®UNIVERSITy a/ £Ae PHILIPPINES

OFFICE OF THE PRESIDENT

4 October 2018

MEMORANDUM NO. PDLC 18-44

TO All chancellors and Faculty of the constituent universities

SUBJECT SELECTION OF THE NEW FACULTY REGENT (2019-2020)

The two-year term of incumbent Faculty Regent (FR) Professor Patricia 8. Arinto ends on31 December 2018. I now announce the selection process for the next Faculty Regent who willserve in 2019 and 2020. It is the turn of a Faculty Regent from UP Diliman.

Please refer to the attached documents on the "Selection Process for the Faculty Regent2019-2020" (Annex I ) and the timetable (Annex 2).

The minimum qualifications for FR are as follows:

I. must be a permanent faculty member of UP Diliman who has served for at least ten (10)years;

2. must not be more than 63 years old to be able to serve the full term of two years;3. must not be on leave from the University at the time sthe assumes the position; and,4. must not have any pending administrative case, or have been found guilty of any charge

involving grave misconduct or any other offense that is considered detrimental to the publicinterest.

In the final selection of the FR, consideration may be given to the following as reflected in thenominees' curriculum vitae and proposed plans of action (which will be distributed to the CUs and

posted at the UP website):

I. sthe is established in herthis field of expertise and respected by peers;2. has a clear understanding of the role of the faculty as embodied in the UP Charter, i.e.

teaching and mentoring, research and/or creative work, and public service;3. has a clear understanding of the role of the FR; and,4. demonstrates an ability to formulate or contribute to the formulation of concrete policies

that will enable the University to pursue its purposes as mandated in the UP Cliarter and toaddress faculty concerns.

Thank you for your cooperation.

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Armex I

SELECTION PROCESS FOR U.P. FACULTY REGENT 2019-2020

The UP Faculty Regent Selection Process defines the role of the Faculty Regent, theeligibility to be nominated and the faculty members eligible to nominate and vote, andthe two-round selection process consisting of the Nomination and Election Rounds.

I.0 Role of the Faculty Regent

The Faculty Regent is first and foremost a Regent of the University whose role is toparticipate in collegial policy-making, and to ensure that policies are in the bestinterests of the University, bearing in mind the general interest and welfare of thefaculty.

2.0 Term of the Faculty Regent

Based on the UP Charter of 2008, the Faculty Regent shall serve a two-year term.

3.0 Faculty Members Who Can Be Nominated

The nominees for Faculty Regent shall come from the Constituent University (CU)specified on a predetermined rotating basis. Based on the number of faculty, UPVisayas and UP Cebu shall be considered as one cluster and UP Open Uni`Jersity, UPMindanao and UP Baguio, shall be grouped as one cluster for purposes of the rotationsystem. For the 2018 selection process, the Faculty Regent will come from UPDiliman.

To qualify for Faculty Regent, one must:

• be a pemanent faculty member of the predetemined CU who has servedat least 10 years;

• not be more than 63 years old to be able to serve the full term;• not be on leave from the University at the time sthe assumes the position;

and• not have any pending administrative case, or been found guilty of any

charge involving grave misconduct or any other offense that is considereddetrimental to the public interest.

The above are the minimum qualifications to be nominated as Faculty Regent.However, in the final selection of the Faculty Regent, consideration may be given tothe following as reflected in the nominee's curriculum vitae and proposed plans ofaction, that:

• sthe is established in herthis field of expertise and respected by herthis

Peers;• sthe has a clear understanding of the role of the faculty as embodied in the

UP Charter, i.e. teaching and mentoring, research and creative work, andpublic service;

• sthe has a clear understanding of the role of the Faculty Regent; and

• sthe demonstrates an ability to fomulate or contribute to the formulationof concrete policies that will enable the University to pursue its purposesas defined in the UP Charter and to address faculty concerns.

If the nominee has an administrative position in the University, sthe must resign fromthe position once sthe is among the top five (5) nominees and accepts the nomination.

If sthe is an officer of a bona fide organization in the University, sthe must take aleave of absence, once sthe accepts the nomination, from the organization during theSelection Process. Should sthe be selected, sthe must resign from the said position asofficer and go on leave of absence as member of the said organization until the end ofherthis term as Faculty Regent.

If sthe is a member of a bona fide organization in the University, once selected asFaculty Regent, sthe must go on leave of absence as member of said organizationuntil the end of herthis term.

