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ADMINISTRATIVE MANUAL-1ST Draft Page 1
INTRODUCTION
Brief History of the University
SKSU, formerly Sultan Kudarat Polytechnic State College (SKPSC) was established in
1990 by virtue of RA 6973, otherwise known as the SKPSC Charter. The law was authored by
former Cong. Estanislao V. Valdez of the Lone District of Sultan Kudarat in the House of
Congress and supported in the senate by Sen. Edgardo Angara. Like a few other state
colleges in the country, SKPSC was established out of five (5) previously DECS-supervised
High Schools in five (5) municipalities of Sultan Kudarat province.
SKSU’s main campus and administrative center is located at EJC Montilla, Tacurong City together with the Laboratory High School, the Institutes of Teacher Education, Graduate Studies, Law and of Nursing. Years after, extension programs were established in other areas through the corresponding Memorandum of Agreement or LGU resolutions specifically in Bagumbayan, Sen. Ninoy Aquino and that in Glan, Sarangani Province on December 16, 2004, April 2006, and, March 10, 2005, respectively, and, under the dynamic leadership of its first and longest serving President, Dr. Nelson T. Binag.
In 2008, there was a change in leadership and the second president, Dr.Teresita L.
Cambel, was sworn into office on August 24, 2008. She formally assumed leadership on November 11, 2008. The transition was dramatic when the long years of preparation culminated in SKPSCs conversion into a University a little over a year under her leadership. By virtue of Republic Act No. 9966, SKPSC was converted into Sultan Kudarat State University (SKSU) on January 18, 2010. The conversion is attributed to the political will of Hon. Cong. Pax S. Mangudadatu and Hon. Cong. Arnulfo F. Go who worked hard to pass the law in the House of Congress with the strong support of Sen. Manuel Roxas, Sen. Edgardo Angara, Sen. PanfiloLacson and Sen. Miguel Subere in the Senate. The last president of the College and first president of the University, Dr.Teresita L. Cambel, religiously took her responsibilities and brought the university to greater heights. The incumbent and 3rd SKSU President, Dr. Rolando F. Hechanova, assumed office
on August 12, 2014 through a selection process by the Board of Regents (BOR). Building on
numerous developments in the past, President Hechanova envisions further development by
way of upgrading the curricular offerings, improving physical facilities and structures, human
resource development and research, among others. With Dr.Hechanova’s dynamism and
visionary leadership, SKSU will certainly go a long, long way.
Vision
A trailblazer in arts, science and technology in the region
(Approved by the SKSU Board of Regents with Resolution No. 83, Series of 2013 on
December 6, 2013 at El Bajada Hotel, Davao City) Mission
The University shall primarily provide advanced instruction and professional training in science and technology, agriculture, fisheries, education and other relevant fields of study. It shall also undertake research and extension services, and provide progressive leadership in its areas of specialization.
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Core Values
(Approved by BOT through Board Resolution No. 2009-11, S. 2009)
P- atriotism
R-espect
I-ntegrty
Z- eal
E-xcellence
SKSU Quality Policy
The Sultan Kudarat State University is committed to produce market-driven
professionals in arts, science and technology, imbued with itscore values. Together, we will
satisfy the needs of our clients in adherence to the regulatory and statutory requirements
through continuous improvement of Quality Management System.
Goal
To produce graduates with excellence and dignity in arts, science and technology.
Objectives
1. Enhance competency development, commitment, professionalism, unity and true spirit of service for public accountability, transparency and delivery of quality services;
2. Provide relevant programs and professional trainings that will respond to the development needs of the region;
3. Strengthen local and international collaborations and partnerships for borderless programs;
4. Develop a research culture among faculty and students; 5. Develop and promote environmentally-sound and market-driven knowledge and
technologies at par with international standards; 6. Promote research-based information and technologies for sustainable development; 7. Enhance resource generation and mobilization to sustain financial viability of the
university.
Declaration of General Objectives
In consonance with the national development goals and in order to translate and
operationalize the principles and policies in the preceding article, SKSU shall pursue the
following objectives:
a. Strengthen and enhance competency development, commitment and
professionalism of members of the SKSU community.
b. Provide relevant and responsive academic programs and professional
training that will enhance total development of graduates to be globally
competitive, productive and value-laden manpower resources for national
development.
c. Strengthen local and international collaborations and partnerships for
a borderless education.
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d. Develop and promote higher education programs and advance studies that
will respond to the industry needs in the region.
e. Instill and promote research culture among faculty and develop
environmentally sound and market-driven technologies at par with
international standards.
f. Promote and disseminate information and technologies and expand
linkages for productivity enhancement and community empowerment.
g. Enhance resource generation and mobilization to sustain financial viability
of the university.
Strengthen organizational culture, anchored on professionalism, cooperation, unity and true
spirit of excellence, for public accountability, transparency and quality delivery of services.
The University Seal
The Official Seal of the University was approved by the SKSU Board of Regents, through
Board Resolution No. 60, s. 2010 during its Special Board Meeting held at CHED-HEDC
Conference Room, UP Diliman, Quezon City on April 27, 2010.
The outer and inner BLACK CIRCLES-RIM perfectly round line figure, bears the name
of the State University- the SULTAN KUDARAT STATE UNIVERSITY- and the year of its
conversion (2010) from a State College into a State University under R.A. 9966, denotes
firmness of character, completeness and sturdiness of the SKSU family.
The outer and inner circles provide a perfect and strong protection with black lines that
shield the institution from harm and destruction. These guard and defend the university from
attack or injury and indicate a condition of safety and security of its key officials, faculty and
employees, students, parents, as well as, other stakeholders of the campuses.
The Flame of the torch in embossed-form from the initials of Sultan Kudarat State
University (SKSU) symbolizes light and energy for the university, the campuses, its four-fold
functions, and its core values. The SKSU community is unceasingly performing its four-fold
functions to realize its vision, mission, goals, and objectives for the growth and development,
especially, in the Sultan Kudarat Province and the country as a whole.
The TORCH symbolizes education which is the great equalizer in life, providing
knowledge and wisdom, values, skills, and talents regardless of one’s status in life and could
be handed down to the next generation.
The SKPSC is stamped on the handle of the torch to indicate that the SKSU has
grown from a State College as its strong foundation to a State University since its inception in
1990.
The Yellow Rays are the emissions of beams of light that radiate from a bright and
luminous object. The six (6) big rays depict the five (5) original campuses as defined in R.A.
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6973, and the Administration Center and Central Educational Sites and Services (ACCESS)
while the smaller rays represent the newly established campuses.
The Green Map of Mindanao indicates is one of the three major islands of the
Philippines where SKSU is strategically located, and is depicted as a silhouette behind the
torch, flame and rays.
The Light Blue Diamond represents the sky and the ocean to mean that SKSU
provides borderless and accessible education.
The Quadrangle represents the mandated functions of SKSU namely; Instruction,
Research, Extension and Resource Generation identified by its color. It also provides an
enduring and powerful safeguard from poor performance and a strong shield against corruption
in the university. Orange, for Instruction, resembles the highest esteem and knowledge;
Green, for Research, and the vastness of new generated knowledge and
technology; Maroon, for Extension, denotes deep concern and desire to reach out to the
needy; and the Navy Blue, for Resource Generation, means abundant blessings from Almighty
God.
The Angles of the quadrangle represent the vision, mission, goals and objectives of
the University based on its four-fold functions.
The Green background signifies great hope and life for the University to succeed with
freshness and vigor. The Yellow hue resembles ripe lemons or sunflowers that provide
maturity, tolerance and prosperity.
The White Prints of SKSU and Stars denote freedom, purity and transparency.
The University Logo
The official logo of SKSU was approved by the SKPSC Board of Trustees, through
Board Resolution No. 62, s. 1992, in its 7th Board Meeting on September 24, 1992 at the
SKPSC Arts and Sciences Bldg., Tacurong, Sultan Kudarat.
The logo of the Sultan Kudarat State University depicts the Ball Figure which
symbolizes the Sultan Kudarat State University system as it rolls for its growth and
development. The Imaginary Curve portrays the well-known Allah River that provides water
coming from the Daguma Range to quench the thirst of the sun-parched and drought-stricken
countryside. The Finger-like Projections in letters V and M represent the five original
campuses of the State University i. e., Tacurong, Isulan, Lutayan, Kalamansig and Palimbang.
Letter V signifies the vision of the Sultan Kudarat State University. The Imaginary Straight
Line across the ball, crossing the center area, connotes the central site and administrative
center of the State University at EJC Montilla, Tacurong City where it serves the five
campuses and the communities in the province, especially the towns where the five campuses
are located. It symbolically underlines the SKSU Motto: "Service to God and Country." The four
irregular shapes with colors Green, Blue, Red, and Yellow represent the four-fold functions of
SKSU namely: Instruction, Research, Extension, and Resource Generation.
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Institutional Mascot
The Deer, a clever-toed, hoofed ruminant mammal of the family Cervidae,
characteristically bearing branched deciduous antlers (horns) is the SKPSC Institutional
Mascot.
They are one of the most handsome, graceful and beautiful members of the animal
kingdom. The Deer exemplify beauty, uniqueness elegance and wisdom. Most of all, the
Cervids (the Deer) have very keen senses of sight, hearing, touch, smell and taste.
In view of these attributes and peculiarities of the Deer, the SKPSC Administration, Faculty, Facilitative Staff and students would like to be identified with this wonderful zoological creature, which they consider as the one which brings luck to them and the Institution they represent.
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ORGANIZATIONAL STRUCTURE
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I. THE BOARD OF REGENTS (BOR)
BOARD OF REGENTS (BOR)
RA 8292, Section 2, stipulates the composition of the BOR and was modified to (a) achieve a more coordinated and integrated system of higher education; (b) render it more effective in the formulation and implementation of policies on higher education; (c) provide for more relevant direction in their governance; and (d) ensure the enjoyment of academic freedom as guaranteed by the constitution.
Composition of the Board of Regents
1. Chairman of the Commission on Higher Education (CHED), Chairman; 2. University President, Vice-Chairman; 3. Chairman of the Committee on Education, Arts and Culture of the Senate, member; 4. Chairman of the Committee on Higher and Technical Education of the House of Representatives , member; 5. Regional Director of the National Economic Development Authority (NEDA), member; 6. President of the Federated Faculty Association, member; 7. President of the Federated University Student Council or the Student Representative
elected by the Student Council, member;
8. President of the Federated Alumni Association of the Institution concerned, member, and;
9. Two (2) prominent citizens from the private sector who have distinguished themselves in their profession or fields of specialization of the University, members.
The Board shall appoint two (2) prominent citizens from among a list of at least five (5) qualified persons in the Province of Sultan Kudarat, as recommended by the search committee constituted by the University President, in consultation with the Chairperson of the CHED and the other members of the Board, based on the normal standards and qualifications for the position. Term of Office
The term of office of the President of the federation of faculty associations, the
President of the federation of student councils and the President of the federation of alumni
associations shall be coterminous with their respective terms of office, as set forth in their
respective constitutions and by laws.
The private sector representatives in the BOR shall serve for a term of two (2) years, (Section 3-b, RA 8292) subject to re-appointment for another term only depending on the discretion of the BOR. (Section 23, IRR).
