. The Chancellor sends back the AVAWC leave application to HRDO.

3. Victim female employee receives 6. HRDO releases the processed 5 days Administrative Officer V his/her AVAWC leave application AVAWC leave application to the Administrative Assistant II with action of the Chancellor. victim female employee through her office/unit.

TOTAL None 19 days including waiting time

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17. Application for long-term Vacation Leave (15 calendar days but not exceeding 30)

Vacation Leave is granted to an employee for personal reasons, the approval of which is contingent upon the exigency of service.

Office 1. Unit Concerned 2. Office of the Dean (for employees under the Colleges)/Office of the next higher supervisor 3. Human Resources Development Office

Classification Technical

Type of Transaction G2C – Government to Client

Who may avail All qualified employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Duly Accomplished Leave Application Form CSC Leave application is downloadable at intranet.upv.edu.ph

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Employee accomplishes three (3) 1. Unit Head/authorized official None 2 days Unit Head/authorized copies of the CSC Leave application evaluates if the application for official/immediate supervisor form. vacation leave of employee will not affect services of the office and refers it to the next higher supervisor for appropriate action.

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2. The next higher supervisor/Dean acts 2 days Dean/Next higher supervisor on the vacation leave application based on the recommendation of the immediate supervisor and forwards the documents to HRDO. (Note: This step is applicable only to employees assigned in the colleges/school)

3. HRDO receives the vacation leave 3 days Administrative Officer V application and takes the following Administrative Officer II actions: NGW staff a. Counter-checks the completeness of information in the application form and updates leave record of employee b. Certifies leave balances c. Secures the signature of HRDO Chief d. Forwards the processed vacation leave application to the authorized Office of the Vice Chancellor.

4. The authorized Vice Chancellor takes 3 days Unit head/Dean final action on vacation leave exceeding 15 days but not less than 30 and sends back the leave application to HRDO.

2. Employee receives his/her 5. HRDO releases the processed 3 days NGW staff Page | 564

mandatory/vacation leave vacation/mandatory leave application application with action of the to the employee through his/her authorized Vice Chancellor. unit/office.

TOTAL None 13 days including waiting time

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18. Application for Sick Leave (15 calendar days but less than 30)

Sick Leave is granted on account of sickness or disability to officials and employees or any member of their immediate family.

Office 1. Unit Concerned 2. Office of the Dean (for employees under the Colleges)/Office of the next higher supervisor 3. Human Resources Development Office

Classification Technical

Type of Transaction G2C – Government to Client

Who may avail All qualified employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Duly Accomplished Leave Application Form CSC Leave application is downloadable at 2. Medical Certificate from attending physician intranet.upv.edu.ph

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Employee accomplishes three (3) 1. Unit Head/authorized official None 2 days Unit Head/authorized copies of the CSC Leave Application recommends the application for sick official/immediate supervisor form. leave of employee and forwards it to the next higher supervisor for appropriate action.

2. The next higher supervisor/dean

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takes final action on the sick leave 2 days Dean/Next higher supervisor application not exceeding 15 days based on the recommendation of the immediate supervisor and forwards the documents to HRDO. (Note: This step is applicable only to employees assigned in the colleges/school)

3. HRDO receives the sick leave application and takes the following actions: 3 days Administrative Officer V a. Counter-checks the Administrative Officer II completeness of information in NGW staff the application form and updates leave record of employee b. Certifies leave balances c. Secures the signature of HRDO Chief d. Forwards the processed sick leave application exceeding 15 days (but less than 30 days) to the authorized Office of the Vice Chancellor.

4. The authorized Vice Chancellor takes final action on the sick leave 3 days Unit head/Dean application more than 15 days, and sends back the leave application to HRDO.

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2. Employee receives his/her 5. HRDO releases the processed sick 3 days Administrative Officer V mandatory/vacation leave leave application to the employee Administrative Officer II application with action of the through his/her unit/office. authorized Vice Chancellor.

TOTAL None 13 days including waiting time

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19. Application for Paternity Leave

Paternity Leave is granted to a married male employee for seven (7) days while continuing to earn compensation on the condition that his legitimate spouse has delivered a child or suffered a miscarriage, for purposes of enabling him to effectively lend care and support to his wife before, during and after child birth, as the case maybe, and assist in caring for his new-born child. Paternity Leave is granted for the first four (4) deliveries of the male employee’s legitimate spouse with whom he is cohabiting.

Office 1. Unit Concerned 2. Office of the Dean (for employees under the Colleges)/Office of the next higher supervisor 3. Human Resources Development Office 4. Authorized Office of the Vice Chancellor

Classification Technical

Type of Transaction G2C – Government to Client

Who may avail All qualified married male employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Before the start of maternity leave: CSC Leave application is downloadable at 1. Duly Accomplished Leave Application Form intranet.upv.edu.ph 2. Certificate of Live Birth of new born child CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Married male employee 1. Unit Head/authorized official None 2 days Unit Head/authorized accomplishes three (3) copies of evaluates the completeness of official/immediate supervisor the CSC Leave application form requirements and refers the with attached Certificate of Live paternity leave application to the

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Birth of new born child. next higher supervisor for appropriate action, if requirements are complete and in order.

2. The next higher supervisor (Dean) 2 days Dean/Next higher supervisor acts on the paternity leave application based on the recommendation of the immediate supervisor and forwards the documents to HRDO. (Note: This step is applicable only to employees assigned in the colleges/school)

3. HRDO receives the paternity leave 3 days Administrative Officer V application including the complete Administrative Officer II requirements and takes the following NGW staff actions: a. Counter-checks the completeness of requirements and updates leave record of married male employee b. Certifies pertinent leave balances c. Secures the signature of HRDO Chief d. Forwards the processed paternity leave application to the authorized Office of the Vice Chancellor.

2. Married male employee receives his 4. The authorized Vice Chancellor takes 5 days Vice Chancellor Page | 570

paternity leave application with final action on the paternity leave action of the authorized Vice application and sends back the Chancellor. paternity leave application to HRDO.

5. HRDO releases the processed 5 days Administrative Officer V or paternity leave application to the Administrative Officer II married male employee through his unit/office.

TOTAL None 18 days including waiting time

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20. Application for Special Leave (CSC and CNA)

CSC and CNA Special Leaves are granted to an employee to mark personal milestones and/or attend to filial and domestic responsibilities, the approval of which is contingent upon the exigency of service.

Office 1. Unit Concerned 2. Office of the Dean (for employees under the Colleges)/Office of the next higher supervisor 3. Human Resources Development Office

Classification Technical

Type of Transaction G2C – Government to Client

Who may avail All qualified employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Duly Accomplished Leave Application Form CSC Leave application is downloadable at intranet.upv.edu.ph

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Employee accomplishes three (3) 1. Unit Head/authorized official None 2 days Unit Head/authorized copies of the CSC Leave evaluates if the application for CSC official/immediate application form. or CNA special leave of employee supervisor will not affect services of the office and refers it to the next higher supervisor for appropriate action.

Page | 572

2. The next higher supervisor/Dean acts 2 days Dean/Next higher on the special leave application supervisor based on the recommendation of the immediate supervisor and forwards the documents to HRDO. (Note: This step is applicable only to employees assigned in the colleges/school)

3. HRDO receives the CSC/CNA 3 days Administrative Officer V special leave application including Administrative Officer II and takes the following actions: NGW staff a. Counter-checks the completeness of information in the application form and updates leave record of employee b. Certifies CSC/CNA special leave balances

2. Employee receives his/her 4. HRDO releases the processed 5 days Administrative Officer V processed CSC/CNA special leave CSC/CNA special leave application Administrative Officer II application. to the employee through his/her unit/office.

TOTAL None 12 days including waiting time

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21. Application for short-term Vacation/Mandatory Leave

 Vacation Leave is granted to an employee for personal reasons, the approval of which is contingent upon the exigency of service.  Mandatory leave of five (5) working days annually, whether continuous or intermittent, is required from all officials and employees who have ten (10) days or more vacation leave credits.

Office 1. Unit Concerned 2. Office of the Dean (for employees under the Colleges)/Office of the next higher supervisor 3. Human Resources Development Office

Classification Technical

Type of Transaction G2C – Government to Client

Who may avail All qualified employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Duly Accomplished Leave Application Form CSC Leave application is downloadable at intranet.upv.edu.ph

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Employee accomplishes three (3) 1. Unit Head/authorized official None 2 days Unit Head/authorized copies of the CSC Leave application evaluates if the application for official/immediate supervisor form. vacation/mandatory leave of employee will not affect services of Page | 574

the office and refers it to the next higher supervisor for appropriate action.

2. The next higher supervisor/Dean 2 days Dean/Next higher supervisor takes final action on the vacation/mandatory leave application based on the recommendation of the immediate supervisor and forwards the documents to HRDO. (Note: This step is applicable only to employees assigned in the colleges/school)

3. HRDO receives the 3 days Administrative Officer V vacation/mandatory leave application Administrative Officer II and takes the following actions: NGW staff

a. Counter-checks the completeness of information in the application form and updates leave record of employee

b. Certifies leave balances 5 days Administrative Officer V Administrative Officer II

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2. Employee receives his/her 4. HRDO releases the processed processed mandatory/vacation leave vacation/mandatory leave application application. to the employee through his/her unit/office.

12 days TOTAL None including waiting time

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22. Application for Academic Leave (University Registrar, Deans, Vice Chancellors)

Academic Leave is an annual leave of ten (10) working days granted to faculty administrators with 9-12 units of administrative load credits to enable them to pursue their intellectual interests while performing administrative functions and somehow compensate for the loss in research time they would otherwise enjoy as faculty without administrative load. The grant of academic leave is subject to the terms and conditions set by the University.

Office 1. Unit Concerned 2. Human Resources Development Office 3. Office of the Chancellor

Classification Technical

Type of Transaction G2C – Government to Client

Who may avail All UPV employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Duly Accomplished CSC Leave Application Form CSC Leave application form is downloadable at intranet.upv.edu.ph

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

University Registrar, Dean and Vice Chancellor designations:

1. Faculty administrator accomplishes 1. The immediate head of faculty None 3 days Administrative Officers of three (3) copies of the CSC Leave administrator evaluates the the college/school application and submits application exigency of service of faculty

Page | 577

to the head of his/her mother unit administrator and refers the (division chair, institute director, or application to HRDO for appropriate department chair) before the start of action. academic leave. 2. HRDO receives the academic leave 3 days Administrative Officer V application and takes the following Administrative Officer II actions: a. Evaluates and updates leave record of faculty administrator b. Certifies academic leave balance c. Secures the signature of HRDO Chief d. Forwards the processed academic leave application to the Office of the Chancellor.

3. The Chancellor evaluates the 5 days Administrative Officer V exigency of service of faculty administrator and then takes final action on the academic leave application 4. The Chancellor sends back the academic leave application to HRDO. 2. Faculty administrator receives his/her academic leave 5. HRDO releases the processed 5 days Administrative Officer V application with action of the academic leave application to the Administrative Officer II Chancellor. faculty administrator through his/her office. TOTAL None 17 days including waiting time

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SECURITY SERVICE FORCE Both External and Internal Services

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1. Application for UPV Car Sticker

Office UPV Security Service Force Classification Simple Type of Transaction G2C – Government to Client Who may avail Faculty/staff/students/owners/drivers/operator of public and/or private vehicles CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request from CSC CSC Regional Office No. 6 CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSIN PERSON RESPONSIBLE G TIME 1. Secure application from the SSF 1. SSF personnel give instruction to Please refer to cost 10 minutes SSF Personnel office. applicant on how to fill up. of UPV Car Stickers in attached form (Cost of UPV CAR STICKER) 2. Fill up the application form properly and attached requirements as stated at the back of the application form.

3. Submit the filled-out form with 3. Receives fill out application form required attachment at the UPVSSF if it is in order and the attachment is office for approval. updated

3.1 Conducts orientation on University rules and regulations.

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3.2 Approves the application form and return to applicant for payment.

4. Once approved pay directly to Cash 4. Cash office issues OR and 5 minutes Cash Office Office of corresponding amount. corresponding UPV CAR STICKER

5. Applicant receive sticker and return 5. Give CAR STICKER FEEDBACK SSF Personnel to SSF Office for signing at car FORM to applicant and sign to the sticker logbook. CAR STICKER LOGBOOK for recording. *Place UPV car sticker on the upper right front windshield of the vehicle.

TOTAL None 15 Minutes

Page | 581

SUPPLY AND PROPERTY SERVICES OFFICE External Services

Page | 582

1. Posting of Procurement Activities @ PhilGEPS, UPV Website and Conspicuous premises of the University (PhP50,000.00 and above per single transaction)

Office Supply and Property Services Office Classification Simple Type of Transaction G2G & G2C Who may avail Outside Clients (suppliers) CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Signed Request for Quotations (RFQ) for Php50,000.00 and above per SPSO single transaction 2. Signed ITB 3. Signed Purchase Order, NOA, Contract , Notice to Proceed

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON BE PAID RESPONSIBLE 1. Checks and downloads data at 1. Posts RFQ, PO, ITB, NOA, Contract None 1 day Gorgonio Nuñal, III PhilGEPS, UPV Website and and NTP at PhilGEPS, UPV Website conspicuous premises of UPV and conspicuous premises of UPV

TOTAL None 1 day

Page | 583

2. Issuance of Procurment Documents to Suppliers/Contractors and Delivery (Both Bidding and Alternative Mode)

Office Supply and Property Services Office Classification Highly Technical Type of Transaction G2C-Government to Client Who may avail Outside Clients (Suppliers/Contractors) CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Signed at least three (3) Request for Quotation (RFQ) SPSO Procurement Office 2. Signed Purchase Order/Job Contract/Notarized Contract and 3. Signed NOA OVCA 4. Signed NTP CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON BE PAID RESPONSIBLE 1. Accepts signed Request for 1. Prepares RFQ and forwards to AO None 2 days All SPSO Buyers Quotation (RFQ) 2. AO reviews, controls, initials and forwards to SPSO Chief Teresita Canto

3. SPSO Chief signs and forwards to monitoring staff Esterlina Gamez

4. Monitoring staff encodes transactions and forwards to Buyer, Rogema Moncerate retaining copy for PhilGEPS posting. 1-28 days 5. Distributes RFQs to suppliers and BAC and BAC collects/retrieves them with price Secretariat quotations and delivery terms or if SPSO Buyers

Page | 584

bidding, timelines and procedures 1 day as required by RA 9184 is being observed All SPSO Buyers 1-7 days Kimar Gargaita 6. Prepares Abstract of Quotation from at least three (3) suppliers, reflects BAC, BAC delivery and payment terms Secretariat, TWG and observed or if bidding, subject to End-User evaluation of TWG & End-User 2-3 days

7. Forwards AOQ to BAC Secretariat for evaluation of end-user and TWG TWG/End-user 8. TWG and end-user assess and BAC Chair, Members recommend award and 1 day Head, BAC 9. Head, BAC Sec reviews the Secretariat recommendation, reflects the Kimar Gargarita awardee, signs AOQ, and forwards to BAC 1-2 days Esterlina Gamez 10. BAC reviews, affixes signatures and returns to SPSO 1 day

11. SPSO forwards documents to BAC Members and OVCA for approval 1 day Chair

12. OVCA approves AOQ and returns to SPSO 1 day Ma. Gladee Cocjin/Kimar 13. Buyer prepares PO or Job Contract Gargarita with NTP if amount is below Page | 585

Php100,000 and forwards to AO Prof. Mary Ann Gumban 14. AO reviews, indicate control OVCA personnel number, initials and forwards to SPSO Chief SPSO Chief signs PO, SPSO Buyer forwards to monitoring procurement staff for recording and then to Buyers for release to supplier Teresita Canto 1-2 days 2. Accepts Purchase Order, NOA or 15. Buyers issues/releases PO or Job Contract with NTP Contract with NTP to supplier for Esterlina Gamez acceptance Rogema Moncerate 1-2 days 16. If amount is beyond Php100,000, Buyer prepares PO and forwards to AO and BAC Sec with name of supplier’s complete name & address SPSO Buyers

17. BAC Sec reviews documents and forwards to AO SPSO Buyer 18. AO reviews documents, affixes Kimar Gargarita initial and forwards to SPSO Chief

19. SPSO Chief reviews documents, affixes initial and forwards to OVCA Esterlina Gamez for issuance of NOA (goods) or Notarized Contract and NTP (Infra or other services) Teresita Canto 20. Signs PO, issues NOA or Notarized 1 day Contract and NTP and returns to Page | 586

SPSO Esterlina Gamez

21. Encodes transaction at database 1 day and forwards to Buyer concerned

22. Buyer distributes PO/Award (if any), Job Contract or Notarized Contract Prof. Mary Ann with NTP to suppliers for Gumban acceptance and awaits delivery. OVCA Staff

3. Delivers goods/services @ the date 7 days delivery for Specified in the approved Purchase ordinary/common Rogema Moncerate Order, Job Contract / NOA/ NTP. goods SPSO Buyer

15 days delivery for printing & other services);

90-120 days for Indent orders or Infra Projects

TOTAL None 55 days minimum 175 days maximum

Page | 587

3. Sale of Bid Documents to Prospective Bidders

Office Supply and Property Services Office Classification Simple Type of Transaction G2G & G2C- Government to Government & to Client Who may avail Outside Clients (Suppliers) CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Payment Order Slip SPSO-BAC Secretariat 2. UPV Official Receipt 3. Bidding Documents CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON BE PAID RESPONSIBLE 2. Secures Payment Order Slip from 1. Prepares Bid documents and made 1 day Elizabeth Aquidado BAC Secretariat, SPSO available to bidders As Jarem Espinosa prescribed 3. Pays at the Cash Office 2.Issues payment order slip reflecting in the Bid the project and the amount documents 4. Presents OR to SPSO BAC . Secretariat 3.Issues Official Receipt (OR) Cash Office Staff

4.Photocopies the OR and releases bid Elizabeth Aquidado documents TOTAL 1 day

Page | 588

4. Auction Sale of Unserviceable Properties of the University Office Supply and Property Services Office Classification Highly Technical Type of Transaction G2C- Government to Client Who may avail Outside Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Notice of Auction Sale or Invitation to Bid UPV Disposal Committee thru: SPSO 2. Auction proposal 3. Cash Bond CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON BE PAID RESPONSIBLE 1. Calendars date of Viewing and 1. Posts Notice of Auction Sale at Cash bond 15 days ADC Chair & Member Auction Sale based on Invitation various premises of the of 10% of ADC Secretariat to Bid University total Bid 2. Views items at site 2. Assists in the viewing of items for sale at Site 3. Submits Bid proposals and Cash 3. Provides Auction Sale Bond Documents for bidders 4. Conducts auction sale, evaluates 4.Pays amount at the Cash Office bid offers and issues award and presents OR to ADC Secretariat 5. Photocopies the Official Receipt, 5. Pulls out the awarded items from the prepares Gate Pass and ADC Secretariat schedule the pull out of items 6. Releases the items at designated schedule TOTAL Cost of Bid 15 days Offers and

Page | 589

Cash Bond 5. Request for Payment of Delivered Good and Services

Office Supply and Property Services Office Classification Complex Type of Transaction G2C- Government to Client Who may avail UPV Constituents and Outside Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. TIN of Supplier 1. Supplier 2. Bank account number of supplier 2. SPSO 3. Invoice/Delivery Receipt/Billing 4. Performance Bond 5. Retention Money 6. Warranty Security 7. PAR/ICS/Waste Materials Report (If any) 8. Inspection and Acceptance Report (IAR) 9. Certificate of Final Acceptance 10. Certificate of Inspection 11. Approved Purchase Request & Obligation Request 12. Signed RFQ or Bidding Documents 13. Approved Abstract of Quotations (AOQ) 14. Signed Purchase Order/Award/Notarized Contract 15. Signed & Acknowledged Notice to Proceed(NTP) CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON BE PAID RESPONSIBLE 1. Supplier/Contractor calls SPSO 1. .Acknowledges call, confirms the None 1 day Julie Ann Cala-or and payment is available supplier, Purchase Order or Contract, Invoice Number and amount of transaction

Page | 590

2. Receives check as payment and 2. Checks the transaction if with DV issues Official or not Receipt (OR) 3. If DV was already forwarded to Accounting for processing, informs Julie Ann Cala-or supplier to wait SPSO Buyer

4. If DV was not yet forwarded to Accounting Office for processing, informs Buyer to collate and submit supporting documents for 1-3 days Julie Ann Cala-or DV preparation Eva Dicar

5. DV in charge prepares check list of requirements, reflects data and prepares Disbursement voucher Teresita Canto with Obligation Request(if any) and forwards to AO for review Esterlina Gamez 6. AO reviews and affixes signatures at the machine copies of supporting document and forwards to Chief, SPSO Rogema 7. SPSO Chief review the documents, Moncerate signs DV and Obligation Request 1 day (if any) and forwards to monitoring Rey Candelon staff for recording

8. Monitoring staff encodes and forwards to staff in charge for Page | 591

scanning

9. Scans supporting documents for file and forwards DV and supporting documents to Accounting for processing

TOTAL None 5 days

Page | 592

SUPPLY AND PROPERTY SERVICES OFFICE Both External and Internal Services

Page | 593

6. Consolidation of Units’ PPMP into UPV Annual Procurement Plan (APP) and Submission to UP System SPMO and DBM-PS Office Supply and Property Services Office Classification Highly Technical Type of Transaction G2C & G2G Who may avail UP System-SPMO and DBM-PS CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Hard copies and soft copies of Indicative UPV-APP (Non-Common SME) 1. SPSO-BAC Secretariat 2. Hard copies and soft copies of UPV-APP (Common SME)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON BE PAID RESPONSIBLE 1. UP System-SPMO and DBM-PS 1. Issues memorandum to units for None 1 day Prof. Mary Ann T. call for submission of APP submission of unit’s PPMP for Gumban both Common and Non- common supplies and materials and equipment. 2. Units encodes PPMP and submits 2. Downloads and consolidates all 30 days Rogema Moncerate to SPSO thru eProcure units PPMPs into Indicative APP for both Common SME and Non-Common SME 3. Coordinates with Budget Office as to funding source 4. Secures approval of the Indicative APP Official on the hard copy, and 5. Submits Indicative APP for Non- common Supplies and

Page | 594

Equipment to UP System- 3. DBM receives on line and hard SPMO and Common Supplies copies of APP (Common SME) and and Equipment to DBM-PSE. SPMO-UP System receives on line and hard copies of Indicative APP (Non-Common SME)

TOTAL None 31 days

Page | 595

7. Issuance of Waste Materials Report for Repaired/Rehabilitated Defective UPV Properties

Office Suply and Property Services Office Classification Complex Type of Transaction G2C-Government to Client Who may avail UPV Constituents and Outside Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Obligated Purchase Request or Job Order Request End-user 2. Sales Invoice/Delivery Receipt 3. Waste Materials CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON BE PAID RESPONSIBLE 1. UPV units submits Obligated 1. Receives Obligated Purchase None 1 day Annie Rose Acma Purchase Request/Job Order Request or Job Order Request, Jovani Munion Request, Invoice and Waste Purchase Order, Invoice/Delivery Samuel Nievales materials Receipt and Waste materials Myra Nismal 2. Reviews, encodes the newly replaced parts at database 3. Prints the Waste Material Report in three (3) copies and forwards to SPSO Chief for signature 4. SPSO Chief signs and forwards to Esterlina Gamez OVCA for signature 5. OVCA signs and returns to SPSO 1 day VCA Gumban 6. SPSO forwards to CDMO for signature 1 day Annie Rose Acma Jovani Munion Page | 596

Samuel Nievales Myra Nismal

7. CDMO Chief signs the WMR and 1 day CDMO Chief returns to SPSO CDMO staff

8. Upon receipt of signed WMR 1 day Myra Nismal from CDMO, detaches two (2) Samuel Nievales copies for DV, retains original Jovani Munion copy, photocopies for ADC Annie Rose Acma Secretariat and file Oliver Morano

TOTAL None 5 days

Page | 597

8. Issuance of Gate Pass for Property/ies Brought Outside the University

Office Supply and Property Services Office Classification Simple Type of Transaction G2C- Government to Clients Who may avail UPV Constituents and Outside Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. List of Items for issuance of Gate Pass Requestor 2. Gate Pass SPSO

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1.End-user/Requestor submits list of 1. Prepares Gate pass reflecting items None 1 day Myra Nismal items for issuance of Gate pass to be sent out, controls, and signs Samuel Nievales the Gate Pass Jovani Munion Annie Rose Acma 2.Prepare items for inspection 2. Inspect the items, secures signature Oliver Morano of requestor, and forwards to Chief, 3.End-User/Requestor secures the SPSO signature of Head of Office and signs the Gate Pass 3. SPSO Chief signs the Gate Pass and Esterlina Gamez returns to person responsible 4.Takes items out of the campus Myra Nismal 4. Forwards Gate Pass to Guard on Samuel Nievales Duty for signature Jovani Munion Annie Rose Acma

Page | 598

5. Guard on duty signs the Gate Pass Oliver Morano and releases item/s to requestor retaining original copy for SPSO and Security Guard on Duty duplicate copy for file SPSO Person Responsible

TOTAL None 1 day

Page | 599

SUPPLY AND PROPERTY SERVICES OFFICE Internal Services

Page | 600

9. Request for Procurement of Goods and Services Through eProcure Application

Office Supply and Property Services Office Classification Complex Type of Transaction G2C- Government to Client Who may avail UPV Constituents and Research Projects CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Purchase Request (PR) or Job Request (on-line and printed copies) SPSO 2. Obligation Request (on-line and printed copies) CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON BE PAID RESPONSIBLE 1. Checks if items to be requested are 1. Classifies request by Category None 1 day Marietta Tunay included @PPMP 2. Budget obligates the request 1 day Budget Officer 2. Requests for Inclusion if items are not included @ PPMP 3. Prepares Mode of procurement 1 day Rogema Moncerate Summary (MPS) and submits to 3. Coordinates with TWG for complete BAC ecretariat specifications, plans, design, etc. Esterlina I. Gamez 4. BAC Secretariat acts MPS, signs 3 days 4. Encodes Purchase Request/JOR and forwards to BAC for action with Obligation Request through eProcure.

Page | 601

5. BAC reviews and recommends 1 day BAC Chair, Members & Mode of procurement (MPS) to Secretariat VCA for approval

5. Prints obligated Purchase Request 6. Vice Chancellor for Administration Prof. Mary Ann T. & Obligation Requests, and approves MPS Gumban secures signature of approving authority TOTAL None 7 days

Page | 602

10. Inspection of Delivered Goods and Services

Office Supply and Property Services Office Classification Simple Type of Transaction G2C- Government to Client Who may avail End-user/Units CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Inspection and Acceptance Report (IAR) for Goods or UPV Pre and Post SPSO Procurement Office Report Inspection for Services 2. Invoice/Delivery Receipt or Billing End-User Units 3. Signed Purchase Order or Contract 4. PAR/ICS/WMR( if necessary) CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE 1. Inspects delivered goods and 1. Upon delivery of goods or services, None 1-3 days Stephen V. Jolo services if in accordance with PO or a. prepares Inspection & Acceptance Contract b. Report (IAR) for goods or UPV Post SPSO Buyers c. Inspection Report for services. 2. Affixes signature and date at the IAR d. Informs UPV Inspection Team to inspect Ma. Gladee Cocjin and returns IAR to SPSO e. Secures signature of end-user at IAR f. Forwards IAR to the Chair, UPV 3. Inspection Chair signs the IAR and Inspection Committee forwards to SPSO 2.Upon receipt of signed IAR, forwards original copy to Buyer and retains a copy for data 4. Forwards IAR to SPSO encoding

TOTAL None 3 days

Page | 603

11. Procurement of Common Supplies and Equipment at DBM-PS Office Supply and Property Services Office Classification Highly Technical Type of Transaction G2G- Government to Government Who may avail UPV Constituents and Outside Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Duly approved and signed Agency Purchase Request (APR) SPSO 2. Duly approved and signed Obligation Request (ObR) CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON BE PAID RESPONSIBLE 1. DBM responses to query of UP 1. Authorizes Cash Advance to Diliman None 1 day Chancellor Ricardo Diliman Liaison Office for Liaison Office care of Ms. Agnes Aquino Babaran availability of stocks for the purpose 2. SPSO prepares & secure approval of 1 hour Gorgonio Nuñal, III Disbursement Voucher for Cash Advance and forwards to Accounting 2. DBM issues Official Receipt, Office for processing. Gorgonio Nuñal, III prepares stocks and facilitate 3. SPSO prepares Agency Purchase 1 day Budget Office shipment to Iloilo Request (APR), secures fund obligation OVCA Staff and approval VCA 4. Sends Original APR to DLO for confirmation of items available 5. DLO staff confirms and pays stocks 1 day DLO Staff available at DBM-PS and facilitates shipment to UPV-Iloilo 6. UPV-Iloilo receives delivery from 15 days Stephen Jolo Forwarder upply TOTAL None 18 days and 1 hour

Page | 604

12. Availment of Common Use Supplies and Materials at the SPSO Central Store

Office Supply and Property Services Office Classification Simple Type of Transaction G2C- Government to Client Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE Approved and Obligated RIS https://intranet.upv.edu.ph/spso/centralstore/ and Budget Office CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON BE PAID RESPONSIBLE 1.UPV unit prepares and prints On- 1.SPSO CS receives and records RIS None 1 day EvA Dicar line RIS reflecting available stocks (for both Miagao & Iloilo Campuses) /Amando Mooc

2.Prepares Obligation Request(ObR) Checks availability of stocks requested and Prepares items and informs requestor secures necessary signatures @ the to pickup. RIS and ObR

3.Submits signed RIS and Obligation Budget Office Request to Budget or Accounting 2.Prepares transmittal, packs and sends Office for Funding items thru Bus if Intended for Iloilo end- 1 day users Amando Mooc 4.Confirms schedule for pick up of stocks after receipt of call from SPSO Central Store 3.Releases items to end user 1 day Amando Mooc Eva Dicar Page | 605

5.Checks items as to quantity and specs, signs the RIS and brought out stocks

TOTAL None 3 days

Page | 606

13. Pull Out and Receipt of Unserviceable Properties for Condemnation

Office Supply and Property Services Office Classification Complex Type of Transaction G2C-Government to Client Who may avail UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished Signed Request for Condemnation SPSO 2. Items for Condemnation CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1.UPV units accomplishes Request for 1. Prepares I & I Report for reported None 1 day Annie Rose Acma Condemnation Form or file letter Unserviceable Properties Jovani Munion request for condemnation reflecting the Samuel Nievales summary of Items to be condemned 2. Informs the end-user/requestor with Myra Nismal the schedule for the gathering or pull-out of condemned items from the unit

2.Submits unserviceable items for 3. Gathers the items from unit 1-2 days Annie Rose Acma condemnation Jovani Munion 4. Reviews, encodes items at database, 1-2 days Samuel Nievales prints I & I Report of condemned Myra Nismal unserviceable properties and forwards to end-user for signature

5. Upon receipt of signed I&I Report, 1 day deletes condemned items from the database and PAR/ICS file, provides Page | 607

requestors/end-user a copy and file

6. Submits I&I Report to Appraisal and 1 day Oliver Morano Disposal Committee with PAR/ICS Annie Rose Acma Property Number Sticker form for Jovani Munion disposal Samuel Nievales Myra Nismal

TOTAL None 7 days

Page | 608

14. Processing of Insurance Coverage of Various UPV Buildings and Equipment

Office Supply and Property Services Office Classification Highly Technical Type of Transaction G2G- Government to Government Who may avail UPV Constituents and Outside Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. GSIS Billing 1. GSIS 2. Photocopy of previous policy insurance 2. SPSO 3. Disbursement Voucher 4. Obligation Request 5. Letter approval with approved budget 6. List of Buildings/Equipment to be insured CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE 1. GSIS acknowledges and evaluates 1. Identifies buildings and equipment As 1 day Myra Nismal documents submitted for insurance due for renewal of insurance coverage. prescribed coverage by GSIS 2. Photocopy/scans previous policy 3-5 days 2. Issues Billing insurance and other supporting documents needed and forwards to 3. Accepts payment GSIS for assessment and billing 1 day Myra Nismal 4. Issues insurance policy 3.Upon receipt of GSIS Billing, prepares draft letter request for insurance coverage and forwards to Chief, SPSO 4. Chief, SPSO reviews the letter request and forwards to person Page | 609

responsible for finalization Esterlina Gamez 5. Person responsible finalizes the letter and forwards to Chief SPSO 1 day Prof. Mary Ann 6. Chief, SPSO signs the letter and Gumban forwards to OVCA for approval 1 day OVCA Staff Myra Nismal 7. VCA approves the insurance coverage and returns to SPSO

8.SPSO prepares DV and Obligation Teresita Canto Request Esterlina Gamez 9.Forwards DV, Obligation Request and supporting documents to AO for review Myra Nismal and initial

10. AO reviews documents, affixes initial 3-5 days Accounting, and forwards to Chief, SPSO for Budget, OVCA signature and Cash Offices

11.Chief, SPSO reviews and signs the 1 day Myra Nismal DV and Obligation Request

12. Forwards DV, Obligation Request and supporting documents to Accounting for processing

13. DV processing and issuance of check Page | 610

14. Get check from Cash Office and pay to GSIS And accepts insurance policy for file

TOTAL As 15 days prescribed by GSIS

Page | 611

15. Processing of Registration and Insurance of UPV Vehicles

Office Supply and Property Services Office Classification Highly Technical Type of Transaction G2G- Government to Government & G2C Who may avail UPV Drivers and Administrative Officer of UPV Units CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. GSIS Billing 1. GSIS 2. LTO Billing 2. LTO 3. Photocopy of previous policy insurance 3. SPSO 4. Disbursement Voucher 4. Emission Testing Center 5. Obligation Request 6. Emission Test results CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. End-User submits vehicle for 1. Prepares letter to end-user None 1 day Samuel Nievales test emission and submits to informing that assigned vehicle is SPSO due for renewal and registration and Teresita Canto forwards to AO for review and initial

2.AO reviews, affixes initial and forwards to Chief, SPSO As prescribed by 3.Forwards to unit concerned for GSIS accomplishment of requirements 1 day Samuel Nievales 2. GSIS computes insurance and issues Billing 4.Gets Emission Test Results from As prescribed by the end-user and accomplishes LTO Page | 612

Motor Vehicle Inspection Report ( 1 day Jovani Munion MVIR)

3. LTO evaluates, computes and 5.Provides photocopies of vehicle’s Issues billing previous insurance policy document, Certificate of registration, latest LTO Official receipt and forwards the 1 day Jovani Munion documents to LTO for computation.

6.Provides photocopies of vehicle’s previous insurance policy document, Certificate of registration, latest LTO Official receipt and forwards 1 day Samuel Nievales the documents to GSIS for computation Teresita canto 7.Prepares Obligation Request & Disbursement voucher for payment Esterlina I. Gamez to LTO and forwards to AO for review 3-5 days Samuel Nievales 8.AO reviews, affixes initial and Budget Office forwards to SPSO Chief Accounting Office OVCA 9. Chief SPSO reviews the documents and signs the DV and Obligation Request 1 day Jovani Munion 10. Forwards DV and supporting documents to Accounting Office for checking and processing, Budget Page | 613

office for funding, OVCA for 1 day Jovani Munion approval and Cash Office for check issuance. 1 day Jovani Munion 11.Get Check, DV, billing, Vehicle Inspection Report ( MVIR) from the Cash Office Teresita Canto

12. Pays check to LTO and secures Esterlina Gamez new OR

13.Prepares Obligation Request & Disbursement voucher for payment 3-5 days Jovani Munion to GSIS and forwards to AO for Accounting Office review Budget Office OVCA 14.AO reviews, affixes initial and Cash Office forwards to SPSO Chief 1 day Jovani Munion 15. Chief SPSO reviews the documents and signs the DV and Obligation Request 1 day Jovani Munion 16. Forwards DV and supporting documents to Accounting Office for checking and processing, Budget office for funding, OVCA for approval and Cash Office for check issuance.

17.Get Check, DV, billing, Page | 614

Vehicle Inspection Report ( MVIR) from the Cash Office

18. Scans and prints new OR for file, provides copy to end-user with Registration Sticker and returns voucher to Cash Office

TOTAL As prescribed 20 days by LTO and GSIS

Page | 615

OFFICE OF THE VICE CHANCELLOR FOR RESEARCH AND EXTENSION External Services

Page | 616

1. Grant of Funding Support for Thesis and Dissertation Grant

Office Office of the Vice Chancellor for Research and Extension

Classification HIGHLY TECHNICAL

Type of Transaction G2C – GOVERNMENT TO CITIZEN

Who may avail UPV GRADUATE STUDENTS (enrolled in UP Visayas only)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Application letter addressed to VCRE (through channels) Copy of Approval of Thesis Defense are available at their respective College Secretaries 2. Copy of Approval of Thesis Defense

3. Copy of Approved Thesis Proposal

4. Line Item Budget

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Proponent submits letter of request 1. Receive and record the application None 30 minutes Administrative Aide VI (through channels) with complete with complete requirements OVCRE requirements

1.2 Check for completeness of the None 30 minutes URA application and send acknowledgement OVCRE receipt of proposal to the proponent (via

Page | 617

email)

1.3 Prepare endorsement for signature None 1 day URA/Administrative Officer of VCRE IV OVCRE

VCRE

1.4 Forward application to the Office of None 30 minutes Administrative Aide VI the Chancellor for approval OVCRE

2. Proponent receives copy of 2. Receive copy of Chancellor’s None 30 minutes Administrative Aide VI Chancellor’s approval. approval. OVCRE

2.1 Issue a contract to be signed by the None 30 minutes URA proponent, his/her adviser, VCRE and OVCRE Chancellor. Proponents

VCRE The contract shall be notarized by the 3-5 days Legal Office Chancellor

Legal

Page | 618

2.2 Receive a copy of notarized None 1 day Administrative Aide VI contract. OVCRE

Thesis Grant in-charge furnishes copy of the notarized contract to the URA proponent, Accounting Office, Budget OVCRE Office, HRDO and COA.

2.3 Prepare the release of fund to the None 1 day URA proponent. OVCRE

TOTAL None 13 days and 90 minutes

Page | 619

2. Grant of Funding support for Small Budget In-House Research Grant (SBIRG)

Office Office of the Vice Chancellor for Research and Extension

Classification HIGHLY TECHNICAL

Type of Transaction G2C – GOVERNMENT TO CITIZEN

Who may avail UPV FACULTY AND UNDERGADUATE STUDENTS (enrolled under Thesis or Special Problem classes)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Proposal showing 2-3 related studies duly endorsed by Institute/Division and Application forms/proposal, evaluation forms, and project College Dean activity budget are downloadable at the OVCRE website (www.upv.edu.ph/ovcre) 2. Evaluation forms from Student’s Proposal Review Committee

3. Project Activity Budget

4. Student’s Insurance + Parental Consent (should the students need to travel for sampling or information gathering)

5. Updated Curriculum Vitae (CV) of Faculty Adviser

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Proponent submits application with 1.Receive and record the application None 30 minutes Administrative Aide VI complete requirements with complete requirements OVCRE

Page | 620

1.1 Check for completeness of the None 30 minutes URA application and send acknowledgement OVCRE receipt of proposal to the proponent (via email)

1.2 Prepare endorsement for signature None 1 day URA/Administrative Officer of VCRE IV OVCRE

VCRE

1.3 Forward application to the Office of None 30 minutes Administrative Aide VI the Chancellor for approval OVCRE

2. Proponent receives copy of 2. Receive copy of Chancellor’s None 3-5 days Administrative Aide VI Chancellor’s approval approval. OVCRE

2.1 Issue a contract to be signed by the None 3-5 days URA proponent, his/her advisees, VCRE and OVCRE Chancellor. The contract shall be notarized by the Legal Office. Proponents

VCRE

Chancellor

Legal

Page | 621

2.3 Receive a copy of notarized None 1 day Administrative Aide VI contract. OVCRE

2.4 Furnish a copy of the notarized contract to the proponent, his/her URA adviser, college dean and college OVCRE secretary, Budget Office and COA.

