 The following documents, additional information and exhibits will be useful in

evaluating this Area, and should be made available at the Accreditation Center:

1. Billboards installed for the purpose of disseminating Vision, Mission, Goals and
Objectives (VMGO);

VMGO posted in the campus building

VMGO posted in the campus gymnasium
VMGO posted in the campus gymnasium
VMGO posted in front of the Registrar’s Office
VMGO posted in the campus premises
VMGO posted in the campus gate
VMGO posted in the municipal plaza
VMGO posted in the community
Bulletin of Information
VMGO printed on bookmarks
VMGO printed on program invitations
VMGO posted in NEUST-POC Facebook Page
2.

VMGO printed on University Code

3.

VMGO printed on Student Handbook

VMGO printed on Student Handbook
VMGO printed on Student Handbook
Documents/Materials containing statements of VMGO;

 Term exam sample with VMGO

5. Minutes of meetings conducted to formulate, review or revise VMGO;
The participation of administrators, faculty, staff, students and
stakeholders in the formulation and review of the VMGO.
 The participation of administrators, faculty, staff, students and
stakeholders in the formulation and review of the VMGO.

The participation of administrators, faculty, staff, students and

stakeholders in the formulation and review of the VMGO.
The participation of administrators, faculty, staff, students and stakeholders in the formulation
and review of the VMGO.
Faculty Meeting 2023 headed by former Campus
Administrator Mr. Benjamin H. Aves Jr.
 1. Programs and activities showing students’ participation in the dissemination of the
VMGO;

Orientation Program 2022

Orientation Program 2022
Orientation Program 2023
Orientation Program 2023
Orientation Program 2023
 2. Research work/study conducted showing awareness and acceptance of the VMGO;

LIST OF RESEARCHES CONDUCTED BY STUDENT

(COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY)

Year of Title of Publication AUTHOR Program Publisher ISSN

Publication No.
November A Convergent Parallel Cris Norman P.
30, 2022 Analysis on the Olipas, Ruth G.
Technical assistance Luciano,
provided by Marcelino C.
information Collado Jr.,
technology faculty Racquel L. Pula
extensionist: basis for
training
And extension
Activities- plan

April 15, An assessment on the Rose Anne G.

2021 Test Anxiety and Cochanco, Cris
Academic Norman P.
performance of Olipas,
information Alexander S.
technology student Cochanco

February Design and Ruth G. Luciano

29, 2020 development of
mobile testing
application for
agricultural
personal
 RECOMMENDATION
Pursue further the VMGO-related researches such as the book of awareness and acceptability and
acceptability of the different stakeholders. Furthermore, linkages, consortia and networking with other academic
institutions are highly recommended.

 Status of Compliance with the Recommendations

Recommendations for AREA Action Taken Degree or Evidences of
Percentage (%) of
I-VMGO Compliance
Compliance
1. More evidence may be Minutes of meetings 100% a. Evidences of
provided to prove that all conducted to formulate, various meetings
review or revise VMGO.,
concerned are involved in the The participation of attended by
formulation, review, and administration, faculty, administrative council,
revision of the staff, students and academic council
University‘s VMGO. stakeholders in the meetings and creation
formulation and review of
the VMGO., of review committee of
the VMGO
Research work/study 100% b. Evidences/documents
conducted showing of the list of researches
awareness and conducted by students.
acceptance of the
VMGO.

Programs and
activities showing
students’
participation in the
dissemination of the
VMGO
2.Documents/Materials Term exam with VMGO.
containing statements
of VMGO;

3. Documents on linkages Partnership with LGU, and 100% c. Evidences/documents of

with other institution. private company regarding the list of students and
the students on-the job company regarding
training and other immersion and
activities. employability of graduates.

4. Programs and Orientation program d. Evidences/documents of

activities showing VMGO. the orientation pictures.
students’ participation
in the dissemination of
the VMGO
CITIZEN’S CHARTER
2020 (2nd Edition)
 NUEVA ECIJA UNIVERSITY OF SCIENCE AND TECHNOLOGY
HISTORICAL BACKGROUND

The Nueva Ecija University of Science and Technology (NEUST) started in June, 1908 a vocational
course at the Wright Institute in San Isidro, Nueva Ecija where young Filipinos were trained in
woodworking and basic telegraphy. Said vocational course lasted until SY 1927-1928 when the general
secondary school was transferred to Cabanatuan City.

However, on June 9, 1929, the school continued its operation in San Isidro, under a new name,
Nueva Ecija Trade School (NETS) with woodworking as the vocational course offered in addition to the
existing secondary curriculum inherited from the Wright Institute.

To meet the increasing demand for vocational education in the whole province, the trade school
was transferred on June 7, 1931, to Cabanatuan City. Enrolment increased; however, the program was
interrupted in December 1941 by the outbreak of the Second World War in the Pacific.

Immediately after the war, the trade school was reopened on September 6, 1945. Rehabilitation
program took place. The trade school continued with its mission of meeting the vocational and
manpower needs of students coming from both Nueva Ecija and the nearby provinces. On June 8, 1948, a
course in dressmaking was opened and female students were admitted in the School. A few years later,
food trades and cosmetology courses were also offered.

On May 8, 1953, the NETS was converted into the Central Luzon School of Arts and Trades (CLSAT)
by virtue of Republic Act No. 845. CLSAT was recognized as a center of manpower/vocational training for
both youths and adults not only in the province but also in the whole Region III.

Series of developments continued until the CLSAT was converted into the Central Luzon
Polytechnic College (CLPC) by virtue of Republic Act No. 3998 which was signed on June 18, 1964 by then
President Diosdado Macapagal.

Thirty-four years later, the CLPC, under the leadership of President Gemiliano C. Calling, was converted
into a specialized university, the Nueva Ecija University of Science and Technology by virtue of Republic
Act. No 8612. The Bill converting CLPC into NEUST upon approval by both houses of congress was
forwarded to the Office of President Fidel V. Ramos on February 24, 1998 and lapsed into law on March
27, 1998.

The University therefore, ensures that the requirements of business, industry, services and other
sectors as well as the needs of the local, regional and national development for high quality professionals
and highly skilled middle-level manpower are addressed.
The leadership of Dr. Calling as the first University President ended up when he died on July 5, 2006. The baton of
leadership was turned over to Dr. Hilario C. Ortiz as Acting President and then finally, he was formally sworn into
office on August 5, 2007 as the Second University President. On August 4, 2011, Atty. Hilario C. Ortiz, Ph. D. was
again given another four-year term as University President.

Dr. Feliciana P. Jacoba was appointed as the third University President on February 10, 2016. Dr. Jacoba
already made a mark on the history of NEUST as the first Woman President of the University.

I. Mandate:
“The University shall primarily provide advanced instruction and professional training in arts, science and
technology, education and other related fields, undertake research and extension services, and provide
progressive leadership in these areas” (Sec 2, RA 8612).

“The University shall offer undergraduate, graduate and short-term technical courses within its areas of
specialization and according to its capabilities, as the Board of Regents may deem necessary to carry out its
objectives, particularly in order to meet the needs of the province and the region” (Sec 3, RA 8612).

II. Vision:
“NEUST is a locally responsive and internationally relevant and recognized University of Science and
Technology”

III. Mission:
“To develop new knowledge and technologies and transform human resources into productive citizenry to
bring about development impact to local and international communities”

IV. Service Pledge:

We, the officials and employees of the Nueva Ecija University of Science and Technology, commit to:

Accountability and ethics in public service;

Competence in the discharge of our duties and functions;

Continuing professional education and staff development;

Unity in diversity;

Relevant, Result-oriented;

Attentive to the needs of students and other clientele;

Timeliness in the delivery of services;

Evaluate our performances for continuous improvement

 LIST OF SERVICES
OFFICE OF THE UNIVERSITY PRESIDENT

INTERNAL SERVICES 1

ISSUANCE OF OFFICE MEMORANDUM AND OFFICE ORDER 2

RECEIVING, RECORDING, AND RELEASING OF DOCUMENTS 3

EXTERNAL SERVICES 4

RECEIVING, RECORDING, AND RELEASING OF DOCUMENTS 5

OFFICE OF THE UNIVERSITY VICE PRESIDENT FOR ADMINISTRATION,
BUSINESS, AND FINANCE
INTERNAL SERVICES 6

RECEIVING, RECORDING, AND RELEASING OF DOCUMENTS 7

EXTERNAL SERVICES 8

RECEIVING, RECORDING, AND RELEASING OF DOCUMENTS 9

OFFICE OF THE UNIVERSITY VICE PRESIDENT FOR

ACADMEIC AFFAIRS
INTERNAL SERVICES 10

RECEIVING, RECORDING, AND RELEASING OF DOCUMENTS 11

OFFICES UNDER THE OFFICE OF THE UNIVERSITY PRESIDENT

OFFICE OF THE BOARD SECRETARY

INTERNAL SERVICES 12

REQUESTING AND RELEASING OF DOCUMENTS 13

INTERNAL QUALITY AUDIT OFFICE

INTERNAL SERVICES 14

INTERNAL QUALITY MANAGEMENT SYSTEM AUDIT 15

QUALITY ASSURANCE OFFICE

EXTERNAL SERVICES 16
DEPLOYMENT OF FACULTY ACCREDITORS 17

MANAGEMENT INFORMATION SYSTEM OFFICE

EXTERNAL SERVICES 18
ASSESSMENT OF SUBJECTS (OLD PROCEDURE FOR FACE-

TO-FACE ENROLLMENT) 19

ISSUANCE OF IDENTIFICATION CARD 20

ISSUANCE OF REPORT OF GRADES 21

INTERNAL SERVICES 22
SUBJECT TAGGING/STUDENT LIST 23

CIVIL SECURITY UNIT

EXTERNAL/INTERNAL SERVICES 24

CLAIMING OF LOST AND FOUND ITEMS 25

REQUEST OF GATE PASS STICKER 26
REVIEWING CCTV MONITORING 27

OFFICES UNDER THE OFFICE OF THE UNIVERSITY VICE

PRESIDENT FOR ACADEMIC AFFAIRS

OFFICE OF THE ADMISSION AND REGISTRATION

EXTERNAL SERVICES 28

ADMISSION SERVICES FOR PROSPECTIVE

ENROLLEES IN COLLEGE LEVEL 29

ADMISSION SERVICES FOR PROSPECTIVE ENROLLEES

IN JUNIOR HIGH SCHOOL LEVEL 30

ENROLLMENT/REGISTRATION OF GRADE SEVEN

(JUNIOR HIGH SCHOOL) STUDENTS 31

ENROLLMENT/REGISTRATION OF NEW COLLEGE STUDENTS 32

ENROLLMENT/REGISTRATION OF NEW GRADUATE STUDENTS 33

34
ENROLLMENT/REGISTRATION OF SENIOR HIGH SCHOOL
STUDENTS

ENROLLMENT/REGISTRATION OF TRANSFERRING STUDENTS 35

ISSUANCE/RELEASE OF CERTIFICATE
(FACE TO FACE BECAUSE OF THE REQUIREMENTS) 36

ISSUANCE/RELEASE OF TRANSCRIPT OF RECORDS

(FACE TO FACE, IF ORIGINAL SIGNATURE IS NEEDED) 37

ISSUANCE/RELEASE OF TRANSCRIPT OF RECORDS (ON-LINE) 38

REISSUANCE OF DIPLOMA (FACE TO FACE BECAUSE OF THE

REQUIREMENTS.) 39
ENROLLMENT/REGISTRATION OF OLD COLLEGE STUDENTS 40

OFFICE OF THE UNIVERSITY LIBRARY

EXTERNAL/INTERNAL SERVICES 41

LIBRARY EQUIPMENT SERVICES 42

LIBRARY INSTRUCTION 43

PHOTOCOPYING OF LIBRARY MATERIAL 44

REFERENCE/INFORMATION AND BIBLIOGRAPHIC SERVICES 45

RENEWING BOOKS BORROWED/CHECK-OUT 46

RETURNING/CHECK-IN LIBRARY MATERIALS 47

USE OF NEUST LIBRARY SPACES 48

USE OF PCS TO ACCESS E-LIBRARY 49

EXTERNAL SERVICES 50

ISSUANCE OF LIBRARY CARD 51

LOSS OF LIBRARY CARD 52

REGISTRATION ON NON-NEUST USERS TO ACCESS

AND USE OF LIBRARY 53

OFFICE OF THE GUIDANCE AND COUNSELING OFFICE

EXTERNAL SERVICES 54
CERTIFICATE OF GOOD MORAL CHARACTER 55

CONSULTATION SERVICE 56

COUNSELING SERVICE 57

OFFICE OF THE STUDENT’S AFFAIRS

EXTERNAL SERVICES 58

HIRING AND PROMOTION OF EDITORIAL STAFF 59

NEW REGISTRATION 60
RECOGNIZING STUDENT PUBLICATIONS 61
RENEWAL OF REGISTRATION 62

REQUESTING AND RELEASING OF DOCUMENTS 63

STUDENT INSURANCE 64

SUBMISSION OF REQUIREMENTS OF FINANCIAL INCENTIVE

FOR ACADEMIC ACHIEVERS 65
SUBMISSION OF REQUIREMENTS OF FINANCIAL INCENTIVE
FOR STUDENT-ATHLETES, MEMBERS OF THE
LITERARY-CULTURAL, STUDENT LEADERS, REGIONAL,
NATIONAL AND INTERNATIONAL CONTEST WINNERS
AND BLAZE STAFFERS 66

ON-THE-JOB TRAINING OFFICE

EXTERNAL SERVICES 67

HANDLING OJT STUDENTS' STUDENT ENROLLMENT

AND DEPLOYMENT 68

OFFICE OF THE SPORTS DEVELOPMENT CENTER

EXTERNAL SERVICES 69

RECRUITMENT OF PLAYERS 70

SELECTION OF ATHLETES 71

OFFICES UNDER THE OFFICE OF THE UNIVERSITY VICE

PRESIDENT FOR ADMINISTRATION, BUSINESS, AND FINANCE
HEALTH SERVICES UNIT 72
EXTERNAL/INTERNAL SERVICES 72

HEALTH SERVICES 73

ACCOUNTING OFFICE 74

EXTERNAL SERVICES 75

ASSESSMENT OF ENROLLEES 76

ISSUANCE OF EXAMINATION PERMITS 77

INTERNAL SERVICES 78

ISSUANCE OF TAKE HOME SLIPS 79

PROCESSING OF DISBURSEMENT VOUCHERS 80
PROCESSING OF PAYROLL 81

CASHIER’S OFFICE

EXTERNAL SERVICES 82

COLLECTION OF PAYMENTS 83

CASHIER’S OFFICE

INTERNAL SERVICES 84

CASH ADVANCE PREPARATION 85

CHECK PREPARATION 86

RELEASING OF CHECKS 87

INTERNAL AUDIT OFFICE

INTERNAL SERVICES 88

CHECKING OF DISBURSEMENT VOUCHER 89

CHECKING OF LIQUIDATION REPORT 90

CHECKING OF MONTHLY BILLS (ELECTRIC, WATER,

TELEPHONE, INTERNET, CABLE) 91

CHECKING OF PAYROLL 92
CHECKING OF PUBLIC BIDDING FOR GOODS AND SERVICES 93

CHECKING OF PUBLIC BIDDING FOR INFRASTRUCTURE 94

CHECKING OF PURCHASING DOCUMENTS 95

CHECKING OF REIMBURSEMENT 96

INSPECTION OF DELIVERIES AND REPAIRS 97

RELEASING OF APPROVED PAYROLLS AND VOUCHERS 98

REVIEW OF CHECK DETAILS 99

BUDGET OFFICE

EXTERNAL SERVICES 100

BUDGET ACCOUNTABILITY 101

BUDGET EXECUTION 102

BUDGET PREPARATION 103
HUMAN RESOURCE MANAGEMENT OFFICE

INTERNAL SERVICES 104

APPLICATION FOR LEAVE 105

EMPLOYMENT RECORD 106

STATEMENT OF ASSETS, LIABILITIES AND NETWORTH (SALN) 107

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM (SPMS) 108

SUBMISSION OF DAILY TIME RECORD 109

SUBMISSION OF REQUIRED DOCUMENTS FOR

RETIREMENT AND TERMINAL LEAVE BENEFITS 110

OFFICE OF THE HUMAN RESOURCE MANAGEMENT

EXTERNAL SERVICES 111

APPOINTMENT PREPARATION FOR JOB ORDER PERSONNEL 112

APPOINTMENT PREPARATION FOR STUDENT ASSISTANTS 113

OFFICE OF THE HUMAN RESOURCE MANAGEMENT 114

INTERNAL/EXTERNAL SERVICES 115

PUBLICATION OF VACANT POSITIONS 116

RECEIVING AND SCREENING OF APPLICATIONS 117

LEARNING AND DEVELOPMENT UNIT

INTERNAL SERVICES 118

REQUEST TO ATTEND TRAINING/SEMINAR/

CONFERENCE RECORDS OFFICE 119

INTERNAL SERVICES 120

RECEIVING AND DISSEMINATION OF DOCUMENTS FROM

PRESIDENT’S OFFICE 121

PROCUREMENT OFFICE
INTERNAL SERVICES 122

RECEIVING OF APPROVED PURCHASE REQUEST 123

PROCUREMENT OFFICE
EXTERNAL SERVICES 124

PUBLIC BIDDING 125

SUPPLY OFFICE

INTERNAL SERVICES 126

REQUISITION OVER THE COUNTER 127

UNIVERSITY BUILDING MAINTENANCE AND OFFICE OF

GENERAL SERVICES
INTERNAL SERVICES 128

PROCEDURES IN REQUEST FOR REPAIR AND MAINTENANCE 129

OFFICES UNDER THE OFFICE OF THE UNIVERSITY VICE
PRESIDENT FOR RESEARCH, EXTENSION, AND TRAINING
SERVICES 130

OFFICE OF THE UNIVERSITY TRAINING SERVICES

EXTERNAL SERVICES 131

TRAINING SERVICES PREPARATORY PHASE 132

OFFICE OF THE UNIVERSITY RESEARCH SERVICES 133

INTERNAL SERVICES 134

PROCEDURE IN INTERNAL FUNDING 135

REQUEST FOR PUBLICATION INCENTIVES 136

OFFICE OF THE UNIVERSITY EXTENSION SERVICES

EXTERNAL SERVICES 137

PROVISION /DELIVERY OF UNIVERSITY EXTENSION SERVICES 138

FEEDBACK MECHANISM 139

LIST OF OFFICES IN THE UNIVERSITY 140

 Office of the University President
Internal Services

1. ISSUANCE OF OFFICE MEMORANDUM AND OFFICE ORDER

Brief Description of the Service

This service covers the preparation and issuance of Office Memorandum and Office Order for
distribution/dissemination to concerned Office/College/Campus.

Office or Division: Office of the University President

Classification: Simple Transactions

Type of Transaction: G2C-Government to Government

Who may avail: University Personnel/Campuses/Offices/College Departments/Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

University Code
Related/Relevant Nation al Circulars issued by the Civil Office of the University President Oversight
Service Commissio n and other oversight agencies Agencies

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The University None 2 Minutes

President instructs the University
Executive Secretary to prepare President, Office
a Memo on specific of the University
directive/matter/issue. President
 1.1 The Executive Executive
Secretary drafts the None Secretary/
3 Minutes University
Office
Memorandum/Office President, Office
Order for review and to be of the University
signed by the University President
President.

1.2 The signed Office

Memo/Office Order will be
given to clerk/staff for Assigned
recording and assigning None personnel of the
1 Minute
day, Office of the
of Office University
Memorandum/Office Order President
number and keeps a copy for
the Office of the University
President.

1.3 The clerk/staff reproduces

2 Minutes
copies of Assigned
Office personnel of the
Memorandum/Office Order and day/ Record’s
forwards to the Record’s Office None Officer I, Office of
for distribution/dissemination the University
to concerned offices. President/
Records Office

2. Concerned campuses/ 2. The Record’s Office None 3 Minutes Records Officer

offices/college forwards the Office I, Record’s Office
departments/units Memorandum/Office
receives the Office Order to the concerned
Memorandum/Office campuses/ offices/college
Order from the departments/units
Record’s Office

TOTAL None 11 minutes

2. RECEIVING, RECORDING, AND RELEASING OF DOCUMENTS

Brief Description of the Service

This service covers the receiving, recording, taking actions/decisions and releasing of documents
from the University Office/Offices to include any form of requests, invitation letter, payroll, purchase
request, etc.

Office or Division: Office of the University President

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

Who may avail: University Personnel/Campuses/Offices/College Departments/Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

University Documents Concerned Personnel/

Campuses/Offices/College
Departments/Units
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. Forward University 1. The clerk/staff receives and None 1 Minute

letters/documents to the records the document from
Office of the the concerned personnel/ Assigned
University President for offices/college personnel of the
action departments/units for day, Office of the
signature and approval of the
University
University
President
President
 1.1 The Executive Secretary Executive
reviews the document (if Secretary, Office
necessary), and refers the None 3 Minutes of the University
document to authorized President
official and other concerned
units for more
information/input for the
President’s final decision. Assigned
personnel of the

1.2 The clerk/staff records and day /Executive

releases the signed Secretary, Office
document/s and forwards to of the University
the Record’s Office for None 1 Minute President
distribution/dissemination to
concerned. The Executive
Secretary uses transmittal
form to transmit document
that needs immediate
action/compliance of the
concerned department/unit

2. Concerned Offices/College 2. The Record’s Office forwards None 1 Minute Records Officer
Departments/Units the document with action to I, Record’s Office
receives the action on the concerned personnel/
requests from the office/department/unit
Record’s Office

TOTAL None 6 minutes

 Office of the University President
External Services

1. RECEIVING, RECORDING, AND RELEASING OF DOCUMENTS

Brief Description of the Service

This service covers the receiving, recording, taking actions/decisions and releasing of documents
from external agency to include any form of requests, invitation letter, request, etc.
Office or Division: Office of the University President

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government G2B -

Government to Business
Who may avail: Outside Persons/Agencies/Business Entities

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letters/Documents from Ou tside persons/agencies/ Business Outside Persons/Agencies/ Business

entities (1 copy) Entities

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO RESPONSIBLE
ING TIME
BE
PAID

1. Forward letters/documents to 1. The clerk/staff receives and 1 Minute

the Office of the University records the document from None Assigned
President for action outside personnel of the
persons/agencies/business day, Office of the
entities for signature and University
approval of the University President
President
 1.1 The Executive Secretary Executive
reviews the document (if Secretary,
None
necessary), and refers the 3 Minutes Office of the
document to authorized official University
and other concerned units for President
more information/input for the
President’s final decision.

1.2 The clerk/staff records and

Assigned
releases the signed
personnel of the
day /Executive
Secretary,

document/s and forwards to the None 1 Minute Office of the

Record’s Office for University
distribution/dissemination to President
concerned offices or outside
persons/agencies. The Executive
Secretary uses transmittal form
to transmit document that needs
immediate action/compliance of
the concerned department/unit

2. Concerned outside 2. The Record’s Office forwards 1 Minute Records Officer

persons/agencies/busin ess the document with action to None I, Record’s Office
entities receives the action the concerned outside
on requests from the persons/agencies/business
Record’s entities
Office

TOTAL None 6 minutes

 Office of the University Vice President for
Administration, Business, and Finance
Internal Service
1. RECEIVING, RECORDING, AND RELEASING OF DOCUMENTS

Brief Description of the Service

This service covers the receiving, recording, taking actions/decisions, filing and releasing of
documents from University Offices to include any form of requests, memoranda, travel order, activity or
training design, payroll, vouchers, etc.
Office or Division: Office of the University Vice President for Administration, Business, and
Finance

Classification: Simple Transactions

Type of Transaction: G2C-Government to Government

Who may avail: University Personnel/Campuses/Offices/College Departments/Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

University Documents ( 1 copy) Concerned University personnel/

Campuses/Offices/College
Departments/Units
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. Forward University 1. The clerk/staff None 1 Minute Assigned clerk of

documents to the Office receives and records the the
of the document from the day/VPABF,
University VPABF for concerned personnel/ Office of the
action offices/college University
departments/units for VPABF
action of University VPABF

1.1 The clerk/staff shall

 check the acted document if None Assigned clerk
1 Minute
there is a need to hold a of the day, Office
duplicate copy. of the University
VPABF

2. Concerned Offices/College 2. The clerk/staff records and None 1 Minute Assigned clerk of
Departments/Units releases the acted document/s the day, Office
receives the acted and forwards to the of the University
documents from the concerned personnel/ VPABF
Office of the offices/department/unit
University VPABF

TOTAL None 3 minutes

 Office of the University Vice President for
Administration, Business, and Finance
External Service

1. RECEIVING, RECORDING, AND RELEASING OF DOCUMENTS

Brief Description of the Service

This service covers the receiving, recording, taking actions/decisions, filing and releasing of
documents from external agencies to include any form of requests, invitation to bid, etc.
Office or Division: Office of the University Vice President for Administration, Business, and
Finance

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government G2B -

Government to Business
Who may avail: Outside Persons/Agencies/Business Entities

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letters/Documents from Outside persons/agencies/ Outside Persons/Agencies/Business entities

Busin ess entities

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. Forward University 1. The clerk/staff None 1 Minute Assigned clerk

documents to the Office receives and records the of the
of the document from the day/VPABF,
University VPABF for concerned outside Office of the
action persons/agencies/ business University VPABF
entities for action of
University
VPABF

1.1 The clerk/staff shall

 check the acted document if None Assigned clerk
1 Minute
there is a need to hold a of the day, Office
duplicate copy. of the University
VPABF

2. Concerned outside 2. The clerk/staff records and None 1 Minute Assigned clerk
persons/agencies/ releases the acted document/s of the day, Office
business entities receives and forwards to the concerned of the University
the acted documents outside VPABF
from the persons/agencies/ business
Office of the entities
University VPABF

TOTAL None 3 minutes

 Office of the University Vice President for
Academic Affairs
Internal Services
1. RECEIVING, RECORDING, AND RELEASING OF DOCUMENTS

Brief Description of the Service

This service the receiving, taking action and releasing of all documents that come in the Office of
the VPAA from different campuses, colleges, other divisions, Office of the President or personalities, to
include any form of requests, invitation letter, Memoranda, Travel Order, Activity or Training Design,
payroll, vouchers, etc.
Office or Division: Office of the University Vice President for Academic Affairs

Classification: Simple Transactions

Type of Transaction: G2C-Government to Government

Who may avail: University Personnel/Campuses/Offices/College Departments/Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

University Documents ( 1 copy) Concerned University personnel/

Campuses/Offices/College
Departments/Units
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. Forward University 1. The Receiving None 1 Minute Assigned clerk

documents to the Office Clerk/staff shall receive the of the
of the document from the clienteles day/VPAA,
University VPAA for for checking. Office of the
action University VPAA
1.1 The Receiving Clerk/Staff Assigned clerk of
shall check and verify the the day, Office of
completeness of the signatories None the University
1 Minute
and attachments of the VPAA
document.

1.2 The Receiving

Clerk/staff shall transmit the
document to the Secretary for Assigned clerk of
review. the
day/Secretary,
1.3 The Secretary/TA shall None 1 Minute
Office of the
receive the University VPAA

incoming document upon

 received from the receiving None 1 Minute
clerk for review and
appropriate action. Should Secretary, Office
there be lacking documents of the University
found, the document will be VPAA
returned to the Receiving
Clerk/staff.

1.4 Once completeness and

the nature of the purpose
was established, the None 1 Minute
Secretary shall act on the
document by
Secretary, Office
recommending,
of the University
countersigning and
VPAA
endorsing
the action to be taken

1.5 The Secretary/TA shall

prepare and endorse the 1 Minute
document for the approval or None Secretary, Office
appropriate action to be of the University
taken by the VPAA VPAA

1.6 The Releasing Clerk/Staff

shall check the acted 1 Minute Assigned clerk
document if there is a need None of the day, Office
to hold a duplicate copy of the University
VPAA

2. Concerned Offices/College 2. The Releasing Clerk/Staff None 1 Minute Assigned clerk

Departments/Units shall record, file a copy and of the day, Office
receives the acted release the document to the of the University
documents from the concerned personnel or office VPAA
Office of the
University VPAA

TOTAL None 8 minutes

Offices under the Office of the University
President

Office of the Board Secretary

Internal Services
1. REQUESTING AND RELEASING OF DOCUMENTS

Brief Description of the Service

This service covers the receiving, taking actions and releasing of documents requested from the
office of the Governing Board Secretary.

Office or Division:
Office of the Board Secretary

Classification:
Simple Transactions

Type of Transaction:
G2G-Government to Government

Who may avail: University personnel campuses/offices/ college departments/units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Document Request For m (2 copies)

Acknowledgement Rece ipt Form (2 copies)
University personnel campuses/offices/
college departments/units
CLIENT STEPS

AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID
1. Submit the 1. After the acceptance of the
Document Request Form Document Request Form from
to the Office of the the requester, the Board
Board Secretary Secretary shall verify the
extent of the confidentiality
of the requested documents.
If the documents are

confidential, the Board 3 Minutes Board Secretary,

None
Secretary shall seek the Office of the
approval of the Board Secretary
University President if the
documents can be released for
the consumption of the
requester

1.1 The Office Staff shall

prepare the documents for
release. If the University
President

disapproved the request, the Office staff/Board

Board Secretary shall inform Secretary, Office
the requester of the decision of the Board
not to release the documents Secretary
through a letter None 3 Minutes
2. The requester or the
concerned

University personnel 2. The Office Staff shall release None 1 Minute

campuses/offices/ the requested documents to
Office staff,
college the requester
Office of the
departments/units
Board Secretary
receives the requested
documents

3. The requester or the

concerned

University personnel 3. The Office Staff shall issue None 1 Minute

campuses/offices/ the Document
college Acknowledgement
departments/units shall Receipt form in 2 copies to the Office staff,
fill out the requester Office of the
Acknowledgement Board Secretary
Receipt form in 2 copies

TOTAL None 8 minutes

 Internal Quality Audit Office
Internal Services
1. INTERNAL QUALITY MANAGEMENT SYSTEM AUDIT

Brief Description of the Service

This service covers the auditing responsibilities, methodologies and controls necessary to ensure
regular internal quality audit carried out by NEUST in which its requirements are applied.
Office or Division: Internal Quality Audit Office

Classification: Highly Technical Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: University campuses/offices/ college departments/units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Objective Evidences (1 copy) University campuses/offices/

college departments/units
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO RESPONSIBLE
ING TIME
BE
PAID
1. The head of offices, 1. The Internal Quality Audit 1 Day
colleges, campuses, Office shall disseminate the Audit None
and departments Schedule to the Auditees through
receives the memorandum addressed to the head Lead Internal
memorandum of offices, colleges, campuses, and Auditor, Internal
of Internal Audit departments not later than five (5) Quality Audit
Schedule from the working days before the audit to give Office
Internal Quality them enough time to prepare for
Audit the audit activities.
Office

2. The head of offices, 2. The Lead Internal Auditor shall issue None 1 Day
colleges, campuses, a memorandum or appropriate
Lead Internal
and departments documentation stating the reason of
Auditor, Internal
shall confirm the delay or advancement of audit
Quality Audit
activities and forward to those
Office

the scheduled date concerned

to the Internal
2.1 The Lead Internal Auditor shall
Quality Audit
update the Audit Schedule when
Office.
changes are made.

