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IFUGAO STATE UNIVERSITY CITIZEN'S CHARTER

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(1)

IFUGAO STATE UNIVERSITY

(2)

I. Mandate

Ifugao State University shall commit to international quality standards on effective quality management system in delivering excellent administrative services, instruction, research, extension, and resource generation towards client’s satisfaction

II. Vision

A globally recognized University upholding excellence amidst rich cultural heritage.

III. Mission

Produce employable graduates who are morally upright, socially and cultural responsible professionals through quality, relevant, and innovative Instruction, Research, Extension, and Resource Generation.

IV. Service Pledge

➢ Academic Excellence

• to assure the quality of programs

• to ensure effective student lifecycle management and career development

• to provide unique and lifelong learning experience in the entire student lifecycle

• to integrate internalization perspective towards global connectedness

• to strengthen student welfare services for a successful academic formation of students

• to integrate Indigenous Knowledge, System and Practices (IKSP) in the academic programs to intensify conservation of the rich cultural heritage

➢ Strong research leadership and culture

• to establish a strong brand and strengthen image building of IFSU as a research leader

• to intensify conduct of research and dissemination of RD outputs

• to intensify conservation of the rich cultural heritage

➢ Sustainable extension and community engagement

• to package and transfer knowledge and technologies relevant to the needs of clientele

• to create a widely shared organizational culture that encourages, promotes, and rewards extension and community engagements

• to establish/strengthen/sustain linkages with LGUs, industries, and other organizations/stakeholders for resource sharing, extension program, and service complementation

➢ Excellent public service and good governance

• to ensure efficient, transparent, and accountable delivery of administrative services

• to forge strong network system and resource-sharing through collaborative activities conducted regularly

• to strengthen the university’s local and international visibility

• to enhance efficiency in resource generation and mobilization

• to upgrade the competence and capabilities of human resources

• to technologize frontline services and other services of the University

(3)

• to ensure a clean, green, safe, and GAD-responsive University environment

• to intensify conservation of the rich cultural heritage integrating culture in the administrative and support services

(4)

LIST OF SERVICES Lamut Campus

Department of Registrar and Services……….…. 5

Enrollment for New Students (Undergraduate Level) ……… 6

Enrollment for Transferee Students……….………. 8

Enrollment for Old Students……….……….. 10

Enrollment for New Graduate School Students……….……. 12

Enrollment for Old Graduate School Students……….…… 14

Department of Legal Services……… 16

Preparation of Legal Documents……… 17

Review of legal Documents………..………….. 18

Department of Library Services………..….………….. 19

Library Reference Assistance /Guidance……….………….. 20

Records Section………...………….. 22

Authentication of Documents………..….………….. 23

Mailing Procedure……….……….……….. 25

Receiving and Releasing of Official Records……….………. 27

Receiving Communication……….………...……….. 29

Releasing Communication……….………..……….. 30

Request for Information and Records……….……….. 32

Department of Human Resources and Development……….…….. 34

Issuance of Certifications……….……….…….. 35

Application for Leave of Absence……….………. 37

Lagawe Campus Department of Student Services and Development……….………… 39

Exigency Permit……….……… 40

Complaint Against Student (Major Offenses) ……….………. 42

Complaint Against Student (Minor Offenses) ……….………. 44

Student Activity Proposal……….………... 46

Application of Student Housing (Dormitories) ……….………. 48

Office of the Guidance and Counseling……….……… 50

Counseling……….……….………….………… 51

Individual Inventory……….……….….……… 52

Career Seminar and Placement Service……….………….………….. 53

Testing – College Entrance Examination (CEE) ……….……… 54

Health Services Unit……….……….….…… 56

Medical Services/Consultation……….……… 57

Department of Human Resources and Development……….……. 58

Authentication of Documents……….……… 59

Application for Leave of Absence……….……… 60

Issuance of Requested Documents……….……… 62

Sports and Development Unit……….………...… 63

Borrowing and Returning of Sports Equipment……….………...…… 64

Department of Infrastructure and Site Development……… 65

Planning and Preparation of Technical Documents……….…...…… 66

(5)

Department of Registrar and Admission Services Internal Services

(6)

1. Enrolment for New Students (Undergraduate Level)

This covers the process in the enrolment of freshmen or incoming first year college students who took the IFSU Entrance Examination.

Office of Division: Department of Registrar and Admission Services (DRAS) Classification: Simple

Type of Transaction:

G2C

Who may Avail: New Students or incoming 1st year college students CHECKLIST OF REQUIREMENTS WHERE TO SECURE IFSU Entrance Examination Result Department of Student Services and

Development (Guidance Counselor) Form 138-A Report Card (original) School where the student graduated Certificate of Good Moral Character (original) School where the student graduated One (1) passport size ID picture (taken

recently with name tag and white background)

IFSU IGP Printing Office/Photo Studio

PSA issued birth certificate (photocopy) Philippine Statistics Authority Marriage Certificate for married students

(photocopy)

Philippine Statistics Authority Certificate of Enrolment (2 copies) Office of the College Dean

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESS ING TIME

PERSON RESPONSIBLE 1. Submit Admission

Requirements

1. Check the

completeness of the Admission

requirements

None 2 minutes DRAS

Personnel in- charge 2. Secure Application

for Admission with Notice for Admission

2. If complete, issue the Application for

Admission and Notice for Admission to be filled out by the student.