Manner of Appointment
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The BOR Chair, Vice-Chair and the three (3) ex-officio regular members representing Congress and NEDA have the right to sit as Chair, Vice-Chair, and members thereof ipso facto upon their assumption into office (Section 7, RA 8292 IRR). The CHED Chairman is authorized to designate a CHED Commissioner as Chair of the BOR. If the BOR members from Congress cannot attend regular or special meetings/sessions, they may designate in writing their representative. The other BOR ex-officio members from the government shall personally attend the BOR meetings and sessions (Section 8, RA 8292). In multi-campus SUCs, the President of the federation of faculty associations shall be designated member of the BOR (Section 3, RA 8292 and Section 23, IRR). To ensure equity of campus representation in the BOR, the federation may adopt a scheme of rotation of campus representation.
The Supreme Student Council shall be federated and the president of the federation shall sit as member of the BOR. This will be for a term of office which shall be co-terminus with the term of office in such capacity in accordance with the Constitution and By-Laws of the Federation of Student Councils (Section 3-vii and 23, RA 8292, IRR).
In the absence of a Student Council President or a Student Representative elected, the SKSU President shall schedule a one (1) week campaign and an election of a student representative (Section 3-a-vii, RA 8292).
In the event the student loses his/her status by way of graduation, dismissal, transfer, or other causes, the duly elected representative shall cease as member of the BOR (Section 24, IRR).
To ensure equity of campus representation in the BOR, the federation may adopt a scheme of rotation of campus representation.
The President of the Alumni Association duly elected shall sit as member of the BOR (Section 3-a-vii, RA 8292).
In SUCs with more than one campus, their respective Presidents shall cause the federation of their alumni associations and the President of the Federation to sit as member of the BOR (Section 9, RA 8292).
Two prominent citizens shall be chosen to sit as members of the BOR, provided they meet the minimum qualifications and/or standards set by the BOR (Section 3-a-ix, RA 8292 and Section 19-j, IRR).
A Search Committee composed of three (3) members shall be constituted by the UA
President and approved by the Chairman of the CHED. The Search Committee shall elect from among themselves their Chair, provided that faculty and student sectors are represented (Section 22, IRR).
The Search Committee shall submit the names of at least (5) nominees to the BOR
within thirty (30) days from the inception of its search in accordance with the procedures laid down by the Search Committee. (Section 3-ix, RA 8292,).
The BOR shall select two (2) private sector representatives from among the five (5)
recommended/nominated by the Search Committee, taking into consideration their respective qualifications and the weight of their possible contribution arising from their knowledge,
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expertise and depth and breath of experience to the realization of the mission of the SUC itself. (Section 3-ix, RA 8292).
The two (2) private sector representatives selected by the BOR shall be appointed
through a resolution duly adopted by the BOR. (Section 3, RA 8292). The private sector representatives in the BOR shall serve for a term of two (2) years,
(Section 3-b, RA 8292) subject to re-appointment for another term only depending on the discretion of the BOR. (Section 23, IRR).
The Board shall appoint a secretary upon the recommendation of the President who
shall serve both the Board and the university or college and shall keep all records and minutes of proceedings of the BOR. (Section 7, RA 8292 and Section 56, IRR).
In the absence of a plantilla position, a Board Secretary may be
designated/appointed/selected by the BOR from among the academic rank holders and may opt to receive SG24 or the SG of the academic rank held, whichever is higher. (DBM-CPCB Memorandum to DBM RO dated September 30, 1999).
Upon recommendation of the SUC President, the BOR may recommend to DBM the
conversion of academic position(s) to Board Secretary at Salary Grade 24. Savings cannot be used as fund source for the creation of position pursuant to EO No. 292. (lbid.)
On the other hand, if the BOR prefers that the Board Secretary shall be designated to
be coterminous with the SUC President, the option is within the prerogative of the BOR. (lbid) General Powers of the Board
The Board has its general powers of administration and the exercise of all the powers granted
to the Board of Directors of a corporation under Sec. 36 of Batas Pambansa Blg. 68, otherwise
known as the “Corporation Code of the Philippines”.
Specific Powers and Duties of the Board
The Board shall have the following specific powers and duties stipulated in RA 9966:
(a) To promulgate rules and regulations not contrary to law as may be necessary to
carry out the purposes and functions of the University;
(b) To receive and appropriate all sums as may be provided, for the support of the
University in the manner it may determine in its discretion, in order to carry out the purposes
and functions of the University.
(c) To import duty-free economic, technical and cultural books and/or publications,
upon certification by the CHED that such imported books and/or publications are for economic,
technical, vocational, scientific, philosophical, historical or cultural purposes, in accordance
with the provisions of the Tariff and Customs Code of the Philippines, as amended;
(d) To receive in trust legacies, gifts and donations of real properties of all kinds and to
administer and dispose of the same when necessary for the benefit of the University and,
subject to the limitations, directions and instructions of the donor, if any.
Such donations shall be exempt from the donor’s tax and the same shall be
considered as allowable deductions from the gross income in the computation of the income
tax of the donor, in accordance with the provisions of the National Internal Revenue Code
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(NRC) of 1997, as amended: Provided, That such donations shall not be disposed of,
transferred or sold;
(e) To fix the tuition fees and other necessary school charges such as, but not limited
to, matriculation fees, graduation fees and laboratory fees, as the Board may deem proper to
impose, after due consultations with the involved sectors.
Such fees and charges, including government subsidies and other income generated
by the University, shall constitute special trust funds and shall be deposited in any authorized
government depository bank, and all interests that shall accrue therefrom shall form part of the
same funds for the use of the University.
Any provision of existing laws, rules and regulations to the contrary notwithstanding,
any income generated by the University from tuition fees and other charges, as well as from
the operation of auxiliary services and land grants, shall be retained by the University and may
be disbursed by the Board for instruction, research, extension or other programs/projects of the
University: Provided, That all fiduciary fees shall be disbursed for the specific purpose for
which there are collected.
If, for reasons beyond its control, the University shall not be able to pursue any project
for which funds have been appropriated and allocated under its approved program of
expenditures, the Board may authorize the use of said funds for any reasonable purpose
which, in its discretion, may be necessary and urgent for the attainment of the objectives and
goals of the University;
(f) To adopt and implement a socialized scheme of tuition and other school fees for
greater access to poor but deserving students;
(g) To authorize the construction or repair of its buildings, machinery, equipment and
other facilities, and the purchase and acquisition of real and personal properties, including
necessary supplies, materials and equipment;
(h) To appoint, upon recommendation of the President of the University, Vice
Presidents, Deans, Directors, heads of Departments, faculty members and other employees of
the University;
(i) To fix and adjust salaries of faculty members and administrative officials and
employees, subject to the provisions of the Revised Compensation and Position Classification
System and other pertinent budget and compensation laws governing hours of service and
such other duties and conditions as it may deem proper; to grant them, at its discretion, leaves
of absence under such regulations as it may promulgate, any provision of existing law to the
contrary notwithstanding; and to remove them for cause in accordance with the requirements
of due process of law;
(j) To approve the curricula, instructional programs and rules of discipline drawn by the
Administrative and Academic Councils as herein provided;
(k) To set policies on admission and graduation of students;
(l) To award honorary degrees upon persons in recognition of their outstanding
contribution in the fields of agriculture, public service, arts, science and technology, education
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or in any fields of specialization within the academic competence of the University; and to
authorize the awarding of certificated of completion of non-degree and non-traditional courses;
(m) To establish and absorb non-chartered tertiary institutions within the Province of
Sultan Kudarat as branches and extension centers of the University, in coordination with the
CHED and in consultation with the Department of Budget and Management (DBM), and to offer
therein programs or courses to promote and carry out equal and greater access to educational
opportunities as mandated by the Constitution;
(n) To establish research and extension centers of the University where such will
promote the development of the latter;
(o) To establish professorial chairs in the University and to provide fellowships for
qualifies faculty members and scholarships to deserving students;
(p) To delegate any of its powers and duties provided for hereinabove to the president
or Officer-in-Charge and/or other officials of the University as it may deem appropriate, so as to
expedite the administration of the affairs of the University;
(r) To collaborate with other governing boards of state universities and colleges within
the Province of Sultan Kudarat or Region XII, under the supervision of the CHED and in
consultation with the DBM, and work towards the restructuring of the University to become
more efficient, relevant, productive and competitive;
(s) To enter into joint ventures with business and industry for the profitable
development and management of the economic assets of the University, the proceeds from
which shall be used for the development and strengthening of the same;
(t) To develop consortia and other forms of linkages with local government units
(LGUs), institutions and agencies, both public and private, local and foreign, in furtherance of
the purposes and objectives of the University;
(u) To develop academic arrangements for institutional capability building with
appropriate institutions and agencies, public and private, local and foreign, and to appoint
experts/specialists as consultants, part-time or visiting or exchange professors, scholars or
researchers, as the case may be;
(v) To set up the adoption of modern and innovative modes of transmitting knowledge
such as the use of information technology, the dual learning system, open learning or distance
education and community laboratory for the promotion of greater access to the higher
education and graduate studies, as the case may be;
(w) To establish policy guidelines and procedures for participative decision-making and
transparency within the university;
(x) To privatize, where most advantageous to the University, the management of
nonacademic services such as health, food, building, grounds or property maintenance and
such other similar activities; and
(y) To extend the term of the President of the University beyond the age of retirement
but not beyond the age of seventy (70), whose performance has been unanimously rated by
the Board as outstanding, based on the guidelines, qualification and/or standards set by the
Board, after unanimous recommendation by the search committee.
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BOR Actions/Resolutions; DBM and COA Clarifications/Guidelines on Specific Powers and Duties of the BOR COA Guidelines and Procedures on the Use of Income
COA Circular No. 2000-02 entitled “Accounting Guidelines and Procedures on the Use of Income of SUC to RA 8292” was issued/released on April 24, 2000 to provide guidelines and procedures on the utilization of income of SUCs constituted into Special Trust Fund (STF) pursuant to Section 4 (d) of RA 8292. General Guidelines:
The following provisions of RA No. 8292 and the General Appropriations Act are
hereby reiterated: 1. All income of SUCs from tuition fees and other necessary charges such as
matriculation fees, graduation fees, laboratory fees, medical and dental fees, library fees, athletic fees, and other similar fees shall be deposited in an AGDB and constituted as STF. All interest that shall accrue there from shall form part of the same Fund.
2. Income from university hospitals shall be earmarked and used exclusively for the operating expenses of the hospitals.
All fiduciary fees shall be disbursed for the specific purposes for which they are collected.
In no case shall the STF be used for the payment of salaries and the creation of new
positions.
The STF shall be used to augment the maintenance and other operating expenses and capital outlays of the university and to pay authorized and fringe benefits to personnel and students who render services to the school.
A special budget for the utilization of the STF, supported by a Certification from the Chief
Accountant that sufficient income has been raised, collected, and deposited with an AGDB, shall be approved by the BOR of the University.
The approved special budget shall be used by the Chief Accountant as the basis for
recording appropriations and allotments. A copy of the approved special budget shall be furnished to the DBM and the Accounting
Office, COA within ten (10) days after approval. Any balance of allotments at the end of the year shall be reverted to the Cumulative
Results of Operations -Unappropriated (CROU).
Specific Guidelines The University shall open a separate bank account for the STF wherein all income
collections shall be deposited. All interest that shall accrue wherefrom shall form part of the same Fund and shall be reported as interest income. A monthly bank reconciliation statement shall be prepared and submitted to the Accounting Office, COA pursuant to COA Circular No. 92-125A.