2.2 In case no confirmation is

received, the audit shall push through
as stated on the audit schedule.
3. The head of offices,
colleges, campuses,
and departments
shall ensure

that representative 3. The Audit Team may conduct an None 1 Day Audit Team,
has sufficient opening meeting with the auditees in Internal Quality
knowledge of the order to discuss the purpose, scope Audit Office
system to provide and schedule of audit.
the Auditor with
adequate
information to
complete the audit.

4. The representatives 4. The Audit Team shall begin to

presents examine the
Audit Team,
appropriate office/college/campus/department
Internal Quality
documentations operations against the applicable None 3 Days
Audit Office
and records to procedures and standards, and
show that the task observe activities and conditions in
is being performed the areas of concern.
in
accordance with 4.1 Upon completion of the audit
documented activities and review on its associated
documentation, the Auditor will meet None
information to the
with the representatives of the
Audit Team Audit Team,
audited office/college/campus/
2 Days Internal Quality
Audit Office

department to review the results of

the audit
5. The head of
office/college/ca 5. The Audit Team shall issue an Audit None 1 Day Audit Team,
mpus/ department Report and/or Internal
shall sign on the Corrective Action Report to the Quality Audit
report to auditee if any Non- Office
acknowledge Conformance or observation is
the review made identified

6. The head of
office/college/ca
mpus/
department or 6. The Audit Team shall conduct None 5 Days Audit Team,
representatives shall afollow-up Audit within 5 working Internal
present objective days based on the agreed date of Quality Audit
evidence as support corrective action completion. Upon Office
to corrective actions completion of the actions, the
and to close out all nonconformance will be closed
discrepancies

TOTAL None 14 Days

 Quality Assurance Office
External Services

1. DEPLOYMENT OF FACULTY ACCREDITORS

Brief Description of the Service

This service applies to the deployment of faculty accreditors of the Nueva Ecija University of Science
and Technology to continuously improve the delivery of quality service.
Office or Division: Quality Assurance Office

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

Who may avail: Accrediting Agency of Chartered Colleges and Universities, Inc.

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter of Invitation for Accreditation (1 copy) Accrediting Agency of Chartered Colleges

and Universities, Inc.

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID
1. Forward the letter of 1. After the acceptance
invitation for of the letter invitation, the
Quality
accreditation to the Quality Assurance Director
None 1 Day Assurance
Quality Assurance Office shall send the invitation to the
Director, Quality
faculty and deans concerned
Assurance Office
for approval

1.1 The faculty accreditors

shall return the
communication letter to the
1 Day Faculty
Director of Quality Assurance
once approved by the None Accreditors,
Deans/Directors concerned. College
Departments
1.2 The Quality
Assurance Director shall fill-up
Faculty Accreditors
Permit with complete Quality
3 Minutes
Assurance
Director, Quality
None
Assurance Office
details and submit the same to
the office of the President for
approval.

1.3 The Office of the

President shall return the Office of the
approved Faculty President Staff,
None 1 Day
Accreditors Permit to the Office of the
Quality Assurance director University
President
2. The Accrediting 2. The Quality Assurance None 1 Day
Agency of Chartered Director shall send
Colleges and confirmation to Accrediting
Universities, Inc. will receive Agency of Quality
the confirmation from the Chartered Colleges and Assurance
Quality Universities, Inc. for
Director, Quality
accreditation visit of faculty
Assurance Office of the Assurance Office
accreditors.
University

TOTAL None 4 Days and 3

Minutes
TOTAL None 4 Days and 3
Minutes
 Management Information System Office
External Services

1. ASSESSMENT OF SUBJECTS (PROCEDURE FOR FACE-TO-FACE ENROLLMENT)

Brief Description of the Service

This service covers the issuance of the copy of Assessment of Subjects of the student and applies to all
University campuses.
Office or Division: Management Information System Office

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: University students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Preliminary Form (2 copies) Forms are available at the Dean’s office of per
College departments/ University students

CLIENT STEPS AGENCY ACTIONS FEES TO PROCE PERSON

BE PAID SS RESPONSIBLE

ING
TIME

1. The students shall verify and 1. The assigned MIS staff None 3 Minutes
clarify the subjects to will check the
enroll and submit the Preliminary Form if the form
Preliminary Form to the is approved by the enrolling
MIS Office at the teacher Assigned MIS staff
designated window 1.1 The MIS personnel on the
will check and encode the Issuance of
subjects of the student. Assessment
forms,
1.2 The MIS personnel
MIS Office
will print the
Assessment form of the
student
2. The student will 2. The MIS personnel will None 1 Minute Assigned MIS staff on the
receive the printed give the printed assessment Issuance of
Assessment form form to the student. Assessment forms,
from the MIS staff at MIS Office
the MIS Office
designated window

TOTAL None 4
Minutes
2 ISSUANCE OF IDENTIFICATION CARD

Brief Description of the Service

This service applies to all current enrolled students in Nueva Ecija University of

Science and Technology in all campuses and covers the Issuance of Identification Card.
Office or Division: Management Information System Office

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: University students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Certificate of Registration (1 photocopy) University students MIS

ID Card Request Form ( 1 copy) Office

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The students or requestor 1. The assigned MIS

shall present and submit staff must verify the submitted
the Certificate of documents
None 2 Minutes Assigned MIS
Registration to the staff on the
1.1 After verification, the MIS
assigned MIS staff on staff shall provide the ID Card Issuance of ID,
Issuance of ID at the MIS Request MIS Office
Office Form to the student.
2. The student must fill up 2. The MIS personnel will None 5 Minutes
the ID Card Request Form encode the data from the ID
and submit the same to the Card Request Form
assigned Assigned MIS
MIS staff at the MIS 2.1 The MIS personnel staff on the
Office will have the student’s photo Issuance of ID,
captured digitally and MIS Office
student’s signature after the
encoding.

2.2 The MIS personnel

will generate and print the ID
Card
3. The MIS personnel will None 1 Minute
stamp the COR of the student
3. The student will receive Assigned MIS
as a proof that the requestor staff on the
the ID Card from the MIS
already has his/her ID card Issuance of ID,
personnel at the MIS Office
MIS Office
TOTAL None 8 Minutes
3 ISSUANCE OF REPORT OF GRADES

Brief Description of the Service

This service applies to all current enrolled students in Nueva Ecija University of Science and
Technology and covers the issuance of Report of Grades.
Office or Division: Management Information System Office

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: University students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

ID Card (1 original copy) University students

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The students or requestor 1. The assigned MIS None 1 Minute

shall present his/her ID staff will encode the student Assigned MIS
Card to the MIS number from the ID card to staff on the
personnel at the MIS the system. Issuance of
office designated Report of
1.1 The MIS personnel will Grades, MIS
window
print the Report of Grades. Office

2. The student will receive 2. The MIS personnel will issue None 2 Minutes
the printed Report of Grades the Report of Grades to the
from the MIS personnel at Assigned MIS
requesting student
the MIS Office designated staff on the
window Issuance of
Report of
Grades, MIS
Office

TOTAL None 3 Minutes

 Management Information System Office
Internal Services
1 SUBJECT TAGGING/STUDENT LIST

Brief Description of the Service

This service covers the issuance of the copy of Assessment of Subjects of the student and applies to
all University campuses.
Office or Division: Management Information System Office

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

Who may avail: University Faculty

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Subject tagging and Stu dent list request form (1 copy) University Faculty
Faculty Profiling Form (1 copy)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID
 1. The University faculty will 1. The assigned MIS None 3 Minutes
submit the filled out staff will check and encode the
faculty profiling form (for data on the filled out form in
newly hired faculty only) the system.
and the Subject tagging
and student list request 1.1 The assigned MIS staff Assigned MIS
form to the MIS will verify the subjects in the staff, MIS Office
Office system to avoid conflict of
subjects

2. The University faculty will 2. The MIS personnel will give None 2 Minutes Assigned MIS
receive the printed hard copy the printed hard copy or soft staff, MIS Office
or soft copy (saved in a flash copy of the subject and student
drive) of the subject and list to the faculty
student list from the
MIS Office
TOTAL None 5 Minutes
 Civil Security Unit
External/Internal Services

1 CLAIMING OF LOST AND FOUND ITEMS

Brief Description of the Service

This service covers the procedure in claiming lost and found items within the University premises
and applies to all University campuses.
Office or Division: Civil Security Unit

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government G2C -

Government to Citizen
Who may avail: University personnel/students Outside
Visitors/Guests
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Valid ID Card (1 copy) Claim Form The claimant of lost and found items CSU Office
(1 copy)
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON
BE PAID RESPONSIBLE
ING TIME

1. The Security personnel None 2 Minutes Assigned

shall report the found item/s Security Guard
to the on duty, Civil
office of the Security Unit
Management
Information System to Post it
to the NEUST
Facebook Page.
2. The claimant shall fill up 2. The Security Personnel None 2 Minutes
the Claim form and present shall verify the
Assigned
his/her ID Card and provide requirements for claiming Security Guard
necessary information the found item/s on duty, Civil
needed to the Civil Security Security Unit
Unit.
3. The Security Personnel None 2 Minutes Assigned
shall request the claimant Security Guard
3.The claimant shall check to sign the security on duty, Civil
the found item/s for Record Book before the Security Unit
verification turnover of item/s

TOTAL None 6 Minutes

2. REQUEST OF GATE PASS STICKER

Brief Description of the Service

This service includes the process in the issuance of the gate pass sticker for University
personnel/students vehicles and applies to all University campuses.
Office or Division: Civil Security Unit

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government G2C -

Government to Citizen
Who may avail: University personnel/students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Gate Pass form (1 original copy) University personnel/students

Official Receipt (1 photo copy)
Driver’s License (1 photocopy)
2x2 picture (1 original copy)
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON
BE PAID RESPONSIBLE
ING TIME
 1. The requestor shall fill up 1. The security None 2 Minutes Assigned
the gate pass form and guard on duty shall check Security
provide all the all the requirements and Guard on
requirements needed make sure that license duty, Civil
and submit to the and or/cr is not expired; if Security Unit
Civil Security Unit. there is an expired
requirements the guard
on duty shall request the
requestor to renew all
the expired documents

1.1 The chief security

shall have the final
checking and sign the None
gate pass form for 1 Minute Security Officer I,
approval Civil Security Unit

2. The requestor will pay the 2. The Marketing Center For 4 wheeled 2 Minutes
necessary fee for the Gate shall make vehicles:
Assigned staff,
Pass sure that the gate
Sticker to the pass form has been signed PHP150.00 Marketing Center
Marketing Center by the chief security before
For 2 and 3
the payment and issuance
wheeled
of gate pass sticker
vehicles:

PHP100.00

3. The Marketing None 2 Minutes Assigned staff,

3. The requestor will receive
Center will issue the Gate Marketing Center
the Gate Pass Sticker
from the Pass Sticker to the
Marketing Center requestor

TOTAL PHP 7 Minutes

150.00 /or
PHP100.00
3. REVIEWING CCTV MONITORING

Brief Description of the Service

This service covers the procedure in the access of concerned persons in reviewing the footages
inside the University premises for the purposes of investigation and applies to all University
campuses.
Office or Division: Civil Security Unit

Classification: Complex Transactions

Type of Transaction:G2G-Government to Government G2C -

Government to Citizen
Who may avail: University personnel/students Outside
Visitors/Guests
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Request Form (1 copy) Form available at the CSU office The concerned
clients
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON
BE PAID RESPONSIBLE
ING TIME

1. The Requestor shall fill up 1. The Security None 2 Minutes Assigned

the request form for the Personnel shall verify the Security
reviewing of CCTV and requirements for the Guard on
shall indicate the scope reviewing of the CCTV duty, Civil
of date and time where Security Unit
footage and forward the
the incident happens at request to
the Civil the Chief
Security Security.
Unit
1.1 The Chief Security shall
review the Request before
the approval of the CCTV
review.
2. The Security
Personnel shall carefully None 3 Minutes Assigned
review the CCTV based on Security Guard
the requested scope of time on duty, Civil
and date where the Security Unit
incident happens. Incident
report shall be properly
recorded to
 the security record book.

3. The Chief Security shall submit None 1 Minute Assigned

the CCTV Request Form to the Security Guard
Office of the President every end on duty, Civil
of the month. Security Unit

TOTAL None 6 Minutes

 Offices under the Office of the University Vice
President for Academic Affairs

Office of the Admission and Registration

External Services
1. ADMISSION SERVICES FOR PROSPECTIVE ENROLLEES IN COLLEGE LEVEL

Brief Description of the Service

Not all interested applicants may be accommodated in the university due to insufficient number of
faculty and staff, class/laboratory rooms, and other vital facilities. Thus, only those who are academically
qualified are the ones being admitted. This is in line also with the university policy of maintaining high
academic standard. Hence, admission service is provided to aspiring senior high school graduates who
intend to apply for college studies in the University. Admission process essentially includes examination
of applicants and applies to all University campuses.
Office or Division: Office of Admission and Registration

Classification: Complex Transactions

Type of Transaction: G2C-Government to Citizens (Students)

Who may avail: Graduates of Senior High School

CHECKLIST OF REQ UIREMENTS WHERE TO SECURE

Scanned copy of 2” x 2” picture (1 copy) Student-Applicant

Scanned signature (1 copy) Student-Applicant

Scanned picture and selfie (1 copy) Student applicant

CLIENT STEPS AGENCY FEES PROCESS PERSON

ACTIONS TO BE
ING TIME RESPON
PAID
SIBLE

1. Applicant to fill-up online 1. Approval None 3 Minutes

Application Form through /disapproval
on-line at Assigned
If approved, applicant
NEUST Online admission OAR
will automatically
portal receive a verification staff/Assigned
MIS
key/code and date of
Personnel,
admission test.
OAR/ MIS
Office

2. On the date of examination,

applicants/examinees will 2. Administration of None 20 Minutes Assigned
login using the verification the admission test. OAR
key /code given to be able to staff/Assigned
take the College Admission MIS
Test through online Personnel,
OAR/ MIS
Office
3. Wait for the result of 3. The OAR will None 30 Days OAR
Admission Test from the publish the results. assigned
OA through email. personnel,
OAR
TOTAL None 30 Days and
23
Minutes
 2. ADMISSION SERVICES FOR PROSPECTIVE ENROLLEES IN JUNIOR HIGH SCHOOL
LEVEL

Brief Description of the Service

Not all interested applicants may be accommodated in the university due to insufficient number
of faculty and staff, class/laboratory rooms, and other vital facilities. Thus, only those who are
academically qualified are the ones being admitted. This is in line also with the university policy of
maintaining high academic standard. Hence, admission service is provided to aspiring senior high school
graduates who intend to apply for college studies in the University. Admission process essentially
includes examination of applicants and applies to all University campuses.

Office or Division: Office of Admission and Registration

Classification: Complex Transactions

Type of Transaction: G2C-Government to Citizens (Students)

Who may avail: Graduates of Elementary Education

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Original Form 138 (1 copy) Student applicant

Admission form (1 copy) OAR online link of enrollment

Scanned 2x2 picture (1 copy) Student applicant

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCES PERSON

PAID RESPONSIBLE
SING
TIME

1.Upload original Form 1. Evaluate grades of

138 to NEUST OAR applicant. If approved, OAR assigned
None 2 Minutes
website. applicants will apply on personnel,
line. OAR
2. Login to NEUST Online 2. Link will be provided in
admission portal. the email so applicants will
OAR assigned
be guided accordingly.
personnel, OAR
None 2 Minutes

3. Fill up the form online 3.Approval/ Disapproval Admission fee- Assigned Cashier’s
and submit and pay If approved, applicant Office personnel,
2 Minutes

the necessary is instructed to pay either PHP180.00 Cashier’s Office

fees through in the bank or at NEUST’s
bank transfer or Cashier’s Office
NEUST
Cashier’s Office

4. Upload proof of 4. Receive document.

payment to the online Instruct applicant None
2 Minutes OAR assigned
admission portal through email to take personnel, OAR
admission on a
scheduled date

5. Take admission Test 5. Give assistance if None 20 OAR assigned

through online. needed Minutes personnel, OAR
6. Wait for the result of
admission test through 6. Publish result of None 21 Days OAR assigned
NEUST website. admission test. personnel, OAR

TOTAL PHP180.00 21 Days and

28
Minutes
 3. ENROLLMENT/REGISTRATION OF GRADE SEVEN (JUNIOR HIGH SCHOOL)
STUDENTS

Brief Description of the Service

Enrollment/Registration of students every opening of semesters/ school year is one of the

services being provided by the university to its students and applies to all University campuses In
the process, enrollees are assisted/guided as to what subjects are to be enrolled, what
class/laboratory rooms are assigned to them, who would be their professors /instructors/faculty-in-
charge, what would be their schedule of classes, what are the requirements and/or requisites, etc.
Hence, enrollment/registration service is very vital on the part of the students.

Office or Division: Office of Admission and Registration

Classification: Complex Transactions

Type of Transaction: G2C-Government to Citizens (Students)

Who may avail: Qualifiers for Grade 7/Junior High School Curricular Program

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Scanned Form 137/138 ( 1 original copy) Student applicant

CLIENT STEPS AGENCY FEES TO BE PROCES PERSON

ACTIONS PAID RESPONSIBLE
SING
TIME

1. Qualified
applicants/examinees will 1. Approval None 1 Minute OAR assigned
go to enroll.neust.edu.ph /Disapproval personnel,
and click the button to be OAR
able to register.

2 Minutes OAR assigned

personnel/
2. Fill up personal 2.Approval/ Assigned MIS
information form and Disapproval of Personnel,
health survey profile submitted OAR/MIS
online, upload: 2”x2” documents. . None
Office
picture, selfie picture,
form 137, signature on the If approved, student
same link applicant/ examinee
will receive an email
from OAR containing
username and
password

3. Student applicant/
examinee will login to 3. Approval/ None 2 Minutes MIS Personnel,
enroll.neust.edu.ph using Disapproval MIS Office
username and password.
Then update profile and
register to section.

4. Once the student 1 Minute Assigned

applicant/examinee press Accounting
submit, it will Personnel,
4. Determination of
automatically be sent to None Accounting
payable assessment
Accounting Office for Office
assessment of fees.
 Sports 2 Minutes Cashier’s
Development Office
Fee - Personnel,
PHP150.00 Cashier’s office
Socio Cultural -
PHP 100.00
Guidance Fee-
PHP 50.00
ID Fee - PHP
70.00
Publication - PHP
. 5. Payment of fees. 5. Receive payment 200.00
Security -
PHP 50.00
Student
Handbook -
PHP 40.00
Anti-TB/Red
Cross - PHP
15.00
Charity -
PHP 10.00
 1 Minute Cashier’s
Office
6. Checking of the
6. Upload proof of payment. None Personnel,
receipt
Cashier’s office
2 Minutes. OAR assigned
personnel/
7. If approved, student
applicant/examinee can Assigned MIS
7. Issuance of COR None Personnel,
print the COR.
OAR/MIS
Office
TOTAL PHP 8,610.00 11
Minutes
 4. ENROLLMENT/REGISTRATION OF NEW COLLEGE STUDENTS

Brief Description of the Service

Enrollment/Registration of students every opening of semesters/ school year is one of the services
being provided by the university to its students and applies to all University campuses.. In the process,
enrollees are assisted/guided as to what subjects are to be enrolled, what class/laboratory rooms are
assigned to them, who would be their professors /instructors/faculty-in-charge, what would be their
schedule of classes, what are the requirements and/or requisites, etc. Hence, enrollment/registration
service is very vital on the part of the students.

Office or Division: Office of Admission and Registration

Classification: Complex Transactions

Type of Transaction: G2C-Government to Citizens (Students)

Who may avail: Qualified and admitted applicants for college studies

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Original Form 138 (1 c opy) Student enrollees

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON

BE PAID RESPONSIBLE
ING TIME

1. Qualified enrollees are to

enroll on line: 1. Evaluate grades and if
search NEUST qualified to enroll,
OAR assigned
website then go to applicant will receive a
personnel/
enroll.neust.edu.ph. username and password in
Assigned MIS
(Instructions are given in his/her email address.
None Personnel,
3 Minutes
the website). Upload OAR/MIS Office
Form 137/138
 2. Login to 2. Correct forms submitted
enroll.neust.edu.ph using will automatically be OAR assigned
3 Minutes
the password and received by the Accounting personnel/
username given. Register Office and be assessed. Assigned MIS
to section and fill up Personnel,
None
personal information OAR/MIS Office
sheet and click submit
button.

None
1 Minute
3. Print COR through on- 3. Approval OAR assigned
line personnel/
Assigned MIS
Personnel,
OAR/MIS Office

TOTAL None 7 Minutes

 5. ENROLLMENT/REGISTRATION OF NEW GRADUATE STUDENTS

Brief Description of the Service

Enrollment/Registration of students every opening of semesters/ school year is one of the services
being provided by the university to its students and applies to all University campuses.. In the process,
enrollees are assisted/guided as to what subjects are to be enrolled, what class/laboratory rooms are
assigned to them, who would be their professors /instructors/faculty-in-charge, what would be their
schedule of classes, what are the requirements and/or requisites, etc. Hence, enrollment/registration
service is very vital on the part of the students.

Office or Division: Office of Admission and Registration

Classification: Complex Transactions

Type of Transaction: G2C-Government to Citizens (Students)

Who may avail: New Students in Advance Education (Masteral and Doctoral Programs)

CHECKLIST OF REQ UIREMENTS WHERE TO SECURE

Original copy of TOR (i n Undergraduate Degree Student-Applicant

for applicant in Masteral Studies; (1 copy)
TOR in Master’s Degre e for applicant in
Doctoral Studies) (1 copy)
1 pc Passport Size Photograph

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESS PERSON

PAID RESPONSIBLE
ING TIME

1.New enrollees are to

enroll online: 1. Evaluate the Graduate School
scholastic standing of Faculty,
search NEUST website None 3 Minutes
the applicant. If Graduate School
then go to qualified, a Office
enroll.neust.edu.ph. username and
(Instructions are given in password will be sent
the website). Upload to her/him
TOR and picture
2. Login to 2. Submitted forms if
enroll.neust.edu.ph correct will Accounting Staff,
using the password automatically be None Accounting Office
and username given. received by the 3 Minutes
Register to Accounting Office
course and fill up for Assessment of fees.
personal information After which enrollee
sheet and click submit will receive in his/her
button. email to proceed to
payment of fees.

3. New enrollees are to

enroll online: 3. Evaluate the Graduate School
scholastic standing of Faculty,
search NEUST website the applicant. If None 3 Minutes Graduate School
then go to qualified, a Office
enroll.neust.edu.ph . username and
(Instructions are given password wll be sent
in the website). Upload to her/him
TOR and picture
4.Payment of fees. Either in 4.Receive payment. Sports 2 Minutes Cashier’s Office
NEUST Casher’s Office or Development Personnel,
Land Band of the Fee - Cashier’s office
Philippines. PHP150.00

Socio Cultural -
PHP 100.00

Guidance Fee-
PHP 50.00

Publication - PHP
100.00

Security -
PHP 50.00

Research
Journal -
PHP 250.00

Anti-TB/Red
Cross - PHP
15.00

Charity -
PHP 10.00
 PHP 700.00

Equipment
Development

-PHP250.00

Entrance Fee

-PHP120.00
(one-time fee)

Internet Fee

-PHP350.00

Tuition Fee –
PHP4,800 for
12 units
(PHP400.00/ unit
for
Masteral)
(PHP500.00/ unit
for Doctoral)

5. Upload proof of 5. Approval None 1 Minute Cashier’s Office

payment. Personnel,
Cashier’s office
6. Print COR 6. Approval none 1 Minute OAR assigned
personnel/
Assigned MIS
Personnel,
OAR/MIS Office
TOTAL PHP8,240.00 13 Minutes
 6. ENROLLMENT/REGISTRATION OF SENIOR HIGH SCHOOL STUDENTS

Brief Description of the Service

Enrollment/Registration of students every opening of semesters/ school year is one of the services
being provided by the university to its students and applies to all University campuses.. In the process,
enrollees are assisted/guided as to what subjects are to be enrolled, what class/laboratory rooms are
assigned to them, who would be their professors /instructors/faculty-in-charge, what would be their
schedule of classes, what are the requirements and/or requisites, etc. Hence, enrollment/registration
service is very vital on the part of the students.

Office or Division: Office of Admission and Registration

Classification: Complex Transactions

Type of Transaction: G2C-Government to Citizens (Students)

Who may avail: Current Junior High School

Students (Completers of Grade 10)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Original Form 138 (1 copy) Student

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON

BE PAID RESPONSIBLE
ING TIME

1.Enrolees are to enroll 1. Send username and None 2 Minutes

online: Search NEUST password to the email
OAR assigned
website then go to address of the student. personnel/
enroll.neust.edu.ph Assigned MIS
(instructions are given in the Personnel,
website) OAR/MIS Office

2. Login to 2. Approval/ disapproval

enroll.neust.edu.ph using OAR assigned
the password and username If approved, submitted 2 Minutes personnel/
given. Register to section forms will automatically be
Assigned MIS
and fill up personal received by the Accounting Personnel,
information sheet and click office for assessment. After None
submit button. OAR/MIS Office
which, student may
proceed to the
 next step.

None

3. Print CO through on- 3. Approval 1 Minute OAR assigned

line personnel/
Assigned MIS
Personnel,
OAR/MIS Office

TOTAL None 5 Minutes

 7. ENROLLMENT/REGISTRATION OF TRANSFERRING STUDENTS

Brief Description of the Service

Enrollment/Registration of students every opening of semesters/ school year is one of the services
being provided by the university to its students and applies to all University campuses.. In the process,
enrollees are assisted/guided as to what subjects are to be enrolled, what class/laboratory rooms are
assigned to them, who would be their professors /instructors/faculty-in-charge, what would be their
schedule of classes, what are the requirements and/or requisites, etc. Hence, enrollment/registration
service is very vital on the part of the students.

Office or Division: Office of Admission and Registration

Classification: Complex Transactions

Type of Transaction: G2C-Government to Citizens (Students)

Who may avail: New/transferring students from other schools

CHECKLIST OF REQU IREMENTS WHERE TO SECURE

Original Transcript of Records (1 copy) Student-Applicant

Certificate of Good Mor al Character (1 copy)
Certificate of Honorable Dismissal (1 copy)
Evaluation Form (1 cop y)
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON
BE PAID RESPONSIBLE
ING TIME

1. Submit original TOR to 1. Evaluate the scholastic

OAR for evaluation standing of the
applicant. If OAR assigned
qualified, applicant will personnel, OAR
None 5 Minutes
be instructed to pay fee
for evaluation form.

2. Pay evaluation form to

the Cashier’s Office 2. Receive payment and Cashier’s Office
Evaluation Personnel,
issue Official Receipt
form -
2 Minutes Cashier’s office
PHP10.00
3. Submit Receipt of 3. Receive receipt and issue OAR assigned
Payment to OAR Process Number. personnel, OAR
10
None Minutes

4. Wait for an email coming 4. Send username and None 2 Minutes OAR assigned
from the OAR. password personnel/
Assigned MIS
Personnel,
OAR/MIS Office
5. Transferees are to enroll 5. Submitted forms if None 2 Minutes Accounting
online: Login to correct will automatically Office personnel,
enroll.neust.edu.ph using be received and Accounting Office
the password and username assessed by the
given. Register to course Accounting Office
and fill up personal
information sheet and click
submit button.

6.Print COR through online 6. Approval None 1 Minute OAR assigned

personnel/
Assigned MIS
Personnel,
OAR/MIS Office
TOTAL PHP10.00 22 Minutes
 8. ISSUANCE/RELEASE OF CERTIFICATE (FACE TO FACE BECAUSE OF THE
REQUIREMENTS)

Brief Description of the Service

Enrollment/Registration of students every opening of semesters/ school year is one of the services
being provided by the university to its students and applies to all University campuses.. In the process,
enrollees are assisted/guided as to what subjects are to be enrolled, what class/laboratory rooms are
assigned to them, who would be their professors /instructors/faculty-in-charge, what would be their
schedule of classes, what are the requirements and/or requisites, etc. Hence, enrollment/registration
service is very vital on the part of the students.

Office or Division: Office of Admission and Registration

Classification: Simple Transactions

Type of G2C-Government to Citizens (Students)

Transaction:

Who may avail: Students, Graduates/Alumni

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Request Form (1 copy) Students, Graduates/Alumni

Original TOR (1 copy )
Original Diploma (1 copy)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESS PERSON
PAID RESPONSIBLE
ING TIME

1. Submit to OAR original

and
photocopy of TOR 1. Checking of the OAR assigned
and authenticity of 6 Minutes personnel, OAR
submitted documents None
Diploma and
secure and
accomplish a
Request Form
from the OAR
 Cashier’s Office
Documentary stamp Personnel,
2. Pay to the Cashier’s 2. Receive payment and – ₱50.00 ₱30.00
Office the issue Official Cashier’s office
Authentication 2 Minutes
corresponding fee for Receipt
₱10.00/page
the requested
PHP30.00

document

TOTAL PHP90.00 8 Minutes

4. ISSUANCE/RELEASE OF TRANSCRIPT OF RECORDS (FACE TO FACE, IF ORIGINAL
SIGNATURE IS NEEDED)

Brief Description of the Service

Enrollment/Registration of students every opening of semesters/ school year is one of the services
being provided by the university to its students and applies to all University campuses. In the process,
enrollees are assisted/guided as to what subjects are to be enrolled, what class/laboratory rooms are
assigned to them, who would be their professors /instructors/faculty-in-charge, what would be their
schedule of classes, what are the requirements and/or requisites, etc. Hence, enrollment/registration
service is very vital on the part of the students.

Office or Division: Office of Admission and Registration

Classification: Simple Transactions

Type of G2C-Government to Citizens (Students)

Transaction:

Who may avail: Students, Former Students, Graduates/Alumni

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Clearance Form (1 copy) Request Form OAR

(1 copy)
Students, Former Students, Graduates/Alumni

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESS PERSON

PAID RESPONSIBLE
ING TIME

1. Secure and fill out

Clearance
Form and Request 1. Issuance of OAR assigned
Form from the OAR Forms personnel, OAR
None 1 Minute

2. Pay to the Cashier’s TOR- Cashier’s Office

Office the Personnel,
2. Receive payment PHP150.00/page
corresponding fee Cashier’s office
and
for the requested Documentary 3 Minutes
issue Official
document stamp- PHP30.00
Receipt

3. Submit to the
 OAR the 3. Approval of None 1 Minute OAR assigned
accomplished forms requested document personnel, OAR
and Receipt of
Payment

4. Claim Stub will be 4. Advise requesting None 1 day for OAR assigned
given to the requesting students/alumni to fresh personnel, OAR
student/alumni from come back after 3 days
graduates
the OAR
and 3
working days
for non-fresh
graduates

TOTAL PHP10.00 3 Days and 5

Minutes
5. ISSUANCE/RELEASE OF TRANSCRIPT OF RECORDS (on-line)

Brief Description of the Service

Enrollment/Registration of students every opening of semesters/ school year is one of the services
being provided by the university to its students and applies to all University campuses.. In the process,
enrollees are assisted/guided as to what subjects are to be enrolled, what class/laboratory rooms are
assigned to them, who would be their professors /instructors/faculty-in-charge, what would be their
schedule of classes, what are the requirements and/or requisites, etc. Hence, enrollment/registration
service is very vital on the part of the students.