2.5 Prepare the release of fund for the None 3-5 days Kristine Charisse Muyong first tranche of the project

TOTAL None 17 days and 90 minutes

Page | 622

OFFICE OF THE VICE CHANCELLOR FOR RESEARCH AND EXTENSION Internal Services

Page | 623

3. Endorsements of Various Research-related Documents

Office Office of the Vice Chancellor for Research and Extension

Classification Simple

Type of Transaction G2C

Who may avail Faculty/REPS

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter of request from faculty and REPS duly endorsed by the Division Respective home unit of the requestor Chair/Institute Director and the College Deans

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

Administrative Aide VI Faculty/REPS send requests for 1. Accept and record the request of the NONE 30 minutes endorsement of any of the following; faculty and/or the REPS OVCRE

1.1 Refer the document to the following person or office concerned for 30 minutes Administrative Officer IV Doc1. Research Load Credit (RLC) comments; OVCRE

Doc2. Realignment of budget for both external and internal funded researches Doc1 - OVCRE staff in charge of RCWPPS Doc3. Actual cost of travel 1 day Administrative Officer II OVCRE Page | 624

Doc4. Extension of research projects Docs2 to 4 - Accounting/Budget

Doc5. Proposals for externally funded [3 days] Ms. Jocelyn Genesila - researches Acctg. or

Doc6. Application for funding of other Ms. Arlene Avancena - research-related activities, i.e. 1.3 Prepare the draft of endorsement for Budget trainings, seminars, conferences, signature of VCRE 1 day etc. 1.4 Recommend to Chancellor for Administrative Officer IV approval 5 minutes OVCRE

VCRE - Dr. Rolly g. Fuentes

TOTAL 2.5 days

Page | 625

4. Application for Project Personnel ID

Office Office of the Vice Chancellor for Research and Extension

Classification Simple

Type of Transaction G2C

Who may avail Project Personnel (Research Assistant, Lab Aide, Admin Staff, etc)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished Application Form Application form - downloadable at ovcre.upv.edu.ph or at 2. Photocopy of contract OVCRE office 3. 2 pcs 1X1 ID picture 4. Official receipt of payment issued by Cash office CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Fill up application form 1. Receive application, check P20.00 30 minutes Cash Office 2. Pay the application fee to cash office completeness of application

3. Submit the required documents Administrative Officer II 5 minutes 1.1 Prepare ID OVCRE

1.2 Release the ID (upon availability for 2.5 to 3 days pick-up Administrative Officer II OVCRE

TOTAL P20.00 3 days

Page | 626

5. UPV Expanded/ Enhanced Research Dissemination Grant (ERDG)

Office Office of the Vice Chancellor for Research and Extension

Classification Complex

Type of Transaction G2C

Who may avail Faculty/REPS with OVCRE registered projects

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter of application addressed to the Chancellor, endorsed by the ERDG Application form-downloadable at ovcre.upv.edu.ph Department/Division Head, Institute Director, and Dean or at OVCRE office 2. Accomplished ERDG application form 3. Completed manuscript (Full paper) 4. Letter of acceptance from Conference Committee/ Organizer 5. Certificate of pre-presentation committee (c/o Dean's Office)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1.Submit the required documents 1. Receive and record application NONE 30 minutes Adminitrative Aide VI OVCRE 1.2 Check completeness of application 30 minutes Administrative Officer II with attachments and if project is OVCRE encoded in RCWPPS Page | 627

1.3 Forward to Budget office for Budget Office checking on the availability of funds (3 days)

1.4 Recommend to the Chancellor for VCRE Rolly Fuentes approval 1 day

1.5 Prepare contract upon receipt of the Administrative Offcer II approval from the Office of the OVCRE Chancellor 1 day Applicant

Dean 1.6 Release 80% funding upon receipt (5 days) of notarized contract VCRE

Chancellor

Legal

Administrative Officer II OVCRE 1 day

TOTAL 4 days (for OVCRE)

Page | 628

6. Issuance of Certification for Progress/ Terminal/Annual Report of projects, Public Service, Creative Work, and Publication

Office Office of the Vice Chancellor for Research and Extension

Classification Simple

Type of Transaction G2C

Who may avail Faculty/REPS conducting research, public service and creative work

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Hard copy of report with a cover letter addressed to the Chancellor, thru channels: , Proponent (Division/ Department Head, Institute Director, and Dean)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Receive and record report None 30 minutes Administrative Aide VI 1.Faculty and REPS request for OVCRE issuance of certification for Progress/ Terminal / Annual Report of projects/ 1.1 Forward to VCRE for notation 5 minutes Administrative Officer IV Publication/ RCWPPS related outputs OVCRE 1.2 Update record in RCWPPS Administrative Officer II 1- 2 days OVCRE

1.3 Issue certification through RCWPPS Administrative Officer II OVCRE 1.4 Send email to proponent Page | 629

acknowledging submission of report and informing of availability of certification online TOTAL NONE 1-2 days

Page | 630

7. Publication Support

Office Office of the Vice Chancellor for Research and Extension

Classification Simple

Type of Transaction G2C

Who may avail UPV Faculty-Researchers and REPS

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished publication support form signed by the division chair and Application form can be downloaded from the OVCRE college dean Website (ovcre.upv.edu.ph) or could be availed at the 2. Full-copy of Manuscript or galley proof OVCRE office 3. Table of content of the journal where the article was included 4. Complete Billing statement 5. Official receipts CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

Administrative Aide VI 1.Submits the required documents 1.Receive and record the application None 30 minutes OVCRE

1.1 Check and verify the application and its attachments URA 30 minutes OVCRE 1.2 Forward application to VCRE for

Page | 631

approval 10 minutes URA OVCRE 1.3 Endorse and forward application paper to the Chancellor 10 minutes Rolly G. Fuentes, VCRE (3 days) 1.4 Receive the approved application Chancellor’s Office from the Chancellor and process the 30 minutes

DVs and ORs for the approved Administrative Aide VI and URA publication fee OVCRE

1.5 Forward the DVs and ORs to the accounting office for processing of 20 minutes Administrative Aide VI payment OVCRE

TOTAL 2 days

Page | 632

8. Technical Assistance for OVPAA’s Enhanced Creative Work and Research Grant

Office Office of the Vice Chancellor for Research and Extension

Classification HIGHLY TECHNICAL

Type of Transaction G2C – GOVERNMENT TO CITIZEN

Who may avail UPV FACULTY AND REPS (TENURED)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Application letter addressed to Chancellor (through channels) Application forms are downloadable at the OVCRE website (www.upv.edu.ph/ovcre) 2. Accomplished Application Form/ Proposal

3. Updated Curriculum Vitae (CV)

4. Softcopy (MS Word format) of proposal without names for double-blind review

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Proponent submits application with 1. Receive and record the application None 30 minutes Administrative Aide VI complete requirements with complete requirements OVCRE

1.1 Check the completeness of the None 30 minutes URA application and send an OVCRE acknowledgement receipt of proposal to

Page | 633

the proponent (via email)

1.2 Check for duplication of proposal None 1 day URA/Administrative Officer II topic against on-going or completed OVCRE research projects

1.3 Refer to evaluators for review None 7-21 days URA OVCRE 1.4 Consolidate comments of evaluators None 1 day URA and send them to the proponent OVCRE

2. Submit revised proposal in hard copy 1. Receive and record the revised None 30 minutes Administrative Aide VI and also in MS Word format without proposal. OVCRE names (through channels)

1.1 Prepare endorsement of revised None 1 day URA/Administrative Officer proposal for signature of VCRE IV OVCRE VCRE

1.2 Forward endorsement of revised None 30 minutes Administrative Aide VI proposal to the Office of the Chancellor OVCRE for endorsement

TOTAL None 24 days and 1 hour

Page | 634

9. Grant of funding support for public service activities

Office Office of the Vice Chancellor for Research and Extension

Classification HIGHLY TECHNICAL

Type of Transaction G2C – GOVERNMENT TO CITIZEN

Who may avail UPV FACULTY, REPS AND STAFF

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished application form/proposal Application forms/proposal format are downloadable at the OVCRE website (www.upv.edu.ph/ovcre) 2. Application letter addressed to Chancellor (through channels)

3. Invitation letter by community/LGU (case-to-case basis)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Proponent submits 1. Receive and record the application None 30 minutes Administrative Aide VI application/proposal with complete with complete requirements OVCRE requirements

1.1 Check for completeness of the None 30 minutes URA application and send acknowledgement OVCRE receipt of proposal to the proponent (via email)

Page | 635

1.2 Forward application to the Office of None 1 day Administrative Aide VI Continuing Education and Pahinungod OVCRE (OCEP) for evaluation OCEP

1.3 Receive the evaluation from OCEP None 30 minutes Administrative Aide VI OVCRE

1.4 Prepare an endorsement for None 1 day URA/Administrative Officer IV signature of VCRE OVCRE

VCRE

1.5 Forward endorsement and None 30 minutes Administrative Aide VI application/proposal to the Office of the OVCRE Chancellor for approval

2. Applicant receives copy of 2. Receive copy of Chancellor’s None 10 minutes Administrative Aide VI Chancellor’s approval approval OVCRE

2.1 Issue a contract to be signed by the None 30 minutes URA proponent, his/her college dean, VCRE OVCRE

and Chancellor. Proponent/s

2.2 The contract shall be notarized by VCRE the Legal Office 3-5 days Chancellor

Legal

Page | 636

2.3 Receive a copy of notarized None 1 day Administrative Aide VI/URA contract. OVCRE

2.4 Furnish copy of the notarized contract to the proponent, Accounting Office, Budget Office, HRDO and COA.

3. Proponent shall process the APP, 3. Endorse the request for APP, PPMP, None 1 day VCRE PPMP, e-procure account and Basic and Basic Paper of the proponent to the Paper (for appointment) for his/her Chancellor research project. (3-5 days)

TOTAL None 14 days, 2 hours and 30 minutes

Page | 637

10. Grant of funding support for Regular In-house Research (RIR), Mentored Research (MR), Leveraged Research (LR), and Creative Work

Office Office of the Vice Chancellor for Research and Extension

Classification HIGHLY TECHNICAL

Type of Transaction G2C – GOVERNMENT TO CITIZEN

Who may avail UPV FACULTY AND REPS (TENURED)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Application letter addressed to Chancellor (through channels) Application forms are downloadable at the OVCRE website (www.upv.edu.ph/ovcre) 2. Accomplished Application Form/ Proposal

3. Updated Curriculum Vitae (CV)

4. Softcopy (MS Word format) of proposal without names for double-blind review

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Proponent submits application with 1. Receive and record the application None 30 minutes Administrative Aide VI complete requirements with complete requirements OVCRE

1.1 Check for completeness of the None 30 minutes URA application and send an OVCRE acknowledgement receipt of proposal to

Page | 638

the proponent (via email)

1.2 Send soft copy of proposal to None 1 day URA University Research Board (URB) for OVCRE evaluation

 Merit  Research Ethics/IACUC  TTBDO 1.3 Send invitation to evaluators to None 30 minutes URA review the proposal OVCRE

(Note: evaluators take days to reply to invitation and 2 weeks for them to 7-21 days evaluate the proposal depending on their availability)

1.4 Consolidate comments of evaluators None 1 day URA and send them to the proponent OVCRE

2. Proponent submits revised proposal 2. Receive and record the revised None 30 minutes Administrative Aide VI in hard copy and also in MS Word proposal. OVCRE format without names (through channels)

Page | 639

2.1 Send the revised proposal to the None 3-5 days URA evaluator for the second round of review OVCRE

2.2 Consolidate final comments of None 1 day URA evaluators and sends them to the OVCRE proponent

2.3 Send the revised proposal to the None 3-5 days URA University Research Board (URB) OVCRE

2.4 Forward the revised proposal to None 30 minutes Wenona Ober Chancellor for recommendation

2.5 Issue a research contract to be None 3-5 days URA signed by the proponent, his/her college OVCRE dean, VCRE and Chancellor. The contract shall be notarized by the Legal Proponent Office. College Dean

VCRE

Chancellor

Legal Office

Page | 640

2.6 Receive copy of notarized contract. None 30 minutes Administrative Aide VI/URA OVCRE

2.7 Furnish copy of the notarized contract to the proponent/s, Accounting Office, Budget Office, HRDO and COA. 30 minutes URA OVCRE 3. Proponent shall process the APP, 3.1 Endorse the request for APP, None 3 – 5 days VCRE PPMP, e-procure account and Basic PPMP, and Basic Paper of the Paper (for appointment) for his/her proponent. research project.

TOTAL None 46 days and 90 minutes

Page | 641

GENDER DEVELOPMENT PROGRAM External Services

Page | 642

1. Conduct of Gender Sensitizing Activities, Capacity Building Seminars and Fora Related to Raising Awareness on Gender Concerns

Office Gender and Development Program Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail UPV Constituents, Employees, Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB GDP Invitation letter GDP

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Participate in the activities organized 1. Submit proposal through channels with None 10 days Dana Lee Durana, URA- GDP and conducted by the unit attached Line Item Budget for approval to OVCRE conduct the activity Budget OC 1.1 Secure the approved proposal and None 2 days Joanne Hinayan, Admin-GDP Line Item Budget for procurement of SPSO Items needed to conduct the activity. Budget

1.2 Send invitation to the different offices, None 2 days Anne Lloyd Leysa- GDP Staff units or student organizations and confirm attendance of participants.

Page | 643

1.2 Facilitate and process documents for None 30 days Joanne Hinayan-Admin- GDP payments of suppliers, resource Accounting Office speakers and reimbursements of Cash Office expenses after the conduct of the activity

NONE 44 days TOTAL

Page | 644

2. Balay Balay Child-Minding Center Operations - Enrollment of Children

Office Gender and Development Program Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail UPV Employees, Students, Job Hires, Contracting agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB Balay Balay Child Minding Centers / GDP Enlistment Forms BBCMC Child’s Information Sheet BBCMC Health Assessment Record Parents Birth Certificate Parents 2x2 ID picture w/ white background Parents BBCMC Handbook BBCMC

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Working parents/guardians leave 1. Submit proposal through channels None 10 days Dana Lee Durana, URA- their children/ward in a secure, with attached LIB for annual operations GDP gender and culture fair environment of Balay Balay Child Minding Center OVCRE to socialize, develop their personality, (BBCMC) Budget good values and attitudes through OC developmentally appropriate activities. 1.1 Enlistment of child aged 3-5 yrs. old None 1 month before Day Care Workers of Balay as the basis of prioritizing for enrolment the enrollment Balay Child Minding Centers in 1st come 1st serve basis date in Iloilo City and Miagao campus Iloilo City- Raquel Ningas, Page | 645

Jasmin Faca, Miagao- Jane Bernadette Sansolis, Denise Tumugdan

1.2 Secure the approved proposal and None 2 days Joanne Hinayan, Admin- Line Item Budget for procurement of GDP items needed for the annual operation SPSO Of BBCMC Budget

1.3 Inform and set –up interview 1 day schedule to parents/guardians that are Day Care Workers of Balay qualified to avail the services. Balay Child Minding Centers in Iloilo City and Miagao campus 1.4 Fill-up registration forms and Php150.00 upon 1 day enrollment of the child enrollment and Day Care Workers of Balay 1st month Tuition Balay Child Minding Centers fee (UPV direct in Iloilo City and Miagao dependents campus tuition is based Cash Office on the SG level)

TOTAL 44 days

Page | 646

3. Conduct of BBCMC Activities

Office Gender and Development Program Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail Parents/Guardians whose children are enrolled at BBCMC CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB; Invitation letter BBCMC/GDP CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSIN PERSON RESPONSIBLE PAID G TIME Participate in the gender sensitizing 1.Submit proposal through channels None 10 days Raquel Ningas, Jane activities organized and conducted by with attached Line Item Budget for Bernadette Sansolis Dana BBCMC approval to conduct the activity Lee Durana, URA- GDP OVCRE; Budget; OC 1.1 Secure the approved proposal None 2 days and Joanne Hinayan, Admin- Line Item Budget for procurement of GDP Items needed to conduct the activity. SPSO; Budget None 1 day 1.2 Conduct of the activity None 30 days BBCMC Day Care Workers 1.3 Facilitate and process documents for payments of suppliers, resource Joanne Hinayan-Admin- speakers and reimbursements of GDP expenses after the conduct of the Accounting Office activity Cash Office TOTAL None 33 days

Page | 647

4. Hostel Accommodation - Acceptance of guests for accommodation

Office Gender and Development Program Classification G2C- Government to Client Type of Transaction Simple Who may avail UPV constituents, GAD Advocates, CUs, Others who are recommended by UPV constituents CHECKLIST OF REQ UIREMENTS WHERE TO SECURE

Reservation Forms GDP Registration Forms GDP Payment slip GDP OR Cash Office

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE

1. Inquire on the availability of 1. Identify the availability of rooms None 30 mins upon GDP Staff rooms for accommodation for reservation on date specified by receiving the inquiry Raquel Ningas the guest and filling up of reservation form

1.1 Facilitate guests in filling up None 1 hr upon confirming GDP Staff registration and inform them the availability of Raquel Ningas about the house rules upon check- room in

Page | 648

1.2 Issuance of payment slip None 1 hr upon confirming GDP Staff the availability of Raquel Ningas room

1.3 Payment of bill and issuance of 250/pax 10 mins. Cash Office Official Receipt

Total ₱259/pax 2 hours, 40 minutes

Page | 649

5. Use of GDP Library

Office Gender and Development Program Classification G2C- Government to Client, G2G- Government to Government Type of Transaction Simple Who may avail UPV constituents, GAD Advocates, Alumni, SUCs, LGUs other gov’t agencies CHECKLIST OF REQ UIREMENTS WHERE TO SECURE logbook GDP CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1.Request to use library for research 1. Inform clients regarding rules and None 5 mins upon GDP Staff regulation in the use of the library receiving the request 1.1 Assists client during research None GDP Staff

2. Request to borrow books in the library 2. Inform clients that books are allowed to None 5 mins upon GDP Staff be borrowed for photocopy but not for take receiving the home. request

2.1 Assist clients to fill-up the logbook and None GDP Staff request them to leave their ID’s upon releasing the books for photocopy

Total 10 minutes

Page | 650

6. Secretariat of Ugsad Regional Gender Resource Network

Office Gender and Development Program Classification Highly Technical Type of Transaction G2C- Government to Client; G2G – Government to Government Who may avail Various Government Agencies, Academic Institutions, LGUs, NGOs and NGAs who are members of UGSAD Regional Gender Resource network CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached Line Item Budget GDP Invitation letter GDP Permits Responsible Gov’t. Agencies CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE 1. Propose Gender Sensitizing 1.Organize series of meetings to None Twice a month before Mary Barby Activities, Forums, Seminars to decide what activities to be the scheduled activity Badayos-Jover strengthen gender advocacy in conducted GDP Director GDP Staff

2. Participate in various gender 1.1 Submit proposal through Contributions of 10 days Dana Lee Durana, related activities channels with attached Line Item UGSAD members URA- GDP Budget for approval to conduct the OVCRE activity Budget Office Accounting Office OC

1.2 Secure the approved proposal None 2 days Joanne Hinayan,

Page | 651

and Admin-GDP Line Item Budget for procurement of SPSO Items needed to conduct the activity Budget Office

Permit fee 2 days 1.3 Facilitate and process permits Accounting Office and Other documents necessary for the Activity to be conducted None 2 days 1.4 Send invitation to the different Anne Lloyd Leysa, LGUs, Government Agencies, GDP Staff Academic Institutions, NGOs and NGAs as well as confirm the attendance of participants None 15 days

1.5 Facilitate and process Anne Lloyd Leysa, documents for payments of GDP Staff suppliers, resource speakers Dana Lee Durana, and reimbursements of expenses URA-GDP after the conduct of activity

Joanne Hinayan- Admin- GDP Accounting Office Cash Office

54 days TOTAL

Page | 652

7. Secretariat of WINFISH National Network of Women in Fisheries in the Philippines

Office Gender and Development Program Classification G2C- Government to Client, G2G- Government to Government Type of Transaction Simple

Who may avail Various Government Agencies, Academs, NGOs and Individuals who are members of the network CHECKLIST OF REQUIREMENTS WHERE TO SECURE Invitation letters GDP, website, emails CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON RESPONSIBLE PAID 1.Participate in the various 1.Facilitate in the conduct of None 1 month before the Mary Barby Badayos-Jover. activities organized and WINFISH activity conduct of the Director conducted by the organization activity GDP Staff

1.1 Receive and delivers None 1 day upon receiving communications of the the communication Mary Barby Badayos-Jover. organization Director GDP Staff None 1.2 Provides office space and equipment upon the conduct of Mary Barby Badayos-Jover. None the activity Director GDP Staff 1.3 Participates in the gender related activities organized by None Mary Barby Badayos-Jover. WINFISH Director Page | 653

GDP Staff 1.4 Extend capacity development with WINFISH members, such as None Mary Barby Badayos-Jover- on strengthening of research Director capability GDP Staff

1.5 Share information and Data Mary Barby Badayos-Jover. which can enhance WINFISH Director functions GDP Staff

Total

Page | 654

NATIONAL INSTITUTE OF MOLECULAR BIOLOGY AND BIOTECHNOLOGY External Services

Page | 655

1. Use of Laboratory Space And Equipment

The UPV-NIMBB recognizes the rights and needs of the students and researchers to use the space and equipment of the laboratories (wet and dry laboratories) for the convenient, efficient, and safe conduct of their studies and researches. Needs will be catered with assistance from authorized personnel, especially when handling chemicals and operating equipment.

Office National Institute of Molecular Biology and Biotechnology (NIMBB) Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail Graduate and Undergraduate Students( UP and non-UP) ; University Researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Letter (clearly specifying the list of equipment and glasswares to be Requirements 1-3 should be provided by the Requestor; used) Laboratory forms are available at the National Institute of Molecular 2. Copy of Form 5 Biology & Biotechnology 3. Copy of Proposal 4. Laboratory Forms

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1.Requestor submits letter of request 1.Requestor submits Letter of Request None 20 days including list of equipment, glasswares, and necessary documents and laboratory space to be used; Copy of Form 5; Copy of Proposal 1.1 AA IV receives letter and forwards to Administrative Aide IV University Research Associate I (URA I) NIMMB

1.2 URA I reviews letter and gives comments and recommendations University Research Associate I Page | 656

NIMBB 1.3 URA forwards to Director for approval

1.4 Director approves/disapproves Director, NIMBB request

1.5 Director forwards to AA IV

1.6 AA IV forwards to URA I for attachment of Laboratory Forms

1.7 URA I attaches laboratory forms and University Research Associate I informs the requestor NIMBB

1.8 Requestor signs lab forms together with Adviser/etc.

1.9 Requestor returns signed lab forms to URA I

1.10 URA I schedules lab orientation for the lab user

1.11 URA I orients lab user TOTAL None 20 days

Page | 657

2. Trainings

The institute offers a selection of trainings related to molecular biotechnology. Trainings include (1) A Hands-On Training on Basic Molecular Biology Techniques, (2) RNA extraction, (3) Introduction to Enzyme Assays, and (4) Training on Basic Aseptic Techniques. Other topics related to molecular biotechnology may also be catered upon request, given the availability of the materials, chemicals or reagents, and equipment. Trainings are being offered quarterly.

Office National Institute of Molecular Biology and Biotechnology (NIMBB) Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail Graduate and Undergraduate Students (UP and non-UP) ; University Researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Letter for training Letter of request should be prepared and provided by the 2. Request Form Requestor; Request form for training is available at the National Institute of Molecular Biology and Biotechnology CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1.Requestor fills up Request for Training 1. AA IV receives request letter/form (Depends 20 days Administrative Aide IV Form/ Submits Letter of Request for and forwards to University Research on the NIMMB Training Associate I (URA I) type of training 1.1 URA I reviews letter of conducted University Research Associate I request/request form and recommends and NIMBB possible schedule equipment used) 1.2 URA I forwards request to Director for approval Page | 658

1.3 Director approves/disapproves Director request NIMBB

1.4 URA I informs the requestor

TOTAL 20 days

Page | 659

3. Request for Technical Advise

Technical advise is given by authorized and trained personnel of the institute. It is granted to both UP and non-UP constituents of all levels. Client may file a request for technical advise and be catered accordingly by authorized personnel of the laboratory. Advise may range from different topics depending on the concern of the requestor. Office National Institute of Molecular Biology and Biotechnology (NIMBB) Classification Simple Type of G2C – Government to Citizen Transaction Who may avail Graduate and Undergraduate Students( UP and non-UP) ; University Researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Feedback Form Forms are available at the National Institute for Molecular Biology 2. Request Form for Technical Advise and Biotechnology CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME Administrative Aide IV 1. Requestor fills up and submits 1. AA IV receives request form and None 3 days NIMMB Request Form for Technical Advise forwards to URA I and Feedback Form for Technical Advise/Lecture/Instructions 1.1 URA I reviews request and University Research Associate I recommends schedule NIMMB

1.2 URA I forwards request to Director for approval

1.3 Director approves/disapproves request Director NIMBB Page | 660

1.4 URA I informs the requestor 1.5 URA I gives technical advise to requestor

1.6 Requestor fills up feedback form

TOTAL None 3 days

Page | 661

SENTRO NG WIKANG FILIPINO

External Services

Page | 662

1. Conduct of Filipino Language Activities, Capacity Building Seminars and Fora Related to Raising Awareness on Filipino Language Concerns (Buwan ng Wika, Hanasan sa Wika, Lakbay Wika, Buwan ng Panitikan) The Filipino Language Activities, Capacity Building Seminars and Fora Related to Raising Awareness on Filipino Language Concerns is an activity to raise public awareness on the specific importance of the month long celebration and expression of deep love for language and culture as Filipino citizen. Buwan ng Wika is celebrated every August to commemorate the triumph of having a National Language as mandated in the Philippine Constitution of 1987. Hanasan sa Wika is a training program design to upgrade teachers skills and competence in teaching Filipino Language. The program was awarded Gawad Pangulo: Excellence in Public Service by the UP System. Lakbay Wika aims to help the public school student to be well oriented of the cultural icons of the province as well as the whole of the regions by bringing them to sites and at same time, having them aware of the importance and significance of these icons to the historico-cultural aspects of Language and the relationship to being a Filipino. Buwan ng Panitikan is celebrated on the month of April to coincide with the birth anniversary of Francisco Balagtas known to be the Filipino prince of Literature. A month long activity dedicated to the life of the Philippine literature icon.

Offices Sentro ng Wikang Filipino OVCRE Budget Offfice Office of the Chancellor SPSO Accounting Office Cash Office Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail UPV Constituents, Employees, Students, SUCs, Private Sector, Government Office, General Public CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB SWF Invitation letter SWF CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Participate in the activities 1. Submit proposal through channels with None 10 days Prof. Jose Julie E. Ramirez, Program organized and conducted by attached Line Item Budget for approval to For Agency Director/Proponent Page | 663

the unit conduct the activity action OVCRE Budget OC 1.1 Secure the approved proposal and None 2 days Admin Assistant, Meryl C. Sasana Admin Line Item Budget for procurement of For Agency Aide-SWF Items needed to conduct the activity. action OVCRE SPSO Budget OC

Admin Assistant, Meryl C. Sasana Admin 1.2 Send invitation to the different offices, None 10 days Aide-SWF units or student organizations and confirm attendance of participants. Admin Assistant, Meryl C. Sasana Admin 1.3 Facilitate and process documents for None 30 days Aide-SWF payments of suppliers, resource speakers For Agency Accounting Office and reimbursements of expenses after action Cash Office the conduct of the activity

TOTAL None 52 days

Page | 664

2. Conduct of Teachers Training for Filipino Language and Literature Teachers for Enhancement and advancement of Teaching of Language and Literature. Teachers Training for Filipino Language and Literature Teachers for Enhancement and advancement of Teaching of Language and Literature designed to promote Filipino as the National Language and to help improve the quality of teaching in both the primary and secondary education. This will also enable the faculty of UP Visayas to share their expertise in Language and Literature teaching in the region as a form of public service activity of the university.

Offices Sentro ng Wikang Filipino OVCRE Budget Offfice Office of the Chancellor SPSO Accounting Office Cash Office Classification Highly Technical

Type of G2C – Government to Client Transaction Who may SUCs and Dep Ed Teachers ,Public and Private Sector, avail CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Request letter w/ attached LIB SWF Invitation letter

Page | 665

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Participate in the activities 1. Submit proposal through channels with None 10 days Prof. Jose Julie E. Ramirez, Program organized and conducted by attached Line Item Budget for approval to For Agency Director/Proponent the unit conduct the activity action OVCRE Budget OC

1.1 Secure the approved proposal and None 2 days Admin Assistant, Meryl C. Sasana Line Item Budget for procurement of For Agency Admin Aide-SWF Items needed to conduct the activity. action OVCRE SPSO Budget OC

1.2 Send invitation to the None 10 days Admin Assistant, Meryl C. Sasana Speakers/Trainors and to different SUCs For Agency Admin Aide-SWF and Dep Ed Schools,Division and action Dep Ed. SUCs. Regional units or Teacher organizations and confirm attendance of participants and Trainors

1.3 Facilitate and process documents for None 30 days Admin Assistant, Meryl C. Sasana payments of suppliers, resource speakers For Agency Admin Aide-SWF and reimbursements of expenses after action Accounting Office the conduct of the activity Cash Office

TOTAL None 52 days

Page | 666

3. Conduct of Translation Training for Teachers and Translator

Translation Training for teachers and translator will help the participants to enhance and advance their kills and Technique in the process of translation from the original language to the target language. This will also update them on the theories and practice of translation as a discipline. Offices Sentro ng Wikang Filipino OVCRE Budget Offfice Office of the Chancellor SPSO Accounting Office Cash Office Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail SUCs and Dep Ed Teachers ,Public and Private Sector, Gen. Public CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB SWF Invitation letter SWF CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Participate in the activities organized and 1. Submit proposal through channels with None 10 days Prof. Jose Julie E. Ramirez, conducted by the unit attached Line Item Budget for approval to For Agency Program Director/Proponent conduct the activity action OVCRE Budget OC

1.1 Secure the approved proposal and None 2 days Admin Assistant, Meryl C. Page | 667

Line Item Budget for procurement of For Agency Sasana Admin Aide-SWF Items needed to conduct the activity. action OVCRE SPSO Budget OC

1.2 Send invitation to the None 10 days Admin Assistant, Meryl C. Speakers/Trainors and to different SUCs For Agency Sasana Admin Aide-SWF and Dep Ed Schools,Division and action Dep Ed. SUCs. Regional units or Teacher organizations and confirm attendance of participants and Trainors

1.3 Facilitate and process documents for None 30 days Admin Assistant, Meryl C. payments of suppliers, resource speakers For Agency Sasana Admin Aide-SWF and reimbursements of expenses after action Accounting Office the conduct of the activity Cash Office TOTAL None 52 days

Page | 668

4. Conduct of Module Writing for Teachers and Educator

Module writing for teachers and educators is designed to enhance and advance the teaching, writing skills and technique as well as exposed them to the process of module writing as a form of material for teaching the specific area of discipline. This will also introduce to the participants the values of a professional writer in the curriculum.

Offices Sentro ng Wikang Filipino OVCRE Budget Offfice Office of the Chancellor SPSO Accounting Office Cash Office Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail SUCs and Dep Ed Teachers ,Public and Private Sector, Gen. Public CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB SWF Invitation letter SWF CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Participate in the activities 1. Submit proposal through channels with None 10 days Prof. Jose Julie E. Ramirez, Program organized and conducted by the attached Line Item Budget for approval to For Agency Director/Proponent unit conduct the activity action OVCRE; Budget; OC

1.1 Secure the approved proposal and None 2 days Admin Assistant ,Meryl C. Sasana Page | 669

Line Item Budget for procurement of For Agency Admin Aide-SWF Items needed to conduct the activity. action OVCRE SPSO Budget OC

1.2 Send invitation to the None 10 days Admin Assistant, Meryl C. Sasana Speakers/Trainors and to different SUCs For Agency Admin Aide-SWF and Dep Ed Schools,Division and action Dep Ed. SUCs. Regional units or Teacher organizations and confirm attendance of participants and Trainors

1.3 Facilitate and process documents for None 30 days Admin Assistant, Meryl C. Sasana payments of suppliers, resource speakers For Agency Admin Aide-SWF and reimbursements of expenses after action Accounting Office the conduct of the activity Cash Office TOTAL None 52 days

Page | 670

5. Conduct of Teaching Material Writing and Production The program will help the teachers in the preparations for teaching Materials to be used in the classroom and will enable them to produce a relevant output which is timely and appropriate for teaching in the primary and secondary education. Teachers and Educator skills and technique in teaching material design and production will be developed on the process of training and workshop activities.

Offices Sentro ng Wikang Filipino OVCRE Budget Offfice Office of the Chancellor SPSO Accounting Office Cash Office

Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail SUCs and Dep Ed Teachers ,Public and Private Sector, Gen. Public CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB SWF Invitation letter SWF CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Participate in the activities 1. Submit proposal through channels with None 10 days Prof. Jose Julie E. Ramirez, Program organized and conducted by the attached Line Item Budget for approval to Director/Proponent unit conduct the activity OVCRE Budget OC Page | 671

1.1 Secure the approved proposal and None 2 days Admin Assistant, Meryl C. Sasana Line Item Budget for procurement of For Agency Admin Aide-SWF Items needed to conduct the activity. action OVCRE SPSO Budget OC

1.2 Send invitation to the None 10 days Admin Assistant, Meryl C. Sasana Speakers/Trainors and to different SUCs For Agency Admin Aide-SWF and Dep Ed Schools,Division and action Dep Ed. SUCs. Regional units or Teacher organizations and confirm attendance of participants and Trainors

1.3 Facilitate and process documents for None 30 days Admin Assistant, Meryl C. Sasana payments of suppliers, resource speakers For Agency Admin Aide-SWF and reimbursements of expenses after action Accounting Office the conduct of the activity Cash Office

TOTAL None 52 days

Page | 672

6. Conduct of Trainers Training for Filipino Language and Literature Teachers.

The program will help to develop teachers to be future trainers in the regions and will help their fellow teacher and educator as well to enhancement and advance the teaching in the primary and secondary education within the region. This will also organize a pool of trainers in the region to upgrade teacher competence in teaching language and literature. Offices Sentro ng Wikang Filipino OVCRE Budget Offfice Office of the Chancellor SPSO Accounting Office Cash Office Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail SUCs and Dep Ed Teachers ,Public and Private Sector, Gen. Public CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB SWF Invitation letter SWF CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Participate in the activities 1. Submit proposal through channels with None 10 days Prof. Jose Julie E. Ramirez, Program organized and conducted by the attached Line Item Budget for approval to For Agency Director/Proponent unit conduct the activity action OVCRE Budget OC

1.1 Secure the approved proposal and None 2 days Admin Assistant, Meryl C. Sasana Page | 673

Line Item Budget for procurement of For Agency Admin Aid-SWF Items needed to conduct the activity. action OVCRE SPSO Budget OC

1.2 Send invitation to the None 10 days Admin Assistant, Meryl C. Sasana Speakers/Trainors and to different SUCs For Agency Admin Aide-SWF and Dep Ed Schools,Division and action Dep Ed. SUCs. Regional units or Teacher organizations and confirm attendance of participants and Trainors

1.3 Facilitate and process documents for None 30 days Admin Assistant, Meryl C. Sasana payments of suppliers, resource speakers For Agency Admin Aide-SWF and reimbursements of expenses after action Accounting Office the conduct of the activity Cash Office

TOTAL None 52 days

Page | 674

7. Conduct of MTB-MLE Material Writing and Production.

The program will train teacher to write and produced local material for MTB-MLE which is culturally appropriate for learners of the mother tongue in the multi lingual community in the region.

Offices Sentro ng Wikang Filipino OVCRE Budget Offfice Office of the Chancellor SPSO Accounting Office Cash Office Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail Dep Ed Teachers, Public and Private Sector from K-3 . CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB SWF Invitation letter SWF CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Participate in the activities 1. Submit proposal through channels with None 10 days Prof. Jose Julie E. Ramirez, organized and conducted by the attached Line Item Budget for approval to For Agency Program Director/Proponent unit conduct the activity action OVCRE Budget OC

Page | 675

1.1 Secure the approved proposal and None 2 days Admin Assistant, Meryl C. Sasana Line Item Budget for procurement of For Agency Admin Aide-SWF Items needed to conduct the activity. action OVCRE SPSO Budget OC

1.2 Send invitation to the None 10 days Admin Assistant, Meryl C. Sasana Speakers/Trainors and to different SUCs For Agency Admin Aide-SWF and Dep Ed Schools,Division and action Dep Ed. SUCs. Regional units or Teacher organizations and confirm attendance of participants and Trainors

1.3 Facilitate and process documents for None 30 days Admin Assistant, Meryl C. Sasana payments of suppliers, resource speakers For Agency Admin Aide-SWF and reimbursements of expenses after action Accounting Office the conduct of the activity Cash Office TOTAL None 52 days

Page | 676

8. Conduct of Teachers Training for MTB-MLE Teachers.

The program will train teachers on how to use effective teaching strategies and technique to enhance their skill in Teaching of K-Grade 3.

Offices Sentro ng Wikang Filipino OVCRE Budget Offfice Office of the Chancellor SPSO Accounting Office Cash Office Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail Dep Ed Teachers, Public and Private Sector from K-3. CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB SWF Invitation letter SWF CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Participate in the activities 1. Submit proposal through channels with None 10 days Prof. Jose Julie E. Ramirez, Program organized and conducted by the attached Line Item Budget for approval to For Agency Director/Proponent unit conduct the activity action OVCRE Budget OC

1.1 Secure the approved proposal and None 2 days Admin Assistant, Meryl C. Sasana Line Item Budget for procurement of For Agency Admin Aide-SWF Items needed to conduct the activity. action OVCRE SPSO Page | 677

Budget OC

1.2 Send invitation to the None 10 days Admin Assistant, Meryl C. Sasana Speakers/Trainors and to different SUCs For Agency Admin Aide-SWF and Dep Ed Schools,Division and action Dep Ed. SUCs. Regional units or Teacher organizations and confirm attendance of participants and Trainors

1.3 Facilitate and process documents for None 30 days Admin Assistant, Meryl C. Sasana payments of suppliers, resource speakers For Agency Admin Aide-SWF and reimbursements of expenses after action Accounting Office the conduct of the activity Cash Office

TOTAL None 52 days

Page | 678

9. Conduct of Culture-Based Education Teachers Training for Filipino Language and Literature Teachers The program will exposed teachers on how to prepare and produce culture based materials for teaching Filipino Language and literature in a multi lingual set up of the region. It will also help them promote a culturally appropriate responsive teacher- student relationship in higher education institutions in the region.

Offices Sentro ng Wikang Filipino OVCRE Budget Offfice Office of the Chancellor SPSO Accounting Office Cash Office Classification Highly Technical Type of G2C – Government to Client Transaction Who may avail SUCs and Dep Ed Teachers ,Public and Private Sector, CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request letter w/ attached LIB SWF Invitation letter SWF CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Participate in the activities 1. Submit proposal through channels with None 10 days Prof. Jose Julie E. Ramirez, Program organized and conducted by attached Line Item Budget for approval to For Agency Director/Proponent the unit conduct the activity action OVCRE Budget OC

Page | 679

1.1 Secure the approved proposal and None 2 days Admin Assistant, Meryl C. Sasana Line Item Budget for procurement of For Agency Admin Aide-SWF Items needed to conduct the activity. action OVCRE SPSO Budget OC

1.2 Send invitation to the None 10 days Admin Assistant, Meryl C. Sasana Speakers/Trainors and to different SUCs For Agency Admin Aide-SWF and Dep Ed Schools,Division and action Dep Ed. SUCs. Regional units or Teacher organizations and confirm attendance of participants and Trainors

1.3 Facilitate and process documents for None 30 days Admin Assistant, Meryl C. Sasana payments of suppliers, resource speakers For Agency Admin Aide-SWF and reimbursements of expenses after action Accounting Office the conduct of the activity Cash Office TOTAL None 52 days

Page | 680

10. Issuance of Certification for Certified Translation of the Original Texts.

The Sentro ng Wikang Filipino is an agency recognize by the university through the UP Language Policy to promote Filipino as the National Language thereby it also certify if the translation of material is faithful to the original text of the source language. As an academic institution, it has a mandate to translate language from the original text to Filipino as provided in the 1987 Constitution to propagate and develop Filipino and as a support agency of the government office.

