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CITIZEN’S CHARTER APRIL 2019
i
VISION
Tarlac State University is envisioned to be a premiere University in
the Asia-Pacific.
MISSION
Tarlac State University commits to promote and sustain the offering
of quality and relevant programs in higher and advanced education
ensuring equitable access to education for people empowerment,
professional development, and global competitiveness.
Towards this end, TSU shall:
1. Provide high quality instruction through qualified, competent
and adequately trained faculty members and support staff.
2. Be a premiere research institution by enhancing research
undertakings in the fields of technology and sciences and
strengthening collaboration with local and international
institutions.
3. Be a champion in community development by strengthening
partnership with public and private organizations and
individuals.
ii
CORE VALUES
E - xcellence and Enhanced Competence
Q - uality
U - nity
I - ntegrity and Involvement
T - rust in God, Transparency and True Commitment
Y - earning for Global Competitiveness
SERVICE PLEDGE
Pursuant to its mandated mission, the Tarlac State University as a premier
institution in the Province of Tarlac, in particular, and in the region, in
general shall:
• Continue the curricular offerings of the graduate school, colleges of
engineering, architecture and fine arts, technology, education, computer
studies, business and accountancy, arts and social sciences, public
administration, human kinetics, law, nursing, science and information
technology related courses.
• Offer other courses that the Board of Regents may deem necessary.
• Continue to develop TSU into a regional center of excellence in
engineering, technological, business and teacher education, research and
extension in order to produce graduates who are globally competitive.
• In an environment valuing freedom, excellence and equity, TSU shall
provide and maintain relevant instruction, research, extension and
production programs effectively to develop responsible members of the
society imbued with critical and creative thinking.
iii
ACADEMIC SERVICES - FACULTY
1. To work seriously and conscientiously on assigned teaching assignments, including
meeting scheduled classes, clearly informing students on academic matters
according to standards established by the University.
2. To recognize that students deserve respect as individuals and have rights that must
be protected. This encompasses interest in individual, academic and personal
problems of students, the giving of mature professional advice, courteous treatment
of students, and keeping in confidence personal information about students who may
seek the advice of faculty member in his/her role as a counselor.
3. To recognize that the faculty member serves as a role model and exercises a great
influence in shaping young minds. He/She must set standards for (a) academic and
scholarly excellence, (b) personal integrity, and (c) professional ethics.
4. To recognize that in his/her influential classroom role, he/she is morally bound not
to take advantage of his/her position in discussing subject matter outside the scope
of the course and beyond his/her field of professional competence.
5. In addition to other duties and obligations under existing laws, a faculty member
shall:
a. Perform his/her duties to the University by discharging his/her responsibilities
in accordance with the philosophy, goals, and objectives of the University;
b. Be responsible for the efficient and effective attainment of specified learning
objectives pursuant to national development goals within the limits of available
resources of the University;
c. Render regular reports on performance of each students;
d. Assume the responsibility in maintaining and sustaining his/her professionalism
at all times; and
e. Refrain from making deductions in students that are clearly not manifestations
of poor scholarship.
iv
ACADEMIC RELATED SERVICES
1. Student Affairs Services. To administer college and post graduate admission test
and psychological tests. Conduct orientation seminar to new students. Render
students counseling and academic probation follow-up. Provide student development
on leadership trainings, advocacy on specific issues, coordination of outreach
programs, and campus journalism. Provide career development and placement on
career/employment counseling, placement assistance, part-time job services, and job
clinics/pre-employment seminar. Continue the special programs on University
sponsored scholarships, civic/community/individual sponsored scholarship grants,
learning assistance program, and student loan programs.
• Scholarship Unit
2. Medical Health Services Office and Dental Health Services Office. To provide
medical assistance and dental services to the students and employees and conduct
seminars/trainings on health.
3. Guidance and Counseling Center. The Guidance and Counseling Services is
responsible for provision of guidance and counseling services and programs needed
to ensure and promote student mental health as well as academic, personal, social,
and career development.
• Testing, Evaluation and Monitoring Services
• Career and Job Placement Services
4. Sports Development Management Unit. The Tarlac State University Sports
Development and Management unit seeks to make Tarlac State University as the top
contender in school-based sports activities in Region III and to instill to students the
importance of sports for total human development. The Sports Development and
Management Unit covers classification, recruitment, training, tournaments and
academic concerns of varsity teams/athletes.
5. Student Development Unit. The Student Development Unit operates as a resource
and catalyst to educate and cultivate student development by fostering a learning
environment which will empower students to engage and participate in all programs
of the University for lifelong learning.
6. Library Management Systems. To provide the students, faculty and staff more
library materials that are relevant to their sources. Stimulate and encourage students
to develop lifelong habits of good reading, study and research. Support the specific
educational objectives with needed resources, facilities and services to meet the
legitimate needs and demands of the students and faculty.
7. Admission and Registration Office. To provide academic and administrative
support to instruction to enable it to attain its educational mandate. Selective
admissions to ensure the quality of entering students, selective retention to students,
v
efficient and effective management of student records, and total quality service to
students.
8. University Research Office. To continue the development and validation of
multimedia software, evaluation of instruction in the different fields; development
and validation of instructional materials which include modules, workbooks, video
tapes and the like; fabrication, testing, and validation of instructional apparatuses,
equipment, and other materials, phytochemical and microbiological screening of
plants grown in Philippine soil; waste management; development of low cost
construction materials; and development of educational technology center and
industrial technology research institute.
9. Office for Culture and the Arts. The Office shall serve as an integral mechanism
of the University in enhancing the artistic and aesthetic skills and potentials of its
students and faculty through a balance cultural and arts program of activities towards
the promotion and preservation of our cultural heritage.
ADMINISTRATIVE AND SUPPORT SERVICES
1. Office of the University President. The Office of the University President
administers and supervises all the extension campuses, colleges, offices of TSU
ensuring the attainment of the University’s vision, mission, goals and objectives, and
the implementation of the University’s mandates to be nationally and globally
competitive. The OUP coordinates with external linkages and other entities for
collaborative efforts beneficial to the University.
2. Vice President for Academic Affairs Office. The Vice President for Academic
Affairs, through its colleges and offices, oversees the development in attaining
quality education, sustains the delivery of excellent instruction, research, extension,
and student support services that are compliant to applicable regulatory and statutory
requirements for utmost satisfaction of all stakeholders, ensuring their health and
safety, and reduces environmental impact in its operations taking into consideration
the core functions and services of the colleges and offices under the administration.
3. Vice President for Institutional Linkages and External Affairs Office. Office of
the VP ILEA provides leadership and strategic direction in creating an exceptional
learning environment for TSU students and faculty and provide opportunities for
them to be trained as valuable global leaders. It also initiates exploration of linkages
with local and foreign entities as well as executing internal and external information
dissemination on university matters and establish community relations. Lastly, it also
serve as the link between the alumni and the administration in their involvement in
their support and commitment to TSU
4. Vice President for Research and Extension Services Office. The Office of the
Vice President for Research and Extension Services provides strategic direction and
vi
leadership in the University’s purpose to serve as a catalyst for inclusive growth by
developing a rigorous program of faculty research and creative accomplishments and
engaging communities in the adoption and utilization of University-developed
technologies and other worthwhile activities geared towards economic
transformation.
5. Vice President for Administration and Finance Office. The Offices of the Vice
President for Administration and Finance (VPAF) takes the role in providing
leadership and control in the area of fiscal management, infrastructure development,
physical plant maintenance, human resource management, resource generation and
administrative services to the University in the pursuit of the University’s Mission
and Goals.
6. Accounting Unit. To produce financial information concerning past operations and
present condition of the University; provide a basis for guidance for future
operations; provide an accounting system in the receipt, disposition and utilization
of funds and property; and report the financial positions and results of operations of
the University for the information of all persons concerned.
7. Business Affairs & Auxiliary Services Office. To generate additional revenues for
augmentation to various University projects and expenditures.
8. Cashiering Unit. To deposit all collections to the authorized depository bank;
update posting of every transaction to their respective cash books; maintain
disbursements within the limits of cash available per account; submit liquidation
report; and safeguard the custody of cash on hand and created accountable form.
9. Administrative Services Office. The Office of Director for Administration is
committed to deliver support services to TSU for the utmost satisfaction of its clients
and other stakeholders. Provision for efficient payroll and remittances system for all
employees; Improvement of operational policies and procedures in records
maintenance, use and control; Procurement of goods and services in a timely manner
while complying with procurement law and other pertinent law; Effective and
efficient system for supplies and property issuances and control consistent and
compliant to applicable statutory laws, rules and guidelines; and ensure a safe,
secure, peaceful, clean, environment- friendly and healthy working-learning place.
10. Human Resource Development and Management Office. The HRDMO is the
arm of the Administration focused on efficient attraction, development, retention of
creative, competent and dynamic employees who embrace excellence in all of the
institutional thrusts. Our vision, to foster and capitalize on the potentialities of the
personnel, cultivating a workforce consistently able to respond to the challenges
facing TSU as we strive on becoming a prime university can be achieved in the
functions of: Recruitment, Selection and Promotion Unit; Performance Management
Unit; Training, Assessment, and Organizational Development Unit; Employee’s
Welfare Unit; and Employee Relations Unit.
vii
11. Center for Gender and Development. Gender and Development strive to attain
equality of both men and women and their entitlement to appreciate fair with
conditions understanding their full human potential as dynamic agents of societal
advancement. This point of view additionally focuses on the capacity to terminate
the socio-economic, political, cultural and psychological implications of an issue to
see how the contrast between the genders influences and is influenced by strategies,
projects, and undertakings.
12. Internal Audit Services. Advise the President of the University on all matters
relating to management control and operations audits; Conduct management and
operations audits of college/office functions, programs, projects, activities with
outputs, and determine the degree of compliance with their mandates, policies,
government regulations, established objectives, systems and procedures/processes
and contractual obligations; Review and appraise the systems and procedures,
organizational structures, asset management practices, financial and management
records, reports and performance standards; Analyze and evaluate management
deficiencies and assist top management by recommending realistic courses of action;
and perform such other related duties and responsibilities as may be assigned by the
President or as may be required by law.
13. Budget Management Office. The Budget Management Office adheres to the
government phases of budgeting known as budget preparation, budget authorization,
budget execution, and budget accountability. The Office prepares Agency Annual
Budget Proposal of the University with consultation with the executive committee,
conducts series of meetings with the different university officials regarding
expenditure priorities of the University and classifies expense in accordance with
Chart of accounts and Purposes and prepares monthly status of funds by
Program/Project/Activity.
14. Management Information Systems Office. Implement office automation systems
to support wide range of business office activities that provide for improve workflow
and communications to the different units/offices and sustain 24/7 website
connectivity to guarantee global access to university’s programs and activities;
Maintenance of ICT equipment connected to the network and management of the
core computer network infrastructure of the University
15. Records and Archives Unit. a.) Records Section – is responsible for planning,
developing, prescribing, disseminating and enforcing policies, rules and regulations
and coordinating University-wide records management program.
b.) Archives Section – is responsible in the selection, collection and preservation of
historical records making such records available for public use.
16. Quality Assurance Office. To establish and maintain a documented procedure in
conducting program accreditation in the university. To establish and maintain a
documented procedure in submitting the institution for accreditation as mandated by
the Commission on Higher Education (e.g. Institutional Sustainability Accreditation,
viii
SUC Levelling, etc.). To establish and maintain a documented procedure in sending
TSU Faculty members to serve as AACCUP accreditors.
17. Office of Public Affairs and Information. Public assistance and information
office; promote and advertise the Tarlac State University; collate and gather news
articles through interviews and meetings for OPA Bulletin; accommodate students,
parents and visitors who need assistance; approve information/news from the
different colleges, offices, and students organizations of the University, for posting
in the bulletin boards; and Approve organizations or establishments the job
opportunities for TSU students and graduates for possible employments.
18. University Hotel. The TSU HOTEL ensures excellence in services to internal and
external customers by meeting the standards set by the Department of Tourism
through continuous improvement of internal processes guaranteeing customers’
satisfaction, achieving best result in terms of hospitality while ensuring the
cultivation of positive values, sustaining good environmental practices, observing
legal requirements and protecting the interest of all stakeholders.
19. Technology, Development, Transfer and Commercialization Office. The
TDTCO identifies and manages all intellectual properties with potential for
registration, transfer, and commercialization, created by faculty members, personnel,
and university staff as well as visiting professors and students of the university
20. Civil Security Unit. To provide security services with particular emphasis on the
protection of properties and against campus vandalism and destructive acts; maintain
peace and order; and extends maximum security to students and employees.
21. Procurement Unit. To ensure that the highest quality of supplies, materials and
equipment are procured with the minimum expense to the government.
22. Facilities Development and Management Office. The FDMO shall be responsible
for the development and long-range planning, design and construction of new
facilities, maintenance and repair of all facilities, building systems, utilities, energy
management, landscaping, and grounds. The FDMO shall have the following
functions: General services (move support, trash disposal, acquisition of general
classroom and laboratory furniture); Building maintenance; Grounds maintenance
and care; Utilities management; Construction and remodeling, and; Facility safety
and fire prevention.
23. University Board Secretary Office. Prepare the agenda, manage, attend and
maintain records and proceedings of meetings of the Board of Regents, Academic
Council, and Administrative Council of the University. Draft correspondence and
other documents for the Board Chair and President of the University and President’s
Report on a quarterly basis.
24. Supply and Property Management Unit. To attain the most economical, efficient,
effective and sustainable use of property through adequate accounting utilization,
ix
maintenance and disposal practices, manage government property with due
recognition in its value, minimizing inventories, fully utilizing what is available
government-wide and disposing them for the best returns if no longer needed.
25. Motorpool Unit. Tarlac State University Motor Pool, our mission is to provide safe,
economical, convenient, and comfortable transportation for Tarlac State University
faculty and staff to perform their official duties.
FEEDBACK AND REDRESS MECHANISMS
Clients may accomplish the Customer Feedback Form for any complaint, suggestion or
recommendation, and put/drop the accomplished feedback form in the appropriate box
provided by the office.
For special cases, Clients may write written/verbal complaints to be submitted at the
Office for Public Affairs and Information.
x
TABLE OF CONTENTS
ACADEMIC SERVICES
• School of Law 1
General Pre-enrolment, Enrolment Procedures and Other Service 1
• College of Science 2
General Pre-enrolment Procedures
For New Students (1st year to 4th year Students) 2
For Old Students (2nd year to 4th year Students) 3
For Transferees, Shifters, Returnees, Second Coursers
and Professional Education Subject Takers 3
Cross-Enrollees 4
Graduating Students Enrolled in Thesis Writing 5
• College of Arts and Social Sciences 6
Enrolment Procedures
For Freshmen 6
For 2nd year to 4th year students 7
Transferees, Shifters, Returnees and Second Courser 8
Cross-Enrollees 9
• College of Education 10
General Enrollment Procedures
For New Students 10
Transferees, Returnees, Second Courser and Professional Education Takers 11
Cross-Enrollees 12
• College of Computer Studies 13
General Enrolment Procedures
For Freshmen 13
For 2nd year to 4th year students 14
Transferees, Shifters, Returnees, Second Courser and Professional Education
Subject Takers 15
Cross-Enrollees 16
Graduating Students Enrolled in Thesis Writing 17
• College of Business and Accountancy 18
General Enrolment Procedures
For Freshmen 18
xi
For 2nd year to 4th year students 18
Graduating Students with Deficiencies 19
Transferees, Shifters, Returnees, Second Courser and Professional Education
Subject Takers 19
Cross-Enrollees 20
• College of Architecture and Fine Arts 21
General Enrolment Procedures
For Freshmen 21
For 2nd year to 4th year students 22
Transferees, Shifters, Returnees, Second Courser and Professional Education
Subject Takers 23
Cross-Enrollees 24
• College of Public Administration and Governance 25
General Enrolment Procedures
Freshmen 25
2nd year to 4th year students 25
Transferees, Shifters, Returnees, Second Courser and Professional Education
Subject Takers 26
Cross-Enrollees 27
New Graduate School Students 28
Old Graduate School Students 29
Undergraduate Students (Thesis Defense) 29
Graduate Students (Thesis/Dissertation Defense) 29
• College of Criminal Justice Education 31
Enrolment Procedures
For Freshmen 31
For 2nd year to 4th year students 32
Transferees, Shifters, Returnees and Second Courser 33
Cross-Enrollees 34
• College of Engineering and Technology 35
Enrolment Procedures
For Freshmen 35
• National Service Training Program Office 36
Enrolment Procedures
Cross-enrollees 36
Choosing a Component 37
xii
Proposed Seminar, Activity and Orientation 38
Procedure for Serial Number (Transferred to different school) 38
ACADEMIC-RELATED SERVICES
• Student Affairs Services 39
Monetary Incentives 39
Budget Hearing 40
Off-Campus Activities 41
• Student Affairs Services - Scholarship Unit 43
Processing of Scholarship 43
• Medical Health Unit 45
Summary of Services Provided 45
Evaluation and Management (History and Physical Examination) 46
A. Minor Illness/Injuries
B. Emergency/Major Cases
Immunization of vaccines, Wellness Disease Lectures, Health Screenings
& Medical Assistance 47
• Dental Health Unit 48
Scheduling of New Patient 48
Scheduling of Regular Patient 49
Pre-treatment Procedure 49
Dental Treatment Procedure 50
Requesting Dental Certificate 51
• Guidance and Counseling Services 52
Individual Counseling Services 52
Group Counseling Services 53
Referral Counseling Services 54
Ecumenical Recollection/S.A.L.T. Activity 55
Homeroom Guidance/Classroom Lecture Activity 56
VPI/RIASEC Examination and Career Counseling 57
Seminar on Study Habits for Freshmen 58
- Testing, Evaluation and Monitoring Services 59
Admission Test and Psychological Test 59
- Career and Job Placement Services 63
xiii
Request for Graduate List/Local Recruitment Activity 63
Request for Graduate List 64
Request for Job Posting 65
Referral of Walk-in Students/Graduates to Employers 67
• Sports Development Management Unit 68
Monetary Incentives 68
• Student Development Unit 69
Processing of Lost RFID 69
Approval or Recognition for New Student Organizations and Renewal 70
Approval of Student Organizations Activities 71
Budget Hearing 72
Filing Complaint and Investigation Against Students/Faculty/Personnel 73
• Library Management System 75
Borrowing Books/Materials 75
Returning Books/Materials 75
Renewing Books/Materials 76
Computer and Internet Access 76
Referral Service 77
Library Clearance 78
• Admission and Registration Office 79
Issuance of Admission Slip 79
Issuance of Notice of Acceptance, Validation and Accreditation Forms
(For Transferees) 80
Issuance of Adding, Changing and Dropping Form 81
Issuance of Application Form for Shifter/Returnee 82
Issuance of Notice of Acceptance for Foreign Students 83
Issuance of Certificate of Registration (COR) 84
Reprinting of Report of Grades (ROG) 85
Issuance of Certificate of Transfer Credentials 86
Issuance of Official Transcript of Records (Graduates) 87
Issuance of Certification of (Certification, Authentication and Verification (CAV)
Employment, Evaluation, Ranking, Record and Other Purposes 88
• University Research Office 89
UREC Evaluation 89
Request for Incentives 89
Requesting of Funds for College Research Colloquium 90
xiv
Anti-Plagiarism Scan (TURNITIN) 91
Inter-Office Communication (Signature of URO Director) 92
Processing of Endorsement 92
• Office for Culture and the Arts 93
ADMINISTRATIVE AND SUPPORT SERVICES
• Office of the University President 94
Personal Meeting with the President (walk-in) 94
Personal Meeting with the President (with appointment) 95
Dissemination of Incoming Communication from Outside Persons or Agencies 96
Action on Contracts and External Agreements 97
Action on Internal Requests of Colleges and Offices 98
Action on the Approval of Letters/Communications from different colleges/offices
of the University 99
• VP for Academic Affairs Office 100
Key Points 100
Requests of Students/Offices/Personnel 101
• VP for Institutional Linkages and External Affairs Office 102
Signing of Travel Order 102
– Office of International Affairs 102
Request for Copy of MOU/MOA 102
Transaction on the Issuance of Certification on the Necessity of the
Foreign Travel and Authority to Travel 103
– Office of Institutional Linkages 103
Request for Copy of MOU/MOA 103
• VP for Research and Extension Services Office 104
Incoming Communication and or/ Endorsement from the OUP 104
Transactions from the Research and Extension Services 105
Inter-Office Communication and Transactions 106
Other Transactions 107
• VP for Administration and Finance Office 108
Incoming Communication and or/ Endorsement from the OUP 108
Inter-Office Communication and Transactions 108
• Accounting Unit 110
xv
Re-assessment/Adjustment of Student Fees and Checking of Student
Account Balances 110
Refund of Tuition Fees 110
Refund of Breakage Deposit 111
Refund of Overpayment 111
• Business Affairs and Auxiliary Services Office 112
Digital Studio RFID Processing 112
Request to use University Facilities 114
Issuance of Uniforms 115
Purchasing of Merchandise 115
I.D. Processing and Printing 116
Application for Vehicle Gate pass 117
• Cashiering Unit 118
Payment of Fees 118
Request for Certificate of Payment for Lost Official Receipt 118
Signing of Student Clearance 119
Claiming of Cash Benefits Over-the-Counter 119
Claiming of Checks 120
Payment Thru Petty Cash 120
Payment Thru Advice to Debit Account (ADA) 121
Payment Thru Checks 122
• Administrative Services Unit 123
Payroll Preparation for Job Orders 123
Payroll Preparation for Lecturers and Honorarium of Regular Faculty 124
Processing of Special Order for Lecturers/Honorarium Classes 125
• Human Resource Development and Management Office 126
Filing of Cases and Complaints at the HRDM Office 126
Request for Other Personnel Related Documents and Reports 127
– Recruitment, Selection and Promotion Unit 128
Receiving of Application 128
Issuance of DBP Certification 128
- Employees’ Welfare Unit 129
Request for Certification 129
- Employee Relations Unit 130
Scholarship Application 130
Request for Extension of Scholarship and other Scholarship Matters Request 131
xvi
Reinstatement from Study Leave 132
• Center for Gender and Development 133
Capacity Building 133
Submission of Research Proposals 134
Approval of Research Proposals 134
In-house Review of Completed Researches 136
Gender-Responsive Extension Program for
Short-term of Services/Activities 138
Gender-Responsive Extension Program for
Long-term of Services/Activities 138
TSU-GAD Funding and Program/Project Implementation 140
Child Care Center 140
• Internal Audit Services 142
Audit Process: Operations, Management and Special Audits 142
• Budget Management Office 143
Certification of Allocation of Fund 143
Processing of Payrolls and Vouchers 143
Queries/Assistance on Certification on Allocation of Fund 144
• Management Information Systems Office 145
Blocking and Unblocking of RFID Cards 145
Create and Update of Website 145
Development of New Systems/Programs 146
Report Generation 146
Resetting and Creating of User Account
(Prisms, Student Portal, Faculty Portal, Employee Portal) 146
Unposting of Gradesheets 147
Changing of Posted Schedule 147
Tagging of Faculty/Room/Schedule 147
Tagging of Honorarium Classes 148
Transfer of Students 148
System Access/Privilege Tagging 148
Biometrics Registration 149
Computer Examination 149
Inspection for Condemn of ICT Equipment 150
Inspection of New ICT Equipment 150
Preventive Maintenance for Desktop Computer Units 151
xvii
Repair of ICT Equipment 151
Software Installation 152
Cabling for New Network Connection 152
Creation of DMS Access 153
Creation of Domain Accounts 153
Creation of Email Account 154
Creation of Office Communicator Accounts 154
New Desktop Connection to TSU Network 155
Reset of Domain Accounts 155
Reset of Office Communicator Accounts 156
Wi-Fi Set-Up/Deployment 156
• Records and Archives Unit 157
Internal Document 157
External Document (Received Records) 159
• Quality Assurance Office 160
Program Accreditation by AACCUP 160
Conduct of CHED Accreditation (RQAT, COD/COE) 161
Sending TSU Faculty Member/s for AACCUP Accreditor’s Training 162
Sending TSU Faculty Member as Program Accreditor 163
• Office of Public Affairs and Information 164
Publication of the TSU Bulletin and Quarterly Reports 164
Regulation of Posting and Approval of Advertisement/Announcement 164
Publication of News, Articles, Etc. Online Through University Website 164
• University Hotel 165
Room Reservation by Walk-in Guests 165
Room Reservation by (Phone/On-Line) 166
Laundry Services 168
• Technology, Development, Transfer and
Commercialization Office 170
Trademark Application Assistance 170
Copyright Deposit Assistance 171
• Civil Security Unit 172
Application Forms 172
Procedure for CCTV Review 172
Procedure for Lost and Found 173
xviii
Procedure for Action on Complaint 173
• Procurement Unit 174
Procedures on the Preparation and Submission of Annual Procurement Plan (APP) 174
Procedures on the Sale of Bidding Documents 175
Procedures on the Submission of Purchase Request 175
Procedures on the Processing of Purchase Request/Work Order 176
Procedures on the Canvassing of Request 178
Procedures on the Performance Evaluation of Contract/Suppliers 178
• Facilities Development and Management Office 179
Processing of Billing for Infrastructure Projects 179
• University and Board Secretary 181
Request for Resolutions 181
• Supply and Property Management Unit 182
Receipt of Deliveries of Supplies, Materials and Equipment 182
Issuance of Supplies, Materials and Equipment 184
Disposal of Unserviceable Supplies, Materials and Equipment 185
Issuance of Clearance for Property Accountability 187
• Motorpool Unit 188
Scheduling of Travel 188
1
SCHOOL OF LAW
GENERAL PRE- ENROLLMENT AND ENROLLMENT PROCEDURES AND OTHER
SERVICES OF THE COLLEGE
Procedure Person In Charge Duration Fees/No Fees Forms/Documents
Evaluation of Transcript of records , Philippine Law School Admission Test Result Evaluation of Pre requisites subject , 18 units Social Science , 18 Units English and 6 units Math Secure for the entrance exams requirements Secure for payment of entrance examination Interview by College Dean, College enrolment pre- assessment Secure payment of tuition fee Printing of Certificate Of Registration
Dean’s Office/ Staff
ORA
Admission / Testing
Cashier
Dean’s Office
Cashier
Dean’s Staff
10 minutes
10 minutes
5 minutes
5 minutes
15 minutes .
5 minutes
3 minutes
None
None
None
1,000.00
None
1,000.00 per unit
None
2
COLLEGE OF SCIENCE
General Enrollment Procedures
CLIENT STEP PROCEDURE
PERSON-
in-
CHARGE
DURATION
of
ACTIVITY
Forms/
Documents
FEE/NO
FEE
A. New
Student
from 1st
year to 4th
year
1
2
3
4
5
6
• Get CET result
• Physical &
Medical
Examination.
For Nursing
Students only:
(CBC,X-ray,
Urinalysis,
Pregnancy Test,
Hepa B Vaccine)
• The students will
be interviewed
regarding their
grades, result of
their
physical/medical
exams, and
orientation on
Enrollment
Process
• Pre- Assessment
• Tagging of Free
Tuition; Get
COR
• Go to the
Business Center
for the Uniform,
ID
Testing
Office
TSU Clinic
(Loving
Mother )
Dean
College
College
Business
Center
(Main
Campus)
3 minutes
1 Hour
10 minutes
5 minutes
3 minutes
15 minutes
Exam results
and Admission
slip
Medical exam
List
ROG,
physical/medical
exam result
Admission Slip
Assessment
Form
Uniform, ID
assessment form
/ COR
NO FEE
NO FEE
NO FEE
NO FEE
NO FEE
NO FEE
3
B. OLD
Students
from 2nd
year to 4th
year
1
2
3
4
• Proceed to College
enrollment area for
computerized
enrollment (pre-
assessment).
• Tagging of Free
Tuition
• Go to the Business
Center for renewal
of I.D. (if needed).
• Scholastic
delinquent students
(Warning, Probation
and Dismissal in the
College) should
pass through the
Guidance and
Counseling Unit
before being
admitted for
enrollment.
COS
Faculty
College
Business
Center
Guidance
Office
10 minutes
5 minutes
10 minutes
20 minutes
Admission Slip
Assessment
Form
ID assessment
form / COR
NO FEE
NO FEE
NO FEE
NO FEE
C.
Transferees,
Shifters,
Returnees,
Second
Coursers,
Professional
Education
Subjects
Takers
1
2
3
• For transferees,
returnees, second
coursers, and
professional
education takers,
go to
Admissions Unit
for compliance
of requirements
and to secure
Admission Slip.
• Physical &
Medical
Examination.
For Nursing
Students only:
(CBC,X-ray,
Urinalysis,
Pregnancy Test,
Hepa B Vaccine)
• The students will
be interviewed
regarding their
grades, result of
their
physical/medical
Admission
TSU Clinic
(Loving
Mother )
Dean
5 minutes
1 Hour
10 minutes
Acceptance
Form
Medical exam
List
ROG,
physical/medical
exam result
NO FEE
NO FEE
NO FEE
4
4
5
exams, and
orientation on
Enrollment
Process
• Proceed to
enrollment area of
Colleges for
submission of
documents and
computerized
enrollment (pre-
assessment).
• Go to the Business
Center for the I.D.
and uniform
COS
Faculty
Business
Center
5 minutes
5 minutes
Admission Slip
ID assessment
form / COR
NO FEE
NO FEE
D. Cross-
Enrollees
1
2
3
4
• For transferees,
returnees, second
coursers, and
professional
education takers, go
to Admissions Unit
for compliance of
requirements and to
secure Admission
Slip.
• Physical &
Medical
Examination.
For Nursing
Students only:
(CBC,X-ray,
Urinalysis,
Pregnancy Test,
Hepa B Vaccine)
• The students will
be interviewed
regarding their
grades, result of
their
physical/medical
exams, and
orientation on
Enrollment
Process
• Proceed to
enrollment area of
Colleges for
Admission
TSU Clinic
Dean
COS
Faculty
5 minutes
1 Hour
10 minutes
5 minutes
Acceptance
Form
Medical exam
List
ROG,
physical/medical
exam result
Admission Slip
NO FEE
NO FEE
NO FEE
NO FEE
5
5
6
submission of
documents and
computerized
enrollment (pre-
assessment).
• Go to the Business
Center for the I.D.
and uniform
• Scholastic
delinquent
students
(Warning,
Probation and
Dismissal in the
College) should
pass through the
Guidance and
Counseling Unit
before being
admitted for
enrollment.
Business
Center
Guidance
Office
15 minutes
20 minutes
ID assessment
form / COR
NO FEE
NO FEE
E. For
Graduating
Students
Enrolled in
Thesis
Writing
1
2
• Go to the Dean’s
Office for the
assessment of
thesis.