Office or Division: Office of Admission and Registration

Classification: Simple Transactions

Type of G2C-Government to Citizens (Students)

Transaction:

Who may avail: Students, Former Students, Graduates/Alumni

CHECKLIST OF REQ UIREMENTS WHERE TO SECURE

Request letter (1 copy ) Students, Former Students, Graduates/Alumni

CLIENT STEPS AGENCY FEES TO BE PROCESS PERSON

ACTIONS PAID RESPONSIBLE
ING TIME

1. Send request letter 1. Approval/ OAR assigned

to Disapproval personnel, OAR
None 1 Minute
[email protected] Requesting party will
h received NEUST’s
account number and
will be advised to pay
to LBP.
2. Pay to the Cashier’s TOR- Cashier’s Office
Office the Personnel,
2. Receive payment PHP150.00/page
corresponding fee Cashier’s office
and issue Official
for the requested Documentary stamp- 3 Minutes
Receipt
document PHP30.00
3. Upload proof of 3. Check payment None 2 Minutes OAR assigned
payment through the /Upload TOR personnel, OAR
same link
 online

4.Print TOR through online 4. approval none 1 minute OAR assigned

personnel, OAR

TOTAL PHP180.00 7 Minutes

6. REISSUANCE OF DIPLOMA (FACE TO FACE BECAUSE OF THE REQUIREMENTS.)
Brief Description of the Service

Enrollment/Registration of students every opening of semesters/ school year is one of the services
being provided by the university to its students and applies to all University campuses In the process,
enrollees are assisted/guided as to what subjects are to be enrolled, what class/laboratory rooms are
assigned to them, who would be their professors /instructors/faculty-in-charge, what would be their
schedule of classes, what are the requirements and/or requisites, etc. Hence, enrollment/registration
service is very vital on the part of the students.

Office or Division: Office of Admission and Registration

Classification: Simple Transactions

Type of G2C-Government to Citizens (Students)

Transaction:

Who may avail: Students, Graduates/Alumni

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

“Affidavit of Loss” executed by Students, Graduates/Alumni

the requesting individual (1 copy) Request
Form
(re-issuance) (1 copy)
Clearance (for AVTP Graduates) (1 copy)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESS PERSON
PAID RESPONSIBLE
ING TIME

1. Submit to the OAR a 1. Checking of the OAR assigned

copy of authenticity of None personnel, OAR
2 Minutes
Affidavit of Loss submitted affidavit;

1.1 Issuance of a
Request Form
2. Pay to the Cashier’s 2. Receive payment Cashier’s Office
Office the and issue Official Personnel,
PHP150.00 and
corresponding fee Receipt Cashier’s office
PHP30.00
Documentary 2 Minutes
stamp

3. Submit to the OAR the 3. The OAR will issue a OAR assigned
Official Claim Stub to him/her 3 Days personnel, OAR
Receipt
None
3. Submit to the OAR the 3. The OAR will issue a OAR assigned
Official Claim Stub to him/her 3 Days personnel, OAR
Receipt
None

4.Print TOR through 4. approval none 1 minute OAR assigned

online personnel, OAR

TOTAL PHP180.00 5 Minutes

and 3
Days

FOR AVTP
1. Secure Clearance form OAR assigned
from the OAR Issuance of personnel, OAR
None 1 Minute
Clearance Form
2. Accomplish the 2. Signing of Clearance None OAR
Clearance Form Form Personnel and
other
1 Minute Signatories, OAR
and concerned
offices
3. Submit to the OAR the 3. Checking of the OAR assigned
accomplished Clearance signatures in the personnel, OAR
None 2 Minutes
Form Clearance Form

4. Receive the requested 4. Reissuance of None 3 Days OAR assigned

Diploma from the OAR Diploma personnel, OAR

TOTAL None 3 Days and 4

Minutes
7. ENROLLMENT/REGISTRATION OF OLD COLLEGE STUDENTS
Enrollment/registration of students every opening of semesters/ school year is one of the services
being provided by the university to its students and applies to all University campuses.. In the process,
enrollees are assisted/guided either through phone, online or face to face as to what subjects are to be
enrolled, what class/laboratory rooms are assigned to them, who would be their professors
/instructors/faculty-in-charge, what would be their schedule of classes, what are the requirements and/or
requisites, etc. Hence, enrollment/registration

Office or Division: Office of Admission and Registration

Classification: Complex Transactions

Type of G2C-Government to Citizens (Students)

Transaction:

Who may avail: Old college students (enrolled last semester/year)

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Certificates of Grades (COG) Students/MIS Office

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESS PERSON

PAID RESPONSIBLE
ING TIME

1. Old college students

are to enroll on line:

search NEUST 1. Evaluate grades and OAR

website then go to if qualified to enroll, personnel/MIS
enroll.neust.edu. ph. applicant will receive a Personnel,
(Instructions are username and OAR/MIS Office
given in the website). password in his/her
Upload Form email address. None 3 Minutes
137/138 to the same
link
2. Login to

enroll.neust.edu.ph 2. Correct forms

using the password submitted will 3 Minutes Assigned
and username given. automatically be None Accounting
Register to section and received by the
Personnel,
fill up personalAccounting Office and
Accounting
information sheet andbe assessed.
click
submit button. Office

3.Wait for forms to be 3. Approval None 2 Minutes OAR personnel,

assessed and OAR
approved, then, old
student may click
the “Print COR.”
Through the same
link
4. If old student is 3. Issuance of assessed OJT Fee – 2 Minutes Assigned
enrolled in fees. PHP300.00 Accounting
Practice Personnel/
Practice Assigned
Teaching, OJT or RLE
Teaching – Personnel at
subject, they need to
PHP150.00 the Cashier’s
pay to the Cashier or
Office,
go to the nearest LBP RLE Fees (total
Accounting
or may use the online payment less
fund transfer. affiliation fee): Office/Cashier’s
Office
BSN Level II –
PHP1,351.50 (102
contact hours)

PHP3,377.95 (255
contact hours)

Total for BSN

Level II=
PHP4,729.45

BSN Level III –

PHP2,932.50
(51 contact
hours)

PHP16,371 (306
contact hours)

PHP2,728.50
(51 contact
 hours)

PHP2,728.50 (51
contact hours)

Total for BSN

Level III=
PHP24,760.50

BSN Level IV –
PHP5,642.06
(255 contact
hours)

PHP1,891.32 (102
contact hours)

PHP1,891.32 (102
contact hours)

Total for BSN

Level IV=
PHP9,424.70

5. Upload proof of 5. Approval None 3 Minutes Assigned

payment and wait for Cashier’s Office
approval/verification Personnel,
that will be sent Cashier’s Office
through email.

6. Print COR through Approval None 1 Minute Student

online

TOTAL None 14 Minutes

 Office of the University Library
External/Internal Services

1. LIBRARY EQUIPMENT SERVICES

Brief Description of the Service

This service covers the procedures on how to borrow equipment in the library and applies to all
University campuses.
Office or Division: Office of the University Library

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

G2C-Government to Citizen

Who may avail: NEUST faculty/students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Library Equipment Form (1 copy) University Library
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The university 1. The librarian/library staff None 5 minutes Librarian/Library

Faculty/student shall shall verify the completeness of Staff, Office of the
fill up the library the filled-up form and checks University Library
equipment form for the availability of the
the issuance of the equipment.
equipment at the
University Library

2. The university 2. The librarian/library staff None 3 minutes Cashiers Staff,

faculty/students shall shall release the borrowed University
sign in the log book for equipment after the client sign Cashiers’ Office
library equipment at the in the logbook.
University Library

TOTAL None 8 minutes

2. LIBRARY INSTRUCTION
Brief Description of the Service

This service covers the orientation of the faculty members, staff and students on the services of the
library and applies to all University campuses.
Office or Division: Office of the University Library

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

G2C-Government to Citizen

Who may avail: NEUST Faculty members, staff and students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Library Instruction Form (1 copy) University Library

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university faculty, staff 1. The library staff receives the None 1 Minute
and students shall fill-out Request
the Request for Library Instruction Form.
Library Instruction
Form at the Library Staff
University Library Office of the
University Library
Librarian/ Library
Staff, Office of the
None
University Library

1.1 The librarian/library staff 3 Minutes

shall check and confirm the
availability of time schedule
and venue.
2. The instructor shall allow 2. The Librarian/Library staff None 3 minutes Librarian/ Library
his/her students sign in the shall provide logbook and Staff, Office of the
logbook before the library check if the students are University Library
instruction starts at the already sign in the logbook
University Library before the instruction starts.
 TOTAL None 7 minutes

3. PHOTOCOPYING OF LIBRARY MATERIAL

Brief Description of the Service

This service covers the procedures and process in photocopying library materials except undergraduate
thesis and dissertations and applies to all University campuses.
Office or Division: Office of the University Library

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Library Card, Book Card and Photo Duplication Permit University Library/The client will provide
Form (1 copy)
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID
1. The university students 1. The librarian shall None 1 Minutes Librarian Office
shall fill out the book check and verify the accuracy of the University
card located at the back and completeness of Library
of the book and the information.
photo duplication permit
form attached with the
library card at the
University Library

1.1 The librarian/library staff

shall stamp the remarks None
1 Minute Librarian/Library
with due date.
Staff Office of the
University Library
1.2 The librarian/library staff
shall print receipt from the
Library System. None 2 Minutes Librarian/Library
Staff Office of the
1.3 The librarian shall hand University Library
– in approved

None 5 Minutes Librarian/Library

photo duplication permit Staff Office of the

and material for University Library
photocopying to the
library staff.

TOTAL None 10 Minutes

4. REFERENCE/INFORMATION AND BIBLIOGRAPHIC SERVICES
Brief Description of the Service

This service covers the process on how a library client can avail quick reference and applies to all University
campuses.
Office or Division: Office of the University Library

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

G2C-Government to Citizen

Who may avail: NEUST faculty/students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Bibliographic Service Form (1 copy) University Library
Reference/information Form (1 copy) Library Card/ University Library
Book Card (1 copy) The client will provide
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The university 1. The librarian/library None 5 Minutes Librarian/Library

Faculty/student shall staff shall issue the Staff, Office of the
fillup the bibliographic service form or University Library
bibliographic service reference/information form to
from or the client.
reference/information
form at the University
Library 1.1 The librarian/library staff
shall conduct reference
None Librarian/Library
interview. 3 Minutes
Staff, Office of the
University Library
1.2 The librarian/library staff
shall identify and provide
resources needed by the Librarian/Library
None
client based on the 5 Minutes Staff, Office of the
interview. University Library

1.3 The librarian/library staff

shall put remarks on the Librarian/Library
provided form after
providing the
 resources needed by the None 5 minutes Staff, Office of the
client. University
Library

TOTAL None 18 minutes

5. RENEWING BOOKS BORROWED/CHECK-OUT
Brief Description of the Service

This service covers the process on how to renew borrowed books University Library and applies to
all University campuses.
Office or Division: Office of the University Library

Classification: Simple Transactions

Type of Transaction: G2G- Government to Government

G2C-Government to Citizen

Who may avail: NEUST students, faculty and staff

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Library Card, Book Card a nd Date Due Slip (1 copy) University Library/the client will provide

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university students, 1. The librarian/library None 2 Librarian/Library

faculty and staff shall staff shall check the books Minut Staff, Office of the
give the borrowed borrowed against the book e University Library
materials for renewal at card and library card for
the University Library renewal.

1.1 The librarian/library staff

None
shall mark “ret” on the Librarian/Library
remarks of the book card. Staff, Office of the
1 minute University Library
2. The borrower/ university 2. If approved, the None 5 Minutes Librarian/Library
students, faculty and staff librarian/library staff shall Staff Office of the
shall fill-up the book card at stamp the date due slip University Library
the University Library located at the back of the
book.

Librarian/Library

2.1 The librarian/library staff None 1 Minute Staff, Office of the

shall scan the borrowed University Library
book/s for checked-out.
(Library System)

Librarian/Library
2.2 The librarian/library staff
Staff, Office of the
will print 2 (two) copies of the
None 1 Minute University
receipt.
Library

3. The librarian client shall 3. The librarian/library staff None 3 Minutes Librarian/Library
sign 2 (two) copies of the shall release the borrowed Staff Office of the
provided receipt for University
books after signing the receipt.
checkout at the University Library
Library

TOTAL None 12 Minutes

6. RETURNING/CHECK-IN LIBRARY MATERIALS
Brief Description of the Service

This service covers the check-in of library materials University Library and applies to all
University campuses.
Office or Division: Office of the University Library

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

G2C-Government to Citizen

Who may avail: NEUST faculty/students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Over Due fine slip/Library Card/ Book Card (1 copy) University Library/The client will provide

CLIENT STEPS AGENCY ACTIONS FEES TO PROCES PERSON

BE PAID S RESPONSIBLE
ING
TIME

1. The university 1. The librarian/library staff None 5 Librarian/Library

shall check the books borrowed Minutes Staff, Office of the
Faculty/student shall
against the book card and University Library
return the borrowed
library card.
book/s the following
day before 9:00am at
the University
1.1The librarian/library staff
Library
shall mark “ret” on the
None
remarks of the book card. Librarian/Library
3 Staff, Office of the
Minutes University Library
1.2If overdue, the
librarian/library staff shall fillup
None
the overdue fine slip and gives Librarian/Library
it to the borrower to be paid at Staff, Office of the
the Cashier. 5 University Library
Minutes
2.If overdue the 2. The cashier shall provide depends on 3 minutes Cashiers Staff
university Official Receipt for the number of University
faculty/students/borrowe payment of the overdue book/s Cashiers’ Office
r will pay the overdue book/s. overdue
book/s at the
Cashier’s Office
3. The university 3.1The librarian/library staff None 2 minutes Librarian/Library
faculty/students shall shall take note in the log-book Staff Office of the
submit the Official Receipt for overdue fine the Official University Library
with the overdue fine slip Receipt Number.
at the University
Library

4. The university 4. The librarian/library staff None 1 minute Librarian/Library

faculty/students shall sign shall release the borrower’s Staff Office of the
his/her name at the library card. University Library
logbook at the University
Library

TOTAL depends on 19 Minutes

umber of
book/s
overdue
7. USE OF NEUST LIBRARY SPACES
Brief Description of the Service

This service covers the procedure on how to use the e-library services.
Office or Division: Office of the University Library

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

G2C-Government to Citizen

Who may avail: NEUST faculty, staff and students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Library Card (1 copy) University Library/the client will provide

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university faculty, 1. The Librarian/Library Staff None 2 Minutes Librarian/Library

student and staff shall shall check the availability of Staff Office of the
sign-in in the log-book computer units before University
for internet usage at the allowing the student submit Library
University his/her library card.
Library

2. The university faculty, 2. The librarian/library None 1 Minute Librarian/Library

student and staff shall allow the student to Staff Office of the
staff shall log-in in the use the computer for an hour University Library
computer before he/she unless otherwise there are no
can access the next clients to use the units.
internet at the
University 2.2 The librarian/library staff
1 minute
shall return the library card of Librarian/Library
Library
the student before leaving None Staff Office of the
the premises. University
Library

TOTAL None 4 minutes

8. USE OF PCS TO ACCESS E-LIBRARY
Brief Description of the Service

This service covers the procedures on how to use the e-library services University Library and applies to all
University campuses.
Office or Division: Office of the University Library

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

G2C-Government to Citizen

Who may avail: NEUST faculty/students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Library Card (1 copy) University Library/The client will provide

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university 1. The librarian/library staff None 5 Minutes Librarian/Library

Faculty/student shall check the availability of Staff, Office of the
shall sign-in in the computer units before allowing University
log-book for the student submit his/her Library
internet usage at library card.
the University
Library
2. The university 2. The librarian/library staff None 1 Minute Librarian/Library
students/faculty shall allow the student to use Staff, Office of the
shall log-in in the the computer for an hour University Library
computer before unless otherwise there are no
he/she can access next clients to use the units.
the internet at the
2.1The librarian/library staff
University Library
shall return the library card of
the student before leaving the
premises Librarian/Library
None 1 Minute Staff, Office of the
University Library

TOTAL None 7 minutes

 Office of the University Library
External Services

1. ISSUANCE OF LIBRARY CARD

Brief Description of the Service

This service covers the procedures in applying for a library card to be used every time they borrow
library materials and can be used for a specific academic year and applies to all University campuses.
Office or Division: Office of the University Library

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST O F REQUIREMENTS WHERE TO SECURE

Certificate of Registration (1 copy) University Registrar

School ID (1 copy) University MIS
1x1 ID Picture (1 copy) The client will provide
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The university students 1. The Librarian/library staff None 2 Minutes Librarian/Library

shall submit the receives the requirements and Staff, Office of the
requirements at the shall verify the completeness University Library
University Library. of the requirements submitted.
 2. The library staff shall None 5 Minutes Library Staff,
encode the name, students’ Office of the
number and course based on University Library
the
Certificate of Registration of the
student.

2.1 The library staff shall paste Library Staff,

the picture in the library None 1 minute Office of the
card. University Library

2.2 The University

Librarian/Campus None 1 minute University
Librarian shall affix his/her Librarian/Campus
signature in the library card. Librarian Office of
the University
Library
2.3 The Librarian/Library staff
shall issue the library card
to the students. Librarian/Library
None 1 minute Staff Office of the
University Library

3. Upon received, the 3. The Librarian/Library staff None 1 minute Librarian/Library

university student shall shall provide the logbook for Staff, Office of the
sign-in the log-book for issuance of library card. University Library
issuance of library card.

TOTAL None 11 minutes

 2. LOSS OF LIBRARY CARD

Brief Description of the Service

This service covers the procedures in applying for a library card to be used every time they borrow
library materials and can be used for a specific academic year and applies to all University campuses.
Office or Division: Office of the University Library

Classification: Complex Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Certificate of Registration, (1 copy) University Registrar

School ID (1 copy) University MIS
1x1 ID Picture (1 copy) The client will provide
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The university students 1. The Librarian/Library Staff None 2 Minutes

shall report the loss of advises the student to submit
his/her library card to the requirements.
Library Staff
the Librarian/Library
Office of the
Staff.
University Library
1.1 The librarian/library staff None
shall issue the library card
after seven (7) days. Librarian/ Library
Staff, Office of the
7 days
University
Library
2. Upon received, the 2. The Librarian/Library staff None 1 minute Librarian/ Library
university student shall sign shall provide the logbook for Staff, Office of the
in the log-book for issuance issuance of library card. University Library
of library card at the
University Library.

TOTAL None 7 days and 3

minutes
 1. REGISTRATION ON NON-NEUST USERS TO ACCESS AND USE OF LIBRARY
Brief Description of the Service

This service covers the process on how to avail the inter-library loan services of the library to ensure
quality service to the clients and applies to all University campuses.
Office or Division: Office of the University Library

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: Outside persons/ researchers

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Referral Letter and Iden tification Card (1 copy) The Client will provide

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The researcher/outside 1. The University None 5 Minutes College

persons shall bring and Librarian/Library Staff shall Librarian/Campus
present his/her referral forward the referral letter and Librarian/ Library
letter and valid the valid identification Staff, Office of the
identification card to card to the University
the office of the College Library
University Librarian/Campus Librarian.
Librarian/Campus
Director for approval

5 minutes College
None Librarian/Campus
Librarian, Office of
1.1 If approved, the College
the University
Librarian/Campus
Library
Librarian shall orient the
researcher about the library
resources and facilities.

2. The researcher shall 2. The College None 3 minutes College

observe the rules and Librarian/Campus Librarian/Campus
regulations of the library and Librarian shall prepare the Librarian, Office of
must sign-in in the logbook logbook for the client. the University
for visitors at the Library
2.1 The College
University Library Librarian/Campus
Librarian shall return the ID to
None 1 minute
the researcher before leaving
the premises. College
Librarian/Campus
Librarian Office of
the University
Library
TOTAL None 14 minutes
 Office of the Guidance and Counseling Office
External Services

1. CERTIFICATE OF GOOD MORAL CHARACTER

Brief Description of the Service

This service covers the procedure on how to request a certificate of good moral character for
the university students and applies to all University campuses.
Office or Division: Office of the Guidance and Counseling

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

None None

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON

BE PAID RESPONSIBLE
ING TIME

1. The university students 1. The cashiers’ personnel Certificate of 1 minute Cashier’s

shall pay at the shall issue official receipt for Good Moral Personnel, Office
Cashiers’ Office. certificate of good moral P10.00 per of the Cashiers’
character. copy Office
2. The university students
The Guidance None 2 minutes Guidance
shall return to the personnel shall print the personnel, Office
guidance office and good moral certificate. of the Guidance
present the official receipt and Counseling
from cashiers’ office.

2.2 The printed good moral 2 minutes

certificate shall be sealed at None Guidance
the registrar’s office before personnel, Office
release. of the Guidance
and Counseling

TOTAL P10.00 per 5 minutes

copy

2. CONSULTATION SERVICE
Brief Description of the Service

This service covers the process on consultation service for the university students and applies to all
University campuses.
Office or Division: Office of the Guidance and Counseling

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

None None

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university students 1. The Guidance

shall message the personnel shall make
counselor through personnel and resources
contact details provided available for consultation
in NEUST service.
Office of Student Affairs None
Verified 1.2 Delivery of Guidance
Depends on
Facebook Page appropriate guidance personnel, Office
service online the
nature of of the Guidance
1.3 Evaluation of service concern and Counseling
provided

TOTAL None Depends on

the nature of
concern
 3. COUNSELING SERVICE

Brief Description of the Service

This service covers the process on counseling service for the university students and applies to all
University campuses.
Office or Division: Office of the Guidance and Counseling

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

None None

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university students 1. The Guidance personnel

shall message the shall make personnel and
counselor through resources available for
contact details provided counseling service.
in NEUST Guidance
3.1 Delivery of telemental
Office of Student Affairs None personnel, Office
health
Verified 30 minutes of the Guidance
service
Facebook Page and Counseling
3.2 Evaluation of service
provided
3.3 Follow up, if needed

TOTAL None 30 minutes

 Office of the Student’s Affairs External Services

1. HIRING AND PROMOTION OF EDITORIAL STAFF

Brief Description of the Service

This service covers the hiring prospective student journalists. It also includes the promotion of
publication staffers and is applicable to all University campuses. It does not cover the publications of the
administration.
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Application form for Ne w Applicants (1 copy) Application Office of the Students’ Affarirs
form for Pro motion (1 copy)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university student 1. The head of the student None 5 minutes Head of the
shall proceed to the publication shall issue Students
office students’ affairs. NEUST-OSA-F005 Publication,
(Application form for Office of the
New Applicants) and Students Affairs
NEUST-OSA-F006
(Application form for
Promotion) to the applicants.
 2. The university 2. The Committee on students None 30 minutes Committee
college/students shall fill up publications shall conduct Students
the NEUST-OSAF005 competitive examination and Publication,
(Application form for New interview for the applicants Office of the
Applicants) and NEUST- for membership, and for Students Affairs
OSA-F006 senior members for
(Application form for promotion. The
Promotion) to the applicants Committee on Student
at the office students’ affairs Publications shall use

forms NEUST-OSA-
F007 (Evaluation Form for
New applicants),
NEUST-OSA-F008
(Summary sheet),
NEUST-OSA-F009
(Evaluation Form for
Promotion), and
NEUST-OSA-F010
(Endorsement Form).

2.1 After the interview and

competitive examination. The
Committee on Student
Publications shall endorse the
list new members and
editorial Board to the Dean of
Student Affairs using
NEUSTOSA-F011.

TOTAL None 35 minutes

 2. NEW REGISTRATION

Brief Description of the Service

This service covers the process process of Recognition and registration for the Nonpolitical
student organizations and applies to all University campuses.
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter of Intent for Rec ognition (1 copy) The client will provide
Letter of acceptance o n adviser (1 copy)
Proposed activities (1 copy)
List of officers and me mbers (1 copy)
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON
BE PAID RESPONSIBLE
ING TIME

1. The university student 1. The Committee on None 30 minutes Committee on

shall submit the Student Organization and Student
application form to Activities shall review the Organization
the OSOAD – (office constitution and by-laws of member, Office
of student the applicant NPSO. of the Students
organization, Affairs
activities and
development)
coordinators of
colleges and campuses

2. The university students 2. The cashier’s personnel Depends on 5 minutes Cashier’s

shall pay the registration shall issue official receipt. the personnel,
fee to the Cashier’ office documents Cashier’s Office
and must secure the
official receipt number.
3. The applicant 3. The Head of None Depends of Head of Office
NPSO shall submit list of OSOAD and the Dean of the process Of
incumbent board of OSA shall issue a Student
officers, with their names, certificate of recognition Organization,
respective positions, with a registration Activities and
course and year, address, number to the Development
date of birth and recognized NPSO in a Office of the
specimen signatures to recognition ceremony. Students Affairs
the
OSOAD coordinator.

3.1 The applicant

NPSO shall submit the
names, courses and year
and signatures of at least
15 founding/current
members to the OSOAD
coordinator.

3.2 The applicant

NPSO shall submit their
proposed activities for the
entire school year
including the tentative
dates of implementation
and a brief description of
each activity to the OSOAD
coordinator.

3.3 Name of the

faculty adviser/s with a
letter of acceptance
addressed to the Dean of
Office of
Student Affairs

TOTAL Depends of 35 minutes

the (depends on
documents the process)
 3. RECOGNIZING STUDENT PUBLICATIONS

Brief Description of the Service

This service covers the recognition of student publications from campuses and colleges of the
University.
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

G2C-Government to Citizen

Who may avail: NEUST students/college departments

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Document Request For m (1 copy) Office of the Students’ Affarirs

Certificate of Recognition (1 copy) The client will provide

Recognition Requirements (1 copy)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university 1. The head of the student None 2 minutes Head of the
college/student shall publication shall Students
requests for publication issue NEUST-OSA-F003 Publication,
recognition. (Document Request Office of the
Form) to the university Students Affairs
college/student.

2. The university 2. The head of the None 10 minutes Head of the

college/students shall fill up student publication shall Students
the NEUST-OSAF003 evaluate the recognition Publication,
(Document requirements. Office of the
Request Form) and return Students Affairs
2.2 If the university
the form with the
college/student has complied
recognition requirements.
all the recognition
requirements, the Student
Publication
Head shall issue
 NEUST-OSA-F004
(Certificate of Recognition) to
the requester. If the
requester failed to comply the
needed requirement, the
Student Publication Head
shall inform the requester of
the unsatisfied requirement

TOTAL None 12 minutes

 4. RENEWAL OF REGISTRATION

Brief Description of the Service

This service covers the process of Recognition and registration for the Non-political student
organizations and applies to all University campuses.
Office or Division: Office of the Student’s Affairs

Classification: Complex Transactions

Type of G2C-Government to Citizen

Transaction:

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter of Intent for Rec ognition (1 copy) The client will provide
Letter of acceptance o n adviser (1 copy)
Proposed activities (1 copy)
List of officers and me mbers (1 copy)
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The university student 1. The Committee on None 30 minutes Committee on

shall submit the Student Organization and Student
application form to Activities shall review the Organization
the OSOAD – (office constitution and bylaws of member Office
of student the applicant NPSO. of the Students
organization, Affairs
activities and
development)
coordinators of
colleges and
campuses.

2. The applicant 3. The Head of None Depends on the Head of Office Of

NPSO shall submit list of OSOAD and the Dean of process Student
incumbent board of OSA shall issue a Organization,
officers, with their names, certificate of recognition Activities and
respective positions, Development
with a registration number
course and year, Office of the
to the recognized
Students Affairs
NPSO
 address, date of birth and in a recognition ceremony.
specimen signatures to
the
OSOAD coordinator.
2.1 The applicant
NPSO shall submit the names,
courses and year and signatures
of at least 15 founding/current
members to the OSOAD
coordinator.

2.2 The applicant NPSO shall

submit their proposed activities
for the entire school year
including the tentative dates of
implementation and a brief
description of each activity to
the
OSOAD coordinator.
2.3 Name of the faculty
adviser/s with a letter of
acceptance addressed to the
Dean of Office of
Student Affairs

TOTAL None 35 minutes(depends on

the process)
 5. REQUESTING AND RELEASING OF DOCUMENTS

Brief Description of the Service

This service covers the receiving, taking actions and releasing of documents requested from the office
of the Student Publications and applies to all University campuses.
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Document Request For m, Document Acknowledgement Office of the Students’ Affarirs

Rec eipt Form

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university students 1. The head of the student None 1 minute Head of the
proceed to the Office of publication shall Students
the issue NEUST-OSA-F001 Publication,
Students’ Affairs. (Document Request Office of the
Form) to the student. Students Affairs

2. The university 2. The head of the None 5 minutes Head of the

students shall fill up the student publication shall Students
NEUST-OSA-F001 prepare the requested Publication,
(Document Request Form) documents. Office of the
at the Office of the Guidance and
Students’ Affairs Counseling
2.1 The head of the student None
1 minute
publication shall issue
NEUST-OSA-F002 Head of the
(Document Students
Publication,
Acknowledgement
Office of the
Receipt Form) to the student.
Guidance and
Counseling

3. The university 3. The head of the None 1 minute Head of the

students shall sign the student publication shall Students
NEUST-OSAF002(Document receive the NEUST- OSA-FOO2 Publication Office
Acknowledgement (Document of the Guidance
Receipt Form) at the Office Acknowledgement Receipt and Counseling
of the Students’ Affairs Form).

TOTAL None 8 minutes

5. STUDENT INSURANCE
Brief Description of the Service

This service covers the procedure is to establish the process of student insurance system and
applies to all University campuses.
Office or Division: Office of the Student’s Affairs

Classification: Complex Transactions

Type of G2C-Government to Citizen

Transaction:

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Group Personal Accident Insurance Claim The client will provide

Requirements: (1 copy) For accident or death claim:
Attending physician statement
Attending physician statement
Police investigation report
Birth certificate
Death certificate (NSO)
Medical certificate
Marriage contract
School certification
Funeral O.R. receipt

For Accidental/Illness Hospitalization

Disbursement Claim: (1 copy)
Attending Physician Statements
Police Investigation Report/Accident Report
Hospital Statement of Account
Medical Bills and Receipt
Medical Certificate
X-ray result/CT Scan
Prescription of Medicines
School Certification either Employee or
Student
Affidavit of Insured’s driver and Photocopy of
Driver’s License
(if Motorcycle Accident)
 CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The insured or 1. The OSOAD Coordinator None 10 minutes OSOAD

beneficiary shall shall issue list of Group Coordinator
submit the Personal Accident Office of the
application to the Insurance Claim Students Affairs
OSOAD Requirements.
coordinators of
colleges and
campuses at the
Office of the
Students’ Affairs

2. The insured or 2. The OSOAD Coordinator None 10 minutes OSOAD

beneficiary shall submit shall check if the Coordinator
the needed requirements are Office of the
documents/files at the completed. Students Affairs
Office of the Students’
Affairs

3. Release of claims to the Depends on the

insured or beneficiary by process
the Philippine British
Assurance Company thru
the Head of Office of
Student
Organization, Activities and
Development.