Office Sentro ng Wikang Filipino Classification Simple Type of Transaction G2C Who may avail Gen. Public and those who need the certification for translated materials. CHECKLIST OF REQUIREMENTS WHERE TO SECURE Hard copy and soft copy of the original and translated text with a Proponent cover letter addressed to the Director/Head of Unit. CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Individual request for 1. Receive and record request None 5 minutes Meryl C. Sasana, Admin Aide-SWF issuance of certification for For Agency Admin. Assistant/ translation of the text from action the original language. 1.1 Issues billing to be paid Php150.00 5 minutes CASH Office for Issuance of OR Employees action

1.2 Update record in logbook 20 mins. Prof. Jose Julie E. Ramirez For Agency SWF-Director action

Page | 681

1.3 Issue certification 1- 2 days Admin Assistant/Meryl C. Sasana For Agency Admin Aid-SWF action

1.4 Send email and notice to requestor for the availability of certification that can be now claim. TOTAL Php150.00 1-2 days

Page | 682

11. Translation of the Original Texts to Filipino/Hiligaynon.

Translation from the original text language to Filipino/Hiligaynon is a mandate of the SWF to promote and develop Filipino as medium of instruction in teaching and as National Language of the country.

Offices Sentro ng Wikang Filipino Cash Office Classification Highly Technical Type of Transaction G2C – Government to Client Who may avail Gen. Public and those who need translations materials. CHECKLIST OF REQUIREMENTS WHERE TO SECURE Hard copy and soft copy of the original and translated text with a Proponent cover letter addressed to the Director/Head of Unit. CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING TIME PERSON RESPONSIBLE PAID 1.Individual request for 1. Receive and record request *For Questionnaire 5 minutes Meryl C. Sasana, Admin Aide-SWF/ translation of the text from the 1,000-1,500 per For Agency action 1.1 Admin. Assistant original language to page Filipino/Hiligaynon/Ilonggo/Kin CASH Office for Issuance of OR aray-a 1.1 Issues billing to be paid Technical Text 5 minutes 1,500 per page For Agency action 1.2 Prof. Jose Julie E. Ramirez 1.2 Update record in logbook SWF-Director Manuals-30,000 1.3 Issue certification 20 minutes For Agency action 1.4 1.4 Send email and notice to BOOK-40,000- requestor for the availability of 75,000 depending certification that can be now claim. on the thickness of 1- 2 days the text For short materials Page | 683

With 50% discount For Manuals and for UP Books, minimum of 1 Constituents and month. Alumni For Agency action

TOTAL * 1-2 days

* For Questionnaire: 1,000-1,500 per page; Technical Text 1,500 per page; Manuals-30,000; BOOK-40,000-75,000 depending on the thickness of the text; with 50% discount for UP Constituents and Alumni

Page | 684

12. Balay Wika Accommodation

Acceptance of guests for accommodation as IGP of the SWF and also as service to the community.

Offices Sentro ng Wikang Filipino Cash Office Classification G2C- Government to Client Type of Transaction Simple Who may avail UPV constituents, , CUs, Others who are recommended by UPV constituents, Public CHECKLIST OF REQ UIREMENTS WHERE TO SECURE Reservation Forms SWF Registration Forms SWF Payment slip SWF Offical Receipt Cash Office

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Inquire on the availability 1. Identify the availability of rooms for None 30 mins upon SWF Staff of rooms for reservation on date specified by the receiving the Enrile B. Lavilla accommodation guest and filling up of reservation form inquiry For employees action

1.1 Facilitate guests in filling up None 1 hr upon SWF Staff registration and inform them about the confirming the Enrile B. Lavilla house rules upon check-in availability of room For employees action Page | 685

1.2 Issuance of payment slip None 1 hr upon SWF Staff confirming the Enrile B. Lavilla availability of room For Agency action

1.3 Payment of bill and issuance of Official 500/pax for UP 10 mins. Cash Office Receipt Client and 1000/pax for Non-UP Client

Total 500/pax for UP 2 hours, 40 minutes Client

1000/pax for Non-UP Client

Page | 686

13. Sentro ng Wikang Filipino Silid Pandayan (Conference Room) Acceptance of Conference Room accommodation as service to the university and the community. Offices Sentro ng Wikang Filipino Cash Office Classification G2C- Government to Client Type of Transaction Simple Who may avail UPV constituents, , CUs, Others who are recommended by UPV constituents, Public CHECKLIST OF REQ UIREMENTS WHERE TO SECURE Reservation Forms SWF Registration Forms SWF Payment slip SWF OR Cash Office CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON RESPONSIBLE TIME 1. Inquire on the availability of 1. Identify the availability of rooms None 30 mins upon SWF Staff rooms for accommodation for reservation on date specified receiving the Enrile B. Lavilla by the inquiry guest and filling up of reservation For employees form action SWF Staff Enrile B. Lavilla 1.1 Facilitate guests in filling up None 1 hr upon registration and inform them confirming the about the house rules upon availability of room SWF Staff check-in For Agency action Enrile B. Lavilla

1.2 Issuance of payment slip None 1 hr upon Cash Office confirming the Page | 687

availability of room

10 mins. 1.3 Payment of bill and issuance 200/hr for UP Client For Agency action of Official Receipt and 400/hr for Non-UP Client Use of Equipment will be charge based on the University approved rate for use of Equipment

Total 200/hr for UP Client 2 hours, 40 minutes

400/hr for Non-UP Client

Use of Equipment will be charge based on the University approved rate for use of Equipment

Page | 688

14. Sentro ng Wikang Filipino Aklatang Bayan (Filipiniana Community Learning Resource Center)

Acceptance of Aklatang Bayan (Filipiniana Community Learning Resource Center) Researcher as a public service of the university to the community and general public.

Offices Sentro ng Wikang Filipino Cash Office Classification G2C- Government to Client Type of Transaction Simple Who may avail UPV constituents, CUs, Others who are recommended by UPV constituents, Public, Dep Ed. And SUCs Teachers and Students CHECKLIST OF REQ UIREMENTS WHERE TO SECURE Reservation Forms SWF Registration Forms SWF Payment slip SWF Official Receipt Cash Office

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Inquire on the availability of 1. Identify the availability of books for None 30 mins upon SWF Staff Books reservation on date specified by the receiving the Enrile B. Lavilla guest and filling up of reservation form inquiry For Agency action

1.1 Facilitate guests in filling up None 1 hr upon SWF Staff registration and inform them about the confirming the Enrile B. Lavilla house rules upon borrowing of books on availability of room use only. room For Agency Page | 689

action 1.2 Issuance of payment slip None 1 hr upon SWF Staff confirming the Enrile B. Lavilla availability of room For Agency action

1.3 Payment of bill and issuance of Official Free of Use 10 mins. Cash Office Receipt provided books For Agency are not for sale action items from the collections Total None 2 hours, 40 minutes

Page | 690

15. Request for Technical Advice. Technical Advice for Thesis and Research Writing as a form of public service to the community. Technical advice is given by authorized and trained personnel of the Sentro ng Wikang Filipino. It is granted to both UP and non-UP constituents of all levels. Client may file a request for technical advice and be catered accordingly by authorized personnel of the SWF. Advice may range from different topics depending on the concern of the requestor.

Office Sentro ng Wikang Filipino Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Graduate and Undergraduate Students( UP and non-UP) ; University Researchers, Teachers CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Feedback Form Forms are available at the Sentro ng Wikang Filipino 2. Request Form for Technical Advise CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Requestor fills up and submits 1. Admin Aide receives request form None 3 days Meryl C. Sasana Request Form for Technical and forwards to Admin Assistant For Agency Administrative Aide, SWF Advise and Feedback Form for action Technical 1.1 Admin Assistant reviews request Admin Assistant Advise/Lecture/Instructions/Thesi and recommends schedule SWF s/ Research 1.2 Admin Assistant forwards Admin Assistant request to Director for approval SWF

1.3 Director approves/disapproves Prof. Jose Julie E. Ramirez request SWF-Director

Page | 691

1.4 Admin Assistant informs the Admin Assistant requestor SWF

1.5 Director gives technical advise to Prof. Jose Julie E. Ramirez requestor SWF-Director

1.6 Requestor fills up feedback form

None 3 days TOTAL

Page | 692

OFFICE OF THE VICE CHANCELLOR FOR PLANNING AND DEVELOPMENT External Services

Page | 693

1. Provision of UPV Master Plan, and Use Plan and other planning related information

Offices Office of the Vice Chancellor for Planning and Development Classification Highly Technical Type of Government to Government (Constituent University (UPV) to UP System Office) Transaction Who may avail UP System, UPV constituents and other stakeholders CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request for planning related information (stating the agency/organization and purpose) CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits letter request addressed to 1. The Office of the Chancellor receives None 2 hours OC: the Chancellor through the Office of the letter and forwards to the OVCPD (receives the Lisa Marie J. Selibio the Vice Chancellor for Planning and for comments/ appropriate action letter and Development reviewed by 2. The OVCPD receives the letter, the AO) 2. Follow-up letter request forwards to the Planning Officer for comments/ provide pertinent 3. Received response and the information/ documents requested information/ planning related documents 3. Drafts letter reply for the Chancellor 1 hour to 1 day OVCPD: (depends on Beverly C. Nuevaespaña the required information) Leilanie G. Geduspan

4. Forward the documents to the VCPD 30 mins OVCPD: Page | 694

for comments/ appropriate action/ Leilanie G. Geduspan recommendation with the attached draft letter and requested information/ 30 mins OVCPD: documents Mybelle G. Zulueta

5. Returns the letter to the Chancellor 30 mins with comments/ requested information/ OVCPD: documents and the draft letter reply (soft Beverly C. Nuevaespaña and hard copies)

6. The OC finalized the letter and send 3hrs to 1 day letter to the requestor, copy furnished (depending on OC: the OVCPD for file the availability Lisa Marie J. Selibio of the Chancellor and its OIC)

TOTAL None 1 – 2 days

Page | 695

OFFICE OF THE VICE CHANCELLOR FOR PLANNING AND DEVELOPMENT (SITE ACQUISITION RESETTLEMENT PROGRAM)

External Services

Page | 696

1. Issuance of certification for land or house ownership and tenancy covered by UPV Miagao properties

Office Site Acquisition and Resettlement Project (SARP)

Classification Simple

Type of Transaction Government to Private Client

Who may avail Affected Landowners/ Heirs

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request from client (written or verbal) Client/ Requestor

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. The requestor come to office and 1. Accept the request either written or None 1 day Rosemarie E. Trivilegio/ Elias Munion/ verbally request or have written verbal. Cherlie Rose Ripani request for a land ownership certification 2. Interview what is the purpose for the certification, checks and confirms request if he/she is truly an affected heir (what is the degree of relation to the affected landowner).

Page | 697

3. If he/she is a bonafide heir, encode Rosemarie Trivilegio/ Cherlie Rose certification in the computer. Ripani Rosemarie E. Trivilegio/VCPD M. 4. Secure the signature(s) of authorized Genodepa UPV official(s). Elias Munion/ Cherlie Rose Ripani

5. Issue certification to the client. TOTAL None 1 day

Page | 698

2. Issuance of legal documents such as maps, technical description, sketch plans, conveyances of UPV land properties of Iloilo City and Miagao Campuses

Office Site Acquisition and Resettlement Project (SARP) Classification Simple Type of Transaction Government to Government/ Government to Private Client Who may avail Other Government Offices/ Affected Landowners or Heirs CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter request from client Requestor/ Client CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. The requestor come to office and 1. Accept letter request. None 1 day Rosemarie E. Trivilegio/ submit letter request. Cherlie Rose Ripani/ 2. Interview the client what is the Elias Munion purpose for such request.

3. Assess the request depending on the requestor if authorized and purpose if documents being requested are appropriate or necessary. Cherlie Rose Ripani/ 4. If officially authorized, photocopy the Elias Munion documents and office issues a copy of document to the requestor. TOTAL None 1 day

Page | 699

3. Issuance of reports or generation of data related to illegal cutting of trees in UPV Miagao campus and illegal structures of UPV Iloilo City and Miagao Campuses

Office Site Acquisition and Resettlement Project (SARP) Office of the Chancellor Legal Office Classification Complex Type of Transaction Government/ UPV to Private Clients Who may avail UPV or Other Government Offices/ Affected Landowners or Heirs CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Incident Report from Complainant and SARP Office Clients/ Office CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. UP Police/ Security Service Force/ 1. Office accepts incident report. None 3-7 to 10 days Rosemarie E. Trivilegio/ SDRP Personnel/ Affected (depending on Cherlie Rose Ripani/ Landowner/ Co-heirs/ concerned 2. Seek assistance from UP Police or the case) Elias Munion citizen informs thru verbal or written Security Force for an ocular inspection. incident report Rosemarie E. Trivilegio 3. Inform and call the attention of the illegal cutter/perpetrator. Elias Munion

4. Do the field investigation and make a Rosemarie E. Trivilegio written report based on actual observations in the field/ site and letter from the AO. Cherlie Rose Ripani/ Elias Munion OVCPD, Legal Office 5. Forward covering letter with the Page | 700

attached incident report to the authorized officials for comments and action (VC, Chancellor, Legal Office. OC/ Legal etc.)

6. If proven illegal, OC issues the final signed letter and reply to the perpetrator for instruction to cease the illegal cutting SARP Personnel or construction.

7. Issue reply/letter to the perpetrator. TOTAL None At least 3-10 days (depends on the case)

Page | 701

4. Use of UPV properties for personal, barangay and LGU purposes

Office Site Acquisition and Resettlement Project (SARP) Office of the Vice chancellor for Planning and Development Office of the Chancellor Legal Office

Classification Highly Technical

Type of Transaction Government to Government or Government to Private

Who may avail Public or Private Individuals

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter request from client Client

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING TIME PERSON RESPONSIBLE BE PAID 1. Requestor submits letter of 1. Accept letter request. None 10-15 days Rosemarie E. Trivilegio/ request indicating complete details Cherlie Rose Ripani/ such as purpose, quantity, 2. Interview the requestor other details Elias Munion location, and others and issues re the request.

3. Assess the request depending on its legality and validity based on the Rosemarie E. Trivilegio/ University policies. Cherlie Rose Ripani/

4. Draft and finalize a reply letter,

Page | 702

pointing out details, policies, comments then attach supporting documents. OVCPD, OC, Legal Office 5. Forward the letter to authorized officials (VC, Chancellor, Legal) for actions and comments. Chancellor R. Babaran

6. Letter of action from the OC SARP Personnel

7. Issuance of reply letter to the requestor. TOTAL None At least 10 working days

Page | 703

5. Issuance of documents (tax declarations, land title, etc.) needed to support application for permit to cut trees in UPV properties (Miagao and Iloilo city campus)

Office Site Acquisition and Resettlement Project (SARP); Office of the Vice Chancellor for Planning and Development Classification Simple

Type of Transaction Government to Government or Government to Private

Who may avail Public of Private Individuals

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter request from client /requestor Client

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Requestor submits letter of . Accept the letter request. None 1 – 2 days Rosemarie E. Trivilegio request indicating complete details Cherlie Rose Ripani such as purpose, quantity., location, 2. Assess the request depending on the Elias Munion and others requestor if authorized and purpose if documents being requested are appropriate or necessary.

3. Refer the request to higher or OVCPD authorized official (optional)

4. If officially endorsed, authorized and Rosemarie E. Trivilegio/ approved. VCPD Martin Genodepa

Page | 704

5. SARP office issues a copy of SARP Personnel document to the requestor.

TOTAL None 2 days

Page | 705

6. Settlement of disputes among relocated families, landowners, and tenants concerning land issues, tenancy matter and relocation guidelines covered by UPV properties

Office Site Acquisition and Resettlement Project (SARP) Classification Complex Type of Transaction Government to Private Clients Who may avail Private Individuals CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Verbal or written report from the complainant Clients CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Complainant(s)/ Affected 1. Accept the complaint either verbal or None 2-5 days Rosemarie E. Trivilegio landowner/ heir(s) come to the Office written. Cherlie Rose Ripani to report certain issues may be Elias Munion verbal or with written report.

2. Complainant explains the disputes 2. Inform complainant and other party to Elias Munion or issues in connection to a particular a scheduled meeting. concern 3. Prepare legal documents needed prior to the scheduled meeting. Rosemarie Trivilegio 4. During the meeting, each party should explain their sides and issues.

5. The SARP personnel analyze and SARP Personnel/ Legal (optional)

Page | 706

explain the policies that will solve the issues and disputes, showing documents. 6. If both parties are well informed and clarified, written agreement will be made. If issues and concerns need legal advice and action, it is referred to Legal Rosemarie Trivilegio Office and authorized officials thru Chancellor/ Legal Office written report

7. Wait for the reply from authorized Officials.

TOTAL None 2-5 days

Page | 707

7. Conduct of survey or resurvey of UPV properties (Iloilo City and Miagao)

Office Site Acquisition and Resettlement Project (SARP) Office of the Vice Chancellor for Planning and Development Office of the Chacellor UP System

Classification Highly Technical Type of Transaction UPV Office to Office (UPV) or Government to Private Who may avail Public of Private Individuals CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Approval of the request of survey or resurvey/ UPV communication or UP UPV Offices (OVCPD) System request/ Approved UPV Projects

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. UPV requests to UP System for the 1. SARP or OVCPD submits a letter None At least 15 days OVCPD/ SARP Personnel approval of a particular survey or request through channels (UPV to UP resurvey of UPV properties either in System) for survey/ resurvey for a UPV Miagao or Iloilo City Campus particular area in UPV property indicating the purpose, budget needed, surveyor, and other details.

2. Wait for the approval from the 2. Wait for the feedback from the OC/ UP System System authorized officials.

3. If approved, contact and assist SARP/ OVCPD/ Surveyors

Page | 708

surveyor in terms of documents needed and other concerns to start the survey works.

4. Start of Survey. Surveyor/ SARP

5. Have a copy of survey results and SARP/ OVCPD other documents for file.

TOTAL None 15 days or more

Page | 709

8. Assistance in the field investigation related to illegal cutting of trees, illegal structures, and other illegal activities in UPV properties in UPV properties in Miagao properties

Office Site Acquisition and Resettlement Project (SARP) Office of the Vice Chancellor for Planning and Development Office of the Chancellor Legal Office Classification Highly Technical Type of Transaction UPV to Private Individuals Who may avail UPV CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Incident report from SSF or concerned citizen UPV SSF/ Private Individual CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Verbal or written report from the 1. Office accepts incident report. None 5-8 days SARP Personnel complainant or UPV Security Service Elias Munion Force 2. Actual/ field investigation. Informs and explains to the perpetrator. If proven, report to Police Station for a police blotter report. Rosemarie Trivilegio/ Cherlie Rose 3. Makes written incident report based on Ripani actual observations in the field signed by the staff OVCPD/ OC/ Legal office 4. The perpetrator is being called to report and explain in the office. (optional)

Page | 710

5. Incident report to be forwarded to the authorized official with endorsement (to OVCPD, OC, and Legal Office). OC 6. Authorized official makes a final action letter.

7. A copy of action letter to OC, OVCPD, OC/ SARP and SARP

8. Serve the letter of action to the perpetrator or person accountable for. TOTAL None 5-8 days

Page | 711

9. Payment for the purchase of lot covered by UPV properties

Office Site Acquisition and Resettlement Project (SARP) Accounting Office Budget Office Cash Office Classification Highly Technical Type of Transaction UPV to Private Individuals/ Affected Landowners and Heirs Who may avail Landowners/ Co-Heirs CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Complete signed and subscribed original legal documents such as: SPA, WRR, Co-heirs and UPV SARP DEJP, signed DAS, Tax Declarations, Approval to Purchase, Approved Budget

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Clients come to the Office to 1. Complete signed and subscribed original None At least 2- 3 SARP Personnel submit Letter of Offer to Sell legal documents such as: Deed of Sale, weeks SPA, DEJP, Tax Declaration, Approval to 2. Submit legal documents as proof Purchase, Approved Budget and other of ownership supporting documents signed by the heirs and landowners forward to Accounting 3. Sign all legal documents for Office. payment purpose 2. Follow up Accounting Office for the Accounting office status. Budget Office/ OVCA 3. Check to different Offices for the status

Page | 712

update.

4. Check Cash Office for check payment. Cash Office

5. Cash Office releases check. SARP Personnel 6. Inform payee if the check payment is ready for release. SARP

7. Issue the check payment to the payee.

8. Record the payment. None At least 2-3 TOTAL weeks

Page | 713

10. Acquisition of Land

Office Site Acquisition and Resettlement Project (SARP) Office of the Chancellor Office of the Vice Chancellor for Planning and Development UPV Legal Office UP System Accounting Office Budget Office Cash Office

Classification Highly Technical Type of Transaction UPV to Private Individuals/ Affected Landowners and Heirs Who may avail Landowners/ Co-Heirs CHECKLIST OF REQUIREMENTS: WHERE TO SECURE

Offer to Sell letter, Complete signed and subscribed original legal documents UPV SSF/ Private Individual such as: SPA, WRR, DEJP, signed DAS, Tax Declarations, Approval to Purchase, Approved Budget

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Clients come to the Office to submit 1. Interview and check the co-heirs re None At least 3 SARP Personnel Letter of Offer to Sell the Offer to Sell Letter. months

2. Submit legal documents as proof of 2. Refer to the map the site of the ownership offered to sell lot. Elias Munion

Page | 714

3. Coordinate with SARP Office for other 3. Check ownership documents documents that need to be passed or submitted. signed 4. Informs the co-heirs the complete SARP Personnel requirements needed. Elias Munion

5. Investigation at site for the area and SARP Personnel the inventory of land improvements such as structures and growing trees

6. Land and improvement costing OVCPD/ OC computation

7. Follow up co-heirs the documents to SARP Personnel/ Budget Office/ complete. OVCPD/ OC/

8. List the name of heirs for the Chancellor computation of individual share

9. Endorsement letter to the Chancellor, Legal Office/ UP System request letter for Budget allocation with Accounting/ OC/ supporting documents such as costing SARP Personnel

10. Approval of endorsement letter

11. Preparation of Deed of Sale and Budget Office/ Accounting Office/ other supporting documents signed by Cash Office the heirs and landowner

12. If documents are already completely SARP Personnel signed, forward to the authorized offices Page | 715

(OVCPD, Chancellor’s Office and UP System) for the endorsement for payment and notarization of Legal Office.

13. Transact/ check with Accounting, Budget, Cash Office for check payment. 14. Issue check to the payee.

15. Record payment

At least 3 TOTAL None months

Page | 716

11. Costing of land and trees by UPV properties

Office Site Acquisition and Resettlement Project (SARP) Classification Complex or can be Highly Technical Type of Transaction Government to Private Client Who may avail Affected Landowners/ Heirs CHECKLIST OF REQUIREMENTS WHERE TO SECURE Offer to Sell Letter of Landowner or Co-Heirs and Recent List of Provincial Assessor’s Client/ Requestor and Municipal Assessor’s Office Schedule of Market Values for Land, Trees, and Structures CLIENT STEPS AGENCY ACTION FEES PROCESSING TIME PERSON RESPONSIBLE TO BE PAID 1. The requestor come to office and 1. Accept Offer to Sell from Landowner or Co- None 2-4 days Rosemarie E. Trivilegio verbally request or have written heirs. Cherlie Rose Ripani request for a land ownership Elias Munion certification. 2. Check in the parcellary map the location of the property to be sold.

3. Verify the family tree of the landowner and co- Elias Munion heirs. Interview the co-heirs.

4. Check the ownership documents submitted. SAP Personnel

5. The next working day, conduct site inspection Elias Munion and inventory of land improvements such as structures and trees.

Page | 717

6. Analyze the costing based on land SARP Personnel classification, materials used for structures and the size and number of trees present in the land.

7. Compute the total costing of land and its SARP Personnel improvement.

8. Recheck the computation.

TOTAL None 2- 4 days

Page | 718

OFFICE OF THE VICE CHANCELLOR FOR PLANNING AND DEVELOPMENT (SITE DEVELOPMENT AND REFORESTATION PROJECT) External Services

Page | 719

1. Conduct of Tree Planting Activity in UPV Properties

Offices Office of the Vice Chancellor for Planning and Development Office of the Chancellor Site Development and Reforestation Project Legal Services Office

Classification Highly Technical (with MOA) Type of Transaction G2C – Government to Client; G2B – Government to Business Entity; G2G – Government to Government Who may avail All internal and external clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request, MOA N/A CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Clients forwards communications in 1. Authorized personnel logs in the None 2 days for OVCPD: relation to the conduct of tree planting communication agency actions Mybelle G. Zulueta addressed to OVCPD for recommendation, 1 to 1.3 Beverly Nuevaespaña action and approval 1.1 AO checks, sorts the communication Prof. Martin G. Genodepa, VCPD if it is for approval, for comment or for referral

1.2 VCPD makes referral to the communication for SDRP. Staff in SDRP charge forwards the communication with Mr. Felipe Tunay, Jr. SDRP

1.3 SDRP personnel would comment on the communication and return the 13 days for Page | 720

said communication to OVCPD. agency actions 1.4 to 2.2 1.4 VCPD will take action based on the suggestions of the SDRP personnel. For requests that requires MOA especially with specific areas requested with considerations as 2. Clients drafts and submits MOA with suggested by VCPD. Legal Services Office considerations as suggested. 2. MOA is forwarded to the Legal Services Office for comment/action.

2.1 OVCPD staff-in-charge will finalize MOA for approval and for signing. OC Chancellor Ricardo P. Babaran 2.2 After approval/action of the communications, authorized personnel logs out them and forwards the approval to the requestor.

TOTAL None 15 Days

Page | 721

2. Issuance of Permit to Cut Trees/harvest agricultural yields in UPV properties

Offices Office of the Vice Chancellor for Planning and Development Site Development and Reforestation Project Security Service Force Cash Office Classification Complex Type of Transaction G2C – Government to Client; G2B – Government to Business Entity; G2G – Government to Government Who may avail All internal and external clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request/Request Form, Permit to Cut Request Form – SDRP Cutting Permit - OVCPD CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Clients/Requestor secures and fill up 1. SDRP personnel prepares request P 20.00/ 2 days for OVCPD: request form for issuance of permit to form with the information on areas bamboo agency actions Mybelle G. Zulueta cut/harvest agricultural yields from where to cut and amount intended to pole 1 to 3 Beverly Nuevaespaña SDRP. pay. Prof. Martin G. Genodepa, VCPD P5.00/ 2. Requestor will pay the exact amount at 2. OVCDP staff prepares 4 copies of young the Cash Office. cutting permit as specified in the request coconut SDRP form for approval of VCPD. Mr. Felipe Tunay, Jr. 3. Requestor will present the request form with OR to OVCPD for issuance of 3. VCPD approves the cutting permit. SSF Personnel cutting permit. 4. After approval, OVCPD issues cutting 2 days for Cash Office 4. Client/requestor coordinates with permit to the client/requestor. Copy agency actions SDRP personnel during and after the furnished to SDRP and SSF. 4 to 6

Page | 722

conduct of cutting. 5. SDRP and SSF personnel inspects, checks and verify the number of bamboo poles cut as indicated in the cutting permit.

6. SDRP and SSF personnel signs the cutting permit before releasing the requested bamboo poles.

TOTAL None 4 Days

Page | 723

3. Identification of Tree Species in UPV Properties

Offices Office of the Vice Chancellor for Planning and Development Office of the Chancellor Site Development and Reforestation Project Classification Complex Type of Transaction G2C – Government to Client; G2B – Government to Business Entity; G2G – Government to Government Who may avail All internal and external clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request, MOA N/A CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Clients forwards communications in 1. Authorized personnel logs in the None 4 days OVCPD: relation to the conduct of Identification of communication Mybelle G. Zulueta Tree Species addressed to OVCPD for Beverly Nuevaespaña recommendation, action and approval 2. AO checks, sorts the communication Prof. Martin G. Genodepa, VCPD if it is for approval, for comment or for referral

3. VCPD makes referral to the SDRP communication for SDRP. Staff in Mr. Felipe Tunay, Jr. charge forwards the communication with SDRP

4. SDRP personnel would comment on the communication and return the said communication to OVCPD.

Page | 724

5. VCPD will take action based on the suggestions of the SDRP personel.After approval/action of the communications, authorized personnel logs out them and forwards the approval to the requestor.

6. SDRP personnel schedule the conduct of the activity.

TOTAL None 4 Days

Page | 725

COLLEGE OF FISHERIES AND OCEAN SCIENCES External Services

Page | 726

1. Use of Facilities and Equipment at Pidlaoan AV Hall and Umali Hall

Office Office of the Dean, CFOS Classification Simple Type of Transaction G2C -Government to Client; G2B-Government to Business Entity; G2G-Government of Government Who may avail UPV Constituents; Private Individual and Private Business Institutions; Other Government Agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE Accomplished Form Office of the Dean, CFOS Letter Request if Necessary for Outside Clients Billing Statement for Paying Users Cash Office, UPV Official Receipt

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON RESPONSIBLE TIME 1. The requestor fills out form 1. Evaluates and validates the P375/hour for paying 3 Days 1. Remy Villoga from the Office of the Dean/ accomplished form clients Audio-Visual Technician submits letter request if 2. Remy Villoga necessary for outside clients 2. Checks and availability of the P151.50/hr for Audio-Visual Technician facility and equipment requested overtime pay of the 3. Ma. Teresa Gabon Technician for Administrative Officer/ 3. Approves the request services during Encarnacion Emilia S. Yap holidays and Dean (for overnight requests) 2. Pay the fee 4. Issues billing for paying client weekends and 4. Remy Villoga Audio-Visual Technician 3. Presents the receipt 5. Records the payment receipt P126.25/hour for 5. Remy Villoga services beyond Audio-Visual Technician office hours

Page | 727

TOTAL P375/hour for 3 Days paying clients;

P151.50/hr for overtime pay of the Technician for services during holidays and weekends and

P126.25/hour for services beyond office hours

Page | 728

2. Issuance of Certificate of Appearance (By Appointment, Scheduled Visit or Walk-in Clients)

Office Office of the Dean, CFOS Classification Simple Type of Transaction G2C -Government to Client Who may avail All visitors and clients transacting with the Office of the Dean CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Written or verbal request for the certificate after the visit/transaction Office of the Dean, CFOS

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Request for Certificate of 1. Prepares the Certificate None Within the Day 1. Mr. Roberto Lacsamana Appearance 2. Checks and initial the document Administrative Assistant III 3. Signs the Certificate 2. Ma. Teresa Gabon Administrative Officer

3. Encarnacion Emilia S. Yap Dean TOTAL None 1 Day

Page | 729

3. Issuance of Travel Order for Local Travels within the Authority of the Dean

Office Office of the Dean, CFOS Classification Simple Type of Transaction G2C -Government to Client Who may avail CFOS Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. On-line application or manual application in case the UIS is not UIS Portal; Institute Office; Office of the Dean, CFOS available

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Access to UIS Portal and fills 1. Institute Directors/Direct None 3 Days 1. Institute Directors/Direct Supervisor out the form Supervisor recommends for approval the request 2. Encarnacion Emilia S. Yap 2. Requestor prints the approved 2. Approves the request Dean TO TOTAL None 3 Days

Page | 730

4. Request for Tour of Facilities and Benchmarking Activities

Office Office of the Dean, CFOS Classification Simple Type of Transaction G2B -Government to Business Entities; G2G-Government to Government Who may avail Any Private Business Entity; Any Government Owned and Controlled Corporation; State Universities CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Written request to visit the College to tour the facilities or conduct Office of the Dean, CFOS benchmarking activities with itinerary/schedule

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Writes request to visit CFOS for 1. Receives and logs the request None 1. Ma. Cecilia Monaya purpose of tour of 2. Screens communication Administrative Aide VI facilities/benchmarking activity 3. Approves the request 2. Ma. Teresa Gabon 4. Coordinate with the requestor if Administrative Officer there are special instruction and 3. Encarnacion Emilia S. Yap inform them of the approval Dean 5. Gives copy of the approval to the 4. Ma. Teresa Gabon Institutes/office concerned for Administrative Officer information 5. Ma. Cecilia Monaya Administrative Aide VI TOTAL None 3 Days

Page | 731

COLLEGE OF FISHERIES AND OCEAN SCIENCES (MUSEUM OF NATURAL SCIENCES)

External Services

Page | 732

1. Conduct of Tour and/or Orientation on the Museum Collection

Visitors are provided with orientation regarding the biological specimen collection and tour around Museum facilities and laboratory. It aims to enrich public awareness on the country’s rich biota, ecological status and historical account of the museum collection. The museum also serves as a venue for student’s researches and source of information.

Office UPV Museum of Natural Sciences Classification Simple Type of Transaction G2C - Government to Client Who may avail General public CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request From the requesting school or institution CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Client sends letter request to the 1. Receives / prints and records the Entrance 1 Day Museum Technician II Office via email or hard copy request fee of Php Museum 1.2 Checks the request. 5.00/pax 1.3 Deliberates on the request. 1.4 Acts on the request. Museum Coordinator TOTAL Entrance 1 Day fee of Php 5.00/pax

Page | 733

2. Identification or processing of biological specimens and Issuance of Certificate

As a support unit to various courses in the university and other institutions, the Office conducts / accepts requests for identification, especially in the field of taxonomy, for research purposes. Identification is the process of assigning a pre-existing taxon name to an individual organism (based on natural body features, measurements, individual markers, color, etc.).

Office UPV Museum of Natural Sciences Classification Highly Technical Type of Transaction G2C – Government to Client; G2G – Government to Government Who may avail Students, Faculty, Staff, Researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter Request From the requesting school or institution/agency 2. Biological Specimen

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Client sends letter request to the 1. Receives and records the request. None 30 - 40 Days Administrative Aide I Office. Museum of Natural Sciences 1.1 Checks the request. 2. If approved, client submits biological Museum Coordinator specimen for identification. 1.2 Deliberates on the request. Museum of Natural Sciences

3. Client waits for the result / issuance of 1.3 Acts on the request. Museum Technician II certificate of identified biological Museum of Natural Sciences specimen. 1.4 Fix, documents, prepares and stores the specimen. 4. Client receives the Certificate of identified biological specimen. 1.5 Gathers data / references Page | 734

necessary for species identification

1.6 Issues Certificate of the identified biological specimens

TOTAL None 40 Days

Page | 735

3. Taxidermy and Preservation of Specimen

Taxidermy is the process of preserving an animal’s body through mounting or stuffing and restoring specimen to its original form for the purpose of display or study. It is practiced primarily on vertebrates. It is also a method to record or document species, including those that are extinct and threatened.

Office UPV Museum of Natural Sciences Classification Highly Technical Type of Transaction G2C – Government to Client; G2G – Government to Government Who may avail Students, Faculty, Staff, Researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter Request From the requesting school or institution 2. Biological Specimen CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Client sends letter request to the 1. Receives and records the request. None 30 - 40 Days Administrative I Office. 1.1 Checks the request. Museum of Natural Sciences 1.2 Deliberates on the request. 2. If approved, client submits biological 1.3 Acts on the request Museum Coordinator specimen for taxidermy and 1.4 Fix, documents and prepares Museum of Natural Sciences preservation. the specimen. 1.5 Process the specimen for Museum Technician II 3. Client waits for the issuance of preservation Museum of Natural Sciences Certification. 1.6 Issues Certificate to the client.

TOTAL None 40 Days

Page | 736

4. Evaluation of Condition of Stranded Animal

The museum serves to assist the different coastal barangays in Miagao and nearby communities/town to assess stranded animal including any external injuries or body condition and gather necessary information.

Office UPV Museum of Natural Sciences Classification Simple Type of Transaction G2C – Government to Client; G2G – Government to Government Who may avail General Public CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request From the requesting school/municipality/institution

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Client sends / submits letter request 1. Receives and records the request. None Five (5) Administrative I to the Office. minutes or Museum of Natural Sciences 1.2 Checks the request. upon request 2. Client communicates through phone 1.7 Deliberates on the request. depending on Museum Coordinator for immediate response 1.4 Immediately acts on the request. the proximity Museum of Natural Sciences 1.5 Gathers and records data regarding or accessibility the stranded animal of place Museum Technician II Museum of Natural Sciences

TOTAL None Within the Day

Page | 737

5. Conduct of Short-term Training on Fixation and Preservation Techniques of Finfishes

This training aims to educate and provide technical know-how to students, faculty and staff on fish handling and preservation techniques according to museum protocol.

Office UPV Museum of Natural Sciences Classification Simple Type of Transaction G2C – Government to Client; G2G – Government to Government Who may avail Students, Faculty, Staff, Researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE  Letter Request From the requesting school/municipality/institution

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Client sends / submits letter request 1. Receives and records the request. None 2 days Administrative I to the Office. Museum of Natural Sciences 1.2 Checks the request. Museum Technician II 1.3 Deliberates on the request. Museum of Natural Sciences

1.4 Acts on the request. Museum Coordinator Museum of Natural Sciences

TOTAL None 2 Days

Page | 738

6. Conduct of Short-term Training / Technical Advisory

This training aims to educate and develop skills to students, faculty and staff on the collection, documentation and processing of fish collected from the field for educational and research purposes.

Office UPV Museum of Natural Sciences Classification Simple Type of Transaction G2C – Government to Client; G2G – Government to Government Who may avail Students, Faculty, Staff, Researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter Request From the requesting school/municipality/institution

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Client sends / submits letter 1. Receives and records the request. None 2 days Administrative I request to the Office. Museum of Natural Sciences 1.2 Checks the request. Museum Technician II 1.3 Deliberates on the request. Museum of Natural Sciences

1.4 Acts on the request. Museum Coordinator Museum of Natural Sciences

TOTAL None 2 Days

Page | 739

7. Use of Museum Lobby for Exhibits and Student Activities

The Museum allows students, faculty and staff to use the facilities including the lobby as venue for exhibits and other activities particularly topics pertaining to fish conservation.

Office UPV Museum of Natural Sciences Classification Simple Type of Transaction G2C – Government to Client Who may avail Students, Faculty, Staff, Researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter Request / Request Form UPV Museum Office

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Client sends / submits letter 1. Receives and records the request. None 10 mins. Administrative I request / Request Form to the Museum of Natural Sciences Office. 1.2 Checks the request. Museum Technician II 1.3 Deliberates on the request. Museum of Natural Sciences

1.4 Acts on the request. Museum Coordinator Museum of Natural Sciences

TOTAL None 10 mins.

Page | 740

8. Use of Museum Laboratory, Facilities and Chemical Reagents

The Museum laboratory serves as a venue for students, faculty and staff in conducting their research studies. Existing museum laboratory equipment and chemical/reagents (if needed) in the laboratory are allowed to be used on the condition that chemicals/reagents will be replaced, done with the assistance of the Staff-in-charge.

Office UPV Museum of Natural Sciences Classification Simple Type of Transaction G2C – Government to Client Who may avail Students, Faculty, Staff/Researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request / Request Form UPV Museum Office CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Client sends / submits letter 1. Receives and records the request. None 20 mins. Administrative I request / Request Form to the Museum of Natural Sciences Office. 1.2 Checks the request. Museum Technician II 1.3 Deliberates on the request. Museum of Natural Sciences

1.4 Acts on the request. Museum Coordinator Museum of Natural Sciences

TOTAL None 20 mins.

Page | 741

COLL EGE OF FISHERIES AND OCEAN SCIENCES (OFFICE OF THE COLLEGE SECRETARY)

EXTERNAL SERVICES

Page | 742

1. Pre-Registration of Students

Pre-registration is a service intended to provide information to students before the registration proper.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Schedule CRS FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Gets the schedule from the CRS 1. (No Action) None None None 2. Presents the schedule to the adviser for 2. Evaluates the schedule None 30 Minutes Program Adviser evaluation 3. Prints temporary form 5 for validation of 3. (No Action) None 15 Minutes Program Adviser subjects by Program Adviser TOTAL None 45 Minutes

Page | 743

2. Issuance of permit for Cross-registration This is a service provided to students who intend to cross-register to another constituent university. College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Office Simple Classification

Type of Transaction G2C – Government to Client Students Who may avail

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Cross-registration form Office of the College Secretary

Copy of grades Office of the College Secretary

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills up 3 copies of cross-registration form 1. Issues cross-registration form None 10 Minutes OCS Staff (crf) Office of the College Secretary 2. Brings the duly filled up crf to adviser for 2. Evaluates and assesses the student None 20 Minutes Program Adviser signature records and recommends the subjects to be taken

3. Submits the duly signed form to the Office 3. Recommends cross-registration of None 20 Minutes College Secretary of the College Secretary (OCS) the students and forwards the same to Office of the College Secretary the Office of the University Registrar

Page | 744

(OUR) for approval. Wait for OUR approval. (Waiting time is approximately 1 day)

4. Claims the approved/disapproved CRF 4. Issues the approved/disapproved None 5 Minutes OCS Staff CRF Office of the College Secretary TOTAL None 1 day, 55 Minutes

Page | 745

3. Enrollment/Registration for Regular Students This is a service provided to students who have approved pre-registration.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Copy of grades Office of the College Secretary (OCS) Adviser Validation CRS (If online registration, adviser validation will be eliminated) Medical Certificate (every first semester) Health Services Unit (HSU) Admission Slip (every first semester for Freshmen and Transferees) Office of the University Registrar (OUR) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits the required documents to the 1. Checks and assesses the None 5 Minutes OCS Staff OCS. completeness of the required Office of the College Secretary documents and tags the student to a pre-assigned program adviser.