• Submit the
Assessment to
the Thesis
Coordinator
Clerk
Thesis
Coordinator
5 minutes
3 minutes
ID
Thesis
Assessment
from
NO FEE
NO FEE
• Free Tuition and Miscellaneous fees (RA 10931; “ Universal Access to Quality Tertiary Education Act of
2017”)
6
COLLEGE OF ARTS AND SCIENCES
ENROLLMENT PROCEDURE
FOR FRESHMEN STUDENTS (1ST YEAR)
Responsible Person/s
Details Duration Requirements/ Fees
ADMISSION UNIT
ADMISSION UNIT
ADMISSION UNIT
College
Enrollment Area
CASS Faculty In charge
CASS Faculty In
charge
CASS Faculty In
charge
Submit the complete credentials at the Admission Unit. a. Form 138 b. Good Moral Character c. 2 ID Picture (2x2) d. PSA Birth Certificate e. NCAE f. Medical Certificate g. College Admission Test Result Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the faculty in-charge for the tagging of free tuition if they are qualified for the free tuition
The students will Proceed to the Faculty In charge for the assessment of their uniform and ID.
Right after the free tuition tagging, the schedule for medical examination will be given. Note:
(COR is available for printing at the TSU portal account of the student)
5 minutes
5 minutes
3 minutes
2 minutes
2 minutes
2 minutes
2 minutes
None
None
None
None
None
None
None
7
ENROLLMENT PROCEDURE FOR OLD STUDENTS FROM (2ND TO 4TH YEAR)
Responsible
Person/s Details Duration Requirements/
Fees
College Enrollment
Area
CASS Faculty In
charge
Registrar/Business Center
Guidance Counselor
College Clerk
Registrar
Proceed to the enrollment area for advising and tagging of subjects. The faculty in-charge will tag the students if they are qualified for the free tuition
The student shall proceed to the Registrar Office for the validation of ID or business center for the renewal of ID (if needed)
The Scholastic delinquent students (warning, probation, and dismissal in the College), should pass through the Guidance and Counseling Unit before being admitted for enrolment The students will then request for subject that they need through signing a form and give it to the College Clerk for encoding The students will proceed to the Office of the Registrar for adding/changing of subject Note: (COR is available for printing at the TSU portal account of the student)
5 minutes
2 minutes
5 minutes
10 minutes
5 minutes
5 minutes
None
None
None
None
None
None
8
ENROLLMENT PROCEDURE FOR TRANSFEREES, SHIFTERS, RETURNEES AND SECOND COURSER
Responsible
Person/s Details Duration Requirements/
Fees
ADMISSION UNIT
ADMISSION UNIT
ADMISSION UNIT
College Enrollment Area
CASS Faculty In charge
CASS Faculty In charge
CASS Faculty In charge
Submit the complete credentials at the Admission Unit. Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the faculty in-charge for the tagging of free tuition if they are qualified for the free tuition.
The students will Proceed to the Faculty In charge for the assessment of their uniform and ID.
The students will proceed to the Office of the Registrar for adding/changing of subject Note: (COR is available for printing at the TSU portal account of the student)
5 minutes
5 minutes
3 minutes
2 minutes
2 minutes
2 minutes
2 minutes
None
None
None
None
None
None
None
9
ENROLLMENT PROCEDURE FOR CROSS -ENROLLEES
Responsible
Person/s Details Duration Requirements/
Fees
ADMISSION UNIT
ADMISSION UNIT
ADMISSION UNIT
College Enrollment Area
Cashier
Submit the complete credentials at the Admission Unit ( Students from other school only). Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the Cashier Office for the payment of tuition Fee (students from other School) Note: (COR is available for printing at the TSU portal account of the student)
5 minutes
5 minutes
3 minutes
2 minutes
2 minutes
None
None
None
None
Fee
10
COLLEGE OF EDUCATION
GENERAL ENROLMENT PROCEDURES NEW STUDENTS
Responsible Person
Details Duration FEES FORMS/DOCUMENTS
Admission Office COEd Faculty
Present CET result, and other Requirements for Admission for Verification Pre- Assessment (enrollment) Tagging of Free Tuition Printing of COR ID & Uniform Schedule (BC)
5 minutes 3 minutes 2 minutes 1 minutes 3 minutes
NO FEES NO FEES NO FEES NO FEES NO FEES
REQUIREMENTS ADMISSION SLIP PRE- ASSESSMENT FORM ASSESSED FEES GENERATED SCHEDULE
11
GENERAL ENROLMENT PROCEDURES
TRANSFEREES, Returnees, Second Courser and Professional Education Subject Takers
Responsible Person FORMS / DOCUMENTS FEES Details Duration
Admission Unit COEd Faculty
COMPLETE REQUIREMENTS ADMISSION SLIP PRE-ASSESMENT FORM ASSESED FORM
NO FEES NO FEES NO FEES NO FEES
Admission Unit for Compliance
of Requirements and Secure
Admission Slip
Pre – Assessment
Tagging of
Tuition
Get CERTIFICATE OF REGISTRATION
(COR)
5 minutes 10 minutes 2 minutes 2 minutes
12
GENERAL ENROLMENT PROCEDURES CROSS-ENROLEES
Responsible Person FORMS/DOCUMENTS FEES Details Duration
Cross-Enrollee’s Mother College Dean where the subject is being offered Cross-Enrollee’s Mother College
CROSS ENROL FORM CROSS ENROL FORM CROSS ENROL FORM
NO FEES NO FEES NO FEES
Permission to Cross-enroll
from the College Dean
Checking for availability of
slots and other schedule
Approval of the
College Dean where the
subject is being offered
Allowing the subject to be
opened to other college
Proceed to the mother college
5 minutes 5 minutes 3 minutes
13
COLLEGE OF COMPUTER STUDIES
General Enrollment Procedures
Client: Freshmen Students (1st Year)
Procedure Person In-
Charge
Duration Fees/ No Fees Forms/
Documents
For New Students
Get the CET result
from Testing Office,
then submit admission
request to admission
office.
Proceed to College
enrolment area for
Computerized
enrolment (pre-
assessment)
Proceed to College
Area 2 for Tagging of
Free Tuition Fee, and
get the COR
(Certificate of
Registration)
Issuance of I.D and
Others
Testing and
Admission
Office
College Area 1
College Area 2
Business Center
3 minutes
10 minutes
5 minutes
3 minutes
None
None
None
None
CET Result
Admission Slip
Pre-Enrollment
COR
14
General Enrollment Procedures
CLIENT: OLD STUDENTS FROM 2nd YEAR TO 4th YEAR
Procedure Person In
Charge
Duration Fees/No
Fees
Forms/
Document
s
Scholastic delinquent students
(Warning, Probation, and Dismissal
in the College) should pass through
the Guidance and Counseling Unit
before being admitted for enrollment
Proceed to College enrollment area
for computerized enrolment (pre-
assessment)
Go to College Area 2 for tagging of
Free Tuition Fee
Get Certificate of Registration (COR)
from the ORA
Go to the Business Center for the
renewal of I.D (if needed)
Guidance
Office
College Area
Area 1
College Area
2
ORA
Business
Center
20 Minutes
10 Minutes
5 minutes
10 minutes
5 minutes
None
None
None
Student ID
None
Student ID
Student ID
Student ID
Student ID
15
General Enrollment Procedures
CLIENT: TRANSFEREES, SHIFTER, RETURNEES, SECOND COURSERS, PROFFESSIONAL EDUCATION
SUBJECTS TAKERS
Procedure Person In-
Charge
Duration Requirements/
Fees
Form/Documents
For transferees, returnees, second
coursers and professional
education takers, go to Admissions
Unit for compliance of
requirements and secure
Admission Slip
Proceed to enrolment area of
Colleges for submission of
documents and computerized
enrolment
(pre- assessment).
Proceed to College Area 2 for
Tagging of Free Tuition fee
Get Certificate of registration
(COR) from the ORA
Go to the Business Center for
renewal of I.D (if needed
Admission
Office
College Area 1
College Area 2
Registrar Office
Business Office
5 minutes
10 minutes
5 minutes
10 minutes
5 minutes
None
None
None
None
None
Student ID
Student ID
Student ID
Student ID
Student ID
16
General Enrollment Procedures
CLIENT: Cross- Enrollees
Procedure Person In-
Charge
Duration Fees/No Fees Documents/Forms
Scholastic delinquent students
(Warning, Probation, and
Dismissal in the College)
should pass through the
Guidance and Counseling Unit
before being admitted for
enrollment
Go to the Admissions Unit for
the submission of requirements
and to secure Admission Slip
(Students from other school)
Proceed to enrolment area of
Colleges for submission of
documents and computerized
enrolment
(pre- assessment).
Proceed to College Area 2 for
Tagging of Free Tuition fee
Get Certificate of Enrollment
(COR) from the ORA
Go to the Business Center for
Uniform and ID
Guidance
Office
Admission
College Area 1
College Area 2
Registrar Office
Business Center
5 minutes
5 minutes
10 minutes
5 minutes
5 minutes
5 minutes
None
None
None
None
None
None
Student ID
None
Student ID
Student ID
Student ID
Student ID
17
General Enrollment Procedures
CLIENT: For Graduating Students Enrolled in Thesis Writing
Procedure Person In- Charge Duration Fees/No
Fees
Documents/
Forms
Go to the Dean’s Office to get the
TCP Form 7 & 8
See the Thesis Adviser/Technical
Adviser for the signing of the
forms.
Go to the Dean’s Office. Submit
the TCP Forms 7 & 8 for
Scheduling of Defense
Clerk
Thesis Technical
Adviser and Subject
Teacher
Clerk
1 minutes
2 minutes
5 minutes
None
None
None
Forms 7 & 8
Forms 7 & 8
Forms 7 & 8
18
COLLEGE OF BUSINESS AND ACCOUNTANCY
GENERAL ENROLLMENT PROCEDURES CLIENT: FOR FRESHMEN STUDENTS
Responsible
Person/s Details Duration Requirements/
Fees
Testing and Admission
Office
CBA Faculty
Office of the
Dean
Business Office
Get result of admission test from Testing Office (for those who did not yet receive the result) Proceed to enrollment area of CBA for submission of documents and assignment of section Get Pre-assessment registration and confirm tagging for 100% Continuing Scholarship Go to the Business Center for the Uniform and ID
5 mins 10 mins 10 mins 10 mins
None
None
None
None
GENERAL ENROLLMENT PROCEDURES
CLIENT: OLD STUDENTS FROM 2ND YEAR TO 4TH YEAR
Responsible
Person/s Details Duration Requirements/Fees
CBA Faculty
Guidance Office
Office of the Dean
Registrar Office
Proceed to College enrollment area for Advising at designated room Scholastic delinquent students (Warning, Probation, and Dismissal in the College) should pass through the Guidance and Counseling Unit before being admitted for enrollment Get Pre-assessment registration and confirm tagging for 100% Continuing Scholarship Get Certificate of Registration (COR) from the ORA
10 mins 10 mins 10 mins 5 mins
Student ID
Student ID
None
Student ID
19
GENERAL ENROLLMENT PROCEDURES
CLIENT: GRADUATING STUDENTS WITH DEFICIENCIES
Responsible
Person/s Details Duration Requirements/
Fees
Registrar
Office
Office of the Dean
College Dean Director, ORA VP Academic
Affairs
Registrar Office
Secure an evaluation of all subjects taken from ORA Fill out application form for requests of over loading Secure approval of requests from concerned authorities Get Certificate of Registration (COR) from the ORA
10 mins 15 mins 30 mins 5 mins
Student ID
Student ID
Student ID
Student ID
GENERAL ENROLLMENT PROCEDURES
CLIENT: TRANSFEREES, SHIFTERS, RETURNEES, SECOND COURSERS, PROFESSIONAL EDUCATION SUBJECTS TAKERS
Responsible
Person/s Details Duration Requirements/
Fees
Guidance Office
Testing and Admission
Office
CBA Dean and CBA Faculty
Registrar Office
Business Center
For Shifters go to the Guidance and Counseling Unit before going to the Admissions Unit for compliance of other requirements and to secure Admission Slip For transferees, returnees, second coursers, professional education takers, go to Admissions Unit for compliance of requirements and to secure Admission Slip Go to respective College for advising, open subjects and available slots Get Certificate of Enrollment (COR) from the ORA Go to the Business Center for Uniform and ID
5 mins 5 mins 10 mins 5 mins 5 mins
Student ID
Student ID
Student ID
Student ID
Student ID
20
GENERAL ENROLLMENT PROCEDURES CLIENT: CROSS-ENROLLEES
Responsible
Person/s Details Duration Requirements/
Fees
Testing and Admission
Office
CBA Dean and Faculty
Office of the Dean
Registrar Office
Go to the Admissions Unit for submission of requirements and to secure Admission Slip (if from other school) See the College Dean for advising, open subjects and available slots Get Pre-assessment registration and confirm tagging for 100% Continuing Scholarship Get Certificate of Enrollment (COR) from the ORA
5 mins 10 mins 10 mins 5 mins
Student ID
Student ID
Student ID
Student ID
21
COLLEGE OF ARCHITECTURE AND FINE ARTS
GENERAL ENROLLMENT PROCEDURES
CLIENT: FRESHMEN STUDENTS (1ST YEAR)
PERSON-IN-
CHARGE PROCEDURE Duration Fees Requirements/
Forms/ Documents
Testing and
Admission
Office
Admission
Office.
College Area
1
College Area
2
College Area
3
For New Students
Get the CAT result
from Testing Office,
then submit
Admission request to
admission office.
Proceed to College
enrolment area for
Computerized
enrolment (pre-
assessment)
Proceed to College
Area 2 for Tagging of
Free Tuition Fee, and
get the COR
(Certificate of
Registration)
Issuance of I.D and
Others
3 minutes
5 minutes
10 minutes
5 minutes
3 minutes
No Fee
No Fee
No Fee
No Fee
No Fee
TSU College
Admission Test
Result (Original
Copy)
• High School, Form
138/ ALS
• Certificate of Good
Moral Character
• Authenticated
NSO/PSA Birth
Certificate
• 2 Pcs 2X2 colored
• NCAE
• Health examination
Certificate
• 3 Pcs. Self-Address
Stamped Mailing
Enveloped
• Accomplished
Application Form for
Admission
None
None
None
22
GENERAL ENROLLMENT PROCEDURES CLIENT: OLD STUDENTS FROM 2ND YEAR TO 4TH YEAR
PERSON-
IN-
CHARGE
PROCEDURE Duration Fees Requirements/
Forms/ Documents
Guidance
Office
College Area
Area 1
College Area
2
ORA
Business
Center
Scholastic delinquent
students (Warning,
Probation, and Dismissal
in the College) should
pass through the
Guidance and Counseling
Unit before being
admitted for enrollment
Proceed to College
enrollment area for
computerized enrolment
(pre-assessment)
Go to College Area 2 for
tagging of Free Tuition
Fee
Get Certificate of
Registration (COR) from
the ORA
Go to the Business Center
for the renewal of I.D (if
needed)
20 Minutes
10 Minutes
5 minutes
10 minutes
5 minutes
No Fee
No Fee
No Fee
No Fee
No Fee
None
Student ID
Student ID
Student ID
None
23
GENERAL ENROLLMENT PROCEDURES CLIENT: TRANSFEREES, SHIFTER, RETURNEES, SECOND COURSERS, PROFFESSIONAL EDUCATION SUBJECTS
TAKERS
PERSON-IN-
CHARGE PROCEDURE Duration Fees Requirements/
Forms/ Documents
Admission
Office
College
Area 1
College Area
2
Registrar
Office
Business
Office
For transferees, returnees,
second coursers and
professional education
takers, go to Admissions
Unit for compliance of
requirements and secure
Admission Slip
Proceed to enrolment area
of Colleges for submission
of documents and
computerized enrolment
(pre- assessment).
Proceed to College Area 2
for Tagging of Free
Tuition fee
Get Certificate of
registration (COR) from
the ORA
Go to the Business Center
for renewal of I.D (if
needed)
5 minutes
10 minutes
5 minutes
10 minutes
5 minutes
No Fee
No Fee
No Fee
No Fee
No Fee
Student ID
Returnee/Shifting Form
Student ID
Admission Slip
Student ID
Student ID
Student ID
24
GENERAL ENROLLMENT PROCEDURES
CLIENT: CROSS- ENROLLEES
PERSON-IN-
CHARGE PROCEDURE Duration Fees Requirements/
Forms/ Documents
Guidance
Office
Admission
College Area
1
College Area
2
Registrar
Office
Business
Center
Scholastic delinquent students
(Warning, Probation, and
Dismissal in the College)
should pass through the
Guidance and Counseling Unit
before being admitted for
enrollment
Go to the Admissions Unit for
the submission of requirements
and to secure Admission Slip
(Students from other school)
Proceed to enrolment area of
Colleges for submission of
documents and computerized
enrolment
(pre- assessment).
Proceed to College Area 2 for
Tagging of Free Tuition fee
Get Certificate of Enrollment
(COR) from the ORA
Go to the Business Center for
Uniform and ID
5 minutes
5 minutes
10 minutes
5 minutes
5 minutes
5 minutes
No Fee
No Fee
No Fee
No Fee
No Fee
No Fee
Student ID
None
Student ID
Student ID
Student ID
None
25
COLLEGE OF PUBLIC ADMINISTRATION AND GOVERNANCE
GENERAL ENROLLMENT PROCEDURE
ENROLLMENT TRANSACTION Schedule: Enrollment Period, Tuesday to Friday, 7:00 am- 6:00 pm
CLIENT STEP ACTIVITY Forms/
Documents
PERSONS/
OFFICE RESPONSIBLE
DURATION OF SERVICE
IN MINUTES
A. For Freshmen
Students (1st
Year)
1
Get result of
admission test from
testing office (for
those who did not
yet receive the
result)
Testing forms Testing
Center
5 minutes
2
Proceed to the
enrollment area of
the College for
submission of
documents and
undergo
computerized
enrollment to secure
certificate of pre-
registration (pre-
assessment)
Admission slip CPA Faculty Clerk
5-10 minutes
3
Go to the Faculty
clerk to submit the
necessary
documents and get
tagged for free
tuition
Assessment form Faculty clerk
5 minutes
4 Pay to the cashier
the necessary fees Assessment form Cashier
5 minutes
5 Get Certificate of
registration (COR)
from the ORA
ID/Pre-
assessment
ORA Clerk
5 minutes
6
Go to the BUSINESS
CENTER
For the issuance of
I.D. uniform and
other items.
Uniform, ID
assessment form
/ COR
Business Center 10 minutes
B. Old students
from 2nd year to
1
Proceed to the
enrollment area of
the College for
submission of
documents and
undergo
computerized
Admission slip CPA Faculty Clerk
5-10 minutes
26
4th year enrollment to secure
certificate of pre-
registration (pre-
assessment)
2
Go to the Faculty
clerk to submit the
necessary
documents and get
tagged for free
tuition
Assessment form Faculty clerk
5 minutes
3 Pay to the cashier
the necessary fees Assessment form Cashier
5 minutes
4 Get Certificate of
registration (COR)
from the ORA
ID/Pre-
assessment
ORA Clerk
5 minutes
5
Go to the BUSINESS
CENTER FOR
RENEWAL OF I.D.
(if needed)
ID assessment
form / COR
Business Center 10 minutes
6
Scholastic
delinquent
students
(Warning,
Probation, and
Dismissal in
college) should
pass through the
guidance and
counseling unit
before being
admitted for
enrollment.
Guidance office
forms
Guidance office 5-10 minutes
C. Transferees,
Shifters,
Returnees,
Second
coursers,
Professional
Education
Subject takers
1
For transferees,
returnees, second
coursers and
professional
education takers,
proceed to the
Admissions Office to
submit needed
requirements and to
secure admission
slip
Transferee,
Shifter form,
Testing forms
Admission 5 minutes
2 Go to respective
Colleges for
advisements on
Admission
slip/Assessment
CPA Faculty Clerk 5-10 minutes
27
subjects to be taken
upon validation by
the ORA and
thereafter undergo
computerized
enrollment to secure
certificate of pre-
registration (pre-
assessment)
form
3
Go to the Faculty
clerk to submit the
necessary
documents and get
tagged for free
tuition
Assessment form Faculty clerk
5 minutes
4 Pay to the cashier
the necessary fees Assessment form Cashier
5 minutes
5 Get Certificate of
registration (COR)
from the ORA
ID/Pre-
assessment
ORA Clerk
5 minutes
6
Go to the BUSINESS
CENTER FOR
RENEWAL OF I.D.
(if needed)
ID assessment
form / COR
Business Center 10 minutes
D. Cross
Enrollees
1
Go to the
Admissions Unit for
the submission of
requirements and to
secure Admission
slip (students from
other schools only)
Admission form Admission
5 minutes
2
Go to the College
where the subject/s
can be cross
enrolled and secure
dean’s approval to
open the subject/s
Cross enrol form Dean
2-5 minutes
3
Go to respective
Colleges enrollment
area to undergo
computerized
enrollment to secure
pre-registration
(pre-assessment)
Assessment form CPA Faculty Clerk
5-10 minutes
4 Pay to the cashier
the necessary fees Assessment form Cashier
5 minutes
28
5 Get Certificate of
registration (COR)
from the ORA
ID/Pre-
assessment
ORA Clerk
5 minutes
6
Go to the BUSINESS
CENTER FOR
RENEWAL OF I.D.
(if needed)
ID assessment
form / COR
Business Center 10 minutes
E. For new
Graduates
1
Go to the Testing
Unit for the
submission of
requirements
Testing forms Testing Unit 5 minutes
2
Proceed to Testing
Unit for assessment
of Admission Exam
(P250.00)
Testing forms Testing Unit clerk
5 minutes
3 Pay to the cashier
the required fees
Assessment form Cashier 5 minutes
4
Go to respective
Colleges for
advisements on
subjects to be taken
upon validation by
the ORA and
thereafter undergo
computerized
enrollment to secure
certificate of pre-
registration (pre-
assessment)
Assessment form College /Faculty
Clerk
5-10 minutes
5 Pay to the cashier
the required fees Assessment form Cashier 5 minutes
6 Get Certificate of
registration (COR)
from the ORA
ID/Pre-
assessment
ORA Clerk
5 minutes
7
Go to the BUSINESS
CENTER FOR
RENEWAL OF I.D.
(if needed)
ID assessment
form / COR
Business Center 10 minutes
29
F. For old
Graduate
Students
1
Proceed to the
College enrollment
to undergo
computerized
enrollment to
secure certificate of
pre-registration
(pre-assessment)
Assessment form CPA Faculty Clerk
5 minutes
2 Pay to the cashier
the required fees Assessment form Cashier 5 minutes
3 Get Certificate of
registration (COR)
from the ORA
ID/Pre-
assessment
ORA Clerk
5 minutes
4
Go to the BUSINESS
CENTER FOR
RENEWAL OF I.D.
(if needed)
ID assessment
form / COR
Business Center 10 minutes
THESIS/DISSERTATION DEFENSE TRANSACTION Schedule: Tuesday to Friday 7:00 am- 6:00 pm
CLIENT STEP ACTIVITY Forms/
Documents
PERSONS/
OFFICE RESPONSIBLE
DURATION OF SERVICE
IN MINUTES
For
Undergraduate
Students
(Thesis
Defense)
1 Go to the Office of the
Dean to get form for
the notice of payment
for thesis defense
Notice of payment
form
CPAG Clerk
2 minutes
2 See the College Clerk
for the assessment of
fees
Pre-assessment
form
CPAG Clerk 5 minutes
3 Pay to the Cashier assessment form Cashier 5 minutes
4 Present the Official
Receipt (O.R.) to the
college clerk for
recording purposes
Official Receipt CPAG Clerk 2 minutes
For Graduate
Students
(Thesis/
Dissertation
Defense)
1 Go to the Office of
the Dean to
accomplish the form
Certification and
Recommendation for
Oral Examination
Certification and
Recommendation for
Oral Examination,
Appointment to
adviser
CPAG CLERK 5 minutes
2 See the Dean and
secure approval of
Certification and
Recommendation for Dean 5 minutes
30
Oral Examination.
The Dean sets the
date and venue of the
Oral Examination and
invites members of
the
Thesis/Dissertation
Committee
Oral Examination,
Appointment to
adviser
3 See the College Clerk
for assessment of
fees
CPAG Forms CPAG CLERK 5 minutes
4 Pay to the Cashier
the required fees Assessment form Cashier 5 minutes
5 Present the Official
Receipt (O.R.) to the
college clerk for
recording purposes
Official Receipt CPAG CLERK 5 minutes
31
COLLEGE OF CRIMINAL JUSTICE EDUCATION
Enrollment Procedure For Freshmen Students (1st Year)
Responsible
Person/s Details Duration Requirements/
Fees
ADMISSION UNIT
ADMISSION UNIT
ADMISSION
UNIT
College Enrollment Area
CCJE Faculty In charge
CCJE Faculty In charge
CCJE Faculty In
charge
Submit the complete credentials at the Admission Unit. Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the faculty in-charge for the tagging of free tuition if they are qualified for the free tuition
The students will Proceed to the Faculty In charge for the assessment of their uniform and ID.
Right after the free tuition tagging, the schedule for medical examination will be given. Note: (COR is available for printing at the TSU portal account of the student)
5 minutes
5 minutes
3 minutes
3 minutes
2 minutes
2 minutes
2 minutes
a. Form 138 b. Good Moral Character c. 2 ID Picture (2x2) d. PSA Birth Certificate e. NCAE f. Medical Certificate g. College Admission Test Result
None
None
None
None
None
None
32
Enrollment Procedure
For Old Students from (2nd to 4th Year)
Responsible
Person/s Details Duration Requirements/
Fees
College Enrollment
Area
CCJE Faculty In
charge
Registrar/Business
Center
Guidance Counselor
College Clerk
Registrar
Proceed to the enrollment area for advising and tagging of subjects. The faculty in-charge will tag the students if they are qualified for the free tuition
The student shall proceed to the Registrar Office for the validation of ID or business center for the renewal of ID (if needed)
The Scholastic delinquent students (warning, probation, and dismissal in the College), should pass through the Guidance and Counseling Unit before being admitted for enrolment The students will then request for subject that they need through signing a form and give it to the College Clerk for encoding The students will proceed to the Office of the Registrar for adding/changing of subject Note: (COR is available for printing at the TSU portal account of the student)
5 minutes
3 minutes
5 minutes
10 minutes
5 minutes
5 minutes
None
None
None
None
None
None
33
Enrollment Procedure For Transferees, Shifters, Returnees and Second Courser
Responsible
Person/s Details Duration Requirements/
Fees
ADMISSION UNIT
ADMISSION UNIT
ADMISSION UNIT
College Enrollment
Area
CCJE Faculty In charge
CCJE Faculty In charge
CCJE Faculty In charge
Submit the complete credentials at the Admission Unit. Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the faculty in-charge for the tagging of free tuition if they are qualified for the free tuition.
The students will Proceed to the Faculty In charge for the assessment of their uniform and ID.
The students will proceed to the Office of the Registrar for adding/changing of subject Note: (COR is available for printing at the TSU portal account of the student)
5 minutes
5 minutes
3 minutes
2 minutes
3 minutes
3 minutes
3 minutes
Submit the complete credentials at the Admission Unit.
None
None
None
None
None
None
34
Enrollment Procedure For Cross -Enrollees
Responsible
Person/s Details Duration Requirements/
Fees
ADMISSION UNIT
ADMISSION UNIT
ADMISSION UNIT
College Enrollment
Area
Cashier
Submit the complete credentials at the Admission Unit (Students from other school only). Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the Cashier Office for the payment of tuition Fee (students from other School) Note: (COR is available for printing at the TSU portal account of the student)
5 minutes
5 minutes
3 minutes
2 minutes
3 minutes
Submit the complete credentials at the Admission Unit (Students from other school only).
None
None
None
Fee
.
35
COLLEGE OF ENGINEERING AND TECHNOLOGY
Enrolment Procedure for Freshmen Students
PROCEDURE PERSON IN-CHARGE
DURATION
FEES/ NO FEES
FORMS/DOCUMENTS NEEDED
Student presents Admission Slip with assigned Student Number at the College Dean’s Office;
College Dean’s Office screens the admission slip with student number and attaches schedule and section of the student. Obtain the queue number and proceed to the advising and encoding area and wait for the queue number to be called; Present the Admission Slip with attached Schedule and Section to the faculty in-charge of advising for encoding;
Faculty encodes the class schedule and section of the student
Student proceeds to the faculty in charge for Tagging of Free tuition
Faculty tags the assessed fees under the free tuition program and prints the pre-assessment form.
Student proceeds to the cashiering office and presents the pre-assessment form to the cahier. Cashier encodes the amount for the necessary fees not covered by the free tuition specified on the pre-assessment form, collects the amount from the student and prints the official receipt. Student proceeds to the Registration Office, shows the official receipt and claims the validated Certificate of Registration (COR).
Student
Dean’s Office,
Student
Student
Student, Faculty In-charge in
advising/encoding
Faculty
Student
Faculty, Student
Student
Cashier, Student
Student, Registrar’s Office
3 minutes
5 minutes
5 minutes
5 minutes
10 minutes
1 minute
1 minute
3 minutes
5 minutes
5 minutes
NO FEES NO FEES NO FEES NO FEES NO FEES NO FEES NO FEES NO FEES Fees not covered by the free tuition program
NO FEES
Admission Slip, Student Number
Admission Slip, Student Number, Schedule
Section
Admission Slip, Student Number, Schedule
Section
Admission Slip, Student
Number, Schedule Section
Admission Slip, Student
Number, Schedule Section
Admission Slip, Student Number,
Schedule Section
Pre-assessment form
Pre-assessment form
Official Receipt
Certificate of registration
36
NATIONAL SERVICE TRAINING PROGRAM OFFICE
Enrollment Procedure For Cross Enrolees (other school)
Person In
Charge
Procedure
Duration Documents/
Fees
Testing Office
Administrative Aide
Administrative
Aide
Cashier
Registration Office
Business Center
Get a student number and submit required documents Proceed to the enrollment area of the College (NSTP Office) and undergo computerized enrollment to secure certificate of pre-registration (pre-assessment). Submit the necessary documents and get tagged for free tuition. Pay to the cashier the necessary fees. Get Certificate of registration (COR) from the Registration Office. Go to the BUSINESS CENTER For the issuance of I.D. uniform and other items.
5-10 Minutes
5-10 Minutes
5 Minutes
5 Minutes
5 Minutes
10 Minutes
None
None
None
Fees
None
None
37
Application Form For Choosing a Component
Person In Charge
Procedure
Duration Documents/
Fees
NSTP Coordinators/Director
Lecturers/Cadet Officers
Director/ Administrative Aide
Director URO/Vice President for
Academic Affairs/ Administrative Aide
Administrative Aide
Identify the students for the component of their choice. Submit the final list of students who are transferred to different component. Attach the list of students to the transfer form and should have the sign of the dean/director. Proceed to the Registration and VPACAD Office to sign the following forms of the said personnel for clarifications and evaluation Go to the MISO to transfer the students for their chosen component
8 hours
5 hours
5-10 Minutes
5 Minutes
5 Minutes
None
None
None
None
None
38
Application Forms (Proposed Seminar, Activity and Orientation)
Person In Charge
Procedure
Duration Documents/
Fees
Director/ Administrative
Aide
Vice President/Directors
Administrative
Aide
Forms and letter must be Accomplished and signed by the director. Evaluate and sign by the authorities. If the information is not complete, Clerk must accomplish the missed requirement. If the information is complete, it will sign by the authorities.