2.1 Check and sign the filled out form and attach the admission requirements

2.2 If incomplete, tick the lacking

requirement in the Promissory Note and let it be filled out by the student together with the Application for Admission and Notice of Admission

2.3 Check and sign the filled out form and attach the submitted admission

requirements

None 1 minute

2 minutes

2 minutes

1 minute

DRAS Personnel in-

charge

DRAS Personnel in-

charge DRAS Personnel in-

charge

DRAS Personnel in-

charge

(7)

3. Enrolment Flow 3. Instruct the student to go to the following:

a) College Dean – for the issuance of the Certificate of Enrolment

(Enrolment Form) and courses to be enrolled

b) NSTP – for

registering CWTS or ROTC

c) Guidance Counselor – for filling out the Personal Data Inventory Form (PDIF)

d) University Clinic – for creation of Individual Health Record

None 30

seconds

DRAS Personnel

4. Submit properly accomplished Certificate of Enrolment

4. Encode the courses to be enrolled by the student in the

Student Information and Accounting Systems (SIAS) and stamp “registered” in the CoE

4.1 Instruct the students to proceed to the following:

a) Cashier/Accounting – for issuance of

Assessment

b) IGP Printing Office – for printing and issuance of School ID

c) University Library – for issuance of Library Card

None 3-5 minutes

30 seconds

DRAS Personnel

DRAS Personnel

5. Secure Validation Sticker

5. Issue Validation sticker upon

presentation of the Assessment Form with marked

“Enrolled” issued by the Accounting

None 1 minute DRAS

Personnel

(8)

2. Enrolment for Transferee Students

This covers the process in the enrolment of transferee students who took the IFSU Entrance Examination

Office of Division: Department of Registrar and Admission Services (DRAS) Classification: Simple

Type of Transaction: G2C

Who may Avail: Transferee Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE IFSU Entrance Examination Result Department of Student Services and

development

Transfer Credential (original copy) School/University last attended True Copy of Grades (original copy) School/University last attended Certificate of Good Moral Character School/University last attended One (1) passport size ID picture (taken

recently with name tag and white background)

Photo Studio

PSA issued birth certificate (photocopy) Philippine Statistics Authority Marriage Certificate for married students

(photocopy)

Philippine Statistics Authority Certificate of Enrolment (2 copies) Office of the College Dean

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESS ING TIME

PERSON RESPONSIBLE 1. Submission of

Admission Requirements

1. Check the

completeness of the Admission

requirements

None 2 minutes DRAS

Personnel in- charge 2. Secure Application

for Admission with Notice for Admission

2. If complete, issue the Application for Admission and Notice for Admission to be filled out by the student.

2.1 Check and sign the filled out form and attach the admission requirements

2.2 If incomplete, tick the lacking

requirement in the Promissory Note and let it be filled out by the student together with the Application for Admission and Notice of Admission 2.3 Check and sign the

filled out form and attach the submitted admission

requirements

None 1 minute

2 minutes

2 minutes

1 minute

DRAS Personnel in-

charge

DRAS Personnel in-

charge

DRAS Personnel in-

charge

DRAS Personnel in-

charge

(9)

3. Enrolment Flow 3. Instruct the student to go to the following:

a) College Dean – for evaluation and

crediting of courses and issuance of the Certificate of

Enrolment (Enrolment Form) and courses to be enrolled

b) NSTP – for

registering CWTS or ROTC

c) Guidance Counselor – for filling out the Personal Data

Inventory Form (PDIF) d) University Clinic – for creation of

Individual Health Record

None 30

seconds

DRAS Personnel

4. Submit properly accomplished Certificate of Enrolment

4. Encode the courses to be enrolled by the student in the

Student Information and Accounting Systems (SIAS).

4.1 Instruct the

students to proceed to the following:

a) Cashier/Accounting – for payment and issuance of

Assessment

b) IGP Printing Office – for printing and

issuance of School ID c) University Library – for issuance of Library Card

None 3-5 minutes

30 seconds

DRAS Personnel

DRAS Personnel

5. Secure Validation Sticker

5. Issue Validation sticker upon

presentation of the Assessment Form with marked

“Enrolled” issued by the Accounting

None 1 minute DRAS

Personnel

(10)

3. Service Name: Enrolment for Old Students

This covers the process in the enrolment of old and continuing students.

Office of Division: Department of Registrar and Admission Services (DRAS) Classification: Simple

Type of Transaction: G2C

Who may Avail: Old Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Semestral Grade Report Department of Student Services and

development

Certificate of Enrolment (2 copies) Office of the College Dean CLIENT STEPS AGENCY ACTIONS FEES TO

BE PAID

PROCESS ING TIME

PERSON RESPONSIBLE 1. Secure Grade

Report for the previous semester

1. Print the Grade Report and submit to the college deans to be used in the evaluation of grades by the College Chairperson during enrolment and to be issued to the students during enrolment period

None 2 minutes DRAS

Personnel

2. Enrolment Flow 2. Instruct the student to go to the following:

a) College Dean – for evaluation of grades of the student as to the approved program curriculum and issue Certificate of Enrolment and courses to be enrolled

b) NSTP – for registering CWTS or ROTC

c) Guidance Counselor – updating of Personal Data Inventory Form (PDIF)

d) University Clinic – updating Individual Health Record

None 30

seconds

DRAS Personnel

3. Submit properly accomplished Certificate of Enrolment

3. Encode the courses to be enrolled by the student in the Student Information and Accounting Systems (SIAS) and stamp

“registered” in the CoE 3.1 Instruct the students to

proceed to Cashier / Accounting – for

None 3-5 minutes

30 seconds

DRAS Personnel

DRAS Personnel

(11)

issuance of Assessment 4. Secure Validation

Sticker for the ID Card

4. Issue Validation sticker upon

presentation of the Assessment Form with marked “Enrolled”

None 1 minute DRAS

Personnel

(12)

4. Enrolment for New Graduate School Students

This covers the process in the enrolment of new graduate school students.