2. Proceeds to the program adviser for 2. Validates the subjects. None 15 Minutes Program Adviser validation of subjects.

3. Proceeds to assessment 3. Assesses the students for payment None 5 Minutes OCS Staff and prints form 5 Office of the College Secretary

Page | 746

4. Goes to Program Adviser for signature 4. Signs the form 5 None 2 Minutes Program Adviser

5. Returns the form 5 to OCS to finalize the 5. Stamps the registration form 5 with None 2 Minutes OCS Staff enrolment. “registered”. Office of the College Secretary

TOTAL None 29 inutes

Page | 747

4. Application for transfer from other Colleges within UPV

This service is provided to students who intend to transfer from other colleges within UPV.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Complex Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request form to transfer Supplied by students OSA Evaluation Office of the Student Affair (OSA) Copy of grades Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits the required documents. 1. Convenes the college admissions None 1 - 3 Days College Secretary committee Office of the College secretary

1.1 Evaluates the request for transfer of None 1 Day College Admission Committee the students 2. Claims the notice of action 2. Releases the notice of action None 2 Minuntes OCS Staff Office of the College Secretary TOTAL None 4 Days, 2 Minutes

Page | 748

5. Application for shifting of course

This service is provided to students who intend to shift course.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Complex Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Application form for shifting Office of the College Secretary (OCS) Copy of grades Office of the University Registrar (OUR) OSA Recommendation on certain cases Office of the Student Affairs (OSA) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits application form with 1. Receives application None 2 Minutes Administrative Aide VI requirements Office of the College Secretary

1.1 Evaluates student’s records and None 7 Days Student Records forwards request form to College Evaluator 2 or Student Records Admissions Committee or Evaluator 1 Division/Department/Institute offering Office of the College Secretary the Program

1.2 College Admissions Committee or None 30 Minutes College Admissions Division/Department head acts on the Committee or Page | 749

application Department/Division Head Office of the College Secretary

1.3 Forwards recommendation action None 5 Minutes College Admissions to Office of the College Secretary Committee or Department/Division Head (OCS) Office of the College Secretary

1.4 Signs the request None 5 Minutes College Secretary Office of the College Secretary 2. Receives notice of action 2. Issues notice of action None 5 Minutes Administrative Aide VI Office of the College Secretary

TOTAL None 7 Days, 47 Minutes

Page | 750

6. Change/Add of Matriculation

This service is provided to students who want to change/add matriculation.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS)

Classification Simple

Type of Transaction G2C – Government to Client Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Change/Add Matriculation form Office of the College Secretary (OCS)

Registration form Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures form from the Office of the 1. Issues forms None 1 Minute OCS Staff College Secretary Office of the College Secretary

2. Fills out Change of Matriculation form (UP 2. Checks, evaluates and signs the None 5 Minutes Program Adviser Form 26) and secures the signature of the request form Program Adviser of the subject authorized

3. Submits the duly accomplished Change of 3. Receives the duly accomplished None 1 Minute OCS Staff Matriculation form to the Office of the Change of Matriculation form Office of the College Secretary College Secretary

3.1 Adds/changes/cancels courses None 10 Minutes OCS Staff Office of the College Secretary Page | 751

3.2 Assesses and bills fees then returns None 5 Minutes OCS Staff the form together with the billing Office of the College Secretary statement

4. Proceeds to Cash Office and presents the 4. Accepts the form and billing *₱1,000/unit 5 Minutes Cashier form and billing statement together with the statement together with the payment Cash Office payment then issues an OR

5. Returns the form and OR to the OCS 5. Receives the form and OR None 1 Minute OCS Staff Office of the College Secretary

5.1 Forwards the form and OR to None 1 Minute OCS Staff College Secretary for action Office of the College Secretary

5.2 Signs the form None 5 Minutes College Secretary Office of the College Secretary

6. Receives copy of form with action 6. Issues the student’s copy of form with None 1 Minute OCS Staff action Office of the College Secretary

TOTAL *₱1,000/ 35 Minutes unit * Note: These are for students not eligible under RA 10931.

Page | 752

7. Student request for overload This service is provided to students who want to have overload subjects. Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Overload request form Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits the duly accomplished overload 1. Receives the duly accomplished None 2 Minutes OCS Staff request form overload request form and forwards it to Office of the College Secretary School Credits Evaluator for evaluation

1.1 Evaluates the request of student for None 1 Hour School Credits Evaluator Office of the College Secretary overload and forwards to College

Secretary for recommendation College Secretary 1.2 Recommends and forwards request None 15 Minutes Office of the College Secretary to the Dean for final action

1.3 Acts on the request and returns the None 10 Minutes Dean letter to the OCS Office of the Dean 2. Receives copy of the action 2. Issues the notice of action to the None 5 Minutes OCS Staff student Office of the College Secretary TOTAL None 1 Hour and 32 Minutes

Page | 753

8. Substitution of courses This service is provided to students who want to substitute courses

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request for Substitution of Courses form Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form 1. Issues form None 1 Minute OCS Staff Office of the College Secretary 2. Submits form 2. Evaluates request and validates None 15 Minutes OCS Staff grade (s) and forwards to Office of the College Secretary Division/Department 3.Secures recommendation of Program 3. Recommends request for substitution None 15 Minutes Program Adviser and Adviser and Division/Department/Institute Division/Department/Institute Chair/Director Chair/Director 4. Submits request to OCS 4. Acts on the request None 5 Minutes College Secretary Office of the College Secretary 5. Receives copy of action 5. Issues the student’s copy of action None 5 Minutes OCS Staff and forwards a copy to OUR Office of the College Secretary TOTAL None 41 Minutes

Page | 754

9. Application for Waiver of Pre-requisite

This service is provided to students who wish to apply for waiver of pre-requisite.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Pre-requisite waiver form Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form and submits to the 1. Signs Certification None 3 Minutes Faculty of Pre-requisites course Division/Department/Institute of Pre-requisite course 2. Secures recommendation and approval 2. Validates grades and recommends on None 10 Minutes Program Adviser and the request Division/Department/Institute Chair/Director

3. Submits duly signed waiver 3. Receives and checks the waiver and None 3 Minutes OCS Staff forward to College Secretary for action Office of the College Secretary

3.1 Acts on the request None 5 Minutes College Secretary Office of the College Secretary 4. Receives a copy of action 4. Issues a copy of action None 2 Minutes OCS Staff Office of the College Secretary TOTAL None 23 Minutes

Page | 755

10. Issuance of Permit for Removal of 4.0 and Completion of Incomplete grade This service is provided to students who have 4.0/incomplete grade for removal/completion.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS)

Classification Simple

Type of Transaction G2C – Government to Client

Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Completion/Removal Permit Office of the College Secretary (OCS)

FEES TO BE PROCESSIN CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID G TIME 1. Fill out completion/removal permit and 1. Bills and issues Official Receipt If within 5 Minutes Cashier proceeds to the Cash Office for payment removal Cash Office period: none If not: ₱20 for removal & ₱10 for completion

2. Submits permit for completion/removal 2. Recommends permit None 2 Minutes College Secretary Office of the College Secretary

3. Receives approved permit 3. Issues approved permit None 1 Minute OCS Staff Page | 756

Office of the College Secretary

4. Presents permit before 4. Approves permit None 2 Minutes Faculty concerned completion/removal exam

TOTAL If within 10 Minutes removal period: none

If not: ₱20 for removal & ₱10 for completion

Page | 757

11. Dropping of subjects/courses

This service is provided to students who want to drop subjects/courses.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Dropping form Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form 1. Issues form None 1 Minute OCS Staff Office of the College Secretary 2. Secures signature of teacher 2. Evaluates class standing and signs None 5 Minutes Faculty-In-Charge of the course form 3. Secures signature of adviser 3. Checks records and signs form None 5 Minutes Adviser

4. Presents form for assessment 4. Assesses and bills fee None 5 Minutes OCS Staff Office of the College Secretary 5. Pays dropping fee 5. Accepts the billing statement together ₱10/unit 5 Minutes Cashier with the payment and issues OR Cash Office 6. Submits duly accomplished dropping 6. Checks and verifies student’s record None 5 Minutes OCS Staff form with OR Office of the College Secretary 7. Receives copy of action 7. Issues student’s copy of action None 2 Minutes OCS Staff Office of the College Secretary TOTAL None 28 Minutes

Page | 758

12. Application for Leave of Absence (LOA) This service is provided to students who want to leave.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE LOA Form Office of the College Secretary (OCS) Medical Certificate (if for health reasons) Health Services Unit (HSU) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures and fills out form 1. Issues form None 1 Minute OCS Staff Office of the College Secretary 2. Submits duly filled out LOA form 2. Receives and evaluates records and None 5 Minutes OCS Staff bills fees Office of the College Secretary 3. Pays fee 3. Accepts billing statement together ₱150.00 5 Minutes Cashier with payment and issues OR 4. Submits form with OR 4. Accept forms and forwards to the None 5 Minutes OCS Staff Division/Department/Institute concerned Office of the College Secretary

4.1 Acts on the request and forwards to None 5 Minutes Division/Department/Institute OCS Chair/Director

College Secretary 4.2 Acts on the request None 5 Minutes Office of the College Secretary 5. Receives copy of the request for LOA with 5. Issues copy of the request for LOA None 2 Minutes OCS Staff action with action Office of the College Secretary TOTAL ₱150.00 28 Minutes

Page | 759

13. Re-admission from AWOL

This service is provided to AWOL status students who want to be re-admitted.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request for readmission from AWOL addressed to the Dean Supplied by students OSA Recommendation for delinquent students Office of the Student Affairs (OSA) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits letter of request for readmission 1. Records and forwards letter of None 2 Minutes OD Staff from AWOL addressed to the Dean request to OCS Office of the Dean

1.1 Evaluates student’s records and None 20 Minutes OCS Staff Office of the College Secretary forwards to:

- College Admission Committee for delinquent students - College Secretary for non-delinquent students College Secretary 1.2 Acts on the request and forwards to None 1 Hour Office of then College Secretary; the Dean (for AWOL, Probation); If Admission Committee; delinquent, goes through counselling via OSA for counselling OSA

Dean 1.3 Acts on the request and forwards to None 5 Minutes Office of the Dean Page | 760

OCS

OCS Staff 1.4 Informs student of the result None 2 Minutes Office of the College Secretary 2. Pays fee 2. Accepts payment and issues OR ₱225.00 5 Minutes Cashier Cash Office 3. Presents OR and receives copy of 3. Issues student’s copy of approved None 2 Minutes OCS Staff approved request request Office of the College Secretary TOTAL ₱225.00 1 Hour and 36 Minutes

Page | 761

14. Validation of subjects for transferees

This service is provided to validate subject for transferees.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Complex Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Transcript of Records Office of the University Registrar (OUR) Syllabus and Validation Request Form Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits required documents for 1. Checks and verifies courses to be None 20 Minutes OCS Staff verification of what courses to be validated validated, prepares and issues permit Office of the College Secretary for validation 2. Pays fee at Cash Office 2. Accepts payment and issues Official ₱20.00 5 Minutes Cashier Receipt (OR) Cash Office 3. Submits permit for validation 3. Accepts permit for validation exam None 2 Minutes Divison/Department/Institute Staff and forwards to faculty concerned

3.1 Acts on request and schedules the None 4-5 days Faculty Concerned exam, then, informs the student/s the

date and venue of the exam

4. Takes the Exam 4. Gives the exam and checks the paper None 3 hours Faculty Concerned after the exam

4.1 Forwards the result of the exam to None 2 Minutes Divison/Department/Institute Staff Page | 762

the OCS

4.2 Records and forwards the result of None 3 Minutes OCS Staff the exam to the Office of the Dean for Office of the College Secretary

action

Dean 4.3 Acts on the result of the exam None 2 Minutes Office of the Dean

4.4 Forwards result of the exam to the None 2 Minutes OCS Office of the Dean Staff Office of the Dean

5. Inquires the result of the validation exam 5. Issues a copy of the result of the None 3 Minutes OCS Staff validation exam Office of the College Secretary TOTAL ₱20.00 4-5 days and 39 Minutes

Page | 763

15. Request for Waiver of Maximum Residency Rule (MRR)

This service is provided to students who have not finished their programs of study within the prescribed residency period.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request for waiver of MRR addressed to the VCAA, if applying for waiver is on Supplied by students AWOL status Application for waiver of MRR form Office of the College Secretary (OCS) Approved readmission, if applicable Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out MRR form and prepares study 1. Evaluates records, prepares study None 1 Hour Faculty Adviser plan with adviser plan and affixes signature 2. Submits duly accomplished form 2. Evaluates records, accomplishes None 1 Hour Student Records Evaluator page 2 of the form and forwards request Office of the College Secretary to College Admission Committee

2.1 Acts on the request and forwards to None 2 Days College Admission Committee

the Dean for action

Dean 2.2 Acts on the request and forwards to None 1 Hour Office of the Dean the Office of the University Registrar (OUR)/Graduate Program Office (GPO)

2.3 Evaluates and prepares None 30 Minutes Student Records Evaluator recommendation ad forwards to Office OUR/GPO

Page | 764

of the Vice Chancellor for Academic Affairs (OVCAA)

2.4 Acts on request and issues Notice of None 30 Minutes OVCAA Staff Action (NOA) OVCAA 3. Receives copy of NOA 3. Issues copy of NOA None 2 Minutes Student Records Evaluator OCS/GPO TOTAL None 2 Days; 4 Hours & 2 Minutes

Page | 765

16. Application for Graduation

This service is provided to evaluate the student if he/she is qualified for graduation.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS)

Classification Simple

Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Application for Graduation Form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits duly accomplished application 1. Receives and checks the duly None 10 Minutes Program Adviser form accomplished application form, evaluates student’s records and signs form then forwards to Chair/Director of Division/Department/Institute for

endorsement

1.1 Endorses student’s application for None 2 Minutes Division/Department/Institute graduation Chair/Director

1.2 Forwards the endorsed application None 5 Minutes Division/Department/Institute Staff for graduation form to the Office of the College Secretary Page | 766

1.3 Checks, verifies and submits None 10 Minutes student’s application for graduation to College Secretary the Office of the University Registrar Office of the College Secretary (OUR) TOTAL None 27 Minutes

Page | 767

17. Issuance of requests of students for true copy of grades and certificates e.g. good moral character, enrolment/ residency, and other certifications.

This service is provided to students who are requesting for a certain documents.

Office College of Fisheries and Ocean Sciences - Office of the College Secretary (CFOS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request Slip Office of the College Secretary (OCS) Official Receipt (OR) Cash office FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits duly accomplished 1. Receives request form and bill fees None 5 Minutes OCS Staff request form Office of the College Secretary 2. Presents request form and pays 2. Accepts request form together with ₱20/₱40 per 5 Minutes Cashier fees payment and issues Official Receipt copy Cash Office (OR)

3. Submits request form with Official 3.1 Receives request form with OR and None 10 Minutes OCS Staff Receipt (OR) prepares the document(s) requested Office of the College Secretary and forwards to the College Secretary for signature

College Secretary 3.2 Signs the document(s) requested None 10 Minutes Office of the College Secretary Page | 768

4. Receives requested document(s) 4. Releases the requested document(s) None 2 Minutes OCS Staff Office of the College Secretary TOTAL ₱20/₱40 32 Minutes per copy

Page | 769

COLLEGE OF FISHERIES AND OCEAN SCIENCES (INSTITUTE OF AQUACULTURE)

External Services

Page | 770

1. Analytical Laboratory Services (AA Analysis; FAME; SFE, etc)

Office Institute of Aquaculture Classification Highly Technical Type of Transaction G2B – Government to Business entity; G2G – Government to Government; G2C – Government to Client Who may avail Researchers; Research Institutions; private hatchery corporations; private feed millers CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request for Laboratory Analyses Institute of Aquaculture

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Analytical Laboratory Services 1. Accepts letter request from NGO’s & P 20,000 AA, SFE, 7 Days F.E. Carmen & R.E. Cadiz  Proximate analysis; NGA; researchers FAME per sample Nutrition Laboratory & Microbiology  crude protein; Lab & Physiology Lab  soil analysis; 2. Forward for referral the laboratory P 1,500 Crude  water analysis; request to concerned protein  amino acid analysis-HPLC-AA; fatty acid methylester (FAME)- 3. Schedule analyses requested and P 350 for H2O and GC_MS; requires specification of samples soil samples  supercritical fluid extraction brought for analyses (SFE); P 550- lime test; 4. Release of laboratory results upon SFE  Fish Diseases Tests; payment to UPV Cashier’s Office  Neutralizing value of lime –

Page | 771

5. Forward a copy of Official Receipts to IA Office for encoding of income

TOTAL P 20,000 AA, SFE, 7 Days FAME per sample

P 1,500 Crude protein

P 350 for H2O and soil samples

P 550- lime test; SFE

Page | 772

2. Technical consultancy services (e.g., site selection; pond preparation; water culture, grow-out hatchery designs)

Offices 1. Institute of Aquaculture 2. Office of the Dean 3. Private hatchery operators 4. Private milkfish/shrimp operators 5. Government institutions 6. Researchers Classification Highly Technical Type of Transaction G2C – Government to Client; GTB – Government to Business Entity Who may avail All UPV employees qualified to the eHOPE benefit CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter request Submit request to the Director, Institute of Aquaculture through email: ia.upvisayas@#up.edu.ph

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME Submit letter request and provide 1. Referral to concerned faculty/REPS Pro bono 2 days upon Administrative Officer details of venue or address of for comments /recommendation request Faculty/REPS fishpond and hatchery farm, etc 2. Schedule visits or ocular inspection and Director 3. Feedback/evaluation of services finalization Cc: CFOS Dean of activities will require 7 working days 3 TOTAL None 10 days

Page | 773

COLLEGE OF FISHERIES AND OCEAN SCIENCES (INSTITUTE OF FISHERIES POLICY AND DEVELOPMENT STUDIES)

External Services

Page | 774

1. Conduct public service activities (i.e. Lakbay Turo; lectures; training-workshops)

Office Institute of Fisheries Policy and Development Studies Classification Complex Type of Transaction G2C – Government to Client; G2G – Government to Government Who may avail LGU’s; Elementary pupils in Southern Iloilo and other gov’t agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1 Approval of Proposal UPV 2 Invitations/ Letter Request 3 Notice to conduct public service 4 MOA/MOU

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME Coordinate with IFPDS personnel re: 1. IFPDS staff makes public service None 5 days IFPDS Director and personnel public service needs proposal & submits for approval. OVCRE personnel

2. Request for cash advance 3 days

3. Sends notice/ notification (i.e. LGU, 2 days schools, fisherfolks) to conduct training/ public service

4. Conducts public service

TOTAL None 10 days

Page | 775

2. Assistance in the Class Field Trip

Office Institute of Fisheries Policy and Development Studies Classification Simple Type of Transaction G2C – Government to Client; G2G – Government to Government Who may avail IFPDS Students and UPV employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1 Letter Request IFPDS, CFOS 2 Statement of Understanding (SOU) 3 Medical Certificate 4 Photoocopy of Insurance 5 TO & IT 6 Course Syllabi

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1 Students secures/ fills up SOU 1. Faculty-in-charge submits letter None 3 days Faculty –in-charge of the course/ subject request, SOU, medical certificate 2 Submits required papers ( i.e. and photocopy of insurance) Medical Certificate and Photoocopy of Insurance) 2. IFPDS faculty/ staff coordinates/ arrange transportation and accommodation of field trip participants

Page | 776

3. Submits request for approval to conduct field trip along with required documents to Dean’s Office

TOTAL None 3 days

Page | 777

3. Consultancy Services (from LGU and other gov’t agencies)

Office Institute of Fisheries Policy and Development Studies Classification Complex Type of Transaction G2G – Government to Government Who may avail LGU’s and other gov’t agencies in Iloilo CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request IFPDS, CFOS CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME Sends letter request for consultation 1. Director consults faculty/staff who is None 3 days IFPDS Director & personnel in expertise with the problem of the client 2. Coordinate/ discuss problem with client 3. Conduct consultancy with the client 2 days agency

TOTAL None 5 days

Page | 778

4. Use of IFPDS Library (Room use only)

Office Institute of Fisheries Policy and Development Studies Classification Simple Type of Transaction G2C – Government to Client; G2G – Government to Government Who may avail All UPV students and employees; Non-UPV constitutuents as long as they present gov’t issued ID (for room use only) CHECKLIST OF REQUIREMENTS WHERE TO SECURE Student/ Library ID Card IFPDS, CFOS CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Signs-in and presents student/ 1. Provide client with library slip 10 mins Institute Librarian library ID or any identification card 2. Checks availability of materials 2. Fills-up and presents title of needed (if not recommend related materials/ book needed materials)

3. Checks/ browse/ study materials 3. Verifies client satisfaction (if not, needed recommend more related materials)

TOTAL None 10 mins

Page | 779

5. Use of facilities and equipment (e.g. AV 102, IFPDS Conference Room, diving equipment and institute vehicles)

Office Institute of Fisheries Policy and Development Studies Classification Simple Type of Transaction G2C – Government to Client Who may avail Students and other UPV Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1 Letter Request IFPDS, CFOS 2 IFPDS Loan Form 3 Trip tickets

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Sends letter request to 1. IFPDS staff checks availability of None 2 days IFPDS personnel borrow/use facilities or equipment requested facilities or equipment 2. If available, client fills-up IFPDS 2. Staff informs Director of the Loan Forms request and status of equipment 3. Returns loaned equipment/ use 3. Director acts on the request of facilities 4. Informs clients of Director’s action 5. Staff provides client with a loan form/ prepares trip ticket

TOTAL None 2 days

Page | 780

6. Collaboration within UPV and/or with other government agencies

Office Institute of Fisheries Policy and Development Studies Classification Highly Technical Type of Transaction G2C – Government to Client G2G – Government to Government Who may avail Any UPV offices and/ or other government agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1 Letter Requests IFPDS, CFOS 2 MOA/MOU

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME Sends out response to IFPDS, CFOS 1. Sends out letter for research / public None 15 days IFPDS Director & personnel service collaboration 2. Meet/ discuss possible research/ 15 days public service collaboration 3. Drafts proposal/ MOA/ MOU 10 days 4. Signing of MOA/MOU 5. Collaboration starts

TOTAL None 40 days

Page | 781

COLLEGE OF FISHERIES AND OCEAN SCIENCES (INSTITUTE OF FISH PROCESSING TECHNOLOGY)

External Services

Page | 782

1. IFPT Analytical Service Laboratory The Analytical Service Laboratory of the Institute provides the following: Proximate composition, physico-chemical analysis, and microbiological tests for fish and fishery products Offices 1. IFPT 2. Cash Office Classification Highly Technical Type of Transaction G2C, G2B, G2G Who may avail All individuals, Private or Government Agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1 Institute form 3 Form from IFPT Office; 2 Sample specimen 4 Sample specimen from Client

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSONS RESPONSIBLE PAID TIME 1. Accomplishes Request form and 1. Accepts the form and the sample Fees will 1. 30 mins. Admin clerk submits it to the Admin Office and issues billing statement. depend on together with the sample the type of analysis 2. Pays the bill at the Cash Office and 2. Photocopies Official Receipt (refer to 2. 5 mins. Admin clerk presents the Official Receipt to the Annex A) Office 3. Forwards the form and the sample to 3. 15 mins. Admin clerk/driver the laboratory-in-charge

4. Laboratory-in-charge will conduct the 4. Processing Laboratory-in-charge analysis time depends

Page | 783

on the analysis being requested

5. Results will be forwarded to the ASL- 5. 15 mins. Laboratory-in-charge in-charge Faculty/REPS (ASL-in-charge) 6. Reviews and certifies the results 6. 1 day. AO/Admin clerk/driver

7. Results will be forwarded to the 7. 15 mins. Director Director for signature

8. Director will sign the results 8. 15 mins.

3. Receives results 9. Releasing of results 9. 15 mins Admin Clerk

TOTAL Fees will 1 day, 1 hour, 40 mins (processing time for analysis depend on not yet accounted) the type of analysis (refer to Annex A)

Page | 784

2. Processed Fishery Products Available for Sale The Institute produces and sells value-added fishery products

Offices IFPT Classification Simple Type of Transaction G2C, G2B, G2G Who may avail All individuals, Private or Government Agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE None CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING PERSONS RESPONSIBLE TIME 1. Contacts the IGP-in charge for 1. IGP-in charge will inform the client of Fees will depend on available fishery products on sale the available fishery products with the product (refer to Products IGP-in-charge corresponding price Annex B) ordered are delivered 2. Orders products are delivered within within the day IGP-in-charge/Driver the day

3. Clients pay to the IGP-in charge as soon as they receive the products

TOTAL Fees will depend on 1 day the product (refer to Annex B)

Page | 785

3. Use of Facilities/Equipment Facilities/equipment of the Institute may be used by students, by private, or government institutions

Offices IFPT Classification Simple Type of Transaction G2C/G2B/G2G Who may avail students, Private or Government Institutions CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter request From Client CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME

1. Submits letter request to the IFPT 1. Letter request is referred to the Fees 30 mins. Laboratory-in-charge Admin Office Laboratory-in-charge for depend on recommendation/schedule the facilities/ equipment 1 hour AO/Admin Aide 2. Client pays the bill and presents the 2. Issuance of billing statement requested Official receipt to IFPT (refer to 1 day AO 3. Letter request with the Annex C) recommendation of the Laboratory- in-charge and billing statement will be submitted to the Director for 15 mins Admin Aide approval 1 hour Admin Aide

4. Forwards approval to the client Depends on Laboratory-in-charge the duration of 5. IFPT gets a copy of the Official the request Page | 786

receipt

3. Client use the facilities/equipment 6. Assists in the use of facilities/ requested as per agreed schedule equipment

TOTAL Fees 1 day, 1 hour, 45 mins (processing time for analysis not depend on yet accounted) the facilities/ equipment requested (refer to Annex C)

Page | 787

4. Use of IFPT Library The Institute Library caters to students and private individuals

Offices 1. IFPT Classification Simple Type of Transaction G2C Who may avail students, Private individuals CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Library card/Form 5 for UPV students From Client 2. Letter request from private individuals

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSONS RESPONSIBLE PAID TIME 1. UPV students presents Library card 1. IFPT allows the student/s to use the P2.00/day for 5 mins. Library-in-charge or Form 5 to the Library-in-charge library overdue fee 1 day 2. Client submits letter request to the 2. Letter request is submitted to the IFPT Admin Office Director for approval

3. Approved letter request is referred to the Library-in-charge

TOTAL P2.00/day for 1 day, 5 mins overdue fee

Page | 788

5. Issuance of overtime permit, certificate of appearance, etc. Overtime permits, certificate of appearance and other similar documents are being facilitated/issued by the Institute as part of its regular operation Offices IFPT Classification Simple Type of Transaction G2C/G2G/G2B Who may avail Students, Private/Government agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE Filled-up form IFPT OFFICE CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits filled-up form to the IFPT 1. Filled-up form is submitted to the None Wihin the day AO/Director Admin Office Director for approval/signature

TOTAL None 1 day

Page | 789

6. Conducts Trainings As part of its mandate, the Institute conducts trainings in the field of Post-Harvest Fisheries

Offices IFPT Classification Complex Type of Transaction G2C/G2B/G2G Who may avail Private/Government agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request Client CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Client submits the letter request to 1. Letter request will be forwarded to Fees 1 day AO/Admin Aide the Admin Office the Director depend on the type of 1 day Director/Faculty/REPS/Admin Staff 2. The Director will refer the letter training request to the appropriate personnel being 2. Coordinates with IFPT regarding the requested 5 days Faculty/REPS conduct of the training 3. Preparation of training program in (list of accordance to the need of the client trainings in Depends on Faculty/REPS/Admin Staff Annex D) the duration of 3. Sends trainees to the venue of the 4. Conducts training activity the training training requested

TOTAL 7 days (duration of training not yet accounted)

Page | 790

7. Internship Program for Senior High School Students

The Institute assists senior high school students through its Internship Program by conducting activities to enhance/augment the implementation of the K-12 program

Offices IFPT Classification Highly Technical Type of Transaction G2G Who may avail Public Secondary Schools CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter request and MOA CLIENT CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME

1. Submits letter request and MOA to 1. Letter request will be referred to the None 30 mins. Director the IFPT Admin Office IGP-in charge re schedule 1 day AO/Admin Aide 2. MOA will be referred to the Legal Office 5 days IGP-in-charge 1 day Legal Office 3. Legal Office review MOA 1 day AO 3 days 4. MOA will be sent back to IFPT Office 15 days 5. MOA for the signature of the Director 5 days 6. MOA for the signature of the Dean

Page | 791

1 day 7. MOA for the signature of the Chancellor Depends on Laboratory-in-charge the duration of 2. School concerned will facilitate the 8. Forwards the MOA to the school the program notarization of the MOA concerned

3. Gives IFPT a copy of the notarized 9. Accepts the copy of MOA for filing MOA

4. Sends students at IFPT Laboratories 10. Assists students during the work for work immersion immersion

TOTAL 30-60 Days

Page | 792

8. Technical Consultancy Services Inquiries from clients are entertained and responded to by the Institute personnel as part of its Technical Consultancy service Offices IFPT Classification Highly technical Type of Transaction G2C/G2B/G2G Who may avail walk-in clients, industry, researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME

1. Client may come directly to the 1. Inquiries in any form may be At least within Faculty/REPS/Admin office, submit a letter request, send responded directly by the personnel three (3) an email or a text message or any concerned or may be referred by the working days other form of communication either Director to the IFPT Office or a particular 2. Personnel concerned will discuss 1-20 days faculty or REPS with the client re his/her needs depending on the need/s of the client TOTAL 25 to 30 days

Page | 793

9. Tour of IFPT Facilities Request for the tour of the Institute facilities are being facilitated

Offices IFPT Classification Simple Type of Transaction G2C/G2B/G2G Who may avail Private/Government agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME

1. Client requests/informs IFPT office of 1. The Office facilitates the tour in None 1 day Engineer/Laboratory-in-charge/REPS the schedule for tour of IFPT accordance with the request facilities

TOTAL None 1 day

Page | 794

ANNEX A

IFPT ANALYTICAL SEVICE RATES

Analysis Rate per Sample

Proximate Composition

Moisture 525

Ash 520

Crude fat (solvent extraction) 550

Crude protein (Kjeldahl) 980

Physico-chemical Analysis pH 150

Peroxide value 560

TVB-N/TMA-N 625

Indole 1,620

Thiobarbituric acid 550

K-value 850

Page | 795

Microbiological Tests

Total viable count 1,200

E. coli (Presumptive) 1,300

E. coli (Confirmatory) 1,950

Coliform 650

Mold and Yeast Count 550

Salmonella (presumptive) 1,900

Staphylococcus aureus 1,800

Vibrio cholerae 1,200

Vibrio parahaemolyticus 1,200

Gnp/2019

Page | 796

ANNEX B

List of IFPT Fishery Products

Product Description Cost 1. Surimi Nuggets P 85.00/pack 2. Smoked deboned Bangus (100-150g) 95.00/pc 3. Smoked deboned Bangus (151-200g) 115.00/pc 4. Bottled Bangus in Canola Oil (Regular) 135.00/bot 5. Bottled Bangus in Canola Oil (Hot and spicy) 135.00/bot

6. Fish Surimi Kikiam 100.00/pack

Page | 797

ANNEX C

RATES FOR USE OF EQUIPMENT

EQUIPMENT LOCATION* RATE PER HOUR USE UPV SUC/GA PI/I

Autoclave 'Hirayama' FML 90.00 100.00 110.00 Autoclave 'Hynoter' FML 55.00 60.00 70.00 Autoclave 'Hysc' FML 85.00 95.00 105.00 Drier 'Hereus' FML 45.00 50.00 55.00 Electronic balance 'Ohaus' FML 25.00 30.00 35.00 Gel electrophoresis FML 75.00 80.00 95.00 Hotplate Stirrer FML 25.00 30.00 35.00 Incubator FML 30.00 35.00 40.00 Laminar clean bench 'Biobase' FML 165.00 185.00 205.00 Laminar flow FML 110.00 120.00 140.00 Magnetic Stirrer FML 20.00 25.00 20.00 Microcentrifuge 'Hercuvan' FML 75.00 85.00 95.00 Non-UV transilluminator FML 85.00 95.00 110.00 Oil bath FML 45.00 50.00 55.00 Oven 'Memmert' FML 45.00 50.00 55.00 Oven 'WT-Binder' FML 45.00 50.00 60.00

Page | 798

Shaker FML 25.00 30.00 35.00 Thermal cycler 'Hercuvan' FML 140.00 155.00 180.00 Water bath FML 45.00 50.00 55.00 Analytical balance 'Sartorius' FCL 90.00 95.00 110.00 Centrifuge 'Centurion' FCL 70.00 75.00 85.00 Centrifuge 'Hermle' FCL 125.00 140.00 165.00 Digester FCL 85.00 95.00 105.00 Digester 'Foss' FCL 100.00 110.00 130.00 Distiller 'Foss' FCL 160.00 175.00 200.00 Fumehood FCL 35.00 40.00 45.00 Furnace FCL 80.00 90.00 110.00 Hotplate stirrer 'Ika' FCL 55.00 60.00 70.00 Multimedia FCL 70.00 75.00 90.00 Oven dryer FCL 50.00 55.00 65.00 pH Meter FCL 70.00 75.00 90.00 Soxhlet heater FCL 55.00 60.00 70.00 Spectrophotometer 'Cary 60' FCL 180.00 195.00 225.00 Texture analyser FCL 165.00 180.00 210.00 Topload balance FCL 65.00 70.00 80.00 Ultrasonic homogenizer FCL 100.00 110.00 130.00 Waterbath 'Cole Parmer' FCL 80.00 85.00 100.00

Page | 799

Can seam projector SPL 35.00 40.00 45.00 Chiller 'Fujidenzo' SPL 40.00 45.00 50.00 Climate chamber SPL 60.00 65.00 75.00 Deep fryer SPL 65.00 70.00 80.00 Dish sterilizer SPL 45.00 50.00 60.00 Electric can opener SPL 40.00 45.00 50.00 Electronic weighing scale SPL 40.00 45.00 50.00 Food dehydrator SPL 260.00 280.00 325.00 Food processor SPL 40.00 45.00 50.00 Hammer mill SPL 40.00 45.00 50.00 Hydraulic press, manual SPL 35.00 40.00 45.00 Meat and bone separator SPL 100.00 110.00 125.00 Meat cutter SPL 100.00 105.00 125.00 Mincer SPL 50.00 55.00 60.00 Mixer, 110 SPL 45.00 50.00 60.00 Mixer, 220 SPL 70.00 80.00 90.00 Oven 'Heraeus' SPL 60.00 65.00 75.00 Oven 'Kyowa' SPL 55.00 60.00 70.00 Plastic sealer SPL 40.00 45.00 50.00 Potentiometer SPL 210.00 230.00 270.00 Refrigerator 'Condura' SPL 35.00 40.00 45.00

Page | 800

Sausage stuffer, manual SPL 40.00 45.00 50.00 Silent cutter, big SPL 60.00 70.00 80.00 Silent cutter, small SPL 60.00 65.00 75.00 Spray dryer SPL 260.00 285.00 325.00 Universal pulverizer SPL 50.00 55.00 60.00 Upright freezer SPL 40.00 45.00 50.00 Vacuum packaging machine SPL 80.00 85.00 100.00 Washing machine SPL 40.00 45.00 50.00 Weighing scale, manual SPL 35.00 40.00 45.00 Boiler "Coates" SPP 225.00 250.00 285.00 Boiler "Hotshot" SPP 175.00 195.00 225.00 Can Sealer SPP 120.00 135.00 155.00 Chest freezer SPP 220.00 240.00 280.00 Compressor SPP 105.00 115.00 135.00 Distilling unit SPP 235.00 260.00 295.00 Dough mixer SPP 125.00 135.00 155.00 Exhauster SPP 125.00 140.00 160.00 Fish Meal Plant SPP 380.00 415.00 485.00 Hoist SPP 120.00 135.00 155.00 Meat & Bone Separator SPP 135.00 150.00 170.00 Meat cutter SPP 135.00 150.00 170.00

Page | 801

Pulverizer SPP 120.00 135.00 160.00 Spryer SPP 140.00 155.00 180.00 Torry kiln SPP 690.00 750.00 865.00 Vacuum can seamer SPP 135.00 150.00 170.00

*FML- Fisheries Microbiology Lab, FCL- Fisheries Chemistry Lab, SPL- Seafood Processing Lab, SPP- Seafood Pilot Plant

Page | 802

ANNEX D

List of Frequently Requested Trainings

1. Training on Bangus Deboning and Smoking 2. Training on Value-Addition of Fish and Fishery products 3. Training on Thermally Processed Products 4. Training on Product Development 5. Training on Quality Management System and Food Safety 6. Training on Improved Fish Processing Technologies

Page | 803

COLLEGE OF FISHERIES AND OCEAN SCIENCES (INSTITUTE OF MARINE FISHERIES AND OCEANOLOGY)

External Services

Page | 804

1. Use of Histological Services The histological laboratory is a repository of specimen for histology purposes. It caters to various internal and external clients of the University who requests for services. The acceptance of request is on first come first served basis.

Office Institute of Marine Fisheries and Oceanology Classification Simple Type of Transaction G2C – Government to Client Who may avail Faculty, Researchers; Research Institutions, Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request for Histological Services Institute of Marine Fisheries and Oceanology CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Client submits letter request duly 1. Staff receives inquiry/issues request P100/slide 1 day Lab Technician/Lab Staff of Histology noted by the Faculty-In-Charge and job order form Lab (FIC) for histological services 2. Staff checks completeness of entries, signatures and records request

3. Staff acts on the requests with approval from the FIC

4. Staff forwards requests to Lab-In- Charge

Page | 805

2. Client submits samples, 5. Staff receives and processes the approved request and job order samples and issues billing form to Lab-In-Charge statements

3. Client pays the bill at the Cash office and submits Official Receipt (OR)

4. Client checks and accepts final 6. Staff records Official receipt and slides releases final slides

TOTAL P100/slide 5-7 days

Page | 806

2. Use of IMFO Library Facilities IMFO Library is a storehouse of books for our graduate and undergraduate students. It also provides various other sources of information for reading in its premises as well as borrowing for home. The IMFO collection of library materials include books, manuscripts, magazines, periodicals, videos, audios, DVDs and various other formats. Office Institute of Marine Fisheries and Oceanology Classification Simple

Type of Transaction G2C – Government to Client Who may avail Faculty, Researchers; Research Institutions, Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request for use of library facilities Institute of Marine Fisheries and Oceanology CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Client inquires availability of 1.Library Staff responds to inquiries N/A 20 mins IMFO Library Staff books/other library materials 2. Checks availability of books/reference materials - If not available (Library staff advises clients to check inquired materials to main library) -If available

2. Client signs borrower’s card and 3. Staff checks borrower’s card, affix presents library ID signature and stamp due date

Page | 807

3. Client receives and returns 4. Releases requested library materials, borrowed materials on specified and reminds accountability after due due date date

TOTAL 20 mins

Page | 808

3. Use of Instructional and Research Facilities

The IMFO instructional and research facilities allow graduate and undergraduate students to interact directly with the data gathered. They get a first-hand experience by performing various experiments on their own. It helps students to remember concepts better. It helps to transfer the experience to other learning situations. It is a facility that provides controlled conditions in which scientific research experiments and measurement may be performed. It makes teaching and learning easy both for faculty as well students.

Office Institute of Marine Fisheries and Oceanology Classification Simple

Type of Transaction G2C – Government to Client Who may avail Faculty, Researchers; Research Institutions, Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request for use of instructional facilities Institute of Marine Fisheries and Oceanology CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSIN PERSON RESPONSIBLE G TIME 1. Client inquires on how to use IMFO 1. Staff responds to inquiries P250 per hour 1 hour IMFO Staff Instructional Facilities 2. Receives and records requests 2. Submits letter request (Non-IMFO and external clients only) 3. Checks completeness of entries, - submits request form signatures and attachments

3. Submits approved request 4. Acts on request

4. Pays computed fees (computer, 5. Receives and records approved LCD) requests

Page | 809

5. Submits OR 6. Prepared requested facilities and equipment

7. Bills and payments

8. Receives and records OR

9. Clears accountability

TOTAL P250 per hourr 1 hour

Page | 810

COLLEGE OF ARTS AND SCIENCES External Services

Page | 811

1. Issuance of Certificate of Appearance (By appointment, Scheduled Visit and Walk-in-clients) Certificate of appearance are issued to the visitors of the College who are on official business.

