FOREWORD

The Visayas State University (VSU), an institution of higher learning in the is in adherence with all other HEIs in the country in sustaining excellence in all its functions, namely: instruction, research, extension and production.

The VSU is classified as Level IV Higher Education Institution by the Commission on Higher Education (CHED). It is the first institution in the country to be accredited Level II by the Accrediting Agency for Chartered Colleges and Universities in the Philippines (AACCUP).The University is also recognized by the AACCUP as one of the top institutions with the highest number of Level III accredited programs in 2014. Its banner program the Bachelor of Science in Agriculture (BSA) is the first in the country to be AACCUP-Level IV- Accredited. It’s BS Agriculture and BS Development Communication programs are likewise recognized as Center of Excellence (COE) and Center of Development (COD), respectively by the Commission on Higher Education (CHED).

With the above recognitions/awards and to maintain excellence in all its endeavors, the VSU is submitting itself to certification by the International Organization for Standardization (ISO). Subjecting an institution to ISO certification will determine whether the standard procedures, policies, and mechanisms in the governance and management within the organization are fully implemented to satisfy the needs of the clientele/stakeholders.

This Manual includes the profile of the university with its vision and mission as stated in the Quality Policy Statement. It also contains the general requirements and management processes leading to the development of a Quality Management System in the university of which all its stakeholders (internal and external) should be made aware of how these procedures/ processes are being implemented and at the same time to give inputs for its continuous improvement.

To facilitate the ISO certification, a Quality Management System Committee and the Internal Audit Committee are created by the university. These committees are responsible for the internal assessment of any unit/ process within the university prior to the actual assessment by an ISO auditor of an accredited external certifying body shall be conducted.

EDGARDO E. TULIN President

Vision: The premier university of science and technology Page i Mission: Provide excellent instruction, conduct relevant research and foster community engagement that produce highly competent graduates necessary for the development of the country.

VISAYAS STATE UNIVERSITY City, Leyte

TABLE OF CONTENTS

Page

Foreword i Table of Contents ii-iv THE VSU QUALITY POLICY STATEMENT 1 VSU QUALITY MANUAL 2 I. INTRODUCTION 2 II. AGENCY PROFILE 2 Background 2 Vision and Mission 3 Core Values 3 Relevance. 3 Integrity 4 Truth. 4 Excellence. 4 Goals 4 Objectives 5 Organizational Structure 5 The Government of the University 5 The Board of Regents 5 Members and Officers of the BOR 6 Meetings of the BOR 6 The Key Officials of the University 6 President 6 Vice President for Instruction 7 Vice President for Research and Extension 7 Vice President for Administration and Finance 7 Director for Administration 7 Director for Finance 7 Director for General Services 7 Vice President for Planning and Resource Generation 7 Dean of Graduate School 7 The Deans of the Various Colleges 8 The College Secretary 8 The Dean of Students 8 The University Librarian 8 The Heads of the Academic Departments 9 The University Administrative Council 9 The University Academic Council 9

III. QUALITY MANAGEMENT SYSTEM 9 A. General Requirements 9 B. Scope and Exclusions 9

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C. Process Map 10 VSU Education Process Map 11 QMS Model 12 D. Control of Outsourced Processes 13 E. Documentation Requirements 14 a. QMS Documentation 14 b. Quality Manual 14 c. Control of Documents 14 d. Control of Records 15

IV. MANAGEMENT RESPONSIBILITY 15 A. Management Commitment 15 B. Customer Focus 16 C. Quality Policy 16 D. Quality Management System Planning 16 1. Quality Objectives 16 2. Quality Management System Planning 16 E. Responsibility, Authority and Communication 17 1. Responsibility and Authority 17 2. QMS Organizational Structure 17-18 Office of the President 19 Quality Management Representative (QMR) 19 Assistant QMR 19 Core Team and Secretariat 20 Documents and Records Control Team 20 Training and Education Team 20 Workplace Organization Team 20 Internal Quality Audit Team 20 College/Division QMR 21 Office/Department QMR 21 F. Internal Communication 21 G. Management Review 22