TOTAL None 35 minutes(depends

on the process)
6. SUBMISSION OF REQUIREMENTS OF FINANCIAL INCENTIVE FOR ACADEMIC
ACHIEVERS

Brief Description of the Service

This service covers the process of financial incentives for academic achievers and applies
to all University campuses.
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Photocopy of Certificate of Registration (1 copy) Registrars’ Office/the client will provide

Authenticated Certificat e of Grades (1 copy)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university student 1. The SFAO personnel None 3 minutes SFAO Personnel,
shall proceed to the shall collect from the students Office of the
office students’ affairs the requirement the Students Affairs
and provide the photocopy certificate of
photocopy of certificate registration and
of registration and authenticated certificate of
authenticated certificate grades.
of grades.

1.1 The SFAO personnel shall None 1 minute

SFAO Personnel,
issue financial assistance
Office of the
form.
Students Affairs
2. The university students 2. The SFAO personnel None 5 minutes SFAO Personnel
shall fill up the issue shall collect accomplished Office of the
financial assistance form at financial assistance form. Students Affairs
the Office of the Students’
Affairs 2.1 Verify the adequacy of the
documented SFAO Personnel
None 30 minutes
Office of the
information. If found Students Affairs
adequate to meet the
requirements the name of
student shall be included in
the master list.

2.2Submit the final copy of

master list of academic Depends on
achievers to Accounting the process
Office

TOTAL None 39 minutes

( depends on
the process)
 7. SUBMISSION OF REQUIREMENTS OF FINANCIAL INCENTIVE FOR
STUDENTATHLETES, MEMBERS OF THE LITERARY-CULTURAL, STUDENT LEADERS,
REGIONAL, NATIONAL AND INTERNATIONAL CONTEST WINNERS AND BLAZE
STAFFERS

Brief Description of the Service

This service covers the process of financial incentives for financial incentives of the student-
athletes, members of the literary-cultural, student leaders, regional, national and international
contest winners and Blaze staffers of NEUST in all campuses
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Photocopy of Certificate of Registration (1 copy) Registrars’ Office/the client will provide

Authenticated Certificate of Grades (1 copy)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university student 1. The SFAO personnel None 3 minutes SFAO Personnel
shall proceed to the shall collect from the students Office of the
office students’ affairs the requirement the Students Affairs
and provide the photocopy certificate of
photocopy of certificate registration and
of registration and authenticated certificate of
authenticated certificate grades.
of grades.

1.1 The SFAO personnel shall 1 minute

SFAO Personnel
issue financial assistance None
Office of the
form.
Students Affairs

2. The university students 2. The SFAO personnel shall None 5 minutes SFAO Personnel
shall fill up the collect Office of the
issue financial assistance accomplished financial Students Affairs
form at the Office of the assistance form.
Students’
2.1 Verify the adequacy of the None 30 minutes
Affairs SFAO Personnel
documented information. If
Office of the
found adequate to meet the
Students Affairs
requirements the name of
student shall be included in the
master list.

2.2Submit the final copy of

master list of members of
from Literary-Cultural Group;
Student Leaders, regional, Depends on
national and international the process
contest winners and Blaze
staffers of NEUST.

TOTAL None 39 minutes

(depends on
the process)
 On-the-Job Training Office
External Services
1. HANDLING OJT STUDENTS' STUDENT ENROLLMENT AND DEPLOYMENT
Brief Description of the Service

This service covers the Standardized and uniform procedures of On– the–Job–Training (OJT)
and Career Development Office, applicable to all Program Heads/OJT Coordinators of different
colleges and campuses of this university
Office or Division: On-the-job-Training Office

Classification: Simple Transactions

Type of Transaction: G2C- Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Certificate of Registration (1 copy) Registrars’ Office

Proof of attendance to PDOS (1 copy) Pre-departure orientation seminar
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The university student 1. The OJT Coordinator shall None 5 minutes OJT Coordinator
shall provide certificate collect the On-the-jobtraining
of registration and the Attendance to PDOS and office
proof of attendance to Certificate of Registration of
predeparture the students as a proof that
orientation seminar On they are enrolled in the OJT
the-job-Training Program
Office

1.1The OJT Coordinator shall

provide the List of None
5 minutes
Requirements to the students OJT Coordinator
who are enrolled in the OJT On-the-jobtraining
Program and must provide office
the Application Form for OJT
including all the standardized
forms of the OJT and Career
Development
 Office that must be complied
by the student–trainees

2. The OJT students shall 2. The OJT Coordinator None 5 minutes OJT Coordinator
provide the application form shall collect the Application On-the-jobtraining
for OJT, checklist of Form for OJT and all the office
requirements and all the pertinent requirements of the
forms On-the-jobTraining students enrolled in the OJT
Office Program based on the
Checklist of Requirements for
students.

2.1 The Coordinator shall

assigned the Host Training
Establishments or Company None
10 minutes
where the students will OJT Coordinator
undergo their training On-the-jobtraining
office
2.3 The OJT Coordinator shall
release to the students the
Accomplishment Form
including the Training Plan. 5 minutes
None
OJT Coordinator
On-the-jobtraining
office

3.The Student– None Host Training

Trainees shall undergo their Establishments/
On–the–Job– Student–
Trainees/
Training to their assigned
OJT Coordinator
Host Training
On-the-jobtraining
Establishments depending office
on the required hours based
on their curriculum

TOTAL None 30 minutes

 Office of the Sports Development Center
External Services

1. RECRUITMENT OF PLAYERS

Brief Description of the Service

This service covers procedure from the scouting/selecting players, up to the conduct of
university-wide sports competition (U-Meet) as venue for recruiting additional members of the
NEUST varsity teams in all campuses.
Office or Division: Office of the Sport Development Center

Classification: Complex Transactions

Type of Transaction: G2C- Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQ UIREMENTS WHERE TO SECURE

Information Sheet (1 copy) Sport Development Center

Certificate of Participation (1 c opy) The client will provide
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
PAID ING TIME

1. The university student shall 1. The coaches and None 5 minutes Coaches and
information sheet and trainers concerned must trainers
certificate of collect and evaluate all concerned,
participation at the Sports requirements. Office of the
Development Center Sports
1.1 Athletes must have played Development
in the Center
provincial/regional/nati
onal meet.
1.2 New student shall apply to
take entrance examination
given by the university.
2. The university 2. The Committee on students None 30 minutes Committee
college/students shall fill up publications shall conduct Students
the NEUST-OSAF005 competitive examination and Publication,
(Application form for New interview for the applicants Office of the
Applicants) and NEUST- for membership, and for Students Affairs
OSA-F006 senior members for
(Application form for promotion. The
Promotion) to the applicants Committee on Student
at the office students’ affairs Publications shall use

forms NEUST-OSA-
F007 (Evaluation Form for
New applicants),
NEUST-OSA-F008
(Summary sheet),
NEUST-OSA-F009
(Evaluation Form for
Promotion), and
NEUST-OSA-F010
(Endorsement Form).

2.1 After the interview and

competitive examination. The
Committee on Student
Publications shall endorse the
list new members and
editorial Board to the Dean of
Student Affairs using
NEUSTOSA-F011.

TOTAL None 35 minutes

2. NEW REGISTRATION
Brief Description of the Service

This service covers the process process of Recognition and registration for the Nonpolitical
student organizations and applies to all University campuses.
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter of Intent for Rec ognition (1 copy) The client will provide
Letter of acceptance o n adviser (1 copy)
Proposed activities (1 copy)
List of officers and me mbers (1 copy)
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON
BE PAID RESPONSIBLE
ING TIME

1. The university student 1. The Committee on None 30 minutes Committee on

shall submit the Student Organization and Student
application form to Activities shall review the Organization
the OSOAD – (office constitution and by-laws of member, Office
of student the applicant NPSO. of the Students
organization, Affairs
activities and
development)
coordinators of
colleges and campuses

2. The university students 2. The cashier’s personnel Depends on 5 minutes Cashier’s

shall pay the registration shall issue official receipt. the personnel,
fee to the Cashier’ office documents Cashier’s Office
and must secure the
official receipt number.
4. The applicant 3. The Head of None Depends of Head of Office
NPSO shall submit list of OSOAD and the Dean of the process Of
incumbent board of OSA shall issue a Student
officers, with their certificate of recognition Organization,
names, respective with a registration Activities and
positions, course and number to the Development
year, address, date of recognized NPSO in a Office of the
birth and specimen recognition ceremony. Students Affairs
signatures to the
OSOAD coordinator.

4.1 The applicant

NPSO shall submit the
names, courses and year
and signatures of at least
15 founding/current
members to the OSOAD
coordinator.

4.2 The applicant

NPSO shall submit their
proposed activities for
the entire school year
including the tentative
dates of implementation
and a brief description of
each activity to the
OSOAD coordinator.

4.3 Name of the

faculty adviser/s with a
letter of acceptance
addressed to the Dean of
Office of
Student Affairs

TOTAL Depends of 35 minutes

the (depends on
documents the process)
3. RECOGNIZING STUDENT PUBLICATIONS
Brief Description of the Service

This service covers the recognition of student publications from campuses and colleges of the University.
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

G2C-Government to Citizen

Who may avail: NEUST students/college departments

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Document Request For m (1 copy) Office of the Students’ Affarirs

Certificate of Recognitio n (1 copy) The client will provide

Recognition Requireme nts (1 copy)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university 1. The head of the student None 2 minutes Head of the
college/student shall publication shall Students
requests for publication issue NEUST-OSA-F003 Publication,
recognition. (Document Request Office of the
Form) to the university Students Affairs
college/student.

2. The university 3. The head of the None 10 minutes Head of the

college/students shall fill up student publication shall Students
the NEUST-OSAF003 evaluate the recognition Publication,
(Document requirements. Office of the
Request Form) and return Students Affairs
2.2 If the university
the form with the
college/student has complied
recognition requirements.
all the recognition
requirements, the Student
Publication
Head shall issue
 NEUST-OSA-F004
(Certificate of Recognition) to
the requester. If the
requester failed to comply the
needed requirement, the
Student Publication Head
shall inform the requester of
the unsatisfied requirement

TOTAL None 12 minutes

4. RENEWAL OF REGISTRATION
Brief Description of the Service

This service covers the process of Recognition and registration for the Non-political student
organizations and applies to all University campuses.
Office or Division: Office of the Student’s Affairs

Classification: Complex Transactions

Type of G2C-Government to Citizen

Transaction:

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter of Intent for Rec ognition (1 copy) The client will provide
Letter of acceptance o n adviser (1 copy)
Proposed activities (1 copy)
List of officers and me mbers (1 copy)
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The university student 1. The Committee on None 30 minutes Committee on

shall submit the Student Organization and Student
application form to Activities shall review the Organization
the OSOAD – (office constitution and bylaws of member Office
of student the applicant NPSO. of the Students
organization, Affairs
activities and
development)
coordinators of
colleges and
campuses.

2. The applicant 3. The Head of None Depends on the Head of Office Of

NPSO shall submit list of OSOAD and the Dean of process Student
incumbent board of OSA shall issue a Organization,
officers, with their names, certificate of recognition Activities and
respective positions, Development
with a registration number
course and year, Office of the
to the recognized
Students Affairs
NPSO
 address, date of birth and in a recognition ceremony.
specimen signatures to
the
OSOAD coordinator.
2.1 The applicant
NPSO shall submit the names,
courses and year and signatures
of at least 15 founding/current
members to the OSOAD
coordinator.

2.2 The applicant NPSO shall

submit their proposed activities
for the entire school year
including the tentative dates of
implementation and a brief
description of each activity to
the
OSOAD coordinator.
2.3 Name of the faculty
adviser/s with a letter of
acceptance addressed to the
Dean of Office of
Student Affairs

TOTAL None 35 minutes(depends on

the process)
 5. REQUESTING AND RELEASING OF DOCUMENTS

Brief Description of the Service

This service covers the receiving, taking actions and releasing of documents requested from the office
of the Student Publications and applies to all University campuses.
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Document Request For m, Document Acknowledgement Office of the Students’ Affarirs

Rec eipt Form

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university students 1. The head of the student None 1 minute Head of the
proceed to the Office of publication shall Students
the issue NEUST-OSA-F001 Publication,
Students’ Affairs. (Document Request Office of the
Form) to the student. Students Affairs

2. The university 3. The head of the None 5 minutes Head of the

students shall fill up the student publication shall Students
NEUST-OSA-F001 prepare the requested Publication,
(Document Request Form) documents. Office of the
at the Office of the Guidance and
Students’ Affairs Counseling
2.1 The head of the student None
1 minute
publication shall issue
NEUST-OSA-F002 Head of the
(Document Students
Publication,
Acknowledgement
Office of the
Receipt Form) to the student.
Guidance and
Counseling
3. The university 3. The head of the None 1 minute Head of the
students shall sign the student publication shall Students
NEUST-OSAF002(Document receive the NEUST- OSA-FOO2 Publication Office
Acknowledgement (Document of the Guidance
Receipt Form) at the Office Acknowledgement Receipt and Counseling
of the Students’ Affairs Form).

TOTAL None 8 minutes

 5. STUDENT INSURANCE

Brief Description of the Service

This service covers the procedure is to establish the process of student insurance
system and applies to all University campuses.
Office or Division: Office of the Student’s Affairs

Classification: Complex Transactions

Type of G2C-Government to Citizen

Transaction:

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Group Personal Accident Insurance Claim The client will provide

Requirements: (1 copy) For accident or death claim:
Attending physician statement
Attending physician statement
Police investigation report
Birth certificate
Death certificate (NSO)
Medical certificate
Marriage contract
School certification
Funeral O.R. receipt

For Accidental/Illness Hospitalization

Disbursement Claim: (1 copy)
Attending Physician Statements
Police Investigation Report/Accident Report
Hospital Statement of Account
Medical Bills and Receipt
Medical Certificate
X-ray result/CT Scan
Prescription of Medicines
School Certification either Employee or
Student
Affidavit of Insured’s driver and Photocopy of
Driver’s License
(if Motorcycle Accident)
 CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The insured or 1. The OSOAD Coordinator None 10 minutes OSOAD

beneficiary shall shall issue list of Group Coordinator
submit the Personal Accident Office of the
application to the Insurance Claim Students Affairs
OSOAD Requirements.
coordinators of
colleges and
campuses at the
Office of the
Students’ Affairs

2. The insured or 2. The OSOAD Coordinator None 10 minutes OSOAD

beneficiary shall submit shall check if the Coordinator
the needed requirements are Office of the
documents/files at the completed. Students Affairs
Office of the Students’
Affairs

3. Release of claims to the Depends on the

insured or beneficiary by process
the Philippine British
Assurance Company thru
the Head of Office of
Student
Organization, Activities and
Development.

TOTAL None 35 minutes(depends

on the process)
 6. SUBMISSION OF REQUIREMENTS OF FINANCIAL INCENTIVE FOR ACADEMIC
ACHIEVERS

Brief Description of the Service

This service covers the process of financial incentives for academic achievers and
applies to all University campuses.
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Photocopy of Certificate of Registration (1 copy) Registrars’ Office/the client will provide

Authenticated Certificat e of Grades (1 copy)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university student 2. The SFAO personnel None 3 minutes SFAO Personnel,
shall proceed to the shall collect from the students Office of the
office students’ affairs the requirement the Students Affairs
and provide the photocopy certificate of
photocopy of certificate registration and
of registration and authenticated certificate of
authenticated certificate grades.
of grades.

1.1 The SFAO personnel shall None 1 minute

SFAO Personnel,
issue financial assistance
Office of the
form.
Students Affairs
2. The university students 2. The SFAO personnel None 5 minutes SFAO Personnel
shall fill up the issue shall collect accomplished Office of the
financial assistance form at financial assistance form. Students Affairs
the Office of the Students’
Affairs 2.1 Verify the adequacy of the
documented SFAO Personnel
None 30 minutes
Office of the
information. If found Students Affairs
adequate to meet the
requirements the name of
student shall be included in
the master list.

2.2Submit the final copy of

master list of academic Depends on
achievers to Accounting the process
Office

TOTAL None 39 minutes

( depends on
the process)
 7. SUBMISSION OF REQUIREMENTS OF FINANCIAL INCENTIVE FOR
STUDENTATHLETES, MEMBERS OF THE LITERARY-CULTURAL, STUDENT LEADERS,
REGIONAL, NATIONAL AND INTERNATIONAL CONTEST WINNERS AND BLAZE
STAFFERS

Brief Description of the Service

This service covers the process of financial incentives for financial incentives of the student-
athletes, members of the literary-cultural, student leaders, regional, national and international
contest winners and Blaze staffers of NEUST in all campuses
Office or Division: Office of the Student’s Affairs

Classification: Simple Transactions

Type of Transaction: G2C-Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Photocopy of Certificate of Registration (1 copy) Registrars’ Office/the client will provide

Authenticated Certificat e of Grades (1 copy)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university student 2. The SFAO personnel None 3 minutes SFAO Personnel
shall proceed to the shall collect from the students Office of the
office students’ affairs the requirement the Students Affairs
and provide the photocopy certificate of
photocopy of certificate registration and
of registration and authenticated certificate of
authenticated certificate grades.
of grades.

1.1 The SFAO personnel shall 1 minute

SFAO Personnel
issue financial assistance None
Office of the
form.
Students Affairs
2. The university students shall fill up 2. The SFAO personnel shall collect None 5 minutes
the

issue financial assistance form at the accomplished financial assistance

Office of the form.
Students’
2.1 Verify the adequacy of the None 30 minutes
Affairs
documented information. If found
adequate to meet the requirements
the name of student shall be included
in the master list.

2.2Submit the final copy of master

list of members of from Literary-
Cultural Group; Student Leaders,
regional, national and international
contest winners and Blaze staffers of Depends on the
NEUST. process

TOTAL None 39 minutes

(depends on the
process)
 On-the-Job Training Office
External Services

1. HANDLING OJT STUDENTS' STUDENT ENROLLMENT AND DEPLOYMENT

Brief Description of the Service

This service covers the Standardized and uniform procedures of On– the–Job–Training (OJT)
and Career Development Office, applicable to all Program Heads/OJT Coordinators of different
colleges and campuses of this university
Office or Division: On-the-job-Training Office

Classification: Simple Transactions

Type of Transaction: G2C- Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Certificate of Registratio n (1 copy) Registrars’ Office

Proof of attendance to PDOS (1 copy) Pre-departure orientation seminar
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID
1. The university student 1. The OJT Coordinator shall None 5 minutes OJT Coordinator
shall provide certificate collect the On-the-jobtraining
of registration and the Attendance to PDOS and office
proof of attendance to Certificate of Registration of
predeparture the students as a proof that
orientation seminar they are enrolled in the OJT
Onthe-job-Training Program
Office

1.1The OJT Coordinator shall

provide the List of None
5 minutes
Requirements to the students OJT Coordinator
who are enrolled in the OJT On-the-jobtraining
Program and must provide office
the Application Form for OJT
including all the standardized
forms of the OJT and Career
Development

Office that must be complied

by the student–trainees
2. The OJT students shall 2. The OJT Coordinator None 5 minutes OJT Coordinator
provide the application form shall collect the Application On-the-jobtraining
for OJT, checklist of Form for OJT and all the office
requirements and all the pertinent requirements of the
forms On-the-jobTraining students enrolled in the OJT
Office Program based on the
Checklist of Requirements for
students.

2.1 The Coordinator shall

assigned the Host Training
Establishments or Company None
10 minutes
where the students will OJT Coordinator
undergo their training On-the-jobtraining
office
2.3 The OJT Coordinator shall
release to the students the
Accomplishment Form
including the Training Plan. 5 minutes
None
OJT Coordinator
On-the-jobtraining
office

3.The Student– None Host Training

Trainees shall undergo their Establishments/
On–the–Job– Student–
Trainees/
Training to their assigned
OJT Coordinator
Host Training
On-the-jobtraining
Establishments depending office
on the required hours based
on their curriculum

TOTAL None 30 minutes

 Office of the Sports Development Center
External Services

1. RECRUITMENT OF PLAYERS

Brief Description of the Service

This service covers procedure from the scouting/selecting players, up to the conduct of
university-wide sports competition (U-Meet) as venue for recruiting additional members of the
NEUST varsity teams in all campuses.
Office or Division: Office of the Sport Development Center

Classification: Complex Transactions

Type of Transaction: G2C- Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQ UIREMENTS WHERE TO SECURE

Information Sheet (1 copy) Sport Development Center

Certificate of Participation (1 c opy) The client will provide
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
PAID ING TIME

2. The university student shall 1. The coaches and None 5 minutes Coaches and
information sheet and trainers concerned must trainers
certificate of collect and evaluate all concerned,
participation at the Sports requirements. Office of the
Development Center Sports
2.1 Athletes must have played Development
in the Center
provincial/regional/nati
onal meet.
2.2 New student shall apply to
take entrance examination
given by the university.
2. The qualified university students 2. The coaches None 30 minutes Coaches and
shall attend the tryout, location will and trainers concerned trainers
be announced must choose the concerned,
potential athletes Office of the
needed by the team. Sports
Development Center

2.1 The coaches

1 day Coaches and

and trainers concerned None trainers concerned

must submit Office
the list of players to the of the Sports
Sports development Development Center
office including the new
players

2.2 the Sports

1 day
Director must None Sports Director
endorse the list of players
Office of the
to the
Sports
scholarship office
Development Center

TOTAL None 2 days and

35 minutes
 2. SELECTION OF ATHLETES

Brief Description of the Service

This service covers procedure from the scouting/selecting players, up to the conduct of
university-wide sports competition (U-Meet) university meet as venue for recruiting additional
members of the NEUST varsity teams in all campuses. It also covers the University Sports
Development to improve intellectual life at sports.
Office or Division: Office of the Sport Development Center

Classification: Complex Transactions

Type of Transaction: G2C- Government to Citizen

Who may avail: NEUST students

CHECKLIST OF REQ UIREMENTS WHERE TO SECURE

Player Information sheet (1 co py) NEUST students

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
PAID ING TIME

1. The university students/athlete 1. The coaches None 1day Coaches and

shall fill-up the player information and trainers concerned trainers
sheet at the Sports Development must assess the concerned Office
Center and attend to the tryouts. submitted application of the Sports
form and choose the Development
potential athletes by the Center
team.

1.1 The coaches and

trainers None
concerned must submit 1 day Coaches and
the list of players to the trainers
Sports development concerned Office
office including the new of the Sports
players Development
Center

TOTAL None 2 days

 Offices under the Office of the University Vice
President for Administration, Business, and Finance

Health Services Unit

External/Internal Services

1. HEALTH SERVICES

Brief Description of the Service

Students could only learn so much if they are of good physical and mental conditions. Hence, the
university must assist them in maintaining such a healthy status. In so doing, in case of contagious disease,
attending to one’s health condition is likewise protecting others from acquiring the same. Health service
therefore is one of the important services being accorded to students as well as personnel by the University in
all campuses.

Office or Division:
Health Services Unit (HSU)

Classification:
Highly Technical Transaction
Type of Transaction:
G2C- Government to Citizens
G2G - Government to Government

Who may avail:

Bona fide Students and Personnel of NEUST

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Student Health Profile ( 1 copy) University Health Services Unit

 University Health Services Unit
COVID Survey Form (1 copy)

Annual Physical Exami nations (Medical/Dental)

PERSON
PROCES
FEES TO BE RESPONSIBLE
AGENCY SING
PAID
CLIENT STEPS ACTIONS TIME
Assigned MIS
Personnel, MIS Office
1. Accomplish the
Student Health 1. Receiving of the
Profile on-line data None 5 Minutes
2. Annual Physical

Examination 2. Limited to those None MOIII, Dental III,

(Medical/Dental) after with problems, the 20 Nurse, Health
accomplishment of Health Services Minutes Services Unit
COVID Survey Form of Unit will conduct (HSU)
the students and the examination
personnel

TOTAL None 25
Minutes
 Accounting Office
External Services

1. ASSESSMENT OF ENROLLEES

Brief Description of the Service

This service covers the process in assessment of enrollees, from verification of assessment,
validation of assessment of students under free tuition and re-assessment of students under various
scholarship programs in all University campuses.

Office or Division: Accounting Office

Classification: Simple Transactions

Type of G2C-Government to Citizens (Students)

Transaction:

Who may avail: Students

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Assessment Form (2 copies) Students

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSON

PAID TIME RESPONSIBLE

1. The student will submit Accounting

the None Office
Assessment form to 1. Receive the Personnel,
the Accounting Assessment form and 2 Minutes Accounting
Office verify the student fees
Office
2. Forward to Cashier’s Accounting
Office or None Office
2 Minutes Personnel,
Registrar’s Office
Accounting
Office
TOTAL None 4 Minutes
 2. ISSUANCE OF EXAMINATION PERMITS

Brief Description of the Service

This service covers the process in the issuance of examination permits in all University campuses

Office or Division: Accounting Office

Classification: Simple Transactions

Type of G2C-Government to Citizens (Students)

Transaction:

Who may avail: Students

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

ID Card (1 original co py) Students

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSON

PAID TIME RESPONSIBLE

1. The student will 1. Received Accounting

present ID Card to Identification Card None Office
the Accounting from the Student Personnel,
Office Accounting
2 Minutes
1.1 Verification of
Office
Student’s Account on
the University
Enrollment System
2. The student will 2. Printing and Accounting
receive the Issuance of None Office
examination permit Examination permit to Personnel,
from the Accounting the student 2 Minutes Accounting
Office Office
TOTAL None 4 Minutes
 Accounting Office
Internal Services

1. ISSUANCE OF TAKE HOME SLIPS

Brief Description of the Service

This service covers payroll processing of NEUST employees in all campuses.

Office or Division: Accounting Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: University Personnel

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Name entries to Take -home pay logbook University personnel

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSON

PAID TIME RESPONSIBLE

1. The requesting
personnel will log 1. Preparation of None Accounting
his/her name to the TakeHome Pay Office
take-home pay Slip According to Personnel,
logbook at the General Payroll Accounting
Accounting 2 Minute
Office
Office

2. The Accounting clerk Accounting

will verify the None Office
1 Minute Personnel,
information in the Take-
Home pay Accounting
slip Office
 3. The Accounting Accounting
personnel will forward None Office
the printed Take-Home 1 Minute Personnel,
pay Accounting
slip to the Cashier’s Office
Office for signature

4. The requesting 4. The Accounting None 1 Minute Accounting

personnel will receive personnel will secure Office
the the signed Personnel,
signed Takehome pay Take-home pay slip and Accounting
slip from the issue the same to Office
Accounting Office
the requesting
personnel
TOTAL None 5 Minutes
2. PROCESSING OF DISBURSEMENT VOUCHERS

Brief Description of the Service

This service covers the processing of Disbursement Vouchers of Seminars and Official Business Trips
and applies to all University campuses.

Office or Division: Accounting Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: University Personnel

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Approved communication letter (1 copy) University personnel

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The personnel will Accounting

submit the approved None Office
communication 1. Preparation of Personnel,
letter to the Disbursement Voucher Accounting
1 Day
Accounting Office Office
 2. The Accounting
personnel will forward None 1 Minute Accounting
the Disbursement Office
voucher to the Personnel,
concerned Accounting
Department Heads for Office
certification

3. The Accounting Accounting

personnel will forward None Office
1 Minute Personnel,
the signed
Disbursement voucher to Accounting
the Internal Audit Office

TOTAL None 1 Day and 2

Minutes
1. PROCESSING OF PAYROLL

Brief Description of the Service

This service covers payroll processing of NEUST employees and applies to all University campuses.

Office or Division: Accounting Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: University Personnel

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

CS Form 48 (Daily Ti me Record) (1 copy) HRMO/University personnel

CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSON
PAID TIME RESPONSIBLE
1. The HRMO will Accounting
transmit the DTR of None Office
1. Receive the DTRs Personnel,
University personnel
to the Accounting 1 Day Accounting
Office Office
2. The Accounting Accounting
personnel will prepare None Office
1 Day Personnel,
the payroll
Accounting
Office
3. The Accounting Accounting
personnel will forward None Office
1 Day Personnel,
the payroll to the
Internal Audit Office. Accounting
Office

TOTAL None 3 Days

 Cashier’s Office External Services

1. COLLECTION OF PAYMENTS

Brief Description of the Service

This service covers the process in Cash and Check Collection, from receipt of payment of school fees in
Graduate School, Highschool, AVTP, 2nd courser and other fees of students, alumni and other clientele. This
is applicable to all campuses of Nueva Ecija University of Science and Technology.

Office or Division: Cashier’s Office

Classification: Complex Transactions

Type of G2C-Government to Citizen

Transaction:

Who may avail: Students/ Alumni/ Former students

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Bill Form (1 copy) Students/ Alumni/ Former students

Assessment Form (1 copy)
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The payor will present

and submit the Depends Cashier’s Office
Bill/assessment form 1. Receive ID or on the Bill/ Personnel,
to the Cashier’s Bill/Assessment Form assessment Cashier’s O ffice
Office from the payor form 1 Minute
 2. Check the
correctness and None 1 Minute Cashier’s Office
completeness of Personnel,
entries if filled in Cashier’s Office
properly

3. Encode to system
the student no. or name None 1 Minute Cashier’s Office
then collect the cash or Personnel,
check payment Cashier’s Office

4. Encode the Cashier’s Office

payment amount to None Personnel,
1 Minute
Student/Ledger Cashier’s Office
System then print
the Official Receipt

5. The payor receives the 5. Sign the Official None 1 Minute Cashier’s Office
Official Receipt from Receipt and release the Personnel,
the original to the Cashier’s Office
Cashier’s Office payor

TOTAL Depends 5 Minutes

on the Bill/
assessment
form
 Cashier’s Office
Internal Services
1. CASH ADVANCE PREPARATION

Brief Description of the Service

This service covers the process in Cash Advance Preparation for salary. This is applicable to all campuses
of Nueva Ecija University of Science and Technology.