The Chief Accountant shall maintain a separate set of books of accounts for the STF using
Fund Code 164.
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The Budget Officer shall prepare a special budget for the approval of the BOR to utilize the income deposited with AGDB.
The Budget Officer shall also furnish the DBM and the Accounting Office, COA copies of
the duly approved special budget within ten (10) days after approval by the BOR. Upon receipt of the duly approved special budget from the Budget Officer, the Chief
Accountant shall draw a Journal Voucher to set up the appropriations and record allotments. No special budget shall be approved by the BOR unless it is supported by a certification
signed by the Chief Accountant that available deposits are sufficient to cover its funding requirements.
The Chief Accountant shall follow the accounting entries in recording financial transactions
pertaining to the STF. At the end of the year, the Chief Accountant shall prepare a Detailed Schedule of
Allotments and Obligations Incurred and Breakdown of Income as supporting schedules of the Preliminary Trial Balance.
DBM Clarification on BOR Power to Retain Collections
Pursuant to Section 2-(b) of RA 8292, the BOR is empowered to retain all fees collected/generated and to deposit the collections as Special Trust Fund (STF) in authorized government depository banks (AGDB).
The University shall inform the Bureau of Treasury (BT) regarding the collection
deposited for monitoring purposes.
COA Clarification on BOR Power to Appropriate
Section 4(d) of RA 8292 empowers the BOR to appropriate the income of the University and allocate funds with flexibility.
The power of the BOR to appropriate should be in accordance with law provisions and
issuances of higher authorities (e.g. the President of the Philippines). The BOR does not have absolute power to grant benefits to faculty and employees if not covered by existing laws and issuances of higher authority.
The BOR may authorize the allocations of funds for personnel benefits authorized by
the CSC which are incorporated in the institutional Employee Suggestion and Award System (ESIAS) like staff development, medical benefits, etc.
The BOR may allocate funds to implement personnel benefits authorized by DBM
covered by national compensation circulars.
Power to Delegate Authority
Depending on the discretion of the BOR, certain powers may be delegated to the University President. (Sec. 4-(o), RA 8292).
All appointments and designations issued by the President are to be submitted to the BOR for confirmation.
The power to appoint is delegated to the President by the BOR and is subjected to the
following conditions/limitations:
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All appointments are duly processed and recommended by the Selection and Promotion Board;
The highest level of positions, which the University President shall exercise to appoint, is
stipulated in the Board Resolution, and; The level of positions, which the University President is not delegated to appoint but
empowered to recommend to the BOR, is specified in the BOR Resolution. Under any condition and/or limitation, the signatory to all appointments is the University
President in his/her capacity as CEO and the action of the Board is for confirmation of the appointments.
If the University is accredited by the CSC, appointments issued by the University President
and confirmed by the BOR are sent to the CSC for information and monitoring and not for approval or attestation.
For expeditious action of the BOR, all pertinent documents shall be available during the
Board Meeting. The BOR reserves the authority to hire, promote, reclassify or fire personnel as a general
condition to the delegated power to the University President to appoint.
Power to Construct/Repair (Sec. 4(f), RA 8292)
Most Governing Boards also delegate the authority to construct and/or repair buildings and other infrastructure to the SUC President provided certain conditions are observed:
Prior authority to undertake the construction/repair project is secured indicating the
available funds for the purpose. Architectural and structural plans and specifications are presented and approved by
the BOR.
Prior authority of the BOR to conduct Pre-Qualification of Bidders and the actual bidding process is obtained.
The proposed contract together with the bidding result transmitted by the Bids and
Awards Committee (BAC) is submitted to the COA Representative for review and to the BOR for confirmation.
The contract becomes executory only after the confirmation by the BOR.
Power to Approve or Confirm
All policies formulated are subject to the approval of the BOR, i.e. curriculum, admission policy, full teaching equivalence (FTE), staff development, security matters, etc.
All resolutions pertaining to collection of fees and other charges are subject to the
approval of the BOR, i.e. tuition fees adjustments, miscellaneous fees, school paper fees, student government collections, rentals, etc.
All budget proposals involving general funds and special budgets on use of special
trust funds (STF) are subject to the approval of the BOR, e.g. annual budget, use of income, etc.
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All resolutions pertaining to continuing and recurring operational transactions are subject to confirmation of the BOR, e.g. appointments, graduates, MOA/MOU, bidding results, etc.
All resolutions pertaining to transactions without prior authority of the BOR are subject
to confirmation of the BOR, e.g. infrastructure contracts, project implementation, etc.
Other concerns presented to the BOR which do not require approval or confirmation shall be recorded in the minutes as noted. E.g. report of the president, board examination results, miscellaneous success stories, etc. Board Meetings
1. Regular Meetings
The BOR shall determine the frequency, date and venue of Regular Meetings. (Section 12.2, RA 8292, IRR).
The SUC President shall be responsible for the needed preparations to ensure the smooth conduct of BOR Regular meetings (Section 12.3, RA 8292, IRR).
The Board Secretary shall issue the Notice of Regular Meetings at least seven (7) days before the scheduled meeting and shall furnish very BOR member the proposed agenda and pertinent supporting documents authorized by the SUC President. (Section 7, RA 8292).
The Board Secretary shall secure the confirmation of attendance one (1) day before the BOR meeting.
2. Special Meetings
The BOR Chair or Vice-Chair may call special meetings whenever necessary, provided the members of the BOR have been duly notified in writing at least three (3) days before the date of the special meeting (Section 12. 4, RA 8292, IRR).
BOR members may petition the Chair or Vice-Chair for a special meeting based on legitimate and urgent concerns requiring Board action and decision. (Section12.4, RA 8292, IRR).
The agenda of special meetings shall be limited to specific matters needing urgent action/resolution of the BOR.
Upon instruction of the BOR Chair or Vice-Chair, the Board Secretary shall issue a Notice of Special Board Meeting and shall furnish every BOR member the proposed agenda and pertinent supporting documents (Section 7, RA 8292). Presiding Board Meetings
The CHED Chairman or the Commissioner duly designated BOR Chair shall preside
over regular and special meetings (Section27, IRR).
In the absence of a duly designated BOR Chair, the SUC President who is the BOR Vice-Chair shall preside over the scheduled regular or special meeting (Section 3-c, RA 8292 and Section 27, IRR).
Where the BOR Chair or SUC President is not in attendance, the scheduled meeting
shall be deferred and rescheduled to another date as agreed upon by the BOR members
ADMINISTRATIVE MANUAL-1ST Draft Page 16
Determining a Quorum
After the BOR Chair has called the board meeting to order, the Board Secretary shall call the roll.
Based on the number of BOR members in attendance, the Board Secretary shall
declare whether or not there is a quorum.
A majority of 50% plus one (1) of all members holding office shall constitute a quorum, provided the BOR Chair or SUC President is among those present in the meeting. (Section 3-c, RA 8292 and Section 25, IRR).
If a quorum cannot be declared for reason that the attendance does not constitute the
majority of the BOR members, the BOR Chair may convert the meeting into an executive session i.e. if the agenda is extremely urgent, provided that the actions taken shall be submitted for confirmation of the BOR in the subsequent meeting.
Securing BOR Authority/Approval Through Referendum(s)
In case of urgent matters requiring board action/resolution, the UA President may
secure a BOR decision through a referendum i.e. if the BOR cannot be convened for valid reasons.
Operational board matters during a board meeting may be submitted through
referendum upon instruction of the BOR.
The BOR shall promulgate policies pertaining to referendum(s) particularly on their scope and limitations.
Generally, the referendum shall be limited to academic and administrative matters.
Preparing Agenda of Board Meetings
The University President shall initiate the submission of proposed agenda matters by
the Vice-Presidents, Campus Directors, Deans, and other key officials at least ten (10) days before the scheduled BOR Meetings. Preparing and Releasing Excerpts of Board Resolutions
The Board Secretary shall prepare and release an excerpt of a specific Board
Resolution upon written request of the party concerned, stating thereto the purpose of the excerpt requested.
The Board Secretary shall secure the approval of the University President for release of
excerpts of Board Resolutions. The excerpts of a particular Board Resolution shall contain the following:
A. Text of resolution
B. Action taken by the Board, (e. Approved, Confirmed, Disapproved or Deferred) and Resolution Number (i.e. Board Resolution No. ______-2015) to be indicated at the bottom of the text near the right margin.
ADMINISTRATIVE MANUAL-1ST Draft Page 17
Organizing Committees of the BOR
The BOR may organize ADHOC committees for purposes of (a) enhancing in-depth study and analysis of specific concerns presented to the Board, and (b) ensuring maximum consultation with concerned stakeholders.
The committees organized include curricular programs, research, personnel welfare, infrastructure, resource generation, linkages, etc. Inducting/Orienting the new University President
The outgoing University President shall undertake a meaningful turn-over of the
institution, its on-going programs and projects, finance, fixed assets, personnel profile and other concerns which the Board deems necessary. Non-compliance thereof shall mean no BOR clearance (CHED Manual of Operations of SUCs, 2004).
As a matter of progressive practice, the incumbent SKSU President shall cause the
preparation of legitimate turn-over of documents and term reports, six months before the end of the term, whether or not the incumbent is seeking a re-appointment for another term (CHED Manual of Operations of SUCs, 2004).
II. OFFICIALS OF THE UNIVERSITY AND THEIR DUTIES AND FUNCTIONS
1. The University President
The University shall be headed by a President, who shall render full-time service. He/She shall be appointed by the Board, subject to the guidelines, qualifications and/or standards set by the Board, upon recommendation of a duly constituted search committee.
Term of Office
He/She shall have a term of four (4) years and shall be eligible for reappointment for
another term: Provided, That in order to effect a smooth transition to a state university, the
incumbent President of the Sultan Kudarat Polytechnic State College, if qualified, shall serve
as the first President of the University.
Within six (6) months before the expiration of the term of office of the incumbent President of the University, the Board shall constitute the Search Committee for the Presidency (SCP).
In case of vacancy in the Office of the President by reason of death, compulsory
retirement, resignation, removal for cause or incapacity of the President to perform the functions of his/her office, the Board shall designate an Officer-in-Charge of the University within sic (6) months from the date of vacancy, pending the appointment of a new President.
In case of vacancy in the Office of the President as mentioned in the immediately
preceding paragraph, his/her successor or the Officer-in-Charge shall serve only the unexpired
portion of the term.
Search Committee for Presidency
Within six (6) months before the expiration of the term of the office of the incumbent President, the BOR shall constitute a SCP. (Section 22, RA8292).
ADMINISTRATIVE MANUAL-1ST Draft Page 18
The composition of the SCP shall be determined by the Board with representatives from
the academic community, private sector not in any way connected or associated with the University, PASUC and CHED representative. (Section 22, RA 8292 IRR).
The SCP constituted shall recruit and screen applicants and may devise its own procedure
for the search. (Section 23, RA 8292 IRR). The SCP shall submit the names of at least three (3) nominees to the Board citing therein the
strengths and weaknesses of the nominees for guidance and information of the Board, as well
as the enumeration and description of the criteria and procedures adopted in the search
process. (Section 24, IRR)
The applicant for the University Presidency must possess the qualifications and/or standards
set by the Governing Board. (PASUC Manual of Operations)
Appointment of New SKSU President
Based on the Search Committee for the Presidency (SCP) recommendations, the
Governing Board shall select and appoint the new President.