V. Resource Management 22 A. Provision of Resources 22 B. Information Systems Management 23 C. Human Resource Management and Development 23 Competence, Training and Awareness D. Procurement of Goods and Services 25 E. Financial Management 25 F. Infrastructure 26 G. Work Environment 26

VI. The Education Process (Product Realization) 27 A. Planning 27 B. Customer Related Processes 27 1. Determination of Requirements related to the product 27 2. Review of Requirements related to the product 28 3. Customer Communication 28 C. Design & Development 29 1. Design and Development Planning 29

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2. Design and development Inputs 29 3. Design and development Outputs 30 4. Design and Development Review 31 5. Design and development verification 31 6. Design and development validation 31 7. Control of Design and development changes 31 D. Purchasing 31 1. Purchasing Process 31 2. Purchasing Information 32 3. Verification of Purchased Products 32 E. Service Provision 32 1. Control of service provision 32 2. Validation of processes for service provision 33 3. Identification and Traceability 33 4. Customer Property 33 5. Preservation of Service 33 F. Control of Monitoring & Measurement of Performance 34

VII. MEASUREMENT, ANALYSIS AND IMPROVEMENT 34 A. General 34 B. Monitoring and Measurement 34 . Client Satisfaction/Dissatisfaction Survey 34 . Client Feedback through the Suggestion Boxes 35 . Written comments/feedback 35 . Consultative meetings with clients 35 C. Internal Quality Audit 35 Monitoring and Measurement of Processes 36 Monitoring and Measurement of Services 36 a. Control of Nonconformity 36 b. Analysis of Data 36 c. Improvement 37 Continual Improvement 37 Corrective Action 37 Preventive Action 37 Annex A 39

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VISAYAS STATE UNIVERSITY Baybay City, Leyte

I. THE VSU QUALITY POLICY STATEMENT

The Visayas State University (VSU) is a higher education institution created by law to provide excellent instruction, conduct relevant research and foster community engagement that produce highly competent graduates necessary for the development of the country.

Toward this end, we, at the Visayas State University, commit to:

 produce highly competent, quality and world-class manpower in science and technology (S&T), especially for agriculture, environmental management and industry who are proficient in communication skills, critical thinking and analytical abilities,

 generate and disseminate relevant knowledge and technology that lead to improved productivity, profitability and sustainability in agriculture, environment and industry,

 satisfy the needs of the industry, the community and government sector who are in need of quality graduates and technology ready for commercialization through the establishment, operation, maintenance and continuous improvement of a Quality Management System which is aligned with the requirements of ISO 9001:2008.

It shall be the policy of the university that the quality policies and procedures are communicated to and understood by all faculties, staff, students and other stakeholders and shall be continually improved for their relevance and effectiveness.

EDGARDO E. TULIN, PhD President

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VISAYAS STATE UNIVERSITY Baybay City, Leyte

VSU QUALITY MANUAL

I. INTRODUCTION

The Visayas State University Quality Manual is established essentially to define the policies, systems and procedures adopted to implement and continually improve the Quality Management System of the university. Basically, the Manual is aimed to;

 promote and inculcate the desired culture of quality  demonstrate how a Quality Management System operates  define and clarify quality functions  meet customer demands for their satisfaction  meet international standards

The Manual includes:

 the scope of the quality management system, including details of and justification for any exclusions  the documented procedures established for the quality management system, or reference to them, and  a description of the interaction between/among the processes of the quality management system.

II. AGENCY PROFILE

Background

The Visayas State University or VSU was first known as Visayas State College of Agriculture or ViSCA and later as Leyte State University or LSU. The university main campus is situated in Brgy. Pangasugan, Baybay City, Leyte, Philippines. It is about 8 kilometers north of Baybay City and 34 kilometers south of Ormoc City. It is located in a paradise-like community with Camotes Sea on the west and Mount Pangasugan on the east. Perched on plains and hillsides of about 1,100-hectare university campus with more or less 200 buildings composed of academic departments, research and training centers, staff and student housing facilities, and other structures that make the University an ideal place for learning.