Office of Division: Department of Registrar and Admission Services (DRAS) Classification: Simple

Type of Transaction:

G2C

Who may Avail: New Graduate School students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Transfer Credential (original) Last school attended

True Copy of Grades or photocopy of Transcript of Records

Last school attended One (1) passport size ID picture (taken

recently with name tag and white background)

IFSU IGP Printing Office/Photo Studio

PSA issued birth certificate (photocopy) Philippine Statistics Authority Marriage Certificate for married students

(photocopy)

Philippine Statistics Authority

Certificate of Enrolment (2 copies) Dean of the College of Advanced Education office

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESS ING TIME

PERSON RESPONSIBLE 2. Submit Admission

Requirements

1. Check the

completeness of the Admission

requirements

None 2 minutes DRAS

Personnel in- charge

2. Secure Application for Admission with Notice for Admission

2. If complete, issue the Application for

Admission and Notice for Admission to be filled out by the student.

2.1 Check and sign the filled out form and attach the admission requirements

2.2 If incomplete, tick the lacking

requirement in the Promissory Note and let it be filled out by the student together with the Application for Admission and Notice of Admission

2.3 Check and sign the filled out form and attach the submitted admission

requirements

None 1 minute

2 minutes

2 minutes

1 minute

DRAS Personnel in-

charge

DRAS Personnel in-

charge

DRAS Personnel in-

charge

DRAS Personnel in-

charge

(13)

3. Enrolment Flow 3. Instruct the student to go to the dean of the College of Advanced Education for the issuance of Certificate of Enrolment

(Enrolment Form) and courses to be enrolled

None 30

seconds

DRAS Personnel

4. Submit properly accomplished Certificate of Enrolment

4. Encode the courses to be enrolled by the student in the

Student Information and Accounting Systems (SIAS).

4.1 Instruct the students to proceed to the following:

a) Cashier/Accounting – for payment and issuance of Assessment b) IGP Printing Office – for printing and issuance of School ID

c) University Library – for issuance of Library Card

None 3 minutes

30 seconds

DRAS Personnel

DRAS Personnel

5. Secure Validation Sticker

5. Issue Validation sticker upon

presentation of the Assessment Form with marked

“Enrolled” issued by the Accounting

None 1 minute DRAS

Personnel

(14)

5. Enrolment for Old Graduate School Students

This covers the process in the enrolment of old and continuing students.

Office of Division: Department of Registrar and Admission Services (DRAS) Classification: Simple

Type of Transaction: G2C

Who may Avail: Old Graduate School Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Semestral Grade Report (printed by the

DRAS)

Office of the College Dean

Certificate of Enrolment (2 copies) Dean of the College of Advanced Education office

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESS ING TIME

PERSON RESPONSIBLE 1. Secure Grade

Report for the previous semester

1. Print the Grade Report and submit to the dean of the College of Advanced Education to be used in the evaluation of grades by the different Program Chairpersons during enrolment and to be issued to the students during enrolment period

None 2 minutes DRAS

Personnel

2. Enrolment Flow 2. Instruct the student to go to the dean of the college of advanced education for

evaluation of

grades/courses taken as to the approved program curriculum and issue Certificate of Enrolment

(Enrolment Form) and courses to be enrolled

None 30

seconds

DRAS Personnel

3. Submit properly accomplished Certificate of

Enrolment (2 copies)

3. Encode the courses to be enrolled by the student in the Student Information and Accounting Systems (SIAS) and stamp

“registered” in the Certificate of Enrolment

3.1 Instruct the student to proceed to the Cashier and Accounting for

payment and issuance of Assessment form

None 3 minutes

30 seconds

DRAS Personnel

DRAS Personnel

(15)

4. Secure Validation Sticker for the ID Card

4. Issue Validation sticker upon

presentation of the Assessment Form with marked “Enrolled”

None 1 minute DRAS

Personnel

(16)

Department of Legal Services Internal Service

(17)

1. Preparation of Legal Documents

In the quest of achieving the Ifugao State University’s vision, mission and to assist in the day to day operations, legal documents need to be carefully prepared. Such documents include contracts, deeds, agreements, correspondences or any other legal document involving IFSU. This preparation provides support for the continuous enhancement of the whole organization’s services.

Office or Division:

Department of Legal Services Classification: Simple

Type of Transaction:

G2G Who may

avail:

Office/unit; Department; College of the University

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Legal Document/attachments Requesting Office/unit; Department; College of IFSU

CLIENT

STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE 1. Submit

request of document

1.1 Receiving / recording of request in the logbook 1.2 Preparation /

drafting of document

1.3 Secure/package attachments

1.4 Affix initial beside the name of the University President

1.5 Submit document to the Office of the University

President

None 3 minutes

2 hours

2 hours

1 minute

5 minutes

Legal Services Staff

University Legal Counsel/ Legal

Services Staff

University Legal Counsel/ Legal

Services Staff University Legal

Counsel

University Legal Counsel /Legal

Services Staff 2. Submit duly

approved document

2.1 Receiving of duly approved

document 2.2 Submit to the

IFSU Records Office for mailing

None 1 minute

3 minutes

Legal Services Staff Legal Services

Staff

(18)

2. Review of Legal Documents

Aligned with the Ifugao State University’s vision, mission, goals and objectives, and to help smoothen the day to day operation, legal documents need to be properly

assessed. Said documents including contracts, deeds, agreements and any other legal documents to which IFSU is a party signatory thereto but prepared by any third party are thoroughly reviewed by the Legal Counsel of the University. This review and attachment of recommendations aid in the decision making and appropriate action of the University President.