The appointment papers shall be signed by the BOR Chairman. (Ibid, Sec. 25)
Reappointment and Tenure of Incumbents
Pursuant to Sec. 6, RA8292, the University President shall be eligible for reappointment for another term of four (4) years, provided this provision shall not adversely affect the terms of incumbents.
In case the incumbent is eligible and qualified per standards set by the BOR in accordance with R.A. 7722 for re-appointment, search need not be conducted, at the discretion of the BOR. The BOR shall prescribe the terms and conditions under which this discretion may be exercised as such, but not limited to an evaluation of the performance of the incumbent. (Section 28, RA 8292 IRR).
Depending upon the discretion of the Board in accordance with Sec. 4 (x) of RA 8292, the incumbent University President may be reappointed for another term.
Salary of the President The salary of the President of the University shall be in accordance with the Revised Compensation and Position Classification System and shall be comparable to that being received by the presidents of similar educational institutions. Under NCC No. 69, as amended by NBC No. 461 in June 1998, the University President may opt to hold an academic rank and receive the corresponding pay, whichever is higher, provided that the academic rank is obtained in the same manner and process that the faculty undergoes for evaluation (NBC 461, s. 1998).
Powers and Duties of the President
The University President shall have the following powers and responsibilities:
a. To provide leadership for the University, preserve and protect its
academic integrity and ensure the observance and implementation of the
policies laid down by the Board of Regents;
ADMINISTRATIVE MANUAL-1ST Draft Page 19
b. To exercise within the framework of the University’s policies as approved
by the Board of Regents, primary authority and responsibility over the
following areas: development planning and resource allocations; grants,
endowments and fund raising; external relations and public affairs; and
university policy relating to regional development programs, curricula, and
matters affecting the rights, privileges, responsibilities and welfare of the
University’s constituency;
c. To formulate integrated and comprehensive plans for the University,
including academic, research, extension, physical development, and fiscal
plans, subject to confirmation by the Board of Regents;
d. To coordinate the activities and programs of the University with the other
component units and colleges, to review their goals and objectives, to
appraise their performance in relation to such goals and recommend
appropriate action to the Board of Regents;
e. To exercise general administration and supervision of all business,
financial and academic operations of the university, and over all officers,
faculty and non-teaching staff of the university;
f. To recommend to the Board of Regents designations of Vice President,
Deans, Directors, Heads of Departments, as well as, appointment of
faculty members and personnel in the support staff and other officials and
employees;
g. To award fellowships, assistantships, and scholarships to students, faculty
members, and other personnel in accordance with the policies prescribed
by the Board of Regents;
h. To set up machinery for the resolution of all disciplinary and non-
disciplinary cases involving the personnel of the university, and for the
consideration of petitions for redress of grievances;
i. To plan, prepare and implement, upon authority of the Board of Regents,
a University program for the training and education of adult citizens and
out-of-school youths, and mainstream the gender and development
concerns;
j. To submit to the Board of Regents and/or other competent higher
authorities an annual report on the operation of the university, and such
other reports as may be required;
k. To preside at commencement and other public exercises of the university,
and confer such degrees and honors as may be granted by the Board of
Regents and all diplomas and certificates issued by the university shall be
signed by him/her;
l. To generate funds and grants-in-aid in support of the operation and
development projects of the university to augment its annual budgetary
allocations;
m. To supervise the preparation of the university’s budget, subject to
confirmation by the Board of Regents, or for approval of competent higher
authorities;
ADMINISTRATIVE MANUAL-1ST Draft Page 20
n. To effect the promotion, transfer, detail, secondment, and other personnel
action, of university personnel; grant leaves of absence and approve their
additional assignments, additional compensation, resignation and
retirement, subject to confirmation by the Board of Regents as it may be
deemed appropriate;
o. To approve service credits of any member of the academic staff from
teacher’s leave vacation and sick leave, or, vice versa in the interest of the
service, subject to the policies approved by the Board of Regents and
other pertinent laws and regulations;
p. To execute and sign in behalf of the university all contracts, deeds and
other instruments necessary for the implementation of the mandated
functions of the university, Provided, that in regular undertakings and
transactions where his/her action is virtually ministerial, conditions and
terms thereof having been fixed in the University’s existing regulations and
general laws, he may direct through written instruction, that approval in
specified cases be made in his/her behalf by officers of administration or
heads of units concerned, subject to such safeguards to his/her power of
revocation;
q. To supervise and coordinate, through the Director of Student Affair
Services, all organizations and activities of students. In accordance with
existing regulations, he/she shall issue adequate safeguards for the
operation of student organizations and other student activities;
r. To exercise other powers and duties delegated to him/her by the Board of
Regents or as may hereinafter be provided by subsequent laws and
regulations. These are:
1. To authorize the external management audit of the University or
college, and request the CHED to finance the same, subject to
COA rules and regulations, and to institute reforms including
academic and structural changes , on the basis of audit result and
recommendations, subject to confirmation by the Board.
2. To collaborate with other Governing Boards of Chartered SUCs
within the province or the region, under the supervision of the
CHED which must approved the same, and in consultation with
the Department of Budget and Management, work towards their
restructuring so that they will become efficient, relevant,
productive and competitive.
3. To enter into joint ventures with business and industry for the
profitable development and management of the economic assets
of the university or college, the proceeds from which are to be
used for the development and strengthening of the University,
subject to approval by the Board.
4. To develop and establish consortia and other forms of linkages
with the local government units, institutions and agencies, both
public and private, local and foreign, in the furtherance of the
purpose and objectives of the University, subject to confirmation
by the Board.
ADMINISTRATIVE MANUAL-1ST Draft Page 21
5. To enter a Memorandum of Agreement (MOA) or Memorandum of
Understanding (MOU) with any government agencies, non-
governmental organizations, local or foreign for the purpose of
research and development (R&D) activities subject to
confirmation by the Board.
6. To develop academic arrangements for institutional capability
building with appropriate institutions and agencies, both public or
private, local or foreign and to appoint experts/specialists as
consultants, or visiting or exchange professors, scholars,
researchers, as the case may be, subject to confirmation by the
Board.
7. To set up the adoption of modern and innovative modes of
transmitting knowledge such as the use of information technology,
the dual system, open learning community laboratory, etc., for the
promotion of higher access to higher education.
8. To establish policy guidelines and procedures for participative
decision-making and transparency wi thin the University.
9. To privatize, where most advantageous to the University, the
management of non-academic services such as health, food,
building grounds, or property maintenance, and similar activities.
10. To establish research and extension centers of the University
where such will promote its development.
11. To authorize the construction and repair of its buildings,
machineries, equipment and other facilities and the purchase and
acquisition of real and personal properties, including necessary
supplies, materials and equipment, provided, that the same is
within the Board-approved Program of Receipts and
Expenditures. Purchase and other transactions entered into by
the University through its Governing Board (GB) shall be exempt
from all taxes and duties.
12. To authorize the President in approving financial transaction
amounting to P5,000,000.00 or lower for supplies, materials or
equipment.
13. To designate the Vice-Presidents, Division Directors, Campus
Directors, Deans, Heads of Offices/Units, and other officials of the
University in accordance with pertinent University, CHED, CSC,
and DBM policies, rules and regulations, and subject to
confirmation by the Board.
14. To appoint University personnel of Salary Grade 17 and below in
accordance with pertinent University, CHED and CSC policies,
rules and regulations, and subject to confirmation by the Board.
15. To recommend appointments of personnel of Salary Grade 18
and above in accordance with pertinent University, CHED and
CSC policies, rules and regulations, and subject to confirmation
by the Board.
ADMINISTRATIVE MANUAL-1ST Draft Page 22
16. To pass Referendum on urgent and unanticipated matters that
need immediate Board action, provided that, there is a prior
endorsement from appropriate councils, i.e. Academic,
Administrative, etc., and the same has complied with pertinent
University, CHED, CSC, and DBM policies, rules and regulations,
and subject to the confirmation by the Board.
Offices Under the Office of the President
The Offices directly under the Office of the University President are the following:
a. Office of the Vice President for Academic Affairs; b. Office of the Vice President for Finance, Administration and
Resource Generation; and c. Office of the Vice President for Research Development and
Extension. d. Office of The Board/University Secretary e. Office of Executive Assistant f. Legal Affairs Office g. Office of the Planning and Monitoring h. Office of the Management Information System i. Office of the Bids and Awards Committee j. Office of the Public Relations and Information Office k. Office of the Internal Control Unit (ICU) l. Office of the International Affairs and GAD m. Office of University Liaison n. Office of Special Programs & Amalgamation o. Office of Security Services
1. The Vice-President for Academic Affairs
The VPAcA shall be designated by the University President subject to confirmation by
the Board of Regents and shall serve for two (2) years term without prejudice to re-designation.
The designated VPAcA shall possess the following qualifications:
a. Holder of appropriate doctorate degree;
b. At least Professor 1;
c. With, at least, seven years of teaching experience; and
d. Five (5) years of administrative function, preferably, with, at least, one (1)
year experience as Campus Director/Dean of SKSU.
He/She shall be primarily accountable to the University President and shall assist
him/her in the general supervision of the academic and extra-curricular operations of the
University in accordance with the existing government and university principles, policies, rules
and regulations.
He/She shall be entitled to receive the salary and other benefits enjoyed by appointed
VPs holding plantilla positions or the salary corresponding to an academic rank which is three
(3) higher than the rank of the designee, whichever is higher. (DBM)
He/She shall exercise the following duties and functions:
ADMINISTRATIVE MANUAL-1ST Draft Page 23
a. Serve as Chairman for the Recruitment, Appraisal, Scholarship, Retention
and Promotion Board for all academic positions, faculty development and
other faculty movements or related purposes.
b. Lead in academic program development and exercise general supervision
over all academic units and programs of the University;
c. Facilitate the COE and COD of the University;
d. Recommend to the University President appropriate action on academic,
disciplinary and related matters;
e. Administer the over-all execution of gender fair policies on instruction duly
approved by the BOR;
f. Spearhead the curriculum review and development of instructional
materials;
g. Supervise the planning, preparation and collation of the proposed annual
budget for the operation of the campuses, academic colleges and
instrumentalities;
h. Coordinate with and promote the research, development and extension
and resource generation activities of the academic units;
i. Link with local, regional, national and international educational institutions
and/or related agencies to promote inter-program/agency
complementation and efficient maximation of the available resources;
j. Submit to the University President a regular report of accomplishment
every quarter of the school year;
k. Serve as Vice Chairman of the Academic Council;
l. Act as Chairman of the Student Scholarship and Financial Assistance
Committee;
m. Conduct periodic campus and faculty performance evaluation and feed
backing sessions; and
n. Exercise such other powers and functions as may be directed by the
University President.
