www. carsu.edu - caraga state university€¦ · · 2015-06-30original copy of the duly...
TRANSCRIPT
TABLE OF CONTENTS
VISION ……………………………………………………………………………………………………………..……. 1 MISSION ……………………………………………………………………………………............................ 1 CORE VALUES ………………………………………………………………………………………………………... 1 FEEDBACK AND REDRESS MECHANISMS……………………………………………………………………. 2 FILING A COMPLAINT……………………………………………………………………………………………… 2 FRONTLINE SERVICES……………………………………………………………………………………………… 3
OFFICE OF THE UNIVERSITY REGISTRAR….………………………………………………………………. 4
Types of Service: Validation of Student Enrollment………................................................... 4 Filing of Request for the Release of Academic Record(s)…………..………. 5
Claiming of Requested Academic Record(s)…………….………………………… 7 OFFICE OF STUDENT AFFAIRS AND SERVICES (OSAS)……………………………………………... 7
Types of Service: Student ID validation………………………………………………………………………….. 8 Application for the Issuance of a Certificate of Good Moral
Character (CGMC)…………………………………………………………………… 8 Releasing of the Certificate of Good Moral Character (CGMC)…………... 9 Unblocking the “Blocked” students in the On- Line Clearance……………. 9 OFFICE OF STUDENT ADMISSION, SCHOLARSHIP, AND AID (OASA)…………................ 10
Types of Service: Tagging of Student’s Scholarship Program………………………………………….. 10 Assigning of Student’s ID No……………………………………………………………….. 10 OFFICE OF COUNSELING AND TESTING CENTER……………………………..…..….……………….. 11
Types of Service: Application for CSU Scholarship and Admission Examination……………… 11 Claiming of CSU-SAE Result…………………………………………………………….….. 12
HUMAN RESOURCE MANAGEMENT OFFICE ………………………………………………………....... 13 Types of Service:
Application for Leave (CSC – Form 6)………………………………………………….. 13 Document Request (Certificate of Employment, Service Record) ………….. 13
1
Vision
Mission
Core Values
A premier university known for academic excellence in
science and technology, agriculture, environment and
natural resources, engineering, education and the arts
towards the sustainable development of Caraga Region.
In pursuit of academic excellence, Caraga State University
shall endeavor to deliver the highest quality of
instruction, research, extension, production, and
administration to produce scientifically trained,
technologically skilled, and morally sound individuals
contributing to the creation of an eco–friendly and
healthy environment.
Competence
Adaptability
Resourcefulness
Service – Oriented
Unity
2
FEEDBACK AND REDRESS
MECHANISMS
Please let us know how we have served you by doing any of the following: Accomplish our Feedback Form available in the offices and submit it to the Public
Assistant and Complaints Help Desk. If you are not satisfied with our service, your written/ verbal complaints shall immediately be attended to by:
The Vice President for Academic Affairs or The Director of Students Affairs and Services 341-2296 local 202 341-2296 local 233
FILING A COMPLAINT
The Complainant may submit a letter or affidavit of complaint against an administrative official or staff of CSU addressed to the University President. The University President shall endorse the complaint to the Fact- Finding Committee for investigation and disposition. If the complaint is against a faculty member or academic official, a letter or affidavit of complaint shall be addressed to the Office of the Vice President for Academic Affairs (OVPAA) and the OVPAA shall endorsed it to the College Dean concerned for investigation and appropriate action before the same shall be indorsed to higher investigating body/committee for appropriate action. If the complaint is against a student, the Complainant may submit a letter or affidavit of complaint addressed to the Director of the Office of Student Affairs and the same shall schedule a meeting/preliminary investigation with the student/s concerned for appropriate action/settlement.