Office or Division: Cashier’s Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: University Personnel (Internal Audit Office)

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Disbursement Vouch er with necessary University Personnel (Internal Audit Office)

attachments (minimu m of 3 copies) Payroll with
necessar y attachments (minimum of 3 copies )
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The Internal Audit will

transmit the None Cashier’s Office
approved 1. Receive from the Personnel,
Disbursement Internal Audit Office the Cashier’s Office
voucher/ Payroll to
DV/Payroll and necessary 3 minutes
the Cashier’s
attachments
Office
 2. Sort the payroll/
DV as per source of None 1 Day Cashier’s Office
fund then prepare the Personnel,
cash advance based Cashier’s Office
on the payroll/DV and
supporting
documents.
2.1 Forward the document
package to the Head
Cashier for signature
Attach

prepared check to the

respective DV/Payroll

3. Review the prepared None 3 Minutes Cashier IV,

cash advance and its Cashier’s Office
attachments

4. Sign the cash advance None 5 Minutes Cashier IV,

if all is in order Cashier’s Office

5.The Internal Audit 5. Forward to Internal None 2 Minutes Cashier IV,

will receive the Audit Personnel for Cashier’s Office
DV/Payroll with auditing
attached cash advance
from the Cashier’s
Office

TOTAL None 1 Day and 13

Minutes
2. CHECK PREPARATION

Brief Description of the Service

This service covers the process in Check Preparation for Disbursement Voucher and Payroll. This is
applicable to all campuses of Nueva Ecija University of Science and Technology.

Office or Division: Cashier’s Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: University Personnel (Internal Audit Office)

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Disbursement Vouch er with necessary attachments University Personnel (Internal Audit Office)
(minimu m of 3 copies)
Payroll with necessar y attachments
(minimum of 3 copies )
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The Internal Audit

will transmit the None Cashier’s Office
Disbursement 1. Receive from the Personnel,
voucher/ Payroll to Cashier’s O ffice
Internal Audit Office the
the Cashier’s
DV/Payroll and necessary 3 minutes
Office
attachments
2. Sort the
DV/Payroll as per None 1 Day Cashier’s Office
source of fund then Personnel,
prepare the check Cashier’s Office
accordingly
2.1 Prepare 3
(triplicate) copies of
check. (Duplicate for
MDS-advice only)
 2.2 Attach prepared
check to the
respective DV/Payroll

3. Record the check None 3 Minutes Cashier’s Office

details to the record Personnel,
book/routing slip of Cashier’s Office
checks prepared then
forward to the Head
Cashier for signature

4.Review the prepared None 5 Minutes Cashier IV,

checks against the DV and Cashier’s Office
its attachments

4.1 Sign the check/s if all

is in order.

5.The Internal Audit will 5.Forward to None 2 Minutes Cashier IV,

receive the DV/Payroll Internal Audit Personnel Cashier’s Office
with attached checks from for auditing
the Cashier’s
Office

TOTAL None 1 Day and 13

Minutes
3. RELEASING OF CHECKS

Brief Description of the Service

This service covers the process in Check Releasing. This is applicable to all campuses of Nueva Ecija
University of Science and Technology.

Office or Division: Cashier’s Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: University Personnel

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Disbursement Vouch er with necessary University Personnel

attachments (minimu m of 3 copies) Payroll with
necessar y attachments (minimum of 3 copies )
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

Cashier’s Office
None Personnel,
1. Receive from the
Cashier’s Office
Office of the
1 Minute
President the approved
checks with DV/Payroll
and other supporting
documents.
 2. Indicate the check Cashier’s Office
details and assigned DV None Personnel,
3 Minutes
number on supporting Cashier’s O ffice
papers

3. The claimant/ payee None 2 Minutes Cashier’s Office

will sign on the 3. Ask the Personnel,
check claimant/payee to Cashier’s Office
receiving/releasi ng sign on the check
receiving/releasi ng
logbook/registry
logbook/registry
and on the DV and/or
3.1 Request the
payroll
from the
Cashier’s Office payee to sign the DV
and/or payroll

3.2 Release/ Disburse

the check to the payee.
Require authorization if
the claimant is different
person from the payee
indicated on the check.

4. The claimant/ payee 4.Issue the check to the None 1 Minute Cashier’s Office
will receive the check payee/claimant Personnel,
from the Cashier’s Office
Cashier’s Office

TOTAL None 7 Minutes

 Internal Audit Office
Internal Services

1. CHECKING OF DISBURSEMENT VOUCHER

Brief Description of the Service

This service covers the process in Pre-Audit of Disbursement Voucher, from receipt of DV from the Supply
Office. This is applicable to all campuses of Nueva Ecija University of Science and Technology.

Office or Division: Internal Audit Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: Supply Office

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Disbursement vouch er with PR Form, Supply Ofifce

Request for Quotatio n, Abstract of
Quotation, Purchase Order, (for mds,stf
Budget utilization req uest and status form) ICS,
RIS, Sales Invoi ce, Inspection and Acceptance,
store re ceipt, equipment ledger card, PAR, Ph
ilgeps, business
permit, dti registratio n, bir registration,
disbursement vouche r (3 copies)
 CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The Supply Office will Internal Audit

transmit the None Office
disbursement 1. Received Personnel,
voucher to the disbursement voucher Internal Audit
2 minutes
Internal Audit from the Supply Office
Office
Office with necessary
documents
2. Check the
completeness of None 1 Day Internal Audit
signatures, details from Office
the DV, pictures, Personnel,
supporting documents Internal Audit
needed. Authenticity of Office
sales
invoice/delivery receipt.

3. If there are no None 1 Day Internal Audit

corrections, proceed Office
with the checking of the Personnel,
details from the Internal Audit
purchase request form to Office
purchase order form; if
there are corrections,
return to the Supply
Office

4.The Budget Office will 4. Detach a copy of None 2 Minutes Internal Audit
receive the audited purchase order, and Office
disbursement voucher record at the ledger Personnel,
from Internal Audit
Internal Audit Office 4.1 Transmit to the Office
Budget Office the
Audited disbursement
voucher.

TOTAL None 2 Days and 4

Minutes
2. CHECKING OF LIQUIDATION REPORT

Brief Description of the Service

This service covers the process in Liquidation of Cash Advances of all employees of Nueva Ecija
University of Science and Technology.
Office or Division: Internal Audit Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: University personnel

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Official Receipts, Liq uidation Report, University personnel

Itinerary of Travel, Tr ip ticket, Certificate of
Appearance
Boarding Pass and E -ticket (for national and
international Tra vel) (3 copies)
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The personnel will

submit the None Internal Audit
liquidation report 1. Receive the Office
with necessary Liquidation Report with Personnel,
attachments to the Internal Audit
necessary attachments 2 minutes
Internal Audit
from the end user. Office
Office

2. Check the correctness

and completeness of all None 1 Day Internal Audit
supporting documents Office
and completeness of Personnel,
authorized signatories. Internal Audit
Office
 3. If the documents are None 1 Day Internal Audit
not complete, it will be Office
immediately return to Personnel,
the end Internal Audit
user; If all
supporting documents Office
are
correct, the internal
audit staff will then
compute if there will be
an excess cash advance.

4. If there will be an None 2 Minutes Internal Audit

excess cash advance, the Office
Internal Audit staff will Personnel,
return the Liquidation Internal Audit
Report to the end user to Office
make the necessary
payment.

5. The personnel will pay 5. The Cashier’s Depends on 2 Minutes Cashier’s Office
the necessary payment Office will issue the the Personnel,
of excess cash to the Official receipt to the amount Cashier Office
Cashier’s Office After personnel audited
payment, the end user
will return the
Liquidation Report to the
Internal Audit.
 6. The internal audit None 2 Minutes Internal Audit
staff will verify if the Office
amount paid is correct. Personnel,
Internal Audit
Office
7. The Liquidation Report None 2 Minutes Internal Audit
will be transmitted to Office
Vice President for Personnel,
Academic Affairs(for Internal Audit
teaching personnel) or to
Office
Vice President for
Administration, Business
and
Finance(for non

teaching personnel)

TOTAL Depends on 2 Days and 10

the Minutes
amount
audited
3. CHECKING OF MONTHLY BILLS (ELECTRIC, WATER, TELEPHONE, INTERNET, CABLE)

Brief Description of the Service

This service covers the process in checking of payment of monthly bills of Nueva Ecija University of Science
and Technology.
Office or Division: Internal Audit Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: Accounting Office

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Disbursement Vouch er (minimum of 3 copies) Accounting Ofifce

Billing Statement (1 c opy)

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON

BE PAID TIME RESPONSIBLE

1. The Accounting
Office will transmit 1. Received None Internal Audit
the disbursement disbursement voucher Office
voucher with Personnel,
and billing statements
attachments to the Internal Audit
from the Accounting 2 minutes
Internal Audit
Office Office
Office
 2. Check the correct Internal Audit
amount, period covered None Office
1 Day Personnel,
to be paid and
computation of tax. Internal Audit
Office

3.The Budget Office will None 2 Minutes Internal Audit

receive the audited 3. If with corrections the Office
disbursement voucher Disbursement voucher of Personnel,
from payment Internal Audit
Internal Audit Office of bills will be returned Office
to
Accounting Office;
If with no correction,
it will then be
transmitted to Budget
Office.
TOTAL None 1 Day and 4
Minutes
 4. CHECKING OF PAYROLL

Brief Description of the Service

This service covers the process in Payroll Checking, from different departments to ensure their salaries
are in the correct amount.

Office or Division: Internal Audit Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: Accounting Office

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Payroll with necessar y attachments (minimum of 3 Accounting Ofifce

copies )
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The Accounting Office Internal Audit

will transmit the None Office
payroll to the 1. Receive the payroll Personnel,
Internal Audit from the Internal Audit
2 minutes
Office accounting office Office
 2.Check the correctness Internal Audit
and completeness of None Office
1 Day Personnel,
entries if encoded
properly Internal Audit
Office

3. Encode the names and None 1 Day Internal Audit

amount of salaries and Office
deduction of loans Personnel,
Internal Audit
Office
4.If the payroll is tallied None 2 Minutes Internal Audit
then transmit the payroll Office
to the Personnel,
Budget Office Internal Audit
Office
TOTAL None 2 Days and 4
Minutes
 5. CHECKING OF PUBLIC BIDDING FOR GOODS AND SERVICES

Brief Description of the Service

This service covers the process in checking of payment of infrastructure and goods of Nueva Ecija
University of Science and Technology.
Office or Division: Internal Audit Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: Supply Office

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Disbursement Voucher (minimum of 3 copies) Supply Office
 Duly signed Purchase Request
 PHILGEPS invitation to apply for eligibility to
bid
 Duly signed Letter of intent
 Picture/brochure
 Duly signed NTP
 Duly signed Notice of Award
 Performance bond
o Certificate of Authority
 Warranty/security/surety bond
o Certificate of Authority
 Duly signed Abstract of bids
 Duly signed and notarized Contract of
service/agreement/Purchase order
 Duly signed BAC Resolution
 PHILGEPS Notice of award and notice to
proceed
 Pre bid conference
o Duly signed notice of pre bid conference
o Duly signed minutes of pre bid conference
o Duly signed Request for clarification
o Duly signed supplemental/bid bulletin
o Duly signed attendance sheet
o Opening of bids

o Duly signed of notice of opening of bids

o Duly signed minutes of opening of bids
o Duly signed attendance sheet
 Post – qualification Conference
o Duly signed notice of post qualification
conference
o Duly signed minutes of post qualification
conference
o Duly signed attendance sheet
 Original or Certified true copy of payment of
bidding documents
 Credit line
 P

 Request for quotation

 Company Profile
 Duly signed Store Receipt Number
 Duly signed inventory custodian slip
 Equipment ledger
 Duly signed inspection and acceptance report
 Sales invoice/delivery receipt/cash invoice
 Duly signed requisition issue slip
 Disbursement Vouchers Technical and Eligibility
Component
 Bid security as to form, amount and validity
period
 Valid and current Mayors Permit
 DTI certificate of Business Name
registration/SEC registration
 Valid joint venture agreement, in case of a joint
venture
 PHILGEPS registration certificate
 Certificate of BIR registration
 Tax Clearance Certificate
 Statement of all on going and completed
government and private contracts within the
relevant period, where applicable, including
contracts awarded but not yet started, if any
whether similar or not similar in nature and
complexity to the contract to be bid; and
Statementgiof the Bidder’s Single Largest
Completed Contract (SLCC) similar to the
contract to be bid in accordance with ITB Clause
5.4 of PBD.
Audited financial statements, stamped
“received” by the BIR of its duly accredited and
authorized institutions, for the immediately
preceding calendar year, among others, the
total current assets and liabilities.
 Computation of NFCC
 Omnibus sworn
Statement by the prospective bidder or its duly
authorized representative in the forms prescribed by
the GPPB as to the following:

The signatory is the duly authorized representative of

the prospective bidder and granted full power and
authority to do, execute and perform any and all acts
necessary to participate, submit the bid, and to sign
and execute the ensuing contract accompanied by the
duly 172 notarized Special Power of Attorney,
Board/partnership resolution or secretary’s certificate
whichever is applicable;

It is not blacklisted or barred from bidding by the

government or any of its agencies, offices,
corporations, or LGUs, including
government/foreign or international financing
institution whose blacklisting rules have been
recognized by the GPPB;

Each of the documents submitted in satisfaction of the

bidding requirements is an authentic copy of the
original or a true and faithful reproduction of the
original, complete and that all statements and
information provided therein are true and correct;

It is authorizing the HOPE or his duly authorized

representative to verify any or all of the documents
submitted for eligibility check;

It complies with the disclosure provision under Section

47 of RA 9184 and its IRR in relation to other provisions
of RA 3019
 o It complies with the existing labor laws and
standards
o It complies with the responsibilities of a
prospective or eligible bidder provided in the PBDs.
o It did not give or pay, directly or indirectly, any
omission, amount fee, or any form of
consideration, pecuniary or otherwise, to any
person or official, personnel or representative of
the government in relation to any procurement
project or activity.
• Certificate of Non-Inclusion in the blacklist
• Authorities of bidder’s representative
under D.O. 176, series of 1993
dated January 12, 2005

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON

BE PAID TIME RESPONSIBLE

1. The Supply Office will

transmit the None Internal Audit
disbursement 1. Received Office
voucher with disbursement voucher Personnel,
attachments to the with attachments from Internal Audit
2 minutes
Internal Audit
the Supply Office Office
Office
2. Check the correct Internal Audit
amount, period covered None Office
1 Day Personnel,
to be paid and
computation of tax. Internal Audit
Office
3.The Budget Office will None 2 Minutes Internal Audit
receive the audited 3. If with corrections the Office
disbursement voucher Disbursement voucher of Personnel,
from payment of public Internal Audit
Internal Audit Office Office
bidding for goods will be
returned to Supply
Office; If with no
correction, it will then be
transmitted to Budget
Office.
TOTAL None 1 Day and 4
Minutes
6. CHECKING OF PUBLIC BIDDING FOR INFRASTRUCTURE

Brief Description of the Service

This service covers the process in checking of payment of infrastructure and goods of Nueva Ecija
University of Science and Technology.
Office or Division: Internal Audit Office

Classification: Complex Transactions

Type of G2G-Government to
Transaction: Government

Who may avail: Accounting Office

Disbursement Voucher (minimum of 3 copies)
• Duly signed ABC
• Duly signed PPMP
• PHILGEPS invitation to apply for eligibility to
bid
• Duly signed Letter of intent
• Duly signed Request for payment of contract
Picture
• Duly signed NTP
• Duly signed Notice of Award
• Performance bond
o Certificate of Authority
• Warranty/security/surety bond
o Certificate of Authority
• Duly signed Abstract of bids
• Duly signed and notarized Contract of
service/agreement
• Duly signed BAC Resolution
• PHILGEPS Notice of award and notice to
proceed
• Pre bid conference
o Duly signed notice of pre bid conference
o Duly signed minutes of pre bid conference
o Duly signed Request for clarification
o Duly signed supplemental/bid bulletin
o Duly signed attendance sheet
• Opening of bids
o Duly signed of notice of opening of bids
o Duly signed minutes of opening of bids
o Duly signed attendance sheet
• Post- qualification Conference
o Duly signed notice of post qualification
conference
o Duly signed minutes of post qualification
conference
o Duly signed attendance sheet
• Bidder’s DOLE Certificate of Registration
• Duly signed and notarized affidavit of re
payments of bills and materials
• Duly signed Statement of Time to Elapsed and
Work Accomplishment
• Duly signed back up computation
• Duly signed as built plan
• Duly signed test materials result
• Duly signed building permit/fire
clearance/zoning clearance and occupancy
permit
• Logbook
• Duly signed contractor’s all risk policy
• Original or Certified true copy of payment of
Bidding documents
• Credit line
• Disbursement Vouchers Technical and
Eligibility Component
• Bid security as to form, amount and validity
period Valid and Current Mayors Permit
• Valid PCAB License
• DTI certificate of Business Name
registration/SEC Registration
• Valid joint venture agreement, in case of a joint
venture
• PHILGEPS registration certificate
• Certificate of BIR Registration
• Tax Clearance Certificate
• Statement of all on-going and completed
government and private contracts within the
relevant period, where applicable, including
contracts awarded but not yet started, if any
whether similar or not similar in nature and
complexity to the contract to be bid; and
Statement of the Bidder’s Single Largest
Completed Contract (SLCC) similar to the
contract to be bid in accordance with ITB
Clause 5.4 of PBD.
• Audited financial statements, stamped
“received” by the BIR or its duly accredited and
authorized institutions, for the immediately
preceding calendar year, among others, the
total current assets and liabilities.
• Computation of NFCC
• Project requirements:
o Duly signed construction schedule and s curve
o Manpower schedule
o Construction methods
o Organizational chart for the contract to bid
o Duly signed list of contractor’s personnel
(project manager, project engineers, materials
engineer and foreman) to be assigned to the
contract to be bid, with their completed
qualifications and experience data
o Duly signed list of contractors’ equipment unit,
which are owned, leased and/or under
purchase agreements’, supported by
certification of availability of equipment from
the lessor/vendor for the duration of the
project
o Duly signed equipment utilization schedule
o Affidavit of site inspection
o Construction safety and health program of the
contractor
• Omnibus Sworn Statement by the prospective
bidder or its duly authorized representative in
the forms prescribed by the GPPB as to the
following:
The signatory is the duly authorized
representative of the prospective bidder and
granted full power and authority to do,
execute and perform any and all acts necessary
to participate, submit the bid, and to sign and
execute the ensuing contract accompanied by
the duly notarized Special Power of Attorney,
Board/partnership resolution or secretary’s
certificate whichever is applicable;

It is not blacklisted or barred from bidding by

the government or any of its agencies, offices,
corporations, or LGUs, including
government/foreign or international financing
institution whose blacklisting rules have been
recognized by the GPPB;

Each of the documents submitted in

satisfaction of the bidding requirements is an
authentic copy of the original or a true and
faithful reproduction of the original, complete
and that all statements and information
provided therein are true and correct;

It is authorizing the HOPE or his duly

authorized representative to verify any or all of
the documents submitted for eligibility check;

It complies with the disclosure provision under

Section 47 of RA 9184 and its IRR in relation to
other provisions of RA 3019
 It complies with the existing labor laws and
standards
It complies with the responsibilities of a
prospective or eligible bidder provided in the
PBDs.
It did not give or pay, directly or indirectly, any
omission, amount fee, or any form of
consideration, pecuniary or otherwise, to any
person or official, personnel or representative
of the government in relation to any
procurement project or activity.
• Certificate of Non-Inclusion in the blacklist
• Authorities of bidder’s representative under
D.O. 176, series of 1993 dated January 12, 2005
Financial Component
• Duly signed bid prices in the bill of quantities
• Duly signed detailed estimates
• Duly signed cash flow by quarter and payment
schedule IDO Component
• Duly signed Inspection Report
• Duly signed Accomplishment Report
• Duly signed Certificate of Turnover of
Completed Infrastructure Project.
• Duly signed Bill estimate of materials/scope of
work.
• Duly signed plan and specification
• Duly signed Pert/CPM
• Duly signed construction of safety & health
program
• Duly signed the bill of quantities
• Duly signed detailed estimates
• Duly signed construction schedule
• Duly signed manpower schedule
• Duly signed construction methods
• Duly signed equipment utilization schedule
• Duly signed specifications
• Duly signed program of works
 CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

Kj 1. The Accounting
Office will transmit 1. Received None 2 Minutes Internal Audit
the disbursement disbursement Office
voucher with voucher from the Personnel,
attachments to the Accounting Office Internal Audit
Internal Audit Office Office

2. Check the Internal

correct None Audit
amount, period Office
Personnel,
covered to be paid 1 Day Internal Audit
and computation of Office
tax.

3. The Budget Office will None 2 Minutes Internal Audit

receive the audited 3. If with corrections Office
disbursement voucher from the Disbursement Personnel,
Internal Audit Office voucher of payment Internal Audit
of public bidding for Office
infrastructure will be
returned to
Accounting Office; If
with no correction, it
will then be
transmitted to
Budget Office.
TOTAL None 1 Day and 4
Minutes
7. CHECKING OF PURCHASING DOCUMENTS

Brief Description of the Service

This service covers the process in Pre-Audit of purchasing documents, from receipt of P.O. from the
Accounting Office. This is applicable to all campuses of Nueva Ecija University of Science and Technology.

Office or Division: Internal Audit Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: Accounting Office

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Purchasing Documents (3 copies) Accounting Ofifce

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON

BE PAID TIME RESPONSIBLE

1. The Accounting Office

will transmit the 1. Received None Internal Audit
purchasing Purchasing Office
documents to the Documents from the Personnel,
Internal Audit Office Accounting Office 2 minutes Internal Audit
Office

2. Check the Internal Audit

correctness and None Office
1 Day Personnel,
completeness of entries
if filled in properly. Internal Audit
Office
 3. If there are no None 1 Day Internal Audit
corrections, proceed Office
with the checking of the Personnel,
details from the Internal Audit
purchase request form Office
to purchase order form;
if there are corrections,
return to the

Procurement Office

4. The Accounting 4. Detach a copy of None 2 Minutes Internal Audit

Office will receive purchase order, and Office
the audited record at the ledger 4.1 Personnel,
purchasing Transmit to Accounting Internal Audit
Office the Audited Office
documents from
Purchasing Documents.
Internal Audit
Office

TOTAL None 2 Days and 4

Minutes
8. CHECKING OF REIMBURSEMENT

Brief Description of the Service

This service covers the process in reimbursement of expenses of all employees of Nueva Ecija
University of Science and Technology.

Office or Division: Internal Audit Office

 TOTAL None 1 Day and 4
Minutes

9. INSPECTION OF DELIVERIES AND REPAIRS

Brief Description of the Service

This service covers the process to inspect deliveries and repairs based on the approved P.O
requested by end-user.
Office or Division: Internal Audit Office
Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: Supply Office

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Delivery, Approved P O, Sales invoice (3 copies) Supply Office

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON

BE PAID TIME RESPONSIBLE

1. The Supply Office will Internal Audit

transmit the None Office
Delivery, 1. Look for the Personnel,
Approved P.O, Sales approved PO Internal Audit
15 minutes
invoice to the and supplies
Office
Internal Audit and delivery
Office items
1.1 Check if
the delivery is
complex or simple
1.2 Call the end user or
a technical
personnel if the
delivery is complex
1.3 Check if
the specifications
and
quantity is
the same on
PO
 2. Notify the supply None 2 Minutes Internal Audit
staff and the Office
supplier if the Personnel,
delivery will be internal Audit
rejected or if it is Office
incomplete delivery

None 2 Minutes Internal Audit

3. Sign the sales invoice Office
with date, if complete, Personnel,
rejected, or incomplete Internal Audit
delivery Office

TOTAL None 19 Minutes

 10. RELEASING OF APPROVED PAYROLLS AND VOUCHERS

Brief Description of the Service

This service covers the process of releasing of approved payroll and disbursement vouchers
OFFICE OR DIVISION: Internal Audit Office

CLASSIFICATION: Complex Transactions

TYPE OF TRANSACTION: G2G-Government to Government

WHO MAY AVAIL: Cashier’s Office
CHECKLIST OF REQ UIREMENTS WHERE TO SECURE

Approved General pay roll/Disbursement vouchers Office of the President/ Office of the
(minimum of 3 copies) VPABF/VPAA

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON

BE PAID TIME RESPONSIBLE

1. The President’s office,

VPBF and VPAA will 1. Receive None Internal Audit
transmit the signed payrolls/disbursement Office
and approved vouchers from President’s Personnel,
payrolls/disbursement office, Internal Audit
2 minutes
vouchers to the VPBF and VPAA
Office
Internal Audit
Office

2. Check if the signatures Internal Audit

of concerned personnel None Office
2 Minutes Personnel,
are complete
Internal Audit
Office
3. The Cashier’s None 2 Minutes Internal Audit
Office receives the 3. Forward the documents Office
approved to cashier’s office Personnel,
payrolls/disbursement Internal Audit
vouchers from the Office
Internal Audit Office
TOTAL None 6 Minutes
10. REVIEW OF CHECK DETAILS

Brief Description of the Service

This service covers the process in checking the correctness of details in checks being issued by the
Cashier Office of Nueva Ecija University of Science and Technology.
Office or Division: Internal Audit Office

Classification: Complex Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: Cashier’s Office

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

Checks (1 original copy) Cahier’s Office

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The Cahier’s Office will Internal Audit

transmit the checks None Office
to the Internal Audit 1. Receive the checks Personnel,
Office from Cashier’s office Internal Audit
2 minutes
personnel.
Office

2. Check the Internal Audit

correct name of None Office
2 Minutes Personnel,
creditor, amount,
date and amount in Internal Audit
words in cheque. Office
 3. If with None 2Minutes Internal Audit
corrections the Office
Checks will be Personnel,
returned to Internal Audit
Cashier Office; If Office
with no correction,
it will then be
transmitted to
Accounting Office

TOTAL None 6 Minutes

 Budget Office
External Services

1. BUDGET ACCOUNTABILITY

Brief Description of the Service

This service applies to all processes related to the preparation, legislation, execution and
accountability of the budget cycle in the University.

Office or Division: Budget Office

Classification: Highly Technical Transactions

Type of transaction: G2G-Government to Government

Who is avail: Department of Budget and Management (DBM)

HECKLIST OF RE QUIREMENTS WHERE TO SECURE

Major Final Outputs ( Form A) (1 copy) Accounting Office
Agency Performance
Measure (Form B) (1 copy)
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The University
President, Vice
President, Program
Directors, and Chiefs of
Sections shall determine
the
Performance and Target Concerned
Outcomes of the Heads,
University. Directors, VPs,
90 Days University
1.1 These performance President,
measures shall be set Concerned
alongside the None Offices
preparation of the
Agency Budget. These
performance targets
shall be listed in the
Major
Final Outputs (Form
A) Agency
Performance

Measure (Form B)
 2.The Agency None 90 Days
Performance Reviews
(APRs) shall be
conducted quarterly or
every semester, as the
case may be. Annual
Budget
Performance
Assessment Review
(BPAR) shall be
conducted to determine
each agency’s
accomplishments and
performance by the year-
end.

3. The DBM will receive 3. The Budget None 1 Day

the Agency Officer and the
Performance Review University President shall Budget Officer
from the University submit the Agency IV/University
President,
Performance Review to
Budget Office/
DBM for review. Office of the
University
President

TOTAL None
2. BUDGET EXECUTION
Brief Description of the Service

This service applies to all processes related to the preparation, legislation, execution and
accountability of the budget cycle in the University

Office or Division: Budget Office

Classification: Highly Technical Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: Department of Budget and Management (DBM)

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

DBM Circulars (1 cop y) Accounting Office

DBM Memoranda (1 copy)
Special Allotment Rel ease (1 copy)
Order (SARO) (1 cop y)
Notice of Cash Allocation (NCA) (1 copy)
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The DBM will issue 1. The University shall VPs, Budget

guidelines on the release submit its Officer,
and utilization of funds Budget Execution None Budget Office/
to the University Documents (BEDs) at Office of the
the start of budget VPABF/
execution to the DBM. Office of the
VPAA

2. The DBM will 2. Implement None Concerned

Release Allotment Program/Project Heads,
and will issue and Pay Incurred Directors,
Notice of Cash obligations VPs,
Allocation to the University
University President,
Concerned
Office
TOTAL None
3. BUDGET PREPARATION

Brief Description of the Service

This service applies to all processes related to the preparation, legislation, execution and
accountability of the budget cycle in the University

Office or Division: Budget Office

Classification: Highly Technical Transactions

Type of G2G-Government to Government

Transaction:

Who may avail: Department of Budget and Management (DBM)

CHECKLIST OF RE QUIREMENTS WHERE TO SECURE

National Budget Call (1 copy) Department of Budget and Management

Program Activities
NEUST
Budget Preparation Forms
University Budget Proposal
ADCO Resolution Approving
The University Budget Proposal
Transmittal Letter to DBM for
The University Budget Proposal
Board Resolution Ap proving the University Budget
Proposal
 CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE

1. The DBM will issue 1. The University 120 Days

the National Budget Call President and Budget
to the University Officer shall attend the (the whole
None
forum relative to the process of
preparation of the ensuing budget
year’s budget at the preparation) University
Department of President/
Budget and Budget Officer
Management IV, Office of the
Regional Office. President/
Budget Office
1. The University personnel
who attended the Budget
Forum regarding the
preparation of the

ensuing year’s budget

conducted by the DBM
Regional Office shall
disseminate the
information to all
concerned officials of the
University
(Budget Council).
2. The Budget Council None 120 Days
shall deliberate and
(the whole
recommend the
process of
University’s budget
budget
priorities and shall be
preparation)
included in the agency
budget proposal.

2.1 The annual budget

Member of the
proposal of the University
Budget
shall be prepared in
Council
accordance with the
GAD Focal
budgetary policies of the Person
government and the rules HRMO
and regulations prescribed PPSDS,
by the Board of Regents.
Budget Council
2.1 Conduct University
Budget Forum and
Identify Budget Priorities
for the Ensuing Year

3. Prepare the None 120 Days

different Budget Accountant IV
(the whole
Preparation Form Budget Officer
process of
Planning
3.1 The different budget budget
Officer
preparation forms shall be preparation)
PPSD
prepared by the concerned Director
university personnel for HRMO
the previous year, current GAD Focal
year and succeeding year Person
broken down as Vice
Presidents
follows: Statement of
Revenues (General
Fund) Statement of
Revenues and
Expenditures (Special
Account in the
General Fund)
Statement of Other
Receipts/Expenditures
Deposited outside of
the Bureau of the
Treasury Comparison
of Appropriations and
Obligations Summary
of Obligations and
Proposed
Programs/Projects
Obligations, by Object
of Expenditures
(Maintenance and
Other Operating
Expenses) Obligations,
by Object of
Expenditures
(Personnel Services )
Obligations, by Object
of Expenditures
(Capital Outlays )
Program Expenditure
Plan Profile and
Requirements of
Programs/Locally
Funded Projects
Foreign-Assisted
Project Profile (if any)
Requirements of
Foreign-Assisted
Projects (if any)
Staffing Summary of
Non-Permanent
Positions List of
Retirees for Payment
of Terminal Leave and
Retirement Gratuity
Benefits
4. Present the None 120 Days
University Budget
(the whole Budget Officer
Proposal for comment and
process of IV/ Budget
approval
budget Office
preparation)

5. Submit the Agency None 120 Days

Budget Proposal with
(the whole
transmittal letter to the
process of University
DBM Regional Office
budget President,
preparation) Office of the
President

6. Present the Agency None 120 Days

Budget Proposal to the
(the whole
Board of Regents for
process of University
Approval
budget President,
preparation) Office of the
President
TOTAL None 120 Days

(the whole
process of
budget
preparation)
 Human Resource Management Office
Internal Services

1. APPLICATION FOR LEAVE

Brief Description of the Service

This service covers the processing of leave applications of University personnel in all campuses.
Office or Division: Office of the Human Resource Management Office

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

Who may avail: NEUST Faculty and staff

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Civil Service Form 6 (2 original copies) Human Resource Management Office/

University personnel

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID
1. The university 1. The HRMO Personnel will None 1 Minute HRMO Personnel
faculty/staff shall receive the CS Form 6 (leave Human Resource
forward the filed leave form) from the personnel Management
to the human resource filing the application. Officer
management office.