Offices Under the VPAcA
The Vice President for Academic Affairs shall exercise direct supervision over the
Instruction activities and the following offices:
a. Office of Quality Assurance, Monitoring and Accreditation;
b. Office of Student Records and Admission/The University Registrar;
c. Office of Student Affairs and Alumni Relations;
d. Office of the University Library and Museum;
e. Office of Licensure Examination and Review Center;
f. Office of the National Service Training Program;
g. Office of the Graduate School;
h. Office of the Directors of the Campuses/Deans of Colleges;
ADMINISTRATIVE MANUAL-1ST Draft Page 24
2. The Vice-President for Finance, Administration and Resource Generation (FARG)
The university shall have a Vice President for Finance, Administration and Resource
Generation who shall be appointed/designated by the President of the university, subject to
confirmation by the Board of Regents. In case of a regular plantilla position, an appointment to
the said position shall be governed by the existing qualification standards and other rules and
regulations prescribed by the Civil Service Commission for the same. For a designation as
such, however, he shall be at least a holder of an appropriate Master’s degree with, at least,
five (5) years of administrative and/or finance management experience. His/Her term of office
as such designated official shall be two (2) years without prejudice to re-designation.
He/She shall assist the University President in the general supervision of the fiscal and
administrative affairs of the university in accordance with existing government and university
policies, guidelines, rules and regulations.
He/She shall be entitled to receive the salary and other benefits enjoyed by appointed
VPs holding plantilla positions or the salary corresponding to an academic rank which is three
(3) higher than the rank of the designee, whichever is higher. (DBM)
He shall have the following specific powers and functions:
a. To supervise, coordinate and monitor the activities of the administrative
and support services officials and employees of the university and the
affiliate agencies/institutions operating within the campus, if so provided in
the Memorandum of Agreement on the establishment of the same;
b. To represent the university in conferences, seminars and other similar
meetings on matters affecting administrative programs and activities if so
authorized by the university President;
c. To submit accomplishment report every quarter of the school year to the
President;
d. To serve as ex-officio chairman of the standing committee on the pre-
qualifications, bids, and awards of infrastructure and other construction
projects of the university;
e. To get help and undertake activities that will keep the university abreast
with recent developments;
f. To act as Vice Chairman of the Administrative and Resource generation
Councils; and
g. To exercise such other duties and functions as may be delegated by the
President.
Offices Under the VP-FARG
a. Administrative Division The Administrative Services Division shall be the main responsibility of the Chief Administrative Officer who shall be appointed or designated by the President and confirmed by the BOR. It shall supervise services delivered through the Human Resource Management Office, the Supply Office, the Security Office, and other allied sections/units that may be created by the President in accordance with its organizational structure.
Duties and Responsibilities of the Chief Administrative Officer:
ADMINISTRATIVE MANUAL-1ST Draft Page 25
a. Ensure smooth day-to-day operations of Administrative Department of the University and all other activities related to the administrative functions;
b. Be responsible for the maintenance of the important documents and files in the office for safe keeping;
c. Prepare and collate the staff Performance Evaluation Report and shall forward the result to the VPFARG;
d. Implement orders, laws, policies, plans and programs on general services functions;
e. Supervise the preparation of periodic, annual and other required reports; f. Approve Travel Orders and Trip ticket if the travel is within the Province; g. Approve Job/Purchase Requests, Disbursement Vouchers, Checks and
supporting documents for fiscal transaction not exceeding P300,000.00 for MOOE; h. Recommend approval of request for overtime and schedule of guards; i. Approve pass slips, requisition and issue slip (RIS), and petty cash vouchers; j. Do other related work that may be assigned for the good of the University.
b. Human Resource Management and Development Office
Duties and Responsibilities of HRMO:
a. Implements the quality management system policies and procedures on Personnel/Recruitment, Selection and Hiring
b. Coordinates with VP’s, Deans, Directors, and other officers for manning needs personnel upgrading/training and personnel performance evaluation.
c. Implements proper disciplinary actions and termination procedures; d. Prepares and submits periodic and semestral accomplishment report which
includes updated personnel profile, budget needs, problems encountered and actions to be taken;
e. Participates in General Assembly and Management Review Meetings; f. Recommends program of recognition of personnel accomplishments and
contribution to organizational development; g. Does related work.
Records Officer (Admin)
Duties and Responsibilities
a. Oversees and coordinates the day-to-day activities of the University records retention program in compliance with government guidelines
b. Interpret an inform about University administrative records retention and disposition guidelines
c. Develops and implements system covering the inventory of stored records and maintenance and updating of records retention schedules
d. Produce and submit inventory reports, surveys proposals and research projects as needed or requested
e. Supervise the transfer of records to storage or archives. f. Retrieves, allocates space for, and stores files and boxes of
records in accordance with policies and procedures. g. Maintains and updates a record retention database h. Performs data entry and retrieval tasks i. Performs miscellaneous job-related duties as assigned.
Supply Officer (Admin)
j. Duties and Responsibilities: k. Directs and supervises the work of staff engaged in various supply activities such as
storekeeping and property control;
ADMINISTRATIVE MANUAL-1ST Draft Page 26
l. Accounts for all supplies, materials and equipment; m. Directs and supervises the work of staffs and receives all deliveries based on the
inspection of the end user and inspection committee and distribute the same; n. Takes charge of issuing and recording of books, supplies, materials and equipment
and preparation of bills of lading, requisitions and issue slips; o. Keeps records of all shipments made, claims, covering losses of goods in transit and
or property; p. Undertakes annual inventory and prepares report; q. Recommends evaluation of unserviceable material and equipment for disposal; r. Does related work.
Health Services Director (Admin)
Duties and Responsibilities:
a. Prepares plans, budge allocation, and manage health services of the University; b. Handles simple, uncomplicated and stale medical cases; c. Engages in preventive-promotive activities such as physical, medical and dental
examinations; d. Renders diagnostic and treatment services; e. Attends to emergency cases, provide first aid, and make referrals of complicated and
unmanageable cases to the hospital for intensive management; f. Monitors common illnesses, health problems, and epidemics to health authorities for
proper management; g. Gives lecture and provide symposia on health related issues for information
dissemination to the public; h. Conducts home and hospital visitation and monitor the condition and progress of
healing of patients; and i. Performs related tasks on public health. (Office Order No. 66, s.2013).
General Services (Admin)
c. Finance Division
The Finance Division shall be headed by a Finance Director who shall be appointed/
designated by the President and confirmed by the BOR who shall directly supervise the
delivery of the service by the Budget Services Office, the Accounting Services Office, the
Cashier’s Office and other allied sections that may be created by the President in accordance
with the organizational structure of the institution.
Finance Director Duties and Responsibilities:
a. Recommend policies for the improvement and direction of the overall financial service functions of the University;
b. Supervise the employees in the Accounting, Budget and Cash Division of the main campus;
c. Coordinate with the College Deans and Campus Directors on financial matters; d. Implement budgeting, accounting and auditing rules and regulations; e. Review financial reports for submission to concerned government agencies; f. Prepare reports on financial matters; g. Assist the VPFARG in financial resource generation activities of the University; and h. Do other related work as may be deemed proper.
ADMINISTRATIVE MANUAL-1ST Draft Page 27
University Accountant
Duties and Responsibilities
a. Oversees the approval and processing of revenues, expenditures, and position control documents, salary updates, ledger and account maintenance and data entries, ensuring compliance with University and government policies and regulations while maintaining appropriate internal control safeguards
b. Prepares financial statements at the institution level and fiscal and budget reports for internal management and external agencies.
c. Develop projections and analysis with conclusions and recommendations for management.
d. Coordinates and analyses fiscal and budget systems for controls, policies, and procedures, expedite audits.
e. Reviews changing laws, procedures and accounting purposes, and makes recommendations for or implements changes in accordance with institutional policy.
f. Maintains records systems in accordance with generally accepted auditing standards.
g. Advises units on improvement of current fiscal procedures, implementation of new fiscal policies, and training of accounting and administrative personnel.
Budget Officer
Duties and Responsibilities
a. Assists in the development of budget guidelines, annual legislative funding request, and budget documents.
b. Reviews availability of funding and recommends budget revision request for unrestricted funding, requisition for faculty recruitment, faculty contracts, and new staff positions.
c. Reviews and advises the finance division on the financial viability/cost- benefit, and the relative ranking of capital requests and special project/ program proposals for funding.
d. Complies scheduled and special reports, analyses, and feasibility studies such as annual data summaries and program status reports.
e. Performs research and analysis to evaluate programs and develop recommendations for more cost- effective organization or funding mechanisms.
Cashier
Duties and Responsibilities
a. Supervises the day to day operations of the cashier’s office which includes the responsibility for cash and credit receipt and deposit activities of the University.
b. Supervises personnel, which includes work allocation, training, and problem resolution, evaluates performance and makes recommendations for personnel actions; motivates employees to achieve effective and efficient productivity and performance.
c. Prepares and implements internal policy procedures, recommends policies, and ensures compliance with university policy, contractual requirements, and standard accounting procedures.
d. Coordinates unit functions with financial management departments such as general accounting, taxation, and data control regarding accounting operations.
e. Reconciles and balances related financial reports and account. f. Develops annual operating budgets and provides fiscal direction to the unit.
ADMINISTRATIVE MANUAL-1ST Draft Page 28
g. Establishes and implements short and long range unit goals, objectives, strategic plans, policies, and operating procedures; monitors and evaluates programmatic and operational effectiveness, and effects changes required for improvement.
h. Performs miscellaneous job- related duties as assigned.
Collecting Officer (to be inserted)
d. Resource Generation Division
Business Development Center Director (Univ. Code)
The resource generation unit of the University shall be known as the Business
Development Center (BDC) which shall be headed by a Director to be assisted by the Campus
Project managers. The BDC Office shall be directly under the VP-FARG.
The Business Development Center (BDC) shall undertake resource generation
activities, the income of which shall be part of the special trust fund of the University.
The University shall engage in commercial agri-business programs, such as:
diversified animal resource generation, food processing, animal feed and seed resource
generation, cafeteria, hostel and guest houses and other resource generation projects to
augment the operation budget of the University.
In addition to its resource generation function, the Business Development Center shall
also provide an appropriate venue for training students enrolled in agribusiness and technical
or special courses, provide areas and facilities for conducting basic and applied researches,
and provide sources of information to bolster the research, development and extension
programs/projects of the University
Duties and Responsibilities:
a. The BDC Director shall supervise and monitor all the activities of the various agricultural, non-agricultural and special projects of the University and shall implement all pertinent policies, rules and regulations promulgated by the University and duly approved by the Board of Regents.
b. evaluate the implementation of policies and guidelines concerning the business affairs and responsibility;
c. Assist in the initiation and planning of the establishment of the income-generating projects and other business affair activities;
d. Assume the responsibility on financial matters relating to the operation of the income generating project subject to pertinent provisions of law, accounting procedures, and that of the university’s objective;
e. Review and endorse budget proposals, feasibility studies and contracts for recommendation and implementation by the VP for Finance, Administration and Resource Generation (VPFARG);
f. Evaluate and process the business proposals based on the university objectives; g. Prepare and submit to the VPFARG/President reports and communications relative to
business affairs; h. Assist in the marketing operations of the productions services; and i. Do other related work as may be deemed proper.
ADMINISTRATIVE MANUAL-1ST Draft Page 29
3.The Vice-President for Research Development and Extension (VP-RDE)
The Vice President for Research, Development and Extension shall be designated by
the University President, subject to confirmation by the Board of Trustees. He shall have the
appropriate doctoral degree in philosophy or science with an academic rank of, at least,
Professor I, with, at least, five (5) years of research and extension experience and at least five
(5) years of administrative experience. His term of Office shall be for two (2) years, subject to
reappointment.