2-3 Mins.
5-10 Mins.
1-2 Mins.
NONE
NONE
NONE
Procedure for Serial Number
(Transferred to different school) Person In
Charge
Procedure
Duration Documents/
Fees
Student/Clientele
Administrative
Aide
Director/
Administrative Aide
Administrative Aide
Get a letter from the existing school registrar to request a serial number and proceed to the NSTP Office. Submit the necessary documents and check if the details are correct. If the information is complete it will sign by the authorities. Sealed the document and released to the client.
5-10 Minutes
5 Minutes
3-5 Minutes
2 Minutes
None
None
None
None
39
STUDENT AFFAIRS SERVICES
MONETARY INCENTIVES
STEP PROCEDURE PERSON IN-
CHARGE DURATION FEE FORMS
1 Submit the following documents (2 copies each) to the Office of the Student Affairs and Services:
• Approved letter of the activity
• Approved travel order
• Letter of Invitation
• Certificate of Recognition
• Certificate of Appearance
• Other supporting documents
Student/s
5 mins None None
2 Check the given necessary documents. SAS Staff 5 mins None None
3 Prepare the payroll/voucher of the student/s’ monetary incentives (amounts are indicated in the Board Resolution No. 62, s. 2015)
SAS Staff
1 day None None
4 Process payroll/voucher with required documents attached. Have it signed by the SAS Dean, Vice President for Academic Affairs, Budget Officer, Accounting Director, Vice President for Administration and Finance, Cashiering Office Director.
SAS, VPAA, Budget, Accounting, VPAF, Cashiering
2-4 working days
None None
5 Claim monetary incentives at the Cashier.
Student/s Cashier
None None
40
BUDGET HEARING
STEP PROCEDURE PERSON IN-CHARGE DURATION FEE FORMS 1 Submit proposed General Plan of
Action and Budget Plan to the Office of the Student Affairs and Services
SAS Staff
5 mins None None
2 Schedule Budget Hearing SAS 5 mins None None
3
Conducts Budget Hearing
Dean, SAS SAS Staff Student Development Unit Staff Student Council/Publication
30-60mins None None
4 If there is revision on the General Plan of Action and Budget Plan, it will be returned to the Student Council/Publication for revisions
SAS Staff Student Council/Publication
None None
5 Review revisions
SAS Staff Student Development Unit Staff
1 day None None
6 Recommend/ sign for the approval of the proposed General Plan of Action and Budget Plan
SAS Staff Student Development Unit Staff
1-2 days None None
7 Approve the budget plan Dean, SAS None None
8 Submits a copy of the approved General Plan of Action and Budget Plan to Records Office, SAS, Student Council/Publication
Student Council/Publication
None None
41
OFF-CAMPUS ACTIVITIES
STEP PROCEDURE PERSON IN-CHARGE DURATION FEE FORMS
1 Submit the following documents:
• Letter of Invitation with Endorsement Form (if necessary)
• Letter of Request to Attend and Participate in the Activity
• Photocopy of Student’s ID
• Certificate of Registration (COR)
• Medical Clearance issued by the Medical Clinic of the University
• Duly Notarized Parental/Guardian Consent Signed by the Parent or Guardian
• Photocopy of valid ID of Parent or Guardian w/ signature
• Couse Syllabus (if necessary)
• Itinerary of the Trip/Activity with Minutes of Meeting of the Organization
• Breakdown of Budget or Expenses (if financial collection is required)
• Minutes of meeting with Parents/Guardians
• Supervising Faculty/Personnel-In-Charge (1 permanent faculty for every 30 minutes)
• First Aid Kit
• Insurance
• Transportation for the Activity. If no TSU vehicle is available o Insurance of the vehicle o Certification that the
vehicle is in good condition
o Certification of the driver w/ acceptable driving record
Student/s SAS Staff
Depending on the case of the transaction of the student/s
None None
42
2
Check the given documents. SAS Staff
Depending on the case of the transaction of the student/s
None None
3 Have it signed by the Head of Student Development Unit, Dean of Student Affairs and Services, Vice President for Academic Affairs and proceed to the Records and Archives Unit
SDU, SAS, VPAA, RAU
None None
4 Submit the approved requirements to the Office of the Student Affairs and Services
Student/s None None
43
STUDENT AFFAIRS SERVICES - SCHOLARSHIP UNIT
PROCESSING OF SCHOLARSHIP
STEP PROCEDURE PERSON IN-
CHARGE DURATION FEE FORMS
1
Sign the Clients’ logbook and get scholarship forms
• Personal Information Sheet(PIS) –
for New Applicant
• One Scholarship Forms (Chosen
Scholarship Program)
1 Staff
2mins
None
2
2
Submit the following requirements to
the Scholarship Staff for approval and
tagging:
• Personal Information Sheet (PIS)
properly filled-up with 2x2 picture –
for New Applicant
• Scholarship Form properly
accomplished (1copy)
• Pre-Registration/Assessment or
Certificate of Registration (Current
Semester)
• Original copy of Report of Grades
(Previous Semester)
• Form 138/ Report of Grades
(Freshmen applicant only)
Note: Other Scholarship Program may
require additional Requirements
• Certificate of Indigency – to be
secured from the barangay as
certified by the office of the
chairman or DSWD – for New
Applicant
• Barangay Clearance- for TD -3rd
District of Cong. Noel Villanueva –
for New Applicant
• Medical Certification from any
government physician – for New
Applicant
Head and Staff
5 minutes
depending
on the case
of the
transaction
of the
student
None
3 - for New
Applicants
1 – for
Renewal
44
• For PWD, an ID as PWD – for New
Applicant
• 4P’s ID’s of the parent – for New
Applicant
3 Posting the result of the approved scholars thru Scholarship official FACEBOOK PAGE (TARLAC STATE UNIVERSITY – SCHOLARSHIP OFFICE)
Staff
None
None
None
45
MEDICAL HEALTH UNIT
SERVICES PERSON’S RESPONSIBLE CLIENTS
1. Provide physical examination -
The clinic conducts physical
examination for students, faculty
and non-teaching personnel’s.
University physician, Nurses Students, Faculty and
Personnel’s
2. Consultations - The university
physician provides free consultation
on uncomplicated medical cases.
Prescribes medicines and the on
duty nurse gives available
medication for symptomatic relief of
student/personnel illness.
Complicated cases are referred to
tertiary hospital of choice, for
thorough evaluation and medical
management.
University physician, Nurses Students, Faculty and
Personnel’s
3. Provides general medical visits –
in general medical concerns. You
may walk in to avail of the
following:
• Blood Pressure check
• Sugar test
• Height and weight
• ECG
• Nebulization
• Snellen and Ishihara eye
test
University physician, Nurses Students, Faculty and
Personnel’s
4. Immunization (Flu, cervical and
other vaccines)
University physician, Nurses Students, Faculty and
Personnel’s
5. Issuance of medical certificate University physician, Nurses Students, Faculty and
Personnel’s
6. Provides wellness disease lectures
and seminar
University physician, Nurses Students and Faculty
7. Provides health screenings e.g.
Osteoporosis, Diet counseling,
FBS, CBC, ECG and others
University physician, Nurses
and Volunteers
Students, Faculty and
Personnel’s
8. Medical assistance on different
university activities, e.g.
Intramurals, SCUAA, SCUFAR,
Educational fieldtrips and
seminars.
University physician, Nurses
and Volunteers
Students, Faculty and
Personnel’s
46
STEP SERVICE PROVIDED DURATION
OF
ACTIVITY
PERSON-
IN-
CHARGE
FEE FORMS/
DOCUMENTS
Visits clinic
for evaluation
and
management
(History and
physical
examination)
Under normal circumstances
A – MINOR
ILLNESS/INJURIES
Based on the assessment of the
university physician or nurse,
minor illness or injuries may
be handled in the school clinic
and would be treated
appropriately.
The following conditions are
classified as Minor Illness
and Injuries:
o Small cuts,
scratches,
scrapes, pencil
wounds
o Itching
o Bumps, bruises,
minor sprains
o Stomachaches
(due to LBM,
hyperacidity,
dyspepsia)
o Headaches
o Rashes
o Diarrhea
o Nausea and
Vomiting
o Fever
o Body aches and
pain
B – EMERGENCY /
MAJOR CASES – In case of
emergencies, the
physician/nurses conducts an
initial assessment to evaluate
the severity of the condition
whether it can be manage in
the medical clinic or for
3 to 5
minutes
As per case
basis
As per case
basis
University
Physician,
University
Nurses
University
Physician,
University
Nurses
University
Physician,
University
Nurses
None
None
As
indicated
Consultation
Form
Medical
Certificate
Form
47
immediate transfer to the
hospital of choice. Parents and
or guardians are notified
regarding the status of the
patient.
The following
conditions/illness are classified
as Emergency/Major cases:
o Fractures
o Lacerated
wounds
o Difficulty of
breathing
o Severe
stomachache
o Seizure
o Eye injuries
Conducts
immunization
of vaccines
Vaccinations of Flu and other
vaccines
5 minutes University
Physician,
University
Nurses
If
indicated
Conducts
wellness
disease
lectures
Lecture and Seminar 1 to 2 hours University
Physician,
University
Nurses
If
indicated
Provides
health
screenings
Osteoporosis, FBS, CBC,
ECG, Diet counseling and
others
As per case
basis
University
physician,
Nurses
and
Volunteers
If
indicated
Medical
assistance
Medical assistance on different
university activities, e.g.
Intramurals, SCUAA,
SCUFAR, Educational
fieldtrips and seminars.
As per case
basis
University
Physician,
University
Nurses
If
indicated
48
DENTAL HEALTH UNIT
I. Scheduling of New Patient
STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS
1 Student
Student presents Certificate
of Registration (COR),
proof that the student is
currently enrolled.
6 secs NONE
2 Dental Clerk Prepares the Personal
Information Sheet. 3 secs NONE TSU-DHO-SF-01
3 Student
Student fills up the Personal
Information Sheet for
record purposes.
3 mins NONE TSU-DHO-SF-01
4 Dentist
The dentist conducts an oral
examination or check-up to
evaluate the severity of the
case.
• Mild cases will be
considered as
routine check-up
• Moderate to severe
cases will be
scheduled according
to the urgency of the
case.
• Emergency cases
will be given
immediate dental
attention.
3 mins NONE
5 Dentist
The Dentist will discuss the
procedure that will be made
for the patient.
5 mins NONE
6
Dentist
Students below 18 years of
age need to get parental
consent before having tooth
extraction.
NONE TSU-DHO-SF-03
7 Student/Dental
Clerk
Finalizes the date and time
according to availability. 30 secs NONE
8 Dental Clerk
Registers time and date at
the Student’s COR and
Dental Schedule Log.
15 secs NONE TSU-DHO-SF-13
9 Student Register at the Daily
Accomplishment Log 20 secs NONE TSU-DHO-SF-14
49
II. Scheduling of Regular Patient
STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS
1 Student
Student presents Certificate
of Registration (COR),
proof that the student is
currently enrolled.
6 secs NONE
2
Dental Clerk Retrieves record for review. 1 min NONE TSU-DHO-SF-01
4 Dental Clerk
Dental Clerk reviews the
treatment plan stated in the
record.
30 secs NONE TSU-DHO-SF-01
5 Dentist
Students below 18 years of
age need to secure a
parental consent before
having tooth extraction.
10 secs NONE
TSU-DHO-SF-03
6 Student/Dental
Clerk
Finalizes the date and time
according to availability. 30 secs NONE
7 Dental Clerk
Registers time and date at
the Student’s COR and
Dental Schedule Log.
10 secs NONE TSU-DHO-SF-13
8 Student Register at the Daily
Accomplishment Log 20 secs NONE TSU-DHO-SF-14
III. Pre-treatment Procedure
STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS
1 Dental Clerk
Check the Dental Schedule
Log and retrieves the
patient’s personal
information sheet.
10 secs NONE TSU-DHO-SF-01
TSU-DHO-SF-13
2
Dental Clerk
Verify and accept the
waiver. 10 secs NONE TSU-DHO-SF-03
3 Dental Assistant
Prepare the necessary
instruments and
equipment’s to be used.
3 mins NONE
4 Dental Assistant
Greet and accompany the
patient to the treatment
room. Instruct the patient to
seat in the dental chair.
1 min NONE
50
5 Student/Dentist Dentist begins the
procedure/treatment.
30 mins NONE TSU-DHO-SF-01
6 Dentist/Dental
Assistant
Dentist gives postoperative
instructions to the patient 2 mins NONE
TSU-DHO-WI-
09
7
Dental
Assistant/Dental
Clerk
Remove all the
contaminated instruments
and barriers after each
treatment. Place
contaminated instruments
to the treatment tray.
2 mins NONE
8
Dental
Assistant/Dental
Clerk
Cleanse and disinfects the
treatment room. 3 mins NONE
9 Student/Dental
Clerk
Register at the Daily
Accomplishment Log and
finish the Evaluation form.
2 mins NONE
TSU-DHO-SF-02
TSU-DHO-SF-14
IV. Dental Treatment Procedure
STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS
1 Student/Dentist
Dentist reviews the
patient’s personal
information sheet.
3 mins NONE TSU-DHO-SF-01
2
Dentist
Diagnose the case presented
and patient’s chief
complain.
3 mins NONE
3 Dentist Explain the procedures to
be made to the patient. 2 mins NONE
4 Dentist
Treatment made according
to the services offered such
as composite filling
restoration, gum treatment,
extraction, and oral
examination.
30 mins NONE
5 Dentist/Dental
Assistant
Record the patient’s dental
condition. 20 secs NONE TSU-DHO-SF-01
51
V. Procedure in Requesting Dental Certificate
STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS
1 Student Client will fill out the form
for his request. 30 secs NONE TSU-DHO-SF-10
2
Dentist
Dentist will review the dental
record of the patient and note
the following procedures that
were made.
15 secs NONE TSU-DHO-SF-01
3 Dental Clerk
Dental Clerk will prepare the
document to be signed by the
dentist.
5 mins NONE TSU-DHO-SF-04
4 Dentist/Dental
Clerk
Dentist sign the document
and the dental clerk release it. 5 secs NONE
TSU-DHO-SF-04
5 Student Register at the Daily
Accomplishment Log 15 secs NONE
TSU-DHO-SF-14
52
GUIDANCE AND COUNSELING SERVICES
INDIVIDUAL COUNSELING SERVICES
RESPONSIBLE DETAILS Duration Requirements/ Fees
1. GC/GS
2. GC/GS
3. GC/GS
Guidance Counselor or Guidance Staff:
1.A. Welcomes the client, builds rapport,
and interviews client to get information.
Client is encouraged to tell his/her
concerns to identify his/her condition and
needs.
1.B. Provides appropriate interventions
to the client according his/her personal
choice and decisions.
❖ Decide necessary interventions if
needed:
2. Accomplishes and files the
counseling form or up-date the client’s
individual inventory record.
3. Schedules the follow-up sessions
until the client’s needs are met.
Terminates the counseling sessions
when completed and not needed.
One (1) Working
Day
One (1) Working
Day
None
None
None
• Offers referral interventions to
the client.
• Prepares letter or referral slips
• Refers client to other guidance
• counselors, personnel or
external consultants.
• Ends counseling sessions after
referral is completed.
53
GROUP COUNSELING SERVICE
RESPONSIBLE DETAILS Duration Requirements/ Fees
1. GC/GS
2. GC/GS
3. GC/GS
Guidance Counselor or Guidance Staff:
1A. Welcomes the clientele, build
rapports and interviews clientele to get
information. Clientele are encouraged to
tell their concerns to identify their
conditions and needs.
1.B. Provides appropriate interventions
according to the clientele personal choice
and decisions.
❖ Decide necessary interventions if
needed:
2. Accomplishes and files the counseling
forms or up-date the clientele individual
inventory records.
3. Schedules the follow-up sessions until
clientele needs are met. Terminates the
counseling sessions when completed or
not needed by the clientele.
One (1) Working
Day
One (1) Working
Day
One (1) Working
Day
None
None
None
• Offers referral interventions
to clientele.
• Prepares letter or referral slips
• Refers clientele to other
guidance counselors, personnel
or external consultants.
• Ends counseling sessions after
referral is completed.
54
REFERRAL COUNSELING SERVICE
RESPONSIBLE DETAILS Duration Fees
1. GC or GS
2. GC or GS
3. GC or GS
4. GC or GS
5. GC or GS
Guidance Counselor or Guidance Staff:
1. Welcomes the referring person/s and ask
necessary information from the referring
person/s and the referred clientele.
• Prepares duplicate copies of call slips
for the College Dean and Guidance
Counselors or Guidance Staff.
• Seeks approval from the College
Dean and coordinate to the college
clerk to inform the concerned
student/s.
2. Welcomes the clientele, builds rapport and
interviews clientele to get information.
Clientele are encouraged to disclose their
concerns to identify their conditions and
needs.
3. Provides appropriate interventions to the
clientele towards their personal choice and
decisions.
5. Ends the counseling sessions when
completed and not needed by the clientele.
One (1) Working
Day
One (1) Working
Day
One (1) Working
Day
One (1) Working
Day
One (1) Working
Day
None
None
None
None
None
• Offers referral interventions to
the clientele.
• Prepares letter or referral slips
• Refers clientele to other guidance
counselors, personnel or external
consultants.
• Ends counseling sessions after the
referral is completed.
4. Accomplishes and files counseling
forms or up-date the clientele individual
inventory records.
• Schedules follow-up sessions
until clientele needs are met.
55
ECUMENICAL RECOLLECTION/ S. A. L.T ACTIVITY (Graduating Students)
RESPONSIBLE DETAILS Duration Requirements/ Fees
1. GC or GS
One (1) Working
Day
One (1) Working
Day
One (1) Working
Day
None
None
None
2. GC or GS and
PFC
1. Informs the College Dean for the said event. Prepares communication letters and seek approval; invites the speakers or event facilitators; communicates the event to all graduating students and determines all the materials needed for the activity.
2. Facilitates the activity and have evaluated the activity by the participants by answering/rating the evaluation sheets
3. GC or GS 3. Collects all evaluation Sheets from the participants, computes the results and files all documents.
Guidance Counselors or Guidance
Staff:
56
HOMEROOM GUIDANCE / CLASSROOM LECTURE ACTIVITY
RESPONSIBLE DETAILS Duration Requirements/ Fees
One (1) Working
Day
One (1) Working
Day
One (1) Working
D
None
None
None
3. GC or GS
2. Counselor facilitates the activity and
process the activity
1. Clerk informs the Guidance
Counselor and the in-charge
Guidance Counselor seeks
approval from the Dean of the
homeroom activity
3. The Guidance Counselor ends the
activity
Guidance Counselor or Guidance Staff:
1. Clerk
2. GC or GS
57
VPI / RIASEC EXAMINATION AND CAREER COUNSELING for Shifters, Returnees, Transferees, Prof Ed Units and Second Courser
RESPONSIBLE DETAILS Duration Requirements/
Fees
4. GC/GS and PFC
One (1) Working
Day
One (1) Working
Day
One (1) Working
Day
One (1) Working
Day
None
None
None
None
1. GC/GS
2. Clients
3. GC/GS and
PFC
1. Welcomes the Client, gather information and Informs client about the process/test.
2. Client submits all required requirements needed and answers the Vocational Preference Inventory career test.
• Scores clients VPI test results and identify his/her VPI career profile.
3. Reviews /checks all client’s’ requirements and attaches additional documents needed by the clients and the other offices.
• Discuses with the client’s his/her career profile results and identify interest matched to his/her desired course.
4. Client received his/her needed documents and reports to his/her desired college and course.
Guidance Counselor or Guidance staff:
58
SEMINAR ON STUDY HABITS FOR FRESHMEN
RESPONSIBLE DETAILS Duration Requirements/ Fees
One (1) Working
Day
One (1) Working
Day
One (1) Working
Day
None
None
None
1. GC/GS
2. GC/GS and
PFC
4. GC/GS
1. Informs the Guidance Director/Head and the College Dean, inform and invite other guidance counselors
Prepares the following:
• Communication letters for the activity approval
• Attendance sheets for the participants
• Activity Evaluation forms
• And other necessary documents for the activity
2. Facilitates the activity
3. Have evaluated the activity conducted. Collects the activity evaluation forms and other documents, computes the activity evaluation results and files all documents
4. End of the activity
Guidance Counselor or Guidance Staff:
3. Participants
59
TESTING, EVALUATION AND MONITORING SERVICES
GENERAL APPLICATION FOR ADMISSION TEST AND PSYCHOLOGICAL TEST
Schedule of Availability of Services:
Tuesday to Friday
7:00 a.m. – 6:00 p.m. (NO NOON BREAK)
WHO MAY AVAIL OF TESTING SERVICES
Admission Test
1. Incoming college freshman students from public and private secondary schools duly
recognized by the government.
2. Eligible students who passed the Philippine Educational Placement Test (PEPT) and
other similar qualifying test programs prescribed
by the Department of Education.
3. Freshman foreign students coming from public and private secondary/senior high
schools duly recognized by the Philippine government.
4. Graduate of any four or five-year degree courses applying for Bachelor of Laws
Program of the University.
5. Graduate of any four or five-year degree courses applying for Graduate School
Program of the University.
Psychological Test
1. Transferees, Second Courser, Professional Education Units applicants.
2. Students of the University enrolled in the undergraduate and post graduate programs
3. Private and other government agencies.
WHAT ARE THE REQUIREMENTS
ADMISSION TEST
1. Incoming College Freshman Students
1.1 Photocopy of Form 138 (Report Card)
1.2 Photocopy of Certificate of Good Moral Character
1.3 Photocopy of Authenticated (PSA/NSO) Birth Certificate
1.4 d. 2 pcs. identical 1.77”x1.37”(passport-sized) photo with name tag.
1.5 Official receipt of non-refundable testing fee amounting to Php 300.00 (to be
paid at the TSU Cashiering Office).
1.6 Accomplished Application Form for College Admission Test (TSU-GUI-SF-16)
1.7 Photocopy of National Career Assessment Examination (NCAE) result, if
available
*Applicants eligible for admission to college must meet the following additional
requirements:
a. Must not have taken any college subject/s prior to or for the semester or
academic year for which the TSU College Admission Test is to be taken.
b. Students enrolled in vocational courses or those not leading to a degree
program can apply for the TSU College Admission Test.
60
2. Incoming College Freshman Students who qualified the PEPT and other
similar qualifying test.
2.1 Photocopy of PEPT Result
2.2 Photocopy of Certificate of Good Moral Character
2.3 Photocopy of Authenticated (PSA/NSO) Birth Certificate
2.4 2 pcs. identical 1.77”x1.37”(passport-sized) photo with name tag.
2.5 Official receipt of non-refundable testing fee amounting to Php300.00 (to
be paid at the TSU Cashiering Office).
2.6 Accomplished Application Form for College Admission Test (TSUCAT
FORM 01 Revised 07-02-2013)
3. Incoming Foreign Freshman Students
3.1 Photocopy of Passport
3.2 2 pcs. identical 1.77”x1.37”(passport-sized) photo with name tag
3.3 Official receipt of non-refundable testing fee amounting to US $25 (to be
paid at the TSU Cashiering Office).
3.4 Accomplished Application Form for College Admission Test
(TSU-GUI-SF-16)
4. Incoming Students for Bachelor of Laws
* (Present the Original and submit the photocopy)
4.1 Photocopy of Official Transcript of Records (of the earned degree).
4.2 Photocopy of Good Moral Character (from School/College/University
graduated)
4.3 Photocopy of Authenticated (PSA/NSO) Birth Certificate
4.4 Photocopy of Authenticated (PSA/NSO) Marriage Certificate for female
married students.
4.6 2 pcs. identical 1.77”x1.37”(passport-sized) photo with name tag
4.6 Official Receipt of Testing Fee amounting to Php 1,000.00 (to be paid at
the TSU-Cashiering Office.
4.7 Accomplished Application Form for Law Admission Test (TSU-GUI-SF-17)
5. Incoming Graduate Students
* (Present the Original and submit the photocopy)
4.1 Transfer Credentials
4.2 Photocopy of Official Transcript of Records (of the earned degree).
4.2 Photocopy of Good Moral Character (from School/College/University
graduated)
4.3 Photocopy of Authenticated (PSA/NSO) Birth Certificate
4.4 Photocopy of Authenticated (PSA/NSO) Marriage Certificate for female
married students.
4.6 2 pcs. identical 2x2 (passport-sized) photo with name tag
4.6 Official Receipt of Testing Fee amounting to Php 250.00 (to be paid at the
TSU-Cashiering Office.
4.7 Accomplished Application Form for Law Admission Test
(TSU-GUI-SF-27)
61
PSYCHOLOGICAL TEST
5. Transferees, Second Course and Professional Education Units Applicants
• Referral from Admissions Unit for psychological test.
• Accomplished Request for Psychological Test. (TSU-GUI-SF-18)
• Official Receipt of Testing Fee amounting to Php 300.00 (to be paid at the TSU-
Cashiering Office
6. Private and other government agencies
• Referral letter from the requesting agency
• Photocopy of Authenticated (PSA/NSO) Birth Certificate
• 1 pc. 2”x2” photo which should have been taken within the last six months
• Official Receipt of Testing Fee amounting to Php 300.00 (to be paid at the TSU-
Cashiering Office.
• Accomplished Form for Request for Psychological Test (TSU-GUI-SF-18)
FILING OF APPLICATION
College Admission Test - January to June
Law Admission Test - June to July
Psychological Test - January to December
Graduate School Admission Test - March to April/ July to August/ November to
December
Step Applicant/Client Activity Duration of
Activity (Under
Normal
Circumstances)
Person in
Charge
Fee Form
1 Ask for Admission
Test Requirements
• CAT
• LAT
• PT
• GSAT
Give copy of the
requirements,
provide
clarifications if
necessary
1 minute Testing
Staff/
Guidance
Clerk
• CAT TSU-GUI-SF-16
• LAT TSU-GUI-SF-17
• PT TSU-GUI-SF-18
• GSAT TSU-GUI-SF-27
2 a. Let the testing
staffs check if the
applicant is
qualified to take
the test with
his/her complete
requirements.
b. Get application
form for
admission test.
Screen the
applicant’s
requirements to
assess if he/she is
qualified to take
the test.
Once the applicant
is qualified, the
applicant will be
given application
form for admission
test with the
assessed admission
test fee.
1-2 minutes Testing
Staff/
Guidance
Clerk
• CAT-TSU-GUI-SF-16
• LAT-TSU-GUI-SF-17
• PT-TSU-GUI-SF-18
• GSAT TSU-GUI-SF-27
END OF TRANSACTION FOR NO
APPLICABLE FEES (CAT)
3 minutes
3 Proceed to Present applicant 1 minute Cashiering Foreign
62
Collecting Office to
pay for the Testing
Fee (Window 5-12)
form for college
admission test with
payor ID#. Process
the payment and
issue Official
Receipt (O.R.)
Staff – US $
25
LAT –
P1,000
PT –
P300
GSAT –
P250
4 Present O.R.
together with the
Accomplished
Application Form
and complete
requirements.
Check if the
application form is
properly
accomplished.
Process the
application and
give the applicant
his/her official
receipt and Test
Permit that
includes the
schedule of test and
reminders.
1 minutes Testing
Staff/
Guidance
Clerk
Total Minutes 5 minutes
END OF TRANSACTION
63
CAREER AND JOB PLACEMENT SERVICES
I. REQUEST FOR GRADUATE LIST and/or LOCAL RECRUITMENT ACTIVITY
Schedule of Availability:
Tuesday – Friday
7:00 a.m. – 6:00 p.m.
Who may avail of the service?
Employers duly recognized by DOLE and with proper Business/Government permit who provides
employment opportunities for Tarlac State University Graduates.
What are the requirements?
1. Letter of Intent (addressed to the University President through the Career and Job Placement Officer)
2. Company Profile (for New / Non-TSU Partners)
3. SEC Registration First Page (for New / Non-TSU Partners)
4. Philjobnet Registration (for New / Non-TSU Partners)
Type of
Transaction Client Purpose Requirement
Processing
Time
Attending
Staff Fees Form
Request for
Graduate
List and/or
Local
Recruitment
Activity
Employers
(Old /
TSU-
Partner
Industries)
-to provide
Employment
opportunities
for TSU
Graduates
through
referrals
-Request for
Employers
to conduct
Local
Recruitment
Activity
-Letter of Intent
-Job Vacancy
Form
(available at
CJPS)
6-8 mins
CJP Officer/
Office Staff
None
• TSU-GUI-SF-42
(Job Vacancy Form)
• TSU-GUI-SF-39
(Registration for
Employers/Company
Representatives)
Employers
(New /
Non-TSU
Partners)
-to provide
Employment
opportunities
for TSU
Graduates
-Request for
Local
Recruitment
Activity
-Letter of Intent
-Company
Profile
-SEC
Registration
-Philjobnet
Registration
-Job Vacancy
Form (available
at CJPS)
8 to 10
mins. • TSU-GUI-SF-42
(Job Vacancy Form)
• TSU-GUI-SF-39
(Registration for
Employers/Company
Representatives)
TOTAL 6-10 mins.
***END OF TRANSACTION***
64
REQUEST FOR GRADUATE LIST
Step What to do? Attending Staff Where to go?
REQUEST FOR GRADUATE LIST
1 Employers (TSU-Partner
Industry) will submit the Letter
of Intent to CJPS and the
accomplished Job Vacancy
Form.
CJP Officer/
Office Staff
CPJS Office, TSU Gymnasium
2 CJPS Officer/Clerk will review
the letter of intent which should
be addressed to the University
President through the Career and
Job Placement Officer.
3 Submit a copy of the following
Requirements:
Company Profile, SEC
Registration (first page only),
Philjobnet Registration
Note: Applies for New/Non-
TSU Partners only
4 CJPS Clerk will inform the
Employer if the letter is ready to
be forwarded to the Records
Office for the President’s
approval.
5 Employers must sign on the
Registration for
Employers/Company
Representatives Logbook before
leaving the office.
END OF TRANSACTION
65
II. REQUEST FOR JOB POSTING
Schedule of Availability:
Tuesday – Friday
7:00 a.m. – 6:00 p.m.
Who may avail of the service?
Employers duly recognized by DOLE and with proper business permit who provide employment
opportunities for Tarlac State University Graduates
What are the requirements?
1. Job Advertisement/s (Soft/Hard Copy)
2. Letter of Intent addressed to the University President through the Career and Job Placement
Officer (for New / Non-TSU Partners)
3. Company Profile (for New / Non-TSU Partners)
4. SEC Registration First Page (for New / Non-TSU Partners)
5. Philjobnet Registration (for New / Non-TSU Partners)
Type of
Transaction Client Purpose Requirement
Processing
Time
Attending
Staff Fees Form
Request for
Job Posting
Employers
(Old / TSU
Partner
Industries)
-to post
information
on job
vacancy(ies)
-Job
Advertisement/s
(Hard/Soft
Copy)
4
mins.