Office Office of the Dean, College of Arts and Sciences Classification Simple Type of G2C- Government to Citizen Transaction Who may avail All visitors and clients transacting with the Office of the Dean CHECKLIST OF REQUIREMENTS WHERE TO SECURE Written or verbal request for the certificate after the visit/transaction Office of the Dean, CAS CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Request for certificate of 1. Prepares the Certificate None 1 Day Ma. Cristina S. Molano appearance Administrative Assistant II

2. Checks and initial the document Ma. Susan C. Otero Administrative Officer V

3. Signs the Certificate Ma. Severa Fe S. Katalbas Dean TOTAL None 1 Day

Page | 812

2. Issuance of Appointment of Panel Members for Special Problem/Thesis The Unit Head concerned shall recommend the composition of the Special Problem Committee and the student’s Special Problem topic for action by the Dean. The student’s Special Problem topic should be within the primary discipline or field of the degree program pursued. Appointment of Panel Members for Special Problem/Thesis are issued to Faculty Members who will guide the students in their capstone project

Office Office of the Dean, College of Arts and Sciences Classification Simple Type of Transaction G2C- Government to Citizen Who may avail CAS Faculty CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request stating the proposed panel members and date of proposal Office of the Dean, CAS

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Submits letter of request stating 1. Receives the letter of request None 1 Day Maria Regina M. Montevirgen the proposed panel members Administrative Assistant II and date of proposal defense

2. Evaluates the request and forwards to Ma. Susan C. Otero the Dean for action Administrative Officer V 3. Approves the request and issue Ma. Severa Fe S. Katalbas appointment of panel members Dean Ma. Regina M. Montevirgen Page | 813

2. Receives copy of the request 4. Receives the appointment and Administrative Assistant II furnishes copies to panel members and student

TOTAL None 1 Day

Page | 814

3. Issuance of Travel Order for Local Travels within the Authority of the Dean Faculty members and staff are required to request for travel order whenever they leave their official station during official time. For faculty members with teaching assignments in Iloilo City campus, requests for travel order should be done at the start of the semester. Students who will travel for seminars, workshops, conferences, competitions, and others are also required to request for travel order. Request must be submitted 5 calendar days before the scheduled date of travel.

Office Office of the Dean, College of Arts and Sciences Classification Simple Type of G2C- Government to Citizen Transaction Who may avail Faculty, staff and students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Online application or manual application in case the UIS is not available UIS Portal; Divisions/Departments/Offices; Office of the Dean, CAS Letter of Request

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME None 3 Days 1. Access the UIS Portal and 1. Division/Department Chair/Unit Heads Division/Department Chairs/Unit fills out the form recommends the request for approval Heads

2. Approves the request for Travel Order Ma. Severa Fe S. Katalbas 3. Issue Travel Order Dean

Page | 815

4. Furnishes copy to faculty/staff Maria Regina M. Montevirgen concerned Administrative Assistant II

TOTAL None 3 Days

Page | 816

4. Requests for flexi time of CAS Administrative Staff CAS Administrative Staff requests for flexi time to be able to cater to the needs of the students and the faculty.

Office Office of the Dean, College of Arts and Sciences Classification Simple Type of Transaction G2C- Government to Citizen Who may avail UPV CAS Administrative Staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of Request Office of the Dean, CAS CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Submits letter of request 1. Division Chair/Unit Head recommends the None 1 Day Maria Regina M. Montevirgen for flexi time request for flexi time Administrative Assistant II

2. Checks and evaluates the request for flexi Ma. Susan C. Otero time Administrative Officer V

3. Approves the request Ma. Severa Fe S. Katalbas Dean TOTAL None 1 Day

Page | 817

5. Use of CAS Facilities and Equipment Beyond Office Hours

The use of facilities and equipment is intended for the use of researchers and to cater the requests of students, organizations and other units for the conduct of their activity/event beyond office hours. The request should be made at least one day before date of use. The requestor will exercise care and observe safety precaution in the use of facilities to prevent fire or damage of equipment. He/she answer for all damages that may arise due to carelessness or negligence.

Office Office of the Dean, College of Arts and Sciences

Classification Simple

Type of Transaction G2C- Government to Citizen

Who may avail CAS Faculty and staff

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Accomplished Overtime/Overnight Permit Form Office of the Dean, CAS

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submits overtime/overnight 1. Receives the request form and None 1 Day Ms. Maria Regina M. Montevirgen permit form forwards to person in-charge Administrative Assistant II

2. Evaluates the request and determines Hannah Liza Novesteros the availability of the requested Student Records Evaluator I facility/equipment

3. Endorses the request to the Dean for Ms. Ma. Susan C. Otero approval Administrative Officer V Page | 818

4. Approves/Disapproves the request Prof. Ma. Severa Fe S. Katalbas 2. Receives a copy of the Dean Approved/Disapproved Permit 5. Gives a copy of the Form Approved/Disapproved Permit Form Ms. Maria Regina M. Montevirgen Administrative Assistant II

Requestor

TOTAL None 1 Day

Page | 819

6. Use of CAS Facilities and Equipment During Office Hours The use of facilities and equipment is intended for make-up classes of faculty and to cater the requests of students, organizations and other units for the conduct of their activity/event. The request should be made at least one day before date of use and should be returned in good condition and in order as borrowed. Office 1. Office of the Dean, College of Arts and Sciences 2. Office of the College Secretary Classification Simple Type of Transaction G2C- Government to Citizen Who may avail Faculty and students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished request form Office of the Dean, CAS 2. Letter of Request CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Fills out request form 1. Receives the request form and None 1 Day Maria Regina M. Montevirgen /Submit letter of forwards to person in-charge Administrative Assistant II request 2. Evaluates the request and Hannah Liza Novesteros determines the availability of the Student Records Evaluator I requested facility/equipment

3. Endorses the request for action Ma. Susan C. Otero of the Dean Administrative Officer V

4. Approves/Disapproves the Ma. Severa Fe S. Katalbas request Dean TOTAL None 1 Day

Page | 820

7. *Pre-registration of Students

Pre-registration is a service intended to provide information to students before the registration proper.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Schedule CRS

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Gets the schedule from the CRS 1. (No Action) None None None

2. Presents the schedule to the adviser 2. Evaluates the schedule None 30 Minutes Program Adviser for evaluation

3. Prints temporary form 5 for validation 3. (No Action) None 15 Minutes Program Adviser of subjects by Program Adviser

TOTAL None 45 Minutes

* CAS uses online validation of subjects and it is the adviser who will do that. The purpose of this is for a paperless transaction.

Page | 821

8. Issuance of permit for Cross-registration

This is a service provided to students who intend to cross-register to another constituent university.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS) Simple Classification G2C – Government to Client Type of Transaction

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Cross-registration form Office of the College Secretary Copy of grades Office of the College Secretary

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills up 3 copies of cross- 1. Issues cross-registration form None 10 Minutes OCS Staff registration form (crf) Office of the College Secretary

2. Brings the duly filled up crf to 2. Evaluates and assesses the student None 20 Minutes Program Adviser adviser for signature records and recommends the subjects to be taken

3. Submits the duly signed form to the 3. Recommends cross-registration of None 20 Minutes College Secretary Office of the College Secretary (OCS) the students and forwards the same to Office of the College Secretary the Office of the University Registrar (OUR) for approval. Wait for OUR approval. (Waiting time is approximately Page | 822

1 day)

4. Claims the approved/disapproved 4. Issues the approved/disapproved None 5 Minutes OCS Staff CRF CRF Office of the College Secretary

TOTAL None 1 Day and 55 Minutes

Page | 823

9. Enrollment/Registration for Regular Students This is a service provided to students who have approved pre-registration.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS)

Classification Simple

Type of Transaction G2C – Government to Client

Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Copy of grades Office of the College Secretary (OCS) Adviser Validation CRS (If online registration, adviser validation will be eliminated) Medical Certificate (every first semester) Health Services Unit (HSU) Admission Slip (every first semester for Freshmen and Transferees) Office of the University Registrar (OUR) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits the required documents to 1. Checks and assesses the None 5 Minutes OCS Staff the OCS. completeness of the required Office of the College Secretary documents and tags the student to a pre-assigned program adviser.

2. Proceeds to the program adviser 2. Validates the subjects. None 15 Minutes Program Adviser for validation of subjects.

Page | 824

3. Proceeds to assessment 3. Assesses the students for payment None 5 Minutes OCS Staff and prints form 5 Office of the College Secretary

4. Goes to Program Adviser for 4. Signs the form 5 None 2 Minutes Program Adviser signature 5. Returns the form 5 to OCS to 5. Stamps the registration form 5 with None 2 Minutes OCS Staff finalize the enrolment. “registered”. Office of the College Secretary

TOTAL None 30 minutes

Page | 825

10. Application for transfer from other Colleges within UPV

This service is provided to students who intend to transfer from other colleges within UPV.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS)

Classification Complex

Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request form to transfer Supplied by students OSA Evaluation Office of the Student Affair (OSA) Copy of grades Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits the required 1. Convenes the college admissions None 1 - 3 Days College Secretary documents. committee Office of the College secretary

1.1 Evaluates the request for transfer of None 1 Day College Admission Committee the students

2. Claims the notice of action 2. Releases the notice of action None 2 Minuntes OCS Staff Office of the College Secretary TOTAL None 4 Days and 2 Minutes

Page | 826

11. Application for shifting of course

This service is provided to students who intend to shift course.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS)

Classification Complex

Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Application form for shifting Office of the College Secretary (OCS)

Copy of grades Office of the University Registrar (OUR)

OSA Recommendation on certain cases Office of the Student Affairs (OSA) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits application form with 1. Receives application None 2 Minutes Administrative Aide VI requirements Office of the College Secretary

1.1 Evaluates student’s records and None 7 Days Student Records forwards request form to College Evaluator 2 or Student Records Admissions Committee or Evaluator 1 Division/Department/Institute offering Office of the College Secretary the Program

Page | 827

1.2 College Admissions Committee or None 30 Minutes College Admissions Division/Department head acts on the Committee or application Department/Division Head Office of the College Secretary

College Admissions 1.3 Forwards recommendation action None 5 Minutes Committee or to Office of the College Secretary Department/Division Head (OCS) Office of the College Secretary

1.4 Signs the request None 5 Minutes College Secretary Office of the College Secretary

2. Receives notice of action 2. Issues notice of action None 5 Minutes Administrative Aide VI Office of the College Secretary

TOTAL None 7 Days, 47 Minutes

Page | 828

12. Change/Add of Matriculation

This service is provided to students who want to change/add matriculation.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Change/Add Matriculation form Office of the College Secretary (OCS)

Registration form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures form from the Office of 1. Issues forms None 1 Minute OCS Staff the College Secretary Office of the College Secretary

2. Fills out Change of Matriculation 2. Checks, evaluates and signs the None 5 Minutes Program Adviser form (UP Form 26) and secures the request form signature of the Program Adviser of the subject authorized

3. Submits the duly accomplished 3. Receives the duly accomplished None 1 Minute OCS Staff Change of Matriculation form to the Change of Matriculation form Office of the College Secretary Office of the College Secretary 3.1 Adds/changes/cancels courses None 10 Minutes OCS Staff Office of the College Secretary Page | 829

3.2 Assesses and bills fees then returns None 5 Minutes OCS Staff the form together with the billing Office of the College Secretary statement

4. Proceeds to Cash Office and 4. Accepts the form and billing *₱1,000/unit 5 Minutes Cashier presents the form and billing statement together with the payment Cash Office statement together with the then issues an OR payment 5. Returns the form and OR to the 5. Receives the form and OR None 1 Minute OCS Staff OCS Office of the College Secretary

5.1 Forwards the form and OR to None 1 Minute OCS Staff College Secretary for action Office of the College Secretary

5.2 Signs the form None 5 Minutes College Secretary Office of the College Secretary

6. Receives copy of form with action 6. Issues the student’s copy of form with None 1 Minute OCS Staff action Office of the College Secretary TOTAL *₱1,000/ 35 Minutes unit * Note: These are for students not eligible under RA 10931.

Page | 830

13. Student request for overload This service is provided to students who want to have overload subjects.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS)

Classification Simple

Type of Transaction G2C – Government to Client Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Overload request form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits the duly accomplished 1. Receives the duly accomplished None 2 Minutes OCS Staff overload request form overload request form and forwards it to Office of the College Secretary School Credits Evaluator for evaluation

1.1 Evaluates the request of student for None 1 Hour School Credits Evaluator Office of the College Secretary overload and forwards to College

Secretary for recommendation College Secretary 1.2 Recommends and forwards request None 15 Minutes Office of the College Secretary to the Dean for final action

1.3 Acts on the request and returns the None 10 Minutes Dean letter to the OCS Office of the Dean Page | 831

2. Receives copy of the action 2. Issues the notice of action to the None 5 Minutes OCS Staff student Office of the College Secretary

TOTAL None 1 Hour and 32 Minutes

Page | 832

14. Substitution of courses

This service is provided to students who want to substitute courses

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS)

Classification Simple

Type of Transaction G2C – Government to Client

Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request for Substitution of Courses form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form 1. Issues form None 1 Minute OCS Staff Office of the College Secretary

2. Submits form 2. Evaluates request and validates None 15 Minutes OCS Staff grade (s) and forwards to Office of the College Secretary Division/Department

3.Secures recommendation of 3. Recommends request for substitution None 15 Minutes Program Adviser and Program Adviser and Division/Department/Institute Division/Department/Institute Chair/Director Chair/Director

4. Submits request to OCS 4. Acts on the request None 5 Minutes College Secretary Office of the College Secretary Page | 833

5. Receives copy of action 5. Issues the student’s copy of action None 5 Minutes OCS Staff and forwards a copy to OUR Office of the College Secretary

TOTAL None 41 Minutes

Page | 834

15. Application for Waiver of Pre-requisite This service is provided to students who wish to apply for waiver of pre-requisite.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS) Classification Simple Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Pre-requisite waiver form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form and submits to the 1. Signs Certification None 3 Minutes Faculty of Pre-requisites course Division/Department/Institute of Pre- requisite course

2. Secures recommendation and 2. Validates grades and recommends on None 10 Minutes Program Adviser and approval the request Division/Department/Institute Chair/Director

3. Submits duly signed waiver 3. Receives and checks the waiver and None 3 Minutes OCS Staff forward to College Secretary for action Office of the College Secretary

3.1 Acts on the request None 5 Minutes College Secretary Office of the College Secretary

Page | 835

4. Receives a copy of action 4. Issues a copy of action None 2 Minutes OCS Staff Office of the College Secretary

TOTAL None 23 Minutes

Page | 836

16. Issuance of Permit for Removal of 4.0 and Completion of Incomplete grade This service is provided to students who have 4.0/incomplete grade for removal/completion.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS)

Classification Simple

Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Completion/Removal Permit Office of the College Secretary (OCS)

FEES TO BE PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID TIME 1. Fill out completion/removal permit 1. Bills and issues Official Receipt If within removal 5 Minutes Cashier and proceeds to the Cash Office for period: none Cash Office payment If not: ₱20 for removal & ₱10 for completion

2. Submits permit for 2. Recommends permit None 2 Minutes College Secretary completion/removal Office of the College Secretary 3. Receives approved permit 3. Issues approved permit None 1 Minute OCS Staff Office of the College Secretary 4. Presents permit before 4. Approves permit None 2 Minutes Faculty concerned Page | 837

completion/removal exam TOTAL If within 10 Minutes removal period: none If not: ₱20 for removal & ₱10 for completion

Page | 838

17. Dropping of subjects/courses This service is provided to students who want to drop subjects/courses.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Dropping form Office of the College Secretary (OCS)

FEES TO BE PROCESSIN CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID G TIME 1. Fills out form 1. Issues form None 1 Minute OCS Staff Office of the College Secretary 2. Secures signature of teacher 2. Evaluates class standing and signs None 5 Minutes Faculty-In-Charge of the course form 3. Secures signature of adviser 3. Checks records and signs form None 5 Minutes Adviser

4. Presents form for assessment 4. Assesses and bills fee None 5 Minutes OCS Staff Office of the College Secretary 5. Pays dropping fee 5. Accepts the billing statement together ₱10/unit 5 Minutes Cashier with the payment and issues OR Cash Office

6. Submits duly accomplished 6. Checks and verifies student’s record None 5 Minutes OCS Staff dropping form with OR Office of the College Secretary

Page | 839

7. Receives copy of action 7. Issues student’s copy of action None 2 Minutes OCS Staff Office of the College Secretary

TOTAL ₱10 per unit for 28 Minutes dropping fee

Page | 840

18. Application for Leave of Absence (LOA) This service is provided to students who want to leave.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS) Classification Simple Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE LOA Form Office of the College Secretary (OCS) Medical Certificate (if for health reasons) Health Services Unit (HSU) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures and fills out form 1. Issues form None 1 Minute OCS Staff Office of the College Secretary

2. Submits duly filled out LOA form 2. Receives and evaluates records and None 5 Minutes OCS Staff bills fees Office of the College Secretary

3. Pays fee 3. Accepts billing statement together ₱150.00 5 Minutes Cashier with payment and issues OR

4. Submits form with OR 4. Accept forms and forwards to the None 5 Minutes OCS Staff Division/Department/Institute concerned Office of the College Secretary Page | 841

4.1 Acts on the request and forwards None 5 Minutes Division/Department/Institute to OCS Chair/Director

4.2 Acts on the request None 5 Minutes College Secretary Office of the College Secretary

5. Receives copy of the request for LOA 5. Issues copy of the request for LOA None 2 Minutes OCS Staff with action with action Office of the College Secretary

TOTAL ₱150.00 for 28 Minutes LOA Fee

Page | 842

19. Re-admission from AWOL This service is provided to AWOL status students who want to be re-admitted.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request for readmission from AWOL addressed to the Dean Supplied by students OSA Recommendation for delinquent students Office of the Student Affairs (OSA) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits letter of request for 1. Records and forwards letter of None 2 Minutes OD Staff readmission from AWOL addressed request to OCS Office of the Dean to the Dean

1.1 Evaluates student’s records and None 20 Minutes OCS Staff Office of the College Secretary forwards to:

- College Admission Committee for delinquent students - College Secretary for non-delinquent students College Secretary 1.2 Acts on the request and forwards to None 1 Hour Office of then College Secretary; Admission Committee; Page | 843

the Dean (for AWOL, Probation); If OSA for counselling delinquent, goes through counselling via OSA

Dean Office of the Dean 1.3 Acts on the request and forwards to None 5 Minutes

OCS OCS Staff Office of the College Secretary 1.4 Informs student of the result None 2 Minutes

2. Pays fee 2. Accepts payment and issues OR ₱225.00 5 Minutes Cashier Cash Office 3. Presents OR and receives copy of 3. Issues student’s copy of approved None 2 Minutes OCS Staff approved request request Office of the College Secretary

TOTAL ₱225.00 1 Hour and 36 Minutes

Page | 844

20. Validation of subjects for transferees

This service is provided to validate subject for transferees.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS) Classification Complex Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Transcript of Records Office of the University Registrar (OUR)

Syllabus and Validation Request Form Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits required documents for 1. Checks and verifies courses to be None 20 Minutes OCS Staff verification of what courses to be validated, prepares and issues permit Office of the College Secretary validated for validation

2. Pays fee at Cash Office 2. Accepts payment and issues Official ₱20.00 5 Minutes Cashier Receipt (OR) Cash Office

3. Submits permit for validation 3. Accepts permit for validation exam None 2 Minutes Divison/Department/Institute Staff and forwards to faculty concerned

3.1 Acts on request and schedules the None 4-5 days Faculty Concerned

exam, then, informs the student/s the

Page | 845

date and venue of the exam 4. Takes the Exam 4. Gives the exam and checks the paper None 3 hours Faculty Concerned after the exam

4.1 Forwards the result of the exam to None 2 Minutes the OCS Divison/Department/Institute Staff

OCS Staff 4.2 Records and forwards the result of None 3 Minutes Office of the College Secretary the exam to the Office of the Dean for action Dean 4.3 Acts on the result of the exam None 2 Minutes Office of the Dean

4.4 Forwards result of the exam to the None 2 Minutes OCS Office of the Dean Staff Office of the Dean

5. Inquires the result of the validation 5. Issues a copy of the result of the None 3 Minutes OCS Staff exam validation exam Office of the College Secretary

TOTAL ₱20.00 4-5 days and 39 Minutes

Page | 846

21. Request for Waiver of Maximum Residency Rule (MRR)

This service is provided to students who have not finished their programs of study within the prescribed residency period.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS)

Classification Simple Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request for waiver of MRR addressed to the VCAA, if applying for waiver is Supplied by students on AWOL status Application for waiver of MRR form Office of the College Secretary (OCS) Approved readmission, if applicable Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out MRR form and prepares 1. Evaluates records, prepares study None 1 Hour Faculty Adviser study plan with adviser plan and affixes signature

2. Submits duly accomplished form 2. Evaluates records, accomplishes None 1 Hour Student Records Evaluator page 2 of the form and forwards request Office of the College Secretary to College Admission Committee

2.1 Acts on the request and forwards to None 2 Days College Admission Committee

the Dean for action

Page | 847

Dean 2.2 Acts on the request and forwards to None 1 Hour Office of the Dean the Office of the University Registrar (OUR)/Graduate Program Office (GPO)

Student Records Evaluator 2.3 Evaluates and prepares None 30 Minutes OUR/GPO recommendation ad forwards to Office of the Vice Chancellor for Academic Affairs (OVCAA) OVCAA Staff 2.4 Acts on request and issues Notice of None 30 Minutes OVCAA Action (NOA)

3. Receives copy of NOA 3. Issues copy of NOA None 2 Minutes Student Records Evaluator OCS/GPO TOTAL None 2 Days, 4 Hours, 2 Minutes

Page | 848

22. Application for Graduation This service is provided to evaluate the student if he/she is qualified for graduation.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Application for Graduation Form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits duly accomplished 1. Receives and checks the duly None 10 Minutes Program Adviser application form accomplished application form, evaluates student’s records and signs form then forwards to Chair/Director of Division/Department/Institute for

endorsement

1.1 Endorses student’s application for None 2 Minutes Division/Department/Institute graduation Chair/Director

1.2 Forwards the endorsed application None 5 Minutes Division/Department/Institute Staff for graduation form to the Office of the College Secretary

Page | 849

1.3 Checks, verifies and submits None 10 Minutes College Secretary student’s application for graduation to Office of the College Secretary the Office of the University Registrar (OUR)

TOTAL None 27 Minutes

Page | 850

23. Issuance of requests of students for true copy of grades and certificates e.g. good moral character, enrolment/residency, and other certifications. This service is provided to students who are requesting for a certain documents.

Office College of Arts and Sciences – Office of the College Secretary (CAS-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request Slip Office of the College Secretary (OCS) Official Receipt (OR) Cash office FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME

1. Submits duly accomplished 1. Receives request form and bill fees None 5 Minutes OCS Staff request form Office of the College Secretary

2. Presents request form and pays 2. Accepts request form together with ₱20/₱40 per 5 Minutes Cashier fees payment and issues Official Receipt copy Cash Office (OR)

3. Submits request form with Official 3.1 Receives request form with OR and None 10 Minutes OCS Staff Receipt (OR) prepares the document(s) requested Office of the College Secretary and forwards to the College Secretary Page | 851

for signature

3.2 Signs the document(s) requested None 10 Minutes College Secretary Office of the College Secretary

4. Receives requested document(s) 4. Releases the requested document(s) None 2 Minutes OCS Staff Office of the College Secretary

TOTAL ₱20/₱40 32 Minutes per copy

Page | 852

COLLEGE OF ARTS AND SCIENCES (CENTER FOR WEST VISAYAN STUDIES) External Services

Page | 853

1. CWVS Library Services

The CWVS maintains a Library, Archives and Special Collections providing services to both UPV and Non-UPV users. These services cater foreign and local scholars, researchers and students in terms of generating resources for their researches and publication works. The CWVS special collections include ethnographic materials of West Visayan historians like Henry Funtecha and Demy Sonza as well as anthropologists such as Felipe Jocano and Alicia Magos. Also, literary works of West Visayan novelists such as Magdalena Jalandoni, Ramon Muzones, and Conrado Norada.

Office Center for West Visayan Studies/CAS

Classification Simple Type of Transaction G2C – Government to Client Who may avail UPV and Non-UPV Teachers, Students and Researchers CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter to the Director (for Non- UPV Clients) CWVS Director 2. Valid ID (for UPV and Non-UPV Clients) 3. Official Receipt (Non-UPV Clients)

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Client sends letter to CWVS 7. Admin Staff receives and records the None Faith O. Reforma Director for approval of request. request. Admin. Asst. I

CWVS Director approves/disapproves the Randy M. Madrid, PhD letter of request depending on the merits of the CWVS Director purpose.

2. Approved Request forwarded to 8. SDO II records and files the approved None Ophelia G. Balogo Scientific Documentation Officer II request. 1 Day SDO II Page | 854

for recording and filing.

3. Non-UPV Client is requested to 9. Cash Office receives payment and issues P 50.00 pay Library Fee at Cash Office and Official Receipt to Non-UPV Client. Official Receipt should be secured Cash Office Staff and presented to the SDO II. 4. SDO II check receipt and valid ID, 4. Both UPV and Non-UPV Clients avail the None and provides the materials needed Library Services. by the client (for NON-UPV Client) Ophelia G. Balogo SDO II directly provides the SDO II material needed by the client after presenting the valid ID(for UPV Client). TOTAL P 50.00 1 Day

Page | 855

2. Tour of CWVS Museums The CWVS maintains memory hubs such as Habol and Humay Museums, which showcase in its material form the rich heritage of Western Visayas in terms of its weaving traditions and the staple livelihood – rice farming. The Habol Museum contains more than two dozen collection of patadyong, hablon, sinamay, piña, jusi, and other traditional textiles in the region. On the other hand, the Humay Museum is a repository of traditional farming tools and implements as well as fishing gears and traps. The Indigenous Peoples Resource Hub provides a glimpse of the rich culture of the IP Communities in Panay and Negros, especially samples of tinubok (indigenous needle craft) and suguidanon (epics).

Office Center for West Visayan Studies/CAS Classificat Simple ion Type of G2C – Government to Client Transactio n Who may UPV and Non-UPV Teachers, Students and Researchers avail CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter of request for reservation to avail Museum CWVS Director 2. Valid ID CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Client sends letter of 1. Admin Staff receives and records the None 5 minutes Faith O. Reforma reservation to CWVS request. Admin. Asst. II Director for approval of request. CWVS Director None 5-10 minutes Randy M. Madrid, PhD approves/disapproves the letter of CWVS Director request depending on the merits of the purpose.

Page | 856

2. Approved Request 2. URA II/Designated Tour Guides Darlene Joy D. Calsado/Sashah B. forwarded to University schedule and prepare Itinerary of the Dioso/URA II, Randy M. Madrid, PhD Research Associates tour. CWVS Director, Ophelia G. Balogo II/Designated Tour Guides SDO II,Faith O. Reforma for the schedule of the tour. Admin. Asst. II

3. Clients avails the Museum 3. URA II/Designated Tour Guides Donations for 45 minutes Darlene Joy D. Calsado/Sashah B. Services. delivers Museum Services. the Dioso/URA II, Randy M. Madrid, PhD maintenance CWVS Director, Ophelia G. Balogo of Museum SDO II,Faith O. Reforma Admin. Asst. II

TOTAL None 1 hour

Page | 857

3. Request to conduct CWVS Trainings and Workshops The CWVS regularly conducts trainings and workshops in partnerships with various educational institutions, LGUs, NGOs and other stakeholders sharing concerns on the environment, history, heritage, IP communities, folk arts and crafts, cultural and memory institutions (e.g. local museums and archives), youth and children, and other facets of the region’s historico-cultural legacies. Most of these workshops and trainings are aimed at capacitating and empowering partners and stakeholders as well as providing knowledge and updates, enhancing skills, and developing platforms for collaborations and synergy in the preservation, propagation, and dissemination of west visayan history and culture.

Office Center for West Visayan Studies/CAS Classification Highly Technical Type of Transaction G2C – Government to Client: G2G – Government to Government Who may avail Schools and Universities, Local Government Units, Government Agencies, Non-Government Organizations

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter of request to the Director. CWVS Director CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Client sends letter of request 1. Admin Staff receives and records the None Faith O. Reforma to CWVS Director for approval. request. Admin. Asst. II

CWVS Director approves/disapproves None Randy M. Madrid, PhD the letter of request depending on the CWVS Director merits of the purpose.

2. Approved Request 2. URA II/Available Trainor schedules None 2 Months Darlene Joy D. Calsado/Sashah B. Dioso forwarded to University training and workshop and coordinates URA II

Page | 858

Research Associates with Client on the preparation and II/Available Trainor. implementation of the event.

3. URA II/conducts training and Darlene Joy D. Calsado/Sashah B. Dioso 3. Client avails the training and workshops. None URA II workshop. TOTAL None 2 Months

Page | 859

4. CWVS Consultancy and Technical Assistance

The Center for West Visayan Studies Consultancy and Technical Assistance include areas on Local And Oral History, Cultural Heritage (e.g. Cultural Mapping), Child-Centered Disaster Risk Reduction And Climate Adaptation, Small Island Resilency (e.g. Gigantes Island) Indigenous Peoples and Communities, Cultural Tourism and Tour Guiding, Museology and Preservation of Archival Materials. Office Center for West Visayan Studies/CAS Classification Highly Technical Type of Transaction G2C – Government to Client: G2G – Government to Government Who may avail Schools and Universities, Local Government Units, Government Agencies, Non-Government Organizations CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request. CWVS Director CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

1. Client sends letter of 1. Admin Staff receives and records the None Faith O. Reforma request to CWVS Director request. Admin. Asst. II for approval. CWVS Director None Randy M. Madrid, PhD approves/disapproves the letter of CWVS Director request depending on the merits of the purpose.

2. URA II/Available Technical None 2 Months Darlene Joy D. Calsado/Sashah B. Dioso 2. Approved Request Consultant schedules consultancy URA II forwarded to University and technical assistance and Research Associates coordinates with Client on the II/Available Technical schedule of consultation/technical Page | 860

Consultant. assistance.

3. URA II/ Available Technical Consultant provides technical Darlene Joy D. Calsado/Sashah B. Dioso assistance to the client. None URA II 3. Client avails consultation/technical assistance.

TOTAL None 2 Months

Page | 861

5. Request to Conduct Lecture, Seminar and Conferences

The CWVS annually conducts its Regional Conference on West Visayan History and Culture in partnership with LGUs or Educational/Cultural Institutions in the region ( e.g. LGU Pandan and Office of the Deputy Speaker Loren Legarda, and holds lectures and seminars geared towards the preservation, propagation and dissemination of West Visayan History and Heritage among various stakeholders, especially teachers, cultural workers, artists, scholars, and researchers on topics of mutual concern such as local and oral history, cultural heritage, child-centered disaster risk reduction and climate adaptation, small island resilency, indigenous peoples and communities, cultural tourism and tour guiding, museology and preservation of archival materials).

Office Center for West Visayan Studies/CAS Classification Highly Technical Type of Transaction G2C – Government to Client: G2G – Government to Government Who may avail Schools and Universities, Local Government Units, Government Agencies, Non-Government Organizations CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request. CWVS Director CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Client sends letter of request 1. Admin Staff receives and records the None Faith O. Reforma to CWVS Director for request. Admin. Asst. II approval. CWVS Director None Randy M. Madrid, PhD approves/disapproves the letter of CWVS Director request depending on the merits of the purpose. None 2 Months 2. URA II/Available Resource Person Darlene Joy D. Calsado/Sashah B. Dioso Page | 862

2. Approved Request forwarded schedules lecture, seminar and URA II to University Research conference and coordinates with Associates II/Available Client on the preparation and Resource Person. implementation of the event.

3. URA II/available Resource Person None Darlene Joy D. Calsado/Sashah B. Dioso delivers lecture, seminar and URA II 3. Client avails the lecture, conference. seminar and conference.

TOTAL None 2 Months

Page | 863

COLLEGE OF ARTS AND SCIENCES (COMMUNITY OUTREACH PROGRAM)

External Services

Page | 864

1. COP Technical Consultancy for Program/Project/Activity As one of the public service units of the University of the Philippines Visayas – College of Arts and Sciences, COP/BIDANI’s personnel may be invited to render services for programs/projects/activities (PPAs) of other institutions and entities. Availing of the Unit’s technical consultancy means that the client is requesting one (or more) COP/BIDANI personnel to render services as a resource person, facilitator, secretariat member, adviser, evaluator/reviewer, monitor, consultant, specialist, or committee member.

Office Community Outreach Program (COP)/BIDANI Classification Complex Type of Transaction G2G – Government to Government; G2C – Government to Citizen Who may avail All Government Agencies, LGUs, GOCCs, Other Government Instrumentalities, NGOs, CSOs, Professional Organizations, and Private Individuals CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Form 1. COP/BIDANI 2. Program/Project/Activity (PPA) Profile 2. COP/BIDANI CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submits complete 1.1. Accepts the complete requirements None 3 Days Elna Mariel M. Nanta requirements to COP/BIDANI. from client. Administrative Assistant II, COP/BIDANI

1.2. Deliberates if the Unit can render Prof. Moniq M. Muyargas technical consultancy vis-à-vis the Faculty-in-Charge, COP/BIDANI personnel’s schedule, available resources, and other considerations.

1.3. If Unit can render service, reflects Elna Mariel M. Nanta the PPA in COP/BIDANI’s Public Administrative Assistant II, COP/BIDANI Page | 865

Service Calendar.

1.4. Notifies client of the dis/approval of Elna Mariel M. Nanta their request. Administrative Assistant II, COP/BIDANI

2. Confirms receipt of 2.1. Logs the details in COP/BIDANI’s Elna Mariel M. Nanta notification from COP/BIDANI. list of successful transactions. Administrative Assistant II, COP/BIDANI TOTAL None 3 Days

Page | 866

2. Learning & Development (L&D) Management Services As one of the public service units of the University of the Philippines Visayas – College of Arts and Sciences, COP/BIDANI’s personnel may be requested to plan, implement, monitor, and evaluate programs/projects/activities (PPAs) of other institutions and entities. Availing of the Unit’s L&D management services means that the client requests COP/BIDANI to facilitate the PPAs from end-to-end. Depending on the client’s specifications, COP/BIDANI may design the PPAs, prepare the materials, secure the equipment, identify resource persons and secretariat members, implement and document the PPAs, and monitor/evaluate the proceedings.

Office Community Outreach Program (COP)/BIDANI Classification Highly Technical Type of Transaction G2G – Government to Government; G2C – Government to Citizen Who may avail All Government Agencies, LGUs, GOCCs, Other Government Instrumentalities, NGOs, CSOs, Professional Organizations, and Private Individuals CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Form COP/BIDANI 2. Program/Project/Activity (PPA) Profile CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submits complete 1.1. Accepts the complete requirements None 3 Days Elna Mariel M. Nanta requirements to COP/BIDANI. from client. Administrative Assistant II, COP/BIDANI

1.2. Deliberates if the Unit can render Prof. Moniq M. Muyargas L&D management service vis-à-vis the Faculty-in-Charge, COP/BIDANI personnel’s schedule, available resources, and other considerations. Elna Mariel M. Nanta Administrative Assistant II, COP/BIDANI

Page | 867

1.3. If Unit can render service, reflects Elna Mariel M. Nanta the PPA in COP/BIDANI’s Public Administrative Assistant II, COP/BIDANI Service Calendar.

1.4. Notifies client of the dis/approval of their request.

2. Acknowledges receipt of 2.1. Logs the details in COP/BIDANI’s 5 Days Elna Mariel M. Nanta notification from COP/BIDANI. list of successful transactions. Administrative Assistant II, COP/BIDANI

2.2. If request is approved, prepares the Marianito M. Ramirez, Jr/John Bert C. Tutisura L&D design and materials. University Extension Associate I, COP/BIDANI

Elna Mariel M. Nanta 2.3. Requests for client’s approval of the Administrative Assistant II, COP/BIDANI L&D design and materials.

3. Expresses approval of the 3.1. Finalizes L&D design and produces 3 Days Marianito M. Ramirez, Jr/John Bert C. Tutisura L&D design and materials (if the materials. University Extension Associate I, COP/BIDANI client’s request was approved). 3.2. Logs the details in COP/BIDANI’s Elna Mariel M. Nanta list of successful transactions. Administrative Assistant II, COP/BIDANI

TOTAL None 11 Days

Page | 868

3. Public Service Data Management

UPV-CAS’ other Divisions, Departments, and Units conduct their own public service programs/projects/activities (PPAs). After a PPA, clients/recipients usually submit evaluation forms and activity outputs. Availing of the Unit’s public service data management services means that the client requests COP/BIDANI to digitize the hard copy of the forms/outputs, consolidate and analyze the data, and prepare a summary/report of the consolidation/analysis.

Office Community Outreach Program (COP)/BIDANI Classification Highly Technical Type of Transaction G2G – Government to Government Who may avail Other UPV-CAS Units CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Form 1 and 2. . COP/BIDANI 2. Program/Project/Activity (PPA) Profile 3. Client-Prepared 3. Raw Data

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submits complete 1.1. Accepts the complete requirements None 1 Day Elna Mariel M. Nanta requirements to COP/BIDANI. from client. Administrative Assistant II, COP/BIDANI

1.2. Assigns priority number to client. Elna Mariel M. Nanta Administrative Assistant II, COP/BIDANI

2. Receives priority number 2.1. Creates digital copy of the raw data. 2 Days Elna Mariel M. Nanta from COP/BIDANI. Administrative Assistant II, COP/BIDANI

Page | 869

2.2. Manages the data per the 2 Days Marianito M. Ramirez, Jr/John Bert C. Tutisura specifications of the client. University Extension Associate I, COP/BIDANI

2.3. Uploads digitized copy of raw data 1 Day Elna Mariel M. Nanta to COP/BIDANI cloud storage. Administrative Assistant II, COP/BIDANI

Marianito M. Ramirez, Jr/John Bert C. Tutisura 2.4. Generates report/summary of data. 1 Day University Extension Associate I, COP/BIDANI

2.5. Notifies client of the completion of Elna Mariel M. Nanta the request and grants them access to Administrative Assistant II, COP/BIDANI the uploaded data and report/summary.

3. Acknowledges receipt of 3.1. Logs the details in COP/BIDANI’s Elna Mariel M. Nanta notification from COP/BIDANI list of successful transactions. Administrative Assistant II, COP/BIDANI and verifies access to the uploaded data and report/summary.

TOTAL None 7 Days

Page | 870

4. Logistical/Transportation Services

The Community Outreach Program (COP)/BIDANI owns a vehicle and one of the administrative personnel is a Driver. Availing of the Unit’s logistical/transportation services means that the client rents the vehicle for a specified duration and/or requests for the chauffeuring services of COP/BIDANI’s Driver.

Office Community Outreach Program (COP)/BIDANI Classification Simple Type of Transaction G2G – Government to Government Who may avail Other UPV Units CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Form 1. COP/BIDANI 2. Travel Order 2. Client-Prepared 3. Trip Ticket 3. COP/BIDANI

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME 1. Submits complete 1.1. Accepts the complete requirements None 2 Days Elna Mariel M. Nanta requirements to COP/BIDANI. from client. Administrative Assistant II, COP/BIDANI

1.2. Deliberates if the Unit can render Joemar C. Cagampang logistical/transportation service vis-à-vis Administrative Aide III, COP/BIDANI the personnel’s schedule, available resources, and other considerations.

1.3. If Unit can render service, Elna Mariel M. Nanta generates billing statement (fuel) and Administrative Assistant II, COP/BIDANI Page | 871

reflects booking in COP/BIDANI’s list of Transportation Services Calendar.

1.4. Notifies client of dis/approval of Elna Mariel M. Nanta their request. Administrative Assistant II, COP/BIDANI

2. Acknowledges receipt of 2.1. Receives the payment and provides PHP 500.00/ Elna Mariel M. Nanta notification from COP/BIDANI acknowledgment receipt to the client 50 KM Round-Trip Administrative Assistant II, COP/BIDANI and if request is approved, pays (official receipt to be released after the the fee as reflected in the billing trip). statement.