Office or Division:

Department of Legal Services Classification: Simple

Type of Transaction:

G2G Who may

avail:

Office/unit; Department; College; Research professionals; Employees on Contract of Service; Regular Employees of University

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Legal document Office/unit; Department; College of IFSU and other agencies concerned

CLIENT

STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE 1. Submit

drafted document

1.1 Receiving/recording of document in the logbook

1.2 Review of the document

1.3 Affix initial beside the name of the University President 1.4 Submit document to

the Office of the University President 1.5 Attach

recommendations/

revisions 1.6 Return the

document for incorporation of recommendations/

corrections

None 3 minutes

20 minutes 1 minute

1 minute

3 minutes

5 minutes

Legal Services Staff University Legal

Counsel University Legal

Counsel Legal Services

Staff University Legal

Counsel Legal Services

Staff

2. Submit revised document

2.1 Receive / recording of document

2.2 Review of document 2.3 Affix initial Affix

initial beside the name of the University

2.4 Submit document to the Office of the University President for appropriate action

None 3 minutes 20 minutes 1 minute

1 minute

Legal Services Staff University Legal

Counsel University Legal

Counsel

Legal Services Staff

(19)

Department of Library Services Internal Service

(20)

1. Library Reference Assistance/Guidance

The university library as the heart of the university provides services to academic community. It primarily supports the institutional, curricular, research extension and production programs through an organized, relevant, updated and fast delivery of information services.

The University also recognizes the role of the library to provide inquiry and reference desk service operated by a team of librarians for reference assistance, guidance on the use of information resources, information on services offered by the library and assistance in locating materials in the library and beyond.

Office or Division:

Department of Library Services Classification: Simple

Type of Transaction:

LRA

Who may avail: IFSU Students, Faculty and Staff

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Student’s ID Department of Income Generating

Project - Printing Office

Library Borrower’s Card Department of Library Services

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE 1. Request

assistance on the location of material to use or borrow.

1.1 Assess request a. Assist client on

the use of the OPAC

b. If book is available, request client to fill up the call slip form

None 1 minute Library Staff Circulation

Section

1.2 If needed book is not available in the library OPAC, refer/guide client to check other library

resources/facilities such as the

STARBOOKS, Offline Resources, E-Resources or e- library service or refer client to other libraries or offices for further research.

None 5 minutes Library Staff Circulation

Section

2. Locate book or

2. Instruct where to find the needed book

None 2 minutes Library Staff Circulation

Section

(21)

material on the shelf

or assist the client to the location of the needed book

(22)

Records Section Internal Services

(23)

1. Authentication of Document

Ifugao State University wants to ensure the proper process of authentication of all documents requested by Employees.

Office or Division: Records Section Classification: Simple

Type of Transaction:

G2G

Who may avail: Government Employees of the University

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Original Copy of Documents IFSU Employees

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE 1. The Requesting

Party presents document to be authenticated

1.1 The Records Personnel shall assess and determine

if the

documents

can be

authenticated by the Records Section

1.2 The document must have no erasures or corrections.

1.3 The Records Personnel shall stamp the Photocopy of the

Document with

“Certified Photocopy”

affixing his/her signature and the current date.

1.4 The Records Personnel shall record the

authenticated document/s in the Logbook 1.4.1 specify

the types of

None 1 minute (1-2 copies) 2 minutes (5- 10 copies) 3 minutes (15-20 copies)

Records Personnel

(24)

requesti ng party must sign in the Logboo k 2. The client

receives the authenticated documents and signs in the logbook.

2. The Records Personnel shall return the document to the

Requesting Party

None 1 minute Records

Personnel

(25)

2. Mailing Procedure

Ifugao State University must ensure that all records for release to various offices and agencies outside the University are properly recorded and mailed.

Office or Division: Records Section Classification: Simple

Type of Transaction: G2G, G2C

Who may avail: Government Employees of IFSU

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Documents for Mailing with complete

address of Recipient

University Officials/Employees

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE A. Receiving of Documents for Mailing

1. IFSU officials /employees forward

documents for Mailing

1. Receive the official

documents for mailing from Sender.

- Check attachment and

complete and mailing address is provided.

None 1 minute Records Personnel

2. IFSU

officials/employe es get the receiving copy

2. If the

documents are in order, give receiving copy to sender.

- Sort

documents for mailing by courier (Post Office, LBC, JRS and other courier agencies) - Record in

the logbook - Scan the

document and retain a copy for Records

None 1 minute Records Personnel

(26)

correct address and name of recipient - Documents

sent through Post Office should be affixed with mailing stamps at the Post Office 3. Secure the

receipt from the Records Office as proof that documents are sent

3. Deliver the communication and get the receipt/evidenc e that the communication was received by the courier

Thru Petty Cash Fund

1 day Record Personnel Courier representative

B. Receiving of Mail through the Postal Services Office, couriers, and related means 1. Deliver

documents to Records Office

1. Records Personnel checks the documents if it is addressed to Officials and Employees of the University.

None 1 minute Records Personnel

2. Get the receiving copy/acknowledg ement receipt

2. If there is no problem with the documents delivered, the Records Personnel receives the documents.

None 1 minute Record Personnel

(27)

3. Receiving and Releasing of Official Records

Ifugao State University ensure that all official records from various Offices are properly recorded and disseminated.