CJP Officer /
Office Staff
None
• TSU-GUI-SF-
39
(Registration
for
Employers/Com
pany
Representatives
)
Employers
(New /
Non-TSU
Partners)
-Letter of Intent
-Job
Advertisement/s
(Hard/Soft
Copy)
-Company Profile
-SEC Registration
(First Page)
-Philjobnet
Registration
6 to 8
mins. • TSU-GUI-SF-
39
(Registration
for
Employers/Com
pany
Representatives
)
TOTAL 4-10 mins.
END OF TRANSACTION
66
REQUEST FOR JOB POSTING
Step What to do? Attending Staff Where to go?
REQUEST FOR JOB POSTING
1 Employers (Old / TSU Partner Industries)
will submit the Job Advertisement
(Hard/Soft Copy)
CJP Officer / Office
Staff
CPJS Office, TSU
Gymnasium
2 Submit the following Requirements:
Letter of Intent, Company Profile, SEC
Registration (First Page), Philjobnet
Registration
Note: For New / Non-TSU Partners
only
3 CJP Officer/Clerk will review the letter of
intent which should be addressed to the
University President through the Career
and Job Placement Officer.
Note: For New / Non-TSU Partners
only
4 CJPS Clerk will inform the Employer if
the letter is ready to be forwarded to the
Records Office for the President’s
approval.
Note: For New / Non-TSU Partners
only
5 CJPS Clerk will sign and mark the job
advertisement with “OK for Posting”
stamp as approval of the request.
6 Employers must sign on the Registration
for Employers/Company Representatives
Logbook before leaving the office.
***END OF TRANSACTION***
67
III. REFERRAL OF WALK-IN STUDENTS/GRADUATES TO EMPLOYERS
Schedule of Availability:
Tuesday – Friday
7:00 a.m. – 6:00 p.m.
Who may avail of the service?
Students and Graduates of Tarlac State University
What are the requirements?
1. Updated Resume
2. Any of these: Certificate of Registration (Latest) / Student ID / Transcript of Records (For
Graduates only)
Type of
Transaction Client Purpose Requirement
Processing
Time
Attending
Staff Fees Form
Referral of
Walk-In
Students/
Graduates to
Employers
Walk-In
Students/
Graduates of
Tarlac State
University
-For
Employment/OJ
T/ Summer Job
Referral to
Employers
-Updated
Resume
-Certificate of
Registration
(Latest) / Student
ID / Transcript
of Records (For
Graduates only)
6 to 8
mins.
CJP Officer
/ Office
Staff
None • TSU-GUI-SF-
58
(TSU Student
and TSU
Graduate
Referral Form)
• TSU-GUI-SF-
59
(Logbook for
Walk-In
Applicants)
TOTAL 6-8 mins.
***END OF TRANSACTION***
REFERRAL OF WALK-IN STUDENTS/GRADUATES TO EMPLOYERS
Step What to do? Attending Staff Where to go?
REQUEST FOR REFERRAL TO EMPLOYERS
1 Walk-In Students/Graduates
visits the CJPS Office to
request for Employment/OJT/
Summer Job Referral to
Employers
CJP Officer / Office
Staff CPJS Office, TSU Gymnasium
2 CJP Officer/Clerk will review the
Resume, Certificate of
Registration (Latest) / Student ID
/ Transcript of Records (For
Graduates only) of the Applicant
3 CJP Clerk will prepare the TSU
Student and TSU Graduate
Referral Form for the Applicant
to be approved by the Career and
Job Placement Officer
4 The Applicant must sign on the
CJPS Logbook for Walk-In
Applicants before leaving the
office.
***END OF TRANSACTION***
68
SPORTS AND DEVELOPMENT MANAGEMENT UNIT
Monetary Incentives
Procedure Person In-
Charge Duration Fees Forms/Documents
Submit/provide letter for the SCUAA Athletes for try - out
Check the given documents. Prepare obligation request, payroll of the student/s’, monetary incentives (amounts are indicated in the Board Resolution No. 62, s. 2015)
Process payroll, voucher with supporting documents attached. Have it signed by the SDMU Head, Budget Officer, and Vice President for Academic Affairs, Accounting Director, and Vice President for Administration and Finance, Cashiering Office Director. Conduct monitoring of implementation of approved recommendations and submit report to the University President.
SDMU Staff
SDMU Staff
SDMU Staff
SDMU, Budget, VPAA, , Accounting,
VPAF, Cashiering
Student/s
Cashier
3-5 minutes 5-10 minutes 1 working day 2-5 working days
No Fees
No Fees
No Fees
No Fees
No Fees
Letter for try-outs Obligation request & payroll Payroll, Voucher with supporting documents
69
STUDENT DEVELOPMENT UNIT
Procedure for Processing of Lost RFID
Responsible Person/s
Details Duration Requirements/ Fees
Student, College of Law
Student Development Office
Student Development Office
Business Center
Business Center
Secure an Affidavit of Loss at the College of Law Proceed to MISO to block from their system the lost RFID. Submit a photocopy of Affidavit of Loss to Student Development Office for the Request of I.D. Form Proceed to Business Center and submit the accomplished Request ID Form for the processing of ID Claimed the new RFID
5 minutes
5 minutes
2 minutes
5 minutes
P100.00 (to be paid at the College of Law)
None
None
(to be collected by Business Center)
None
*Replacement of Not Functioning RFID Just present I.D. and Certificate of Registration (COR) at the Student Development Office.
70
Procedure for the Approval or Recognition for New Student Organizations and Renewal
I. New Student Organizations
Responsible Person/s Details Duration Requirements/ Fees
Student Organizations
Student Organizations
Student Organizations
Student Development Office
Student Development Office
SDO, Student Organization
Secure forms of application from SDO Prepare the Student Organization’s Goals and Objectives, Constitution and By-laws Prepare a list of projects/activities for the current academic year Submit all the documents to the Student Development Office for approval SDO will review all the documents submitted by the organization SDO will then approved and register the new student organizations
The over-all processing
period takes 3-4 weeks
None
71
Procedure for the Approval or Recognition for New Student Organizations and Renewal
II. RENEWAL of Student Organizations
Responsible Person/s Details Duration Requirements/ Fees
Student Organizations
Student Organizations/ Faculty Advisers
Student Organizations
Student Development Office
Student Development Office
Prepare new list of officers and members using TSU-SDO-SF-03 and TSU-SDO-SF-04 form Secure a letter of acceptance from the faculty-adviser addressing the head of Student Development Office Submit all the letters and the forms to the Student Development Office for renewal SDO will review the submitted documents SDO will approved the renewal of the student organization
The over-all
processing period takes 3-4 weeks
None
Procedure for the Approval of Student Organization Activities
Responsible Person/s
Details Duration Requirements/ Fees
SDO, Student Organization
Representative/ Officers
Respective
Faculty-Adviser or Dean
SDO Staff
Secure an activity form from Student Development Office Fill-out form and have it signed by the authorized/respective/Faculty-Adviser/Dean after accomplishing the activity form Proceed to Student Development Office and submit the Accomplished Activity form for approval
1 minute
1 day
4-5 minutes
None
None
None
72
Note: The following documents will be needed when activities will be conducted outside the university
1. Letter of Invitation/Letter of Request to attend/participate the event. 2. Photocopy of Student’s ID 3. Certificate of Registration 4. Medical Clearance issued by Medical Clinic of the University 5. Notarized Parental Consent 6. Course syllabus 7. Itinerary of travel 8. Breakdown of budget 9. Minutes of the parents’ meeting 10. Supervising faculty (1 faculty per 30 students) 11. First aid kit 12. Transportation for the activity 13. If no TSU vehicle is available
- Insurance of the vehicle - Certificate that the vehicle is in good condition - Certification of the driver with acceptable driving record
Procedure for the Budget Hearing (SSC/CSC/Student Publications)
Responsible Person/s Details Duration Requirements/ Fees
SAO, Student Organizations
officer/representative
Student Development
Office
Student Organization
Student Development
Office
Student Affairs Office
Request for a schedule for budget hearing at the Student Affairs Office. Bring proposed budget plan Attend the budget hearing Revise the budget plan accordingly based from the changes made on the budget hearing Submit the revised budget plan at the Student Development Office for signing and approval Submit the signed budget plan and GPOA to Student Affairs Office
1 minute
30 minutes to
1 hour
1 day
5 minutes
1 minute
None
None
None
None
None
73
Procedure for Filing of Complaint and Investigation Against Students/Faculty/ Personnel
A. Filing of Complaints and Investigation (Student vs. Faculty/Administrative Personnel)
Responsible Person/s Details Duration Requirements/ Fees
1. SDO
2. SDO
3. SDO/Student Grievance Board
4. Student
Grievance Board
5. Student
Grievance Board
1. The Discipline Unit will conduct
intake interview with the complainant and will accomplish TSU-SDO-SF-13 Form
2. The Discipline Unit will conduct separate initial investigation to both parties. Respondents will also accomplish the TSU-SDO-SF-15 (1 hour to 1 ½ hour)
3. If the case is solved during the initial
investigation, the case proceedings will be summarized. If not, the case will be elevated to the Grievance Board
4. The Student Grievance Board will conduct further investigation or deliberation based from the evidences and statements of all parties concerned
5. Student Grievance Board will issue recommendation/s based from the policies of the university
1 hour to 1 ½ hour
30 minutes to 1 hour
2-3 days
None
None
None
None
None
74
Procedure for Filing of Complaint and Investigation Against Students/Faculty/ Personnel
B. Investigation of Disciplinary Cases (Student to Student, Faculty to Student, Admin Personnel to Student)
Responsible
Person/s Details Duration Requirements/
Fees
SDO
SDO
SDO
Faculty/ Administrative
Grievance Board
University President
Proceed to Student Development Office for the Intake interview The complainant submits a written and duly signed complainant and will accomplish TSU-SDO-SF-13 Form The Student Discipline Unit will conduct investigation to both complainant and respondent. Respondents will also accomplish TSU-SDO-SF-15 The Student Discipline Unit will submit all evidences and recommendations to Faculty/Administrative Grievance Board The University President will approve the recommendation after the deliberation
30 minutes to 1 hour
30 minutes to 1 hour
2-3 days
None
None
None
None
None
75
LIBRARY MANAGEMENT SYSTEMS
1. Borrowing (Circulation of Books/Materials)
Schedule of Availability: Monday to Saturday
Who May Avail of the Service: TSU Students and Employees
What are the requirements: Valid ID with picture
Duration: 3 Minutes
PROCEDURE
Steps Procedure Duration
of Activity Fees Form
Client Person In-Charge
1
Client presents book(s)
for check-out at the
Circulation Counter
together with valid ID
Librarian verifies validity of
ID 30 Seconds None
2
Client fills out the Book
Card with his/her name
with date borrowed
Librarian will check-out
book under the borrower/
client's name and issue the
book(s) to the client and
inform the due date of
borrowed book(s)
2 Minutes none Book Card (Form No. TSU-LMS-SF-06)
3 Client receives book Librarian files Book Card(s)
in the filing box 30 Seconds none
End of Transaction
2. Returning (Circulation of Books/Materials)
Schedule of Availability: Monday to Saturday
Who May Avail of the Service: TSU Students and Employees
What are the requirements: Valid ID
Duration: 3 Minutes
PROCEDURE
Steps Procedure Duration
of Activity Fees Form
Client Person In-Charge
1
Client presents book(s)
for check-in at the
Circulation Counter
Librarian scan book in the
library system for check-in.
Pull-out Book Card from the
file box and insert in
corresponding book pocket
1 Minute none Book Card (Form No. TSU-LMS-SF-06)
2
If overdue, Librarian informs client of the amount of overdue fine and pay at the Cashier's Office
1 Minute
3 Client pays overdue fine at the Cashier's Office
P20.00 per day
per book
4
Client presents Official Receipt of overdue payment to the Library Staff at the Circulation Counter
Verify Official Receipt and update or clear client's overdue fine in the library system
1 Minute none Official
Receipt of payment
End of Transaction
76
3. Renewing (Circulation of Books/Materials)
Schedule of Availability: Monday to Saturday
Who May Avail of the Service: TSU Employees, Students
What are the requirements: Valid ID with picture
Duration: 3 Minutes
PROCEDURE
Steps Procedure Duration
of Activity Fees Form
Client Person In-Charge
1
Client presents book(s)
for renewal to the
Library Staff at the
Circulation Counter
Librarian scan the book or
the borrower’s ID in the
library system for
renewal. Pull-out Book
Card from the file box and
request the client /
borrower to rewrite
his/her name on the book
card
1 Minute none Book Card (Form No. TSU-LMS-SF-06)
2 Client fills-out Book Card with name and date of renewal
Issue the borrowed book(s) to client
1 Minute None Book Card (Form No. TSU-LMS-SF-06)
3 Receive book(s) Librarian files Book Card(s) in the filing box
1 Minute None
End of Transaction
4. Computer & Internet Access
Schedule of Availability: Monday to Saturday
Who May Avail of the Service: TSU Students, Employees, Alumni & Visiting Researchers
What are the requirements: Valid ID with picture
Duration: 4 Minutes
PROCEDURE
Steps Procedure Duration
of Activity Fees Form
Client Person In-Charge
1
Client presents valid ID
at the Circulation
Counter
Librarian verifies
validity of ID 1 Minute none
2
Librarian scans available computer number tag under the client’s name and attach it to clients ID
1 Minute none
3 Librarian assists client to the computer work station
1 Minute none
4
After using the
computer unit facilities,
client retrieves ID card
at the Circulation
Counter/ area
Librarian scans Computer Number Tag to check-in and return client’s ID
1 Minute none
End of Transaction
77
5. Referral Service
Schedule of Availability: Monday to Saturday
Who May Avail of the Service: TSU Students, Employees
What are the requirements: Valid ID with picture, Referral Letter Request Form
Duration: 6 Minutes
PROCEDURE
Steps Procedure Duration of
Activity
Fees Form Client Person In-Charge
1
Client presents valid
ID at the Circulation
Counter
Librarian verifies validity
of ID and provide to
client the request form for
Referral Letter
30 Seconds none
2
Fill-out the Referral Letter Request Form and seek signature of College Dean for approval
none Referral Letter
Request Form (Form No. TSU-LMS-SF-02)
4
Submit the filled out form with signature of Dean or Adviser to the Library Staff
Librarian receives form and
encode information on the
referral letter template,
print, affix signature, and
issue to the client
30 Seconds none Referral Letter Request Form
(Form No. TSU-LMS-SF-02)
6 Issue the Referral Letter to the client
30 Seconds none
7 Client receives referral letter and log on the Referral Issuance Log
1 minute none Referral
Issuance Log (Form No. TSU-LMS-SF-11)
End of Transaction
78
6. Library Clearance
Schedule of Availability: Tuesday to Friday
Who May Avail of the Service: TSU Students, Employees
What are the requirements: Clearance Form
Duration: 2 Minutes
PROCEDURE
Steps Procedure Duration of
Activity Fees Form
Client Person In-Charge
1
Client presents properly filled out Clearance Form at the Circulation Counter
Librarian verifies library accountabilities of client from the library system, if any. Librarian informs client to settle his/her library accountabilities
1 Minute none Clearance Form
2
If client is clear from library accountabilities, Librarian affix signature on the clearance form and release it to client
30 Seconds none
3
Client receives duly
signed Clearance Form
and log on the
Clearance Logbook
30 Seconds none Clearance Log (Form No. TSU-LMS-SF-12)
End of Transaction For comments and suggestions, please fill in the feedback form available at the Library.
79
ADMISSION AND REGISTRATION OFFICE
ISSUANCE OF ADMISSION SLIP
Schedule of Availability: Tuesday – Friday (Enrollment) 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. Freshmen students and Transferees Duration: 25 minutes (under normal Circumstances-with complete requirements) 3 days (Simple Transaction – incomplete requirements)
What are the requirements:
1. Form 138, Form 137-A (Copy for TSU), ALS rating (Original Copy)
2. PSA / NSO Birth Certificate (Photocopy)
3. Good Moral Character (Original Copy) 4. 2pcs 2x2 colored pictures 5. TSU-CAT Test Result (Original Copy) 6. National Career Assessment Exam
Result (Photocopy) 7. Photocopy of Authenticated Marriage
Certificate (for female married students)
8. Application Form for Enrollment (available at the Admission Unit)
9. Enrollment Envelope (available at the Business Center)
10. Self-stamped Mailing Envelope
RESPONSIBLE
PERSON/S FLOWCHART DETAILS DURATION FEE
ARO Staff
Faculty
Present the complete
credentials /
requirements
Receive and check the
credentials / requirements 5 minutes Free of Charge
ARO Staff Idle
Encode in the admission
module the application
number indicated in the TSU-
CAT result to enable the
processing of the student data
15 minutes Free of Charge
ARO Staff
Receive the
Admission Slip
Issuance of admission slip with
student number 5 minutes Free of Charge
80
ISSUANCE OF NOTICE OF ACCEPTANCE, VALIDATION AND ACCREDITATION FORMS (FOR TRANSFEREES)
Schedule of Availability: Tuesday – Friday (Enrollment) 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. Transferees, Prof. Ed. Takers, Second Coursers, Cross-Enrollees, Returnees
2. Graduate School Students Duration: 2 hours (under normal Circumstances-with complete requirements) 3 – 7 days (Simple / Complex Transactions – incomplete requirements)
What are the requirements:
1. Transfer Credentials / Honorable Dismissal (Original Copy)
2. Transcript of Record / Copy of Grades (Original Copy)
3. 2 pcs. 2x2 colored pictures 4. Authenticated Birth Certificate PSA / NSO
(Photocopy) 5. Authenticated Marriage Certificate (for female
married students (Photocopy) 6. Brown Envelope (available at the Business Center) 7. Self-stamped mailing envelope 8. Report of Grades (for returnees) 9. Permit to Cross-Enroll (for Cross-Enrollees)
How to avail of
the service: FLOWCHART DETAILS DURATION FEE
Admission Unit Submit complete
requirements
Receive and check the requirements/subjects to be
credited of transferees 10 minutes Free of Charge
CTCC Staff
Go to Counseling Testing and Career
Center Office (except cross-enrollees and
returnees)
Take the Psychological Test 10 minutes ₱ 300.00
Admission Unit Transferee must
secure validation / accreditation form
Assess validation / accreditation and issuance of payment slip
5 minutes ₱20/subject (for validation)
₱20/page (for accreditation)
Admission Unit
Receive the notice of acceptance
Issuance of Notice of Acceptance to be signed by
the Dean 5 minutes Free of Charge
College Dean / Admission Unit
Idle
Process validation / accreditation to be signed by
College Dean 5 minutes Free of Charge
Cashier’s Office
Pay to the Cashier Process Payment and issue
Official Receipt 5 minutes
₱20/subject (for validation) ₱20/page (for accreditation)
Admission Unit
Go back to the Admission Unit
Submit the Original Copy of the validation / accreditation
and issuance of Admission slip with student number
5 minutes Free of Charge
ARO In-charge of Records
Go to the In-charge of
Records
Submit photocopy of validation / accreditation for
encoding the credited subjects
15 minutes Free of Charge
Faculty
Go to the enrollment area
Processing of Enrollment 1 hour Free of Charge
81
ISSUANCE OF ADDING, CHANGING, AND DROPPING FORM
Schedule of Availability: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. Students who are officially enrolled in the University Duration: 20 minutes (under normal circumstances-with complete requirements) 3 days (Simple Transactions – incomplete requirements)
What are the requirements: 1. Certificate of Registration 2. ID
RESPONSIBLE
PERSON/S FLOWCHART DETAILS DURATION FEE
ARO Office and
Dean’s Office
Present COR and
ID
Check the records of the
student in the system and
issuance of adding, changing,
dropping form
5 minutes Free of Charge
ARO Office and
Dean’s Office Idle
Processing and signing of
adding, changing, dropping
form and issuance of payment
slip
5 minutes ₱ 40 Revision Fee
Cashier’s Office Pay to the
Cashier’s Office
Process payment and issuance
of Official Receipt 5 minutes ₱ 40 Revision Fee
ARO Office
Go to the In-
charge of
Encoding of
Subject
Encoding of subject in the
enrollment system 5 minutes Free of Charge
82
ISSUANCE OF APPLICATION FORM FOR SHIFTER/RETURNEE
Schedule of Availability: Tuesday – Friday (Enrollment) 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. Students who are enrolled in the University Duration: 30 minutes (under normal circumstances)
What are the requirements: 1. Report of Grades / Evaluation of Grades 2. Certificate of Registration 3. ID
RESPONSIBLE
PERSON/S FLOWCHART DETAILS DURATION FEE
Admission Unit Present COR and ID
Check the records of the
student in the system and
issuance of shifting /
returnee form
5 minutes Free of Charge
OSA Staff Go to OSA
Interview and issuance of
Counselor’s Report
10 minutes Free of Charge
College Dean
Go to the College Dean
Signing of
Shifting/Returnee Form 5 minutes Free of Charge
Admission Unit
Go back to the
Admission Unit
Submit the approved
shifting / returnee form,
Counselor’s Report and
change the course in the
system and issuance of
Admission Slip
10 minutes Free of Charge
83
ISSUANCE OF NOTICE OF ACCEPTANCE FOR FOREIGN STUDENTS
Schedule of Availability: Tuesday – Friday (Enrollment) 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. Foreign Freshmen Students 2. Master’s and Doctoral Programs
Duration: 35 minutes (under normal Circumstances-with complete requirements) 3 – 7 days (Simple / Complex Transactions – incomplete requirements)
What are the requirements: 1. College Admission Test Result 2. Certificate of Secondary completion 3. Transcript of Records / Certificate of
graduation duly authenticated by the Philippine Embassy or Consulate in their country
4. Personal Data, Passport & Student Visa 5. Authenticated Birth Certificate 6. Police Clearance 7. Notarized proof of adequate Financial Support
and affidavit support signed by the sponsor 8. Medical Certificate with laboratory test results
RESPONSIBLE
PERSON/S FLOWCHART DETAILS DURATION FEE
In-charge of Foreign Students
Present the complete credentials
/ requirements
Receive, check and evaluate the documents
5 minutes Free of Charge
CTCC Staff
Go to Counseling, Testing and Career
Center
Take the Admission Test 10 minutes US$25
College Dean
Idle
Present Admission Test result to the Dean for Approval
5 minutes Free of Charge
In-charge of Foreign Students
Idle
Submit Admission Test Result and issuance of Notice of Acceptance
5 minutes Free of Charge
Admission Unit
Go to Admission Unit
Issuance of Admission Slip with student number
5 minutes Free of Charge
Cashier’s Office Pay to the Cashier Payment of required fees (Foreign students are charged in dollars)
5 minutes
Baccalaureate – US$30/unit Lec + US$45/unit Lab Master’s – US$35/unit Lec + US$50/uni t Lab Doctoral – US$40/unit Lec + US$60/unit Lab Foreign Student Fees – US$200 Miscellaneous Fees – US$50 Application Fee – US$25
84
ISSUANCE OF CERTIFICATE OF REGISTRATION (COR)
Schedule of Availability: Can be printed online through student portal 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. Students who are officially enrolled in the University 2. In case the student has no account yet, report to MISO to secure student account
ISSUANCE OF FIRST COPY OF REPORT OF GRADES (ROG) – (BULK PRINTING) Schedule of Availability: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. Respective Dean of the College Duration: 7 days (Complex Transaction)
RESPONSIBLE
PERSON/S FLOWCHART DETAILS DURATION FEE
ARO staff
All faculty of each
college are advised to
post grades before the
deadline period
Bulk printing of Report of
Grades 7 days Free of Charge
ARO Staff
The College Dean /
Dean’s clerk receives
all the Report of
Grades of the
students under
his/her college and
signs the ARO logbook
Release the Report of Grades
to respective Deans of each
college
10 minutes Free of Charge
85
REPRINTING OF REPORT OF GRADES (ROG)
Schedule of Availability: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. Students who are officially enrolled in the University 2. Bonafide TSU students
Duration: 15 minutes
What are the requirements: 1. Certificate of Registration 2. ID
RESPONSIBLE
PERSON/S FLOWCHART DETAILS DURATION FEE
ARO staff
Request of reprint of ROG
Issue payment slip and advise student to go to the Cashier Payment slip
2 minutes None
Cashier’s Staff
Pay to the Cashier
Process payment and issue Official Receipt Assessed payment form
3 minutes (dependent on
Cashier’s processing time)
₱20.00
ARO Staff
Idle
Search and print ROG in the Enrollment System
5 minutes None
ARO Staff
Receive the ROG and signs in the logbook
Record and cancel the OR and release the ROG
5 minutes None
86
ISSUANCE OF CERTIFICATE OF TRANSFER CREDENTIALS (CTC)
Schedule of Availability: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. Bonafide TSU students Duration: 30 minutes (under normal circumstances – with complete requirements) 3 – 7 days (Simple/Complex Transaction – incomplete requirements)
What are the requirements: 1. ID 2. Student Clearance 3. Documentary Stamp 4. Official Receipt (OR) 5. Form 137-A / Transcript of Record 6. Authorization Letter (if the client is not the owner of the document)
RESPONSIBLE
PERSON/S FLOWCHART DETAILS DURATION FEE
ARO In-charge of Request Section
Present ID, Form 137-A, OTR,
Documentary Stamp
Review all the documents presented
5 minutes None
ARO In-charge of Request Section
Accomplish the Request Form
Receive and review the request form
5 minutes None
ARO In-charge of Request Section
Idle
Issue payment slip and advise the student to go to Cashier’s Office for the payment of required fees
3 minutes ₱50.00/page + ₱20.00 for the
attachment
Cashier’s Staff (dependent on the
Cashier’s processing timeIs)
Pay to the Cashier’s Office
Process payment and issue Official Receipt
3 minutes ₱50.00/page + ₱20.00 for the
attachment
ARO In-charge of Request Section
Idle
Process the Certificate of Transfer Credentials
9 minutes None
ARO In-charge of Request Section
Receive the CTC
Record the CTC on the logbook, cancel OR and release the Certificate of Transfer Credentials
5 minutes None
87
ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS (GRADUATES) Schedule of Availability: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. TSU Graduates (First Issuance) 2. TSU Graduates (Second Issuance) 3. Undergraduate, drop outs & Graduate School
Duration: 20 minutes (under normal circumstances – with complete requirements and in the enrollment system computerized) 30 minutes – not in the enrollment system 3 – 7 days (Simple/Complex Transaction – incomplete requirements)
What are the requirements: 1. ID 2. Student Clearance 3. Documentary Stamp (undergraduate/drop outs) 4. Official Receipt (OR) 5. Form 137-A / Transcript of Record (transferees) 6. Memo of Agreement/Distribution Letter
(for CCS graduate and Graduate School only)
7. Authorization letter (if the client is not the owner of the document)
RESPONSIBLE
PERSON/S FLOWCHART DETAILS DURATION FEE
ARO In-charge of Records / Request
Section
Present student clearance /
requirements
Receive the OTR and signs on the logbook
5 minutes For First Issuance
Free of Charge
ARO In-charge of Request Section
Accomplish the Request Form
(second issuance, drop outs)
Receive the Request form, issue payment slip and advise client to go to Cashier’s office for the payment of OTR (second issuance, drop outs)
5 minutes For Second
issuance ₱50.00/page
ARO In-charge of Processing Unit
Idle
Process OTR (if the record is computerized)
5 minutes
None Another 5 minutes (if the record is not computerized / not in the enrollment system)
15 minutes
ARO In-charge of Records / Request
Section
Receive OTR and signs on the
logbook
Record the OTR on the logbook, cancel OR and release the OTR
5 minutes None
* The First Copy will be released by the In-charge of Record
88
ISSUANCE OF CERTIFICATION (CERTIFICATION, AUTHENTICATION AND VERIFICATION (CAV) EMPLOYMENT,
EVALUATION, RANKING, RECORD AND OTHER PURPOSES
Schedule of Availability: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:
1. Bonafide TSU students 2. TSU Graduates
Duration: 30 minutes (under normal circumstances – with complete requirements) 3 – 7 days (Simple/Complex Transaction – incomplete requirements)
What are the requirements: 1. ID 2. Student Clearance 3. Documentary Stamp 4. Official Receipt (OR) 5. Form 137-A / Transcript of Record Authorization Letter (if the client is not the owner of the document)
RESPONSIBLE
PERSON/S FLOWCHART DETAILS DURATION FEE
ARO In-charge of Records / Request
Section
Present all the requirements
Review all the documents and issue Request Form
5 minutes Free of Charge
ARO In-charge of Request Section
Idle
Receive & accomplish the Request form, issue payment slip and advise client to go to the Cashier for the payment
5 minutes None
Cashier’s Staff
Pay to the Cashier Process payment and issue Official Receipt
3 minutes ₱20.00 (local)
₱50.00 (international)
ARO In-charge of Request Section
Idle
Present OR and Request form forwarded to Processing Unit
5 minutes None
ARO In-charge of Processing
Idle
Processing the document
10 minutes None
ARO In-charge of Request Section
Receive the document
Record the document on the logbook, cancel OR and release the document
2 minutes None
89
UNIVERSITY RESEARCH OFFICE
Process: UREC Evaluation
Process: Request for incentives
(Terminal, Citation, Publication, Presentation, and Winners of Research Competition/Oral Presentation)
Procedure Required Documents
Duration Person-in-Charge Fees
1. Submission of fully -accomplish SF-04 to URO 2. Receiving and checking the completeness of the submitted documents 3. Evaluation of the request by the URO Director 4. Once approved, request will be forwarded to Budget Office for further approval 5. Request will be forwarded to VPRES, VPAF, OUP for further approval
SF-04, SF-41, SF-42
None
None
None
None
10 minutes
10 minutes
3 days
1 day
3 days
Researcher
URO Staff
URO Director
URO Staff
URO Staff
No Fee
No Fee
No Fee
No Fee
No Fee
Procedure Required Documents
Duration Person-in-Charge Fees
1. Submission of the revised proposal from CREC including CREC rating. 2. UREC Evaluation 3. Preparation and Issuance of Notification Slip
Forms: SF-01, SF-03, SF-24, SF-32,
SF-07, ‘ SF-06 (SS),
SF-02 (STEM)
None
None
10 minutes
20 days
10 Minutes
DRCs
UREC
UREC Secretary
No Fee
No Fee
No Fee
90
6. Voucher will be prepared based on the amount indicated in the approved request 7. Submission of voucher to Budget Office for processing 8. Once forwarded, the FR will be notified thru a slip that his/her voucher is already at the Budget office
None
None
None
1 day
1 day
30 minutes
URO Staff
URO Staff
URO Staff
No Fee
No Fee
No Fee
Process: Requesting of Funds for College Research Colloquium
Procedure Required Documents
Duration Person-in-Charge Fees
1. Submission of fully-accomplished SF-19 2. Receiving and checking the completeness of the submitted documents 3. Evaluation of the request by the URO Director 4. Request will be forwarded to Budget Office for further approval 5. Request will be forwarded to VPRES, VPAF, and OUP for further approval 6. The concerned DRC will be notified regarding the approval of the request.