He/She shall be entitled to receive the salary and other benefits enjoyed by appointed
VPs holding plantilla positions or the salary corresponding to an academic rank which is three
(3) higher than the rank of the designee, whichever is higher. (DBM)
Duties and Functions of the VP-RD & E
a. He shall exercise the general supervision and coordination of all programs, projects and activities of the various units under his Office;
b. Recommend and implement policies and guidelines governing research, development and extension affairs of the University;
c. Plan programs for research, development and extension activities which are geared towards the growth and development of the University and the region;
d. Direct the implementation of research and development programs and extension work of the University;
e. Coordinate, monitor, and appraise the performance of the various research , development and extension units of the University;
f. Plan, promote, and carry out close working relations with appropriate government agencies and people’s organizations;
g. Act as Vice Chairman of the Research, Development and Extension council; and h. Perform other related functions as may be directed by the President.
The Offices Under the VP-RDE
a. Office of Research & Development b. Office of RD & E External Linkages c. Office of Research, Development & Extension Monitoring and Evaluation d. Office of Publication and Communication e. Office of Research Management Information Services (RMIS) f. Office of College Commodity Teams (CCT) g. Office of Research and Technology Working Group (RTWG)
The Centers under the VP-RDE
a. Aqua-Marine Center
b. Halal R&D Center
c. Climate Change Center
d. Disaster and Risk-Reduction Management Center
e. Biodiversity Center
4. The Secretary of the Board and the University
The Board shall appoint a secretary, who shall serve as such for both the Board and
the University and shall keep all records and proceedings of the Board. He/She shall serve
upon each member of the Board the appropriate notice of the Board of meetings.
The Secretary of the University shall have the following functions.
ADMINISTRATIVE MANUAL-1ST Draft Page 30
a. Recording and preparation of minutes and records or proceedings in meetings
of the Board and such other meetings as may be presided over by the
University President except those of the University Council.
b. Submission of minutes of all meeting to the President and providing the same
to other relevant University officials.
c. Custody of the corporate seal and affixing it on diplomas, Certificates, titles, or
degrees awarded by the University, as well as all documents on which such
seal is required to be affixed.
d. Issuance of all notices for the regular and special meetings called by the
President.
e. Assisting the President in the preparation of the consolidated annual report of
the University.
f. Formulation and implementation of policy guidelines on the maintenance,
retrieval and disposition of all original records and documents of the various
offices of the University.
g. Filing and maintenance of University records and documents; and
h. Other functions assigned by the President and the Board of Regents.
5. The Legal Affairs Office
The Legal Office shall be headed by a Chief Legal Officer who is a member of the
Philippine Bar Association. He shall perform the following functions:
a. To provide the University President and other official of the university legal
assistance in the formulation and interpretation of laws and government and
university rules and regulations;
b. To represent the university in courts and quasi-judicial bodies in all legal
actions instituted for or against the university;
c. To handle the investigation of administrative cases involving university
personnel and students and, if so required, to recommend appropriate
disciplinary actions;
d. To advise the University President from time to time on the status of the legal
cases involving the university;
e. To draft and review contracts and deeds involving the University; and,
f. To perform such other functions as may be assigned to him/her.
6. The Planning, Monitoring and MIS Office
The Planning, Monitoring and MIS Office shall be headed by a Director to be
designated by the University President, subject to confirmation by the Board of Regents,
without prejudice to re-designation. He shall be at least a holder of the appropriate master’s
degree, preferably, with special training and/or working experience in planning and
development and, at least, three (3) years of administrative experience.
The Director for Planning, Monitoring and MIS shall perform the following functions:
a. To prepare and evaluate the planning and development activities of all sectors of
the university;
ADMINISTRATIVE MANUAL-1ST Draft Page 31
b. To initiate the preparation of project/program plans and proposals;
c. To provide assistance in packaging program plans and proposals;
d. To serve as data bank and the center of project/program plans and proposals for
the development of the university; and
e. To ensure the participation of work in development planning and program
implementation.
f. To perform other related functions which the university President may assign to
him/her from time to time.
7. The Public Relations and Information Office
The PRI office shall be managed by a Director to be designated by the University
President for a term of two (2) years, without prejudice to re-designation, subject to
confirmation of the BOR. He/She shall be at least a holder of an appropriate degree in
communication with, at least, three (3) years of administrative experience.
The Director of the PRI shall perform the following functions:
a. Promote and foster cordial relations between and among the various
sectors of the University constituents, stakeholders and with other
agencies and institutions;
b. Help project to the general public the good image and reputation of the
University in all areas of endeavors;
c. Establish effective relations with the media (print, radio, TV and others) on
the dissemination of important information and breakthroughs of the
University and of the general public;
d. Take charge of the preparation and circulation of regular University
publications;
e. Take charge of the preparation and publication of information through
quad media specifically on personnel and students’ achievements, and
other significant activities and accomplishments of the university; and
f. Serve as clearing house of all announcements and publications of the
university;
g. Perform such other related functions as may be assigned to him/her by
the University President.
8. The Internal Control Unit (ICU) (DBM/COA)
There shall be an Internal Control Unit in the university to safeguard assets, check the
accuracy and reliability of accounting data, promote operational and encourage adherence to
prescribed management policies.
The Internal Control Unit shall be under the direct supervision of the University
President and independent from other units since the former reviews the operations of the
latter
ADMINISTRATIVE MANUAL-1ST Draft Page 32
9. The International Affairs
The International Affairs Office is headed by a Director designated by the University
President subject to the confirmation by the Board of Regents, without prejudice to re-
designation. He/She shall do the following functions:
a. Execute the University’s policies on international affairs and the
coordination of international academic exchange;
b. Together with the University President, draft new policies concerning
international relations and, thus, plan the development of projects involving
international affairs of the university;
c. Provide a platform for our students to reach out to the world through
campus intranet and internal communication channels.
d. Disseminate timely information on international opportunities and activities
to students and the university community;
e. Offer advice and information such as scholarships offered by foreign
governments, international symposiums and conference invitations,
educational and cultural activities launched by consulates, official foreign
representatives, information about international networks of the university
and general information about cultural exchange and study abroad;
f. Monitor and evaluate on-going international linkages;
g. Receive, supervise visiting scholars, visiting graduate researchers,
internship and student exchange program;
h. Facilitate drafting of memoranda of understanding with foreign agencies as
well as proposals for joint international projects;
i. Promote international collaboration with other institutions and organizations
as avenue for the attainment of its four-fold functions: instruction, research,
extension and resource generation;
j. Facilitate international exposures for Key Officials, faculty and staff,
students for appreciation course, OJT and internships;
k. Develop model for faculty and students for research exchange and
presentation in international for a;
l. Provide timely information on Tips while abroad, jobs abroad, grant
opportunities, foreign visits and exchange visitors; and
m. Provide support for passports, booking and referral services.
10. The Gender and Development (GAD)
The gender focal point position supports the University President and Key Officials to
carry out their responsibility in implementing gender mainstreaming of the substantive work
programs. The position is linked to the promotion of gender equality within the university –
i.e.to promotion of gender balance, work/life issues, harassment, including sexual harassment
and a gender focal sensitive work environment;
The GAD Focal Person has the following functions:
a. Support gender mainstreaming by advocating, advising and supporting
professional staff and monitoring and reporting on progress;
ADMINISTRATIVE MANUAL-1ST Draft Page 33
b. Act as adviser on gender mainstreaming to the University President;
c. Provide advice on requests relative to gender perspectives in all aspects of
the work of the department, using own resources or outside expertise;
d. Represent the University President, on request, at workshops and events
where information on gender mainstreaming in the university is requested;
e. Attend important events on gender and the substantive area covered by
the University at the local/national/international level, to disseminate
information on progress made in gender mainstreaming in the University,
as relevant.
11. The University Liaison Office (Not in OS)
The University Liaison Officer is under the Office of the President. He/She must possess good
communication skills, work under pressure and under time constraints. The University Liaison
Officer shall do the following functions:
a. Ensure proper communication as well as cooperation between the two
entities or more by serving as connector of top ranking officials in the local,
national, and international organizations;
b. Make necessary changes/arrangements to make sure that the two
organizations or entities complete the given tasks;
c. Serve as representative/focal person for PASUC, AACCUP, ACAP and
other related organizations where the University is involved in;
d. Coordinate various activities with other groups and agencies that respond
to natural and man-made disasters; and
e. Perform other duties and functions as may be assigned to the Officer by
the President.
12. The Civil Security Services
The Civil Security Services is one of the most important units of the University. It plays
a very significant role in providing safety, protection and security of personnel and students to
ensure healthy working environment. It also provides assistance in case of crisis or untoward
incidents that may arise from natural or man-made calamities. The CSS shall be headed by a
Chief Security Officer designated by the University President and upon confirmation by the
Board of Regents.
The Chief Security Officer shall perform the following duties and functions:
a. Responsible for all operations and control of the Security guards
performing routine guard duties.
b. To train security guards actually assigned with SKSU to be more effective
and professional.
c. To monitor any unusual incident that may arise within 24 hours of the day.
d. To inspect the grooming of security guards reporting for duty and report
any deficiency noted.
e. To investigate all incidents that may occur inside and outside premises of
the institution involving personnel or students of SKSU and promptly
submit report to the Office of the University President;
ADMINISTRATIVE MANUAL-1ST Draft Page 34
f. To conduct ocular and spot inspection of security guard performing guard
duties, especially, during nighttime, report any violation committed in
reference to PNPSOSIA standards.
g. To provide security escorts for the President and other VIP personnel on
official business with the Institution.
h. To see to it that all equipment issued to security guards are on top
operational condition and report any loss or damage thereof.
i. Closely perform other duties as may be directed by the President of the
SKSU.
13. Disaster Risk Reduction Management (Not included in the OS and the Code) (under
the Extension)
COUNCILS
1. The Administrative Council
There shall be an Administrative Council consisting of the President of the University
as Chairperson, Vice Presidents, Deans, Directors and other officials of equal rank as
members, whose duty is to review and recommend to the Board the policies governing the
administration, management and development of the University for appropriate action.
The University/ Board Secretary shall be the Ex Officio Secretary of the Council,
unless another official is designated by the University President to assume the position. As
such, he shall discharge the duties and functions provided.
In the absence of of the University President, the Vice-President for Finance,
Administration and Resource Generation shall preside, and in the absence of both, the Vice-
President for Academic Affairs may preside. (PASUC Manual)
Powers and Functions Of Administrative Council
The Administrative Council shall have the following powers and functions:
a. To review and recommend to the Board of Regents, policies governing
the administration, management and development planning of the
University for appropriate action;
b. To implement policies approved by the Board of Regents by formulating
pertinent rules and regulations to that effect; and,
c. To perform such other powers and functions as may hereinafter be
granted by the Board of Regents and by subsequent laws and
regulations.
Meetings and Quorum
The Administrative Council shall hold at least one regular meeting every quarter
without prejudice to the promulgation of internal rules set for the specific provision on the
matter. A majority of all Council Members constitutes a quorum of the Board for transacting
business.
Special meetings of the Council maybe called by the President of the University at any
time, or upon the written request of one-third of the members of the council, provided that all
members are properly notified of the venue and time.
ADMINISTRATIVE MANUAL-1ST Draft Page 35
A quorum shall consist of fifty percent (50%) plus one of all the members. (PASUC
Manual)
The President shall determine and prepare the agenda of all Administrative Council
meetings.