TOTAL PHP 500.00/ 2 Days 50 KM Round- Trip

Page | 872

5. Partnership/Assistance With/For Students and Organizations

As one of the public service units of the University of the Philippines Visayas – College of Arts and Sciences, COP/BIDANI’s personnel may be requested to plan, implement, monitor, and evaluate programs/projects/activities (PPAs) of UPV-CAS’ students or student organizations. Availing of the Unit’s partnership services/assistance means that the students/organizations’ request COP/BIDANI to co-facilitate the PPAs from end-to-end. Depending on the students’/organizations’ specifications, COP/BIDANI may design the PPAs, prepare the materials, secure the equipment, identify resource persons and secretariat members, implement and document the PPAs, and monitor/evaluate the proceedings.

Office Community Outreach Program (COP)/BIDANI Classification Highly Technical Type of Transaction G2C – Government to Citizen Who may avail UPV Students and Organizations CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Form 1. Client-Prepared 2. Program/Project/Activity (PPA) Profile 2. COP/BIDANI

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submits complete 1.1. Accepts the complete requirements None 3 Days Elna Mariel M. Nanta requirements to from client. Administrative Assistant II, COP/BIDANI COP/BIDANI. 1.2. Deliberates if the Unit can grant Prof. Moniq M. Muyargas partnership/assistance vis-à-vis the Faculty-in-Charge, COP/BIDANI personnel’s schedule, available resources, and other considerations.

1.3. If Unit can grant request, reflects Elna Mariel M. Nanta

Page | 873

the PPA in COP/BIDANI’s Public Administrative Assistant II, COP/BIDANI Service Calendar.

1.4. Notifies client of the dis/approval of Elna Mariel M. Nanta their request. Administrative Assistant II, COP/BIDANI

2. Acknowledges receipt of 2.1. Logs the details in COP/BIDANI’s 5 Days Elna Mariel M. Nanta notification from list of successful transactions. Administrative Assistant II, COP/BIDANI COP/BIDANI. 2.2. If request is approved, prepares the Marianito M. Ramirez, Jr/John Bert C. Tutisura activity design and materials. University Extension Associate I, COP/BIDANI

2.3. Requests for client’s approval of the Elna Mariel M. Nanta activity design and materials. Administrative Assistant II, COP/BIDANI

3. Expresses approval of 3.1. Finalizes activity design and 3 Days Marianito M. Ramirez, Jr/John Bert C. Tutisura the activity design and produces the materials. University Extension Associate I, COP/BIDANI materials (if client’s request was approved). 3.2. Logs the details in COP/BIDANI’s Elna Mariel M. Nanta list of successful transactions. Administrative Assistant II, COP/BIDANI

TOTAL None 11 Days

Page | 874

COLLEGE OF ARTS AND SCIENCES (DEPARTMENT OF CHEMISTRY)

External Services

Page | 875

1. USE OF DEPARTMENT OF CHEMISTRY FACILITIES AND EQUIPMENT DURING OFFICE HOURS

The use of facilities and equipment is intended for make-up classes of faculty and to cater the requests of students, organizations and other units for the conduct of their activity/event. The request should be made at least one day before date of use and should be returned in good condition and in order as when borrowed.

Offices Department of Chemistry, CAS

Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Faculty, Students and other Clients

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Request Form Request form is available at the Department of Chemistry CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submit request form 1. Receives the request form and None 1 day Faculty/Student forwards to person in-charge Suzanne T. Terre 2. Evaluates the request and Administrative Aide determines the availability of the requested facility/equipment Leandro T. Gamarcha University Research Assistant 3. Endorses the request to the Division Chairperson for approval Leandro T. Gamarcha 4. Approves/disapproves the request University Research Assistant Page | 876

5. Gives a copy of the Danilo O. Ortillo, Ph.D. Approved/Disapproved Request Department Chairperson Form

2. Receives a copy of the Suzanne T. Terre Approved/Disapproves Administrative Aide Request Form TOTAL None 1 day

Page | 877

2. USE OF DEPARTMENT OF CHEMISTRY FACILITIES AND EQUIPMENT BEYOND OFFICE HOURS

The use of facilities and equipment is intended for the use of researchers and to cater the requests of students, organizations and other units for the conduct of their activity/event beyond office hours. The request should be made at least one day before date of use. The requestor will exercise care and observe safety precaution in the use of facilities to prevent fire or damage of equipment. He/she answer for all damages that may arise due to carelessness or negligence.

Offices 1. Department of Chemistry, CAS 2. College of Arts and Sciences, Dean’s Office

Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Researchers, Faculty, Students and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE Overtime/Overnight Permit Form Overtime/Overnight Permit Form is available at the Department of Chemistry

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits overtime/overnight 1. Receives the request and forwards None 1 day Faculty/Student requestor permit form to person in-charge

2. Evaluates the request and Suzanne T. Terre determines the availability of the Administrative Aide requested facility/equipment

3. Endorses the request to the Leandro T. Gamarcha Department Chairperson for University Research Assistant approval Page | 878

4. Recommends approval/disapproval Leandro T. Gamarcha of the request University Research Assistant

5. Forwards the request to the CAS Danilo O. Ortillo, Ph.D. Dean’s Office for the approval/ Department Chairperson disapproval of the Dean Suzanne T. Terre Administrative Aide 6. Receives and logs the request and forwards to the Dean for approval/disapproval Maria Regina M. Montevirgen Administrative Assistant 7. Approves/disapproves the request

Ma. Severa Fe S. Katalbas 2. Receives a copy of the 8. Gives a copy of the Dean, College of Arts & Sciences Approved/Disapproves Permit Approved/Disapproved Permit Form Form Maria Regina Madrid-Montevirgen Administrative Assistant TOTAL None 1 day

Page | 879

3. ISSUANCE OF PERMIT FOR FIELD TRIP

The issuance of permit for Field Trip is for the students to secure approval before they can go on field trip. Field trips are important components of the experiential learning advocated in the University. The purpose of the trip is usually observation for education, non-experimental research or to provide students with experiences outside their everyday activities, such as going camping with teachers and their classmates. It is part of class syllabus/requirement and shall be announced on the first day of class.

Offices 1. Department of Chemistry 2. Office the College Secretary, CAS 3. College of Arts and Sciences, Dean’s Office

Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Faculty, Staff and Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Field Trip Application Form All forms are available at the Office of the College Secretary, CAS 2. Report of Compliance 3. Field Trip Policy (Statement of Understanding Form for Field Trips) 4. Medical Information Form 5. Insurance 6. Course Syllabus 7. Classlist

Page | 880

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Secure field trip 1. Receives and logs the field trip None 2 days Faculty/Staff/Students requestor application form the OCS application form and all requirements and forwards to the Department

2. Fills up field trip 2. Gathers field trip policy form and Suzanne T. Terre application form, secure medical information form from Administrative Aide signature of chaperones and students, attached to field trip distributes field trip policy application form and submits to the and medical information from Department Chairperson for the students signature Danilo O. Ortillo, Ph.D. 3. Signs field trip application form Department Chairperson

3. Forwards field trip application form to Suzanne T. Terre the OCS Administrative Aide

4. Receives and counterchecks field Enrique N. Legaspi III trip application form and all Student Records Evaluator requirements Enrique N. Legaspi III 5. Forwards to the Office of the Dean Student Records Evaluator

6. Receives and logs the field trip Maria Regina M. Montevirgen application form and all requirements Administrative Assistant and forwards to the Dean for signature

Page | 881

7. Signs the field trip application form Ma. Severa Fe S. Katalbas Dean, College of Arts & Sciences

8. Issues travel order duly signed by Maria Regina M. Montevirgen the Dean to faculty concerned and Administrative Assistant chaperones

9. Returns approved field trip Maria Regina M. Montevirgen application form and all requirements Administrative Assistant to the OCS 3. Receives approved/disapproved 10. Issues approved field trip application Enrique N. Legaspi III request form to faculty concerned Student Records Evaluator

TOTAL None 2 days

Page | 882

4. ISSUANCE OF COPY OF SYLLABUS

The Issuance of Syllabus is to provide copy of syllabus of courses/subjects the students earned when they enrolled in the University. A syllabus is an academic document that serves to outline information about a specific subject. Generally, it includes course description, required textbooks, references, what topics to be covered, and schedule of exams. The syllabus is usually given to alumni who opted to enroll in Masters/PhD and to students transferred from other Schools/University.

Offices Department of Chemistry, CAS

Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Students and Alumni CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request From the requestor CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits letter requesting 1. Receives letter and forwards to 1 day Suzanne T. Terre for a copy of syllabus to Division/Department Chair for Administrative Aide Division/Department approval concerned 2. Acts on the request Danilo O. Ortillo, Ph.D. Department Chairperson

3. Issues assessment slip Suzanne T. Terre Administrative Aide

4. Accepts payment P10/page Cash Office Staff

Page | 883

2. Pays corresponding fee to the Cash Office 5. Receives Official Receipt Suzanne T. Terre 3. Administrative Aide 4. Provides proof of payment/receipt 6. Checks the official receipt and issues Suzanne T. Terre requested copy of syllabus Administrative Aide

5. Claims copy of syllabus TOTAL P10/page 1 day

Page | 884

5. ANALYTICAL SERVICES LABORATORY (ASL)

The Analytical Service Laboratory provides services for both UPV and non-UPV. The laboratory performs chemical analyses of water, soil, food products, minerals, ores, fine chemicals, oil, fertilizer and feeds. It also provides water extraction of natural products and analysis of phytochemicals. Only approved method of analysis for the sample can be performed and fees are subject to approved rates. The results of analysis are kept confidential.

Offices Department of Chemistry, CAS Classification Complex Type of Transaction G2C – Government to Citizen Who may avail Students/Researchers (UP and Non-UP) CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request, method proposal and request form Secure approval from the Department Chairperson CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits letter request 1. Receives request, forwards request (*) 5 days Suzanne T. Terre indicating method proposal for evaluation/approval Administrative Aide

2. Fills out request form 2. Receives charge slip with OR, Leandro T. Gamarcha records OR No., returns OR and ask University Research Assistant for sample

3. Submits sample 3. Receives sample, record sample Leandro T. Gamarcha details and stores the sample in University Research Assistant designated area

4. Performs chemical analysis Leandro T. Gamarcha Page | 885

University Research Assistant

5. Calculates result of analysis Leandro T. Gamarcha University Research Assistant

6. Reviews and prepares result of Leandro T. Gamarcha analysis University Research Assistant

4. Receives copy of the result 7. Releases the result Leandro T. Gamarcha University Research Assistant

TOTAL (*) 5 days

Note: (*) Rates varies depending on the equipment and duration of use

Page | 886

COLLEGE OF ARTS AND SCIENCES (DEPARTMENT OF PHYSICAL EDUCATION)

External Services

Page | 887

1. Use of PE Classroom/s

Use of PE classroom is issued upon the request of the faculty/s, student/s, or staff/s for committee meetings, college and university-based organization meetings, catering venues and quarters of guests/VIPs for activities held in the covered court.

Offices 1. Department of Physical Education, CAS Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Faculty, Students and Staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of Request Department Head CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submit letter request address to PE 1. Receives the letter request and None 1 day Nica M. Molo, Administrative Head forwards to person in-charge Aide

2. Evaluates the request and 1 day determines the availability of the Catherine B. Anecita, requested room. Department Head

2. Get a copy of the approved request. 3. Approves/disapproves the request Catherine B. Anecita, 4. Gives a copy of the approved letter 1 day Department Head request to the requestor/s. Nica M. Molo, Administrative Aide TOTAL None 3 days

Page | 888

2. Issuance of Permit for Field Trip

The issuance of permit for Field Trip is for the students to secure approval before they can go on field trip. Field trips are important components of the experiential learning advocated in the University. The purpose of the trip is usually observation for education, non-experimental research or to provide students with experiences outside their everyday activities, such as going camping with teachers and their classmates. It is part of class syllabus/requirement and shall be announced on the first day of classes.

Offices 1. Department of Physical Education, CAS 2. Office the College Secretary, CAS 3. College of Arts and Sciences, Dean’s Office

Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Faculty, REPS and Staff CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Field Trip Application Form All forms are available at the Office of the College Secretary, CAS 2. Report of Compliance 3. Field Trip Policy (Statement of Understanding Form for Field Trips) 4. Medical Information Form 5. Insurance 6. Course Syllabus 7. Class List

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME

1. Secure field trip application None 2 days Faculty/Staff/Students requestor form and conforme from the OCS Page | 889

2. Fills up field trip application 1. Receives and logs the field trip Nica M. Molo form, secure signature of application form and all Administrative Aide chaperones and distributes requirements and forwards to the conforme to students Department Head for signature

2. Gathers conforme from students, Catherine B. Anecita attached to field trip application form Department Head and submits to the Department Head for signature

3. Signs field trip application form

4. Forwards field trip application form Nica M. Molo to the OCS Administrative Aide

5. Receives and counterchecks field Enrique N. Legaspi III trip application form and conforme Student Records Evaluator with the class lists

6. Forwards to the Office of the Dean Enrique N. Legaspi III Student Records Evaluator

7. Receives and logs the field trip Maria Regina M. Montevirgen application form and conforme and Administrative Assistant forwards to the Dean for signature

8. Signs the field trip application form Ma. Severa Fe S. Katalbas Dean, College of Arts & Sciences

3. Receives 9. Issues travel order duly signed by Maria Regina M. Montevirgen Page | 890

approved/disapproved request the Dean to faculty concerned and Administrative Assistant chaperones

10. Returns approved field trip Maria Regina M. Montevirgen application form and conforme to Administrative Assistant the OCS

11. Issues approved field trip Enrique N. Legaspi III application form and conforme to Student Records Evaluator faculty concerned TOTAL None 2 days

Page | 891

3. Proficiency Examination in Physical Examination (PEPE)

Proficiency examination (or credit by examination) in PE courses are given to students who are already skilful in one or more sports to acquire advanced units in PE. Any student who passes the PEPE shall be given credit for one or more PE courses. [1997 UP Diliman Academic Information] A student who is graduating at the end of a given semester but who failed to enroll in a required PE course may take a special proficiency examination upon presentation of a certificate of candidacy for graduation from his College Secretary. The fee for the special PEPE is double the regular fee. [1997 UP Diliman Academic Information]

Offices 1. Department of Physical Education, CAS 2. Office of the College Secretary, CAS Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE PEPE Form, Official Receipt Secure approval from the Department Head and College Secretary, CAS CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Writes letter of request 1. Receives, logs, and forwards to the None Nica M. Molo for PEPE Department Head. Administrative Aide

2. Evaluates the request, interviews 1 day Catherine B. Anecita the requestor, and acts on the Department Head request.

3. Gives a copy of PEPE form. Nica M. Molo 2. Receives and Administrative Aide accomplishes PEPE form Page | 892

4. Accepts payment and issues official P20.00 Cash Office 3. Pays the fee. receipts.

5. Receives, logs, and forwards the 1 day Nica M. Molo 4. Submits PEPE form with PEPE form to the Department Administrative Staff the official receipt Head

6. Acts on the request and sets the Catherine B. Anecita 5. Takes the exam on schedule of the practical/written Department Head schedule (Written Exam for exam of the student (requestor) PE 1, Practical Exam for other PE courses) 7. Administers the exam and reports Faculty-in-Charge the result to the Department

8. Encodes grade and prints the Nica M. Molo grade sheet Administrative Aide

9. Signs the grade sheet Faculty-in-Charge and Catherine B. Anecita Department Head 6. Inquires on the result of the exam. 10. Informs the requestor of his/her Nica M. Molo grades and forwards the approved Administrative Aide PEPE to the OCS

TOTAL None 2 days

Page | 893

4. Use of Sports Equipment

Only officially enrolled students may borrow sports equipments (i.e. balls of basketball, volleyball, football, and softball; nets of badminton, table tennis, tennis, volleyball, football; and softball equipment like bats, gloves, helmets, bases, body protector, etc.). Request to borrow should be made 5 working days prior to the activity. Should the equipment be lost or damaged, the requestor must replace the lost/damage equipment with the exact specification of the equipment borrowed. Sports equipment may be borrowed for not more than 5 working days.

Offices Department of Physical Education, CAS

Classification Complex Type of G2C – Government to Citizen Transaction Who may avail Student/s, Faculty/s, and Staff/s CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter Request, Contract for Borrowed Sports Equipment Secure approval from the Department Head

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Write a letter request 1. Receives, logs, and forwards the None 1 day Nica M. Molo address to the Department request to the Department Head Administrative Aide Head 2. Evaluates the request and 3 days for Catherine B. Anecita determines the availability of the agency action Department Head requested sports equipment 2 to 3

3. Approves/Disapproves the request.

Page | 894

2. Fill up the contract for 4. Gives a copy of the approved request 1 day Nica M. Molo borrowed sports equipment and a contract for borrowed sports Administrative Aide and sign. equipment.

5. Lends the sports equipment to the Nica M. Molo 3. Receives the sports requestor/s Administrative Aide equipment and return it on or before the returning date as indicated in the contract.

TOTAL None 5 days

Page | 895

5. Issuance of Copy of Syllabus

A syllabus is an academic document that serves to outline information about a specific subject. Generally, it includes course description, required textbooks, references, what topics to be covered, and schedule of exams.

Offices 1. Department of Physical Education, CAS 2. Cash Office

Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request, official receipt Secure approval from the Department Head CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 6. 1. Submits letter requesting for 1. Receives letter and forwards to 1 day Nica M. Molo a copy of syllabus to Department Head for approval Administrative Aide Division/Department concerned 2. Acts on the request Catherine B. Anecita Department Head

3. Issues assessment slip Nica M. Molo Administrative Aide

7. 2. Pays corresponding fee to 4. Accepts payment P10/page Cash Office Staff the Cash Office

8. 3. Provides proof of 5. Receives Official Receipt Nica M. Molo Page | 896

payment/receipt Administrative Aide

6. Checks the official receipt and Nica M. Molo 9. 4. Claims copy of syllabus issues requested copy of syllabus Administrative Aide

TOTAL P10/page 1 day

Page | 897

COLLEGE OF ARTS AND SCIENCES (Division of Biological Sciences)

External Services

Page | 898

1. Use of Facilities and Equipment During Office Hours The use of facilities and equipment is intended for make-up classes of faculty and to cater the requests of students, organizations and other units for the conduct of their activity/event. The request should be made at least one day before date of use and should be returned in good condition and in order as borrowed.

Offices Division of Biological Sciences, CAS Classification Simple Type of Transaction G2C – Government to Client Who may avail Faculty, Students and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Form Request Form is available at the Division of Biological Sciences CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submit request form None Faculty/Student requestor

1. Receives the request form and forwards Gene Ann F. Camaymayan, to person in-charge Administrative Asst

2. Evaluates the request and determines the Maria Theresa G. Romey, Medical availability of the requested 1 day Technologist facility/equipment

3. Endorses the request to the Division Maria Theresa G. Romey, Medical Chairperson for approval Technologist

4. Approves/disapproves the request Philip Ian P. Padilla, Division Chairperson

Page | 899

Gene Ann F. Camaymayan, 2. Receives a copy of the 5. Gives a copy of the Administrative Asst Approved/Disapproves Approved/Disapproved Request Form Request Form

TOTAL None 1 day

Page | 900

2. Use of Facilities and Equipment Beyond Office Hours

The use of facilities and equipment is intended for the use of researchers and to cater the requests of students, organizations and other units for the conduct of their activity/event beyond office hours. The request should be made at least one day before date of use. The requestor will exercise care and observe safety precaution in the use of facilities to prevent fire or damage of equipment. He/she answer for all damages that may arise due to carelessness or negligence.

Offices 1. Division of Biological Sciences, CAS 2. College of Arts and Sciences, Dean’s Office Classification Simple Type of Transaction G2C – Government to Client Who may avail Faculty, Students and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Overtime/Overnight Permit Form Overtime/Overnight Permit Form is available at the Division of Biological Sciences CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits None Faculty/Student requestor overtime/overnight permit form 1. Receives the request and forwards to Gene Ann F. Camaymayan person in-charge Administrative Assistant

1 day 2. Evaluates the request and determines Maria Theresa G. Romey

the availability of the requested Medical Technologist facility/equipment

3. Endorses the request to the Division Maria Theresa G. Romey Chairperson for approval Medical Technologist

Page | 901

4. Recommends approval/disapproval of Philip Ian P. Padilla the request Division Chairperson

5. Forwards the request to the CAS Gene Ann F. Camaymayan Dean’s Office for the approval/ Administrative Assistant disapproval of the Dean

6. Receives and logs the request and Maria Regina M. Montevirgen forwards to the Dean for Administrative Assistant approval/disapproval

7. Approves/disapproves the request Ma. Severa Fe S. Katalbas Dean, College of Arts & Sciences

8. Gives a copy of the Maria Regina M. Montevirgen 2. Receives a copy of the Approved/Disapproved Permit Form Administrative Assistant Approved/Disapproves Permit Form

TOTAL None 1 day

Page | 902

3. Issuance of Permit for Field Trip

The issuance of permit for Field Trip is for the students to secure approval before they can go on field trip. Field trips are important components of the experiential learning advocated in the University. The purpose of the trip is usually observation for education, non-experimental research or to provide students with experiences outside their everyday activities, such as going camping with teachers and their classmates. It is part of class syllabus/requirement and shall be announced on the first day of classes.

Offices 1. Division of Biological Sciences 2. Office the College Secretary, CAS 3. College of Arts and Sciences, Dean’s Office

Classification Simple Type of Transaction G2C – Government to Client

Who may avail Faculty, Staff and Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Field Trip Application Form All forms are available at the Office of the College Secretary, 2. Report of Compliance CAS 3. Field Trip Policy (Statement of Understanding Form for Field Trips) 4. Medical Information Form 5. Insurance 6. Course Syllabus 7. Classlist

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Secure field trip application form None Faculty/Staff/Students from the OCS requestor

Page | 903

2. Fills up field trip application form, 1. Receives and logs the field trip secure signature of chaperones and application form and all requirements Gene Ann F. Camaymayan distributes field trip policy and medical and forwards to the Division Administrative Assistant information form to students Chairperson for signature

2. Gathers field trip policy form and medical information form from students, 2 days attached to field trip application form and submits to the Division Chairperson for signature

3. Signs field trip application form Philip Ian P. Padilla Division Chairperson 4. Forwards field trip application form to the OCS Gene Ann F. Camaymayan Administrative Assistant 5. Receives and counterchecks field trip application form and all requirements Enrique N. Legaspi III Student Records Evaluator 6. Forwards to the Office of the Dean Enrique N. Legaspi III Student Records Evaluator 7. Receives and logs the field trip application form and all requirements Maria Regina M. and forwards to the Dean for signature Montevirgen Administrative Assistant 8. Signs the field trip application form

Ma. Severa Fe S. Katalbas Page | 904

Dean, College of Arts & 9. Issues travel order duly signed by the Sciences Dean to faculty concerned and chaperones Maria Regina M. 10. Returns approved field trip Montevirgen application form and all requirements to Administrative Assistant the OCS

3. Receives approved/disapproved 10. Issues approved field trip application Maria Regina M. request form to faculty concerned Montevirgen Administrative Assistant

Enrique N. Legaspi III Student Records Evaluator

TOTAL None 2 days

Page | 905

4. Issuance of Copy of Syllabus

The Issuance of Syllabus is to provide copy of syllabus of courses/subjects the students earned when they enrolled in the university. A syllabus is an academic document that serves to outline information about specific subject. Generally it includes course description, required textbooks, references, what topics to be covered, and schedule of exams. The syllabus is usually given to alumni who opted to enroll in Masters/PhD and to students who transferred from other Schools/University.

Offices 1. Division of Biological Sciences, CAS Classification Simple Type of Transaction G2C – Government to Client Who may avail Students, alumni CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter of request From the requestor CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits letter requesting for a copy 1. Receives letter and forwards to Gene Ann F. Camaymayan of syllabus to Division/Department Division Chairperson for approval Administrative Assistant concerned 2. Acts on the request Philip Ian P. Padilla Division Chairperson

3. Issues assessment slip Gene Ann F. Camaymayan 1 day Administrative Assistant

2. Pays corresponding fee to the Cash 4. Accepts payment P10/page Cash Office Staff Office

3. Provides proof of payment/receipt 5. Receives Official Receipt Gene Ann F. Camaymayan Administrative Assistant Page | 906

4. Claims copy of syllabus 6. Checks the official receipt and issues Gene Ann F. Camaymayan requested copy of syllabus Administrative Assistant

TOTAL P10/page 1 day

Page | 907

5. Use of Dormitory Facilities in the Marine Biological Station

The Marine Biological Station in Taklong Island, Nueva Valencia, Guimaras provides services for both UPV and non-UPV. The dormitory primarily provides sleeping and residential quarters for large numbers of people such as college or university students and other government agencies. Generally researchers, faculty and students come to conduct field sampling for their research, and students who have their field trips in the Station.

Offices 1. Division of Biological Sciences, CAS 2. Marine Biological Station, Taklong Island National Marine Reserve, Nueva Valencia, Guimaras Classification Simple

Type of Transaction G2C - Government to Client; G2G – Government to Government

Who may avail Faculty, Staff, Students and other Government Institution

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter of Request From the Requestor 2. Approved Travel Order (for UPV personnel only/Approved Field Trip Applicatio

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSI PERSONS RESPONSIBLE PAID NG TIME

1. Submits request letter/approved 1. Receives request, forwards request Gene Ann F. Camaymayan Travel Order for evaluation/approval Administrative Assistant

2. Checks availability, evaluates, Marie Frances J. Nievales 2. Claims approved request for payment records, (activity plans, date of trip, no. Station Head, MBS of days, persons), approves request, signs request and issues billing statement

Page | 908

3. Pays fees 3. Accepts payment/issues OR P180/person/night 2 days Cash Office

4. Submits form with OR reflected 4. Accepts form/record OR#, amount Gene Ann F. Camaymayan paid, forwards to the Station Head, MBS Administrative Assistant

5. Claims approved request form and 5. Issues Flyer of MBS and Marine Marie Frances J. Nievales other instructions to bring to MBS Protected Area (MPA), Permit to visit Station Head, MBS the MPA; verbal instructions/orientation and list of written instructions to Faculty/Staff in-charge of trip on code of conduct

6. Informs the MBS Staff in Taklong of Marie Frances J. Nievales trip schedule other information and Station Head, MBS gives reiterate instructions

7. Informs (call/email) DENR-Guimaras Marie Frances J. Nievales Station Head, MBS

8. Examines OR, records and registers Joseph G. Gajo 6. Shows copy of OR to MBS Staff visiting group in the MBS visitors Marine Engineman I/ logbook Ma. Junaly B. Gargalicana Administrative Aide III

TOTAL P180/ Person/ 2 days night

Page | 909

COLLEGE OF ARTS AND SCIENCES (DIVISION OF HUMANITIES

External Services

Page | 910

1. Use of CAS-Humanities Division’s Facilities and Equipment During Office Hours

The use of facilities and equipment is intended for make-up classes of faculty and to cater the requests of students, organizations and other units for the conduct of their activity/event. The request should be made at least one day before date of use and should be returned in good condition and in order as borrowed.

Offices Division of Humanities, CAS Classification Simple Type of Transaction G2C – Government to Client Who may avail Faculty, Students and other Clients

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Form Request Form is available at the Division of Humanities CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submit request form None Faculty/Student requestor

1. Receives the request form and Rhea M. Sevillo forwards to person in-charge Administrative Aide VI

2. Evaluates the request and determines Ruperto P. Quitag the availability of the requested 1 day AVR- Aide Technician I facility/equipment Ruperto P. Quitag 3. Endorses the request to the Division AVR- Aide Technician I Chairperson for approval Susan Mila P. Alvarez-Tosalem 4. Approves/disapproves the request Division Chairperson

Page | 911

3. Receives a copy of the 5. Gives a copy of the Rhea M. Sevillo Approved/Disapproves Request Form Approved/Disapproved Request Form Administrative Aide VI

TOTAL None 1 day

Page | 912

2. Use of CAS-Umanities Division’s Facilities and Equipment Beyond Office Hours

The use of facilities and equipment is intended for the use of researchers and to cater the requests of students, organizations and other units for the conduct of their activity/event beyond office hours. The request should be made at least one day before date of use. The requestor will exercise care and observe safety precaution in the use of facilities to prevent fire or damage of equipment. He/she answer for all damages that may arise due to carelessness or negligence.

Offices 1. Division of Humanities, CAS 2. College of Arts and Sciences, Dean’s Office

Classification Simple

Type of Transaction G2C – Government to Client

Who may avail Faculty, Students and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Overtime/Overnight Permit Form Overtime/Overnight Permit Form is available at the Division of Humanities CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits overtime/overnight permit None Faculty/Student requestor form 1. Receives the request and forwards to Rhea M. Sevillo person in-charge Administrative Aide VI 1 day

2. Evaluates the request and determines Ruperto P. Quitag the availability of the requested AVR- Aide Technician I facility/equipment

Page | 913

3. Endorses the request to the Division Ruperto P. Quitag Chairperson for approval AVR- Aide Technician I

4. Recommends approval/disapproval of Susan Mila P. Alvarez-Tosalem the request Division Chairperson

5. Forwards the request to the CAS Rhea M. Sevillo Dean’s Office for the approval/ Administrative Aide VI disapproval of the Dean

6. Receives and logs the request and Maria Regina M. Montevirgen forwards to the Dean for Administrative Assistant approval/disapproval

7. Approves/disapproves the request Ma. Severa Fe S. Katalbas Dean, College of Arts & Sciences

2. Receives a copy of the 8. Gives a copy of the Maria Regina M. Montevirgen Approved/Disapproves Permit Form Approved/Disapproved Permit Form Administrative Assistant

TOTAL None 1 day

Page | 914

3. Issuance of Permit for Field Trip

The issuance of permit for Field Trip is for the students to secure approval before they can go on field trip. Field trips are important components of the experiential learning advocated in the University. The purpose of the trip may either be (1) observation for education, (2) non-experimental research or (3) providing students with experiences outside their everyday activities, such as going camping with teachers and their classmates. It is part of class syllabus/requirement and shall be announced on the first day of classes.

Offices 1. Division of Humanities 2. Office the College Secretary, CAS 3. College of Arts and Sciences, Dean’s Office Classification Simple Type of Transaction G2C – Government to Client Who may avail Faculty, Staff and Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Field Trip Application Form All forms are available at the Office of the College Secretary, CAS 2. Report of Compliance 3. Field Trip Policy (Statement of Understanding Form for Field Trips) 4. Medical Information Form 5. Insurance 6. Course Syllabus 7. Classlist

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Secure field trip application form from None Faculty/Staff/Students requestor the OCS

Page | 915

2. Fills up field trip application form, 1. Receives and logs the field trip Rhea M. Sevillo secures signature of chaperones and application form and all requirements Administrative Aide VI distributes field trip policy and medical and forwards to the Division information form to students Chairperson for signature

2. Gathers field trip policy form and medical information form from students, 2 days attached to field trip application form and submits to the Division Chairperson for signature

3. Signs field trip application form Susan Mila P. Alvarez-Tosalem Division Chairperson

4. Forwards field trip application form to Rhea M. Sevillo the OCS Administrative Aide VI

5. Receives and counterchecks field trip Enrique N. Legaspi III application form and all requirements Student Records Evaluator

6. Forwards to the Office of the Dean Enrique N. Legaspi III Student Records Evaluator

7. Receives and logs the field trip Maria Regina M. Montevirgen application form and all requirements Administrative Assistant and forwards to the Dean for signature

8. Signs the field trip application form Ma. Severa Fe S. Katalbas Dean, College of Arts & Sciences

Page | 916

9. Issues travel order duly signed by the Maria Regina M. Montevirgen Dean to faculty concerned and Administrative Assistant chaperones

10. Returns approved field trip Maria Regina M. Montevirgen application form and all requirements to Administrative Assistant the OCS

2. Receives approved/disapproved 11. Issues approved field trip application Enrique N. Legaspi III request form to faculty concerned Student Records Evaluator

TOTAL None 2 days

Page | 917

4. Issuance of Copy of Syllabus

The Issuance of Syllabus is to provide copy of syllabus of courses/subjects that students have earned when they enrolled in the university. A syllabus is an academic document that serves to outline information about specific subjects. Generally, it includes course description, required textbooks, references, topics covered, and schedule of exams. The syllabus is usually given to alumni who opted to enroll in Masters/PhD and to students who transferred from other Schools/University.

Offices 1. Division of Humanities, CAS Classification Simple Type of Transaction G2C – Government to Client Who may avail Students, alumni CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter of request From the requestor CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits letter requesting for a copy of 1. Receives letter and forwards to Rhea M. Sevillo syllabus to Division/Department Division Chairperson for approval Administrative Aide VI concerned 2. Acts on the request Susan Mila P. Alvarez-Tosalem Division Chairperson

3. Issues assessment slip 1 day Rhea M. Sevillo Administrative Aide VI

2. Pays corresponding fee to the Cash 4. Accepts payment P10/page Cash Office Staff Office

3. Provides proof of payment/receipt 5. Receives Official Receipt Rhea M. Sevillo Page | 918

Administrative Aide VI

6. Checks the official receipt and issues 4. Claims copy of syllabus requested copy of syllabus Rhea M. Sevillo Administrative Aide VI

TOTAL P10/page 1 day

Page | 919

5. Use of Intra-School Broadcasting Laboratory Facilities/Equipment

The Intra-School Broadcasting Laboratory is intended for the use of CMS students for their classes, production, performance and reserved rehearsals. Use of laboratory beyond laboratory hours should have an approved request signed by the faculty, ISBL Faculty-in-Charge and the Chairperson. ISBL facilities and equipment should be returned properly to its designated storage area after use.

Offices Division of Humanities, CAS

Classification Simple Type of Transaction G2C - Government to Client Who may avail CMS Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Form Request Form is available at the Division of Humanities CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSONS RESPONSIBLE PAID TIME 1. Submits request form None Student

1.Receives the request form and Joelie Anne N. Nono forwards to person in-charge Administrative Aide VI

2.Evaluates the request and determines Ruperto P. Quitag the availability of the requested AVR- Aide Technician I facility/equipment

3.Recommending Approval 1 day Ruperto P. Quitag AVR- Aide Technician I

Page | 920

4.Endorses the request to the ISBL Ruperto P. Quitag Faculty-in-Charge/Division Chairperson AVR- Aide Technician I for Approval

5.Approves/Disapproves the request Robert L. Rodriguez ISBL Faculty-in-Charge/ Susan Mila p. Alvarez-Tosalem Division Chairperson

2.Receives a copy of the 6.Gives a copy of the Joelie Anne N. Nono Approved/Disapproved Request Approved/Disapproved request form Administrative Aide VI Form TOTAL 1 day

Page | 921

COLLEGE OF ARTS AND SCIENCES (DIVISION OF PHYSICAL SCIENCES AND MATHEMATICS)

External Services

Page | 922

1. Use of DPSM Facilities and Equipment During Office Hours

The use of facilities and equipment is intended for make-up classes of faculty and to cater the requests of students, organizations and other units for the conduct of their activity/event. The request should be made at least one day before date of use and should be returned in good condition and in order as borrowed.

Offices Division of Physical Sciences and Mathematics, CAS Classification Simple Type of Transaction G2C – Government to Client Who may avail Faculty, Students and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Form Request Form is available at the Division of Physical Sciences and Mathematics

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submit request form None Faculty/Student requestor

1. Receives the request form and Dianille P. Nabuab forwards to person in-charge Administrative Aide

2. Evaluates the request and determines 1 day Dianille P. Nabuab the availability of the requested Administrative Aide facility/equipment

3. Endorses the request to the Division Dianille P. Nabuab Chairperson for approval Administrative Aide

Page | 923

4. Approves/disapproves the request Vicente T. Balinas Division Chairperson

2. Receives a copy of the 5. Gives a copy of the Dianille P. Nabuab Approved/Disapproves Request Form Approved/Disapproved Request Form Administrative Aide

TOTAL None 1 day

Page | 924

2. Use of DPSM Facilities and Equipment Beyond Office Hours

The use of facilities and equipment is intended for the use of researchers and to cater the requests of students, organizations and other units for the conduct of their activity/event beyond office hours. The request should be made at least one day before date of use. The requestor will exercise care and observe safety precaution in the use of facilities to prevent fire or damage of equipment. He/she answer for all damages that may arise due to carelessness or negligence.

Offices 1. Division of Physical Sciences and Mathematics, CAS 2. College of Arts and Sciences, Dean’s Office Classification Simple Type of Transaction G2C – Government to Client Who may avail Faculty, Students and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Overtime/Overnight Permit Form Overtime/Overnight Permit Form is available at the Division of Physical Sciences and Mathematics CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits overtime/overnight permit None Faculty/Student requestor form 1. Receives the request and forwards to Dianille P. Nabuab person in-charge Administrative Aide

1 day 2. Evaluates the request and determines Dianille P. Nabuab

the availability of the requested Administrative Aide facility/equipment

3. Endorses the request to the Division Dianille P. Nabuab Chairperson for approval Administrative Aide Page | 925

4. Recommends approval/disapproval of Vicente T. Balinas the request Division Chairperson

5. Forwards the request to the CAS Dianille P. Nabuab Dean’s Office for the approval/ Administrative Aide disapproval of the Dean

6. Receives and logs the request and Maria Regina M. Montevirgen forwards to the Dean for Administrative Assistant approval/disapproval

7. Approves/disapproves the request Ma. Severa Fe S. Katalbas Dean, College of Arts & Sciences 2. Receives a copy of the 8. Gives a copy of the Approved/Disapproves Permit Form Approved/Disapproved Permit Form Maria Regina M. Montevirgen Administrative Assistant

TOTAL None 1 day

Page | 926

3. Issuance of Permit for Field Trip

The issuance of permit for Field Trip is for the students to secure approval before they can go on field trip. Field trips are important components of the experiential learning advocated in the University. The purpose of the trip is usually observation for education, non-experimental research or to provide students with experiences outside their everyday activities, such as going camping with teachers and their classmates. It is part of class syllabus/requirement and shall be announced on the first day of classes.

Offices 1. Division of Physical Sciences and Mathematics 2. Office the College Secretary, CAS 3. College of Arts and Sciences, Dean’s Office

Classification Simple Type of Transaction G2C – Government to Client Who may avail Faculty, Staff and Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Field Trip Application Form All forms are available at the Office of the College Secretary, CAS 2. Report of Compliance 3. Field Trip Policy (Statement of Understanding Form for Field Trips) 4. Medical Information Form 5. Insurance 6. Course Syllabus 7. Classlist

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Secure field trip application form None Faculty/Staff/Students requestor from the OCS

Page | 927

2. Fills up field trip application form, 1. Receives and logs the field trip Salvacion C. Famisaran secure signature of chaperones and application form and all requirements Administrative Aide distributes field trip policy and and forwards to the Division medical information form to Chairperson for signature students 2. Gathers field trip policy form and medical information form from students, 2 days attached to field trip application form and submits to the Division Chairperson for signature

3. Signs field trip application form Vicente T. Balinas Division Chairperson

4. Forwards field trip application form to Salvacion Famisarasn the OCS Administrative Assistant

5. Receives and counterchecks field trip Enrique N. Legaspi III application form and all requirements Student Records Evaluator

6. Forwards to the Office of the Dean Enrique N. Legaspi III Student Records Evaluator

7. Receives and logs the field trip Maria Regina M. Montevirgen application form and all requirements Administrative Assistant and forwards to the Dean for signature

Ma. Severa Fe S. Katalbas 8. Signs the field trip application form Dean, College of Arts & Sciences

Page | 928

9. Issues travel order duly signed by the Maria Regina M. Montevirgen Dean to faculty concerned and Administrative Assistant chaperones

10. Returns approved field trip Maria Regina M. Montevirgen application form and all requirements to Administrative Assistant 3. Receives approved/disapproved the OCS request 10. Issues approved field trip application Enrique N. Legaspi III form to faculty concerned Student Records Evaluator

TOTAL None 2 days

Page | 929

4. Issuance of Copy of Syllabus

The Issuance of Syllabus is to provide copy of syllabus of courses/subjects the students earned when they enrolled in the university. A syllabus is an academic document that serves to outline information about specific subject. Generally, it includes course description, required textbooks, references, what topics to be covered, and schedule of exams. The syllabus is usually given to alumni who opted to enrol in Masters/PhD and to students who transferred from other Schools/University. This is also needed by alumni as requirement for skill assessment in migration to other countries, and as proof of fulfilling specific entry requirements as part of master’s degree program application.