Office or Division: Records Section Classification: Simple

Type of Transaction: G2G

Who may avail: Government Employees of IFSU

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Documents for Release and Receive University Officials/Employees

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE 1. Releasing of Documents

1. Office / Department / College forwarded documents for release

1.1 Records Personnel shall Receive and assess documents for release

None 1 minute Records Personnel Releasing Office

Staff/Personnel

1.2 Records Personnel shall record received documents in the log sheet and assign a Records Reference Code

None 1 minute Record Personnel

1.3 Records Personnel shall stamp two copies pf the

documents

“Received which will be returned to the Office / Department / College and be retained

for the

Records Office; the rest should be released to the intended

None 1 minute Record Personnel

(28)

Records Reference Code3.

1.5 Scan the document (soft copy) and print (hard copy) for filing

None 1 minute Record Personnel

1.6 Records Personnel shall prepare the Records Checklist and routes / forwards the document to the recipients

None 1 minute Record Personnel

2. Receiving of Documents 1. Office /

Department / College

1.1 Requests the Office / Department / College affix his/her Printed Name,

signature and Date received on the

Records Checklist before

accepting the Official

Records

None 2 minutes Record Personnel Office Concerned/

Receiving Staff

1.2 The Records Personnel shall file Records Checklist when all the Official Records has been

disseminated.

None 2 minutes Record Personnel Office Concerned/

Receiving Staff

(29)

4. Receiving Communication

Ifugao State University would like to ensure that all incoming communication from various clients are recorded and properly received and forwarded for action and

approval of concerned offices, employees, University Officials and University President.

Office or Division: Records Section Classification: Simple

Type of Transaction: G2G, G2C

Who may avail: Government Employees of IFSU, Various Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE Documents/communications University Officials and Employees

Various Clients CLIENT STEPS AGENCY

ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE 1. Internal Communications

1. Forwards

communications/

documents

1. Records Personnel shall inspect and assess that all documents are with complete format and attachments, shall stamp the

documents with

“RECEIVED”

stamp,

records it on the logsheet and assign reference code number and forwards documents to recipients

None 3 minutes Record Personnel

(30)

5. Releasing Communications

Ifugao State University would like to ensure that all records for release to various University offices, personnel, Government agencies and voluntary sectors and private individuals are released correctly and are properly recorded

Office or Division: Records Section Classification: Simple

Type of Transaction: G2G

Who may avail: Government Employees of IFSU

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Complete documents University Officials

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE 1. Internal Communications

1. Submits documents for Release from Office / Department / College

1.1 Records Personnel will Receive documents for release from the Releasing Office staff.

- Record in the log sheet and assign Reference Code Number and scan (for soft copy) and print (for hard coy).

None 1 minute Record Personnel Releasing Office

Staff

1.2 Fill up acknowledge ment receipt and forward the

documents to recipients

None 1 minute Record Personnel Releasing Office

Staff

1.3 Ensure that documents received is recorded by letting the receiving staff sign on the acknowledge ment receipt

None 1 minute Record Personnel Releasing Office

Staff

1.4 Documents addressed to campuses may

None 2 minutes Record Personnel Representative from

other campuses

(31)

be received by representative of campus to be forwarded to the Records Office of the concerned campus.

2. External Communications 1. Forward documents

for receipt

1.1 Assess the completeness

of the

documents released 1.2 Records

documents in the logbook and label it

“RELEASED”

stamp 1.3 Scan

documents and file a copy for Records Office

1.4 Send documents and identify if it will be sent through

courier or be delivered personally by Records personnel 1.5 For

documents personally delivered, have the receiving staff sign the acknowledge ment receipt for records purposes

None 1 minute Record Personnel

(32)

6. Request for Information and Records

Ifugao State University would like to provide the process as guide for clients in requesting for documents and to ensure that the Freedom of Information is properly followed

Office or Division: Records Section Classification: Simple

Type of Transaction: G2G, G2C

Who may avail: Government Employees of IFSU, Various Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Request Letter Requesting Party

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE 1. Submit request

letter

1. The Records Personnel shall receive the request for

information from the requesting party and check

compliance of the

requirement

set by

Records Section.

- The request shall be stamped

“RECEIVE D” by the Record Personnel indicating the time of receipt of the written request, and signature of the Records Personnel,

and a

copy, furnished to the requesting party.

None 1 minute Record Personnel

(33)

2. Get the receiving copy of Request Letter

2. After receipt of request for information, the Records Personnel shall evaluate information being requested and notify the FOI Decision Maker of such request. The Records Personnel will forward the Request to

the FOI

Decision Maker.

- The Records Personnel shall record the date, time and Office of the FOI Decision Maker who received the

Request in the

Record Log Sheet with

correspon ding Signature of the acknowled gement of receipt of the

Request

None 1 day Record Personnel FOI Decision Maker

3. Received the respond of the Request Letter

3. The Records Personnel will inform the

None 5 working days

Record Personnel Requesting Party

(34)

Department of Human Resources and Development Internal Service

(35)

1. Issuance of Certifications

The Ifugao State University recognizes the value of its personnel, either current or former employees, who secure certifications from the Human Resources and Development Department such as Certification of Employment, Service Records, Certification of Earned Leaves and Certification of Last day of Actual Service when necessary.