VSU was originally called the Baybay Agricultural School (BAS) in 1924 by virtue of a Provincial Resolution and was converted into the Baybay Agricultural High School (BAHS) in 1934. It was again converted into the Baybay National Agricultural School (BNAS) by virtue

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of Commonwealth Act No. 313 which was enacted in 1938. Republic Act No. 2831 enacted on June 19, 1960 converted the then BNAS into the Visayas Agricultural College (VAC). With the desire of the then Provincial Governor of the Province of Leyte, the Honorable Benjamin Romualdez to put up and develop a state university in his province, he made possible the conversion of the Visayas Agricultural College into the Visayas State College of Agriculture (ViSCA) on May 24, 1974 through Presidential Decree (PD) No. 470 which was later amended by PD No. 700 on May 12, 1975.

The 1999 General Appropriations Act mandated the integration of all higher education institutions (HEIs) under the supervision of the Department of Education at that time to a state university within the province where these HEIs are located. In the province of Leyte, four (4) HEIs are integrated into VSU making the university into a five campus university system. These four HEIs included the then Leyte National Agricultural & Vocational School located in Isabel, Leyte and is now called the VSU Isabel; the Leyte School of Agriculture located in Alang-alang, Leyte and is now called the VSU Alang-alang; the Leyte State School of Fisheries located in Tolosa, Leyte and is now called the VSU Tolosa; and the Leyte National College of Agriculture Science & Technology located in , Leyte and is now called the VSU Villaba. By virtue of RA No. 9158 issued on August 11, 2001, ViSCA was converted into the Leyte State University (LSU) which was later renamed Visayas State University (VSU) by virtue of RA 9437 on April 27, 2007.

Vision and Mission

The vision, mission and goals of the Visayas State University as approved by its Board of Regents are as follows:

VISION: The premier university of science and technology in the Visayas

MISSION: Provide excellent instruction, conduct relevant research and foster community engagement that produce highly competent graduates necessary in advancing the well-being of the country.

Core Values

The core values that serve as guide in the university’s quest for excellence in instruction, research, extension and production are as follows:

 Relevance. It emphasizes pertinence and applicability of the University to the social well-being of its stakeholders. The University should continually pursue its programs to contribute to society's intellectual, cultural and economic progress. Its scientific and technological endeavors should be shaped by the demands of society, either in the form of knowledge in basic sciences or technology derived from applied and developmental researches;

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 Integrity. The firm adherence to an upright moral code and ethical standards is vital in the University's search for truth. An institution engaged in producing quality human capital and scientific innovation must remain incorruptible in a morally challenging environment. Integrity is crucial in forging synergistic partnerships between the University and its stakeholders. Partnerships founded upon integrity practice transparency and mutual trust;

 Truth. It is in accord with facts and reality and connotes sincerity in action, character and utterance. The character of an institution is shaped by its ability to stand by the truth and make use of it. The search for truth, the very essence of the academic institution, is the backbone of the scientific process where certainty of results is tested against all known facts. The University is an institution that stands by the truth, reasons in accordance with facts and manifests sincerity in utterance, action and character; and

 Excellence. A value that centers on the imminent goodness of the quality of services, systems, and outputs of the University. An institution that consistently lives by excellent standards in everything that it does is effective in its search for truth and delivery of socially-relevant, scientific and technological contributions. The stakeholders of the University that includes its students, producers and industries deserve nothing but the best that the institution can offer.