Offices 1. Division of Physical Sciences and Mathematics, CAS

Classification Simple Type of Transaction G2C – Government to Client Who may avail Students, alumni CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter of request From the requestor CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits letter requesting for a copy of 1. Receives letter and forwards to Dianille P. Nabuab syllabus to Division/Department Division Chairperson for approval Administrative Aide concerned 2. Acts on the request Philip Ian P. Padilla Division Chairperson 1 day 3. Issues assessment slip Salvacion C. Famisaran Administrative Aide

2. Pays corresponding fee to the Cash 4. Accepts payment P10/page Cash Office Staff Office Page | 930

3. Provides proof of payment/receipt 5. Receives Official Receipt Salvacion C. Famisaran Administrative Aide

4. Claims copy of syllabus 6. Checks the official receipt and issues Salvacion C. Famisaran requested copy of syllabus Administrative Aide

TOTAL P10/page 1 day

Page | 931

5. REQUEST FOR THE USE OF DPSM COMPUTER LABORATORY

Use of DPSM Computer labs is restricted to the currently enrolled students, faculty, and staff of the Division of Physical Sciences and Mathematics. Other units of the College of Arts and Sciences may use the laboratories subject to the approval of the DPSM Chair and in some cases, the Dean of CAS. Maintenance procedures must be carried out by Technician who are trained to perform maintenance safely. Offices Division of Physical Sciences and Mathematics, CAS Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Faculty, Students and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request Form Secure approval from the Division Chairperson CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSIN PERSONS RESPONSIBLE BE PAID G TIME 1. Submit request form 1. Receives the request form and None Faculty/Student forwards to person in-charge Dianille P. Nabuab Admin Aide 2. Evaluates the request and determines the availability of the Computer Gerard Cabunducan Laboratory System Administrator 1 day 3. Endorses the request to the Division Dianille P. Nabuab, Admin Aide Chairperson for approval Vicente T. Balinas 4. Approves/disapproves the request Division Chairperson

2. Receives a copy of the 5. Gives a copy of the Dianille P. Nabuab, Admin Aide Approved/Disapproves Request Form Approved/Disapproved Request Form TOTAL None 1 day

Page | 932

COLLEGE OF ARTS AND SCIENCE (DIVISION OF SOCIAL SCIENCES)

External Services

Page | 933

1. Use of CAS Facilities and Equipment During Office Hours

The use of facilities and equipment is intended for make-up classes of faculty and to cater the requests of students, organizations and other units for the conduct of their activity/event. The request should be made at least one day before date of use and should be returned in good condition and in order as borrowed.

Offices Division of Social Sciences, CAS

Classification Simple

Type of Transaction G2C – Government to Client Who may avail Faculty, Students and other Clients

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request Form Request Form is available at the Division of Social Sciences CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submit request form None Faculty/Student requestor

1. Receives the request form and Samuel L. Funtecha forwards to person in-charge Administrative Aide

2. Evaluates the request and determines Samuel L. Funtecha 1 day the availability of the requested Administrative Aide

facility/equipment Samuel L. Funtecha 3. Endorses the request to the Division Administrative Aide Chairperson for approval Brian C. Ventura 4. Approves/disapproves the request Division Chairperson Page | 934

2. Receives a copy of the 5. Gives a copy of the Samuel L. Funtecha Approved/Disapproves Request Form Approved/Disapproved Request Form Administrative Aide

TOTAL None 1 day

Page | 935

2. Use of CAS Facilities and Equipment Beyond Office Hours

The use of facilities and equipment is intended for the use of researchers and to cater the requests of students, organizations and other units for the conduct of their activity/event beyond office hours. The request should be made at least one day before date of use. The requestor will exercise care and observe safety precaution in the use of facilities to prevent fire or damage of equipment. He/she answer for all damages that may arise due to carelessness or negligence.

Offices 1. Division of Social Sciences, CAS 2. College of Arts and Sciences, Dean’s Office Classification Simple Type of G2C – Government to Client Transaction Who may avail Faculty, Students and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Overtime/Overnight Permit Form Overtime/Overnight Permit Form is available at the Division of Social Sciences CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submits overtime/overnight permit None Faculty/Student requestor form 1. Receives the request and forwards to Samuel L. Funtecha person in-charge Administrative Aide

1 day 2. Evaluates the request and determines Samuel L. Funtecha

the availability of the requested Administrative Aide facility/equipment

3. Endorses the request to the Division Samuel L. Funtecha Chairperson for approval Administrative Aide Page | 936

4. Recommends approval/disapproval of Brian C. Ventura the request Division Chairperson

5. Forwards the request to the CAS Samuel L. Funtecha Dean’s Office for the approval/ Administrative Aide disapproval of the Dean

6. Receives and logs the request and Maria Regina M. forwards to the Dean for Montevirgen approval/disapproval Administrative Assistant

7. Approves/disapproves the request Ma. Severa Fe S. Katalbas Dean, College of Arts & 2. Receives a copy of the 8. Gives a copy of the Sciences Approved/Disapproves Permit Form Approved/Disapproved Permit Form Maria Regina M. Montevirgen Administrative Assistant TOTAL None 1 day

Page | 937

3. Issuance of Permit for Field Trip

The issuance of permit for Field Trip is for the students to secure approval before they can go on field trip. Field trips are important components of the experiential learning advocated in the University. The purpose of the trip is usually observation for education, non-experimental research or to provide students with experiences outside their everyday activities, such as going camping with teachers and their classmates. It is part of class syllabus/requirement and shall be announced on the first day of classes.

Offices 1. Division of Social Sciences 2. Office the College Secretary, CAS 3. College of Arts and Sciences, Dean’s Office Classification Simple Type of Transaction G2C – Government to Client Who may avail Faculty, Staff and Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Field Trip Application Form All forms are available at the Office of the College Secretary, CAS 2. Report of Compliance 3. Field Trip Policy (Statement of Understanding Form for Field Trips) 4. Medical Information Form 5. Insurance 6. Course Syllabus 7. Class list

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Secure field trip application form from 1. Receives and logs the field trip None Faculty/Staff/Students requestor the OCS application form and all requirements and forwards to the Division Chairperson for signature Page | 938

2. Fills up field trip application form, Gathers field trip policy form and Meekela N. Jain secure signature of chaperones and medical information form from students, Administrative Assistant distributes field trip policy and medical attached to field trip application form information form to students and submits to the Division Chairperson for signature 2 days

2. Signs field trip application form Brian C. Ventura Division Chairperson

3. Forwards field trip application form to Meekela N. Jain the OCS Administrative Assistant

4. Receives and counterchecks field trip Enrique N. Legaspi III application form and all requirements Student Records Evaluator

5. Forwards to the Office of the Dean Enrique N. Legaspi III Student Records Evaluator

6. Receives and logs the field trip Maria Regina M. Montevirgen application form and all requirements Administrative Assistant and forwards to the Dean for signature

7. Signs the field trip application form Ma. Severa Fe S. Katalbas Dean, College of Arts & Sciences

8. Issues travel order duly signed by the Maria Regina M. Montevirgen Dean to faculty concerned and Administrative Assistant chaperones

Page | 939

9. Returns approved field trip application Maria Regina M. Montevirgen form and all requirements to the OCS Administrative Assistant

10.. Issues approved field trip Enrique N. Legaspi III 3. Receives approved/disapproved application form to faculty concerned Student Records Evaluator request TOTAL None 2 days

Page | 940

4. Issuance of Copy of Syllabus

The Issuance of Syllabus is to provide copy of syllabus of courses/subjects the students earned when they enrolled in the university. A syllabus is an academic document that serves to outline information about specific subject. Generally, it includes course description, required textbooks, references, what topics to be covered, and schedule of exams. The syllabus is usually given to alumni who opted to enrol in Masters/PhD and to students who transferred from other Schools/University.

Offices Division of Social Sciences, CAS Classification Simple

Type of Transaction G2C – Government to Client

Who may avail Students, Alumni CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter of request From the requestor

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSONS PAID TIME RESPONSIBLE 1. Submits letter requesting for a copy of 1. Receives letter and forwards to Samuel L. Funtecha syllabus to Division/Department Division Chairperson for approval Administrative Aide concerned 2. Acts on the request Brian C. Ventura Division Chairperson 1 day 3. Issues assessment slip Meekela N. Jain Administrative Assistant

2. Pays corresponding fee to the Cash 4. Accepts payment P10/page Cash Office Staff Office Page | 941

5. Receives Official Receipt Meekela N. Jain 3. Provides proof of payment/receipt Administrative Assistant

6. Checks the official receipt and Meekela N. Jain 4. Claims copy of syllabus issues requested copy of syllabus Administrative Assistant

TOTAL P10/page 1 day

Page | 942

COLLEGE OF ARTS AND SCIENCES (Language Program)

External Services

Page | 943

1. Language Training/ Tutorial

Enhances the abilities of foreign and local clients to read, write, speak and comprehend the English language. Equips participants to exchange ideas and opinions, express emotions, and present information.

Office 1. Language Program 2. CAS Office of the Dean

Classification Complex Type of Transaction G2G – Government to Government; G2C – Government to Citizen Who may avail All Government Agencies, LGUs, GOCCs, NGOs, Professional Organizations, and Private Individuals CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Request letter of customer/applicant for a specific training/tutorial 1. Language Program

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submits complete requirements to 1. Receives letter of request and logs in None Marian Janice M. Mediana Language Program. the record book. Administrative Aide VI

2. Drafts/prepares training proposal 2 Days Marian Janice M. Mediana Administrative Aide VI

2. Client pays the training/tutorial 3. Forwards the proposal to the Faculty- Mary Oveta L. Villareal package in-Charge for evaluation, comments, Faculty-in-Charge suggestions and signature.

4. Transmits the document to the CAS Marian Janice M. Mediana Dean’s Office Administrative Aide VI

Page | 944

5. Follows-up proposal at the CAS 2 days Ma. Severa Fe S. Katalbas Dean’s Office Dean, CAS

6. Receives and logs in the approved Marian Janice M. Mediana proposal from the CAS Dean 2 days Administrative Aide VI

7. Contacts lecturers/tutors for the Marian Janice M. Mediana implementation of the activity Administrative Aide VI

8. Prepares course outline of the activity Marian Janice M. Mediana and sends copies to client and Administrative Aide VI lecturers/tutors

9. Prepares and sends conforme and Marian Janice M. Mediana billing statement to the client and client Administrative Aide VI pays the training/tutorial package

10. Orients the lecturer/tutor on the Marian Janice M. Mediana activity Administrative Aide VI

11. Implements the activity Mary Oveta L. Villareal Faculty-in-Charge

12. Prepares certificate of Marian Janice M. Mediana training/tutorial and forwards to FIC for Administrative Aide VI signature

13. Logs out and forwards the Marian Janice M. Mediana certificates to the CAS Dean for Administrative Aide VI signature

Page | 945

14. Follows-up and logs in certificates Marian Janice M. Mediana from the CAS Dean Administrative Aide VI

15. Prepares and conducts evaluation Marian Janice M. Mediana before the end of the training/tutorial Administrative Aide VI period Mary Oveta L. Villareal 16. Prepares venue and certificates for Faculty-in-Charge the closing program Ma. Severa Fe S. Katalbas 3. Receives certificate of completion 17. Distributes certificates during Dean, CAS Closing Program

TOTAL None 6 days

Page | 946

COLLEGE OF ARTS AND SCIENCES (DIVISION OF PROFESSIONAL EDUCATION)

External Services

Page | 947

1. PUBLIC SERVICE

RA 9500, it is a declared policy that the University of the Philippines shall “lead as a public service university by providing various forms of community, public, and volunteer service, as well as scholarly and technical assistance to the government, the private sector , and civil society while maintaining its standards of excellence. In line with this, the university can undertake initiatives to address a public need or respond to call for the delivery of services by the public. Office CAS-Division of Professional Education Classification Simple Type of Transaction G2C - Government to Client Who may avail LGUs/NGOs CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of Request Division of Professional Education

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME Requestors send letter of request to Receives letter of request for None Within the day Marie Christine B. Tilde- AO II conduct public service/training. public service/training.

Checks on the availability of Dr. John E. Barrios – Asso Prof. 3 Trainers to conduct the Chair, Prof. Ed. training. Trainers Plan topics and activities for 1-2 days Dr. John E. Barrios - Asso. Prof. 3 the training. Prof. Pedro P. Galeno,Jr.- Asst. Prof. 2 Prof. Arve B. Bañes - Asst. Prof. 2 Prof. Lovella S. Divinagracia - Asst. Prof. 4

Page | 948

Prof. Aileen C. Chong -Asst. Prof. 1 Prof. Leopoldo G. Ayukil III - Asst. Prof. 4 Prof. Jessie L. Labiste – Asst. Prof. 1

Receives approval of request. Approves request to conduct Dr. John E. Barrios – Asso. Prof. 3 public service/training. Chair, Prof. Ed.

TOTAL 1 to 2 days

Page | 949

2. CHED ANNUAL HIGHER EDUCATION DATA COLLECTION

Data on enrollment, faculty, and number of graduates are submitted yearly for CHED purposes.

Office CAS-Division of Professional Education Classification Simple Type of Transaction G2G - Government to Government Who may avail CHED CHECKLIST OF REQUIREMENTS WHERE TO SECURE Prescribed Official Forms CHED CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON RESPONSIBLE PAID TIME

Receives Memorandum from CHED to Accepts request for Data None 1 day Marie Christine B. Tilde – AO II accomplish the High Education Data Collection from CHED Collection Report Gathers and encode data needed. Marie Christine B. Tilde – AO II

Forwards data for approval of the Chair. Dr. John E. Barrios – Asso.Prof. 3 Chair, Prof. Ed. Accomplishes the CHED forms and submits to CAS for Susan C. Otero – AO V consolidation.

TOTAL None 1 day

Page | 950

COLLEGE OF ARTS AND SCIENCES (UP HIGH SCHOOL IN ILOILO)

External Services

Page | 951

1. REGISTRATION

A student is considered officially enrolled when he/she can present a Registration Form 5 stamped REGISTERED and is in the official list of enrollees for the subject.

Office UP High School in Iloilo Classification Simple Type of Transaction G2C - Government to Citizen Who may avail Students / Applicants CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Admission Slip (for incoming Grade 7) UPHSI Office 2. Elementary School Card (for incoming Grade 7) 3. High School Card (for incoming Grade 8 to12) 4. Medical Certificate

CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSIN PERSON RESPONSIBLE PAID G TIME

1. Submits the Checks the requirements and give Faculty Registration Advisers requirements out form to be accomplished

Checks the registration form for Faculty Registration Advisers 2. Accomplishes the correctness of entries registration form and present to the adviser 1 day for signature Checks registration for completeness Faculty Registration Adviser of entries and assesses school fees 3. Present the

Page | 952

registration form for Receives payment and issues official School paper – Cash Office Staff checking and receipt P100.00 assessment School fund – 4. Pays the fees P40.00

Student ID card – P130.00 (for incoming Grade 7 and 11 only)

5. Receives Official Stamps “REGISTERED” and issues UPHSI Staff Form 5 students copy of the registration form

TOTAL P170.00 1 day (for Grade 7 and 11)

P140.00 (for Grade 8,9,10 and 12)

Page | 953

2. SCHOLARSHIP

Private Scholarships are awarded to students who possess the following qualifications: financial need, academic potential and good moral standing. Each recipient has to attain an average grade of at least 85% at the end of each school year to qualify for renewal of the scholarship; otherwise, the slot will be deemed open and be awarded to the next qualified applicant

Office UP High School in Iloilo Classification Highly Technical Transactions Type of Transaction G2C - Government to Citizen Who may avail Students / Applicants CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Scholarship Application Form UPHSI Office

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Submits Application form for Accepts student’s application for None Half day Scholarship Committee scholarship to the committee scholarship

2. Waits for the schedule of Interviews and scores the applicants 1 day Scholarship Committee interviewer, if the applicant is based on the set criteria accepted Ranks all applicants based on the Half day Scholarship Committee scores and identifies a donor for every applicant that best fit the Page | 954

selection criteria of the donors

3. Waits for the result of the Gives donors a list of applicant to 3 days Scholarship Committee interview to be given out by the consider and schedules an interview committee if requested by donors

Identifies scholars and schedules for 3 days Donors interviews

4. Receives stipends Provides scholars with stipend 3 days Donors

TOTAL None 11 days

Page | 955

3. ISSUANCE OF REPLACEMENT FOR LOST HIGH SCHOOL CARD

The High School Card is essential in the transaction of the students in their academic status, hence, issuance of the said document is effectively done to satisfy the request of the client. Office UP High School in Iloilo Classification Simple Type of Transaction G2C - Government to Citizen Who may avail Students / Applicants CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request Form, Affidavit Form UPHSI CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Fills out and submits request form Receives the form and affidavit of loss 1 day Maria Fe Ciasico, Admin Asst I together with the Affidavit of Loss and bills the fees /Annabelle Escarza, SRE I

2. Pays the replacement fee Accepts payment and issues Official P20.00 Cash Office Staff Receipt Maria Fe Ciasico, Admin Asst I 3. Submits form with receipt Prepares the card / Annabelle Escarza, SRE I

4. Receives the card Release the card Maria Fe Ciasico, Admin Asst I / Annabelle Escarza, SRE I TOTAL P20.00 1 day

Page | 956

4. JUNIOR / SENIOR HIGH SCHOOL ENTRANCE EXAMINATION

The University of the Philippines Visayas has adopted a policy of democratized admission for students in the high schools of the U.P. System. Under this policy, “Every high school in U.P. is a program for helping economically disadvantaged but deserving students gain access to tertiary education in U.P.” *

Pursuant to the U.P. Policy for Democratization of Admission, the UP High School in Iloilo admits incoming Grade Seven and Eleven students from low-income families. As such, the High School is an experimental laboratory for innovative teaching strategies designed to make up for this disadvantaged group’s training in order to better prepare them for access to tertiary education, particularly in U.P.

Office UP High School in Iloilo Classification Simple Type of Transaction G2C-Government to Citizen Who may avail Students / Applicants CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Application form UPHSI 2. Certified True Copy of Elementary / High School Card2. 3. Birth Certificate 4. ITR (for past 2 years) 5. 2 copies of 2x2 picture CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME

1. Request for application form / Distributes application form UPHSI Staff download application form from

Page | 957

UPV website 3 days

2. Submits accomplished application Checks and forwards application UPHSI Staff form and requirements form to the screening committee

Evaluates, approves /disapproves Screening Committee application and forwards action to Principal’s Office

Conveys action taken by the P170.00 UPHSI Staff screening committee

If approved, bills entrance exam UPHSI Staff fee

If disapproved, informs the UPHSI Staff applicant

3. Pays entrance examination fee Accept payment and issues Maria Fe Ciasico, Admin Asst official receipt I as Collecting Officer 4. Presents official receipt and Issues test permit receives test permit Maricar A. Gebucion, Admin Asst II

TOTAL P170.00 3 days

*Excerpt from the minutes of the 1018th meeting of the UP Board of Regents held on January 30, 1989

Page | 958

5. ISSUANCE OF TRANSCRIPT OF RECORDS (FORM 137A), CERTIFICATION AND AUTHENTICATED DIPLOMA

The issuance of the requested documents is one of the services rendered by the UPHSI and is effectively done in compliance with the CSC rules and regulations.

Office UP High School in Iloilo Classification Simple Type of Transaction G2C - Government to Citizen Who may avail Students / Applicants CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request form UPHSI CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Fills out request form and submits Verifies records, assesses and Annabelle Escarza, SRE I to the High School Office returns the forms OTR- P30.00 per 2. Pays the fee Receives payment and issues page Cash Office Staff official receipt Certification 3. Submits requests form with the Verifies the form and receipt and -P20.00 1 day Annabelle Escarza, SRE I Official Receipt attached prepares the document Authenticate 4. Signs the logbook and receives Releases the document d Diploma- Annabelle Escarza, SRE I document P30.00

TOTAL 1 day

Page | 959

6. USE OF LABORATORY FACILITIES AND EQUIPMENT

Students who are currently enrolled in Laboratory subjects are free to use the laboratory. However, use of laboratory facilities and equipment beyond laboratory hours should have an approved request signed by the faculty-in-charge of the lab and the Principal.

Offices UP High School in Iloilo Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Faculty, Students and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request Form Secure approval from the Faculty-in-Charge / Principal CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submit request form Receives the request form and forwards to None Jumelee Moleta, Lab Aide person in-charge

Evaluates the request and determines the Jumelee Moleta, Lab Aide availability of the requested facility/equipment

1 day Endorses the request to appropriate office

Jumelee Moleta, Lab Aide Approves/disapproves the request Lourdes A. Zamora, Principal 2. Receives the copy Gives a copy of the Approved/Disapproved Request Form Jumelee Moleta, Lab Aide

TOTAL None 1 day

Page | 960

7. REQUEST FOR ISSUANCE OF TRAVEL ORDER

Faculty members, Staff and students are required to request for travel order whenever they leave their official station during official time. For faculty members with teaching assignments in the Iloilo City Campus, request for travel order should be done at the start of the semester. Students who will travel for seminars, workshops, conferences, competitions and others are required to request for travel order. Request must be submitted five calendar days before the scheduled date of travel.

Offices UP High School in Iloilo Classification Simple Type of Transaction G2C – Government to Citizen Who may avail Faculty, Staff and Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Form 9a with attachments Secure approval from the Dean, CAS CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME 1. Submit request for travel order Receives/reviews and forwards request None 1 day Maricar A. Gebucion, Admin to the Principal Asst II

Acts on the request Lourdes A. Zamora, Forwards application to Office of the Principal Dean Maricar A. Gebucion, Admin Receives request Asst II

Acts on the request Maria Regina Montevirgen, Admin Asst II Office of the Dean Staff Page | 961

Returns approved/disapproved Travel Ma. Severa Fe S. Katalbas, Order to the Division/Department Dean, CAS

Furnishes copy to faculty, staff and student concerned; Keeps one copy for Maria Regina Montevirgen, 2. Receives copy of the Travel Order filing Admin Asst II

Maricar A. Gebucion, Admin Asst II

TOTAL None 1 day

Page | 962

COLLEGE OF MANAGEMENT External Services

Page | 963

1. Use of facilities and equipment (Classrooms and Multi-Media Projector on Mondays to Fridays The Office the Dean grants the use of classrooms and multi-media projector for meetings, trainings, fora, and other academic-related activities.

Office 1. CM-Office of the Dean 2. CM-Office of the College Secretary

Classification Simple Type of Transaction G2C-Government to Citizen; G2B Government to Business; G2G – Government to Government Who may avail UPV Constituents; Private Individual/Institution; Other Government Agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished Form in duplicate Office of the Dean and Office of the College Secretary 2. Letter request for outside clients 3. Billing Statement for paying users 4. Official Receipt

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON RESPONSIBLE TIME 1. Fills out form from the Office of the 1. OCS staff evaluates the P100.00/hr 3 days for agency Maria Theresa M. de la Secretary; for outside client, submit accomplished form and (venue and aircon) actions 1 to 6 Cruz letter request check availability of venue Administrative Aide VI and signs form for the use P50.00/hr (multi-media Office of the College of the facilities/equipment projector) Secretary

2. Dean’s Office Staff validates and approves Ruby S. Cabasac request Administrative Aide VI OR Evelyn T. Tidon Administrative Officer V Page | 964

Office of the Dean

3. Dean approves request of Prof. Arthur P. Barrido, Jr. outside client Dean, College of Management 4. Dean’s Office Staff prepares Billing Statement Ruby S. Cabasac Administrative Aide VI 2. Pay Fee, for outside clients Office of the Dean

5. Cash Office Staff accepts 3. Presents official receipt (OR) and payment and issue Official Ma. Mitzi A. Calawigan receives copy of approved request Receipt Administrative Officer III Cash Office 6. Dean’s Office Staff secure photocopy of Official Ruby S. Cabasac Receipt and Issue Administrative Aide VI approved copy of request Office of the Dean to Security Guard TOTAL P100.00/hr 3 days (venue and aircon)

P50.00/hr (multi-media projector)

Page | 965

2. Use of facilities and equipment (Classrooms, CM 11, and Conference Room on Weekends)

The Office of the Dean grants the use of CM facilities for meetings/gatherings outside of the regular working hours and on weekends. Office CM-Office of the Dean Classification Simple Type of Transaction G2C-Government to Citizen; G2B - Government to Business; G2G - Government to Government Who may avail UPV Constituents; Private Individual/Institution; Other Government Agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Accomplished Form in duplicate Office of the Dean 2. Letter request for outside clients 3. Billing Statement for paying users 4. Official Receipt

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING PERSON RESPONSIBLE TIME 1. Fills out form from the Office of 1. Evaluates the accomplished P100.00/hr 2 days for Ruby S. Cabasac the Dean; for outside client, form and check availability of (venue & aircon) agency action 1 Administrative Aide VI submit letter request venue and signs form for the to 5 Office of the Dean use of the facilities/ equipment P50.00/hr (multi-media projector) 2. Validates and approves the Ruby S. Cabasac request Administrative Aide VI OR Evelyn T. Tidon Administrative Officer V Office of the Dean

Prof. Arthur P. Barrido, Jr. Dean (for outside client)

Page | 966

College of Management

Ruby S. Cabasac 2. Prepare Billing Statement Administrative Aide VI Office of the Dean

2. Pay Fee, for outside clients Ma. Mitzi A. Calawigan 3. Accepts payment and issue Administrative Officer III Official Receipt Cash Office

3. Presents official receipt (OR) Ruby S. Cabasac and receives copy of approved 4. Photocopy Official Receipt; Administrative Aide VI request Issue approved copy to Security Office of the Dean Guard TOTAL P100.00/hr 2 days (venue & aircon)

P50.00/hr (multi-media projector)

Page | 967

3. Issuance of Local Travel Order within the authority of the Dean The Office of the Dean issues Travel Order to CM constituents who go for official travel outside of their official station

Office CM-Office of the Dean

Classification Simple

Type of Transaction G2C-Government to Citizen Who may avail CM Constituents CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Online Application or Manual in case the UIS is not available UIS Portal/Office of the Dean CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Access UIS Portal or Fills Out Form 1. Department Chair recommends for None 3 days for agency Prof. Louise the approval of the request actions 1 to 3 Annette B. Escoto Chair, Dept. of Management./

Or

Prof. Christopher B. 2.Approves the request for Travel Honorario Chair, Dept. of Accounting

Page | 968

Prof. Arthur P. 2. Print approved Travel Order and 3. Provide approved copy of manual Barrido, Jr. provide copy to the Office of the Dean Travel Order Dean College of Management

Ruby S. Cabasac Administrative Aide VI Office of the Dean

TOTAL None 3 days

Page | 969

4. Issuance of Certificate of Appearance

This Certification is being issued in compliance with the standing regulations provided under Republic Act No. 3847 duly implemented by COA for the purpose of establishing the evidence and duration of his/her appearance. Office CM-Office of the Dean Classification Simple Type of Transaction G2C-Government to Citizen Who may avail All visitors and clients transacting with the Office of the Dean CHECKLIST OF REQUIREMENTS WHERE TO SECURE Written or verbal request for the certificate after the visit/transaction Office of the Dean, CM CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE 1. Request for Certificate of 1. Prepares the Certificate of None 15 minutes for Evelyn T. Tidon Appearance Appearance agency actions 1 Administrative Officer V to 3 Office of the Dean

2. Signs the Certificate of Appearance Prof. Arthur P. Barrido, Jr.

Dean College of Management 2. Receives copy of Certificate of 3. Provide duly signed copy of Appearance Certificate of Appearance Ruby S. Cabasac Administrative Aide VI Office of the Dean

TOTAL None 15 minutes

Page | 970

1. Pre-registration of Students

Pre-registration is a service intended to provide information to students before the registration proper.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Schedule CRS FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Gets the schedule from the CRS 1. (No Action) None None None

2. Presents the schedule to the adviser for 2. Evaluates the schedule None 30 Minutes Program Adviser evaluation

3. Prints temporary form 5 for validation of 3. (No Action) None 15 Minutes Program Adviser subjects by Program Adviser

TOTAL None 45 Minutes

Page | 971

2. Issuance of permit for Cross-registration This is a service provided to students who intend to cross-register to another constituent university.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Cross-registration form Office of the College Secretary

Copy of grades Office of the College Secretary

FEES TO BE PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID TIME 1. Fills up 3 copies of cross-registration 1. Issues cross-registration form None 10 Minutes OCS Staff form (crf) Office of the College Secretary

2. Brings the duly filled up crf to adviser 2. Evaluates and assesses the student None 20 Minutes Program Adviser for signature records and recommends the subjects to be taken

3. Submits the duly signed form to the 3. Recommends cross-registration of the None 20 Minutes College Secretary Office of the College Secretary (OCS) students and forwards the same to the Office of the College Secretary Page | 972

Office of the University Registrar (OUR) for approval. Wait for OUR approval. (Waiting time is approximately 1 day)

4. Claims the approved/disapproved CRF 4. Issues the approved/disapproved CRF None 5 Minutes OCS Staff Office of the College Secretary

TOTAL None 1 Day and 55 Minutes

Page | 973

3. Enrollment/Registration for Regular Students

This is a service provided to students who have approved pre-registration.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Copy of grades Office of the College Secretary (OCS) Adviser Validation CRS (If online registration, adviser validation will be eliminated) Medical Certificate (every first semester) Health Services Unit (HSU) Admission Slip (every first semester for Freshmen and Transferees) Office of the University Registrar (OUR)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits the required documents to the 1. Checks and assesses the None 5 Minutes OCS Staff OCS. completeness of the required Office of the College Secretary documents and tags the student to a pre-assigned program adviser.

2. Proceeds to the program adviser for 2. Validates the subjects. None 15 Minutes Program Adviser validation of subjects.

3. Proceeds to assessment 3. Assesses the students for payment None 5 Minutes OCS Staff Office of the College Secretary Page | 974

and prints form 5

4. Goes to Program Adviser for signature 4. Signs the form 5 None 2 Minutes Program Adviser

5. Returns the form 5 to OCS to finalize the 5. Stamps the registration form 5 with None 2 Minutes OCS Staff enrolment. “registered”. Office of the College Secretary

TOTAL None 30 minutes

Page | 975

4. Application for transfer from other Colleges within UPV

This service is provided to students who intend to transfer from other colleges within UPV.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Complex Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request form to transfer Supplied by students OSA Evaluation Office of the Student Affair (OSA) Copy of grades Office of the College Secretary (OCS) FEES TO BE PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE PAID TIME 1. Submits the required documents. 1. Convenes the college admissions None 1 - 3 Days College Secretary committee Office of the College secretary

1.1 Evaluates the request for transfer of None 1 Day College Admission Committee the students 2. Claims the notice of action 2. Releases the notice of action None 2 Minuntes OCS Staff Office of the College Secretary TOTAL None 4 Days, 2 Minutes

Page | 976

5. Application for shifting of course

This service is provided to students who intend to shift course.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Complex Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Application form for shifting Office of the College Secretary (OCS) Copy of grades Office of the University Registrar (OUR) OSA Recommendation on certain cases Office of the Student Affairs (OSA) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits application form with 1. Receives application None 2 Minutes Administrative Aide VI requirements Office of the College Secretary

1.1 Evaluates student’s records and None 7 Days Student Records forwards request form to College Evaluator 2 or Student Records Admissions Committee or Evaluator 1 Division/Department/Institute offering Office of the College Secretary the Program

1.2 College Admissions Committee or None 30 Minutes College Admissions Division/Department head acts on the Committee or application Department/Division Head Office of the College Secretary Page | 977

College Admissions 1.3 Forwards recommendation action None 5 Minutes Committee or to Office of the College Secretary Department/Division Head (OCS) Office of the College Secretary

College Secretary 1.4 Signs the request None 5 Minutes Office of the College Secretary

2. Receives notice of action 2. Issues notice of action None 5 Minutes Administrative Aide VI Office of the College Secretary

TOTAL None 7 Days, 47 Minutes

Page | 978

6. Change/Add of Matriculation

This service is provided to students who want to change/add matriculation.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Change/Add Matriculation form Office of the College Secretary (OCS) Registration form Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures form from the Office of the 1. Issues forms None 1 Minute OCS Staff College Secretary Office of the College Secretary

2. Fills out Change of Matriculation form (UP 2. Checks, evaluates and signs the None 5 Minutes Program Adviser Form 26) and secures the signature of the request form Program Adviser of the subject authorized

3. Submits the duly accomplished Change of 3. Receives the duly accomplished None 1 Minute OCS Staff Matriculation form to the Office of the Change of Matriculation form Office of the College Secretary College Secretary

3.1 Adds/changes/cancels courses None 10 Minutes OCS Staff Office of the College Secretary

Page | 979

3.2 Assesses and bills fees then returns None 5 Minutes OCS Staff the form together with the billing Office of the College Secretary statement

4. Proceeds to Cash Office and presents the 4. Accepts the form and billing *₱1,000/unit 5 Minutes Cashier form and billing statement together with the statement together with the payment Cash Office payment then issues an OR

5. Returns the form and OR to the OCS 5. Receives the form and OR None 1 Minute OCS Staff Office of the College Secretary

5.1 Forwards the form and OR to None 1 Minute OCS Staff College Secretary for action Office of the College Secretary

5.2 Signs the form None 5 Minutes College Secretary Office of the College Secretary

6. Receives copy of form with action 6. Issues the student’s copy of form with None 1 Minute OCS Staff action Office of the College Secretary

TOTAL *₱1,000/ 35 Minutes unit * Note: These are for students not eligible under RA 10931.

Page | 980

7. Student request for overload This service is provided to students who want to have overload subjects.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of G2C – Government to Client Transaction Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Overload request form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME

1. Submits the duly accomplished 1. Receives the duly accomplished None 2 Minutes OCS Staff overload request form overload request form and forwards it to Office of the College Secretary School Credits Evaluator for evaluation

School Credits Evaluator 1.1 Evaluates the request of student for None 1 Hour Office of the College Secretary overload and forwards to College Secretary for recommendation College Secretary 1.2 Recommends and forwards request None 15 Minutes Office of the College Secretary to the Dean for final action

Page | 981

1.3 Acts on the request and returns the None 10 Minutes Dean letter to the OCS Office of the Dean

2. Receives copy of the action 2. Issues the notice of action to the None 5 Minutes OCS Staff student Office of the College Secretary

TOTAL None 1 Hour, 32 Minutes

Page | 982

8. Substitution of courses This service is provided to students who want to substitute courses

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request for Substitution of Courses form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form 1. Issues form None 1 Minute OCS Staff Office of the College Secretary 2. Submits form 2. Evaluates request and validates None 15 Minutes OCS Staff grade (s) and forwards to Office of the College Secretary Division/Department

3.Secures recommendation of Program 3. Recommends request for substitution None 15 Minutes Program Adviser and Adviser and Division/Department/Institute Division/Department/Institute Chair/Director Chair/Director

4. Submits request to OCS 4. Acts on the request None 5 Minutes College Secretary Office of the College Secretary

Page | 983

5. Receives copy of action 5. Issues the student’s copy of action None 5 Minutes OCS Staff and forwards a copy to OUR Office of the College Secretary

TOTAL None 41 Minutes

Page | 984

9. Application for Waiver of Pre-requisite

This service is provided to students who wish to apply for waiver of pre-requisite.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Pre-requisite waiver form Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form and submits to the 1. Signs Certification None 3 Minutes Faculty of Pre-requisites course Division/Department/Institute of Pre-requisite course 2. Secures recommendation and approval 2. Validates grades and recommends on None 10 Minutes Program Adviser and the request Division/Department/Institute Chair/Director

3. Submits duly signed waiver 3. Receives and checks the waiver and None 3 Minutes OCS Staff forward to College Secretary for action Office of the College Secretary

3.1 Acts on the request None 5 Minutes College Secretary Office of the College Secretary 4. Receives a copy of action 4. Issues a copy of action None 2 Minutes OCS Staff Office of the College Secretary TOTAL None 23 Minutes

Page | 985

10. Issuance of Permit for Removal of 4.0 and Completion of Incomplete grade This service is provided to students who have 4.0/incomplete grade for removal/completion.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Completion/Removal Permit Office of the College Secretary (OCS) FEES TO BE PROCESSING PERSON CLIENT STEPS AGENCY ACTION PAID TIME RESPONSIBLE 1. Fill out completion/removal permit and 1. Bills and issues Official Receipt If within removal 5 Minutes Cashier proceeds to the Cash Office for payment period: none Cash Office

If not: ₱20 for removal & ₱10 for completion

2. Submits permit for completion/removal 2. Recommends permit None 2 Minutes College Secretary Office of the College Secretary 3. Receives approved permit 3. Issues approved permit None 1 Minute OCS Staff Office of the College Secretary Page | 986

4. Presents permit before 4. Approves permit None 2 Minutes Faculty concerned completion/removal exam TOTAL If within 10 Minutes removal period: none If not: ₱20 for removal & ₱10 for completion

Page | 987

11. Dropping of subjects/courses This service is provided to students who want to drop subjects/courses.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Dropping form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form 1. Issues form None 1 Minute OCS Staff Office of the College Secretary

2. Secures signature of teacher 2. Evaluates class standing and signs None 5 Minutes Faculty-In-Charge of the course form

3. Secures signature of adviser 3. Checks records and signs form None 5 Minutes Adviser

4. Presents form for assessment 4. Assesses and bills fee None 5 Minutes OCS Staff Office of the College Secretary

Page | 988

5. Pays dropping fee 5. Accepts the billing statement together ₱10/unit 5 Minutes Cashier with the payment and issues official Cash Office receipt (OR)

6. Submits duly accomplished dropping 6. Checks and verifies student’s record None 5 Minutes OCS Staff form with OR Office of the College Secretary

7. Receives copy of action 7. Issues student’s copy of action None 2 Minutes OCS Staff Office of the College Secretary

TOTAL None 28 Minutes

Page | 989

12. Application for Leave of Absence (LOA)

This service is provided to students who want to leave.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE LOA Form Office of the College Secretary (OCS) Medical Certificate (if for health reasons) Health Services Unit (HSU) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures and fills out form 1. Issues form None 1 Minute OCS Staff Office of the College Secretary 2. Submits duly filled out LOA form 2. Receives and evaluates records and None 5 Minutes OCS Staff bills fees Office of the College Secretary 3. Pays fee 3. Accepts billing statement together ₱150.00 5 Minutes Cashier with payment and issues OR 4. Submits form with OR 4. Accept forms and forwards to the None 5 Minutes OCS Staff Division/Department/Institute concerned Office of the College Secretary

4.1 Acts on the request and forwards to None 5 Minutes Division/Department/Institute OCS Chair/Director

College Secretary 4.2 Acts on the request None 5 Minutes Office of the College Secretary 5. Receives copy of the request for LOA with 5. Issues copy of the request for LOA None 2 Minutes OCS Staff action with action Office of the College Secretary TOTAL ₱150.00 28 Minutes

Page | 990

13. Re-admission from AWOL This service is provided to AWOL status students who want to be re-admitted.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request for readmission from AWOL addressed to the Dean Supplied by students OSA Recommendation for delinquent students Office of the Student Affairs (OSA) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits letter of request for 1. Records and forwards letter of None 2 Minutes OD Staff readmission from AWOL addressed to the request to OCS Office of the Dean Dean 1.1 Evaluates student’s records and None OCS Staff forwards to: 20 Minutes Office of the College Secretary

- College Admission Committee for

delinquent students - College Secretary for non-delinquent students College Secretary 1.2 Acts on the request and forwards to None Office of then College the Dean (for AWOL, Probation); If 1 Hour Secretary; delinquent, goes through counselling via Admission Committee; Page | 991

OSA OSA for counselling

1.3 Acts on the request and forwards to None 5 Minutes OCS Dean Office of the Dean

1.4 Informs student of the result None 2 Minutes OCS Staff Office of the College Secretary

2. Pays fee 2. Accepts payment and issues OR ₱225.00 5 Minutes Cashier Cash Office

3. Presents OR and receives copy of 3. Issues student’s copy of approved None 2 Minutes OCS Staff approved request request Office of the College Secretary

TOTAL ₱225.00 1 Hour, 36 Minutes

Page | 992

14. Validation of subjects for transferees

This service is provided to validate subject for transferees.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Complex Type of Transaction G2C – Government to Client Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Transcript of Records Office of the University Registrar (OUR) Syllabus and Validation Request Form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits required documents for 1. Checks and verifies courses to be None 20 Minutes OCS Staff verification of what courses to be validated validated, prepares and issues permit Office of the College Secretary for validation

2. Pays fee at Cash Office 2. Accepts payment and issues Official ₱20.00 5 Minutes Cashier Receipt (OR) Cash Office

3. Submits permit for validation 3. Accepts permit for validation exam None 2 Minutes Divison/Department/Institute and forwards to faculty concerned Staff

3.1 Acts on request and schedules the None 4-5 days

exam, then, informs the student/s the Faculty Concerned Page | 993

date and venue of the exam

4. Takes the Exam 4. Gives the exam and checks the paper None 3 hours Faculty Concerned after the exam

4.1 Forwards the result of the exam to None 2 Minutes the OCS Divison/Department/Institute Staff

4.2 Records and forwards the result of None 3 Minutes the exam to the Office of the Dean for OCS Staff action Office of the College Secretary

4.3 Acts on the result of the exam None 2 Minutes Dean Office of the Dean 4.4 Forwards result of the exam to the None 2 Minutes OCS

Office of the Dean Staff Office of the Dean

5. Inquires the result of the validation exam 5. Issues a copy of the result of the None 3 Minutes OCS Staff validation exam Office of the College Secretary

TOTAL ₱20.00 4-5 days and 39 Minutes

Page | 994

15. Request for Waiver of Maximum Residency Rule (MRR)

This service is provided to students who have not finished their programs of study within the prescribed residency period.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request for waiver of MRR addressed to the VCAA, if applying for waiver is on Supplied by students AWOL status

Application for waiver of MRR form Office of the College Secretary (OCS) Approved readmission, if applicable Office of the College Secretary (OCS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out MRR form and prepares study 1. Evaluates records, prepares study None 1 Hour Faculty Adviser plan with adviser plan and affixes signature

2. Submits duly accomplished form 2. Evaluates records, accomplishes None 1 Hour Student Records Evaluator page 2 of the form and forwards request Office of the College Secretary to College Admission Committee

2.1 Acts on the request and forwards to None 2 Days College Admission Committee

the Dean for action

Page | 995

2.2 Acts on the request and forwards to None 1 Hour Dean the Office of the University Registrar Office of the Dean (OUR)/Graduate Program Office (GPO)

2.3 Evaluates and prepares None 30 Minutes Student Records Evaluator recommendation ad forwards to Office OUR/GPO of the Vice Chancellor for Academic Affairs (OVCAA)

2.4 Acts on request and issues Notice of None 30 Minutes OVCAA Staff Action (NOA) OVCAA

3. Receives copy of NOA 3. Issues copy of NOA None 2 Minutes Student Records Evaluator OCS/GPO

TOTAL None 2 Days; 4 Hours, 2 Minutes

Page | 996

16. Application for Graduation

This service is provided to evaluate the student if he/she is qualified for graduation.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Application for Graduation Form Office of the College Secretary (OCS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits duly accomplished 1. Receives and checks the duly None 10 Minutes Program Adviser application form accomplished application form, evaluates student’s records and signs form then forwards to Chair/Director of Division/Department/Institute for

endorsement

Division/Department/Institute 1.1 Endorses student’s application for None 2 Minutes Chair/Director graduation

1.2 Forwards the endorsed application None 5 Minutes Division/Department/Institute Staff for graduation form to the Office of the College Secretary

Page | 997

College Secretary 1.3 Checks, verifies and submits None 10 Minutes Office of the College Secretary student’s application for graduation to the Office of the University Registrar (OUR)

TOTAL None 27 Minutes

Page | 998

17. Issuance of requests of students for true copy of grades and certificates e.g. good moral character, enrolment/residency, and other certifications. This service is provided to students who are requesting for a certain documents.