Office or Division: Department of Human Resources and Development Classification: Simple

Type of Transaction: G2G

Who may avail: Current and Former Employees of IFSU

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Document Request Slip Department of Human Resources and

Development (DHRD) Contracts for Job Order /Contract of

Service Employee

Client/Clients’ Designated Office/DHRD

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE 2. Secure document

request slip from the DHRD

2. Issue document request slip

None 1 minute DHRD Staff Employee Welfare and Benefits Section 3. Properly

accomplish

document request slip

3.1 Assist client in filling up document request slip 3.2 Inform to pay

the required amount fees

None

Php.30

1 minute

5-10 minutes

DHRD Staff Employee Welfare and Benefits Section

Cashier

4. Submit

accomplished document request slip and the Official Receipt issued by the Cashier

4. Receive accomplishe d document request slip and the Official Receipt from the client 4.1 Prepare the

requested document/s 4.2 Affix initial

under the name of the certifying officer 4.3 Review and

Certify the requested document/s

None

None

None

None

1 minute

5 minutes

10 seconds

3 minutes

DHRD Staff Employee Welfare and Benefits Section

DHRD Staff Employee Welfare and Benefits Section

DHRD Staff Employee Welfare and Benefits Section

DHRD Head/ HRMO

(36)

request slip be signed by the client for document filing.

Employee Welfare and Benefits Section

(37)

2. Application for Leave of Absence

Ifugao State University recognizes the benefits of government personnel to take a Leave of Absence when necessary. Non-teaching personnel and teaching personnel with designations of 6 units and above earn leave credits monthly. All personnel also earn compensatory leave credits from overtime services rendered. These leave credits are used when personnel take a leave of absence from work.

Office or Division: Department of Human Resources and Development Classification: Simple

Type of Transaction: G2G

Who may avail: Government Employees of IFSU

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Leave Form (CSC Form 6) (2 copies) Department of Human Resources and

Development (DHRD) Leave Form (Compensatory Time Off) (2

copies)

DHRD Medical Certificate for Sick Leave of more

than 3 days or as required by immediate supervisor (1 copy)

Clinic or Hospital of check-up/confinement

Clearance Form for Leave of Absence of more than 30 days) (4 copies)

DHRD Photocopy of Birth Certificate of Child for

Maternity and Paternity Leave (1 copy)

Local Civil Registry or Philippine Statistics Authority

Photocopy of Marriage Contract for Paternity Leave (1 copy)

Local Civil Registry or Philippine Statistics Authority

Medical Certificate for Maternity Leave Clinic or Hospital of check-up/confinement Solo Parent ID for Solo Parent Leave Department of Social Welfare and Development

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE 1. Secure appropriate

Leave Form from the DHRD

1. Issue appropriate Leave Form requested by client

None 1 minute DHRD Staff Employee Welfare and Benefits Section

2. Properly

accomplish Leave Form

2. Assist client in filling up Leave Form and inform the required attachments (if any)

None 5 minutes DHRD Staff Employee Welfare and Benefits Section

3. Submit

accomplished Leave Form

3. Receive accomplished Leave Form and ensure that it is properly accomplished - Indicate

None 1 minute

1 minute

DHRD Staff Employee Welfare and Benefits Section

DHRD Staff Employee Welfare

(38)

the certifying officer - Certify the

available leave credits of personnel - Return

the Leave form to the

personnel for action of

immediat e

superviso r

1 minute

30 seconds

AO V/AO II DHRD

DHRD Staff Employee Welfare and Benefits Section

4. Submit Leave Form duly signed by immediate supervisor with complete

attachments, if any

4. Receive duly signed Leave Form and ensure completenes s of

attachments, if any

- Post leave credit/s availed on the leave ledger of client

None

None

2 minutes

1 minute

DHRD Staff Employee Welfare and Benefits Section

DHRD Staff Employee Welfare and Benefits Section

(39)

Department of Student Services and Development Internal Services

(40)

1. Exigency Permit

The Department of Student Services and Development recognizes the benefits of students to be given an exigency permit when a student is pregnant. This allows them to be exempted from wearing their uniforms, and performing strenuous activities that would put the mother and the baby in danger. They are also entitle of a one week leave of absence before their due date or childbirth to give her enough time to prepare for the upcoming new born baby and a two week leave of absence for the student to fully recover from her post-partum delivery to safeguard her health and prepare the new born for necessary nutrition or for medical complications.

Office or Division: Department of Student Services and Development Classification: Simple

Type of Transaction: G2C

Who may avail: Students of IFSU Lagawe Campus

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Exigency Permit Form (2 copies) Department of Student Services and

Development (DSSD) CLIENT STEPS AGENCY

ACTIONS

FEES TO BE PAID

PROCESS ING TIME

PERSON RESPONSIBL

E 1. IFSU faculty/staff

refers pregnant student/s

1. DSSD staff shall call the pregnant student for interview and action

None 5 minutes DSSD Staff

2. should log to the

clients’ log sheet 2. DSSD chairperson shall interview the pregnant student 2.1 Shall refer

the client to the Guidance Counsellor for counselling 2.2 DSSD staff

Shall give referral form to the pregnant student for School Doctor/

Nurse or any available Doctor in nearby hospitals/

clinics. The same

Certification form shall be received by the DSSD Staff for filing

None

None

None

10 minutes

1 minute

1 minute

DSSD Chairperson

DSSD Chairperson

DSSD Staff

(41)

2.3 DSSD staff shall prepare the waiver and give to the concerned student to be signed by parents/guardi an and be notarized by a Lawyer

2.4 DSSD staff should file duly accomplished student waiver 2.5 Shall prepare

exigency permit, duly signed by the DSSD

Director/chairp erson then issue to the concerned student

2 minutes

1 minute

1 minute

DSSD Staff

DSSD Staff

DSSD Staff

(42)

2. Complaint Against Student (Major Offenses)

The Student services and development recognizes the benefits of every students of the right to be awarded when performance is exemplary, the right to be heard and correct / proper disciplinary actions or sanctions when violating the student code of conduct.