2. The Academic Council
There shall be an Academic Council of the University consisting of the University President as
Chairman, the Vice-President for Academic Affairs as Vice-Chairman, other Vice Presidents,
Directors and Deans and other officials and all faculty members with the rank of Assistant
Professor 1 or higher as members.
Powers and Functions of the Academic Council
Subject to confirmation by the Board of Regents, the Academic Council shall have the
following powers and functions:
a. Review and recommend academic programs, curricular offerings, and
rules on discipline of the University;
b. Fix the requirements for admission, placement and retention of students,
as well as, the requisites for graduation and conferment of degrees;
c. Review and recommend the graduation of students, the conferment of the
title Honoris Causa upon persons in recognition of their outstanding
contribution in the field of SKSU’s competence and the award of
certificates of completion of degrees and non-degree programs;
d. Review the findings of the committee assigned to investigate academic
related problems, within the limits of the rules of student discipline
prescribed by this Code and by subsequent rules and regulations; and
e. Perform such other powers and functions as may be delegated by the
Board.
Officers of Academic Council
The University President shall be the Chairman and presiding officer of the Academic
Council. The Vice-President for Academic Affairs shall be the Vice-Chairman. The Vice
Chairman shall act as the Presiding Officer in the absence of the chairman. In the absence of
both and upon the instance of the University President, the Vice President for Administration,
the Vice President for Research Development and Extension, in that order, shall preside over
the meeting of the Council.
The University Secretary shall be the Secretary of the Academic Council, unless
another official is designated by the University President to assume the position. The
Secretary shall be the custodian of the records of the Council. Upon the direction of the Vice
President for Academic Affairs and in consultation with the University President, the Secretary
shall prepare the agenda of the Academic Council meeting and shall cause the issuance of the
corresponding notice at least two (2) days before the conduct of the said meeting except for
emergency meetings.
Meetings and Quorum
The Academic Council shall meet at such time as the University President may
determine, provided that there shall be at least one (1) regular meeting each semester. A
Special meeting may be called by the University President as may be necessary or upon the
ADMINISTRATIVE MANUAL-1ST Draft Page 36
written request of at least one-fifth (1/5) of the total members of the Council, specifying the
agenda within the ambit of any function of the Academic Council.
Attendance in all its meetings shall be required of every member. A member who
shall be absent from the Academic Council Meeting must file the appropriate leave of absence
at least a day before the said meeting. Two absences incurred in an academic year without
leave of absence by any member shall be a ground for the Human Resource Management
Office Director to require from the member an explanation of the absence and to reprimand
him/her when warranted. The explanation and findings shall be entered in the Civil Service
Commission (CSC) 201 file of the subject member.
Quorum of Academic Council meetings shall consist of majority of all its members who
are currently holding the academic rank, excluding those on leave of absence or official travel.
A majority vote of all its members present shall be required to dispose of a question or
to decide on an issue. The presiding officer shall vote only to break a tie.
The Policy Advisory Group
The Policy Advisory Group (PAG) is composed of the University President, Vice Presidents,
the Presidential Assistants, Director for Administrative and General Services Division, Director
for Financial Management Services, Director for Resource Generation and Auxiliary Services,
and, the Chief Legal Officer. The PAG shall have oversight function and shall meet once a
month or as frequently as the University President decides to discuss policy issues.
The Executive Committee (ExeCom)
The ExeCom is composed of the President as Chairman, the Vice Presidents, and the
Directors as members.
The Executive Committee meets as frequently as the President decides to discuss issues and
concerns of the university.
V. UNIVERSITY COMMITTEES, DESCRIPTION AND FUNCTIONS
1. Bids and Awards Committee (BAC) (Sec. V, RA 9184)
Each procuring entity shall establish in its head office a single BAC to undertake the functions specified in Section 12 of this IRR in order to facilitate professionalization and harmonization of procedures and standards. In line with the standardization of procurement procedures and the thrust towards strengthening the procurement function to increase operational efficiency and effectiveness, Heads of Procuring Entities shall aim to consolidate or unify all procurement activities of the organization, whether locally-funded or foreign-assisted, and whether pertaining to goods, infrastructure projects, or consulting services.(a)
However, to expedite the procurement process for practical intents and purposes, the Head of the Procuring Entity may create separate BACs where the number and complexity of the items to be procured shall so warrant. The BACs may be organized either according to: (a) geographical location of PMO or end-user units of the procuring entity; or (b) nature of procurement. Similar committees for decentralized and lower level offices may also be formed when deemed necessary by the Head of the Procuring Entity. (a) BAC Composition The Head of the Procuring Entity represented by the University President shall designate at least five (5) but not more than seven (7) members to the BAC of unquestionable integrity and procurement proficiency.
ADMINISTRATIVE MANUAL-1ST Draft Page 37
The BAC shall be composed of the following: Regular Members: a) Chairman, who is at least a third ranking permanent official of the procuring entity; b) An officer, who is at least a fifth ranking permanent official, with knowledge, experience and/or expertise in procurement who, to the extent possible, represents the legal or administrative area of the procuring entity, provided that in the case of bureaus, regional offices and sub- permanent personnel;
c) An officer, who is at least a fifth ranking permanent official, with knowledge, experience and/or expertise in procurement who, to the extent possible, represents the finance area of the procuring entity, provided that in the case of bureaus, regional offices and sub-regional/district offices, BAC members shall be at least a third ranking permanent personnel;
d) An officer, who is at least a fifth ranking permanent official, with knowledge, experience and/or expertise in procurement who, to the extent possible, represents the finance area of the procuring entity, provided that in the case of bureaus, regional offices and sub-regional/district offices, BAC members shall be at least a third ranking permanent personnel;
Provisional Members:
d) An officer who has technical expertise relevant to the procurement at hand, and, to the extent possible, has knowledge, experience and/or expertise in procurement; and
e) A representative from the end user unit who has knowledge of procurement laws and procedures.
The Chairman and the Vice-Chairman shall also be designated by the Head of the procuring entity. Moreover, the Vice-Chairman shall be a regular member of the BAC. For purposes of this IRR, the term “permanent” shall refer to a plantilla position within the procuring entity concerned. (a) (RA 9184 6th edition)
Functions of the BAC The BAC shall have the following functions:
(a) advertise and/or post the invitation to bid/request for expressions of interest; (b) conduct pre-procurement and pre-bid conferences; (c) determine the eligibility of prospective bidders; (d) receive bids; (e) conduct the evaluation of bids; (f) undertake post-qualification proceedings; (g) resolve motions for reconsideration; (h) recommend award of contracts to the Head of the Procuring Entity or his duly
authorized representative: (i) recommend the imposition of sanctions in accordance with Rule XXIII; (j) recommend to the Head of the Procuring Entity the use of Alternative Methods of
Procurement as provided for in Rule XVI hereof; and (k) perform such other related functions as may be necessary, including the creation of a Technical Working Group (TWG) from a pool of technical, financial, and/or legal
ADMINISTRATIVE MANUAL-1ST Draft Page 38
experts to assist in the procurement process, particularly in the eligibility screening, evaluation of bids, and post-qualification.(a)
BAC Responsibilities
The BAC shall be responsible for ensuring that the procuring entity abides by the standards set forth by the Act and this IRR, and it shall prepare a procurement monitoring report in the form prescribed by the GPPB. The procurement monitoring report shall cover all procurement activities specified in the APP, whether ongoing and completed, from the holding of the pre-procurement conference to the issuance of notice of award and the approval of the contract, including the standard and actual time for each major procurement activity. The procurement monitoring report shall be approved and submitted by the Head of the Procuring Entity to the GPPB in printed and electronic format within fourteen (14) calendar days after the end of each semester. (a)
Meetings The Chairman or, in his absence, the Vice-Chairman, shall preside at all meetings of the BAC.
The decision of at least a majority of those present at a meeting at which there is quorum shall
be valid and binding as an act of the BAC: Provided, however, That the Chairman or, in his
absence, the Vice-Chairman, shall vote only in case of a tie.(a)
Quorum A majority of the total BAC composition as designated by the Head of the Procuring Entity shall constitute a quorum for the transaction of business, provided that the presence of the Chairman or Vice-Chairman shall be required. 2. BAC Secretariat
The BAC Secretariat as designated by the HOPE serves as the main support unit of the BAC. The Secretariat shall have the following functions and responsibilities:
a) Provide administrative support to the BAC; b) Organize and make all necessary arrangements for BAC meetings and
conferences; c) Prepare minutes of meetings and resolutions of the BAC; d) Take custody of procurement documents and other records; e) Manage the sale and distribution of Bidding Documents to interested bidders; f) Advertise and/or post bidding opportunities, including Bidding Documents, and
notices of awards; g) Assist in managing the procurement processes; h) Monitor procurement activities and milestones for proper reporting to relevant
agencies when required; i) Consolidate PPMPs from various units of the procuring entity to make them available
for review as indicated in Section 7 of this IRR; and j) Act as the central channel of communications for the BAC with end users, PMOs,
other units of the line agency, other government agencies, providers of goods, infrastructure projects, and consulting services, observers, and the general public.(a)
3. PROGRAM ON AWARDS AND INCENTIVES FOR SERVICE EXCELLENCE
(PRAISE)
The head of agency or authorized representative shall be responsible in overseeing
the System’s operations and the Human Resource Management Unit shall serve as the System’s Secretariat.
ADMINISTRATIVE MANUAL-1ST Draft Page 39
The agency may, however, employ an external or independent body to assist the AGENCY PRAISE Committee to judiciously and objectively implement the system of incentives and awards. The Committee constitutes the following:
a. President/Vice President for Administration or designated representative;
b. Head of Financial Division or Unit or Equivalent;
c. Head of Planning Division or Unit or Equivalent;
d. Highest HRMO or the career service employee directly responsible for personnel management; and
e. Two (2) representatives of the career rank-and-file employees from the
academic and non-academic staff who shall serve for a period of two years and chosen through a general assembly or any other mode of selection to be conducted for the purpose or designated by the registered union in the absence of an accredited union (one from the first level and one from the second level.
The PRAISE Committee shall have the following specific responsibilities.
a. It shall be responsible for the development, administration, monitoring and evaluation of the awards and incentives system of the agency. As such, the Committee shall meet periodically to perform the following tasks:
b. establish a system of incentives and awards to recognize and
motivate employees for their performance and conduct;
c. formulate, adopt and amend internal rules, policies and procedures to govern the conduct of its activities which shall include the guidelines in evaluating the nominees and the mechanism for recognizing the awardees;
d. determine the forms of awards and incentives to be granted;
e. monitor implementation of approved suggestions and ideas
through feedback and reports;
f. prepare plans, identify resources and propose budget for the system on an annual basis;
g. develop, produce, distribute a System policy manual and orient the
employees on the same;
h. document best practices, innovative ideas and success stories which will serve as promotional materials to sustain interest and enthusiasm;
i. submit an annual report on the awards and incentives system to the CSC
on or before the thirtieth day of January ;
j. monitor and evaluate the System’s implementation every year and make essential improvements to ensure its suitability to the agency; and
k. address issues relative to awards and incentives within fifteen (15) days
from the date of submission.
ADMINISTRATIVE MANUAL-1ST Draft Page 40
To implement the System effectively, the PRAISE Committee members are expected to
possess positive attitude; be capable of implementing submitted ideas; open-minded; decisive; have high tolerance for stress or pressure; and actively participate in all committee meetings.