For any inquiries or complaints, you may call us at the following telephone numbers:
3412296 or 3421079 local 203 The Chief Administrative Officer
3412296 or 3421079 local 202 The Vice President for Academic Affairs
3412296 or 3421079 local 233
The Director of Student Affairs and Services
3
FRONTLINE SERVICES
OFFICE OF THE UNIVERSITY REGISTRAR
Validation of Student Enrollment
Filing of Request for the Release of Academic Records Claiming of Requested Academic Records
OFFICE OF STUDENT AFFAIRS AND SERVICES (OSAS)
Student ID validation
Application for the Issuance of a Certificate of Good Moral Character (CGMC)
Releasing of the Certificate of Good Moral Character (CGMC)
Unblocking the “Blocked” Students in the On- Line Clearance
OFFICE OF STUDENT ADMISSION, SCHOLARSHIP, AND AID (OASA)
Tagging of Student’s Scholarship Program
Assigning of Student’s ID Number
OFFICE OF COUNSELING AND TESTING CENTER
Application for CSU Scholarship and Admission Examination
Claiming of CSU-SAE Result
HUMAN RESOURCE MANAGEMENT OFFICE
Application for Leave (CSC – Form 6)
Document Request (Certificate of Employment, Service Record)
4
OFFICE OF THE UNIVERSITY REGISTRAR
Type of Service: VALIDATION OF STUDENT ENROLLMENT
Type of
Student Documentary Requirements
Incoming First
Year Students
1. Long Brown Envelope containing the following:
Photocopy of the National Statistics Office (NSO) Authenticated Copy of Birth Certificate (pls. present the
original for comparison purposes only)
Photocopy of the National Statistics Office (NSO) Authenticated Copy of Marriage Contract for married
students only (pls. present the original for comparison purposes only)
Original Copy of the Duly Accomplished Department of Education (DepEd) Form 138-A (High School
Card)
Original Copy of the Certificate of Good Moral Character from School Last Attended
Duly Accomplished Student Personal Record (SPR)
1 pc. Latest 2x2 ID Picture
2. Registrar’s Copy of the Duly Accomplished Enrollment Draft
3. Official Receipt of Payment of the Prescribed Entrance Fee
4. Letter Envelope with Stamps
Parent’s/Guardian’s Complete Name
Parent’s/Guardian’s Complete Address
Student’s Name, ID No.)
Transfer/Unit
Earner Students
1. Long Brown Envelope containing the following:
Photocopy of the National Statistics Office (NSO) Authenticated Copy of Birth Certificate (pls.
present the original for comparison purposes only)
Photocopy of the National Statistics Office (NSO) Authenticated Copy of Marriage Contract for
married students only (pls. present also the original for comparison purposes only)
Original Copy of the Certificate of Transfer Credentials/Honorable Dismissal with attached
Transcript of Records with remarks “for evaluation purposes only”
Original Copy of the Certificate of Good Moral Character from School Last Attended
Duly Accomplished Student Personal Record (SPR)
1 pc. Latest 2x2 ID Picture
2. Registrar’s Copy of the Duly Accomplished Enrollment Draft
3. Official Receipt of Payment of the Prescribed Entrance Fee
4. Letter Envelope with Stamps (must be accomplished in the same manner as reflected above)
Old (Existing)
Students
1. Duly Accomplished Student Clearance
2. Registrar’s Copy of the Duly Accomplished Enrollment Draft
3. Official Receipt of Payment of the Prescribed Entrance Fee
4. Letter Envelope with Stamps (must be accomplished in the same manner as reflected above)
(Assumption: All the other required entrance credentials have been submitted upon entry in the University.
Cross Enrollee 1. Permit to Study from the Current Admitting School
2. Long Brown Envelope
3. Registrar’s Copy of the Duly Accomplished Enrollment Draft
4. Official Receipt of Payment of the Prescribed Entrance Fee
Appropriate
Amount Of Stamp
5
-
II. Prescribed Step by Step Process
Type of Service: FILING OF REQUEST FOR THE RELEASE OF ACADEMIC RECORD(S)
I. List of Documentary Requirements
A. Primary Requirements 1. Updated Student Clearance 2. Official Receipt of Payment for the Prescribed Fee 3. Documentary Stamp 4. Requirements as reflected in the next page depending on the type/ kind of documents requested for
release
Step
Activity
Responsible Person Student Office Provider Duration (upon actual
contact of the student and
the college In-charge)
1 Submits all the
documentary
requirements
Accepts and verifies the
correctness and authenticity of
all the documentary
requirements.
8 min. College In-charge,
Office of the
Registrar
2 Prints the Certificate of
Registration (COR) of the
Student.
3 min. College In-charge,
Office of the
Registrar
3 Affixes signature
in the COR and
returns the same
to the College In-
charge.
Validates the student enrollment
in the printed database and in
the printed COR.