SF-19, List of participants in the colloquium
None
None
None
None
None
10 minutes
10 minutes
3 days
1 day
3 days
1 day
DRCs
URO Staff
URO Director
URO Staff
URO Staff URO Staff
No Fee
No Fee
No Fee
No Fee
No Fee
No Fee
91
Process: Anti-Plagiarism Scan (TURNITIN)
Procedure Required Documents
Duration Person-in-Charge Fees
1. Submission of fully-accomplished TURNITIN request form (SF-45) 2. Receiving and checking the completeness of the submitted documents 3. Plagiarism Scan using TURNITIN 4. Releasing of the result based on the acquired similarity index <25% - Passed >25% - Not Passed 5. Issuance of certificate of compliance for those who passed the plagiarism scan in the first run. Those who will not pass the scan will be encouraged to revise their manuscript and subject it again to TURNITIN Scan.
SF-45, Receipt of Payment, Soft copy of the document to be subjected in Plagiarism scan None
None
None
None
5 minutes
5 minutes
30 minutes
10 minutes
10 minutes
Client
URO Staff
URO Staff
URO Staff URO Staff
Php 200.00
No Fee
No Fee
No Fee
No Fee
92
Process: Inter-Office Communication (Signature of the URO Director)
Procedure Required Documents Duration Person-in-Charge Fees
Receiving and checking of the documents submitted by other offices. Evaluation and signing of the document by the URO Director Forwarding of the document to the concerned office. .
None
None
None
10 minutes
30 Minutes
10 minutes
URO Staff
URO Director
URO Staff
No Fee
No Fee
No Fee
Process: Processing of Endorsement
Procedure Required Documents
Duration Person-in-Charge Fees
Receiving and checking of the endorsement submitted by other offices. Forwarding of the endorsement to the URO Director The URO Director will review and evaluate the endorsement and will accomplish the endorsement action form. Forwarding of the action form to the concerned Office/Unit
Endorsement Form
None
Action Form
None
10 minutes
1 day
10 minutes
1 day
URO Staff
URO Staff
URO Director
URO Staff
No Fee
No Fee
No Fee
No Fee
93
OFFICE FOR CULTURE AND ARTS
RESPONSIBLE PERSONS
DETAILS DURATION REQUIREMENTS/ FEES
Requestor
Office Staff President
Office Staff VP
OSAS Staff
Dean
Head of Office
Requestor and In Charge of the
Group
In Charge of the Group
In Charge of the Group
The LOR addressed to the President will be sent by the Requestor personally or by mail to the Office of the President The LOR will be endorsed down to the Office of the Vice President… to the Dean of Student Affairs and Services….. And finally to the Head of the Office of Culture and The Arts for checking re: availability of the group being requested. The requestor will be asked to discuss the details of the request to the HO and if the group requested is available, Performance Request form will be filled up by the requestor. If the group is not available, adjustment can be made and if problem is solved, the requestor will be asked to fill out the PR form IC will coordinate the details of the request, prepare the group and fill out Performance Activity form and Excuse Letter of the group. The Group In Charge accompany the performers to the venue and execute and present the requested service. Evaluation form will be given randomly to people who witnessed the activity of the group. Said forms together with a written report of the activity will be submitted to the HO not later than 3 days after the activity.
The letter must reach the OP at least 2 weeks before the actual event 1/2 working day 1/2 working day 1/2 working day 1/2 working day 1 working day 3 working days After the letter was endorsed by the president 2 working days After the service was rendered
None None None None None None The requestor will pay to the Cashier any charges prescribed in the operations manual None
94
OFFICE OF THE UNIVERSITY PRESIDENT
I. Personal Meeting with the President (walk-in)
Schedule of Availability:
7:00am-6:00 pm Tuesday-Friday Subject to the presence and schedule of the President Officer-in-Charge of the Office of the University President will take action in the absence of the
President
Who may avail of the service: University Stakeholders, Guests, and Visitors
What are the requirements:
1. Valid Identification Card 2. Letter of purpose of visit or transaction with the University President
How to avail of the service:
STEP
CLIENT
ACTIVITY
DURATION
OF ACTIVITY
PERSON IN-
CHARGE
FEE
1
Present the identification card.
Staff acknowledges the valid identification card.
Less than a
minute
President’s
Staff
None
2
Show Letter of purpose (if any). Mention the purpose of the visit or transaction.
Staff reads letter of purpose or listen to verbal answer. Informs the President, or Officer-In-Charge, or Representative about the visitor and purpose.
5 minutes
President’s
Staff
None
3
Meets the President or Officer-In-Charge, or Representative / Get appointment date and time.
President or Officer-In-Charge meets the visitor. Staff checks availability of the President or Representative / Set appointment date and time.
15 minutes
More or less depending on the nature of
concern
President ,or
Officer-In-Charge, or
Representative
None
95
II. Personal Meeting with the President (with appointment)
Schedule of Availability: 7:00am-6:00 pm
Tuesday-Friday Subject to presence and schedule of the President
Officer-in-Charge of the Office of the University President will take action in the absence of the President
Who may avail of the service:
University Stakeholders, Guests, and Visitors
What are the requirements:
1. Valid Identification Card 2. Letter of appointment 3. Notice of acceptance
How to avail of the service:
STEP
CLIENT
ACTIVITY
DURATION
OF ACTIVITY
PERSON IN-
CHARGE
FEE
1
Present the identification card
Staff acknowledges the valid identification card.
Less than a
minute
President’s
Staff
None
2
Show appointment letter. Show evidence of acceptance
Staff verifies Notice of Acceptance of appointment.
1 minute
President’s
Staff
None
3
Meets the President, or Officer-In-Charge, or Representative
Staff notifies President, or Officer-In-Charge or Representative of presence of University stakeholder. President or Officer-In-Charge meets the guest or visitors.
15 minutes
(more or less depending on the nature of
concern)
President or Officer-In-Charge, or
Representative
None
96
III. Dissemination of Incoming Communication from Outside Persons or Agencies
Schedule of Availability: 7:00am-6:00 pm Tuesday-Friday
Subject to presence and schedule of the President Officer-in-Charge of the Office of the University President will take action in the absence of the President
Who may avail of the service:
University Stakeholders, Guests, and Visitors How to avail of the service:
STEP
CLIENT
ACTIVITY
DURATION
OF ACTIVITY
PERSON IN-
CHARGE
FEE
1
Forward letter to Central Records Office
Central Records Office logs and maintains a copy of received letters/communications and forward such to the Office of the President
5 minutes or
less
Central
Records Staff
None
2
Staff logs the letters/communications in the logbook upon receipt of the letters/communications.
5 minutes or
less
President’s
Staff
None
3
Forwards letters/communications to the President or Officer-In-Charge for action and endorsement.
3 minutes or
les
President, or
Officer-In-Charge, or
Representative
None
4
Receive endorsement or action on request
Staff logs letter/communications acted upon by the President or Officer-In-Charge and forward the endorsed letter/communication to the concerned office for dissemination or information.
5 minutes or
less
Staff
None
97
IV. Action on Contracts, and External Agreements
Schedule of Availability: 7:00am-6:00 pm Tuesday-Friday Subject to presence and schedule of the President
Officer-in-Charge of the Office of the University President shall take action in the absence of the President
Who may avail of the service:
University Stakeholders, Guests, and Visitors
What are the requirements: 1. Copy of the contract or related documents. 2. Passed upon by University’s party to the contract or agreement. 3. Review and comments by the University Legal Counsel and the recommendations. 4. Revision of the contract or agreement incorporating the Legal Counsel’s recommendations.
How to avail of the service:
STEP
APPLICANT/CLIENT
ACTIVITY
DURATION OF
ACTIVITY
PERSON IN-
CHARGE
FEE
1
Submission of pertinent documents
Review of the submitted documents
1 day or less
President’s
Staff / President
None
2 Follow up of contract and pertinent document
Approval or disapproval of document
1 day or less President None
3
Receipt of preliminary action on Contract or Agreement
Transmittal to Secretary of Board of Regents, if the latter’s action is needed.
1 day or less
President’s Staff, Board Secretary
None
4
Receipt of Final Action
Board Secretary includes the matter in the Agenda of the Regular / Special Meeting of the Board of Regents (BOR); BOR acts on the contract or agreement
1 day or less
Board
Secretary, President’s
Staff, Board of Regents
None
98
V. Action on Internal Requests of Colleges and Offices
Schedule of Availability: 7:00am-6:00 pm Tuesday-Friday Subject to presence and schedule of the President
Officer-in-Charge of the Office of the University President will take action in the absence of the President
Who may avail of the service:
University Stakeholders, Guests, and Visitors
What are the requirements:
1. Letter of request with attachments, if there are. 2. Endorsement by proper authorities, including Vice Presidents if necessary.
How to avail of the service:
STEP
APPLICANT/CLIENT
ACTIVITY
DURATION OF
ACTIVITY
PERSON IN-
CHARGE
FEE
1
Forward letter of request from next lower hierarchy.
Staff work if needed. President acts on the request.
1 day or less
President’s
Staff / President
None
2
Client receive action on request
Documents returned to requesting college/office.
1 day or less
President Staff
None
99
VI. Action on the approval of letters/communications from different colleges/offices of the University.
Schedule of Availability: 7:00am-6:00 pm Tuesday-Friday
Subject to presence and schedule of the President Officer-in-Charge of the Office of the University President will take action in the absence of the President
Who may avail of the service:
University Stakeholders Guests, and Visitors
What are the requirements:
1. Forwarded letters/communications from different colleges/offices of the University. How to avail of the service:
STEP
CLIENT
ACTIVITY
DURATION
OF ACTIVITY
PERSON IN-
CHARGE
FEE
1
Forward letter/communication in the Office of the University President
Receives letters / communications for approval from the different colleges / offices of the University for approval of the President.
1 day or less
President’s
Staff, President
None
2
Check letters / communications as to the completeness of the documents being submitted. Remand to the colleges/offices of the University if the documents is not complete. If documents are complete, forward letters/communications to the President, or Officer-In-Charge for appropriate action.
1 day or less
President’s Staff, President
or Officer-In-Charge
None
3
The President approve or endorse to Vice Presidents/appropriate official concerned or to the sender/filer for revision or action.
3 minutes or
les
President or Officer-In-
Charge
None
4
Client receive action on request
Staff records the letters/communications in the logbook and forward approved letter/communication to Central Records.
5 minutes or
less
Staff
None
100
VICE PRESIDENT FOR ACADEMIC AFFAIRS
KEY POINTS:
STUDENTS’ REQUEST:
▪ In and Off campus
▪ Documents during Enrolment Period
INTERNAL REQUEST OF OFFICES/COLLEGES:
▪ Travel Order
▪ Special Order
▪ Accomplishment Report
▪ Payroll/Voucher
*Procedure is presented in the next page.
*Requirements for In and Off Campus: 1. Letter of Invitation 2. Letter of Request to Attend and Participate in the
Activity 3. Photocopy of Student’s ID 4. Certificate of Registration 5. Medical Clearance Issued by the Medical Clinic of
the University 6. Duly Notarized Parental/Guardian Consent Signed
by the Parent/s or Guardian 7. Photocopy of Valid ID of Parent or Guardian w/
Signature 8. Course Syllabus 9. Itinerary of the Trip/Activity with Minutes of
Meeting of the Organization 10. Breakdown of Budget or Expenses (if financial
collection is required) 11. Minutes of the Meeting with
Parents/Guardians 12. Supervising Faculty/Personnel-in-Charge
(1permanent faculty for every 30 students 13. First Aid Kit 14. Insurance 15. Transportation for the Activity 16. If no TSU Vehicle is available
• Insurance of the vehicle
• Certification of that vehicle is in good condition
• Certification of the driver w/ acceptable driving record.
101
CITIZEN’S CHARTER
Note:
▪ No fee will be collected in all transactions.
▪ For responsible persons, legends are specified in asterisk (*) below:
STUDENT
For Internal Request of Offices/Colleges:
**Travel Order
***Special Order
*****Accomplishment Report
*****Payroll/Voucher
PROCEDURE
PERSON IN-
CHARGE DURATION FORMS/DOCUMENTS
1. The Client will present the
document to the VPAA staff.
VPAA Staff
1 minute
*Requirements are
presented in the
previous page for
In/Off Campus.
* During enrolment,
Letter of Request (if
available), ID,
Certification of
Registration
**Endorsement Letter
or Invitation,
Accomplished Make up
Class Form
***Faculty Loading
****IPCR/DPCR
***** Approved Special
Order and DTR
2. The staff will check the
document attached.
Document with incomplete
attachment will be returned to the
client for completion.
VPAA Staff
10 minutes
3. Document with complete
requirements will be
recorded by the staff.
For returned document,
rechecking will be utilized.
VPAA Staff 1 minute
4. The Vice President will
evaluate and act on the
document.
Vice President Less than a
day
5. After the evaluation, the
document will be
issued/released.
VPAA Staff 5 minutes
END OF TRANSACTION
102
VICE PRESIDENT FOR INSTITUTIONAL LINKAGES AND EXTERNAL
AFFAIRS
Signing of Travel Order
VPILEA – OFFICE OF INTERNATIONAL AFFAIRS
A. Request for Copy of MOU/MOA
PROCEDURE PERSON/ OFFICE
IN-CHARGE
DURATION FEE Form/ Document
The personnel/student forwards
Travel Order to the VP ILEA for
signing.
Personnel/ Faculty/ Student
3-5 minutes
No Fee
Travel Order
VP ILEA Staff will record or list down the received Travel Order in his/her log book.
VP ILEA Office 2 minutes
No Fee
Travel Order/Log Book
Requirements for approval of Travel Order:
1. Approved make-up class form, if there will be affected class during travel
2. Special Order from the University Extension Office, if faculty member will render extension services
VP ILEA
Within one (1)
day
Approved Make-up Class Form Special Order from UESO
PROCEDURE PERSON/OFFICE IN-CHARGE
DURATION FEE Forms/ Documents
The TSU personnel, faculty or student requests for a copy of MOU/MOA from the Office of International Affairs
TSU
Personnel/Student
2 minutes
No fee
No form
The OIA Staff will look for the MOU/MOA on the Master List of MOUs/MOAs made the Office of International Affairs and in their depository of international MOUs/MOAs
OIA Staff
5 minutes
No fee
Master List of MOUs/MOAs
The OIA Staff will have the copy of the MOU/MOA received by the requesting party.
OIA Staff
10 – 20 minutes
No fee
Copy of the MOU/MOA
103
B. Transactions on the Issuance of Certification on the Necessity of the Foreign Travel and Authority to Travel
VPILEA – OFFICE OF INSTITUTIONAL LINKAGES Request for Copy of MOU/MOA
PROCEDURE PERSON IN-CHARGE
DURATION FEE Forms/ Documents
The TSU Personnel submits a letter
of addressed to the University
President requesting for permission
to allow him/her to travel on Official
Business/Official Time.
University President endorses letter
to the OIA Director
Office of International
Affairs Director/
University President
1 day
No fee
Letter addressed to
the University President
The Director forwards the said request to the CHED IAS. The CHED IAS will evaluate the Conference/Meeting. OIA will also submit the Certification/Evaluation form on the Necessity to Travel to CHED IAS
Office of International
Affairs Director/Staff
10-15
working days
No fee
Certification of
Necessity to Travel form from CHED IAS
The University President signs the Authority to Travel issued by the Human Resources Office once the Letter of Assessment on the Legitimacy of the Conference/Seminar is released by the CHED IAS and received by the Office of International Affairs
Office of the University
President
1-3 working
days
No fee
Letter of
Assessment on the Legitimacy of the
Conference or Seminar from
CHED IAS
PROCEDURE PERSON/ OFFICE IN-CHARGE
DURATION FEE Form/ Document
The TSU personnel, faculty or student requests for a copy of MOU/MOA from the Office of Institutional Linkages.
TSU Personnel/Student
2 minutes
No Fee
No form
The OIL staff will look for the MOU/MOA in the Master List of MOAs made by the Office of Institutional Linkages and in their depository of MOUs/MOAs.
OIL Staff
5 minutes
No Fee
Master List of MOUs/MOAs
The OIL Staff will have the copy of the MOU/MOA received by the requesting party.
OIL Staff
10 – 20 minutes
No Fee
Copy of the MOU/MOA
104
VICE PRESIDENT FOR RESEARCH AND EXTENSION SERVICES
I. Incoming Communication and/or endorsement from the Office of the University
President to the Office of the VP for Research and Extension Services
PROCEDURE PERSON-IN-CHARGE DURATION FEE FORMS/ DOCUMENTS
1. Log-in of incoming
communication
and/or endorsement
from the Office of the
University President (OUP)
2. Endorsement of the
Vice President for
Research and
Extension Services to the concerned
Director/s, Faculty,
or Staff
2.1. For one’s action
or responsibility 2.2. For one’s study
and
recommendation
3. Log-out of outgoing
communication and/or endorsement
from the Office of the
Vice President for
Research and
Extension Services
VP RES Clerk
VP RES
VP RES Clerk
Maximum of
2 minutes
1-3 days
3-7 days
Maximum of
2 minutes
None
None
None
None
TSU Vice
President for
Research and
Extension Services
Incoming and
Outgoing
Documents Log
TSU-VPR-SF-05
TSU-OUP-SF-01 Revision No. 01
(October 03,
2017)
TSU Vice
President for
Research and
Extension
Services
Incoming and
Outgoing Documents Log
TSU-VPR-SF-05
105
II. Transactions from the Research and Extension Services
PROCEDURE PERSON-IN-CHARGE DURATION FEE FORMS/ DOCUMENTS
1. Log-in of incoming
communication
and/or transaction
from the offices
under the Vice President for
Research and
Extension Services
2. Signing, Approval,
Evaluation, Endorsement, and/or
Review of the
communication/
request/ letter/ other
related documents
3. Log-out of outgoing
communication
and/or transaction
from the offices
under the Vice President for
Research and
Extension Services
VP RES Clerk
VP RES
VP RES Clerk
Maximum of
2 minutes
Maximum of
3 days (Except for
UREC
Evaluation)
Maximum of
2 minutes
None
None
None
TSU Vice President for
Research and
Extension
Services
Incoming and
Outgoing Documents Log
TSU-VPR-SF-05
TSU Vice
President for
Research and
Extension
Services
Incoming and Outgoing
Documents Log
TSU-VPR-SF-05
106
III. Inter-Office Communication and Transactions
PROCEDURE PERSON-IN-CHARGE DURATION FEE/ NO FEE FORMS/ DOCUMENTS
1. Log-in of incoming
communication
and/or transaction
from another office
2. Signing, or action on
the inter-office communication
and/or transaction
3. Log-out of outgoing communication
and/or transaction
from another office
VP RES Clerk
VP RES
VP RES Clerk
Maximum of
2 minutes
Maximum of
3 days
Maximum of 2 minutes
None
None
None
TSU Vice
President for
Research and
Extension
Services
Incoming and Outgoing
Documents Log
TSU-VPR-SF-05
TSU Vice President for
Research and
Extension
Services
Incoming and
Outgoing
Documents Log TSU-VPR-SF-05
107
IV. Other Transactions
PROCEDURE PERSON-IN-CHARGE
DURATION FEE/ NO FEE FORMS/ DOCUMENTS
1. Log-in of incoming
communication
and/or transaction
from another office
2. Endorsement of the
transaction to the VP RES Technical
Assistant
3. Editing of pertinent
documents (e.g. form, letter, manual,
memorandum,
process flow,
terminal report,
among others)
4. Log-out of outgoing
communication
and/or transaction
from another office
VP RES Clerk
VP RES
VP RES Technical
Assistant
VP RES Clerk
Maximum of
2 minutes
Maximum of 1 day
Maximum of 3 days
Maximum of 2
minutes
None
None
None
None
TSU Vice
President for
Research and
Extension
Services Incoming and
Outgoing
Documents Log
TSU-VPR-SF-05
TSU Vice
President for
Research and
Extension
Services
Incoming and Outgoing
Documents Log
TSU-VPR-SF-05
108
VICE PRESIDENT FOR ADMINISTRATION AND FINANCE
I. Incoming Communication and/or endorsement from the Office of the University President to the Office of the VP for Administration and Finance.
PROCEDURES DURATION FEE PERSON-
IN-CHARGE FORMS/
DOCUMENTS
1. Log-in of incoming communication and/or endorsement from the Office of the University President (OUP)
Maximum of 2 minutes
None VPAF
Staff/Clerk
TSU VP for Administration and Finance Incoming and Outgoing Endorsement Log (TSU-VPF-SF-15)
2. Endorsement of the VP for Administration and Finance to the concerned Director/s, Faculty, or Staff
Maximum of 1 day
None VPAF TSU-OUP-SF-01 Revision No. 1 (October 03, 2017)
3. Log-out of outgoing communication and/or endorsement from the Office of the VP for Administration and Finance
Maximum of 2 minutes
None VPAF
Staff/Clerk
TSU VP for Administration and Finance Incoming and Outgoing Endorsement Log (TSU-VPF-SF-15)
II. Inter-Office Communication and Transactions.
PROCEDURES DURATION FEE PERSON-
IN-CHARGE FORMS/
DOCUMENTS
1. Log-in of incoming communication and/or transaction from another office (e.g. Letter, Purchase Request, Work Order, Job Order, and Payroll/Voucher)
Maximum of 2 minutes
None VPAF
Staff/Clerk
• Incoming and Outgoing Documents Log (TSU-VPF-SF-04)
• Incoming and Outgoing Purchase Request/Purchase Order/Work Order Log (TSU-VPF-SF-06)
• Incoming and Outgoing Job Order (TSU-VPF-SF-07)
• Incoming and Outgoing Voucher (TSU-VPF-SF-05)
2. Signing, or action on the inter-office communication and/or transaction
Maximum of 1 day
None VPAF
3. Log-out of outgoing communication and/or transaction
Maximum of 2 minutes
None VPAF
Staff/Clerk
• Documents Log (TSU-VPF-SF-04)
• Incoming and Outgoing
109
from another office Purchase Request/Purchase Order/Work Order Log (TSU-VPF-SF-06)
• Incoming and Outgoing Job Order (TSU-VPF-SF-07)
Incoming and Outgoing Voucher (TSU-VPF-SF-05)
END OF TRANSACTION
110
ACCOUNTING UNIT
Re-Assessment/Adjustment of Student Fees and Checking of Student Account Balances
Procedure Person In-
Charge Duration Fee/ No
Fee Forms/
Documents
Student will present the Pre-Assessment/ Pre-Registration Form/ ID Student will state the purpose whether to verify account balance or request for re-assessment/ adjustment of fees’ schedule of payment.
Accounting Staff
Accounting Staff
10 seconds
2-3 minutes
None
None
Pre-Assessment/ Pre-Registration Form/ ID
None
Refund of Tuition Fees
Procedure Person In-
Charge Duration Fee/ No
Fee Forms/
Documents
The student will make a verbal request and present his/her ID, C.O.R., Dropping Form and O.R. for the evaluation of student account information and if all the subjects enrolled are officially dropped. Review/Check the requirements. If O.R., C.O.R., Dropping Form and O.R. of Revision Fee are complete and valid for refund, get the contact number and instruct the student to wait for at least 2-3 weeks until being notified by the Disbursing Officer.
Accounting Staff
Accounting Staff
1 minute
3-5 minutes
None
None
ID, C.O.R., Dropping Form and O.R.
None
*Students who dropped the entire course within the first month after enrolment are entitled to refund of tuition fees
as follows.
First Week - 80%
Second to Fourth Week - 50%
111
Refund of Breakage Deposit
Procedure Person In-
Charge Duration Fee/ No
Fee Forms/
Documents
The student will make a verbal request and present his/her ID for the evaluation of student account information to check the amount of breakage deposit. Check if breakage deposit is included in the Official Receipt and check for the other requirements like Transfer Credentials (if student intends to transfer). If valid for refund, get the contact number and instruct the student to wait for at least 2-3 weeks until being notified by
the Disbursing Officer.
Accounting Staff
Accounting Staff
1 minute
2-3 minutes
None
None
ID
Official Receipt (Original), Transfer Credentials (if student intents to transfer)
Refund of Overpayment
Procedure Person In-
Charge Duration Fee/ No
Fee Forms/
Documents
The student will make a verbal request and present his/her ID for the evaluation of student account information to check/verify the overpayment made. Check the O.R. and C.O.R. if valid for refund, get the contact number and instruct the student to wait for at least 2-3 weeks until being notified by the Disbursing
Officer.
Accounting Staff
Accounting Staff
1 minute
2-3 minutes
None
None
ID O.R. and C.O.R.
112
BUSINESS AFFAIRS AND AUXILIARY SERVICES OFFICE
Digital Studio RFID Processing
Steps and Procedure for RFID Processing
Procedure
Person-in-charge
Duration Fee/ No Fee
Forms/Documents
Newly Enrolled Students
• Bring your Certificate of Registration (COR) and fill out the needed information on the log sheet provided.
• Present Your COR for your RFID Processing.
• The RFID Card is included in the tuition fee for newly enrolled students only.
• For Graduate School Students (Master’s/Doctor’s Degree) must proceed to the Business Center (Releasing window) for the assessment of RFID and to the Cashiering office for the payment amounting to P160.00.
• Francis D. Gomez
• Von Aldreene A.
Santos
5-10 minutes
Php 160.00
Log Sheet
Re-ID
• Proceed to the Business Center Office (releasing window) for the assessment of RFID and surrender your old RFID.
• Go to the Cashiering Office for the payment of the RFID and proceed to Digital Office and present
• Francis D. Gomez
• Von Aldreene A.
Santos
5-10 minutes
Php 160.00
Log Sheet
113
your Official Receipt.
• Fill out the log sheet provided and wait for your name to be called.
Lost ID
• Secure all requirements needed like Affidavit of Loss, Request for New RFID (Located @ OSA Lucinda Campus) and Official Receipt (cashiering office) amounting to P260.00 and proceed to Digital Photo Studio.
• Fill out the log sheet and present your requirements.
• Francis D. Gomez
• Von Aldreene A.
Santos
5-10 minutes
Php 260.00
Log Sheet
Alumni ID
• Fill out the information needed on the log sheet and forms provided.
• Present it to the person in charged
• Francis D. Gomez
• Von Aldreene A.
Santos
5-10 minutes
Php 90.00
Alumni ID Forms
Employee ID
• Present your charged slip given by the HR or the Business Center to the person in charged.
• Francis D. Gomez
• Von Aldreene A.
Santos
15-20 minutes
Php 160.00
Employee Charge Slip
114
REQUEST TO USE THE UNIVERSITY FACILITIES Schedule of Availability of Service: 7:00 A.M. to 6:00 P.M., Tuesday to Friday (Without Noon Break) Who May Avail of the Service: 1. Student Organizations recognized by the University 2. Offices and Units of the University 3. Government agencies 4. Non-government organizations
Step
Activity Duration of Activity (Under
Normal Circumstances)
Person in
Charge Fees Form(s)
Customer/Applicant Service Provider
1 Presents the following:
• Request letter approved by the TSU President
• Endorsement from the TSU President
Receives and verifies the documents presented, check the availability of the facility requested, and prepares the Application Form and Assessment of Fees (if rental is applicable.)
10 minutes BASO Staff
None TSU-BAS-SF-03
2 Pays the assessed rental fee, if any.
Receives payment and issues the Official Receipt (OR).
2 minutes Cashier Rental Fees may vary according to the facility requested.
Official Receipt
3 Submits the signed Application Form and presents the OR.
Receives the signed Application Form and records the transaction in the Log Book. Issues a copy of the approved Application Form to the customer/applicant.
1minute BASO Staff
None
END OF TRANSACTION
115
ISSUANCE OF UNIFORMS Schedule of Availability of Service: 7:00 A.M. to 6:00 P.M., Tuesday to Friday (Without Noon Break) Who May Avail of the Service: Enrolled freshmen students who have paid the uniforms during enrollment
Step
Activity Duration of Activity (Under
Normal Circumstances)
Person in
Charge Fees Form
Customer/Applicant Service Provider
1 Presents the Official Receipt (OR).
Checks the OR and issues the uniform.
1 minute BASO Staff
None Official Receipt
2 Inspects if the uniform is complete and without damage.
Stamps the OR as evidence that the uniform has been issued to the student.
1 minute BASO Staff
None
3 Signs the Log Sheet of Students who have paid for the uniform.
Returns the OR to the student.
1 minute BASO Staff
None Log Sheet
END OF TRANSACTION
PURCHASING OF MERCHANDISE (BOOKS, BAGS, ID HOLDERS, SOUVENIR ITEMS, ETC.) Schedule of Availability of Service: 7:00 A.M. to 6:00 P.M., Tuesday to Friday (Without Noon Break) Who May Avail of the Service: Students, Faculty, Personnel, and Visitors
Step
Activity Duration of Activity (Under
Normal Circumstances)
Person in
Charge Fees Form
Customer/Applicant Service Provider
1 Request for the assessment of fees for the merchandise to be purchased
Prints and issues the Assessment Form.
2 minutes BASO Staff
Assessment Form
2 Presents the Assessment Form to the cashier and pays the assessed amount.
Receives payment and issues the Official Receipt (OR).
2 minutes BASO Staff
May vary with the items purchased.
Official Receipt
3 Presents the Official Receipt (OR).
Verifies the OR, releases the purchased items, and returns the OR.
2 minutes BASO Staff
END OF TRANSACTION
116
ID PROCESSING AND PRINTING Schedule of Availability of Service: 7:00 A.M. to 6:00 P.M., Tuesday to Friday (Without Noon Break) Who May Avail of the Service: Students, Faculty, Personnel
Step
Activity Duration of Activity
Customer/Applicant Service Provider Person in
Charge
Fees Form
1 Presents Official Receipt for students and Charge Slip for faculty and personnel.
Verifies the OR or Charge Slip, takes the picture of the student, faculty, or personnel, encodes the relevant information to be printed in the ID card, and then requests the student, faculty, or personnel to check if the information encoded are correct.
5 minutes Digital Studio Clerk
160.00 (for new ID) 260.00 (for reprint of lost or damaged ID)
Official Receipt Charge Slip
2 Verifies if the information encoded is correct and signs in the Signature Pad.
Prints and issues the ID.
2 minutes Digital Studio Clerk
3 Receives and checks the ID; signs in the Log Sheet.
1 minute Digital Studio Clerk
Log Sheet
END OF TRANSACTION
117
APPLICATION FOR VEHICLE GATE PASS Schedule of Availability of Service: 7:00 A.M. to 6:00 P.M., Tuesday to Friday (Without Noon Break) Who May Avail of the Service: Students, Faculty, Personnel
Step
Activity Duration of Activity
Customer/Applicant Service Provider Person in
Charge
Fees Form
1 Presents the filled up Application Form and photocopy of the following:
• Certificate of Registration of Vehicle
• Valid Official Receipt of Registration of Vehicle
• Valid Driver’s License
Verifies if the submitted documents are complete, process the Application Form, and issues the Assessment of Fees.