1.1The HRMO
Personnel will check the CS
None
Form 6 (Leave form) of the 1 minute
personnel if it is properly HRMO Personnel
accomplished with complete Human Resource
information, if it is in Management
duplicate copy and with Officer
signature of the immediate
supervisor.
 HRMO Personnel
Human Resource
1.1The HRMO None 1 Minute
Management
Personnel will process and
post the leave application to Office
the
Employee’s leave card.
HRMO Personnel
None 1 day Human Resource
1.2The HRMO Management
Personnel will transmit the
processed and signed Office
application for leave to the
authorized official for
signature.

None HRMO Personnel

Human Resource
1.3The HRMO 5 minutes Management
Personnel will release
approved application for Office
leave to the Internal Audit.

HRMO Personnel
1.4The HRMO Human Resource
None 3 minutes
Personnel will file the other Management
copy of leave form the Office
employee’s 201 file.

TOTAL None 1 day and

11 minutes
 2. EMPLOYMENT RECORD

Brief Description of the Service

This service covers the process in the issuance of employment records to the employees such as
the Certificate of Employment and Service Record University personnel in all campuses.
Office or Division: Office of the Human Resource Management Office

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

Who may avail: NEUST Faculty and staff

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Logbook for Service Re cord Human Resource Management Office

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID
1. The university faculty/staff 1. The Human Resource None 2 Minutes HRMO Personnel
shall sign in the record Management Office Human Resource
book for the request for personnel shall check the Management
employment record. Record Book for employee’s Office
requests.

None HRMO Personnel

1.1 The HRMO 1 minute Human Resource
personnel will prepare the Management
requested employment Office
record.

HRMO Officer
1.2The HRM Officer will sign 1 minute Human Resource
None Management
the requested employment
record. Office

1.3The HRMO 5 minutes HRMO Personnel

None
personnel will release Human Resource
Management
Office
The signed employment
record to the requesting
party.
2. The university faculty/staff 3. The Human Resource None 1 minute HRMO Personnel
shall receive the Management Office Human Resource
employment record and personnel shall check the Management
sign in the record book. record Book Office

TOTAL None 10 minutes

3. STRATEGIC PERFORMANCE MANAGEMENT SYSTEM (SPMS)
Brief Description of the Service

This service covers the process in the submission of the Strategic Performance Management System
(SPMS) which includes the Office Performance and Commitment Review (OPCR) and Individual
Performance and Commitment Review (IPCR) forms of the Academic and Non-academic Personnel of the
University in all campuses.
Office or Division: Office of the Human Resource Management Office

Classification: Complex Transactions

Type of Transaction: G2G-Government to Government

Who may avail: NEUST Faculty and staff

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Office Performance Commitment and Review (OPCR) (2 The client will provide
copies)

Individual Performance Commitment and review (IPCR) (2

copies)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The university 1. The Human Resource None 5 Minutes HRMO Personnel

faculty/staff shall Management Office Human Resource
receive the submitted personnel shall receive the Management
targets for the next target for the next rating Officer
rating periods. period and return before the
said period.
2. The university faculty/staff 2. The Human Resource None 5 minutes HRMO Personnel
shall receive the IPCR Management Office Human Resource
Individual personnel shall return back to Management
Performance the officials and employees of Officer
Commitment the University the submitted
Review and the targets for the next rating
OPCR Office period.
Performance
2.1. The University has two
Commitment
rating periods which

Review to the human are from January to June and

resource management from July to December.
office.
2.2. The submission of IPCR
and OPCR forms is every
second week of July for
January to June rating period
and every second week of
January of the succeeding
year for July to December
rating period.
3. The university faculty/staff shall 3. The Human Resource Management None 7 days
accomplished the IPCR and Office personnel shall retrieve the
OPCR forms every second week fully accomplished and signed
of July for January to June rating Individual Performance
period and every second week Commitment Review
of January of the succeeding (IPCR) and Office
year for July to December rating Performance
period. Commitment Review (OPCR) together
with the target for the next rating
period.

TOTAL None 7 day and

10 minutes
5. SUBMISSION OF DAILY TIME RECORD
Brief Description of the Service

This service covers the process in the submission of CS Form 48 Daily time Records (DTR) of the
University personnel.

1. The HRMO personnel shall None 1 day HRMO Personnel

release the official printed Human Resource
DTRs to the officials and Management
employees of the University Officer
after the printing of the said
DTR by the MIS personnel.

1. The university 1.The HRMO personnel shall None 1 minute HRMO Personnel
faculty/staff shall check the completeness of Human Resource
receive the CS Form 48 time entry, signature of the Management
and attach employee and his/her Officer
(if any) the immediate supervisor or
requirements needed authorized official, and with
and the signature of attachments or supporting
supervisor. documents in case the official
or employee is on Official
Businesses.

1.1The HRMO personnel

will transmit
None
5 minutes
 the other copy of the
employee’s DTR to the
Internal Audit of the
University

TOTAL 1 day and

None 6 minutes
6. SUBMISSION OF REQUIRED DOCUMENTS FOR RETIREMENT AND TERMINAL
LEAVE BENEFITS
Brief Description of the Service

This service covers the procedure in the submission of documents for retirement and terminal leave
benefits of the retirees in all campuses of the University.

Office or Division: Office of the Human Resource Management Office

Classification: Complex Transactions

Type of Transaction: G2G-Government to Government

Who may avail: NEUST Faculty and staff retirees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

CS FORM 6 (3 original copies) NEUST Faculty and staff retirees

RETIREMENT APPLIC ATION FROM GSIS (3 photocopies)
CS FORM 7 – CLEARA NCE FORM (4 copies)
SALN FORM (1 original copy/ 2 photocopies)
CSC/OMBUDSMAN CL EARANCE (3 photocopies)
APPROVED INTENT L ETTER TO RETIRE (3 photocopies)
AFFIDAVITS (1 original copy/ 2 photocopies)
LATEST APPOINTMEN T/NOSA (3 photocopies)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. The retiree will present 1. The HRMO personnel will None 3 Minutes HRMO Personnel
the original copy of issue the list of requirements Human Resource
his/her approved intent to the retiree. Management
letter to retire to the Officer
HRMO.
 2. The HRMO personnel will None 2 Days HRMO Personnel
encode and recheck the leave Human Resource
cards of the retiree and Management
update the Service Record. Officer

3. The retiree will prepare 3. The HRMO personnel shall None 10 Minutes HRMO IV/HRMO
and submit the check the completeness of Personnel
complete required the submitted requirements Human Resource
documents to the and shall issue the updated Management
HRMO. and signed Service Record Officer
and
Certification of Leave of
Absences without pay to the
retiree.

4. The retiree will fill up the 4. The HRMO personnel shall None 1 Day HRMO IV/HRMO
CS Form 6 (leave forms) process and sign the leave Personnel
for terminal leave application and transmit to Human Resource
application to the HRMO the designated signatories. Management
(applicable for retirees Officer
with remaining leave
credits)

5. The HRMO personnel shall None 2 Minutes HRMO Personnel

transmit the approved Human Resource
terminal leave application Management
with attached required Officer
documents of the retiree to
the Budget Office.

TOTAL None 3 days and

15 Minutes
 Office of the Human Resource Management
External Services

1. APPOINTMENT PREPARATION FOR JOB ORDER PERSONNEL

Brief Description of the Service

This service covers the process in the preparation of appointment for Job Order personnel of the
university in all campuses.

Office or Division: Office of the Human Resource Management Office

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

Who may avail: NEUST Job order Personnel

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Application letter, accomplishment report, The client will provide

recommendation letter and credentials.
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The university job order 1. The HRMO personnel will None 1 Minute HRMO Personnel
personnel shall receive receive the approved Human Resource
the termination letter. termination letter from the Management Office
personnel.
2. The university job order 2. The President’s office None 1 day President’s Office
personnel shall prepare staff shall forward the Staff
the approved renewal of the job President’s Office
application letter, order personnel.
accomplishment report,
recommendation
letter and credentials
and submit to the
president’s office.

HRMO Personnel
2.1 The HRMO personnel 30 minutes Human Resource
None
will prepare the Management Office
appointment for JO
personnel with the
information: name,
designation, rate per

month, period of
employment, funding source,
and office assignment as well
as the specific functions and
duties of the JO personnel.

HRMO Personnel
Human Resource
2.2The HRMO
Management Office
personnel will contact the JO None
personnel to sign in the
30 minutes
appointment.
3. The university job order 3. The HRMO personnel None 1 minute HRMO Personnel
personnel shall sign the will certify the appointment Human Resource
contract of service. of JO personnel. Management Office

3.1The HRMO
HRMO Personnel
personnel will transmit the None 5 minutes Human Resource
appointment to the Head of
Management Office
Agency for signature.

3.2After receiving the HRMO Personnel

approved appointment, the Human Resource
HRMO personnel will 1 minute Management Office
release a copy to the None
accounting office and
internal audit.

TOTAL None 2 days and

8 minutes
2. APPOINTMENT PREPARATION FOR STUDENT ASSISTANTS
Brief Description of the Service

This service covers the procedure in the preparation of student assistant appointment within the
University campuses.

Office or Division: Office of the Human Resource Management Office

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

Who may avail: NEUST student

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Approved Application letter (1 copy) Certification of The client will provide

Registration (1 copy)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID
1. The university student 1. The HRMO None 1 Minute HRMO Personnel
shall submit the Personnel will receive the Human Resource
application letter and approved application letter Management Office
the certificate of of the Student Assistant with
registration to the recommendation letter of
human resource the head of
management office. office/department where
he/she will be assigned,
certificate of registration of
the present semester.

1.1 The HRMO

Personnel will prepare the HRMO Personnel
1 minute Human Resource
Student Assistant None
appointment. Management Office

1.2The HRMO
Personnel will transmit the HRMO Officer
appointment to the None 1 minute Human Resource
Management Office
Budget Officer and Head of
Agency for signature.

HRMO Personnel
Human Resource
1.3After receiving the
Management Office
approved appointment, the None 2 minutes
HRMO Personnel will
release one copy of
appointment to Internal
Audit and one for
Accounting office.

TOTAL None 5 minutes

 Office of the Human Resource Management
Internal/External Services

1. PUBLICATION OF VACANT POSITIONS

Brief Description of the Service

This service covers the publication and posting of the vacant position(s) items of the University.

Office or Division: Office of the Human Resource Management Office

Classification: Complex Transactions

Type of Transaction: G2G-Government to Government

Who may avail: University President

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Notice from the Universi ty President (1 copy) University President

 CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The university president 1. The HRMO will None 1 Minute HRMO IV, Human
will instruct the HRMO receive instruction from the Resource
to publish vacant president to publish vacant Management Office
positions. positions

1.1 The HRMO

Personnel will prepare the
publication of vacant
positions to be signed by
HRMO IV, HRMO
the HRMO IV and to be None
15 minutes Personnel, Human
submitted at the Civil
Service Commission Field Resource
Office. Management Office

1.2The HRMO
Personnel will submit the HRMO Personnel,
5 Minutes
request for publication of None Human Resource
vacant positions to the CSC Management Office
Nueva Ecija Field Office

1.3 The HRMO will post the

published vacant position in None 2 minutes
3 HRMO Personnel,
Human Resource
Management Office
conspicuous places

TOTAL None 23 minutes

 2. RECEIVING AND SCREENING OF APPLICATIONS
Brief Description of the Service

This service covers the recruitment, selection and promotion processes of Nonacademic and
Academic personnel to the filling up of the vacant position(s) items of the University.
Office or Division: Office of the Human Resource Management Office

Classification: Complex Transactions

Type of Transaction: G2G-Government to Government

G2C-Government to Citizen
Who may avail: Outside applicants/ University Personnel

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Application letter and of her credentials (1 copy) Outside applicants/ University Personnel

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID
 CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The applicants will submit 1. The HRMO will None 2 Days HRMO IV/HRMO
their prescreen the qualified Personnel, Human
application to the applicants Resource
Human Resource Management Office
1.1 The HRMO
Management Office
Personnel will prepare the
through walk-in or
notice/schedule of interview
email. None HRMO IV/HRMO
as per instruction of the 15 minutes Personnel, Human
HRMPSB and distribute the
Resource
same to the members of
Management Office
HRMPSB.

1.2The HRMO
Personnel will inform the
qualified applicants for the 5 Minutes
None HRMO Personnel,
schedule of interview
Human Resource
Management Office

1.3 The HRMO will forward

the applications
HRMO Personnel,
2 minutes Human Resource
None Management
Office
to the HRMPSB for evaluation
and review HRMO Personnel,
Human Resource
Management Office
2. The HRMO will prepare None 1 Day HRMO IV/HRMO
the faculty recruitment Personnel, Human
analysis (faculty position/s) Resource
and comparative Management Office
assessment (nonteaching
position/s and forward the
same to the HRMPSB
members for signature

3. The HRMO will submit to None 2 Minutes HRMO IV, Human

the head of agency the Resource
signed faculty recruitment Management Office
analysis and comparative
assessment

4. The HRMO will receive the None 2 Minutes HRMO IV, Human
final result of the faculty Resource
recruitment analysis and Management Office
comparative assessment and
instruction from the
University President

5. The HRMO will coordinate None 2 Minutes HRMO IV, Human

with the BI Committee for Resource
the conduct of Background Management Office
Check to the proposed
appointees

6. The HRMO will receive None 1 Day HRMO Personnel,

BOR Resolution and issue Human Resource
requirements to the Management Office
Proposed appointees
7. The applicant or 7. The HRMO will check the None 1 Day HRMO IV/HRMO
proposed appointees completeness of the Personnel, Human
will submit the documents; if complete, the Resource
complete necessary HRMO will prepare the Management Office
requirements to the appointment and other
HRMO. related documents
and submit the same to the
HRMPSB and
University President for
signature

8. The HRMO will prepare the None 5 Minutes HRMO IV/HRMO

Report on Appointment Personnel, Human
Issued (RAI) to be submitted Resource
at the CSC Field Office Management Office

9. The appointee will 9. The HRMO will release the None 1 Day HRMO IV/HRMO
receive and sign the signed appointment to the Personnel, Human
appointment from the appointee and submit the Resource
HRMO. other copy together with the Management Office
RAI to the CSC Nueva Ecija
Field Office.

TOTAL None 6 Days and 32

minutes
 Learning and Development Unit
Internal Services

1. REQUEST TO ATTEND TRAINING/SEMINAR/CONFERENCE

Brief Description of the Service

This service covers the training procedure necessary to ensure continuing learning and
development interventions through attendance to trainings/seminars/conferences of all personnel in
the University.
Office or Division: Learning and Development Unit

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

Who may avail: University Personnel

CHECKLIST OFREQUIREMENTS WHERE TO SECURE

Training/ Seminar/ Conference Request Form (1 copy) Office of the University

Invitation letter of the Training/ Seminar/ President/University Personnel/
Conference (1 copy) Campuses/Offices/College
Training Evaluation For m Departments/Units

CLIENT STEPS AGENCY ACTIONS FEES PROCESSING PERSON

TO BE TIME RESPONSIBLE
PAID

1. The personnel will 1. The L&D Unit Head shall None 1 Minute L&D Head, L&D
present the invitation issue the Request Form to Unit
letter of the personnel
training/seminar to the
L&D Unit Head.
2. The personnel will accomplish 2. The L&D Unit Head None 2 Days L&D Head, L&D
and submit the Request will prepare the request Unit
Form with attached to attend and transmit to
invitation letter to the L&D the signatories
Unit Head.
2.1 if approved, the L&D Unit
Head will coordinate with the
attendees and issue the
Training Evaluation form to be
submitted by the attendees
after the training/seminar

3. The personnel will accomplish 3. The L&D Unit will receive None 10 Minutes L&D Head, L&D
and submit the Training the Training Evaluation Form. Unit
Evaluation form to the L&D
Unit Head.

TOTAL None 2 days and

11 Minutes
 Records Office Internal Services

1. RECEIVING AND DISSEMINATION OF DOCUMENTS FROM PRESIDENT’S OFFICE

Brief Description of the Service

This service begins when the Record Officer received documents from President’s Office staff.
Office or Division: Records Office

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

Who may avail: University Personnel/Campuses/Offices/College Departments/Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Office orders (1 copy) Office of the University

Memorandum (1 copy) President/University Personnel/
Communication letters (1 copy) Campuses/Offices/College
Departments/Units
CLIENT STEPS AGENCY ACTIONS FEES PROCESSIN PERSON
TO BE G TIME RESPONSIBLE
PAID

1. The Records Office sorts None 3 Minutes Records Officer

the document receives from I, Record’s Office
the Office of the University
President/university
personnel/ offices/college
departments/units
2. Concerned 2. The Record’s Office None 25 Minutes Records Officer
Personnel/Offices/College disseminates the documents I, Record’s Office
Departments/Units to concerned personnel/
receives the documents offices/college
from the Record’s Office departments/units

3 The Record’s Office writes None 1 Minute Records Officer

and records the received I, Record’s
documents in respective Office
logbooks

4 The Record’s Office files None 2 Minutes Records Officer

the documents in their I, Record’s Office
respective folders.

TOTAL None 31 Minutes

 Procurement Office
Internal Services

1. RECEIVING OF APPROVED PURCHASE REQUEST

Brief Description of the Service

This service applies to the NEUST operation of procurement of goods and services, and strives to
enhance customer satisfaction by establishing a continual improvement in the Quality Management
System of the Unit.
Office or Division: Procurement Office

Classification: Complex Transactions

Type of Transaction: G2G-Government to Government

Who may avail: University Personnel/ Campuses/Offices/College Departments/Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Approved purchase request form (3 original copies) University Personnel/

Campuses/Offices/College Departments/Units
 CLIENT STEPS AGENCY ACTIONS FEES PROCESSING PERSON
TO BE TIME
RESPONSIBLE
PAID

1. The University 1. The Office of the President None 2 Minutes Assigned

personnel/campuses/ personnel will receive from the personnel of the
offices/ college personnel 3 original copies of the day, Office of the
departments/ units purchase request form for approval President
submit all original of the University
copies of approved President
purchase request
form to the
Office of the
University
President

The Office of the President personnel None 3 Minutes Assigned Office

will transmit the approved purchase of the President
request form to the Procurement personnel of the
Office day/ Assigned
Procurement
2.1 The Procurement Office personnel Personnel of the
receives and checks the control day,
number of form/s and duly approved Procurement
and signed by the end user and the Office/ Office of
University President the President

None 3 Minutes Assigned

Procurement
3. The Procurement Office detaches a Personnel of the
copy of the PR, file in the end user day,
files Procurement
Office
 None 15 Minutes Assigned
Procurement
4. The Procurement Office sorts the Personnel of the
item/s listed in the request according day,
to its product category Procurement
Office

None 1 Hour Assigned

Procurement
5. The Procurement Office Personnel of the
checks the total amount of ABC to day,
identify the Mode of Procurement to Procurement
be conducted. None Office
5.1 If the ABC exceeds the threshold 1 Hour
of the Shopping Method under the
Alternative Mode of Procurement the
buyer/canvasser shall forward the Assigned
Purchase Request to the BAC Procurement
Secretariat to use the other method Personnel of the
of procurement such as Public day,
Bidding or Small Value Procurement Procurement
Office

None 15 Minutes Assigned

Procurement
6. The Procurement Office shall Personnel of the
proceed with the preparation of day,
request of quotation if the ABC is Procurement
within the threshold of the Shopping
Office
Method under the Alternative
Mode of Procurement

TOTAL None 2 Hours and 38

Minutes
 Procurement Office
External Services

1. PUBLIC BIDDING

Brief Description of the Service

This service covers the procurement process through bidding and applies to all University
campuses within the allowed timeline specified in the RA 9184 and its IRR applicable to the Quality
Management System.
Office or Division: Procurement Office/ Bidding and Awards Committee (BAC) Office

Classification: Highly Technical Transactions

Type of G2B-Government to Business Entities

Transaction:

Who may avail: Bidders/Contractors/Suppliers

CHECKLIST OF R EQUIREMENTS WHERE TO SECURE

Bidding documents: (1 original copy/2 Bidders/Contractors/Suppliers

certified true copies)
1. Approved letter/project
proposal/purchase re quest 2.
Detailed Cost Estimate
3. Technical Specifications /Terms of
Reference
Technical and Eligibility Component (1 original
copy/1 certified true copy) Financial
Requirements (1 original copy/2 certified true
copy)
 CLIENT STEPS AGENCY FEES TO PROCESS PERSON
ACTIONS BE RESPONSIBLE
ING TIME
PAID
1. The client shall submit the 1.The BAC None 50 Minutes BAC Members, BAC
following documents to the shall call for a Secretariat, End-
BAC Secretariat at the BAC pre procurement user
Office: conference to Representative, TWG
determine the Members, Procurement
a. Approved readiness of the Office/ BAC Office/
letter/project University to Concerned Offices
proposal/purchase request procure in terms
of the legal,
b. Detailed Cost
technical and
Estimate
financial
requirements of
the project
c. Technical
Specifications/Terms of
Reference

2.BAC
Secretariat shall
post/advertise
Invitation to Bid at
conspicuous place
reserved

for the purpose None 7 Days BAC Secretariat,

of procurement Procurement Office/
opportunities BAC
inside the Office
University
premises, in the
Phli GEPS and
NEUST websites
and in
newspaper (if
applicable)
3. The bidder shall pay 3. BAC ABC: 500,000 BAC Secretariat,
the Secretariat shall and below = Procurement Office/ BAC
1 Day
corresponding fee at the issue bidding Php500 Office
University Cashier documents to
ABC: More than
prospective
bidder/s upon 500,000 up to
payment of the 1M = Php1,000
corresponding cost ABC: More than
to the University 1M up to 5M =
Cashier. Php5,000

ABC: More than

5M up to 10M =
Php10,000

ABC: More than

10M up to 50M
=

Php25,000

ABC: More than

50M up to 500M
= Php50,000

ABC: More than

500M =
Php75,000
4. The attendance of the 4. The BAC TWG, None 1 Day BAC, TWG Members,
prospective bidder, Secretariat, Enduser BAC Secretariat,
while not mandatory, shall conduct Pre- Enduser, Observer,
is encouraged. bid conference to Procurement Office/ BAC
clarify and/or Office/ Concerned Offices
explain any of the
requirements,
terms, conditions
and specifications
stipulated in the
bidding documents.

5. The bidder shall 5.The BAC None 1 Minute BAC Secretariat,

submit the complete Secretariat shall Procurement Office/ BAC
bidding documents on receive the bid Office
the date, time and place documents
specified in the submitted by the
Invitation to Bid bidders on or
before the
scheduled time of
submission
 6. The BAC None
Members, BAC
6. The attendance of the 1 Day
Secretariat,
bidder, while not
TWG Members and BAC, TWG Members,
mandatory, is
the Enduser shall BAC Secretariat, Enduser,
encouraged.
facilitate the Observer,
Opening of Bids on Procurement Office/ BAC
the scheduled date Office/ Concerned Offices
based on the
procedure
specified in the
RA 9184

7.The BAC will

declare failure of None 1 Day BAC Secretariat/ TWG

bidding if all the Members, Procurement
bids were greater Office/ BAC Office
than the ABC and
will proceed to the
reviewing of
bidding
documents.
If it happens to
have a second
failure of bidding,
the BAC shall
proceed to

Negotiated
Procurement to
process the
project/request.
8. The attendance of the 8. The BAC None 1-2 Days BAC, TWG Members,
bidder, while not Members together BAC
mandatory, is with the TWG, Secretariat, Enduser,
encouraged. Enduser and Observer,
BAC Procurement Office/ BAC
Secretariat shall Office/ Concerned Offices
conduct Post
Qualification of the
bidder with Lowest
Calculated Bid

9. Within ten (10) 9.The BAC None 1-15 Days BAC Members, BAC
calendar days from Secretariat shall Secretariat, Procurement
receipt of the Notice issue the Notice of Office Head, University
of Award, the Award signed by President (HOPE), BAC
winning bidder shall the HOPE to the Office/Procurement
formally enter into winning bidder Office/ Office of the
contract with the after the University President
Procuring Entity Resolution has
been approved and
require them to
post the required
Performance
Security before
signing the contract
10. The
University as the
Procuring Entity
shall enter into

contract with the None 1-10 Days BAC Members, BAC

winning bidder Secretariat, Procurement
provided Office Head, University
that all the President (HOPE), BAC
documentary Office/Procurement Office/
requirements are Office of the
complied with and University President
be submitted to the
BAC Secretariat

10.1 The BOR 1-30 Days

None
approves or
disapproves the
contract when Board of Regents
further approval of
higher authority
(Board of Regents)
is required.

11. The BAC None 1-7 Days BAC Secretariat/ TWG

Secretariat shall Members, Procurement
prepare Office/ BAC Office
Contract (for
Infrastructure and
Services);
Procurement
Officer shall
prepare
Purchase Order for
Goods.
12. The

supplier/contract or 12.The BAC None 1-7 Days BAC Secretariat/ TWG

is given 7 days to Secretariat shall Members, Procurement
start the project issue Notice to Office/ BAC Office
Proceed to the
winning bidder
after signing the
approved contract

TOTAL Total fees to be 76 Days and

paid will depend 51 Minutes
on the
equivalent
approved
budget for the
contract
 Supply Office
Internal Services

1. REQUISITION OVER THE COUNTER

Brief Description of the Service

This service covers the requisition of over the counter transactions and applies in all campuses of the
University
Office or Division: Supply Office

Classification: Simple Transactions

Type of Transaction: G2G-Government to Government

Who may avail: University Personnel/Campuses/Offices/College Departments/Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Requisition and Issue Slip (1 original copy) University Personnel/

Campuses/Offices/College Departments/Units
 CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON
BE PAID
ING TIME RESPONSIBL
E

1. University personnel/ 1. The Supply None 2 Minutes Supply Officer

campuses/offices/ Officer IV approves the IV, Supply Office
college submitted requisition and
departments/units issue slip
will fill-up and submit Assigned
1.1 The Supply Office
the original copy of None 6 Minutes Supply
checks and prepares the
requisition and issue Personnel of the
availability of requested
slip to the Supply day, Supply
item
Office Office

2. Concerned 2. The Supply Office will None 15 Minutes Assigned

personnel/offices/ issue the requested Supply
college supplies (if available) to the Personnel of the
departments/units concerned day, Supply
receives the requested personnel/offices/college Office
items from the Supply departments/units
Office

None 2 Minutes Assigned

3. The Supply Office
Supply
maintains the record of
Personnel of the
transaction as per
day, Supply
forms Office

TOTAL None 25 Minutes

 University Building Maintenance and Office of
General Services
Internal Services

1. PROCEDURES IN REQUEST FOR REPAIR AND MAINTENANCE

Brief Description of the Service

This service includes process of this department of different areas and activity of repair and
preventive maintenance such as the following:

Electrical

Plumbing

Carpentry

Iron Works

Air-conditioning

Printing

Equipment and Fixtures

Office or Division: University Building Maintenance and Office of General Services

Classification: Highly Technical Transactions

Type of G2G- Government to Government

Transaction:

Who may avail: University Personnel/Campuses/Offices/College Departments/Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Job-Order form (2 original copies) Forms are available at the University

Building Maintenance and Office of
General Services University Personnel
 CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON
TO BE RESPONSIBLE
ING TIME
PAID

1. The concernedThe Director of the None 3 Minutes Director,

personnel or University Building and University
offices shall fill up and Maintenance and Office of Building
submit the form to General Services approves Maintenance and
the University the submitted form. Office of General
Building Services
1.1 University Building
Maintenance and
Maintenance and Assigned
Office of General
Office of General Services Personnel,
Services 30
assigns specific personnel None University
Minutes
to conduct a pre- Building
Maintenance and
Office of

inspection General
Services
1.2 The assigned personnel
of University Building 20
Maintenance and Minutes
None Assigned
Office of General Services
Personnel,
prepares the inspection
University
report
Building
1.3 The University Building Maintenance and
Maintenance and Office of Office of General
General Services gathers Services
2 Hours
the material needed None
2. If the materials needed 2.The Office of the None 5 Minutes Assigned
is not available the University President Personnel of the
requestor shall fill up transmits the approved Office of the
the purchase request purchase request form to University
form and submit to the Procurement Office President, Office
the office of of the University
university president President
for the approval 2.1 The Procurement
Office prepares the item/s None 5 Days
listed in the approved Assigned
purchase request Procurement
Personnel,
Procurement
2.2 The University Building Office
Maintenance and Office of
General Services proceed
None 3 Days (may Assigned
with the repair of works
vary Personnel,
according to University
scope of Building
work) Maintenance and
Office of
General
Services
3. If the materials needed
is available the 20
Minutes Assigned
requestor shall fill up None Personnel of
and submit the Supply Office,
Requisition and 3.The Supply Office Supply Office
Issue Slip to the prepares the item/s
Supply Office requested by the
requestor. Assigned
3 Days (may
Personnel,
vary
University
3.1The University Building None according to
Building
scope of
Maintenance and Office of Maintenance and
work)
General Services proceeds Office of
with the repair of works. General
Services

TOTAL None 11 Days, 3

Hours and
18 Minutes
(may vary
according to
scope of
work)
 Offices under the Office of the University Vice
President for Research, Extension, And Training
Services

Office of the University Training Services

External Services
1. TRAINING SERVICES PREPARATORY PHASE

Brief Description of the Service

This procedure covers the detailed step from receipt of the request letter to signing of
Memorandum of Agreement between NEUST and the requesting party/client
Office or Division: Office of the University Training Services Department

Classification: Complex Transactions

Type of Transaction: G2C-Government to Government

Who may avail: University Faculty

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Request Letter, Training Design, Memorandum of University Faculty, University Vice-

Agreement. (1copy) President, Office of the Vice
President for Research Services

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. Submit request to the 1. Receive request None 1 Minute Assigned

Office of the University Personnel, Office of
President the President
1.1 Review the availability of None 3 Minutes OVPRET
the Training Services
requested training Department

1.2 Notify the Client, If None 2 Minutes Assigned

available Personnel,
Training
Services
1.3 Preparation of Training None 2 Hours Department
Design

1.4 Evaluation of Training None 1 Hour Training

Design Services
Director,
Training
1.5 MOA Signing if
Department
approved

Client, Budget
None 5 Minutes
Officer,
OVPRET,
University
President

1.6 Filing of Records None 5 Minutes Assigned

Personnel,
Training
Services
Department

TOTAL None 3 Hours and

16
Minutes
 Office of the University Research Services
Internal Services

1. PROCEDURE IN INTERNAL FUNDING

Brief Description of the Service

This procedure covers the conduct of institutional in-house review for completed and research proposals
from the scheduling to evaluation and documentation of the activity and applies to all University campuses.
 CLIENT STEPS AGENCY ACTIONS FEES PROCESSING PERSON
TO BE TIME RESPONSIBLE
PAID

1. The faculty or researcher 1. Review of the None 1 Day

will submit the capsule Proposal by the
Proposal to the College/Campus Unit Head
Campus/College
Research Services
1.1 Capsule Proposal Unit Head
Department
Accepted

2. The faculty or researcher 2. Evaluation of entries None URTC/ UREC

will prepare the Detailed
Research Proposal

5 Days

3. Presentation of the None 1 Day

Proposal during the In-
House Review

3. Evaluation of the
Proposal URETC

4. Revision of Proposal 4. Evaluation of the None 2 Minutes URETC

Revised Proposal
Approved

5. Endorsement of the 5. Receive Proposal None 2 Minutes

Proposal to the VPRET
 6. Endorsement of the None 2 Minutes Research
Proposal to the Director,
VPRET Research
Services
Department
7. Endorsement of the None 2 Hours VPRET, Office of
Proposal Approved the VPRET

8. Submission of 8. Filing Records None 5 Minutes DCO, Research

Services
Research Conducted
Department

TOTAL 7 Days

2 hours

16 Minutes
2. REQUEST FOR PUBLICATION INCENTIVES

Brief Description of the Service

This service covers the receiving, recording, taking actions/decisions and releasing of documents from
external agency or within the University Office/Offices to include any form of requests, invitation
letter, payroll, purchase request, etc.
Office or Division: Office of the University Research Services

Classification: Complex Transactions

Type of Transaction: G2C-Government to Government

Who may avail: University Faculty, Student of University

CHECKLIST OFREQUIREMENTS WHERE TO SECURE

Letter Request, Notice of Publication, Copy of Published University Faculty, Student of University
article. (1 copy)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE RESPONSIBLE
ING TIME
PAID

1. Preparation of Capsule None 1 Hour Researcher(s)

Proposal
2. Submission of the 2. Request received None 2 Minutes Researcher(s)
Request to the
Research Director 2.1 Submission of the
Request to Budget
Officer None 2 Minutes Research
Department

2.2 Forward the request to

VPRET for approval
None 5 Minutes
(Approved) Budget Officer,
Budget Office
2.3 Forward the request
to the University None 5 Minutes
President Office of the Vice
President for
2.4 Notify the researcher if Research
approved None 10 Services
Minutes
2.6 Filing of Records Research
Department
None 5 Minutes
DCO

TOTAL 8 Minutes
 Office of the University Extension Services
External Services

1. PROVISION /DELIVERY OF UNIVERSITY EXTENSION SERVICES

Brief Description of the Service

One of the major functions of NEUST is to provide extension services to the target clienteles who
are considered marginalized sector of society. The services maybe in the forms of training, technical
assistance, consultancy /advisory services, technology demonstration, etc. Hence, interested parties may
file a written request to the University for the provision/delivery of extension services.