All permanent members of the faculty and non-teaching staff who meet the criteria for each specific award shall be entitled to receive the award including those whose responsibilities include the making of suggestions, formulation of plans, and policies or making recommendations to achieve greater efficiency and economy in the University.
Recipients of honor awards shall be given preference in promotion, training and scholarship grants. 3. Inventory Committee
The Inventory Committee is composed of two or more employees including the
property/supply officer or custodian depending upon the extent of the property
accountability in a particular agency.
Duties and Functions: (to be integrated)
4. Disposal Committee Disposal is the end of the life cycle of a government property. The Disposal Committee is composed of the following: (to be integrated) Duties and Functions: (DBM Manual)
a. Inspect or authorize the University’s offices to inspect the unserviceable equipment and property to verify justification for disposal;
b. Set the final appraised value of all disposable property considering obsolescence, market demand, physical condition and result of previous biddings for similar property;
c. Recommend to the University President for approval, the manner of disposal; d. Conduct public biddings for thesale of disposable property on an “as is, where
is” basis and to recommend corresponding award.
6. Grievance Committee
A University Employees’ Grievance Committee is hereby created and shall be in-charged with the implementation of the policies and guidelines set by the CSC and the University. 7. University Planning Committee The University Planning Committee (UPC) is composed of the three Vice Presidents, Campus Directors, the Director for Regional University System and Quality Management System, the Director for Planning Office, the Chief Administrative Officer. The Business Development Center Director, the President of Faculty Federation and the President of the Student Body. The UPC’s major responsibility is to ensure that academic planning and the management of resources (people, money and space) which is critical step in the development of the University is in its proper direction. Duties and Functions:
a. Consolidate campus master development plan submitted by the different campuses; b. Review and approive annual planning reports as submitted by the Office of the three Vice-Presidents of the University;
ADMINISTRATIVE MANUAL-1ST Draft Page 41
c. Review the submitted plan and come up with the University Master Development Plan (UMDP) and recommend revisions to it as necessary for the approval by the members of both the Administrative and Academic Councils; d. Make recommendations to the President, major initiatives (including those which are part of submissions to external agencies) which provides comment on how the proposal/s fit with the University Plan.
8. Committee on Personnel Discipline
There shall be a Committee on Personnel Discipline to be constituted by the University President. The committee on Personnel Discipline shall be composed of the following:
a. Chairman-Vice President who has control and supervision over the person complained of;
b. Vice Chairman - Director of the college or Division to whom the person complained of belongs;
c. Members: 1. NTEA/Faculty Federation Representative 2. Legal Officer 3. Designated by the President
The Director of the University Human Resource Management and Development Office
shall serve as Secretary.
The Committee shall be guided by the rules of administrative investigations in accordance with the existing Civil Service Rules and Procedures.
9. Recruitment, Promotion and Selection Board
The University Recruitment, Promotion and Selection Board is created to assist the University President in the judicious and objective recruitment, selection and promotion of University officials and employees.
The URPSB shall develop and implement a Merit System and Promotion Plan to attend to personnel movements and actions in accordance with Civil Service rules and regulations. 10. University Faculty and Staff Development Committee (UFSDC)
In line with the University’s desire to improve the capability and competence of the faculty and staff in order to sustain academic excellence, the University Faculty and Staff Development Committee is hereby organized, its duties and responsibilities in terms of scholarships, assistance ship, fellowship, trainings, seminars, workshops, and conferences.
Per Memorandum Order dated March 03, 2010, the following composed the UFSDC to review the existing policies and in charge of selecting and recommending those who should attend specific training programs/fellowship and scholarship.
a. Vice President for Academic Affairs – Chairman b. Vice President for Finance and Auxiliary Service- Vice Chairman c. Faculty Federation President – Member d. Deans/Department or Unit Heads where the - Floating Member
Field of scholarship/grant/training occurs e. Human Resource Management officer (HRMO) shall act as Ex-officio member and
its office act as secretariat.
ADMINISTRATIVE MANUAL-1ST Draft Page 42
Campus Deans of the different institutes with recommendee/s will act as floating members, who shall evaluate the qualifications, needs and capabilities of his faculty and staff before he/she will be recommended to the President through the UFSDC. Duties and responsibilities of UFSDC
a. To administer the faculty and staff development Program of the University. (i.e. Scholarship/fellowship/training/seminar and conference/workshop) b. To continuously review the priority concern of each campus/institute in relation to the Five (5) Year Faculty & Staff Development Program (FYFSDP) and determine the number/percentage of grantees per year, provided that the deans/director or heads of units shall certify that the course applied for is the priority need, provided finally will contribute to the attainment of the goals and objectives of the university.
c. To continuously undertake a review of the policies and guideline and
submit recommendation for their revision from time to time.
d. To formulate policies rules and regulations for the Human Resource Development.
e. To inform the Deans, Directors, Department Chairman, Personnel office and the scholars about rules and regulations or agenda to the existing policies and guidelines concerning staff development program. f. To submit semi-annual/semester report to the Office of the President on
the progress and activities of the scholars.
g. To assist the Office of the President in implementing the scholarship program/agreement between the scholar and the College.
h. To established data bank for faculty & staff development program. i. To hold a regular monthly meeting provided that special meetings may be called
as the need arises. j. To perform all other related functions duties and responsibilities.
11. Performance Management Team
The Sultan Kudarat State University, in collaboration with this national directive to
implement a performance-based incentive system in which bonuses are based on agencies'
abilities to meet their annual budgets, has crafted its performance evaluation scheme tailored
after the Strategic Performance Management System (SPMS) of the Civil Service Commission.
(Executive Order No. 80)
A PMT shall be composed of the following:
1. Vice President for Finance and Administrative as Chairperson 2. Vice Presidents as Vice Chairs 3. Campus/Division Directors 4. Highest Human Resource Management Officer of the career service employee
directly responsible for human resource management. 5. Highest Human Resource Development Officer or the career service
employee directly responsible for personnel training and development.
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6. Highest Planning Officer or the career service employee directly responsible for organizational planning.
7. Highest Finance Officer or the career service employee directly responsible for financial management.
8. President of the accredited employee association in the university of the authorized alternate representative. In offices where there are no accreted or recognized employee associations/unions, the rank and file representatives shall be chosen through a general election or assembly.
At the Campus level the PMT shall be composed of the following:
1) Campus Director as Chairperson.
2) Dean/s
3) Designated Campus Secretary.
4) Designated officer in charge of financial management or production.
5) Designate officer in charge of research development and extension.
6) Representative of the rank and file employee. In offices where there are no
accredited or recognized employee associations/unions, the rank and file
representatives shall be chosen through a general election or assembly
The PMT shall have the following functions and responsibilities:
a. Sets consultation meeting of all Heads of Offices for the purpose of discussing
the targets set in the office performance commitment and rating form.
b. Ensures that Office performance targets and measures, as well as the budget
are aligned with those of the university and that work distribution of
Offices/units is rationalized.
c. Recommends approval of the office performance commitment and rating to
the University President.
d. Identifies potential top performers and provide inputs to the PRAISE
Committee for grant of awards and incentives.
e. Adopts its own internal rules, procedures and strategies in carrying out the
above responsibilities including schedule of meetings and deliberations, and
delegations of authority to representatives in case of absence of its members.
f. Acts as appeals body and final arbiter for performance management issues of
the agency.
The Planning Office shall serve as the PMT Secretariat.
Duties and Functions of the PMT Secretariat:
a. Monitors submission of Office Performance Commitment and Review Form and schedule the review/evaluation of Office Commitments by the PMT before the start of a performance period.
b. Consolidates, reviews, validates and evaluates the initial performance
assessment of the Heads of Offices based on reported Office
accomplishments against the success indicators, and the allotted budget
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against the actual expenses. The result of the assessment shall be the basis
of PMT’s recommendation to the University President who shall determine the
final Office rating.
c. Conducts an agency performance planning and review conference annually
for the purpose of discussing the Office assessment for the preceding
performance period and plans for the succeeding rating period with concerned
Heads of Offices. This shall include participation of the Financial Office as
regards budgets utilization.
d. Provides each Office with the final Office Assessment to serve as basis of
offices in the assessment of individual staff members.
Human Resource Management Office
a. Monitors submission of Individual Performance Commitment and Review Form by heads of offices.
b. Reviews the Summary List of Individual Performance Rating to ensure that the average performance rating of employees is equivalent to or not higher than the Office Performance Rating as recommended by the PMT and approved by the University President.
c. Provides analytical data on retention, skill/competency gaps, and talent
development plans that align with strategic plans.
d. Coordinates developmental interventions that will form of the HR Plan.
Campus/Division Director
a. Assumes primarily responsibility for performance management in his/her
Office.
d. Conducts strategic planning session with the supervisors and staff and agree
on the outputs that should be accomplished based on the goals/objectives of
the organization and submits the Office Performance Commitment and
Review (OPCR) Form to the Planning Office.
e. Reviews and approves individual employee’s Performance Commitment and
Review (IPCR) form for submission to the HRM Office before the start of the
performance period.
f. Submits a quarterly accomplishment reports to the Planning Office based on
the PMS calendar (Annex D).
g. Does initial assessment of office’s performance using the approved Office
Performance Commitment and Review form.
h. Determines final assessment of performance level of the individual employees
in his/her office based on proof of performance.
i. Informs employees of the final rating and identifies necessary interventions to
employees based on the assessment of developmental needs.
j. Recommends and discuss a development plan with the subordinates who
obtain Unsatisfactory performance during the rating period not later than one
(1) month after the end of the said period and prepares written notice/advice to
subordinates that a succeeding Unsatisfactory performance shall warrant their
separation from the service.
k. Provides preliminary rating to subordinates showing Poor performance not
earlier than the third (3rd) month of the rating period. A development plan shall
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be discussed with the concerned subordinates and issue a written notice that
failure to improve their performance shall warrant their separation from the
service.
Division Chief or equivalent
a. Assumes joint responsibility with the Head of Office in ensuring attainment of performance objectives and targets.
b. Rationalizes distribution of targets/tasks.
c. Monitors closely the status of the performance of their subordinates and
provide support and assistance through the conduct of coaching for the
attainment of targets set by the Division/Unit and individual employee.
d. Assesses individual employees’ performance.
e. Recommends developmental intervention.
Individual Employees
a. Act as partners of management and their co-employees in meeting organizational performance goals.
V. CENTERS OF THE UNIVERSITY, DESCRIPTIONS AND FUNCTIONS
1. Affiliated Renewable Energy Center (AREC)
The AREC is an extension arm of the Department of Energy (DOE) in its mandate to formulate and implement programs, projects and activities for the accelerated development and utilization of renewable energy (RE) resources and systems in Region XII. (RA9513 IRR)
2. The Information and Communication Technology (ICT) Center The ICT of SKSU is mandated to address all the ICT concerns of the University, as well as to implement several IT projects and computerization programs. Being the technology arm of the university, the ICT center is tasked to develop software and website applications for the automation of office procedures and also in charge of the ICT infrastructure and provide IT solutions of the University.
3. Tissue Culture (to be integrated)
4. RCFPC (to be integrated)
5. RD & E Center (to be integrated)
6. University Accreditation Center
7. Training Center
8. Guidance and Testing Center
9. Socio-Cultural Center
10. Sports Center
11. Feed Mill And Processing Center (to be integrated)
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