2 minutes BASO Clerk
150.00 Official Receipt Charge Slip
2 Pays the assessed fee. Receives payment and issues the Official Receipt (OR).
2 minutes Cashier
3 Presents the OR. Verifies the OR and issues the gate pass
1 minute BASO Clerk
Log Sheet
END OF TRANSACTION
118
CASHIERING UNIT
1. PAYMENT OF FEES
Procedure
Person In-Charge
Duration Fee/No
Fee Forms/Documents
1. Receive Assessment Collecting
Staff
3 minutes
per Assessed 1. Assessment
Slip and/or Valid ID Payor. Amount
Slip and/or Valid ID
from Payee.
2. Cash, Cashier's
2. Encode necessary Collecting
Staff Check or Manager's
data to the computerized Check.
collection System.
3. Official Receipt
3. Accept legal tender Collecting
Staff
currencies from payor.
4. Issue Official Receipt Collecting
Staff
(O.R) to payor.
2. REQUEST FOR CERTIFICATE OF PAYMENT FOR LOST OFFICIAL RECEIPT
Procedure Person In-
Charge Duration
Fee/No Fee Forms/Documents
1. Request at the Collecting
Staff 30
minutes Php20.00
1. Affidavidit of Lost
collection window the per
requestor
2. Valid ID
Certificate of Payment. 3. Certificate of
Payment
2. Pay certification fee. Payor
3. Claim Certificate of Payor
Payment from collector.
119
3. SIGNING OF STUDENT CLEARANCE
Procedure
Person In-Charge
Duration Fee/No
Fee Forms/Documents
1. Present student Collecting
Staff 15
minutes No Fee
1. Student clearance
clearance form at the per
student
form.
collection window.
2. Verify the records of Collecting
Staff
the student.
3. Pay unpaid balance Payor
if any.
4. Claim clearance Student
4. CLAIMING OF CASH BENEFITS OVER-THE-COUNTER
Procedure
Person In-Charge
Duration Fee/No
Fee Forms/Documents
1. Present valid ID to Cash
Disbursing 10
minutes No Fee 1. Valid ID
the Disbursing window. Officer per
Payee
2. For authorized
2. Sign on the payroll. Payee representative:
a. Authorization or
3. Claim cash. Payee Special Power of
Attorney.
b. Valid ID of
representative.
c. Xerox copy of
valid ID of payee.
120
5. CLAIMING OF CHECKS
Procedure
Person In-Charge
Duration Fee/No
Fee Forms/Documents
1. Present valid ID to Releasing
Officer One (1)
day No Fee 1. Valid ID
the Disbursing window.
2. For authorized
2. Issue Official Receipt. Payee
representative:
a. Authorization or
3. Sign on the Payee
Special Power of
Disbursement Voucher.
Attorney.
b. Valid ID of
4. Claim check and tax Payee
representative.
certificate for suppliers.
c. Xerox copy of
valid ID of payee.
3. Official Receipt
4. Tax Certificate
6. PAYMENT THRU PETTY CASH
Procedure
Person In-Charge
Duration Fee/No
Fee Forms/Documents
1. Receive approved Petty Cash
One (1) day No Fee 1. Approved PCV
petty cash voucher (PCV) Custodian 2. Supply Availabity
with attached required Inquiry.
documents from 3. Purchase Request
requestor. 4. Abstract of Bid
5. Canvass Paper
2. Sign PCV and claim Requestor 6. Purchase Order
cash. 7. Official Receipt
3. Submit official Requestor
receipt to Petty Cash
Custodian for liquidation.
121
6. PAYMENT THRU ADVICE TO DEBIT ACCOUNT (ADA)
Procedure
Person In-Charge
Duration Fee/No
Fee Forms/Documents
1. Receive approved Receiving
Clerk Three (3)
Days No Fee 1. Disbursement
Disbursement Voucher Voucher.
(DV) charged from GAAA. 2. LDDAP-ADA Form.
3. Official Receipt.
2. Prepare and route for Disbursing
Staff
approval List of Due and
Demandable Accounts
Payable-Advice to Debit
Account (LDDAP-ADA)
and Summary of LDDAP-
ADA Issued and validated
Amount Entries (SLIIAE).
3. Transmit LDDA-ADA Disbursing
Staff
to Government Servicing
Bank.
4. Notify payee of the Disbursing
Staff
ADA payment.
5. Issue Official Receipt Payee
and claim Tax Certificate
if needed.
122
7. PAYMENT THRU CHECKS
Procedure
Person In-Charge
Duration Fee/No
Fee Forms/Documents
1. Receive approved Receiving
Clerk One (1)
Day No Fee 1. Disbursement
Disbursement Voucher Voucher.
(DV) . 2. ACIC Form.
3. Official Receipt.
2. Prepare and route for Disbursing
Staff
approval checks and
Advice of Checks Issued
and Cancelled (ACIC) if
necessary.
3. Transmit ACIC Disbursing
Staff
to Government Servicing
Bank.
4. Notify payee of the Disbursing
Staff
payment.
5. Issue Official Receipt Payee
and claim Tax Certificate
if needed.
123
ADMINISTRATIVE SERVICES OFFICE
PAYROLL PREPARATION FOR JOB ORDERS
STEP
APPLICANT/CLIENT
ACTIVITY
DURATION
OF
ACTIVITY
(Under
normal
circumstances)
PERSON
IN
CHARGE
FEE
FORM
1. Job Orders Encoding of
deductions and
checking of
Contract of
Service.
1 day Admin.
Staff
None Logbook
2. Job Orders Distribution of
DTRs after cut-
off date of job
orders to be
checked and
signed by the
supervisor.
1/2 day Admin.
Staff
None Daily
Time
Record
3. Job Orders Receiving of
DTRs and
computation of
actual services
rendered.
1/2 day Admin.
Staff
None Logbook
4. Job Orders Preparation of
Payroll and
double checking
of figures in the
payroll before
printing.
1/2 day Admin.
Staff
None Payroll
Form
5. Job Orders Preparation of
Obligation
Request, Proof
list and Vouchers
and signing by
the Admin.
Services Unit
Head together
with the payroll.
1 hr. Admin.
Staff/Head
None Obligation
Request,
Payroll &
Voucher
6. Job Orders Register the
Payroll in the
logbook and
forward the same
in the Budget
Office.
2 mins. Admin.
Staff
None Logbook
End of transaction
124
PAYROLL PREPARATION FOR LECTURERS & HONORARIUM OF REGULAR FACULTY
STEP
APPLICANT/
CLIENT
ACTIVITY
DURATION
OF ACTIVITY
(Under normal
circumstances)
PERSON IN
CHARGE
FEE
FORM
1. Faculty/Lecturers Receiving of duly
signed DTRs with
Summary of
hours rendered
duly certified by
the College Dean
and approved
Special Order
30 secs. per
faculty
Admin. Staff None Daily
Time
Record
2. Faculty/Lecturers Double checking
the actual number
of hours rendered
and preparing of
payroll/disbursem
ent voucher and
Obligation
Request.
10 mins. per
faculty
Admin. Staff None Payroll or
Disburse
ment
Voucher
Form
3. Faculty/Lecturers Preparing of
Proof list and
Disbursement
Voucher.
5 mins. Admin. Staff None Obligatio
n
Request,
Payroll &
Voucher
4. Faculty/Lecturers Certifying of
Proof list by the
Administrative
Services Unit
Head
30 secs. Administrative
Services Unit
Head
None
5. Faculty/Lecturers Registers the
payroll/disbursem
ent voucher in the
logbook and
forward the same
to the VP
Academic Affairs
Office
2 mins. Admin. Staff None Logbook
End of transaction
125
PROCESSING OF SPECIAL ORDER FOR LECTURERS/HONORARIUM CLASSES
STEP
APPLICANT/
CLIENT
ACTIVITY
DURATION OF
ACTIVITY
(Under normal
circumstances)
PERSON IN
CHARGE
FEE
FORM
1. Faculty/Lectur
ers
Preparation,
printing and signing
of Special Order by
the College
15 mins. College clerk
and Dean
None Special
Order
2. Faculty/Lectur
ers
Receiving and
checking of the
Special Order for
confirmation.
10 mins.
Admin.
receiving staff,
Admin. S.O.
checking in-
charge &
Admin. Head
None Special
Order &
Logbook
3. Faculty/Lectur
ers
Approval by the VP
Academic Affairs’
Office.
5 mins. VP Acad. office
Staff & Vice
President
None Special
Order &
Logbook
4. Faculty/Lectur
ers
Receiving of the
approved Special
Order by the
Records &
Archives Unit for
recording purposes.
5 mins. Records &
Archives Unit
staff
None Special
Order &
Logbook
End of transaction
126
HUMAN RESOURCE DEVELOPMENT AND MANAGEMENT OFFICE
FILING OF CASES AND COMPLAINTS AT THE HRDM OFFICE
• Schedule of Availability of HR Services Tuesday – Friday 7:00 AM - 6:00 PM (NO NOON BREAK)
• Who may avail of the Services
Any TSU employee, both Non-Teaching and Faculty with permanent, temporary, lecturer and job order
may go to the HRDM Office to file complaint against co-employee/s in the university.
• Requisite of a Valid Complaint
No complaint against an employee both teaching and non-teaching shall be given due consideration by
the HRDMO unless it is in writing, subscribed, and sworn to by the complainant.
• Requirements in Filing Cases at the HRDMO
1. Full name and address of the complainant.
2. Full name and address of the person complained of as well as his or her position and designation
at the university.
3. A narrative of the relevant and material facts which show the acts of omissions allegedly
committed by the employee.
4. Certified True Copies of documentary evidence and affidavits of his witness (if any).
5. The complaint must be in writing and under oath.
• How to Avail of the Service
Step Applicant/Client Service Provided Duration of Activity
(under normal Circumstances)
Person in Charge Fees
1 Submit complaint letter to the Office of the University President
The letter received by Office of the University President is endorsed to the HRDMO through Office of the Vice President for Administration and Finance
3 minutes Office of the University President & Vice President for Administration and Finance
None
2 Initial assessment and evaluation of the case by the HRDMO
30 minutes – 60 minutes
HRDM Director/ Employee Relations Officer
None
3 Attend to Interview and Mediation
The HRDMO interviews the parties involved and facilitate initial mediation and amicable settlement
1 hour – depending on the case
HRDM Employee Relations Officer and/or HRDM Director
None
4 Wait for the resolution of the case
The HRDMO submits case report and recommendation to the Office of the University President through the Vice President for Administration and Finance
1 hour – depending on the gravity of the case
HRDMO, VPAF, OUP
None
127
REQUEST FOR OTHER PERSONNEL RELATED DOCUMENTS AND REPORTS
RESPONSIBLE PERSON/S
DETAILS DOCUMENTS/ FORMS
DURATION FEE
HR Messenger/
Receptionist
Submit letter to the HR Messenger/Receptionist
Request Letter and/or attachments
1 minute
No Fee
HR Messenger and concerned HR Unit Head
Pre-assessment of the request
2 minutes
No Fee
Concerned HR Unit Head and
Staff
Preparation of the requested personnel related documents and/or reports
3-7 days No Fee
HR Messenger/
Receptionist
Release of requested document 2 minutes No Fee
128
HRDMO – RECRUITMENT, SELECTION AND PROMOTION UNIT
RECEIVING OF APPLICATION
RESPONSIBLE PERSON/S
DETAILS DOCUMENTS/FORMS
DURATION FEES
HR Staff
RSPU Staff/Concerned
Officials
RSPU Staff
Receives application *receiving of application is until the date specified in the publication for published positions.
Review of Pertinent Documents of applicants for authentication
Forwards to the RSP Staff for screening and encoding
1. Application Letter (original
only) 2. Personal Data Sheet (original
only)/Resumé 3. Official Transcript of Record 4. Certificate of units earned in
Post-graduate course/s if any.
5. Certificate of Eligibility (if applicable)
6. Certificate of Trainings/Seminar-Workshops for the last five (5) years.
7. Certificate of Awards, Plaque or Letter of Commendation for the last ten (10) years.
8. Certificate of Employment (including outside government service).
9. Performance Rating/IPCR (last 2 ratings in the present plantilla
5-10
working days
None
None
None
ISSUANCE OF DBP CERTIFICATION
RESPONSIBLE PERSON/S
PROCEDURE DOCUMENTS/FORMS
DURATION FEES
RSPU Staff
Personnel/Faculty will request a DBP Certification form from the RSP Staff
RSP Staff will give the needed requirements from the 201 file of the requestor Forwards to the RSP Staff for screening and encoding
DBP Certification Form
3-5 minutes
None
None
None
129
HRDMO - EMPLOYEES’ WELFARE UNIT
REQUEST FOR CERTIFICATION
RESPONSIBLE PERSON/S
DETAILS DOCUMENTS/FORMS DURATION FEES
Client
Request for certification by filling out the Certification/Documents Request Slip (TSU-HRD-SF-26).
1 minute
None
EWU Staff
Accept the accomplished slip and confirm other details needed, if necessary.
Accomplished Clearance Form OR Certification Template
1 minute None
EWU Staff
EWU Staff
Double-check client’s information on Human Resource Information System (HRIS) and/or on the client’s 201 File. NOTE: Double-checking of 201 File may take 1-2 working days, depending on the status of the client. Inactive/separated personnel may/may not be found in the HRIS and will be searched at the archived 201 Files.
1-2 Hour(s)
None
Prepare and print the certification based on the information found.
5 minutes
None
HRDM
Director
Sign the printed certification.
1 minute
None
EWU Staff Dry-seal the signed certification and log in the HR Monitoring Logbook for Certifications (TSU-HRD-SF-55B).
30 seconds
None
Client
Sign in the HR Monitoring Logbook for Certifications and receive the dry-sealed and signed certification.
1 minute
None
130
HRDMO - EMPLOYEE RELATIONS UNIT
SCHOLARSHIP APPLICATION
RESPONSIBLE PERSON/S
DETAILS DOCUMENTS /FORMS
DURATION FEES
Applicant and
OUP
OUP, VPAA/VPAF, and HRDMO
HRDMO, FSC/ NAPSC, and OUP
HRDMO and Applicant
The OUP shall endorse the letter to the HRDMO through the VPAA/VPAF Through the HRDMO, the FSC/NAPSC shall convene to evaluate and, if in the affirmative, shall recommend the application for approval by the OUP.
The HRDMO shall notify the applicant of the approval/disapproval of his/her application and shall facilitate the contract signing when approved
• Letter of Intent addressed to the Office of the University President through the Faculty Scholarship Committee (FSC) (for Teaching Personnel) or Non-Academic Personnel Scholarship Committee (NAPSC) with an endorsement from the College Dean/Director and concerned Vice President
• Scholarship Application Form
• Notice of Acceptance from the University or school where he/she plans to enroll
• Two (2) consecutive Very Satisfactory Performance Rating for the previous IPCR rating period
• Certificate of Employment
• Medical Certificate
2 minutes
2 minutes
7 days
7 days
No Fee
No Fee
No Fee
No Fee
131
REQUEST FOR EXTENSION
RESPONSIBLE PERSON/S
DETAILS DOCUMENTS /FORMS
DURATION
FEES
Grantee and OUP
OUP, VPAA/VPAF, and
HRDMO
HRDMO and FSC
HRDMO and
Grantee
The OUP shall endorse the letter to the HRDMO through the VPAA/VPAF Through the HRDMO, the FSC/NAPSC shall convene to evaluate and, if in the affirmative, shall recommend the request for approval by the OUP. The HRDMO shall notify in writing the applicant of the approval/disapproval of his/her
request to extend study leave.
1. Letter of intent to extend study leave with endorsement from the college dean/ director
2. Grade Reports
3. Certification from the adviser indicating the needed period by the grantee to finish the degree.
Note: Request to extend shall be made one month before the current semester or end of summer/ midyear for the FSC actions and endorsement to the OUP
2 minutes
2 minutes
7 days
2 days
No Fee
No Fee
No Fee
No Fee
132
REINSTATEMENT FROM STUDY LEAVE
RESPONSIBLE PERSON/S
DETAILS DOCUMENTS/FORMS
DURATION FEES
Grantee and
OUP
OUP, VPAA/VPAF, and
HRDMO
HRDMO and FSC
HRDMO and Grantee
The OUP shall endorse the letter to the HRDMO through the VPAA/VPAF Through the HRDMO, the FSC/NAPSC shall convene to evaluate and, if in the affirmative, shall recommend the request to reinstate for
approval by the OUP
The HRDMO shall notify the applicant in writing of the approval/disapproval of his/her request to reinstate and
facilitate return of service.
1. Letter signifying intention to return to work addressed to the OUP through HRDMO with copy furnish to FSC and concerned College Dean/ Director and VPAA/VPAF
2. Diploma or Certificate from the University where he/she graduated
3. Transcript of Records (with Special Order for Private Schools)
4. Hard copy of the Thesis/Dissertation
2 minutes
2 minutes
7 days
2 days
No Fee
No Fee
No Fee
No Fee
133
CENTER FOR GENDER AND DEVELOPMENT
Service Description: The TSU-GAD holds Gender Sensitivity and other GAD-related seminars/workshops for all
University constituents to promote understanding and open-mindedness among the participants and for them to
examine their personal attitudes and beliefs, change behavior and instill empathy into the views about themselves
and the other sex.
Service Title: CAPACITY BUILDING
STEP CLIENT PROCEDURE/
SERVICE
PROVIDED
DURATION
OF
ACTIVITY
PERSON-IN-
CHARGE
FEES FORM/REQUIREMENTS
1 Student
Organization
College/Unit
Receive request letter
from Colleges
approved by the GAD
director
1 day GAD Clerk No
fees
Request Letter from the
colleges
2 Process the request
letter from the colleges
1 day GAD Clerk No
fees
3 Prepare request budget
for the
seminars/workshop
Approved by the TSU
President
3 days GAD Staff No
fees
Request for Funding(TSU-
BMU-SF-04)
4 Prepare request to
serve meal and snacks
for the students and
facilitator. Approved
by the VP-ADMIN
and FINANCE and
VP-ILEA
1 day GAD Staff No
fees
Request to serve
meals/snacks (TSU-VPF-
SF-10)
5 Prepare materials will
use in the seminar
1 day GAD Staff No
fees
6 Request letter for the
Resource Speaker
1 day GAD Staff No
fees
Request letter Form (TSU-
GAD-SF-06)
7 Prepare voucher for
the honorarium of the
speaker. (OBR and
DV) after the conduct
of the seminar
1 day GAD Staff No
fees
Voucher (Approved Request
funding, attendance of the
participants)
8 Staff/ GAD
coordinators will
facilitate the
seminar/workshop in
the colleges
1 day
GAD
Staff/Coordinators
No
fees
Attendance Form (TSU-
GAD-SF-19)
9 Process the voucher of
the insider speaker
3 days GAD Clerk No
fees
Voucher (Approved Request
funding, attendance of the
participants)
10 Outside Speaker
honorarium will be
given on the date of
the seminar
10 minutes GAD Clerk No
fees
Voucher and
Acknowledgment Receipt
11 Prepared
Accomplishment
Report for the Seminar
Workshop
1 day GAD Clerk No
fees
End of transaction
134
Service Title: SUBMISSION OF RESEARCH PROPOSALS
Service Title: APPROVAL OF RESEARCH PROPOSALS
STEP CLIENT PROCEDURE/
SERVICE
PROVIDED
DURATION
OF
ACTIVITY
PERSON-
IN-
CHARGE
FEES FORM/REQUIREMENTS
1 Researcher
(Faculty,
Administrative
Personnel, and
University
Key Officials)
Receive the
capsule proposal
and convene the
URO to evaluate
proposal for
colloqium
7 working
days
Chairperson
for Gender
Studies/
Research
Assistant
No fees
2 Researcher
(Faculty,
Administrative
Personnel, and
University
Key Officials)
Results of the
evaluation in the
colloquium are
given to the
researchers in a
written form
stating if the
paper is a)
approved, b)
approved subject
to modification,
or c) disapproved
7 working
days
Chairperson
for Gender
Studies/
Research
Assistant/
GAD Staff
No fees
3 Researcher
(Faculty,
Administrative
Personnel, and
University
Key Officials)
Disapproved
Proposals are
returned to the
researchers
immediately after
the colloquium
7 working
days
RERC No fees
STEP CLIENT PROCEDURE/
SERVICE
PROVIDED
DURATION
OF
ACTIVITY
PERSON-
IN-
CHARGE
FEES FORM/REQUIREMENTS
1 Researcher
(Faculty,
Administrative
Personnel, and
University Key
Officials)
Call for Papers 21 working
days
Research
Assistant II
No fees
2 Researcher
(Faculty,
Administrative
Personnel, and
University Key
Officials)
The Researcher/s
submits research
capsule proposal
with their
research profile
form to Center for
Gender and
Development
(GAD)
5 minutes Research
Assistant II
No fees Capsule Proposal Form (TSU-
URO-SF-01)
Researcher’s Profile Form
(TSU-URO-SF-03)
3 Researcher
(Faculty,
Administrative
Personnel, and
University Key
Officials
The Personnel In-
charge receives
and checks the
completeness of
the documents
submitted
10 minutes Research
Assistant II
No fees Capsule Proposal Form (TSU-
URO-SF-01)
Researcher’s Profile Form
(TSU-URO-SF-03)
End of Transaction
135
4 Researcher
(Faculty,
Administrative
Personnel, and
University
Key Officials)
Approved
Proposals that are
subject to
modification are
returned to the
researchers
immediately after
the colloquium
7 working
days
RERC No fees
5 Researcher
(Faculty,
Administrative
Personnel, and
University
Key Officials)
The revised
GAD-related
proposal is
submitted back to
URO
14 working
days
Researcher/s No fees to
be
collected
Revised Research
Proposal
(TSU-URO-SF-32)
Research Revision Form
(TSU-URO-SF-24)
The authenticity of
Authorship and
Commitment to Revise
(TSU-URO-SF-07)
6 Researcher
(Faculty,
Administrative
Personnel, and
University
Key Officials)
The revised
proposal is given
to the UREC for
review attached
to the
recommendations
and evaluations
from the
colloquium
1 day URO Staff No fees to
be
collected
Revised Research
Proposal
(TSU-URO-SF-32)
Research Revision Form
(TSU-URO-SF-24)
The authenticity of
Authorship and
Commitment to Revise
(TSU-URO-SF-07)
7 UREC will
review the
proposal coming
from the URO as
to funding of the
proposal
1 month
UREC
URO Staff
No fees to
be
collected
8 Researcher
(Faculty,
Administrative
Personnel, and
University
Key Officials)
Results of the
evaluation will be
given to the
proponent in a
written form
stating if the
proposal is a) for
university
funding, b)
recommended for
external funding,
c) terminal
incentive, d)
disapproved
citing the reasons
thereof
All accepted
proposals will be
submitted to UP
UREC Evaluation Form
(TSU-URO-SF-05)
Notice of Disapproval
(TSU-URO-SF-29)
136
for final approval
9 Researcher
(Faculty,
Administrative
Personnel, and
University
Key Officials)
Notice to proceed
is given to the
researcher
1 day UREC
Secretariat
No fees to
be
collected
Notice to Proceed
(TSU-URO-SF-30)
10 GAD Office GAD shall
request a copy of
the revised GAD-
related proposal
from the URO for
monitoring
1 day Chairperson
for Gender
Studies/
Research
Assistant
No fees to
be
collected
Request Letter
(TSU-GAD-SF-06)
11 Researcher
(Faculty,
Administrative
Personnel, and
University
Key Officials)
MOA shall be
signed by the
researcher opting
to fund before the
project proposal
7 working
days
URO Staff
Researchers
No fees to
be
collected
MOA
(TSU-URO-SF-17)
12 Researcher
(Faculty,
Administrative
Personnel, and
University
Key Officials)
All approved
research
proposals will be
consolidated by
the UREC for
proper
programming
1 day URO Staff No fees to
be
collected
13 GAD will
monitor the status
of the research
until its
completion
Chairperson
for Gender
Studies/
Research
Assistant
No fees to
be
collected
End of Transaction
Service Title: IN-HOUSE REVIEW OF COMPLETED RESEARCHES
STE
P
CLIENT PROCEDURE/
SERVICE PROVIDED
DURATIO
N OF
ACTIVIT
Y
PERSON-
IN-
CHARGE
FEES FORM/REQUIREMENT
S
1 Researcher
(Faculty,
Administrativ
e Personnel,
and
University
Key Officials)
The researcher submits
his/her entry to the
URO according to the
in-house review of the
researches guidelines
10
minutes
Researcher No fees
to be
collecte
d
Research Revision
Report
(TSU-URO-SF-24)
Revised Research
Capsule Proposal
(TSU-URO-SF-32)
2 URO receives the
completed research and
files the entry
5 minutes URO Staff No fees
to be
collecte
d
3 All entries are assessed
by the VP RES and
URO-Director if the
research output is
qualified for the
presentation in the in-
house review
20
working
days
UREC No fees
to be
collecte
d
137
4 Disapproved outputs
are returned to the
researchers. If
approved, URO staff
will confirm the
acceptance of the
research output in the
in-house review of
completed researches
3 working
days
URO Staff No fees
to be
collecte
d
Notification Slip
(TSU-URO-SF-46)
5 All accepted entries are
compiled and
categorized according
to a) Social Sciences,
b) Technology
Generated, or c)
Information
Dissemination
1 Day URO Staff No fees
to be
collecte
d
Notification Slip
(TSU-URO-SF-46)
6 Conduct of in-house
review of completed
researches:
➢ Power point
presentation of the
entries
➢ Evaluation of
Entry
External Panel of
Judges (EPJ) evaluates
and reviews each entry.
They can also give
recommendations and
inputs for the
improvements of the
research output
Scores are summarized
by the EPJ and a
representative from
URO. Entries are
ranked and the three
(3) highest ranks for
each category will be
announced as winners
and will receive
certificates and cash
prizes
All participants are
given certificates of
participation
1-2 days URO
EPJ
No fees
to be
collecte
d
7 GAD will monitor the
status of the research
until its completion
Chairperso
n for
Gender
Studies/
Research
Assistant
No fees
to be
collecte
d
End of Transaction
138
Service Title: Gender-Responsive Extension Program for Short-term of Services/Activities
Service Description: The TSU-GAD provides Expertise Service through GAD-related seminars/orientations,
training, and workshops to the functional linkages (Government or Non-Government Organizations).
STEP CLIENT PROCEDURE/
SERVICE PROVIDED
DURATION
OF
ACTIVITY
PERSON-
IN-
CHARGE
FEES FORM/REQUIREMENTS
1 Submit
letter of
request to
the Records
Managemen
t Unit
The request letter will be
submitted to the Records
Management Unit, then
to the Office of the
President for
endorsement.
1 day No fees Records
Manage
ment
Unit
Staff,
VP-RES
Staff,
GAD
Staff
Request Letter
Endorsement/Action Form
Request Letter
2 GAD director will
review and assess the
requested extension
service
10 minutes No fees GAD
Staff,
GAD
Director
Request Letter
3 Wait for the
approval of
request
Inform the client on the
action taken regarding
the request as well as the
details
1 day
No fees GAD
Staff/Cl
erk
Request Letter
Endorsement/Action Form
4 Prepares all the
resources: Venue,
Supplies, Materials,
Voucher (for Resource
Speaker)
1-3 days No fees GAD
Staff
Request letter
Request for funding
Request to serve meal
Travel Order (if needed)
OBR, DV
5 Facilitate the
seminar/orientation/wor
kshop
Depends on
the number
of days
No fees GAD
Staff/G
AD
Coordin
ator
6 Prepare and submit
activity report to the
requesting party
1 day No fees GAD
Staff
Extension Service Post
Activity Report (SF-08-
Post-Activity-Report-01
End of Transaction
Service Title: Gender-Responsive Extension Program for Long-term of Services/Activities
Service Description: The TSU-GAD provides quality services within its expertise to address the identified needs of
a community by giving them a series of seminars/workshops and program development.
STEP CLIENT PROCEDURE/
SERVICE
PROVIDED
DURATION
OF
ACTIVITY
PERSON-
IN-
CHARGE
FEES FORM/REQUIREMENTS
1
Community/LGU
/Organization
Conduct series
of meetings
with the target
community
with other
stakeholders of
the program
1-2 days
No fees GAD Staff Request letter
Notice of Meeting
Attendance Sheet
Minutes of the Meeting
3 Prepares the
preliminary
activities such
as rapid
2-3 days No fees GAD Staff
and director
Focus Group Discussion
(FGD)
Notice of Meeting
Attendance Sheet
139
appraisal and
needs
assessment
activities
Travel Order
4 Prepares a
Memorandum
of Agreement
for the
extension
project
2-5 days No fees GAD Staff MOA
5 Accomplish
the Extension
Project
Proposal Form
and other
supporting
documents
1 day No fees Project
Leader/ Co-
leaders
Request Letter
Extension Service
Request Form
(TSU0ESO-SF-01)
Workplan and Monitoring
Log (TSU-ESO-SF-07)
Extension Activity and
Budget Request (TSU-
ESO-SF-38
6 Upon the
approval of the
program,
prepare all
required
documents for
the
implementation
of the
workplan
1 hour No fee GAD PEC
7 Prepares the
required
documents
1-3 hours No fee GAD STAFF Travel Orders
Special Orders
Experts Profile Form
(TSU-ESO-SF-06)
8 Prepares all
documents for
the
implementation
of the work
plan
1-2 hours No fee GAD Staff Travel Orders
Special Orders
Attendance Sheets (TSU-
ESO-SF-10/12)
Final List of Trainees
Evaluation Survey
Extension Service Post
Activity Report (TSU-
ESO-SF-08
Training Module (EESP)
Pictures/Documentation
DTR of the Faculty/Staff
Involved in the Project
9 Prepares and
submits
Terminal
Report
1-3 days No fee GAD Staff Consolidated Extension
Service Post Activity
Report (TSU-ESO-SF-08
End of Transaction
140
Service Title: TSU-GAD Funding and Program/Project Implementation
Service Description: TSU-ESO coordinates with TSU-GAD for possible funding if the project/program is GAD-
related.
STEPS CLIENT SERVICE
PROVIDER
DURATION
OF THE
ACTIVITY
FEES PERSON
RESPONSIBLE
FORM
1 Submits request
letter and
project
proposal to the
GAD Office
Receive and forward
the request letter and
project proposal to the
director of GAD
15-30
minutes
No
fees
GAD Staff Request letter
Project Proposal
2 Wait for the
approval of the
program/project
Evaluates the
Program/Project
1 day No
fees
GAD Director &
Staff
GAD Checklist
3 Prepare the required
documents
3 days No
fees
Request letter,
resource
speaker, venue
and date,
budgetary
requirements
4 Facilitate the
program/project and
do documentation
Depending
on the
number of
days
No
fees
GAD Staff Travel order
5 Prepare the post
activity report for the
requesting party
1 day GAD Staff Accomplishment
report
End of Transaction
Service Title: CHILD CARE CENTER
Service Description: The TSU-GAD had established the Child Care Center exclusively to the TSU Faculty and
Personnel.