3 min. College In-charge,
Office of the
Registrar
4 Releases the validated student’s
and program adviser’s copies of
the COR.
1 min. College In-charge,
Office of the
Registrar
-End of Transaction-
6
B. Additional Requirements
II. Prescribed Step by Step Process
Steps Activity(ies) Duration(upon
actual Client and the
In- charge
Responsible
Person
Client
Office/ Service Provider
1 Files the request for the
release of pertinent
scholastic record(s).
Checks the record of the client filed in the
office to ensure that the client complied
with all the other requirement/s.
Issues an accomplished Payment/ Purchase
Slip to the client as reference for the ff.:
All the fees to be paid in the
University Cashier’s Office
Correct number of documentary tax
stamps that will be required
8 min. Receiving
Window In-
charge, Office
the Registrar
2 Submits the following:
Official Receipt of
Payment for the
assessed fees
All the required
documents
Releases said record(s). 5 min. Receiving
Window In-
charge, Office
of the Registrar
3 Submits the accomplished
Request Slip.
Issues the accomplished “Claim Stub” where
the date and time of release of the request
record(s) are indicated
1 min. Receiving
Window In-
charge, Office of
the Registrar
- End of Transaction-
Type of Academic
Record(s)/Service
Additional Requirement(s)
Transfer Credential/
Honorable Dismissal
Certificate of Good Moral Character which can be availed of in the Office
of the Director for Student Affairs and Services (OSAS)
Transcript of Records (for
clients who have
graduated in a program)
Certification from the Concerned Department that the student’s TOR can
be released
Certification,
Authentication and
Verification (CAV) of
Academic Records
Letter request for CAV
Photocopy of the Original Diploma (pls. present the original Diploma for
comparison purpose only)
Photocopy of the Transcript of Records ( T0R) (pls. present the original
TOR for comparison purpose only)
Certification of
Belonging to the
Candidates for
Graduation for a
particular Term/
Semester
Certification/ endorsement from the concerned Department vouching
that the student indeed belongs to the Candidates for Graduation for a
particular Term/ Semester
Verified Evaluation of
Grades/ Degree Audit
Accomplished Evaluation of Grades signed by the Program Adviser,
Department Chairperson, and the Dean
Any Scholastic Records of
Students who have been
granted Certificate of
Transfer Credential
Certificate of No Objection from the current Admitting School
7
Type of Service: CLAIMING OF REQUESTED ACADEMIC RECORD(S)
I. List of Documentary Requirements
A. Primary Requirements 1. Claim Stub 2. Claimant’s one (1) Valid ID 3. Student ID for the following clients:
a. Those who are requesting for the release of their Certificate of Transfer Credentials/Honorable Dismissal b. Those who have graduated in a program and has no intention of enrolling back in the University
B. Additional Requirements if the Claimant is not the Owner of the Record
a. Authorization Letter duly signed by the Owner of the Document. If this will be used in claiming
Certification, Authentication and Verification (CAV) of academic records the same must be notarized. b. Photocopy of one (1) Valid ID of the owner of the record (pls. present the original for purposes of
comparison only) c. Photocopy of One (1) Valid ID of the one authorized to claim the record (pls. present the original for
purposes of comparison only)
OFFICE OF STUDENT AFFAIRS AND SERVICES (OSAS)
Type of service: Student ID Validation Documentary requirements: Primary requirements:
-Student ID -Validated Certificate of Registration (COR) for the current semester
Schedule of Availability: Monday to Friday (8:00 A.M.- 5:00 P.M.)
Steps
Activity
Duration
Responsible
Person/s
Client Office/ Service Provider
1 -Presents all
requirements
- Receives and evaluates all
requirements presented.
-Scans the student’s ID barcode
- Stamps the COR with ID validation
mark.
- Places a validation sticker to the
student’s ID card.
3 min.
OSAS Personnel
2 -Receives the COR and
the validated ID card.
- Reminds the student to visibly
wear his/her student ID card at all
times while inside the University
premises.
1 min. OSAS Personnel
-End of Transaction-
8
Type of Service: Application for the Issuance of a Certificate of Good Moral Character (CGMC)
Documentary requirements: Primary requirements:
- Duly accomplished CGMC Request Form
- Duly accomplished Student’s Clearance
- Valid Identification Card
- Official receipt as proof of payment for the Issuance of CGMC
Secondary Requirements: ( in case, a second person files the request)
- Duly accomplished Authorization Form
- One (1) photocopy of Student’s ID card, and presents the original ID
for verification purpose only.