Sanctions are designed to educate, foster development, encourage thoughtful decision making and protect the university community. In determining appropriate sanctions, the university considers the nature of the violator including the impact on the community and its members, the institutional sanctioning guidelines, the student’s prior disciplinary history, and the individual student’s needs.

Further misconduct will result in the imposition of more serious sanctions. Suspension is imposed for serious misconduct for the violation and expulsion is imposed for a very serious misconduct, or repetitive behavior. An expelled student is not in good disciplinary standing with the university and is not eligible for readmission. Expulsion is permanently recorded in the DSSD office.

Office or Division: Department of Student Services and Development Classification: Simple

Type of Transaction: G2C

Who may avail: Complainant (student/faculty/staff)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Complaint Form (2 copies) Department of Student Services and

Development (DSSD) CLIENT STEPS AGENCY

ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE 1. Complainant shall

log to the student discipline log sheet and fill-up the complaint form

1. DSSD chairperson shall interview the

complainant for further information and action 1.1 DSSD

Chairperson shall

summon and interview the violator for further information and action 1.2 DSSD

chairperson shall

schedule a meeting with the Student Grievance Committee with the presence of both parties for hearing.

Parents/

None 10 minutes

10 minutes

10 minutes

DSSD Chairperson

DSSD Chairperson

DSSD Chairperson

(43)

guardians of both parties shall be invited 1.3 DSSD

chairperson shall refer both

complainant and violator to the

Guidance for counselling in separate schedule 1.4 DSSD

chairperson shall monitor the

implementati on of the sanction and community service as punishment of the violator 1.5 DSSD staff

shall receive, record and properly file the

Promissory Note from the violator

2 minutes

2 minutes

DSSD Chairperson

DSSD Chairperson

DSSD Staff

(44)

3. Complaint Against Student (Minor Offenses)

The Student services and development recognizes the benefits of every students of the right to be awarded when performance is exemplary, the right to be heard and correct / proper disciplinary actions or sanctions when violating the student code of conduct.

Sanctions are designed to educate, foster development, encourage thoughtful decision making and protect the university community. In determining appropriate sanctions, the university considers the nature of the violator including the impact on the community and its members, the institutional sanctioning guidelines, the student’s prior disciplinary history, and the individual student’s needs.

For minor offenses, developmental sanctions maybe imposed in an effort to foster student learning and development. Examples of such activities include, but are not limited to offering a formal apology, a written reflection, student may assign work or service performed under supervision that is beneficial to the university community and likely and likely to assist the students in understanding the effects ofhis or her offending behavior.

Office or Division: Department of Student Services and Development Classification: Simple

Type of Transaction: G2C

Who may avail: Complainant (student/faculty/staff)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Complaint form (2 copies) Department of Student Services and

Development (DSSD) CLIENT STEPS AGENCY

ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE 1. Complainant shall

log to the student discipline logsheet and fill-up the complaint form

1. DSSD chairperson shall interview the

complainant for further information and action 1.5 DSSD

Chairperson shall

summon and interview the violator for further information and action 1.6 DSSD

chairperson shall refer both

complainant and violator to the

Guidance for counselling in separate schedule

None 10 minutes

10 minutes

10 minutes

DSSD Chairperson

DSSD Chairperson

DSSD Chairperson

(45)

1.7 DSSD chairperson/s taff shall monitor the implementati on of the sanction and community service as punishment of the violator 1.4 DSSD staff

shall receive, record and properly file the

Promissory Note from the violator

2 minutes

DSSD Chairperson

DSSD Chairperson/Staff

(46)

4. Student Activity Proposal

The student services and development recognize the benefits of requiring students to submit an activity proposal during activities. Activity proposals provide adequate description of activities and expected results or outputs to help people involved in the implementation of the activity and a means for everyone to work harmoniously and collaboratively to attain same goals and priorities. It is required in order to follow up the planned activity and it serves as cross check if their activity have been achieved within the approved time frame and a basis for checking their accomplishments.

Office or Division: Department of Student Services and Development Classification: Simple

Type of Transaction: G2C

Who may avail: Registered Student Organization of IFSU Lagawe Campus CHECKLIST OF REQUIREMENTS WHERE TO SECURE Student Activity Proposal Form (2 copies) Department of Student Services and

Development (DSSD) CLIENT STEPS AGENCY

ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE 1. Secure appropriate

Student Activity Proposal form from the DSSD

1. Student shall login on the logsheet, before receiving appropriate Student Activity form requested by client

None 1 minute DSSD Staff/

IFSU Employee

2. The requesting organization should submit Activity Proposals to the DSSD office duly signed by the adviser and noted by the College Dean

2. The DSSD chairperson may endorse the activity proposals or not

None 15 minutes DSSD

Staff/chairperson/

IFSU Employee

2.1 The DSSD staff should record all student activity proposals submitted to the DSSD 2.2 The DSSD

staff shall bring to the Campus Administrator to act

whether to endorse the activity or not

None 2 minutes

4 minutes

DSSD Staff

DSSD Staff

(47)

2.3 The DSSD staff shall bring the proposal to the office of the Budget Officer for fund ceiling 2.4 The DSSD

chairperson shall

supervise/mo nitor the implementatio n of the proposed student activities 2.5 The DSSD

staff shall receive, properly record and file

accomplishm ent reports

4 minutes

2 minutes

DSSD Staff

DSSD Chairperson

DSSD Staff

(48)

5. Application of Student Housing (Dormitories)

The Student services and development recognizes the benefit of students staying in student housing or dormitories because it provides them a way of meeting and building relationship with other students. Living on campus is not required but is highly recommended especially to the incoming first year students. Living in the dormitory would help the students acquaints himself of the place and be safe like home , considering the countless benefits like having a housing staff to help and let them feel at home, minimal housekeeping and cooking means, more time to study, much more cheaper with electric bills, water bills and other facilities, they will be surrounded by fellow students providing them bonding experiences and valuable support work and they will enjoy easy access to campus resources, library, internet laboratory, and other support services, easy walking distance to classrooms, no commutinghassles.