Office or Division: Extension Services Department under the Vice President for Research,
Extension and Training (OVP-RET)

Classification: Highly Technical Transactions

Type of Transaction: G2C-Government to Citizens; or

G2B-Governmnt to Business (Social Enterprises); or G2G-Government to
Government
Who may avail: Individuals, Groups (Religious, NGOs, POs, Coops), Local
Government Units, National Government Agencies/Institutions,
GOCCs, Government Employees/Officials

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter Request (1 copy) Requesting entity

Local Legislative Resolution (in case of LGUs);

Board Resolution as the case may be

CLIENT STEPS AGENCY ACTIONS FEES TO PROCESS PERSON

BE PAID RESPONSIBLE
ING TIME

1. Submit request to the 1. Receive request None 2 Minutes Assigned

Office of the University Personnel of the
President Day, Office of the
President
 2. The Office of the None 10 Assigned
President acts on the Minutes Personnel of the
request and forward the Day, Office of the
same to the OVPRET President

3. OVP-RET endorses None 1 Hour OVP-RET and

the letter Request/ Personnel of
Resolution to the concerned
concerned College/Campus
College/
Department/Campus for
appropriate action thru
the Directors of
Research, Extension and
Training as the case may
be
4. Concerned offices None 2 Days Concerned RET
prepare appropriate Project Department
Proposal for review
of the OVP-RET
5. Office of the None 2 Hours Assigned
President approves the Personnel of the
Proposal Day, Office of the
President

6. Meeting between and

among clients, RET Staff, and 6. RET to discuss the None 2 Hours RET Staff and
Extension approved Request and the Extension Head of
Head of concerned corresponding Project Campus/
College/Campus through Proposal College
online meeting and face-to- concerned
face
7. Participation in the 7. Notify Honoraria per Depending upon RET
delivery of services: Proponent approved the nature of the Department/
Implementation of the 7.1 Inform expert research, project proposal College/
Project (location of schedule and nature extension (per approved Campus
depends on the of transaction manual project proposal)
project) 7.2 Actual conduct
of project

8. Participation in the 8. Actual visit and Travel expenses 4 Hours RET Department/
Monitoring of Project online meeting of
College/
(location depends on concerned personnel
the project) from RET Campus
Departments
9. Participation in the 9. Preparation and None 2 Hours Concerned RET
a. Department/
Reporting to the RET submission of report
Department College/
Campus

TOTAL 7 Days

2 hours

16 Minutes
 FEEDBACK AND COMPLAINTS MECHANISM

FEEDBACK AND COMPLAINTS MECHANISM

Answer the client feedback and drop it at the designated drop

box at the Public Assistance and Complaint Desk and
other designated areas or by downloading and submitting
How to send feedback? online the Client Satisfaction Form at the NEUST website
www.neust.edu.ph.
Contact Info: (044) 463-0226

Every Friday, the two (2) Chief Administrative Officers

(CAOs) open the drop box, compile and record all feedback
submitted. The CAOs may seek the help of MIS personnel for
feedbacks sent online and other non-teaching staff in various
campuses for this purpose. Feedback requiring answers are
forwarded to the relevant offices and they are required to
answer within three (3) days from receipt of the feedback. The
How feedbacks are answer of the office is then relayed to the citizen/ student/
clients through the Publication and Public Affairs Office.
processed?
For inquiries and follow-up clients may contact the following
telephone number (044) 463-0226; 09178943690;
09257314636; 09257806610
 Answer the client Complaint Form and drop it at the
designated drop box at the Public Assistance and Complaint
Desk and other designated areas.

Complaint can also be filed using telephone. Make sure to

provide the following information:

How to file a complaint? - Name of person being complained

- Incident
- Evidence

For inquiries and follow-ups, clients may contact the following

number: (044) 463-0226

The Compliant Officers (The two CAOs) open the complaint

drop box on a daily basis and evaluate each complaint.

Upon evaluation the Complaint Officer shall start the

investigation and forward the complaint to the relevant office
for their explanation.

The compliant officer will create a report after the

How complaints are investigation and shall submit it to the Head of Agency for
processed? appropriate action. The Complaint Officers will give the
feedback to the client.

For inquiries and follow-ups, clients may contact the following

telephone number: (044) 463-0226;
09257314636; 09257806610

ARTA: [email protected]
: 1-ARTA (1-2782)
Contact Information of PCC : 8888
CCB, PCC, ARTA CCB : 0908-881-6565 (SMS)
: 1-6565
: [email protected].
 LIST OF OFFICES IN THE UNIVERSITY

LIST OF OFFICES

Contact
Office Address
Information
2nd Floor Administration
Building NEUST Main Campus, (044)4630226
Office of the UNIVERSITY PRESIDENT
General Tinio Street,
Cabanatuan City

2nd Floor Administration

Building NEUST Main
Office of the EXECUTIVE VICE PRESIDENT 09054329574
Campus, General Tinio
Street, Cabanatuan City

2nd Floor Administration

Office of the VICE PRESIDENT for Academic Building NEUST Main
09328804363
Affairs Campus, General Tinio
Street, Cabanatuan City

2nd Floor Administration

Office of the VICE PRESIDENT for Building NEUST Main
09988633132
Research, Extension and Training Campus, General Tinio
Street, Cabanatuan City

2nd Floor Administration

Office of the VICE PRESIDENT for Building NEUST Main
Administration, Business and Finance Campus, General Tinio 09054329574
Street, Cabanatuan City

2nd Floor Administration

Building NEUST
Office of the CAMPUS DIRECTOR, NEUST
Sumacab Campus, 09088601710
Sumacab Campus
Sumacab Sur,
Cabanatuan City
 1st Floor CICT Building
Office of the CAMPUS DIRECTOR, NEUST San NEUST San Isidro
09273766167
Isidro Campus Campus, San Isidro
Nueva Ecija

1 st Floor Administration
Building, NEUST Gabaldon
Office of the CAMPUS DIRECTOR, NEUST Campus, Gabaldon, Nueva
0988567360
Gabaldon Campus Ecija

1st Floor Administration

Building, NEUST Fort
Office of the CAMPUS DIRECTOR, NEUST Fort Magsaysay Campus,
09285247996
Magsaysay Campus Brgy Militar (Fort
Magsaysay), Palayan
City

NEUST Atate Campus,

Office of the CAMPUS DIRECTOR, NEUST Atate Brgy Atate, Palayan
09151141165
Campus City

1st Floor , QA Building,

Office of the DIRECTOR, Off Campus NEUST Sumacab
Program – Northern Nueva Ecija Campus, Sumacab 09333788830
Sur, , Cabanatuan City

1st Floor Administration

Office of the DIRECTOR, Off Campus Building, NEUST Main
09778146801
Program – Southern Nueva Ecija Campus, General Tinio
Street, Cabanatuan City
 2nd Floor LTC Building,
NEUST Main Campus,
Office of the DEAN, Graduate School 09162827371
General Tinio Street,
Cabanatuan City

2 nd Floor College of
Engineering NEUST Sumacab
Campus, Sumacab Sur,
Office the DEAN, College of Engineering 09173090411
Cabanatuan City

2nd Floor College of

Office the DEAN, College of Architecture Building,
Architecture NEUST Sumacab 09228279122
Campus, Sumacab Sur,
Cabanatuan City

2nd Floor College of

Education Building,
Office the DEAN, College of Education
NEUST Sumacab 09989918028
Campus, Sumacab Sur,
Cabanatuan City

3rd Floor LTC Building,

NEUST Main Campus,
Office of the DEAN, College of Nursing 09328530867
General Tinio Street,
Cabanatuan City

College of Agriculture
Building, NEUST
Office of the DEAN, College of Agriculture 09212768294
Gabaldon Campus,
Gabaldon, Nueva Ecija
 1st Floor College of
Criminology Building,
Office of the DEAN, College of Criminology NEUST Sumacab 09778501193
Campus, Sumacab Sur,
Cabanatuan City

1 st Floor College of
Industrial Technology
Building, NEUST Main
Office of the DEAN, College of Industrial
Campus, General Tinio 09328588761
Technology
Street, Cabanatuan City

2nd Floor College of

Information and
Office of the DEAN, College of Communication
Information and Communication Technology Building 09328718569
Technology NEUST Sumacab
Campus, Sumacab Sur,
Cabanatuan City

2nd Floor College of

Management and
Office of the DEAN, College of Business Technology
Management and Business Building NEUST 09328807261
Technology Sumacab Campus,
Sumacab Sur,
Cabanatuan City

2nd Floor Physical

Fitness Building, EUST
Office of the DIRECTOR, Institute of Physical
Sumacab Campus, 09329842682
Education
Sumacab Sur,
Cabanatuan City
 1st Floor Quality
Office of the DIRECTOR, Curriculum Assurance Building,
09174040070
Development and Evaluation NEUST Sumacab
Campus, Sumacab Sur,
Cabanatuan City
3 rd Floor Administration
Buildinbg, NEUST Main
Campus, General Tinio
Office of the LIBRARIAN, University Library 09175966317
Street, Cabanatuan City

1st Floor Administration

Office of the DIRECTOR, Office of
Building, NEUST Main
Admission and Registration 09052255989
Campus, General Tinio
 Registrar, Office of the Registrar
Street, Cabanatuan City

1st Floor LB Building,

Office of the DIRECTOR, Office of Student
NEUST Main Campus,
Affairs and Services 09056758834
General Tinio Street,
Cabanatuan City

1st Floor NSTP Building,

Office of the DIRECTOR, National NEUST Sumacab
09329842682
Service Training Program Campus, Sumacab Sur,
Cabanatuan City

2 nd Floor ILCO Building,

Office of the DIRECTOR, Center for
NEUST Sumacab
On-The-Job-Training and Career 09175660883
Campus, Sumacab Sur,
Development
Cabanatuan City
 2nd Floor Museum
Office of the DIRECTOR, Center for Building, NEUST
Literary, Culture and the Arts Sumacab Campus, 09054349603
Development Sumacab Sur,
Cabanatuan City

1st Floor, Back of Grand

Stand NEUST
Office of the DIRECTOR, Center for
Sumacab Campus, 09275773444
Sports Development
Sumacab Sur,
Cabanatuan City

2nd Floor Administration

Building, NEUST
Office of the DIRECTOR, Extension Services
Sumacab Campus, 09988633132
Department
Sumacab Sur,
Cabanatuan City

1st Floor Ortiz Building,

NEUST Sumacab
Office of the DIRECTOR, Training 09274778392
Campus, Sumacab Sur,
Services Department
Cabanatuan City

1st Floor LTC Building

NEUST Main Campus,
Office of the DIRECTOR, Data Analysis Center 09169488931
General Tinio Street,
Cabanatuan City

Office of the DIRECTOR, Planning and

Development Office 2nd Floor Administration
Building, NEUST Main
 Head, Disaster Risk Reduction Management Campus, General Tinio 09498878906
Unit Street, Cabanatuan City
 Head, Pollution Control and Climate
Change Mitigation Unit
 1st Floor Administration
Office of the DIRECTOR, International and Building, NEUST Main
09778146801
Domestic Institutional Linkages Office Campus, General Tinio
Street, Cabanatuan City

Faculty Room, College of

Engineering Building, NEUST
Office of the DIRECTOR, Learning and Sumacab Campus, Sumacab
09171400274
Development Center Sur, Cabanatuan City

2nd Floor Administration

Office of the DIRECTOR, Management Building, NEUST Main
09430660770
Information System Office Campus, General Tinio
Street, Cabanatuan City

2nd Floor Administration

Building, NEUST Main
Office of the HEAD, Publication and
Campus, General Tinio 09178943690
Media Affairs Unit
Street, Cabanatuan City

Civil Security Unit

Office, NEUST Main
Office of the CHIEF, Civil Security Unit 09988817605
Campus, General Tinio
Street, Cabanatuan City

2nd Floor Administration

Building, NEUST
Office of the DIRECTOR, Infrastructure
Sumacab Campus, 09088601710
Development Office
Sumacab Sur,
Cabanatuan City
 1st Floor LB Building,
Office of the HEAD, Internal Audit Services NEUST Main Campus,
09672578880
Unit General Tinio Street,
Cabanatuan City

2 nd Floor Administration
Building, NEUST Main
Office of the LEGAL OFFICER, Legal Services Campus, General Tinio
09176292216
Office Street, Cabanatuan City

NEUST Chapel, Left

Wing, NEUST
Office of the DIRECTOR, Moral
Sumacab Campus, 09358227866
Recovery and Spiritual Uplift Program
Sumacab Sur,
Cabanatuan City

1st Floor LB Building,

Office of the DIRECTOR, Gender and NEUST Main Campus,
09268382783
Development Center General Tinio Street,
Cabanatuan City

2nd Administration
Building, NEUST Main
Office the DIRECTOR, Alumni Affairs Office 09268382783
Campus, General Tinio
Street, Cabanatuan City

1st Floor Administration

Office of the CHIEF ADMINISTRATIVE OFFICER Building, NEUST Main
09257314636
(Administrative) Campus, General Tinio
Street, Cabanatuan City
 2nd Floor LB Building,
Office of the DIRECTOR, Building NEUST Main Campus,
09175564449
Maintenance and General Services Unit General Tinio Street,
Cabanatuan City

1st Floor Administration

Building, NEUST Main
Campus, General Tinio
Office of the DIRECTOR, Health Services Unit 09171736676
Street, Cabanatuan City

Office of the DIRECTOR, Auxiliary Services

Office 1st Floor Administration
Building, NEUST Main
09293624258
 Head, Motor pool and Transportation Services Campus, General Tinio
Unit Street, Cabanatuan City
 Head, Printing Services Unit

1st Floor Administration

Office of the Human Resource Management Building, NEUST Main
09228142850
Officer Campus, General Tinio
Street, Cabanatuan City

1st Floor LTC Building,

Office of the HEAD, Supply and Property NEUST Main Campus,
09263406313
Management Unit General Tinio Street,
Cabanatuan City

1st Floor LB Building

NEUST Main Campus,
Office of the HEAD, Procurement Services Unit 09338634092
General Tinio Street,
Cabanatuan City
 2nd Floor Administration
Building, NEUST Main
Office of the HEAD, Records Management Unit 09177943394
Campus, General Tinio
Street, Cabanatuan City

Office of the DIRECTOR, Office of

Production 1 st Floor LTC Building,
 Head, Corporate and Business Affairs NEUST Main Campus,
Division General Tinio Street,
 Head, Product Development, Cabanatuan City 09662396545
Fabrication and Commercialization
Division
 Head, Agricultural and Food Production
Division

1st Floor Administration

Office of the CHIEF ADMINISTRATIVE OFFICER Building, NEUST Main
09257806610
(Finance) Campus, General Tinio
Street, Cabanatuan City

1st Floor Administration

Building, NEUST Main
Office of the ACCOUNTANT, Accounting Office
Campus, General Tinio 09178999294
Street, Cabanatuan City
 1st Floor Administration
Office of the BUDGET OFFICER, Budget Building, NEUST Main
09477106195
Office Campus, General Tinio
Street, Cabanatuan City

1st Floor Administration

Building, NEUST Main
Office of the CASHIER, Cashier’s Office 09332873457
Campus, General Tinio
Street, Cabanatuan City

1st Floor Administration

Office of the DATA PRIVACY Building, NEUST Main
09778146801
OFFICER, University Data Privacy Office Campus, General Tinio
Street, Cabanatuan City

1st Floor LB Building,

Office of the PRESIDENT, University
NEUST Main Campus,
Student 09190006544
General Tinio Street,
Government
Cabanatuan City

1 st Floor Administration
Building, NEUST Main
Office of the PRESIDENT, NonTeaching Campus, General Tinio
09167657800
Personnel Association Street, Cabanatuan City
 2nd Floor LTC Building,
Office of the PRESIDENT, Faculty and Staff NEUST Main Campus,
09155595698
Union General Tinio Street,
Cabanatuan City

Office of the PRESIDENT, Pinag-isang Beside NSTP Bulding,

Samahan ng mga Alumni ng NEUST NEUST Sumacab
09176314892
(PAGASA-NEUST), Campus, Sumacab Sur,
Inc. Cabanatuan City

2nd Floor Administration

Office of the SECRETARY, Board of Building, NEUST Main
0955041227
Regents Campus, General Tinio
Street, Cabanatuan City

2nd Floor Administration

Office of the EXECUTIVE Building, NEUST Main
09296420140
SECRETARY, Office of the President Campus, General Tinio
Street, Cabanatuan City

2nd Floor Administration

Office of the SECRETARIAT, Administrative Building, NEUST Main
0929420140
Council Campus, General Tinio
Street, Cabanatuan City

2nd Floor Administration

Office of the SECRETARIAT, Building, NEUST Main
09455963661
Academic Council and Editing Unit Campus, General Tinio
Street, Cabanatuan City
 2nd Floor Administration
Office of the SECRETARIAT, Building, NEUST Main
09455963661
Academic Council and Editing Unit Campus, General Tinio
Street, Cabanatuan City

2nd Floor Administration

Building, NEUST Main
Office of the SECRETARIAT, Bids and Campus, General Tinio
09107675541
Awards Committee Street, Cabanatuan City
 University/College Code

Republic of the Philippines

NUEVA ECIJA UNIVERSITY OF SCIENCE AND TECHNOLOGY
Cabanatuan City

Code Neust
PREFACE
In 1908, from its humble beginning, the Nueva Ecija University of Science and Technology (NEUST)
which was then Wright Institute offering vocational courses progressed into a university and since then
produced thousands of graduates and professionals in the region by means of providing advanced
instruction, professional training and leadership in the different fields through its graduate, undergraduate
and short-term technical courses. Today, the University continuously strives to realize the mission it had
stood for.

As in any field of work, the NEUST Code is formulated to serve as a basis for decisions and

parameters for plans and programs of the NEUST. It provides binding requirements to make the delivery of
services to stakeholders effective and efficient. Rules and procedures were instituted and revisions were
made to align the University with the changing course of socio-cultural, economic and political events
affecting education and influencing society as a whole.

This manual is comprised of 74 general provisions including specific areas of concern. Said provisions are
naturally founded on legal basis and guaranteed with decisions by the Governing Board of the University.
Matters arising in the four-fold functions of the University which are instruction, research,
 extension and production, and issues affecting students, the faculty members and administrative
personnel can be set straight with the specific provisions contained therein. Duties, functions and
responsibilities of administrative officials, teaching and non-teaching staff of offices or units are clearly
described to set the limits of their powers and authorities not to mention, the rights and privileges that are
legally provided thereof.

The Executive Committee composed of the University President, the Vice President for Academic
Affairs and the Vice President for Administration, Business and Finance are instrumental in the deliberation
up to the finalization of this manual. The Committee is committed to stand for what is rational and judicious
and is also agreeable to revisions as may be needed under obtaining circumstances.
 Table of Contents

PREFACE.............................................................................................................................................
Table of Contents..................................................................................................................................
ACRONYMS........................................................................................................................................
DEFINITION OF TERMS...................................................................................................................

Chapter 1

General Provisions .......................................... 13

Chapter 2
Declaration of Policy and Objectives .............. 14
Chapter 3
The Government of Nueva Ecija University
of Science and Technology .............................. 15

Chapter 4 The Institution of Administrative Council …… 27

Chapter 5

The Institution of Academic Council ............... 28

Chapter 6
Officers of the Administration of the
University ……………………………………. 30
Chapter 7
The Board of Visitors ………………………... 46
Chapter 8
Terms and Conditions of Employment
of Academic Staff……………………………. 46
Chapter 9
Research Services ……………………………. 55
Objectives, Priorities and Strategies of
Research and Development in the
University ………………………… 56
Mechanics of Implementation………… 69
Guidelines on the Classification and
Selection and Privileges of
 Researchers …………………………… 76
Chapter 10
Extension Services …………………………… 86
Chapter 11
Other Activities……………………………….. 88
Chapter 12
Faculty Directory …………………………… 88
Chapter 13
Physical Exam ………………………………. 89
Chapter 14
Leave Privileges …………………………….. 90
Section 1. General Provisions …………… 90
Section 2. Vacation/Sick Leave …………. 91
Section 3. Teacher’s Leave ……………… 95
Section 4. Maternity Leave of Absence …. 96
Section 5. Sabbatical Leave …………….. 98
Section 6. Study Leave ………………….. 98

Section 7. Terminal Leave ………………. 99

Section 8.
Rehabilitation Leave for Job Related Injuries ………………. 101
Section 9. Paternity Leave ………………. 101

Section 10. Special Leave Privilege ……... 102

Chapter 15

Insurance ……………………………………. 103

Chapter 16

Retirement Privileges of Academic Staff …… 104

Chapter 17

Award of Merit ………………………………. 105

Chapter 18

Housing and Guest House …………………… 105

 \

Chapter19

Coursing of Communication ………………… 106

Chapter 20

Suspension and Removal …………………… 106

Chapter 21

Appointment of the Administration Staff …… 107

Chapter 22

Provisions on Compensations ………………… 109

Business and Financial Administration ……………. 111

Chapter 23

Administration of the University Property ……. 111

Section 1. Supervisions of Building and

Grounds ……………………….. 111

Section 2. Use of Buildings and Premises …. 112

Section 3. Solicitation within the University’s

Building or Grounds ……………. 112

Section 4. Responsibility for Movable

Property …………………………. 113

Section 5. Use and Operation of Government

Motor Vehicle …………………… 113

Section 6. Administration of other related

Business Enterprises …………… 113

Chapter 24

Procurement and Requisition ………………….. 114

 Chapter 25

Bids for University Projects …………………… 114

Chapter 26

Sale and Disposal of University Property …….. 114

Chapter 27

University Budget …………………………….. 115

Chapter 27

Internal Management Control Unit …………… 116

Chapter 29

Audit and Approval …………………………… 117

Chapter 30

Travelling Expenses ………………………….. 117

Chapter 31

Donations and Endowments ………………….. 118

Chapter 32

Investments …………………………………… 118

Chapter 33 University Publications ………………………… 119

Academic Calendar and Classes ……………………. 119

Chapter 34

Calendar ………………………………………. 119

Chapter 35

Schedule of Classes …………………………… 119

Chapter 36

Class Size …………………………………….. 120

Chapter 37

Dismissal and Change of Schedule …………… 120

Admission and Registration …………………………. 121

Chapter 38

Entrance Requirements ……………………….. 121

Chapter 39

Admission ……………………………………… 121

Chapter 40

Registration ……………………………………. 122

Chapter 41

Cross Registration ……………………………. 122

Chapter 42

Students and Classification …………………… 123

Chapter 43

Academic Load ………………………………. 124

Chapter 44

Class Attendance …………………………….. 125

Chapter 45

School Fees …………………………………… 125

Chapter 46

Refund of Fees ……………………………….. 126

 Curriculum Changes ……………………………….. 126
Chapter 47
Dropping of Subjects ………………………… 126

Chapter 48

Substitution of Subjects ……………………… 126

Chapter 49
Changing of Classes …………………………. 127
Chapter 50
Transfer of Students …………………………. 127

Examination Rules on Scholastic

Standing and Graduation …………………………. 127

Chapter 51
Basic Principles and Policies ………………… Chapter 127
52
Examination and Grades …………………….. 128
Chapter 53
Rules and Scholastic Standing ………………. 130

Chapter 54 134
Leave of Absence ……………………………..
Chapter 55
Graduation Requirements ……………………. 135
Chapter 56
Graduation with Honors ……………………… 136
Chapter 57
Commencement and Baccalaureate Exercises .. 137

Chapter 58

Academic Costumes ………………………….. 138

Chapter 59
Student Affairs ……………………………… 139
Section 1. Rights of Students ……………. 139
Chapter 60
Curricular Consultation Service …………….. 142
Chapter 61

Residence Hall/Dormitories …………………. 142

Chapter 62

Financial Aid to Students ……………………… 144

Chapter 63

Student’s Fiduciary Funds …………………….. 145

Chapter 64

Rental of Textbooks …………………………... 145

Chapter 65

Foreign Students ………………………………. 146

Co–curricular Activities ……………………………. 146

Chapter 66

The Student Council …………………………. 146

Chapter 67
Student Organization and Activities ………… 147

Chapter 68

Athletics …………………………………….. 148

Chapter 69
Convocations ……………………………….. 149
Chapter 70
Student’s Participation in Co-curricular
Activities ……………………………………. 149
 Chapter 71
Students Publications ……………………….. 150

Section 1. Statement of Principles ………. 150

Section 2. Organization and Recognition .. 150

Section 3. Philosophy, Aims and Objectives.. 151

Section 4. Selection and Qualification

Standards ……………………. 151

Section 5. Powers, Duties and Privileges

Of the Staff …………………… 153

Conduct and Discipline ……………………………. 153

Chapter 72

General Provisions …………………………….. 153

Chapter 73

Rules and Regulations on Student Conduct

And Discipline …………………………………. 155

Section 1. Norms of Conduct ………………. 155

Section 2. Basis of Disciples ……………….. 156

Section 3. Sanctions and Operative Effects… 157

Chapter 74

Amendment and Effectivity …………………… 175

 ACRONYMS

AWOL – Absence Without Leave

BOR – Board of Regents
CCE – Common Criteria for Evaluation
CHED – Commission on Higher Education
CSC – Civil Service Commission
DBM – Department of Budget and Management
GB – Governing Board
HEIs – Higher Education Institutions
IT – Information Technology
LUCs – Local Universities and Colleges
NEDA – National Economic and Development Authority
NEUST - Nueva Ecija University of Science and Technology
RAC – Research Area Chairperson
RETO – Research, Extension and Training Office
R & D – Research and Development
STRCS – Science and Technology Research Coordinating Section
SUCs – State Universities and Colleges
TERCS – Technological Education Research Coordinating Section
UPRCS – University Policy Research Coordinating Sections
URDO – University Research and Development Office
URG – University Research Grant
USG – University Student Government
 DEFINITION OF TERMS

Academic Freedom – a situation where free discussion, pursuit of knowledge and excellence and the progress
of society shall be protected and encumbered towards the existence of a true institution of higher learning
environment.

Branches – refers to units outside the main campus of the mother unit which are not autonomous.

“Laws of the Land” – refer to general enactment in force in the Philippines.

“Official Report” includes any factual narration in writing, report duly submitted to any proper authority in
the university by a faculty member, any member of the University Security Force, any officer of a college or
unit, or any officer of the university.

Policy – is a general plan of action that guides the members of the organization in the conduct of its
operation.

Students – include any person enrolled in any academic unit of the university on a regular part-time basis.
 Chapter 1

GENERAL PROVISIONS

Article 1. This document shall be known as Nueva Ecija University of

Science and Technology Code.

Article 2. The Nueva Ecija University of Science and Technology is a public non-sectarian institution of
tertiary and higher learning principally supported by state funds. It includes elementary and secondary
levels used as laboratory schools necessary to supplement or reinforce instruction in the tertiary level.

Article 3. R.A. 8612 converted the Central Luzon Polytechnic College into the Nueva Ecija University of
Science and Technology. As provided in the charter, the mission of the university is stated as follows:

1. To primarily provide advanced instruction, professional training in arts, science and technology,
education and other related fields,
undertake research and extension services, and provide progressive leadership in these areas
(Section 2); and,

2. To offer graduate, undergraduate and short-term technical courses within areas of specialization
and according to its capabilities, considering the needs of the province, the Region and the country
(Section 3).

The University therefore, ensures that the requirements of business, industry, services and other sector
of local, regional and national development for high quality professionals and highly skilled and
welleducated middle-level manpower are addressed.

The University’s vision of development is the recognition of this institution as the educational leader in
science and technology in Region III managed by committed and ethical public servants where:

1. a culture of excellence, high ethical standards and solidarity thrives and prospers in each of the
University’s academic and administrative departments and units; and
2. each college, institute and campus is a center of development and excellence in instruction,
research, extension services, production, sports and cultural development , transforming students,
alumni and other clientele into high quality, competent and ethical leaders, professionals and/or
middle level power in the fields of services, technology, education, management, arts and
technology-based education and training.