- One (1) photocopy of the Authorized person’s ID, and presents the
- original ID for verification purpose only.
Schedule of Service Availability: Monday to Friday (8:00 a.m. – 5:00 p.m.)
Steps
Activity
Duration
Responsible Person/s Client Office/ Service Provider
1 -Presents all the
documentary
requirements.
- Receives and evaluates all documentary
requirements presented
-records the student’s request on the Request for
CGMC Logbook.
- Issues a Claim Stub with specified schedule of
release.
5 min.
OSAS Personnel
2 Receives the
Claim Stub
-Advices the student to claim the CGMC within
the scheduled date and time of release
1 min. OSAS Personnel
- End of Transaction-
9
Type of Service: Releasing of the Certificate of Good Moral Character (CGMC)
Documentary Requirements: Primary Requirements: - CGMC claim stub - Valid Identification Card Secondary Requirements:
- Duly accomplished Authorization Form - One (1) photocopy of Student’s ID card, and presents the original ID
for verification purposes only. - One (1) photocopy of Authorized Person’s ID, and presents the original
ID for verification purposes only. Schedule of Service Availability: Monday to Friday (8:00 a.m. to 11:00 a.m.)
Type of Service: Unblocking the “ Blocked” students in the On- Line clearance.
Documentary Requirements: Primary Requirements:
- Accomplishment Slip (signed by the authorized person for
a specific sanction given)
Secondary Requirements: (for students occupying the University’s housing facility)
- Dormitory Clearance
- One (1) photocopy of the official receipt as proof of payment for Dormitory
Occupancy, and presents the original for verification purposes only.
Schedule of Service Availability: Monday to Friday (8:00 a.m. – 4:00 p.m.)
Steps
Activity Duration
Responsible Person/s Client Office/ Service
Provider
1 -Presents all the documentary requirements
- Receives and evaluates all documentary requirements presented -Releases the requested CGMC and takes the claims stub.
2 min. OSAS Personnel
2 -Receives the requested CGMC
0.5 min. OSAS Personnel
-End of Transaction-
Steps
Activity
Duration
Responsible Person/s Client Office/ Service Provider
1 -Presents and evaluates
all documentary
requirements.
- Receives and evaluates all
documentary requirements
presented
3 min. OSAS Personnel
2 - Waits for the verbal
confirmation from the
responsible personnel.
- Gives a verbal confirmation that the
student is already cleared in OSAS
1 min. OSAS Personnel
- End of Transaction-
10
Office of Student Admission, Scholarship and Aid (OASA)
Type of Service: Tagging of Student’s Scholarship Program Documentary Requirements: Primary Requirements:
- Certificate of Scholarship (if available) - Duly accomplished Enrollment Draft
Schedule of Service Availability: Monday to Friday (8:00 a.m. to 5:00 p.m.) within enrollment period.
Type of Service: Assigning of Student ID Number
Documentary requirements: : Primary requirements:
- Entrance Examination Result
- Entrance Examination Result Claim stub
- Accomplished Student Personal Record (SPR) Form
Schedule of availability: Monday to Friday (8:00 a.m.- 5:00 p.m.) within enrollment period.
Steps
Activity Duration
Responsible Person/s Client Office/ Service Provider
1. - Presents all
documentary
requirements
- Receives, evaluates and verifies all
documentary requirements presented
- accomplishes the Add Scholarships
data module
- Stamps the Enrollment Draft with the
identified Scholarship Program
3 min. OASA Personnel
2 Receives the Enrollment
Draft ( stamped with the
identified Scholarship
Program.)
-Advices the student to proceed to the:
a. Registrar for the printing of the
Certificate of Registration (COR), full-
scholarship coverage.
b. Cashier for payment of remaining
account, for partial subsidy grants.