4.0 Faculty Members Who Can Nominate and Vote

All regular faculty (full-time, part-time, permanent, temporary or substitute) in activeservice (excluding lecturers, professorial lecturers, visiting professorsAecturers,clinical professors without compensation) or on official leave are qualified toparticipate in the Selection Process. In the case of Professors E"erz.fz., they mayparticipate in the Selection Process but they cannot be nominated.

CUs shall provide the Office of the Vice President for Academic Affairs (OVPAA)with their respective lists of qualified voters within the deadline to be specified.

5.0 Procedure for the Selection Process

The Selection Process shall consist of two rounds: the Nomination Round and theElection Round.

A CU-level committee for the Selection Process, chaired by the Vice Chancellor forAcademic Affairs (VCAA), shall supervise the Selection Process at the CU level. TheOVPAA shall supervise the Selection Process at the System level.

5.1 Nomination Round

The CU concerned shall prepare the list of faculty members who are qualified asnominees and submit the same to the OVPAA. The OVPAA shall then provide allCUs the list of qualified nominees.

5.I.I Schedule

The schedule for this round shall be set by the UP President. Within thisschedule, each CU shall determine its specific nomination period and informthe OVPAA of its schedule.

5.1.2 Procedure

5.1.2.1 Nomination shall be done manually through secret balloting at placesdesignated by the units. Each qualified voter shall select one mane from thelist of qualified nominees.

5.1.2.2 The deans shall submit to the VCAA the names of the nominees and theirrespective number of nominations.

5.1.2.3 The CU Committee shall consolidate the CU results using the form to beprovided by the OVPAA. The Chancellor shall certify the results and submitthe same to the System Committee.

5.1.2.4 The top five (5) nominees shall be determined by the OVPAA based on thetotal results submitted by the CUs. The OVPAA report shall be certified bythe President.

5.1.2.5 The five (5) nominees shall be asked to submit to the OVPAA, within theperiod prescribed, hard and soft copies of their curricululn vitae (CV) andtheir proposed plan of action as Faculty Regent. The OVPAA shall providethe CUs with copies of these documents for posting.

5.2 Information Dissemination

The preferred mode for information dissemination is through electronic means. TheUniversity may assist in information dissemination in the UP website through theOffice of the Vice President for Public Affairs (OVPPA). There shall be nocampaigning.

5.3 Election Round

During the Election Round, the qualified voters of each CU shall choose only onefrom among the top five (5) nominees.

5.3.I The schedule for this round shall be set by the UP President. Within thisschedule, each CU shall determine the specific date(s) for voting and inform theOVPAA of the schedule.

5.3.2 Voters may choose to vote manually or electronically but not both. In the eventof double votes cast by manual and electronic ballots, the manual ballot shallprevail.

5.3.2.1 Manual Voting Procedure

5.3.2. I .1 Each CU shall use secret balloting to vote manually at places designated bythe units. The forin of the ballot for manual voting in the Election Round isgiven in Armex 1 . 1 .

5.32.12 The voters shall be required to present their University ID or any competentproof of identity to verify their identity from the official list of qualifiedvoters.

5.3.2.I.3 Voting hours shall be between 8 a.in. and 4 p.in. within the dates specifiedby the CU.

5322 Electronic Voting System and Procedure

5.322.1 There shall be a single, secure, transparent and open-source Faculty RegentElection Voting System (FREVS) to be used. This shall be provided by theUP Information Technology Development Center (UP ITDC) under thegeneral supervision of the VPAA. CUs shall not devise their own system.

5.3.2.2.2 Electronic voting shall be open on a 24-hour basis during the voting periodspecified by the CU, ending at the sane time as manual voting.

Example A. If marraal voting is scheduled for only one day, e.g., Monday from8:00AM to 4:00PM, electronic voting will start at 4:01PM Of the irrmediatelypreceding Sunday and will contir"e until 4 :00PM Of Monday.

Example 8. If manual voting is scheduled i;or several days, e.g., Monday toWednesday from 8:00AM [o 4:00PM each day, electronic voting will start a[4:01PM Of the immediately preceding Sunday and will con[irme until 4:00PM OfWednesday.

5.3.2.2.3 The system shall require authentication to ensure eligibility to vote. Thisshall be in the form of a user name and password to be issued by theUPITDC through the OVPAA under close coordination with the Office ofthe Faculty Regent.

5.4.2.2.3 The System shall allow the qualified voter to vote only once.

5.4 Canvassing/Reporting of Voting Results

Canvassing of votes from both manual and electronic modes shall be doneimmediately after voting period closes at 4 pin of the last day.