Office College of Management – Office of the College Secretary (CM-OCS) Classification Simple

Type of Transaction G2C – Government to Client

Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request Slip Office of the College Secretary (OCS) Official Receipt (OR) Cash office FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits duly accomplished request 1. Receives request form and bill fees None 5 Minutes OCS Staff form Office of the College Secretary

2. Presents request form and pays fees 2. Accepts request form together with ₱20/₱40 per 5 Minutes Cashier payment and issues Official Receipt copy Cash Office (OR)

3. Submits request form with Official 3.1 Receives request form with OR and None 10 Minutes OCS Staff Receipt (OR) prepares the document(s) requested Office of the College Secretary and forwards to the College Secretary for signature

Page | 999

College Secretary 3.2 Signs the document(s) requested None 10 Minutes Office of the College Secretary

4. Receives requested document(s) 4. Releases the requested document(s) None 2 Minutes OCS Staff Office of the College Secretary

TOTAL ₱20/₱40 32 Minutes per copy

Page | 1000

COLLEGE OF MANAGEMENT (DEPARTMENT OF ACCOUNTING)

External Services

Page | 1001

1. Issuance of Copy of Syllabus

The Issuance of Syllabus is to provide copy of syllabus of courses/subjects the students earned when they enrolled in the university. A syllabus is an academic document that serves to outline information about specific subject. Generally, it includes course description, required textbooks, references, what topics to be covered, and schedule of exams. The syllabus is usually given to alumni who opted to enrol in Masters/PhD and to students who transferred from other Schools/University. This is also needed by alumni as requirement for skill assessment in migration to other countries, and as proof of fulfilling specific entry requirements as part of master’s degree program application.

Offices Department of Accounting, College of Management

Classification Simple Type of Transaction G2C – Government to Client Who may avail Students, alumni CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of request From the requestor CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSONS RESPONSIBLE BE PAID TIME

1. Submits letter requesting for a 5. Receives letter and forwards to 1 day Marian Lou T. Sabid copy of syllabus to Department Department Chairperson for approval Administrative Aide VI of Accounting Department of Accounting

6. Acts on the request Christopher B. Honorario Department Chairperson

3. Issues assessment slip Marian Lou T. Sabid Administrative Aide VI

Page | 1002

2. Pays corresponding fee 4. Cash Office Staff accepts payment P10/page Ma. Mitzi A. Calawigan and issue Official Receipt Administrative Officer III Cash Office

3. Presents official receipt (OR) 5. Checks the official receipt and issues Marian Lou T. Sabid and receives copy of syllabus requested copy of syllabus Administrative Aide VI Department of Accounting

TOTAL P10/page 1 day

Page | 1003

SCHOOL OF TECHNOLOGY External Services

Page | 1004

1. Request for the Use of Facilities/Equipment by Sotech Faculty/Students

The use facilities or equipment is provided for SOTECH faculty having make - up classes, students performing their thesis and special problems, SOTECH student organizations holding activities within the premises of SOTECH

Office SOTECH Dean’s Office Classification Simple Type of Transaction G2C - Government to Citizen Who may avail Students/Faculty CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request Form Dean’s Office CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Fills out form 1. Provides Form None 1 day Mr. Tomas P. Momville - 2. Secures signature of 2. Checks the filled up form, Lab Tech Faculty/Adviser checks the availability of the 3. Secures signature of staff in- equipment/room to be used Mr. Rodolfo F. Nobleza, Jr. charge (laboratory technician/ during the date and signs it. Admin Staff admin staff) 3. Validates the filled up form and 4. Secures approval from the AO approve it. Ms. Melanie N. Mondeja - 5. Distributes approved work 4. Gives the personal copy to the Admin Officer permit to the laboratory applicant along with the copy technician and guard on duty for the laboratory technician their copies of the work permit and the guard on duty. TOTAL None 1 day

Page | 1005

2. Request forTravel Order

Travel Order is provided for the faculty, staff and students of the School of Technology who will go on travel on official time without financial implication

Office SOTEC Dean’s Office Classification Simple Type of Transaction G2C - Government to Client Who may avail Faculty, Staff , Students under the School of Technology CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Travel Request Form/Letter Request 1. SOTECH Dean’s Office 2. Invitation 2. Sponsored Agency/Requester 3. Proposed Itinerary of travel 3. Provided by the Requester

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Obtains form 1. Issues Travel Request Form None 1 day Mr. Rodolfo F. Nobleza, Jr. 2. Submits request form, letter request Admin Staff with supporting documents 2. Receives/records the request (invitation, itinerary, etc.) together with required attachments Ms. Melanie N. Mondeja - Admin Officer 3. Secures signature of the Dean 3. Validates the letter and check attachments are complete Dr. Ramer P. Bautista - Dean 4. Prepares the Travel Order and submit it to the Dean together with the supporting documents for his signature

Page | 1006

1. The Dean signs it 2. Provide 1 copy of the Travel Order to the requester

TOTAL None 1 day

Page | 1007

3. Request for Analysis of Food Samples

Analytical Service Laboratory is an income generating project (IGP) of the School of Technology. It provides analytical services to private individuals, business establishment, post-graduate students and other government agencies

Office 1. SOTECH Dean’s Office 2. Cash Office

Classification Highly Technical Type of Transaction G2B - Government to Business entity, G2G - Government to Government Who may avail Private Individuals , Government Institution, Other SUCs CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request Form for Analysis (2 copies) SOTECH Dean’s Office Sample for Analysis Provided by the Requester

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Obtain form from the office and fills 1. Issues form Y&M/TPC - 1 day for Mr. Tomas P. Momville, Jr. it up. P450.00 actions 1-3 Laboratory Technician 2. Submit form together with the 2. Accepts the sample/s and validates sample/s the filled form. E. coli – Ms. Melanie N. Mondeja - P 650.00 1 day for Admin Officer 3. Paid the bill to the Cash Office 3. Compute the amount to be paid by action 4 the client. Sign the request form and Proximate Ms. Maureen Ongo provide one copy for the client. Analysis – 5 days for Chief, Cash Office P 2,200.00; actions 5 -7 4. Provide photocopy of the OR to the 4. Cashier accepts the payment and SOTECH staff issue the Official Receipt AW – P 250.00

Page | 1008

5. Receive the results and verifies it 5. Admin staff accepts the copy of the pH – OR and attached it to the retained P150.00 request form

6. Analyse the sample and record the result

7. Issues the result to the client

TOTAL 7 days

Page | 1009

4. Request for the Use of Laboratory Facilities by Non-SOTECH Students

Laboratory facilities are provided to other students from other SUCs and Special Science High Schools as well other government agencies like DA, DTI, FDA in order for them to conduct their research/training activities.

Office SOTECH Dean’s Office Cash Office Classification Simple Type of Transaction G2C - Government to Client, G2G- Government to Government Who may avail Students/Faculty, Private individuals, Other Government Agencies CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submit request to the office 1. Receives and records letter request specifying the facilities and submitted 2 days Mr. Tomas P. Momville - equipment to be used and the date 2. Forwards request to the laboratory P1,250.00/ Lab Tech needed technician to check the availability of 4 hours 2. Pays the stated amount the facilities/equipment to be used Engr. Francis Eric P. Almaquer 3. Refers request to the Faculty In- Faculty In-charge for Laboratory charge for laboratory facilities for Facilities comments/ recommendations 4. Submit to the Dean for approval Ms. Melanie N. Mondeja - 5. Computes the amount to be paid Admin Officer 6. Provide copy of the approval and computation of the fees to the Dr. Ramer P. Bautista requester Dean 7. Cashier receives the payment and

Page | 1010

issues Official Receipt Ms. Arlene Avancena 8. Requester provide copy of the OR Chief, Budget Office to the Office TOTAL 2 days

Page | 1011

11. Request for Extension Services

As part of the mandate of the University, the School of Technology provides extension services/ technical assistance to other government agencies like DA, DTI, FDA, EMB, business sectors and NGOs thorough the conduct of training/serve as Resource Person on food product development, GMP/HACCP, Food Safety, climate and disaster risk assessment, GIS applications, Solid Waste Management

Office SOTECH Dean’s Office Classification Simple Type of Transaction G2G - Government to Government, G2B - Government to Business Entity, G2C - Government to Client Who may avail Other government agencies (DA, DTI, FDA, EMB) business sectors and NGOs CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter Request CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE BE PAID TIME 1. Submit request to the office 1. Receives and records letter request specifying the training needs and the submitted 2 days Mr. Rodolfo Nobleza Jr. date needed 2. Refers to the Dean for None Admin Staff comments/recommendation 3. Forward to the faculty concerned Ms. Melanie N. Mondeja - as recommended by the Dean Admin Officer 4. Inform the requester on the action of the Dean thru email or phone Dr. Ramer P. Bautista call Dean

TOTAL None 2 days

Page | 1012

SCHOOL OF TECHNOLOGY – OFFICE OF THE SCHOOL SECRETARY External Services

Page | 1013

1. Pre-registration of Students

Pre-registration is a service intended to provide information to students before the registration proper.

School of Technology – Office of the School Secretary (SOTECH-OSS) Office

Classification Simple Type of Transaction G2C – Government to Client Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Schedule CRS FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Gets the schedule from the CRS 1. (No Action) None None None

2. Presents the schedule to the adviser for 2. Evaluates the schedule None 30 Minutes Program Adviser evaluation

3. Prints temporary form 5 for validation of 3. (No Action) None 15 Minutes Program Adviser subjects by Program Adviser

TOTAL None 45 Minutes

Page | 1014

2. Issuance of permit for Cross-registration

This is a service provided to students who intend to cross-register to another constituent university.

Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Cross-registration form Office of the School Secretary Copy of grades Office of the School Secretary FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills up 3 copies of cross-registration form 1. Issues cross-registration form None 10 Minutes OSS Staff (crf) Office of the School Secretary 2. Brings the duly filled up crf to adviser for 2. Evaluates and assesses the student None 20 Minutes Program Adviser signature records and recommends the subjects to be taken

3. Submits the duly signed form to the Office 3. Recommends cross-registration of None 20 Minutes School Secretary of the School Secretary (OSS) the students and forwards the same to Office of the School Secretary the Office of the University Registrar (OUR) for approval. Wait for OUR approval. (Waiting time is approximately 1 day) 4. Claims the approved/disapproved CRF 4. Issues the approved/disapproved None 5 Minutes OSS Staff CRF Office of the School Secretary TOTAL None 1 Day and 55 Minutes

Page | 1015

3. Enrollment/Registration for Regular Students

This is a service provided to students who have approved pre-registration.

Office School of Technology – Office of the School Secretary (SOTECH-OSS)

Classification Simple

Type of Transaction G2C – Government to Client

Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Copy of grades Office of the School Secretary (OSS) Adviser Validation CRS (If online registration, adviser validation will be eliminated) Medical Certificate (every first semester) Health Services Unit (HSU) Admission Slip (every first semester for Freshmen and Transferees) Office of the University Registrar (OUR)

FEES TO PROCESSING PERSON CLIENT STEPS AGENCY ACTION BE PAID TIME RESPONSIBLE 1. Submits the required documents to the 1. Checks and assesses the None 5 Minutes OSS Staff OSS. completeness of the required Office of the School documents and tags the student to a Secretary pre-assigned program adviser.

4. Proceeds to the program adviser for 2. Validates the subjects. None 15 Minutes Program Adviser validation of subjects.

3. Proceeds to assessment 3. Assesses the students for payment None 5 Minutes OSS Staff and prints form 5 Office of the School Page | 1016

Secretary 4. Goes to Program Adviser for signature 4. Signs the form 5 None 2 Minutes Program Adviser

5. Returns the form 5 to OSS to finalize the 5. Stamps the registration form 5 with None 2 Minutes OSS Staff enrolment. “registered”. Office of the School Secretary TOTAL None 32 minutes

Page | 1017

4. Application for transfer from other Colleges within UPV

This service is provided to students who intend to transfer from other colleges within UPV.

Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Complex Type of Transaction G2C – Government to Client Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request form to transfer Supplied by students OSA Evaluation Office of the Student Affair (OSA) Copy of grades Office of the School Secretary (OSS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits the required documents. 1. Convenes the college admissions None 1 - 3 Days School Secretary committee Office of the School Secretary

1.1 Evaluates the request for transfer of None 1 Day College Admission Committee the students

2. Claims the notice of action 2. Releases the notice of action None 2 Minutes OSS Staff Office of the School Secretary TOTAL None 4 Days and 2 Minutes

Page | 1018

5. Application for shifting of course

This service is provided to students who intend to shift course.

Office School of Technology – Office of the School Secretary (SOTECH-OSS)

Classification Complex

Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Application form for shifting Office of the School Secretary (OSS)

Copy of grades Office of the University Registrar (OUR)

OSA Recommendation on certain cases Office of the Student Affairs (OSA)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits application form with 1. Receives application None 2 Minutes Administrative Aide VI requirements Office of the School Secretary 1.1 Evaluates student’s records and None 7 Days forwards request form to College Student Records Evaluator 2 or Admissions Committee or Student Records Division/Department/Institute offering Evaluator 1 the Program Office of the School Secretary Page | 1019

1.2 College Admissions Committee or None 30 Minutes Division/Department head acts on the application College Admissions Committee or Department/Division Head Office of the School 1.3 Forwards recommendation action None 5 Minutes Secretary to Office of the School Secretary (OSS) College Admissions Committee or Department/Division Head 1.4 Signs the request None 5 Minutes Office of the School Secretary

School Secretary Office of the School Secretary 2. Receives notice of action 2. Issues notice of action None 5 Minutes Administrative Aide VI Office of the School Secretary TOTAL None 7 Days, 47 Minutes

Page | 1020

6. Change/Add of Matriculation

This service is provided to students who want to change/add matriculation.

Office School of Technology – Office of the School Secretary (SOTECH-OSS)

Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Change/Add Matriculation form Office of the School Secretary (OSS)

Registration form Office of the School Secretary (OSS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures form from the Office of the 1. Issues forms None 1 Minute OSS Staff School Secretary Office of the School Secretary

2. Fills out Change of Matriculation form (UP 2. Checks, evaluates and signs the None 5 Minutes Program Adviser Form 26) and secures the signature of the request form Program Adviser of the subject authorized

3. Submits the duly accomplished Change of 3. Receives the duly accomplished None 1 Minute OSS Staff Matriculation form to the Office of the School Change of Matriculation form Office of the School Secretary Secretary

3.1 Adds/changes/cancels courses None 10 Minutes OSS Staff Office of the School Secretary

Page | 1021

3.2 Assesses and bills fees then returns None 5 Minutes OSS Staff the form together with the billing Office of the School Secretary statement

4. Proceeds to Cash Office and presents the 4. Accepts the form and billing *₱1,000/unit 5 Minutes Cashier form and billing statement together with the statement together with the payment Cash Office payment then issues an OR

5. Returns the form and OR to the OSS 5. Receives the form and OR None 1 Minute OSS Staff Office of the School Secretary

5.1 Forwards the form and OR to School None 1 Minute OSS Staff Secretary for action Office of the School Secretary

5.2 Signs the form None 5 Minutes School Secretary Office of the School Secretary

6. Receives copy of form with action 6. Issues the student’s copy of form with None 1 Minute OSS Staff action Office of the School Secretary

TOTAL *₱1,000/ 35 Minutes Unit

* Note: These are for students not eligible under RA 10931.

Page | 1022

7. Student request for overload This service is provided to students who want to have overload subjects.

Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Overload request form Office of the School Secretary (OSS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits the duly accomplished overload 1. Receives the duly accomplished None 2 Minutes OSS Staff request form overload request form and forwards it to Office of the School Secretary School Credits Evaluator for evaluation

1.1 Evaluates the request of student for None 1 Hour School Credits Evaluator Office of the School Secretary overload and forwards to School

Secretary for recommendation School Secretary 1.2 Recommends and forwards request None 15 Minutes Office of the School Secretary to the Dean for final action

1.3 Acts on the request and returns the None 10 Minutes Dean letter to the OSS Office of the Dean

Page | 1023

2. Receives copy of the action 2. Issues the notice of action to the None 5 Minutes OSS Staff student Office of the School Secretary

TOTAL None 1 Hour and 32 Minutes

Page | 1024

8. Substitution of courses This service is provided to students who want to substitute courses

Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request for Substitution of Courses form Office of the School Secretary (OSS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form 1. Issues form None 1 Minute OCS Staff Office of the School Secretary

2. Submits form 2. Evaluates request and validates None 15 Minutes OSS Staff grade (s) and forwards to Office of the School Secretary Division/Department

3.Secures recommendation of Program 3. Recommends request for substitution None 15 Minutes Program Adviser and Adviser and Division/Department/Institute Division/Department/Institute Chair/Director Chair/Director

Page | 1025

4. Submits request to OSS 4. Acts on the request None 5 Minutes School Secretary Office of the School Secretary

5. Receives copy of action 5. Issues the student’s copy of action None 5 Minutes OSS Staff and forwards a copy to OUR Office of the School Secretary

TOTAL None 41 Minutes

Page | 1026

9. Application for Waiver of Pre-requisite This service is provided to students who wish to apply for waiver of pre-requisite.

Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Simple Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Pre-requisite waiver form Office of the School Secretary (OSS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form and submits to the 1. Signs Certification None 3 Minutes Faculty of Pre-requisites course Division/Department/Institute of Pre-requisite course

2. Secures recommendation and approval 2. Validates grades and recommends on None 10 Minutes Program Adviser and the request Division/Department/Institute Chair/Director

3. Submits duly signed waiver 3. Receives and checks the waiver and None 3 Minutes OSS Staff forward to School Secretary for action Office of the School Secretary

3.1 Acts on the request None 5 Minutes School Secretary Office of the School Secretary Page | 1027

4. Receives a copy of action 4. Issues a copy of action None 2 Minutes OSS Staff Office of the School Secretary

TOTAL None 23 Minutes

Page | 1028

10. Issuance of Permit for Removal of 4.0 and Completion of Incomplete grade This service is provided to students who have 4.0/incomplete grade for removal/completion.

Office School of Technology – Office of the School Secretary (SOTECH-OSS)

Classification Simple

Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Completion/Removal Permit Office of the School Secretary (OsS)

PROCESSIN PERSON CLIENT STEPS AGENCY ACTION FEES TO BE PAID G TIME RESPONSIBLE 1. Fill out completion/removal permit and 1. Bills and issues Official Receipt If within removal 5 Minutes Cashier proceeds to the Cash Office for payment period: none Cash Office

If not: ₱20 for removal & ₱10 for completion

2. Submits permit for completion/removal 2. Recommends permit None 2 Minutes School Secretary Office of the School Secretary

3. Receives approved permit 3. Issues approved permit None 1 Minute OSS Staff Office of the School Secretary Page | 1029

4. Presents permit before 4. Approves permit None 2 Minutes Faculty concerned completion/removal exam

TOTAL If within removal 10 Minutes period: none

If not: ₱20 for removal and ₱10 for completion

Page | 1030

11. Dropping of subjects/courses This service is provided to students who want to drop subjects/courses.

Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Simple

Type of Transaction G2C – Government to Client

Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Dropping form Office of the School Secretary (OSS)

FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out form 1. Issues form None 1 Minute OSS Staff Office of the School Secretary

2. Secures signature of teacher 2. Evaluates class standing and signs None 5 Minutes Faculty-In-Charge of the course form

3. Secures signature of adviser 3. Checks records and signs form None 5 Minutes Adviser

4. Presents form for assessment 4. Assesses and bills fee None 5 Minutes OSS Staff Office of the School Secretary 5. Pays dropping fee 5. Accepts the billing statement together ₱10/unit 5 Minutes Cashier with the payment and issues OR Cash Office Page | 1031

6. Submits duly accomplished dropping 6. Checks and verifies student’s record None 5 Minutes OSS Staff form with OR Office of the School Secretary

7. Receives copy of action 7. Issues student’s copy of action None 2 Minutes OSS Staff Office of the School Secretary

TOTAL None 28 Minutes

Page | 1032

12. Application for Leave of Absence (LOA)

This service is provided to students who want to leave.

Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE LOA Form Office of the School Secretary (OSS)

Medical Certificate (if for health reasons) Health Services Unit (HSU) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Secures and fills out form 1. Issues form None 1 Minute OSS Staff Office of the School Secretary

2. Submits duly filled out LOA form 2. Receives and evaluates records and None 5 Minutes OSS Staff bills fees Office of the School Secretary

3. Pays fee 3. Accepts billing statement together ₱150.00 5 Minutes Cashier with payment and issues OR

4. Submits form with OR 4. Accept forms and forwards to the None 5 Minutes OSS Staff Division/Department/Institute concerned Office of the School Secretary

Page | 1033

4.1 Acts on the request and forwards to None 5 Minutes Division/Department/Institute OSS Chair/Director

4.2 Acts on the request None 5 Minutes School Secretary Office of the School Secretary

5. Receives copy of the request for LOA with 5. Issues copy of the request for LOA None 2 Minutes OSS Staff action with action Office of the School Secretary

TOTAL ₱150.00 28 Minutes

Page | 1034

13. Re-admission from AWOL This service is provided to AWOL status students who want to be re-admitted.

Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Simple Type of Transaction G2C – Government to Client

Who may avail Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter of request for readmission from AWOL addressed to the Dean Supplied by students

OSA Recommendation for delinquent students Office of the Student Affairs (OSA) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits letter of request for readmission 1. Records and forwards letter of None 2 Minutes OD Staff from AWOL addressed to the Dean request to OSS Office of the Dean

1.1 Evaluates student’s records and None 20 Minutes OSS Staff Office of the School Secretary forwards to:

- College Admission Committee for delinquent students - School Secretary for non-delinquent students School Secretary 1.2 Acts on the request and forwards to None 1 Hour Office of then School Page | 1035

the Dean (for AWOL, Probation); If Secretary; delinquent, goes through counselling via Admission Committee; OSA OSA for counselling

1.3 Acts on the request and forwards to None 5 Minutes Dean OSS Office of the Dean

1.4 Informs student of the result None 2 Minutes OSS Staff Office of the School Secretary 2. Pays fee 2. Accepts payment and issues OR ₱225.00 5 Minutes Cashier Cash Office

3. Presents OR and receives copy of 3. Issues student’s copy of approved None 2 Minutes OSS Staff approved request request Office of the School Secretary

TOTAL ₱225.00 1 Hour and 36 Minutes

Page | 1036

14. Validation of subjects for transferees

This service is provided to validate subject for transferees.

Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Complex Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Transcript of Records Office of the University Registrar (OUR) Syllabus and Validation Request Form Office of the School Secretary (OSS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits required documents for 1. Checks and verifies courses to be None 20 Minutes OSS Staff verification of what courses to be validated validated, prepares and issues permit Office of the School Secretary for validation 2. Pays fee at Cash Office 2. Accepts payment and issues Official ₱20.00 5 Minutes Cashier Receipt (OR) Cash Office 3. Submits permit for validation 3. Accepts permit for validation exam None 2 Minutes Divison/Department/Institute and forwards to faculty concerned Staff

3.1 Acts on request and schedules the None 4-5 days

exam, then, informs the student/s the Faculty Concerned date and venue of the exam

4. Takes the Exam 4. Gives the exam and checks the paper None 3 hours Faculty Concerned after the exam

4.1 Forwards the result of the exam to

Page | 1037

the OSS None 2 Minutes Divison/Department/Institute Staff

4.2 Records and forwards the result of the exam to the Office of the Dean for None 3 Minutes OSS Staff action Office of the School Secretary

4.3 Acts on the result of the exam None 2 Minutes Dean Office of the Dean 4.4 Forwards result of the exam to the OSS None 2 Minutes

Office of the Dean Staff Office of the Dean

5. Inquires the result of the validation exam 5. Issues a copy of the result of the None 3 Minutes OSS Staff validation exam Office of the School Secretary

TOTAL ₱20.00 4-5 days and 39 Minutes

Page | 1038

15. Request for Waiver of Maximum Residency Rule (MRR) This service is provided to students who have not finished their programs of study within the prescribed residency period.

Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter request for waiver of MRR addressed to the VCAA, if applying for waiver is on Supplied by students AWOL status Application for waiver of MRR form Office of the School Secretary (OSS)

Approved readmission, if applicable Office of the School Secretary (OSS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Fills out MRR form and prepares study 1. Evaluates records, prepares study None 1 Hour Faculty Adviser plan with adviser plan and affixes signature

2. Submits duly accomplished form 2. Evaluates records, accomplishes None 1 Hour Student Records Evaluator page 2 of the form and forwards request Office of the School to College Admission Committee Secretary

2.1 Acts on the request and forwards to None 2 Days the Dean for action College Admission Committee

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2.2 Acts on the request and forwards to None 1 Hour the Office of the University Registrar (OUR)/Graduate Program Office (GPO) Dean Office of the Dean 2.3 Evaluates and prepares None 30 Minutes recommendation ad forwards to Office of the Vice Chancellor for Academic Student Records Evaluator Affairs (OVCAA) OUR/GPO

2.4 Acts on request and issues Notice of None 30 Minutes Action (NOA) OVCAA Staff OVCAA

3. Receives copy of NOA 3. Issues copy of NOA None 2 Minutes Student Records Evaluator OSS/GPO

TOTAL None 2 Days; 4 Hours, 2 Minutes

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16. Application for Graduation

This service is provided to evaluate the student if he/she is qualified for graduation. Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Application for Graduation Form Office of the School Secretary (OSS) FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits duly accomplished application 1. Receives and checks the duly None 10 Minutes Program Adviser form accomplished application form, evaluates student’s records and signs form then forwards to Chair/Director of Division/Department/Institute for

endorsement

Division/Department/Institute 1.1 Endorses student’s application None 2 Minutes Chair/Director for graduation

1.2 Forwards the endorsed Division/Department/Institute application for graduation form to the None 5 Minutes Staff Office of the School Secretary

1.3 Checks, verifies and submits student’s application for graduation to None 10 Minutes School Secretary Office of the School the Office of the University Registrar Secretary TOTAL None 27 Minutes

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17. Issuance of requests of students for true copy of grades and certificates e.g. good moral character, enrolment/residency, and other certifications. This service is provided to students who are requesting for a certain documents. Office School of Technology – Office of the School Secretary (SOTECH-OSS) Classification Simple Type of Transaction G2C – Government to Client Who may avail Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE Request Slip Office of the School Secretary (OSS) Official Receipt (OR) Cash office FEES TO PROCESSING CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE BE PAID TIME 1. Submits duly accomplished request form 1. Receives request form and bill fees None 5 Minutes OSS Staff Office of the School Secretary 2. Presents request form and pays fees 2. Accepts request form together with ₱20/₱40 per 5 Minutes Cashier payment and issues Official Receipt copy Cash Office (OR) 3. Submits request form with Official 3.1 Receives request form with OR and None 10 Minutes OSS Staff Receipt (OR) prepares the document(s) requested Office of the School Secretary and forwards to the School Secretary for signature

School Secretary 3.2 Signs the document(s) requested None 10 Minutes Office of the School Secretary 4. Receives requested document(s) 4. Releases the requested document(s) None 2 Minutes OSS Staff Office of the School Secretary TOTAL ₱20/₱40 32 Minutes per copy

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IV. FEEDBACK AND COMPLAINTS MECHANISMS

How to send Clients must secure Feedback form provided beside the “suggestion box” in all public assistance and complaints desk in all Feedback buildings.

The accomplished Feedback form may be dropped at the designated drop box or may be emailed to the Office of the Vice Chancellor for Administration.

For inquiries and follow-ups, clients may contact or email the Office of the Vice Chancellor for Administration: Trunk line: (033) 315-9631 (loc 121) Telefax: (033) 315-2150 Email Address: [email protected]

How feedbacks The staff of the Information and Publications Office will check and collate the contents of the box once a week. are processed The feedbacks are recorded, summarized and submitted to the Office of the Vice Chancellor for Administration for appropriate action.

The OVCA forwards to relevant office the feedback requiring answers. The concerned office is required to respond within three (3) working days upon the receipt of the feedback.

The answer of the office is then relayed to the client.

On a regular basis (once every quarter), the ARTC may meet to find out the implementation of the units in dealing with the feedbacks and action taken.

For inquiries and follow-ups, clients may contact or email the Office of the Vice Chancellor for Administration: Trunk line: (033) 315-9631 (loc 121) Telefax: (033) 315-2150 Email Address: [email protected]

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How to file a Clients must answer the Complaint form and drop it at the designated drop box located at the Public Assistance and complaint Complaint Desk near the guard station; or

Send their complaint via email to [email protected] or call us at (033) 315 2150.

The following important information should be provided: Name of person being complained Incident Evidence

For inquiries and follow-ups, clients may contact or email the Office of the Vice Chancellor for Administration: Trunk line: (033) 315-9631 (loc 121) Telefax: (033) 315-2150 Email Address: [email protected]

How complaints The staff of the Information and Publications Office will collate the contents of the box once a week. The complaint(s) will be are processed then be recorded and forwarded to the Office of the Vice Chancellor for Administration. The OVCA or the ARTC shall evaluate each complaint and shall conduct an investigation and forward the complaint to relevant office for their explanation.

The OVCA or the ARTC will make a report after the investigation and shall submit it to the Chancellor for appropriate action.

The OVCA or the ARTC will give feedback to the client.

For inquiries and follow-ups, clients may contact or email the Office of the Vice Chancellor for Administration: Trunk line: (033) 315-9631 (loc 121) Telefax: (033) 315-2150 Email Address: [email protected]

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CONTACT INFORMATION: ARTA, PCC, CCB

CONTACT INFORMATION

[email protected] 1-ARTA (2782)  Email: [email protected]  Website: www.arta.gov.ph Anti-Red Tape Authority (ARTA)  Facebook - Anti-Red Tape Authority  Twitter - @ARTAgovph  Instagram - @ARTAgovph

Presidential Complaints Center (PCC)  8888  SMS: 0908-881-6565  Hotline: 1-6565 (Php 5.00+VAT per call via PLDT landlines) Contact Center Ng Bayan (CCB)  Email: [email protected]  Web: www.contactcenterngbayan.gov.ph

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LIST OF OFFICES

OFFICE ADDRESS CONTACT INFORMATION Office of the Chancellor 2/F New Administration Building, UPV Miagao, Email: [email protected] Iloilo, 5023 Phone: (033) 315-9378 Budget Office 2/F New Administration Building, UPV Miagao, Email: [email protected] Iloilo, 5023 Phone: (033) 315-9723 Office of Legal Services UPV Iloilo City, General Luna St., Iloilo City, 5000 Email: [email protected] Phone: (033) 336-9700 Information and Publications Office 1/F New Administration Building, UPV Miagao, Email: [email protected] Iloilo, 5023 Phone: (033) 315-9494 Office of Initiatives for Culture and the Arts Main Building, UPV Iloilo City, 5000 Email: [email protected] Office of the Vice Chancellor for Academic 2/F New Administration Building, UPV Miagao, Email: [email protected] Affairs Iloilo, 5023 Phone: (033) 315-8142

Office of the University Registrar 1/F New Administration Building, UPV Miagao, Email: [email protected] Iloilo, 5023 Phone: (033) 315-8556 Graduate Program Office Graduate and Continuing Education Building, UPV Email: [email protected] Iloilo City, 5000 Phone: (033) 337-7982 University Library Library Building, UPV Miagao, Iloilo 5023 Email: [email protected] Phone: (033) 315-8360 Office of Student Affairs UG/F College Union Building, UPV Miagao, Iloilo, Email: [email protected] 5023 Phone: (033) 513-7019 Teaching and Learning Resource Center LG/F College Union Building, UPV Miagao, Iloilo, Email: [email protected] 5023 Phone: (033) 513-7557; 315-8908 Office of the Vice Chancellor for Administration 2/F New Administration Building, UPV Miagao, Email: [email protected] Iloilo, 5023 Phone: (033) 315-2150 Accounting Office 1/F Villadolid Hall, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 513-7016 Campus Development and Maintenance Office Pilot Plant Office, UPV Miagao, Iloilo, 5023 Email: [email protected] Page | 1047

Phone: (033) 315-9801 Cash Office 1/F New Administration Building, UPV Miagao, Email: [email protected] Iloilo, 5023 Phone: (033) 315-2277 Health Services Unit UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 315-8301 Human Resources Development Office 1/F New Administration Building, UPV Miagao, Email: [email protected] Iloilo, 5023 Phone: (033) 513-7015 Supply and Property Services Office 1/F New Administration Building, UPV Miagao, Email: [email protected] Iloilo, 5023 Phone: (033) 315-8141; 315-9858 Office of the Vice Chancellor for Planning and 2/F New Administration Building, UPV Miagao, Email: [email protected] Development Iloilo, 5023 Phone: (033) 315-8137 Office of the Vice Chancellor for Research and 2/F New Administration Building, UPV Miagao, Email: [email protected] Extension Iloilo, 5023 Phone: (033) 315-8382 National Institute of Molecular Biology and Bldg. 2, Wet and Dry Laboratory, CFOS, UPV Email: [email protected] Biotechnology Miagao, Iloilo 5023 Phone: (033) 315-9014 Gender and Development Program Office Gender and Development Building, UPV Iloilo City, Email: [email protected] 5000 Phone: (033) 335-1702 Office of the Continuing Education and 1/F New Administration Building, UPV Miagao, Email: [email protected] Pahinungod Iloilo, 5023 Phone: (033) 315-9631-32 loc 421

Sentro ng Wikang Filipino Balay Wika, UPV Iloilo City, 5000 Email: [email protected] Phone: (033) 337-0550 College of Fisheries and Ocean Sciences Office of the Dean 2/F Villadolid Hall, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 315-8143 Office of the College Secretary 2/F Villadolid Hall, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 315-8143 Institute of Aquaculture (IA) 2/F Villadolid Hall, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 315-8090 Institute of Fish Processing Technology (IFPT) 2/F Villadolid Hall, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 315-9285 Page | 1048

Institute of Fisheries Policy and Development 2/F Villadolid Hall, UPV Miagao, Iloilo, 5023 Email: [email protected] Studies (IFPDS) Phone: (033) 315-9030 Institute of Marine Fisheries and Oceanology 2/F Villadolid Hall, UPV Miagao, Iloilo, 5023 Email: [email protected] (IMFO) Phone: (033) 315-8381 College of Arts and Sciences Office of the Dean Tomas Fonacier Building, UPV, Miagao, Iloilo, Email: [email protected] 5023 Phone: (033) 315-9636 Office of the College Secretary Tomas Fonacier Building, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 513-7013 Department of Chemistry Tomas Fonacier Building, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 513-7020 Department of Physical Education Covered Court, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 315-9631; 315-9632 Division of Biological Sciences Tomas Fonacier Building, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 331-0237 Division of Humanities Tomas Fonacier Building, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 513-7011 Division of Physical Sciences and Mathematics Tomas Fonacier Building, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 513-8785 Division of Professional Education Graduate and Continuing Education Building, UPV Email: [email protected] Iloilo City, 5000 Phone: (033) 337-2929 Division of Social Sciences Tomas Fonacier Building, UPV Miagao, Iloilo, 5023 Email: [email protected] Phone: (033) 513-7012 UP High School in Iloilo High School Building, UPV Iloilo City, 5000 Email: [email protected] Phone: (033) 337-8517 Center for West Visayan Studies Main Building, UPV Iloilo City, 5000 Email: [email protected] Phone: (033) 338-1894 College of Management Office of the College Dean College of Management Building, UPV Iloilo City, Email: [email protected] 5000 Phone: (033) 336-5559 Office of the College of Secretary College of Management Building, UPV Iloilo City, Email: [email protected] Page | 1049

5000 Phone: (033) 336-5560; 509-4170 Department of Accounting College of Management Building, UPV Iloilo City, Email: [email protected] 5000 Phone: (033) 337-0671 Department of Management College of Management Building, UPV, Iloilo City Email: [email protected] 5000 Phone: (033) 337-7626 School of Technology Office of the School Dean School of Technology, UPV Miagao, Iloilo 5023 Email: sotech- [email protected] Phone: (033) 315-8609 Office of the School Secretary School of Technology, UPV Miagao, Iloilo 5023 Email: [email protected] Phone: (033) 315-8609 UPV Tacloban College Office of the College Dean AS Campus, UPV Tacloban College, Magsaysay Email: [email protected] Boulevard, Tacloban City, 6500 Phone: (053) 832-2897 Office of the College Secretary AS Campus, UPV Tacloban College, Magsaysay Email: [email protected] Boulevard, Tacloban City, 6500 Phone: (053) 832-2897 Division of Humanities and Physical Education AS Campus, UPV Tacloban College, Magsaysay Email: [email protected] Boulevard, Tacloban City, 6500 Phone: (053) 832-2939 Division of Management DM Campus, UPV Tacloban College, Magsaysay Email: [email protected] Boulevard, Tacloban City, 6500 Phone: (053) 832-3039 Division of Natural Sciences and Mathematics AS Campus, UPV Tacloban College, Magsaysay Email: [email protected] Boulevard, Tacloban City, 6500 Phone: (053) 832-2878

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