1 min. OASA Personnel
-End of Transaction-
Steps
Activity
Duration
Responsible Person/s Client Office/ Service Provider
1 -Presents all documentary
requirements
- Receives and evaluates all
documentary requirements
presented
-Scans the accomplished SPR
- Assigns Student ID No. and
accomplishes the NSAE Entry and
Student’s information Data
Module
- Prints the Student Admission
Form
10 min. OASA Personnel
2 Receives the Admission Slip
Form and signs in the Admitted
Student’s logbook.
Advices the client to proceed to
the concerned college or
department.
1 min. OASA Personnel
-End of Transaction-
11
OFFICE OF THE COUNSELING AND TESTING CENTER
Type of Service: APPLICATION FOR CSU SCHOLARSHIP AND ADMISSION EXAMINATION
I. List of documentary Requirements A. Primary Requirements
1. Duly Accomplished Application Form 2. 2 pcs Latest 2x2 ID Picture with White Background and Name Tag 3. Official Receipt of Payment of the Prescribed Testing Fee 4. Examinee’s one (1) Valid ID
II. Prescribed Process
Steps
Activity Duration(upon
the actual contact
of the Student and
the college In-
charge)
Responsible Person/s
Client Office/ Service Provider
1 Submits all the documentary requirements
Accepts and verifies the correctness and authenticity of all the documentary requirements submitted by the examinee.
5 min.
Officer of the Day/ Guidance Counselor
2 Registers and affixes signature in the Examination Registration Form
Issues to the student the accomplished Examination Slip/Claim stub where the date and time of the examination and release of test result are indicated.
5 min.
Officer of the Day/ Guidance Counselor
-End of Transaction- -
12
Type of Service: Claiming of CSU- SAE Result
I. List of Documentary Requirements
A. Primary Requirement
- Examination Slip/Claim Stub - Claimant’s one (1) Valid ID. Primary Requirement
B. Additional Requirements if the Claimant is not the Owner of the Test Result.
1. Authorization Letter duly signed by the Owner of the Test Result
2. Photocopy of one (1) Valid I. D. of the Owner of the Test Result (pls. present the original for purposes of
verification)
3. Photocopy of one (1) Valid I.D. of the one Authorized to claim the Test Result (pls. present the original for
purposes of verification)
III. Prescribed Process
Steps
Activity Duration(upon the
actual contact of the
Student and the
college In-charge)
Responsible Person/s
Client Office/ Service Provider
Approaches the
Psychometrician /Officer of
the Day at the Counseling
and Testing Center to Claim
the Test Result.
Verifies the required
documents.
If there is/are non-
conformance(s),
advises the student on
what has to be done
Verifies the required
documents presented.
Once everything is in
place, requires the
claimant to sign in the
record book as proof
of receipt of test
result.
Releases the Test
Report of Rating.
At most 5 min.
At most 5 min.
Officer of the
Day/
Psychometrician
-End of Transaction-
13
HUMAN RESOURCE MANAGEMENT OFFICE (HRMO)
Type of Service : Application for Leave (CSC – Form 6)
Type of Service : Document Request
(Certificate of Employment, Service Record, Documents, etc. at the HRMO Office)
-End of Transaction-
Steps
Activity
Duration
Responsible Person/s Client Office/ Service Provider
1 Submits
Application for Leave
Receives / records and
classifies leave applications
Computes, processes and
verifies leave document
Reviews, examines and
certifies as to leave balance
and checks as to entries and
computation
Submits application for Leave
to the Office of the President
for approval
Returns approved Application
for Leave to the HRMO Office
30 mins.
10 mins
3 mins.
3 mins.
5 min.
HRMO Staff
HRMO Staff
HRM Officer
Pres./or Assigned
Officer
OP Staff
2 Claims copy of
approved
Application for Leave
Segregates and releases
approved Application for
Leave
10 min. HRMO Staff
-End of transaction-
Steps
Activity
Duration
Responsible Person/s Client Office/ Service Provider
1 Fills up document
request form
Pays to Cashier’s Office
Provides document
request form to be filled-
up by requisitioner
Issues Official Receipt
3 mins.
HRMO Staff
Cashier’s Staff
2
Presents
official receipt to the
HRMO office
Prepares the document
requested
Signs the Official
document
Affixes Dry Seal to the
Document (for
certificate/s)
10 mins.
HRMO Staff
HRMO Officer
HRMO Staff
3 Claims the requested
document
Serves/releases the
document/s
requested
3 mins.
HRMO Staff
-End of transaction-