Office or Division: Department of Student Services and Development Classification: Simple

Type of Transaction: G2C

Who may avail: Students of IFSU Lagawe Campus

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Application of Student Housing Form (4

copies)

Department of Student Services and Development (DSSD)

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE 1. Shall log to the

student logsheet and secure application form

1. DSSD staff/dorm in charge shall issue dorm application form

None 1 minute DSSD staff/dorm in-charge

2. Shall proceed to the cashier’s office

2. Cashiering Units receives and

acknowledges payment (2 months advance)

P720 3 minutes Cahier/

accounting staff

3. Submit Filled-up form with the official receipt to the DSSD

3. DSSD chairperson and dorm manager shall review and sign the accomplished application form 3.1 Dorm

manager/in- charge shall assign rooms for the

students

None 3 minutes

5 minutes

DSSD chairperson, dorm manager

Dorm manager/in- charge

(49)

6. Certificate of Good Moral Character

The Department of Student Services and Development recognizes the benefit of issuing good moral character to students as a document that shows any rulebook violation incurred by students while at school or a document of their exemplary accomplishments in their studies, extra-curricular activities and positive relationship with university community, then the certificate will certainly indicate that a student is of good moral character.

Office or Division: Department of Student Services and Development Classification: Simple

Type of Transaction:

G2C

Who may avail: Student/Alumni of IFSU Lagawe Campus

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Certificate of Good Moral Character Department of Student Services and

Development (DSSD) CLIENT STEPS AGENCY

ACTIONS

FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSI

BLE 2. Pays Certification

Fee

2. Cashiering Units

receives and acknowledge s payment

P30 3 minutes Cashier/Staff

2. Requests for certificate of good moral character and submits the official receipt to DSSD staff

2. The DSSD staff prepares certificate of good moral character

3. The DSSD chairperson sign and issue the certificate of good moral character.

None

None

3 minutes

30 seconds

DSSD Staff

DSSD

Chairperson

(50)

Office of the Guidance and Counseling Internal Services

(51)

1. Counseling

Counseling sessions are conducted to students who seek professional help. It is a dynamic personal interaction between counselor and counselee, where the counselor employs methods, approaches or techniques in order to assist them in understanding themselves, make their own decisions, and cope up with their problems.

Office or Division: Office of the Guidance and Counseling Classification:

Type of Transaction:

Who may avail: Walk-in, Referred, and Call-in Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Issued Referral Slip (for referred

clients)

2. Issued Call Slip (for call-in clients) CLIENT

STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE 1. Register in

the Client Logsheet and state purpose of visit

1. Conduct counseling session

None 15 minutes – 1 hour

(depending on client’s

concern)

Guidance Counselor

2. Issue certification slip for referred clients

None 2 minutes Guidance Counselor 3. Prepare and

keep counseling records

None 15 minutes Guidance Counselor

(52)

2. Individual Inventory

The center gathers relevant information about the students through personal data inventory forms, testing, interview and counseling. The data gathered are very useful during counseling session.

Office or Division: Office of the Guidance and Counseling Classification:

Type of Transaction:

Who may avail: Incoming freshmen and transferee enrollees CHECKLIST OF REQUIREMENTS WHERE TO SECURE

3. Duly accomplished enrollment form College Department

4. Duly accomplished PDI Form Office of the Guidance and Counseling CLIENT STEPS AGENCY

ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE 2. Present duly

accomplished enrollment form for signing

4. Verify the completeness and correctness of responses and request student to fill-up the Personal Data Inventory Form (PDI)

None 5 minutes Guidance Counselor

3. Submit

accomplished PDI

5. Conduct intake interview and sign enrollment form

None 5 minutes Guidance Counselor

6. Keep and file student’s PDI in labeled

individual folders

None 5 minutes Guidance Counselor

(53)

3. Career Seminar and Placement Service

Opportunities like seminars, symposia, job fairs and career counseling are provided to enable students to be aware of opportunities relative to their career and vocational interests and goals.

Office or Division: Office of the Guidance and Counseling Classification:

Type of Transaction:

Who may avail: All graduating students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE None

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE 4. Proceed to

the venue and signs in the provided registration form

7. Conduct and facilitate career placement seminar to all graduating students

None 4 – 8 hours Guidance Counselor

5. Signs out in the

registration form

8. Prepare and file record of the activity

documentation

None 1 hour Guidance

Counselor

Mga Sanggunian

NAUUGNAY NA DOKUMENTO

Limpao CED Student Research Title: The Level of Awareness on Disaster Risk Reduction and Management of the Students of the College of education, Mindanao State University-Iligan

⊂ONttRACtt AGREEIMEN丁 TH|S AGREEMENI made this 5h day of November 2018 bewveen KALINGA STATE UNIVERSITY with principal office address at National Road, Purok 6, Bulanao, City of Tabuk,