UNIVERSITY OF THE PHILIPPINES 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 Page | 2 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. Page | 3 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 Page | 4 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 Page | 5 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 Page | 6 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 Page | 7 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 Page | 8 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 Page | 9 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 (Iloilo 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