STEP CLIENT PROCEDURE/
SERVICE
PROVIDED
DURATION
OF
ACTIVITY
PERSON-
IN-
CHARGE
FEES FORM/REQUIREMENTS
1 Faculty &
Personnel
Register the
child
5 minutes Child Care
Teacher
No
fees
Form 9 – Registration form
2 Child Evaluate the
child based on
age
5 minutes Child Care
Teacher
No
fees
3 Faculty/
personnel
Fill out
Registration
Form if the
child is qualified
and get student
number to the
Admission
Office
15mins Child Care
Teacher
No
fees
Form 9 & Xerox copy of
birth certificate
4 Child is
registered
5 mins Child Care
Teacher
No
fees
5 Child is enrolled 5 mins Child Care
Teacher
6 Children
Parent/guardian
Child attends
the Child Care
3 hrs/day
Child Care
141
Session
Parent/guardian
must fetch them
for lunch
Teacher
7 (afternoon
napping is
optional)
teacher receives
the children for
napping/
sleeping
Parents/guardian
must fetch them
for home
Child Care
Teacher
End of transaction
142
INTERNAL AUDIT SERVICES
Audit Process: Operations, Management and Special Audits
Responsible Person/s
Procedure Forms/Documents Duration Requirements/ Fees
Audit Team Leader
Director Audit Team
Leader
Audit Team Leader and Audit Staff
University President,
Director and Audit Team
Leader
Director
Director
Director Audit Team
Leader
Audit Planning Inform the Auditee about the Audit to be conducted Execution of the Audit and Report Preparation Audit Reporting Final Report Appraisal of Audit Performance Monitoring of Approved Recommendations
Audit Program Notice of Audit Request for Documents Audit Programs Audit Working Papers Draft Internal Audit Report Draft Internal Audit Report Minutes of Exit Conference Final Internal Audit Report Audit Client Survey Audit Follow-up Report
One (1) Working Day One (1) Working Day Thirty (30) Working Days One (1) Working Day One (1) Working Day One (1) Working Day Two (2) Working Days (After the period of compliance stated by the President.
None
None
None
None
None
None
None
143
BUDGET MANAGEMENT OFFICE
CERTIFICATION OF ALLOCATION OF FUND
Schedule of Availability of Service:
Tuesday to Friday 7:00a.m. – 6:00 p.m. no noon break
Who may avail of the Service: Requestor/ End User
What are the requirements: 1. Must be in writing. 2. (3) Three copies of the accomplished form (Request for Funding) and/or request letter 3. Supporting documents (pre-inspection report, funding form, travel order, invitation, etc.-if applicable)
STEP ACTION PERSON RESPONSIBLE
DURATION OF ACTIVITY
FEES
Receipt of request Receive, verifies the request form with its corresponding supporting documents
Staff
5 Minutes
No Fee
Numbering and record request
Staff does the following: 1. Validates document; 2. Record and affixed
control number on the form for reference.
Staff
5 minutes
No Fee
Reviews and signs request
Budget officer evaluates, certifies and signs
Budget Officer/ OIC
Min:5mins: Max: 3 days
No Fee
Forward/routing Release/ route the document to next approving authority
Staff 5 minutes No Fee
END OF TRANSACTION
PROCESSING OF PAYROLLS, VOUCHERS Schedule of Availability of Service:
Tuesday to Friday
7:00 a.m. to 6:00 p.m. no noon break
Who may avail of the Service: Requestor/ End User
What are the requirements: 1. (4) Four copies of Accomplished Obligation Request and Status (OBRS)
(3) Three copies of Accomplished Disbursement Voucher (DV) (3) Three copies of Payroll
2. Supporting documents (request letter, funding form, travel order, invitation, programs, trip ticket, summary of expenses, etc.-if applicable)
STEP ACTION PERSON RESPONSIBLE
DURATION OF ACTIVITY
FEES
Receipt of OBRS Receive, verifies the request form with its corresponding supporting documents
Staff
Min:5 mins Max:1day
No Fee
Numbering and record request
Receiving Staff does the following: 1. Validates document; 2. Records and affixed
control number on the
Staff
5 minutes
No Fee
144
form for reference.
Funding of request
Staff verifies and obligates for funding
Staff Min: 5mins; Max: 2hours
No Fee
Reviews and signs
Budget officer evaluates, certifies and signs
Budget Officer/ OIC
Min: 5mins Max: 2days
No Fee
Forward/routing Release/ route the document to next approving authority
Staff 5 minutes No Fee
END OF TRANSACTION
QUERIES/ ASSISTANCE ON CERTIFICATION ON ALLOCATION OF FUND
Schedule of Availability of Service:
Tuesday – Friday
7:00a.m. – 6:00 p.m. no noon break
Who may avail of the Service: Requestor/ End User
What are the requirements: 1. Record book/ Logbook. 2. A copy of the request letter or request form (PR, JO, WO, JO, OBRS, Payroll, et.al) with its corresponding
control number/ reference number. 3. Request letter from requesting unit/college and agency.
STEP ACTION PERSON RESPONSIBLE
DURATION OF ACTIVITY
FEES
Present record and/or request
Provide reply to simple queries For complex queries or concerns: request client to present request letter and advise him/her to return in a specific time or date
Staff
5 minutes
Min:30mins Max: 3days
END OF TRANSACTION
145
MANAGEMENT INFORMATION SYSTEMS OFFICE
BLOCKING AND UNBLOCKING OF RFID CARDS
Responsible
Person/s Details Duration Requirements/
Fees
Client
Client
Client
Software Unit Staff
1. Get the Request to Block/Unblock Form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. Wait for the Software Unit staff to block or unblock the RFID 4. The Software Unit staff will notify you if your RFID has been Blocked or Unblocked
Maximum of 3 days upon receipt of the request form
Request to Block/Unblock Form No Fee
CREATE AND UPDATE OF WEBSITE/WEBPAGE
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
Software Unit Staff
1. Get the Request for website/webpage update form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. Wait for the Software Unit staff to perform the request 4. The Software Unit staff will notify you if your website/webpage has been updated
Maximum of 7 working days upon receipt of the request form for website update depending on the number of pages to be updated Maximum of 20 working days* upon receipt of the request form for new website development depending on the scope of the website to be developed
Request for website/webpage update Form No Fee
146
DEVELOPMENT OF NEW SYSTEMS/PROGRAMS
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Software Unit
Staff
1. Get the System/Program Maintenance and Development Form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. The Software Unit staff will perform the request. The staff may request meetings to get more information regarding the system/program to be developed
Maximum of 7 working days upon receipt of the request form for System/Program Update depending on the scope of the update Maximum of 20 working days* upon receipt of the request form for Development of New System/Program depending on the scope of the new system/program to be developed
System/Program Maintenance and Development Form No Fee
REPORT GENERATION
Responsible
Person/s Details Duration Requirements/
Fees
Client
Client
Client Software Unit Staff
1. Get the Request for data form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. Wait for the Software Unit staff to perform the request 4. The Software Unit staff will give to you the data you requested
Maximum of 20 working days* upon receipt of the request form depending on the report to be generated.
Request for data form No Fee
RESETTING AND CREATING OF USER ACCOUNT (PRISMS, STUDENT PORTAL,
FACULTY PORTAL, EMPLOYEE PORTAL)
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
Software Unit
Staff
1. Get the Request to reset account form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. Wait for the Software Unit staff to perform the request 4. The Software Unit staff will notify you if your account has been reset
All reset of student portal account will be entertained at 3PM to 6PM on workdays Maximum of 3 days upon receipt of the request form
Request to Create / Reset User Account Form No Fee
147
UNPOSTING OF GRADESHEETS
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
Software Unit Staff
1. Get the Request for data form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. Wait for the Software Unit staff to perform the request 4. The Software Unit staff will notify you if your gradesheet has been unposted
Maximum of 3 days upon receipt of the request form
Request to unpost gradeheet No Fee
CHANGING OF POSTED SCHEDULE
Responsible
Person/s Details Duration Requirements/
Fees
Client
Client
Client
MIS Clerk
1. Get the Request to change posted schedule form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished
Maximum of 3 days upon receipt of the request form
Request to change posted schedule form No Fee
TAGGING OF FACULTY/ROOM/SCHEDULE
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
MIS Clerk
1. Get the Request to tag faculty/room/schedule form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished
Maximum of 3 days upon receipt of the request form
Request to tag faculty/room/schedule form No Fee
148
TAGGING OF HONORARIUM CLASSES
Responsible
Person/s Details Duration Requirements/
Fees
Client
Client
Client
MIS Clerk
1. Get the Tagging of honorarium form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished
Maximum of 3 days upon receipt of the request form
Tagging of honorarium form No Fee
TRANSFER OF STUDENTS
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
MIS Clerk
1. Get the Transfer of students form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished
Maximum of 3 days upon receipt of the request form
Transfer of students form No Fee
SYSTEM ACCESS/PRIVILEGE TAGGING
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
MIS Clerk
1. Get the Transfer of students form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished
Maximum of 3 days upon receipt of the request form
System Access/Privilege form No Fee
149
BIOMETRICS REGISTRATION
Responsible
Person/s Details Duration Requirements/
Fees
Client
Client
Client
Software Unit staff
1. Get the Biometrics Registration Log and Fill it up properly 2. Give the filled-up form to the Computer Programmer 3. Wait for the Computer Programmer to perform the request 4. The Software Unit staff will notify you if your request has been finished
Maximum of 3 days upon receipt of the request form
Biometrics Registration Log No Fee
COMPUTER EXAMINATION
Responsible
Person/s Details Duration Requirements/
Fees
Client
Client
Client
MIS Clerk
1. Get the System Access/Privilege form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished
1 ½ hour for the exam 30 mins for the printing of the documents 10 mins for checking of the exam
Computer Examination Log No Fee
150
INSPECTION FOR CONDEMN OF ICT EQUIPMENT
Responsible Person/s
Details Duration Requirements/ Fees
Client
Technical Inspection
Officer
Client
Client
Client
Technical
Inspection Officer
1. Client will call MIS Office
to request the technical inspection officer for the inspection of the ICT device.
2. The inspection officer will assess the ICT device based from the Memorandum of Receipt attached.
3. Client will sign the Request
for Pre-Repair / Pre-inspection Form.
4. Client will sign the Service
Request Form presented by the inspection officer.
5. Client will prepare INI.
6. Technical inspection officer will give the Pre-Repair/ Inspection form along with the INI and MR to SPMU for signature.
Maximum of 7 working days upon the receipt of the unit to be inspected and condemned
Pre-Repair / Inspection
Form
Memorandum of Receipt
Inventory and
Inspection Report of
Unserviceable Property form
Service
Request Form
No Fees
INSPECTION OF NEW ICT EQUIPMENT
Responsible
Person/s Details Duration Requirements/
Fees
SPMU Staff
Technical Inspection
Officer
SPMU Staff
SPMU Staff
1. SPMU will request inspection of new ICT devices to the inspection officer.
2. The inspection officer will proceed with the inspection of the equipment.
3. SPMU staff will present
the inspection and acceptance report to the technical inspection officer.
4. SPMU staff will sign the
service request form presented by the inspection officer.
Maximum of 3 working days depending on the type and quantity of ICT devices upon receipt of the unit to be inspected
Inspection and Acceptance Report Form
Service
Request Forms.
No Fees
151
PREVENTIVE MAINTENANCE FOR DESKTOP COMPUTER UNITS
Responsible
Person/s Details Duration Requirements/
Fees
MIS Hardware Technician
MIS Hardware Technician
Client
Client
1. MIS Hardware Technician will notify client/s scheduled for computer preventive maintenance.
2. MIS Hardware Technician
will proceed to the client/s office.
3. Wait for the preventive maintenance to be completed.
4. Sign the Preventive Maintenance Form and Service Request Form presented by the MIS Hardwar Technician.
Maximum of 7 working days depending on the quantity of computers to be maintained.
Preventive Maintenance
Form
Service Request Form
No Fees
REPAIR OF ICT EQUIPMENT
Responsible
Person/s Details Duration Requirements/
Fees
Client
MIS Hardware Technician
Client
Client
1. Client will proceed to
MIS Office or call the MIS Clerk regarding the problem encountered on the hardware.
2. The MIS Technician will
go to the client’s office to assess the problem encountered with the equipment.
3. Wait for the equipment to be repaired and delivered.
4. Sign the Service
Request Form to be presented by the technician.
Maximum of 20 working days depending on the severity of the case and availability of parts.
Service Request Form
No Fees
152
SOFTWARE INSTALLATION
Responsible Person/s
Details Duration Requirements/ Fees
Client
MIS Hardware Technician
Client
Client
1. Client will call the MIS
Clerk regarding the request of software installation.
2. The MIS Hardware
Technician will proceed to the client’s office and perform the software installation.
3. Wait for the software
installation to be completed.
4. Sign the Service Request Form to be presented by the MIS Hardware Technician.
Maximum of 3 working days upon the receipt of the request form.
Service Request Form
No Fees
CABLING FOR NEW NETWORK CONNECTION
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Network Technician / Computer Technician
Network Technician / Computer Technician
Network Technician / Computer Technician
1. Get Cabling Request Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. The Network Technician will schedule the request and check if there are available supplies. 4. The Network Technician / Computer Technician will perform the request if there are available supplies. 5. The Network Technician / Computer Technician will notify you if your request has been done already.
3 – 7 working days upon receipt of the request form and depending on the availability of supplies.
Cabling Request
Form /
No Fees
153
CREATION OF DMS ACCESS
Responsible
Person/s Details Duration Requirements/
Fees
Client
Client
Client
Network Unit Staff
1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the DMS access to be created. 4. After access is created, Network Unit Staff will give the user credentials needed to be able to use the DMS of the University.
Maximum of 3 days upon receipt of the request form
Request to
Create / Reset User Account
Form /
No Fees
CREATION OF DOMAIN ACCOUNTS
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
Network Unit Staff
1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the account to be created. 4. After account is created, Network Unit Staff will give the user credentials needed to be able to log in the TSU Network.
Maximum of 3 days upon receipt of the request form
Request to Create / Reset User Account
Form /
No Fees
154
CREATION OF EMAIL ACCOUNT
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
Network
Technician / Computer
Programmer
1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a MISO Technical Staff. 3. Wait for the Email account to be created. 4. After account is created, MISO Technical Staff will give the user credentials needed to be able to use the Email Account from TSU.
Maximum of 3 days upon receipt of the request form
Request to
Create / Reset User Account
Form /
No Fees
CREATION OF OFFICE COMMUNICATOR ACCOUNTS
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
Network Unit
Staff
1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the Office Communicator account to be created. 4. After account is created, Network Unit Staff will give the user credentials needed to be able to use the Office Communicator.
Maximum of 3 days upon receipt of the request form
Request to Create / Reset User Account
Form /
No Fees
155
NEW DESKTOP CONNECTION TO TSU NETWORK
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
Network Technician
1. Get LAN Access Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the Network Technician to perform the request. 4. Network Technician will notify you if your request has been done already.
Maximum of 3 days upon receipt of the request form
LAN Access
Form /
No Fees
RESET OF DOMAIN ACCOUNTS
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
Network Unit
Staff
1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the account to be reset. 4. After account is reset, Network Unit Staff will give the user credentials needed to be able to log in the TSU Network.
Maximum of 3 days upon receipt of the request form
Request to Create / Reset User Account
Form /
No Fees
156
RESET OF OFFICE COMMUNICATOR ACCOUNTS
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Client
Network Unit
Staff
1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the Office Communicator account to be reset. 4. After account is reset, Network Unit Staff will give the user credentials needed to be able to use the Office Communicator.
Maximum of 3 days upon receipt of the request form
Request to Create / Reset User Account
Form /
No Fees
WI-FI SETUP / DEPLOYMENT
Responsible Person/s
Details Duration Requirements/ Fees
Client
Client
Network Technician
Network Technician
1. Get Request to Request for Wi-fi Setup/Deployment Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. After processing of form and upon availability of equipment, Network Technician will configure the equipment. 4. Once equipment is configured it will be deployed to the requesting user.
3 – 7 working days upon receipt of the request form and depending on the availability of router/access point.
Request for Wi-fi
Setup/Deployment Form
/ No Fees
157
RECORDS AND ARCHIVES UNIT
A. Internal Document
Responsible Person/s
Details Duration Requirements/Fees
Documents/Forms
Review the nature/format of the communication. The document shall be duly signed by proper authority before receiving the document. Stamp using the RMU seal at the upper right portion. Assign a tracer number, date, time and initial of the receiver. Get one original copy. If the original is to be released, the records file shall indicate “Received original copy” by the data owner. Record to the appropriate logbook. Reproduce copies when necessary and distribute to colleges/offices. For distribution of semi-electronic copies: Use DMS
• if the communication is for
everybody’s compliance and/or
information.
• if recipients are more than ten
(10) different colleges/offices.
Use OC
• transmit thru Office
Communicator if recipients are
less than ten (10) of different
colleges/offices.
Staff, Receiving
and Dispatch
Two (2)
Minutes if
simple, Five
(5) Minutes if
complex
One (1)
Minute
One (1)
Minute
One (1)
Minute
Two (2)
Minutes
None
None
None
None
None
None
None
None
None
None
158
Scan and save files for (hard copy and semi-electronic) records management.
The Records Officer reviews the recorded documents, supervises the sorting before filing and inventory taking of the staff in the filing and digitization management. Summary Reports shall be prepared with the assistance of the clerk reportorial requirements
Staff, filing
and
Retrieval
None
None
Records
Officer
Filling is on the
following day
For retrieval
request: use
TSU-RAU-SF-08
form. Download
to the tsu.edu.ph
None
159
A. External Document (Received Records)
Responsible Person/s
Details Duration Requirements/Fees Documents/Forms
Review and receive the document Record the document in the assigned logbook of external documents then reproduce. Forward the recorded documents to the Office of the President. Scan and save files for (hard copy and semi-electronic) records management. The Records Officer reviews the recorded documents, supervises the sorting before filing and inventory taking of the staff in the filing and digitization management. Summary Reports shall be prepared with the assistance of the clerk reportorial requirements
Staff, Receiving
and Dispatch
Staff, Receiving
and Dispatch to
be assisted by
one staff if
necessary
Staff, filing of
hardcopies,
inventory and
disposal, Staff,
filing of semi-
electronic and
retrieval of
record request
One (1)
Minute
Two (2)
Minutes
One (1) Minute
Filling is on
the
following
day
None
None
None
None
None
Records
Officer
None
None
The staff of the
Office of the
President will receive
the record in the
TSU-RAU-SF-01
None
None
160
QUALITY ASSURANCE OFFICE
PROGRAM ACCREDITATION BY AACCUP
PROCEDURE PERSON-IN-CHARGE DURATION FEE/NO FEE
FORMS/ DOCUMENTS
Received letter from AACCUP Office regarding the schedules of accreditation for the school year.
QA Director & Staff
30 minutes
No/fee N/A
The Office prepares the annual plan of accreditation schedule in accordance with the AACCUP schedule.
Director
1 week
No/fee N/A
Sends letter of request to AACCUP which includes the annual accreditation plan and schedule for all the programs of the institution.
QA Office
1 day
No/fee N/A
Receives response letter from AACCUP granting the request date and the list of the programs to be accredited.
Staff/Director
1 month
No/fee N/A
QA office sets meeting with the college/s whose programs are to be accredited and presents the accreditation plan and schedule for the college/s programs.
QA Office
1 hour
No/fee N/A
Receives final list of accreditors from AACCUP and communicated the list to all college/s programs to be accredited.
Staff/Director
1 week
No/fee N/A
Prepares request for budget for the conduct of accreditation and payment for AACCUP.
Staff/Director 1 hour
No/fee N/A
All TSU Officials, concerned colleges and/or programs for accreditation attends in the opening ceremony of the accreditation.
TSU Officials/Concerned
Colleges & Offices /QA Office & Staff
2 hours
No/fee N/A
QA Office take charge and assists during the accreditation proper and sees to it that everything is in order from the accommodation of the accreditors, venue, logistics, documentation requirements and other needs of the accreditation as the need arises.
TSU Officials/Concerned
Colleges & Offices /QA Office & Staff
4-6 days
No/fee N/A
All TSU Officials, concerned colleges and/or programs for accreditation attends in the closing ceremony of the accreditation.
TSU Officials/Concerned
Colleges & Offices /QA Office & Staff
2 hours
No/fee N/A
The receipt of the official result of accreditation is January to June (Visit) – July (Result), July to December (Visit) – December (Result).
Quality Assurance Office
6 months after the Visit
No/fee N/A
161
PROCEDURE PERSON-IN-CHARGE DURATION FEE/NO FEE
FORMS/ DOCUMENTS
The result will be transmitted in the university and will be communicated by the QA Office to the different colleges concerned.
Quality Assurance Office
1 day No/fee N/A
CONDUCT OF CHED ACCREDITATION (RQAT, COD/COE)
PROCEDURE PERSON-IN-CHARGE DURATION FEE/NO FEE
FORMS/ DOCUMENTS
Receives memorandum circulars/ letter from CHED on the guidelines and parameters for submitting the institution for accreditation.
OUP / QA Office
1 hour
No/fee N/A
The university officials’ study and evaluates the CHED Memo/Letter and its Guidelines for proper information dissemination.
University Officials/ QA Office
2 days
No/fee N/A
Sends letter of request to CHED which stipulates the intention of the institution to undergo accreditation as well as the requested accreditation date.
QA Office
1 day
No/fee N/A
Receives response letter from CHED granting the request date of the accreditation.
Staff/Director
Indefinite
No/fee N/A
QA office sets meeting with the TSU Officials presents the accreditation guidelines, plan and schedule for the conduct of CHED accreditation.
QA Office
3 hour
No/fee N/A
A committee to work on the requirements of the accreditation is established and the duties and responsibilities of the committee is delegated to fulfill the requirements of the accreditation.
University Officials/ QA Office
1 day
No/fee N/A
Receives final list of accreditors from CHED and communicates the list to all officials/colleges/program/offices that will be subjected for accreditation
QA Office
Indefinite
No/fee N/A
Prepares request for budget for the conduct of CHED accreditation.
QA Office
1 hour
No/fee N/A
All TSU Officials, concerned colleges/ programs and offices attends in the opening ceremony of the CHED accreditation.
TSU Officials/Concerned
Colleges & Offices /QA Office & Staff
2 hours
No/fee N/A
QA Office take charge and assists during the accreditation proper and sees to it that everything is in order from the accommodation of the accreditors,
TSU Officials/Concerned
Colleges & Offices /QA Office & Staff
3-5 days
No/fee N/A
162
venue, logistics, documentation requirements and other needs of the accreditation as the need arises.
All TSU Officials, concerned colleges and/or programs for accreditation attends in the closing ceremony of the accreditation.
TSU Officials/Concerned
Colleges & Offices /QA Office & Staff
1 hour
No/fee N/A
The receipt of the official result of accreditation from CHED
OUP/ QA Office
Indefinite
No/fee N/A
The result will be transmitted in the university and will be communicated by the QA Office to the different colleges concerned.
OUP/ QA Office 3 days No/fee N/A
SENDING TSU FACULTY MEMBER/S FOR AACCUP ACCREDITOR’S TRAINING
PROCEDURE PERSON-IN-CHARGE
DURATION FEE/NO FEE
FORMS/ DOCUMENTS
Receives letter of invitation from AACCUP to send qualified faculty members for Accreditors’ Training.
QA Director & Staff
1 hour
No/fee N/A
The President together with the QA Office selects attendees of AACCUP Accreditors’ Training from the roster of qualified faculty members.
President/QA Office
2 days
No/fee N/A
Once the invitation was approved by the President, and the qualified faculty member/s is/are selected, he/she/they will be informed that he/she/they is/are among the selected qualified faculty members being invited to attend the AACCUP Accreditors’ Training.
QA Office
1 day
No/fee N/A
If the invited faculty is available in the schedule AACCUP Accreditors’ Training, the faculty member will confirm with the invitation.
Staff/ Director Faculty
No/fee N/A
The Quality Assurance Office sends confirmation letter and the list of faculty member/s that will attend in the training.
QA Office
1 hour
No/fee N/A
The QA Office prepares travel order of the qualified faculty member/s and coordinates with the AACCUP Office on the travel itinerary and communicates the details to the qualified/selected faculty member/s.
Staff/ Director
30 minutes
No/fee N/A
Once the training is done, the trained faculty member/s will give to the QA Office a copy of the certificate of appearance.
Staff/ Director After the training No/fee N/A
163
SENDING TSU FACULTY MEMBER AS PROGRAM ACCREDITOR
PROCEDURE PERSON-IN-CHARGE DURATION FEE/NO FEE
FORMS/ DOCUMENTS
Receives request letter from AACCUP to serve as program accreditors.
QA Director & Staff
2 minutes
No/fee N/A
The request letter from the AACCUP is subjected for approval of the University President.
President
1 day
No/fee N/A
Once the invitation was approved by the President, the invited faculty member will be informed that he/she is being invited by the AACCUP to serve as program accreditor.
QA Office
1 day
No/fee N/A
If the invited faculty is available in the schedule being requested by AACCUP, the faculty member will confirm with the invitation.
Staff/ Director
No/fee N/A
The Quality Assurance Office sends a confirmation letter on the requested faculty member and availability of schedule to AACCUP Office.
QA Office
1 day
No/fee N/A
The QA Office prepares travel order of the requested faculty member and coordinates with the AACCUP office on the travel itinerary and communicates the details to the requested faculty member. Details and logistics of the accreditation will be discussed by AACCUP to the invited faculty member.
Staff/ Director
1 day
No/fee N/A
Once the program accreditation was done, the invited faculty member gives the QA Office the copy of Certificate of Appearance.
TSU Officials/ Concerned Colleges & Offices/ QA Office &
Staff
After the Accreditation
No/fee N/A
164
OFFICE FOR PUBLIC AFFAIRS AND INFORMATION
A. PUBLICATION OF THE TSU BULLETIN AND QUARTERLY REPORTS
PROCEDURE PERSON IN-
CHARGE DURATION FEE/NO FEE FORMS/DOCUMENTS
OPAI receives/produces news, stories, and
article submissions. The OPAI staff will check,
scan the documents from the forwarding
college/unit/personnel or clientele.
Staff from
forwarding
college/ unit/
clientele
5 minutes NONE NONE
OPAI staff will be deployed to cover the event
and collect information. The staff will write
news or feature articles and will edit photos
that are taken from the event.
OPAI Staff Depends on
the event NONE NONE
After the event coverage, the office will edit
the content of the publication. The staff will
then proofread the articles for fact check and
corrections such as names, address, and spell
errors.
OPAI Staff 30 minutes-
1 hour NONE NONE
The Director will check and finalize the content
of the publication and will hand over to the
staff. The articles shall be collated and will be
laid out for TSU Bulletin and Quarterly Report.
OPAI
Director
30 minutes –
1 hour NONE NONE
The Business Center receives the TSU Bulletin
and Quarterly Report file and prints the
document.
Printing
Office 1-2 hours NONE NONE
The OPAI staff will distribute the TSU Bulletin
to all concerned colleges, units or offices. OPAI Staff
30 minutes –
1 hour NONE TSU-PAI-SF-02
B. REGULATION OF POSTING AND APPROVAL OF ADVERTISEMENT/ANNOUNCEMENTS
PROCEDURE PERSON IN-CHARGE DURATION FEE/NO FEE FORMS/DOCUMENTS
Client/Staff accomplishes form on
posting of tarpaulins/posters within
TSU.
Client/Staff from
Forwarding College/
Unit/ Organization
3 minutes NONE
TSU-PAI-SF-01
TSU-PAI-SF-06
TSU-PAI-SF-07
Staff receives materials for
posting/dissemination. OPAI Staff 2 minutes NONE NONE
The OPAI director/staff reviews the
content for approval of posting of
materials.
OPAI Director/Staff 3 minutes NONE NONE
The Director/Staff signs the materials
that are okay for posting and staff
encodes them to the record book.
OPAI Director/Staff 5 minutes NONE NONE
C. PUBLICATION OF NEWS, ARTICLES, ETC., ONLINE THROUGH UNIVERSITY WEBSITE
PROCEDURE PERSON IN-
CHARGE DURATION FEE/NO FEE FORMS/DOCUMENTS
Staff scans/checks the document from the
forwarding college/unit/organization, personnel
and/or clientele.
OPAI Staff 3 minutes NONE NONE
In the event, the event needs to be covered, the
staff will be deployed, collect information,
writes news or feature articles and edits photos.
OPAI Staff Depends on
the event NONE NONE
The director will then proofread the articles for
fact check and corrections such as names,
address, and spell errors.
OPAI
Director 5 minutes NONE NONE
After review, OPAI Director hands over the
documents to OPAI Staff and updates the
website with fresh news.
OPAI Staff 10 minutes NONE NONE
165
UNIVERSITY HOTEL
ROOM RESERVATION by WALK-IN GUEST
24/7 operations
Room Reservation
Responsible Person/s Details Duration Requirements/ Fees
Front Desk Agent
Front Desk Agent
Front Desk Agent
Front Desk Agent
Treat the guest warmly with readily smile as like as registered guest. Welcoming the guest/ Stating the name of the hotel/ Saying the time of the day/ Introduce herself/himself (FDA) to the guest/ Asking the guest for how can you be of help. For room reservation ask the guest his desire length of stay and room preferences. The Front Desk Agent checks whether such room is available or not in those days If the room is available quote the room rates and room facilities Reviews the accomplished reservation form and the identification card presented by the guest and have it photocopied for security and record purposes. The Front desk agent will ask to whom the reservation will be place? The Front Desk Agent may offer hotel accommodations alternatives based on the room availability or the guest agrees to send him/her to another hotel
2-3 minutes 1-2 minutes
1-3 minutes 1-3 minutes
Room Rates
Single -1,200Php Double-1,400Php Triple- 1,700Php Quadruple -2,200Php Suite Room-3,500Php Quadruple min of 8 person Student Rate 375Php/person Gabriella Functon Room -6,000Php -1,000Php(For every succeeding hour) Rooftop (Priscilla Hall) -6,000Php -1,000Php (For every succeeding hour) Mini Conference Room -3,000Php
Reservation Form Identification Card
166
UNIVERSITY HOTEL
ROOM RESERVATION (PHONE/ ON-LINE)
24/7 operations
Responsible Person/s Details Duration Requirements/ Fees
Front Desk Agent
Front Desk Agent
Front Desk Agent
Answering queries received through e-mails and/or phone calls. Sell the rooms and function/banquet spaces, if needed do up-selling. FDA Checks the incoming E-mail time to time. The Front Desk Agent checks whether such room is available or not in those days If the room is available quote the room rates and room facilities. Reviews the accomplished reservation form and the identification card presented by the guest and have it photocopied for security and record purposes.
1-2 minutes
1-2 minutes
2 minutes
Room Rates
Single -1,200Php Double-1,400Php Triple- 1,700Php Quadruple -2,200Php Suite Room-3,500Php Quadruple min of 8 person Student Rate 375Php/person Gabriella Functon Room -6,000Php -1,000Php(For every succeeding hour) Rooftop (Priscilla Hall) -6,000Php -1,000Php (For every succeeding hour) Mini Conference Room -3,000Php
Front Desk Agent
Front Desk Agent
Front Desk Agent
for accommodations. The Front Desk Agent announces the total bill and ask for the mode of payment The front desk agent receives payment for cash transactions and issued an official receipt. The Front Desk Agent generates the confirmation letter and present it to the guest or may send it to thru e-mail. The Front Office Agent thanks the guest for choosing the hotel.