Goals

The goals of the university are as follows:

 Sustained Excellence in Instruction. Produce highly competent and world-class manpower in science and technology (S&T), especially for agriculture, environmental management and industry who are proficient in communication skills, critical thinking and analytical abilities,

 Innovative RDE System and Competitive S&T Products. Generate and disseminate relevant knowledge and technology that lead to improved productivity, profitability and sustainability in agriculture, environment and industry,

 Adequate and Sustainable Resource Generation Activities. Generate adequate resources to support the University's instruction, research and extension pursuits and physical infrastructure needs in the face of declining government subsidy to state universities and colleges (SUCs),

 Efficient, Effective and Client-Centered Administrative Support Services. Provide timely, accessible, acceptable and customer-friendly administrative support system that promotes partnership and sense of shared stewardship with students, faculty, alumni and other stakeholders.

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 Functional and Adequate Physical Facilities and Infrastructure. Provide functional and adequate infrastructure and related facilities essential to a world-class instruction, innovative RDE, sustainable resource generation and efficient administration.

Objectives

The objectives of the university are as follows:

 To strive for excellence in agriculture education for regional and rural development.

 To sharpen its focus on impact programs and projects in instruction, research, and the application of new knowledge for the well-being of the small Visayan farmers and rural families.

 To build enduring linkages with national and international institutions and agencies for the promotion of relevant instruction, meaningful research, and effective transmission of useful knowledge in the rural communities in the Visayas.

Organizational Structure

The new organizational structure of the university approved by the Board of Regents per its BOR Resolution No. 51, series of 2013 is attached as Annex A of this Manual.

The Government of the University

The Board of Regents

The government of the Visayas State University is vested upon the Board of Regents (BOR) of the Visayas State University as constituted by Sec. 4 of Republic Act 8292. The administration of the same and the exercise of the general powers are vested exclusively in the Board of Regents and the President of the university insofar as authorized by the board.

On or before the 15th day of the second month after the opening of regular classes each year, the President of the University shall file with the Office of the President of the Philippines through the Chairman of the CHED, the Senate and House of Representatives a detailed report setting forth the progress, conditions, and needs of the university.

Members and Officers of the BOR

The Board of Regents of the Visayas State University is composed of the Chairman of the Commission on Higher Education (CHED) or his/her duly authorized representative as Chairman; the President of the university as Vice Chairman, and the following as members: Chairman of the Senate Committee on Education, Arts, and Culture; Chairman of the House Committee on Higher and Technical Education; Regional Director of the National Economic Development Authority; Regional Director of the Department of

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Agriculture; the President of the faculty association; the President of the supreme student council; the President of the alumni association of the institution; and two (2) prominent citizens who have distinguished themselves in their professions or fields of specialization. These two represent the private sector, and are chosen from among a list of at least five (5) persons qualified in the city or the province where the school is located, as recommended by the search committee constituted by the President in consultation with the Chairman of the CHED based on the normal standards and qualifications for the position.

The Board of Regents appoints the private sector representatives upon recommendation of a duly constituted search committee.

The presidents of the faculty and alumni associations and the student regents or trustees shall sit in the Board until the expiration of their term of office in such capacities.

The prominent citizen serves for a term of two (2) years.

In case of change in the governance or structure of the University, the pertinent provisions of CHED Memorandum Circular No. 4, series of 1997 implementing R.A. 8292 shall be used as guide.

The Board appoints a secretary who shall serve as such for both the Board and the university and shall keep all records and proceedings of the Board. He/She shall communicate to each member of the Board and sends notice of meetings.

Meetings of the BOR

The Board of Regents shall regularly convene at least once every quarter.

A majority of all members holding office shall constitute a quorum for board meetings, provided that the chairman of the CHED who is the chairman of the board or the president of the university is among those present in the meeting. In the absence of the chairman of CHED, a commissioner of the CHED, duly designated by him/her, shall represent him/her in the meeting with all the rights and responsibilities of a regular member: Provided, however, That in the said meeting, the president of the university as vice chairman shall be the presiding officer: Provided, further, That this provision notwithstanding, the Chairman of the CHED is hereby authorized to designate a CHED Commissioner as regular chair to the board of the university, in which case said CHED Commissioner shall act as the presiding office.

The Key Officials of the University

President - He supervises