5.4.1 Canvassing/Reporting of Results from Manual Voting

For manual voting, the Committee headed by the VCAA of each CU through thedeans of the various colleges shall monitor the canvassing and reporting of votes.The deans of the various colleges shall canvass all the votes and submit the resultsto the VCAA.

Representatives of the nominees, not more than two (2) each, may be allowed towitness the canvassing,

5.4.2 Canvassing/Reporting of Results from Electronic Voting

For electronic voting, the VCAA, in the presence of the CU Committee andrepresentatives of the nominees, shall be able to access the results only after theend of the voting period. Access shall be through a specially provided user nameand password. The CU Committee shall proceed to determine if there are doublevotes by comparing the list of voters who voted manually and the list of voterswho voted electronically, after which the results of the electronic voting shall beprinted out.

Additional guidelines shall be provided by the OVPAA on the security features ofthe System and the detailed procedures to access the electronic system as well aschecking for double votes.

5.4.3 Consolidation of Manual and Electronic Voting Results

The CU Committee shall consolidate the CU results using the form to be providedby the OVPAA. The Chancellor shall certify the results and submit the same tothe OVPAA.

5.5 Mechanism forAppeals

All appeals relating to the conduct of the election should be formally whtten andsubmitted to the CU Committee within twenty-four (24) hours from the close of thecanvassing at the CU level. No appeals/protests shall be entertained on grounds notraised and recorded during the voting/canvassing. No appeals shall be entertainedafter the lapse of the 24-hour period.

All appeals shall be included in the CU's election report.

5.6 Announcement ofResu]ts

The VPAA shall submit the consolidated results to the President within twenty-four(24) hours after the deadline for CU submission including any appeals that have beensubmitted by the CU Committees. Thereafter, the President, as Chief AcademicOfficer and Head of the Faculty, transmits to the BOR the consolidated results andany appeals that have been submitted.

In the case of a tie, the President shall order a run-off between the nominees gameringthe highest number of votes on a date to be set in consultation with the CUs.

The BOR shall proclaim as Faculty Regent, the nominee gamering the highestnumber of votes. Should there be any appeals from the CUs, the BOR shall resolvethese appeals before proclaiming the Faculty Regent.

6.0 Cessation of Membership in the Board of Regents

According to Section 12 (2) of the UP Charter, membership of the Faculty Regent inthe Board ceases upon suspension, separation or recall.

5

7.0 Schedule for the UP Faculty Regent Selection Process

The Selection Process starts in October and ends in November of the second year ofthe incumbent Faculty Regent's term. The specific schedule shall be issued by theOVPAA.

Annex 1.1

Ballot for Manual Voting(Election Round)

University of the PhilippinesChoice of Faculty Regent for 2019-2020

Armex 2

Schedule for the Selection of Faculty Regent (FR) 2019-2020

2018 Activity

3 0ct (TH) lssuance of memo by the President on selection ofFR

10 0ct (W)Submission of the list ofqualified nominees in hard and soft copies by UPDiliman to OVPAA

11-12 0ct Distribution of hard and soft copies of list of qualified nominees to CUs by(Th-F) OVPAA

12 0ct (F)Submission of the list of qualified voters in hard and soft copies by CUs toOVPAA

15-18 0ct Nomination Round (CUs shall determine their specific nomination schedules

(M-Th) within this period and inform OVPAA of their schedules.)

22 0ct (M)(onorbefore)Submission of the results of nomination round to OVPAA

22-26 0ct Distribution of usemames and passwords for electronic voting to qualified(M-F) voters by CUs

23 0ct (T) Submission of results of nomination round to the President by OVPAA,indicating the top five (5) nominees

24 0ct (W) Notification of the top five (5) nominees; request for CVs and proposed plansof action (PLANS) as FR

24-26 0ct(W-F)UP System-wide dry run of the electronic voting system

26 0ct (F)Deadline for submission ofcvs and PLANS in hard and soft copies by topfive (5) nominees to OVPAA

29 0ct-9 Nov Distribution of copies ofcvs and PLANS to CUs; Uploading ofcvs and(M-F) PLANS in UP website

12-15 Nov Election Round (CUs shall detemine their specific schedules within this(M-Th) period and inform OVPAA of their schedules.)

16 Nov (F)(onorbefore) Submission of cu results of election round to OVPAA

20 NOv (T)Submission of consolidated results of election round to the UP President byOVPAA; Announcement of election results by the UP President

TBA Proclamation of new FR by BOR