1-3 minutes 1-2 minutes 1-2 minutes
Confirmation Letter
167
Front Desk Agent
Front Desk Agent
Front Desk Agent
Front Desk Agent
The Front desk agent will ask to whom the reservation will be place? The Front Office Agent sends the quotation via E-mail /or informing the guest via phone call. 1. Check official TSU
hotel account if deposit has been made
2. Seek for the scanned copy of the original deposit slip
Block the room and date
preferred by the
client/guest after the
deposit transaction has
been validated
The Front Desk Agent sends the confirmation letter to the guest’s email account.
1 minute
3 minutes
168
LAUNDRY SERVICES 24/7 operations
REQUIREMENTS:
Cash Payment
STEPS FEES FORMS PROCESSING TIME PERSON IN-CHARGE
1. Guest shall fill out the Laundry Request Form and shall request for pick-up either through the Housekeeping or through the Front Desk.
WASH-DRY-
FOLD
-35Php/kilo and below - Minimum of 5kg (30Php) - Below 5kg (35php)
LAUNDRY SERVICE
REQUEST FORM
1-2 minutes
Housekeeping
Personnel
2. Upon pick-up of the laundry items, the attending staff will check items on the list in front of the guest if he is around. If the guest is not around, the checking shall be done in the presence of a floor guard, a room boy or a supervisor who will serve as witness to any noted damage.
WASH-DRY-PRESS
- Delicate Cloth,
Suits, Long Sleeves Polo --80.00 per piece T-Shirt, Polo Shirt
, Slacks, Maong
Pants -50 per
piece
LAUNDRY SERVICE
REQUEST FORM
Housekeeping
Personnel
3. After making sure that the guest count tallies with the hotel count, the housekeeping personnel will weigh the soiled guest laundry and will write their name and sign on the laundry service request form for control and monitoring purposes.
PRESS ONLY Delicate Cloth, Suits, Long Sleeves Polo --70.00 per piece T-Shirt, Polo Shirt , Slacks, Maong Pants -30 per piece
LAUNDRY SERVICE
REQUEST FORM
1-2 minutes
Housekeeping
Personnel
4. The FDA will do the calculations on how much the guest will be paying and recheck the form if it was properly filled- up by the guest and the housekeeping personnel then, FDA will write control numbers on the forms.
LAUNDRY SERVICE
REQUEST FORM
2-3 minutes
Front Desk Agent
5. Then, the FDA will rewrite all the needed information of the guest in the Guest Laundry Summary for records purposes wherein the first copy will be given to the guest and the second one will be attached to the hamper.
LAUNDRY SERVICE
REQUEST FORM
GUEST LAUNDRY SUMMARY
2-3 minutes
Front Desk Agent
6. Housekeeping Personnel will take the guest laundry in the Laundry Area.
1 minute
Housekeeping
Personnel
7. The laundry attendant will count and double check the items against the Laundry Service Request Form.
LAUNDRY SERVICE
REQUEST FORM
5 minutes
Laundry Attendant
169
8. Sort and classify the guest laundry, then place the appropriate load in the washing machine.
2-2.5 hours/guest (depending on the weight/type of the
items.
Laundry Attendant
9. The washer should hand-wash with care the items sent for hand-washing.
15-30 minutes (depending on the weight/type of the
items.
Laundry Attendant
10. Once finished, if the item needs no further processing, it shall be folded and placed on its appropriate clean hampers for pick-up of the guest.
10-15 minutes
Laundry Attendant
11. The Front Desk Agent/ Housekeeping Personnel will double check whether the processed laundry items of the guest/s are paid. If paid, then it is ok already for releasing.
LAUNDRY SERVICE
REQUEST FORM
2-3 minutes
Front Desk Agent/
Housekeeping Personnel
170
TECHNOLOGY, DEVELOPMENT, TRANSFER AND COMMERCIALIZATION
OFFICE
TRADEMARK APPLICATION ASSISTANCE
STEP CLIENT PROCEDURE/ SERVICE
PROVIDED
DURATION OF
ACTIVITY
PERSON-IN-CHARGE
FEES FORM/REQUIREMENTS
1 Applicant (External
or internal)
Fill out and submit request for trademark
application assistance and
trademark application form
20 minutes TDTCO Staff No fees to be collected
Service Request Form Trademark Application
Form
2 The Director endorses the
request to the Vice President
for Research and Extension
Services (VP-RES)
1 day TDTCO Director
No fees to be collected
Service Request Form with attached
Trademark Application Form
3 The VP-RES recommends the approval of the request to the
University President
1 day VP-RES No fees to be collected
Service Request Form with attached
Trademark Application Form
4 The TDTCO personnel files
an online trademark application
1 hour TDTCO Personnel
No fees to be collected
Print out of online application
Filing number
5 The applicant pays the
corresponding filing fees
7 days (maximum)
Applicant IPOPHL approved fees depending on the scope of application
Proof of payment
6 Processing and examination of application and issuance notice
of allowance c/o the University
6 months (average)
Intellectual Property
Office of the Philippines (IPOPHL)
No fees to be collected
7 Applicant pays publication and registration fees
c/o the University
2 months (maximum)
Applicant 1st and 2nd Publication fees
Certificate of Registration fee
Notice of allowance
8 IPOPHL issues certificate of
registration c/o the University
3 months (average)
IPOPHL No fees to be collected
9 TDTCO 1 day TDTCO No fees to be Transmittal form or
171
personnel forwards
certificate to applicant
personnel collected receiving copy
END OF TRANSACTION
COPYRIGHT DEPOSIT ASSISTANCE
STEP CLIENT PROCEDURE/ SERVICE
PROVIDED
DURATION OF ACTIVITY
PERSON-IN-CHARGE
FEES FORM/REQUIREMENTS
1 Applicant (External or
internal)
Fill out and submit request for
copyright deposit and submit
requirements
20 minutes TDTCO Staff No fees to be collected
Service Request Form Application for
Copyright Deposit Deed of Assignment (if
applicable) Copy of work
2 The Director endorses the
request to the Vice President for
Research and Extension Services
(VP-RES)
1 day TDTCO Director
No fees to be collected
Service Request Form with other
requirements attached
3 The VP-RES recommends the approval of the request to the
University President
1 day VP-RES No fees to be collected
Service Request Form with other
requirements attached
4 Applicant pays the copyright deposit
fee c/o the University
5 minutes Applicant TDTCO
Personnel
Copyright deposit fee
5 TDTCO files application at the National Library of
the Philippines (NLP) and pays fee
1 day TDTCO personnel
Copyright deposit fee
Application for Copyright Deposit
Deed of Assignment (if applicable)
Copy of work
6 NLP processes application
1 month NLP No fees to be collected
7 TDTCO personnel picks up certificate
of deposit
1 day TDTCO personnel
No fees to be collected
8 TDTCO personnel forwards
certificate (or certified copy) to
applicant
1 day TDTCO personnel
No fees to be collected
Transmittal form or receiving copy
END OF TRANSACTION
172
CIVIL SECURITY UNIT
Application Forms (Permit to Stay and Overnight Parking)
Responsible
Person/s Details Duration Requirements/
Fees
Administrative
Aide
Administrative Aide
Administrative
Aide
Head Guards
Chief of
Operations
Unit Head
Forms must be Accomplished by the Requester. Evaluate the form before certifying to the authorities. If the information is not complete, Requester must accomplish the missed requirement. If the information is complete, it will sign by the authorities.
1-2 Mins.
1 Min.
1-2 Mins.
NONE
NONE
NONE
Procedure for CCTV Review
Responsible Person/s
Details Duration Requirements/ Fees
Administrative Aide
Administrative Aide
Administrative Aide Chief of Operation
Unit Head
Administrative Aide
Head Guards
Chief of Operations
Unit Head
Asking information regarding to the CCTV footage review. Review the CCTV Footage in given specific time. Request address to the University President through Data Privacy Officer if the CCTV footage is needed as evidence in the investigation. Requester must accomplish the log sheet before leaving the office.
1 Min.
As needed
As needed
1 Min.
NONE
NONE
Approved Letter
NONE
173
Procedure for Lost and Found
Responsible Person/s
Details Duration Requirements/ Fees
Administrative Aide
Security Guard on Duty
Administrative Aide
Security Guard on Duty
Administrative
Aide
Security Guard
on Duty
Chief of
Operations
Accepting the lost and found items and keep in a safe compartment. Evaluating and asking more information as part of document purposes. Asking for information as part of document purposes.
1 Min.
1 Min.
1 Min.
NONE
NONE
1 Valid Identification
Card
Procedure for Action on Complaint
Responsible Person/s
Details Duration Requirements/ Fees
Administrative Aide
Security Guard on Duty
Head Guard
Security Guard on Duty
Head Guard Chief of
Operation
Head Guard
Chief of
Operation
Unit Head
Gathering of information from the complainant and other factors. Preparing a black and white testimony by the complainant. Investigators are also preparing for spot report and blotter at the logbook. If the findings have probable cause, then endorse to the higher authority. If not, amicable settlement is observed as an option.
As needed
As needed
As needed
NONE
NONE
NONE
174
PROCUREMENT UNIT
PROCEDURES ON THE PREPARATION AND SUBMISSION OF ANNUAL PROCUREMENT PLAN (APP)
PERSON RESPONSIBLE
DETAILS
DURATION
FEE
BAC Secretariat
BAC Secretariat
VP for Administration and Finance
Central Records In-Charge
Bac Secretariat
BAC Secretariat and PPMP
Evaluation Committee
BAC Secretariat
BAC Secretariat and Budget Officer
BAC Secretariat BAC Chairs Chief CAO
VP for Admin. And Finance President
BAC Secretariat
BAC Secretariat
OPAI Staff
BAC Secretariat
The BAC Secretariat shall receive and logged the Approved PPMP of each Offices/Unit/Colleges of the University. The BAC Secretariat will prepare a schedule to the evaluation of PPMP for each units and offices/colleges The BAC Secretariat shall forward the Schedule of PPMP Evaluation for approval The BAC shall forward the approved Schedule of PPMP Evaluation to the Central Records Office to inform units/colleges/offices on the scheduled evaluation The BAC shall notify the PPMP Evaluation Committee in writing on the Scheduled PPMP Evaluation The BAC shall arranged, documents and assist the PPMP Evaluation Committee during the Evaluation The BAC Secretariat shall consolidate the evaluated PPMP The BAC shall forward the consolidated APP to the Budget Office for the allocation of funds The BAC shall forward the Funded Consolidated APP to be signed by authorized signatory The BAC shall submit the approved APP to the Government Procurement Policy Board (GPPB) and PS-DBM through on-line and directly to the office of the GPPB The BAC Secretariat shall post to the Transparency seal an conspicuous places the Approved APP stamped received by the GPPB and duly stamped by the OPAI for posting. The BAC Secretariat shall file the approved APP of the University.
March to April of the current year (Two
Months)
One day
One day
One day
One day
May to June of the current year ( two
months)
July of the current year
(one month)
July of the current year (one month)
First week of August of the current year (one
week)
One day
One day
One day
None
None
None
None
None
None
None
None
None
None
One day
None
175
PROCEDURES ON THE SALE OF BIDDING DOCUMENTS
PERSON RESPONSIBLE
DETAILS
DURATION
FEE
BAC Secretariat BAC Secretariat Cashiering staff BAC Secretariat
The BAC Secretariat shall receive the letter of intent from prospective bidders The BAC Secretariat will assess the payment The contractor shall pay the fee at the cashiering unit The BAC shall require the prospective bidder/supplier a photocopy of his/her official receipt and issue complete set of bidding documents
5 mins.
5 mins
5 mins
5 mins.
None
More than 1M up to 5M= 5,000 More than 5M up to 10M= 10,000 More than 10M up to 50M= 25,000 More than 50M up to 500M= 50,000 More than 500M= 75,000 More than 1M up to 5M= 5,000 More than 5M up to 10M= 10,000 More than 10M up to 50M= 25,000 More than 50M up to 500M= 50,000 More than 500M= 75,000
None
PROCEDURES ON THE SUBMISSION OF PURCHASE REQUEST
PERSON RESPONSIBLE
DETAILS
DURATION
FEE
Document Controller/Receiving Staff Unit Head
Document Controller
The duly signed Purchase Request with supporting documents by shall be received and logged by the unit and attached form for the number of day to process. Period of Action-SF 076 Supporting docs: Duly signed SAI Funding form (for request not included in the approved APP) Designs/layout (if applicable) The unit head shall review and identify the number of days to process and signed the Period of Action Form The documents will be forwarded to the Budget of Office for
Counter signed as to funding of request
5 mins
5 mins
5 mins
None
None
None
176
PROCEDURES ON THE PROCESSING OF PURCHASE REQUEST/WORK ORDER
PERSON RESPONSIBLE
DETAILS
DURATION
FEE
Receiving Staff Receiving Staff BAC Secretariat BAC Secretariat Document controller and BAC Secretariat BAC Secretariat BAC Secretariat Canvassing Staff Canvassing Staff/BAC Secretariat Bac Secretariat Canvassing Unit Canvassing Staff
Receipts of Approved Request
The Receiving staff shall forward the Approved Purchase Request/Job Order to the BAC Secretariat Section for processing
The BAC Secretariat shall affixed control number on the Approved Purchase Request/Job Order The BAC Secretariat shall forward the Approved PR/JO to the BAC Chair for the identification of mode of procurement (SF -075) The BAC Secretariat will forward the approved PR/JO to the DCC for the preparation of Request for Quotation and retain documents for processing under public bidding The BAC shall prepare the bidding documents for the processing of request under public bidding The BAC shall post to the philgeps those request for public bidding The Canvassing Section shall post those request to be process under alternative Mode of Procurement with below 50,000 ABC The BAC Secretariat shall prepare the conduct public bidding for request to be undertaken through public bidding The Canvassing Unit will conduct canvassing for request undertaken through alternative mode of procurement The BAC shall prepare BAC resolutions for projects completed which are undertaken through public bidding and BAC Resolutions for request undertaken through alternative mode of procurement with a ABC above 50,000 The Canvassing shall forward the sealed quotation of contractors/suppliers to the TWG-Technical and end-user for the evaluation of items. The Canvassing Unit shall prepare the Abstract of Quotation for request undertaken through alternative mode of procurement
5 mins
5 mins
5 mins.
10 mins.
15 mins
2 days
1 hour
1 hour
min. of 28 days; max of 58 days (with failed bidding)
1 to 3 days
30 mins
1 day
Min. of 30 mins; max of 2 hours
None
None
None
None
None
None
None
None
None
None
None
None
None
177
Document Controller BAC Secretariat Contract Mgt. Staff Contract Mgt.Staff President Unit Head Contract Mgt. Staff Budget Officer Contract Mgt. Staff Contract Mgt. Staff Contract Mgt. Unit BAC Secretariat Canvassing Staff Document Controller
The Canvassing Unit shall route the Abstract of Quotation for signing by the BAC Members The BAC Secretariat shall forward the completed projects undertaken through public bidding together will all supporting documents to the Contract Mgt. Unit for the preparation of Notice of Award and Purchase Order for the projects undertaken through alternative mode of procurement Notice of Award shall be forwarded to the Office of the President for Approval. Countersigned the Purchase Order The Contrat Mgt. Unit shall forward the duly countersigned PO/WO to the Budget Office for obligation for funds Issue copy of duly approved Notice Of Award/Purchase Order/Work Order to suppliers/contractor for signing/confirmation though phone call or sending of scanned copy through mail The Contract Mgt. Unit shall forward copy of duly confirmed PO/WO to the Commission On Audit All complete documents shall be forwarded to the SPMU for the fulfillment of contracts. Docs: Purchase Order Work Order Contracts And all supporting documents For transparency the BAC shall post the awarded projects/contracts at the TSU website, conspicuous place and philgeps
Depends on the availability of the
BAC Members; max of 1 day
Min. 15 mins; max 30 mins.
1 day (depends on the availability of signing officer)
5 mins.
5 mins.
Min. of 30 mins; max 2 days
5 mins.
10 mins.
Min. of 5 min; max of 1 hour
None
None
None
None
None
None
None
None
None
178
PROCEDURES ON THE CANVASSING OF REQUEST
PERSON RESPONSIBLE
DETAILS
DURATION
FEE
Canvassing Staff Canvassing Staff Canvassing Staff
The Canvassing Unit shall post the Request of Quotation at the Philgeps with ABC above 50,000 Distribute RFQ to all eligible contractors/suppliers The Canvassing Staff shall retrieve all RFQ distributed to all eligible contractors/suppliers
Min. of 3 days; maximum of 5 days
1 to 3 days
1 hour
None
None
None
PROCEDURES ON THE PERFORMANCE EVALUATION OF CONTRACTORS/SUPPLIERS
PERSON RESPONSIBLE
DETAILS
DURATION
FEE
Contract Mgt. staff
Contract Mgt Unit Unit Head
The Contract Mgt. Unit shall distribute performance evaluation form to all completed projects The Contract Mgt Unit shall prepare a monthly report on the result of performance evaluation conducted to all suppliers/contractors to be submitted to the Head of the Unit After review and checking on the report submitted by the Contract unit, the unit head shall transmit
the report to the OIC CAO
1 day
30 mins
30 mins
None
None
179
FACILITIES DEVELOPMENT AND MANAGEMENT OFFICE
PROCESSING OF BILLING FOR INFRASTRUCTURE PROJECTS:
MOBILIZATION, PROGRESS BILLING, FINAL BILLING AND RETENTION MONEY
RESPONSIBLE
PERSON/S DETAILS DURATION FEES
PMU-FDMO Clerk
PMU-FDMO Project in Charge (PIC)
PMU-FDMO Clerk, Records Office Clerk OUP Clerk, VPAF Clerk, FDMO Clerk, PMU-FDMO Clerk PMU-FDMO Project in Charge(PIC) PMU-FDMO, Infrastructure Project Inspection Team (IPIT) PMU-FDMO Project in Charge, FDMO – PMU Clerk
FDMO-PMU
Technical Staff, PMU-FDMO Clerk
PMU-FDMO Clerk,
Accounting
Contractor forwards Letter of Intent and other requirements to the PMU-FDMO Office Receive and stamp the submitted request Preliminary review and checking of submitted documents of the Contractor Receive, stamp and forward letter to the OUP OUP forwards letter to VPAF, FDMO & PMU-FMDO PMU-FDMO Head endorsed documents to the Person In Charge (PIC) and conduct site inspection and evaluation PMU-FDMO Project in Charge prepares the necessary documents for approval FDMO – PMU Head and FDMO Director recommend the approval of Contractor’s Request FDMO – PMU Clerk circulates for signatories PMU-FDMO Technical Staff evaluates and reviews the supporting
15 minutes
30 minutes
15minutes
60minutes
2 weeks
180 minutes
30 minutes
60 minutes
30 minutes
None
None
None
None
None
None
None
None
None
180
Office Staff FDMO – PMU Clerk
documents and prepares the ORS/DV for approval FDMO – PMU Clerk circulates for signatories Forward the documents to the Accounting Office for processing of payment.
60 minutes
15 minutes
Total: 14.35 Working Days / 3
Weeks
None
None
181
UNIVERSITY AND BOARD SECRETARY
NAME OF SERVICE
REQUIREMENTS NEEDED
PROCEDURE PERSON
RESPONSIBLE MAXIMUM
TIME FEE
1
Request for Resolutions passed and approved by the Academic Council, Administrative Council and Board of Regents
1. Request Form
1. Submit request form to the Clerk Clerk 1 minute No Fee
2. Pre-assessment of the request University/Board
Secretary 2 minutes No Fee
3. Preparation of the requested resolutions (either Academic, Administrative or Board resolution)
University/Board Secretary
1-3 days No Fee
4. Release of requested document Clerk 2 minutes No Fee
182
SUPPLY AND PROPERTY MANAGEMENT UNIT
RECEIPT OF DELIVERIES OF SUPPLIES, MATERIALS AND EQUIPMENT
Schedule of Availability of Service:
• Tuesdays to Fridays from 7:00 AM to 4:00 PM
Who may avail of the service:
• Suppliers, Contractors
Documentary Requirements:
• Approved Purchase Order (PO) / Work Order (WO)
• Original copy of Invoice / Delivery Receipt / Certificate of Job Completion
How to avail the service:
STEP
CLIENT
ACTIVITY
DURATION OF
ACTIVITY
PERSON IN
CHARGE
FEE
FORM
1
Supplier
presents
required
documents to
personnel-in-
charge for the
delivery of
items
Checks completeness
of documents
5 minutes
Supplies &
Materials
(S&M) Staff
Property, Plant
& Equipment
Staff (PPE)
Staff
None
Purchase
Order (PO) /
Work Order
(WO)
2 Delivery of
item/s
Checks and receives
delivery of item/s if
in conformity with
the specifications
indicated in the PO /
WO; counts the items
delivered
Prepares and issues
Request for
Inspection to
Inspection
Committee Member/s
Checks and inspects
the item/s if in
conformity with the
specifications
15 minutes*
10 minutes
15 minutes*
S&M Staff
PPE Staff
S&M Staff
PPE Staff
Inspection
Committee
Member/s
None
None
None
PO / WO
Request for
Inspection
PO / WO
183
indicated in the PO /
WO
3
Acceptance of
Delivery
Accepts the item/s
delivered; signs
Inspection and
Acceptance Report
(IAR); furnished
copy of IAR to
concerned offices
Posts delivered items
manually and
electronically in the
stock/ledger card and
supply inventory
system
Prepares
Disbursement
Voucher (DV);
checks and validates
attachments;
forwards DV to end-
user to certify
expenses incurred
under his/her direct
supervision
10 minutes*
20 minutes*
10 minutes
S&M Staff
PPE Staff
Inspection
Committee
Member/s
S&M Staff
PPE Staff
SPMU Clerk
SPMU Head
End-user
None
None
None
Inspection
and
Acceptance
Report (IAR)
Stock Card
Ledger Card
Disbursemen
t Voucher
(DV)
Note: * duration of activity depends on the quantity, installation and training/s needed for the delivered
item/s
184
ISSUANCE OF SUPPLIES, MATERIALS AND EQUIPMENT
Schedule of Availability of Service:
• Tuesdays to Fridays from 7:00 AM to 5:00 PM
Who may avail of the service:
• End-users (Offices, Units, Colleges)
Documentary Requirements:
• Requisition and Issue Slip
• Property Acknowledgement Receipt (PAR)
• Inventory Custodian Slip (ICS)
How to avail the service:
STEP
CLIENT
ACTIVITY
DURATION OF
ACTIVITY
PERSON IN
CHARGE
FEE
FORM
1
Receives
notice for
available items
Prepares and issues
notice to end-users
for the availability of
items
10 minutes
Supplies &
Materials
(S&M) Staff
Property, Plant
& Equipment
Staff (PPE)
Staff
None
Notice to
Prepare
Requisition
and Issue
Slip
Notice on
Delivered
Equipment
2 Presents
accomplished
Requisition
and Issue Slip
(RIS) for
supplies and
materials
Checks, approves and
records the
availability of items
Prepares and signs
Inventory Custodian
Slip (for small
tangible items with
estimated useful life
of more than one
year)
Prepares and signs
Property
Acknowledgement
Receipt (PAR) for
PPE
5 minutes
5 minutes
5 minutes
Receiving Clerk
SPMU Head
S&M Staff
S&M Staff
PPE Staff
SPMU Head
End-
user/Accountabl
e Person
PPE Staff
SPMU Head
End-
user/Accountabl
e Person
None
None
None
Requisition
and Issue
Slip (RIS)
Inventory
Custodian
Slip (ICS)
Property
Acknowledg
ement
Receipt
(PAR)
3
Receipt of
items
Checks, counts and
issue items to end-
users
10 minutes*
S&M Staff
PPE Staff
None
RIS
ICS
PAR
185
Posts issued items
manually and
electronically in the
stock/ledger card and
supply inventory
system
20 minutes*
S&M Staff
PPE Staff
None
Stock Card
Ledger Card
Note: * duration of activity depends on the quantity of requested and issued items
DISPOSAL OF UNSERVICEABLE SUPPLIES, MATERIALS AND EQUIPMENT
Schedule of Availability of Service:
• Tuesdays to Fridays from 7:00 AM to 5:00 PM
Who may avail of the service:
• Interested bidders
Documentary Requirements:
• Mayor’s Permit
• Latest Income Tax return
How to avail the service:
STEP
CLIENT
ACTIVITY
DURATION OF
ACTIVITY
PERSON IN
CHARGE
FEE
FORM
1
Inquires/
secures
bidding
guidelines
Issues bidding
documents to
interested bidder/s
10 minutes
Disposal Staff
None
Bidding
documents
2
Inspection of
items
Inspects the items for
disposal
30 minutes*
Disposal Staff
None
Certificate of
Inspection
3
Attends Pre-
bid Conference
Clarifies any
concerns with the
items/ for disposal,
scope of work and
other details of the
requirements
30 minutes**
BAC on
Disposal
None
None
186
4
Submit a
sealed bid
Opening of bids
Evaluation of bids
within seven (7)
working days from
Pre-Bid
Conference
within three (3)
working days
BAC on
Disposal
None
Technical
and Financial
Documents
5
Receipt of
Notice of
Award
Prepares and issues
Notice of Award to
the winning bidder
1 day
Disposal Staff
University
President
None
Notice of
Award
6
Payment of bid
amount
Receives payment
and issue Official
Receipt
within five (5)
days upon
receipt of NOA
Cashier
Bid
amou
nt for
the
proje
ct
None
7
Submit
Official
Receipt
Records Official
Receipt Number;
prepares and issues
gate pass
10 minutes
Disposal Staff
None
Official
Receipt
Gate pass
8
Hauling of
unserviceable
items
Checks and verifies
items and documents
within seven (7)
days upon
receipt of NOA
Disposal Staff
Guard on duty
None
Gate pass
Note: * duration of activity depends on the location of items for disposal
** duration of activity depends on the number of interested bidder/s
187
ISSUANCE OF CLEARANCE FOR PROPERTY ACCOUNTABILITY
Schedule of Availability of Service:
• Tuesdays to Fridays from 7:00 AM to 5:00 PM
Who may avail of the service:
• Teaching and Non-Teaching personnel with plantilla items
How to avail the service:
STEP
CLIENT
ACTIVITY
DURATION
OF ACTIVITY
PERSON IN
CHARGE
FEE
FORM
1
Submit
University
Clearance
Receives
accomplished
clearance form
1 minute
PPE Inventory
Staff
None
Clearance
Form
2
Verifies property
accountability of
client
10 minutes
PPE Inventory
Staff
None
PAR / ICS
3
Client without
property
accountability
Signs the clearance
for property
accountability
1 minute
SPMU Head
None
None
4
Client with
property
accountability
Checks and verifies
property
accountability
10 minutes*
SPMU Head
None
None
5
Client with
missing property
accountability
Prepares and
computes the book
value of missing
property based on
E-NGAS
30 minutes**
PPE Inventory
Staff
Accounting Staff
Disposal
Committee
None
List of
Missing
Property
6
Payment of
corresponding
amount
Receives payment
and issue Official
Receipt
5 minutes
Cashier
None
None
7
Submit
photocopy of OR
as proof of paid
accountability
Records OR No.
and initials
clearance for
property
accountability
10 minutes
PPE Inventory
Staff
None
None
8
Signs the clearance
for property
accountability
1 minute
SPMU Head
None
None
Note: * duration of activity depends on the quantity and if property accountability is/are not found in
station
** duration of activity depends on the quantity of missing property accountability
188
MOTORPOOL UNIT
Front Line Service:
Scheduling of Travel
STEP/ PROCESS
DURATION REQUIREMENTS FEES PERSON/S LOCATION
CLIENT PROVIDER RESPONSIBLE
1. Submit
approved
Travel
Order
Check the
important
details of the
Travel Order
and other
attachment/s
1 Min.
(2) copies of
approved Travel
Order
NONE Motorpool
Staff
Main
Campus
Check the
availability of
service
vehicle and
driver, based
on the date
and time of
travel.
1 Min. NONE NONE Motorpool
Staff
Main
Campus
Give
confirmation
if the request
is already on
schedule.
1 Min. NONE NONE Motorpool
Staff
Main
Campus
Inform the
client if the
request is on
Re-schedule
due to
unavailability
of Service
Vehicle.
1 Min. NONE NONE Motorpool
Staff
Main
Campus
END OF TRANSACTION
189
Republic of the Philippines
TARLAC STATE UNIVERSITY
Romulo Blvd., San Vicente Tarlac City
CUSTOMER FEEDBACK FORM
0000000000000000000
Here at Tarlac State University, it is our duty to serve you. Your participation in completing this form is greatly appreciated
and will be taken seriously. Please let us know about your experience. Your honest feedback will help us serve you better and improve our service standards.
Kindly check (✔) the box that
corresponds with your answer.
Very Good
(9-10)
Good (7-8)
Average
(5-6)
Poor (3-4)
Very Poor
(1-2)
1. QUALITY
satisfactory and professional service was given
2. PROMPTNESS The staff responded vimmediately
3. RESULT OF SERVICE
provided the required service/document/information
OVERALL APPRAISAL
OTHER SUGGESTIONS/COMMENTS: ________________________________________________________________________________________________________________________________________________________________________________________________________________________
Kindly drop the accomplished feedback form in the appropriate box provided by the concerned office you are evaluating. Thank you!
Form No.: TSU-HRD-SF-132 Revision No: 00 Effectivity Date: March __, 2019 Page 1 of 1
Name (Optional):_________________________________________________
Date: _______________________ Contact No.:___________________
Office/College:__________________________________________________
Service Availed: ________________________________________________
Name of Servicing Staff: _________________________________________
Republic of the Philippines
TARLAC STATE UNIVERSITY
Romulo Blvd., San Vicente Tarlac City
CUSTOMER FEEDBACK FORM
0000000000000000000
Here at Tarlac State University, it is our duty to serve you. Your participation in completing this form is greatly appreciated
and will be taken seriously. Please let us know about your experience. Your honest feedback will help us serve you better and improve our service standards.
Kindly check (✔) the box that
corresponds with your answer.
Very Good
(9-10)
Good (7-8)
Average
(5-6)
Poor (3-4)
Very Poor
(1-2)
1. QUALITY
satisfactory and professional service was given
2. PROMPTNESS The staff responded vimmediately
3. RESULT OF SERVICE
provided the required service/document/information
OVERALL APPRAISAL
OTHER SUGGESTIONS/COMMENTS: ________________________________________________________________________________________________________________________________________________________________________________________________________________________
Kindly drop the accomplished feedback form in the appropriate box provided by the concerned office you are evaluating. Thank you!
Form No.: TSU-HRD-SF-132 Revision No: 00 Effectivity Date: March __, 2019 Page 1 of 1
Name (Optional):_________________________________________________
Date: _______________________ Contact No.:___________________
Office/College:__________________________________________________
Service Availed: ________________________________________________
Name of Servicing Staff: _________________________________________
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