Article 4. Pursuant to section 8, Paragraph 2, Article XV of the Constitution of the Philippines, the NEUST
shall enjoy academic freedom. (Constitution of 1973; Presidential Decree No. 58).
 Article 5. The powers and responsibilities of NEUST shall be those set forth in its charter. It shall have the
general powers granted under the Corporation Code, and such other powers as may be further provided for
by law.
Article 6. The NEUST shall adopt its own official colors.

Article 7. The seal of NEUST shall be the design approved by the Board of Regents.

Chapter 2
DECLARATION OF POLICY AND OBJECTIVES

Section 1. Policy Statement

Article 8. Public Office is a public trust. Public officers and employees shall serve with the highest degree of
responsibility, integrity, loyalty, and efficiency, and shall remain accountable to the people. (P.D. 807, Art VI,
Sec. 15)

Article 9. NEUST shall aim to attain the following national development goals:

a. to achieve and maintain an accelerating rate of economic development and social

progress;
b. To assure the maximum participation of all the people in the attainment and enjoyment
of the benefit of such growth; and,
c. To achieve and strengthen national unity and consciousness and preserve, develop and
promote desirable culture, moral and spiritual values in a changing world. (Education Act
of 1982)

Section 2. Declaration of Objectives

Article 10. The University shall primarily provide advanced instruction and professional training in arts,
science and technology, education and other related fields, undertake research and extension services, and
provide progressive leadership in these areas.
 Article 11. The University shall offer graduate, undergraduate and short-term technical courses within its
areas of specification and according to its capabilities, as the Board of Regents may deem necessary to carry
out its objectives, particularly in order to meet the needs of the province and the region.

The existing high school shall be transferred to the jurisdiction and supervision of the Department of
Education. Provided, that the high school shall be allowed to remain within the campus of the University
until the students shall have completed their high school education. Provided further, that the University
may operate a reasonably-sized laboratory school, if it has a College of Education.

The University shall have the general powers of a corporation set forth in the Corporation Law. The
administration of the University and the exercise of its corporate powers shall be vested exclusively in the
Board of Regents.

Chapter 3
THE GOVERNMENT OF THE NUEVA ECIJA UNIVERSITY OF SCIENCE AND TECHNOLOGY

Section 1. The Governing Board

Article 12. The government of NEUST shall be vested in a Board of Regents of the University.

Section 2. Power and Duties of Governing Boards.

Article 13. The GBs of Chartered SUCs shall have the following powers and duties, in addition to its general
powers of administration and the exercise of all the powers granted to a Board of Directors of a corporation
under Section 36 of Batas Pambansa Blg. 68, otherwise known as the Corporation Code of the Philippines,
thus:

a) To enact rules and regulations not contrary to law as may be necessary to carry out the purposes
and functions of the university or college;
b) To receive and appropriate all sums as maybe provided for the support of the university or college,
in the manner it may determine and in accordance with its discretion, in order to carry out purposes
and functions of the university or college;
c) To receive in trust legacies, gifts and donations of real and personal properties of all kinds

and to administer and dispose the same when necessary for the benefit of the university or
college, subject to limitations, directions and instructions of the donors, if any. Such donations
shall be exempt from all taxes and shall be considered as deductible items from the income tax
of the donor.

In case of LUCs, they must first get the approval of their respective local government legislative
bodies before they apply with the CHED.
d) To fix the tuition fees and other necessary charges, such as but not limited to matriculation fees,
graduation fees and laboratory fees, as they may deem proper to impose, after due consultations
with the involved sectors.

i. Such fees and charges, including government subsidies and other income
generated by the university or college, shall constitute special trust funds and shall
be disposed in any authorized government depository bank, and all interest that
shall accrue therefrom shall form part of the same fund for the use of the
university or college. Provided, that income derived from university or college
hospitals be exclusively earmarked for the operating expense of the hospitals.

ii. Any income generated by the university or college from the tuition fee and other
charges, as well as from the operation of auxiliary services and land grants, shall be
retained by the university or college, and may be disbursed by its GB for instruction,
research and extension or other programs/projects of the university or college.
Provided, that all fiduciary fees shall be disbursed for this specific purposes for which
they are collected.
iii. If, for reasons beyond its control, the university or college shall not be able to pursue
any project for which funds have been appropriated and allocated under its
approved program of expenditures, its GB may authorize the use of said funds for
any reasonable purpose which in its discretion, maybe necessary and urgent for the
attainment of the objectives and goals of the university or college.

e) To adopt and implement a socialized scheme of tuition and greater access to poor but deserving
students;

f) 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. Purchases and other transactions entered into by the university or college
through its Governing Board (GB) shall be exempt from all taxes and duties.

i. This exemption may also be availed of by the private HEI’s and LUC’s provided they
comply with the second and third paragraphs of letter c hereof;

g) To appoint upon recommendation of the President of the university or college, the institution’s Vice
President(s), Deans, heads of departments, faculty members and other officials and employees;

h) To fix and adjust the salaries of faculty members and administrative officials and employees, subject
to the provisions for compensation and 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 provisions
of existing law to the contrary notwithstanding and to remove them for cause in accordance with the
requirements of due process of law;

i) To approve the curricula, institutional programs and rules of discipline drawn by the
administrative and academic councils as hereinafter provided;

j) To set policies on admission and graduation of students;

k) To award honorary degrees upon persons in recognition of their outstanding contribution in the
fields of education, public, service, arts, science and technology or in any field of specialization within
the academic competence of the university or college and to authorize the awards and certificates of
completion of non-degree and non- traditional courses;

l) To absorb non-chartered tertiary institution within the respective programs where their university or
college is located, in coordination with the CHED which must approve the same, and in consultation
with the Department of Budget and Management, and to offer therein needed programs or courses
in order to provide and carry out equal educational opportunities mandated by the Constitution;

m) To establish research and extension centers of their university or college whose such will promote its
development;

n) To establish chairs in the university or college and to provide the fellowships for faculty members and
scholarships to deserving students.

o) To delegate any of its powers and duties provided for herein above to the President and/or other
officials of the university or college as it may deem appropriate so as to expedite the administration
of the affairs of the university or college;

p) To authorize an external management audit of the university or college and request the CHED to
finance the same, and to institute reforms, including academic and structural changes, on the basis of
the audit results and recommendations.

q) To collaborate with the other GB’s of chartered SUCs within the province or region, under the
supervision of the CHED which must approve the same, and in consultation with the Department of
Budget and Management, and work towards their restructuring so that they will become more
efficient, relevant, productive and competitive;

r) 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 is to be
used for the development and strengthening of their the university or college;
s) To develop consortia and other forms of linkages with local government units, institutions and
agencies, both private and public, local and foreign, in furtherance of the purpose and objectives of
the university or college;

t) To develop academic arrangements for institution-capability building with appropriate institutions

and agencies, public or private, local or foreign and to appoint experts/specialists as consultants or
visiting or exchange, professors, scholars, researchers, as the case maybe;

u) To set up the adoption of modern innovative modes of transmitting knowledge such as the use of
information technology, the dual system, open learning laboratory, etc. for the promotion of greater
access to higher education.;

v) To establish policy guidelines and procedures for participative decision making, and transparency
within the university or college;

w) To privatize, where most advantageous to the university or college, the management of non-
academic services such as health, food, building or grounds or property maintenances and similar
such other activities; and

x) To extend services of the President or college, beyond the compulsory age of retirement but not later
than the age of seventy (70) whose performance has been considered outstanding and upon
unanimously been recommended by the Search Committee (SC) concerned.
 Article 14. The exercise of its corporate powers shall be vested exclusively in the Board of Regents
and the President of the institution in so far as authorized by said Board. The powers and functions of the
Board of Regents are as follows:

a) Exercise policy-making functions in accordance with the general policies, plans, and programs on
education as may be formulated by the Secretary of Education and the policies, plans and
programs on national and regional development that may be issued by the
National Economic and Development Authority, (P.D.
1437);

b) General powers set out in Section 36, Corporation Code of the Philippines and the administration
of the University;

c) Establish such internal organization as will best enable it to carry out its academic and
administrative functions, subject to the limitation of law, (Education Act of 1982) income
generated by the college shall constitute a special trust fund
for the exclusive use of the university, any provision of existing laws to the contrary
notwithstanding (PD 1437); and,

d) Authorize the construction and repair of its buildings, machineries, equipment and other facilities
and the purchase of necessary supplies, materials and equipment, any provision of law to the
contrary notwithstanding; Provided however, that the funds for the purpose

shall come from the authorized appropriation of the university (PD 1437).

Section 3. Membership and Officers

Article 15. Governing Boards (GB’s) – Henceforth the GB’s of chartered SUC’s shall be the Board of
Regents (BOR) for chartered
Universities and the Board of Trustees (BOT) for chartered State Colleges.
 Article 16. Composition. – except as hereinafter provided for, the GB’s of chartered SUC’s shall have the
following uniform composition, namely:

a) The Chairman of the Commission on Higher Education

(CHED) as Chairman;

b) The President of the chartered SUC as Vice Chairman;

c) The Chairman of the Committee on Education of the Senate, Congress of the Philippines as
member;

d) The Chairman of the Committee on Education, Culture of the House of Representatives, Congress
of the Philippines as member;

e) The Regional Director of the National Economic and Development Authority (NEDA) of the
particular region where the chartered SUC is located or in case where the chartered a SUC has
more than one (1) campus and they are situated in different regions, the Regional Director of the
NEDA of the region where the main campus of the chartered SUC is located as member;

f) The President/Chair/Head of the duly recognized Faculty Association (FA) of the chartered
SUC or the Federation
President/Federation Head thereof, as member;

g) The President/Chair/Head or the Federation President Chair/Federation Head of the Supreme

Student Council (SSC) /Student Government (SC) duly elected by the students of the chartered
SUC or if desired by the concerned students themselves, their GB student representative, who
shall be known as the Student Regent (SR) or Student Trustee (ST), as the case may be as duly
elected by them simultaneously with the election of their SSC/SG officers, as member.

h) The President/Chair/Head or the Federation President Chair/Federation Head of the duly

recognized Alumni
Association of the chartered SUC, as member; and,

i) Two (2) prominent citizens of the city or province where the chartered SUC is located or in
the case of the chartered SUC has more than one (1) campus situated in different provinces or
cities, where its main campus is located who have distinguished themselves in their
respective professions or fields of specializations, as members representing the private sector.
Article 17. Additional GB Members for Specialized Chartered
State College (SC’s) – The following specialized chartered SC’s shall have additional members to their GB’s
thus:

a) For a chartered State Science and/or Technological College, the Regional Director of the
Department of Science and Technology (DOST) of the region where it is located or in case it has
more than one (1) campus situated in more than one (1) region where its main campus is
located. For this purpose, a chartered polytechnic state college is a chartered science and/or
technological college;

b) For a chartered State Agricultural Collage, the Regional Director of the Department of Agriculture
(DA) of the region where the chartered state agricultural college is located or in case it has more
than one (1) campus located in more than one (1) region where its main campus is located;

c) For chartered SC’s located in an Autonomous Region or where its main campus is located in an
Autonomous Region, the Regional Chair of the Commission Higher Education for the
Autonomous Region or in the absence thereof, the Regional Secretary of Education for
Autonomous Region;

d) For the Philippine State College of Aeronautics, the Commanding General of the Philippine Air
Force (PAF) of the Armed Forces of the Philippines (AFP); and,

e) For the Philippine Merchant Marine Academy (PMMA) the Flag Officer-in-Command (FOIC) of the
Philippine Navy (PN) of the Armed Forces of the Philippines.

Specialized chartered State Universities (SUC’s) may have additional members in accordance with this
section depending upon the discretion of its GB.
 Article 18. The Board of Regents shall be composed of the CHED Commissioner, or his designate as
Chairman of the Board, the President of the University as Vice-Chairman, and of the following members: the
Philippine Senate Chairman, Committee in Education; the House of Representative Chairman, House
Committee on Higher and Technical Education Congress of the Philippines; the NEDA III Regional Director or
his representative; the DOST III Director or his representative; the DA III Director or his representative; the
Federated Alumni Association President; the Federated USG President; the Federated Faculty Association
President and two (2) prominent citizens who have professionally distinguished themselves in Cabanatuan
City or within the province of Nueva Ecija to be appointed by the BOR upon recommendation of the
President.

Article 19. Rights and Responsibilities of GB Members. – The GB members shall have all the normal rights
and responsibilities of a regular member of the Board of Directors/Board of Trustees of non-profit, non-stock
corporations.

The GB Chair, Vice-Chair and the members coming from the government have the right to sit as Chair,
Vice-Chair and as members thereof ipso facto upon their assumption into office. The right of the SSC/SG,
Faculty and Alumni Presidents/Chairs/Heads and or their
Federated Presidents/Chair/Heads, and of the Student Regent/Student Trustee to become members of the
GB’s shall automatically rise from their election and qualification into their respective office.

The private sector representatives must take their oaths as hereinafter provided for before they could
assume as GB members.

Article 20. Representatives of GB Members Coming from the

Government. The Chairman of the Congressional Committees on Education could not personally attend any
regular meeting or special session of the GB of a chartered SUC, they may designate in writing their
representatives to the said meeting/session which the latter should present to the GB Secretary before the
start of the said meeting or session.

The other GB members coming from the government shall personally attend the GB meetings/session and
may not send a representative.

In case the concerned government agency has no regional director and/or regional office, its agency head
shall accordingly designate in writing his agency’s representative to the GB(s).
 Article 21. Federated SSC/SG, Federated Faculty Association, and/or Federated Alumni Association. – In the
case of chartered SUC’s which have more than one (1) campus, their respective Presidents shall cause the
federation of their faculty associations, and their alumni association immediately after the effectivity of this
IRR and the duly elected Federation Presidents/Federation Chairs/Federation Heads shall represent their
respective sectors in their GB’s.
Article 22. Selection, Appointment and Qualifications of the two (2) GB Members Representing the Private
Sector.

a) Search Committee – A Search Committee (SC) shall be formed and constituted by the President of
the chartered SUC concerned. In consultation with the Chairman of the CHED, which shall take
charge of recruiting screening and recommending to its GB at least five (5) prominent citizens for
possible appointment.

The SC so constituted may devise its own procedures for the search.

b) Composition of SC – The SC to be formed and constituted by the President of the chartered SUC
concerned and to be approved by the CHED Chairman shall have five (5) members who shall elect
from among themselves their chair, provided that the faculty and student sector concerned shall be
represented in the SC;

c) Minimum qualifications and/or Standards for Private sector Representatives in the GB’s – no person
shall become a member of the GB of a chartered SUC representing the private sector unless he
meets the qualifications and/or standards set by its GB.

d) Results of search – The SC shall submit the names at least five (5) nominees to the GB within

thirty (30) days from the inception of its search in accordance with the procedures laid down by
the SC itself.

e) Selection – the GB concerned chartered SUC shall select the two (2) private sector representatives
from among the five (5) recommended/nominated by the SC, taking into consideration their
respective qualifications and the weight of their possible contribution vis-a-vis knowledge,
expertise and depth and breadth of experience to the deliberations of the GB and to the realization
of the mission of the university or college itself.

.
 f) f) Appointment – The two (2) duly appointed private sector representatives shall assume office
after taking their oaths before the CHED Chairman or before his duly designated representative.

The appointment papers which shall clearly state the start and end of their terms of office, shall
be signed by the CHED Chairman of the GB.

g) Assumption – The two (2) duly appointed private sector representatives shall assume office after
taking their oaths before the CHED Chairman before his duly designated representative.

Section 4. Tenure

Article 23. Terms of Office – The term of office of the President/Chairs/Heads or Federation
President/Chairs/Heads of the SSC/SC faculty and alumni associations and the Student Regents/Student
Trustees in the GB’s of Chartered SUC’s shall be co-terminus with their terms of office in such capacities in
accordance with their respective Constitution and By-Laws.

The two (2) private sector representatives shall serve for a term of two (2) years each. They may be
reappointed for another term only.

Section 5. Meetings/Sessions – The GB’s of chartered SUC’s may hold either regular meetings or special
sessions.

Article 24. Regular Meetings – The GB’s must regularly converge at least once every quarter.

Article 25. Special meeting of the Board may by called be the Chairman or the President of the institution.
Notice of meeting shall be issued by special messenger or telegram at least 48 hours prior to the meeting.
Matters for referenda may be submitted to the Board of Regents/Trustees at any time except fiscal and policy
issues.
Article 26. The meetings of the board as far as possible shall be held within the institution campus.
However, meetings may also be held when necessary in such other places as the Board may determine.

Section 6. Committees

Article 27. The Board of Regents may create such committees, standing or special, as it may deem

necessary for the proper performance of its functions.

Article 28. The President of the institution shall be ex-officio member of good standing of the Board.
 Chapter 4
THE INSTITUTION OF ADMINISTRATIVE COUNCIL

Section 1. Composition and General Functions of the Administrative Council.

Article 29. There shall be an Administrative Council of the College consisting of the President of the
University, and the Vice President(s), Deans, Directors and other officials of equal rank, president of faculty
group and non-academic personnel and the president of the student council as members, whose duty shall
be to formulate and implement policies governing the administrative management and development
planning of the University subject to approval by the Governing Board.

Chapter 5

THE INSTITUTION OF ACADEMIC COUNCIL

Section 1. Composition
Article 30. There shall be an Academic Council consisting of the President of the Institution as
Chairman and all faculty members from the rank of Assistant Professor (P.D. 1437)

Students shall be represented by the President of the Supreme Student Council or its equivalent in the
Academic Council in accordance with existing law. (Educational Act of 1982)

Section 2. Powers (P.D. 1437)

Article 31. The Council shall have the following powers:

a) To prescribe the course of study and rules of discipline, subject to the confirmation of the
Board of Regents/Trustees;
b) To fix the requirements for admission to any college or school of the institutions;
c) To fix the requirements for graduation and the granting of degrees;
d) To submit for confirmation to the Board of Regents and qualified to be recipient of degrees; and,
e) To exercise disciplinary power over the students, through its President or Executive Committee
within the limits of the rules of discipline prescribed by the Council and confirmed by the Board
of Regents.
 Section 3. Officers

Article 32. The President of the Institution shall be the presiding officer of the Academic Council. In his
absence, the Vice-President(s) shall preside, and in the absence of both, the next ranking officer shall preside.

Article 33. Any qualified member of the Academic Council can be designated secretary of the council by the
University President. It shall be his duty to issue the notices for meetings of the council, to keep the minutes
of its proceedings and to send to each member of the Council a copy of such minutes and attendance for
every regular meeting at least three days before a meeting.

Section 4. Meeting

Article 34. The Academic Council shall meet at such time as the president may determine provided that
there shall be one regular meeting each term. The President shall call a special meeting upon the written
request of at least one-fifth of the members of the Council.

Article 35. Every member of the Council shall be required to attend all its meetings, but any member may be
excused from attendance for justifiable reasons.

Article 36. Members of the faculty who have to attend Council meetings are authorized to assign some work
for their students to do within the meeting times.

Article 37. A quorum of the Council shall consist of a majority of its members.

Section 5. Amendments

Article 38. Save as to matters specifically provided for by law, the provision of the Chapter may be amended
at any regular meeting by a majority vote of council members present.

Section 6. Committees

Article 39. The Academic Council may create an Executive committee and such committees, standing or
special, as it may deem necessary and convenient for the proper performance of its functions.

Article 40. The President shall be the ex-officio member of every standing or special committee of the
council.
 Chapter 6

OFFICERS OF THE ADMINISTRATION OF THE UNIVERSITY

Section 1. The officers of Administration of the University shall be the President, the Vice President(s), the
Administrative Officer, the Finance and Management Officer, Campus Directors, Deans of College, heads of
Units, Board Secretary, the Registrar, and the Dean of the Student Affairs.

Section 2. The President of the University

Article 41. Leadership in the University is vested in the President who shall be the chief executive of the
University. He shall be qualified for the position and appointed for a term of four (4) years by the Board of
Regents upon recommendation of a Search Committee to be created by the same. In case of the vacancy,
reason of death, absence or resignation, the Board of Regents shall have the authority to designate an
Officer-In Charge of the University pending the appointment of the President (R.A. 8292 and R.A. 8612).

Article 42. He shall be ex-officio head of the University faculty and of the faculty of every college or campus
or any other unit of the University.

Article 43. He shall have general supervision of all business and financial operations of the University.

Article 44. All officers, members of the teaching staff and employees shall be responsible to, and under the
direction of the President.

Article 45. The President shall carry out the general policies laid down by the Board of Regents and shall
have power to act within the limits of said general policies. He shall direct or assign the details of the
executive action.

Article 46. He shall have the power to determine the agenda of all meetings of the Board of Regents, and all
academic councils, and of the Administrative Council; Provided however, that any member of the
Board/Administrative Council/ Academic Council shall be entitled to have any matter included in its agenda.

Article 47. He shall preside at commencement and other public exercise of the University, and confer such
degrees and honors as are granted by the Board of Regents. All diplomas and certificates issued by the
University shall be signed by the President of the University and attested by the Secretary, Registrar and
Dean/Director of the college concerned.
 Article 48. Should a permission or an authorization given to any person to engage in any work or activity
within the campus of the University be used by such person to arouse disloyalty to the Government of the
Philippines, or to discourage students from attending members or employees or to interfere directly or
indirectly with the discipline of the University, the President of the University shall, after due hearing, cancel
the privilege granted and thereafter prohibit him permanently from staying or remaining on the campus. The
President shall thereafter inform the Board of Regents of his action and the Board may take any action that it
may deem appropriate in connection therewith.

Article 49. He shall be the official medium of communication between the teaching force, employees and
students of the University on one hand, and the Board of Regents of Visitors, on the other.

Article 50. He shall appoint qualified and competent persons to fill all vacancies and new positions as per
approved criteria of recruitment of personnel upon recommendation of the appropriate recruitment board;
to make such appointment necessary to meet emergencies occurring between meetings of the Board so that
the work of the University will not suffer and to make special appointments as are permitted by the Board of
Regents.

Article 51. He shall exercise the following specific powers.

h) Acceptance of resignation and authorization of transfer of faculty members and employees

to be confirmed by the Board of Regents.

i) Grant or denial of leaves of absence with pay and without pay and/or extension of such
leaves or delegate the same to a duly authorized officer of the University.

j) Grant or denial of extension of fellowships or scholarships for a period of one (1) academic
year if the budget permits and for reasons he may deem satisfactory.

k) Approval of the retirement of members of the faculty and employees to be confirmed by the
Board of Regents.

l) Authority to renew appointments for not more than one year if the budget permits and the
service as necessary to make ad interim appointments when the need of the transferee with
proper compensation.

m) Authority to transfer/detail faculty members and employees from department or unit of the
University to another in accordance with their specialization, with the consent of the
transferee with proper compensation.
g) Authority to appoint, without the necessity of submitting to the Board for approval, qualified members of
the faculty as fellows of the University (full or partial) in order to enable them to pursue graduate studies
abroad; and to fix the financial assistance to any such fellows in accordance with the rules promulgated by
the Board of Regents and within the lump sum appropriated for fellowships.

n) Authority to grant or deny permission for members of the faculty to accept training grants,
fellowships, scholarships, assistantship, or invitation to conference sponsored by outside
agencies or organizations without any financial obligation on the part of the University
outside of the regular salary of the person concerned.

o) Authority to grant monthly gasoline allowance usually allowed to appointees/designees to

the position of Deans/Directors/Heads of Departments/Professors and Head of the Citizen
Military Training, provided he has a car and to grant temporary assignment of cars to
specified officials of the administration and commutable transportation allowance in lieu of
car assignment.

p) Supervision and control, through the Dean/Director of Student Affairs, over extracurricular
activities of students; and authority to issue adequate rules for the organization and
qualifications of officers thereof; and

q) Authority to promulgate such rules which in his judgment are necessary for the safekeeping
and proper disbursement of funds and property of all student organizations officially or
recognized, designating the persons whom he may authorize to examine and audit the account
pertaining to such funds or property.

The President shall inform the Board of Regents of the action taken by him in accordance with
the article; provided, however, that with respect to paragraph (e) and (h), the Board of Regents
may take any action that it may deem appropriate in connection therewith.

Article 52. He shall have the authority to change the leave status of the faculty from that of teachers leave
to that of cumulative leave.

Article 53. He shall hold officers, teachers and employees responsible to the full discharge of their duties. He
shall, after, consultation of the Deans/Director concerned, initiate the necessary disciplinary action against
the erring personnel before an appropriate investigating body.

Article 54. He shall prepare an annual report to the Board of Regents on the work of the past year and the
needs for the current year. He shall also present to the Board the annual budget of the University with
estimates of income and expenditures.
Article 55. He shall execute and sign in behalf of the University contracts, deeds and other instruments
necessary for the proper conduct of the business of the University. However, in regularly recurring
undertakings and transactions where his action is virtually ministerial conditions and terms thereof having
been fixed in the University’s existing regulations, and general laws, he may direct through appropriate
written instructions that approval is specified cases maybe in his behalf by officers of the administration or
heads of University offices or unit, subject to such safeguards as he may impose. All existing regulations
inconsistent herewith are abrogated.

Article 56. He shall have general responsibility for the enforcement of discipline in the University and for the
maintenance of satisfactory academic standards in all its units.

Article 57. He shall have the right to modify or disapprove any action or resolution of any college or school
faculty administrative body, if in his sound judgment the greater interest of the University so require. Should
he exercise such power, the President shall communicate his decision in writing to the body immediately
affected, stating the reason for his action and thereafter shall accordingly inform the Board of Regents which
may take any action it may deem appropriate in connection therewith.

Article 58. The President may invite, from time to time, scholars of eminence and other persons of
eminence who have achieved distinction in some learned profession or career to deliver a lecture or a series
thereof and for his purpose, he may authorize honoraria for such service, to be taken from the miscellaneous
fund and at rates determined by him, and approved by the Board of Regents.

Article 59. He shall have such other powers as are elsewhere provided in this Code or by the Charter of the
University or as may be especially authorized by the Board of Regents and as such as are usually pertaining to
the office of the President of the University. He may delegate in writing any of his specific functions to any
office.

Article 60. The President of the University is authorized in case of his absence for brief periods of time, to
designate a ranking officer of the administration who may be any one of the Vice- President(s) to act
as officer-in-charge of the Office of the President, who shall carry out the management of the
University’s affairs in the name of the President, subject to his instruction and the policies of the Board.

Section 3. The President’s Rights and Obligations (Education Act 1982)

Article 61. The University President shall:

a) Perform his duties to the school by his charging his responsibilities in accordance with the
philosophy, goals and objectives of the school;

b) Be accountable for the efficient and effective administration and management of the School;

c) Develop and maintain a healthy school atmosphere conducive to the promotion and
preservation of academic freedom and effective teaching and learning, and to harmonious
and progressive school-personnel relationships;
 d) Assume and maintain professional behavior in his work and in dealing with students,
teachers, academic non-teaching personnel/administrative staff, and parents or guardians;

e) Render adequate reports to teachers, academic non-teaching personnel and non-academic

staff of their actual performance and counsel them on ways of improving the same;

f) Observe due process, fairness, promptness, privacy, constructiveness and consistency in

disciplining his teachers and other personnel; and,

g) Maintain adequate records and submit required reports to the Commission on Higher
Education.

Section 4. Vice Presidents

Sub Section 1. The Vice President for Administration and

Business Affairs

Article 62. The Vice President for Administration and Business Affairs shall be appointed by the President of
the University confirmed by the Board of Regents. He shall be directly responsible for administrative and
business operations.

Article 63. He shall exercise the following general powers and functions:

a) Execute policy decisions;

b) Follow-up implemented program;
c) Assume position of Acting President when the University
President is absent when so designated; and,
d) Work on special problems.

Article 64. He shall exercise the following specific powers and functions:

a) Issue policy memos on administrative matters as decided upon on Administrative Council level
and/or on those inherent to his general function above mentioned;
b) Coordinate recruitment of faculty and staff;
c) Act on financial transactions below P50,000.00;
d) Enter into account/agreement below P50,000.00;
e) Decide on conflicts not elevated to the administrative council; and
f) Submit a monthly 2-page memorandum of work progress to the President.
 Article 65. He shall exercise, among others, the following duties and responsibilities:

a) Approve vouchers and countersign checks above P50,000.00 in amount for Remittances of
insurance and retirement premium, withholding tax, salary, policy and real estate loans including
amortization of loans of the University;
b) Approve the General Payroll and labor payrolls of casuals and emergency laborers and
employees including student assistants;
c) Approve purchase request for books and periodicals;
d) Sign the monthly certificate of service of all non-academic personnel and daily time records of
the heads of different offices and units of the University;
e) Sign letter of orders and letter of awards for books and periodicals;
f) Approve for the President clearance papers of all
Administrative personnel, staff members;
g) Approve application of leave of absence of non-academic personnel covering the period from 16-
30 days, including directors, head of offices and units;
h) Sign contract of study leave and to take charge of the release of financial support to staff
members on scholarships; and
i) Submit a written quarterly report (on or before the first week of the fourth month of the first 3
quarter) to the Office of the President on how his functions have been carried out. Submit a
written summary annual report, 15 days before the commencement day, summarizing the issues
and recommendations of the first quarterly reports and the remaining last quarter. The following
shall be furnished copies:

1. Office of the Vice President for Academic Affairs

2. University Board Secretary; and,
3. Records

Sub-Section 2. The Vice President for Academic Affairs

Article 66. The Vice President for Academic Affairs shall be appointed by the President of the University and
to be confirmed by the Board of Regents. He shall be responsible to the President for carrying out the
education policies and programs of the Institution and in promoting supervising instructional, research and
other academic activities of the University.

Article 67. He shall direct planning, implementation and evaluation of the instructional program/activities to
ensure effective training and education of students and graduates agricultural/ technological education for
development. Under this general function are the following duties and
responsibilities:
 a) Serve as ex-officio chairman of the Council of Deans in formulating viable guidelines affecting
the planning, implementing and evaluation of instructional activities;

b) Coordinate the planning and preparation of the proposed annual budget of the different colleges
and units in the instructional program; propose the same to the University Budget Committee;
and, keep the Dean’s Council informed of related decisions on the matter;

c) Organize a research council which shall be confirmed by the administrative council whose
organization is primarily to promote the research activities of the faculty.

d) Serve as ex-officio chairman of all Standing and/or Ad Hoc Committee which shall study/conduct
regular faculty appraisal on performance ratings;

e) Upon consultation with Deans and Department Chairman, create Standing and/or Ad Hoc
Committee which shall/supervise student elections, field trips, and such other activities;

f) Approve the yearly program of work of the College Deans and University Registrar; and

g) Administer the overall execution of policies on instruction formulated by higher authorities.

Article 68. Coordinate with the other University programs and/or related agencies to ensure inter
program/agency complementation and efficient maximization of available resource through a functional
management information system. Under this general functions are the following duties and responsibilities:

a) Determine available resources (men/money/materials) for efficient use of such resources from
within the inter-projects of the academic programs; and for the efficient use of such resources
through an inter program scheme from without.

b) At the beginning of each school year, determine resource needs of the academic programs to be
monitored to top-level management for decisions. To monitor such decisions to the Deans’
council for implementation and evaluation; and

c) Establish and manage an efficient Management Information System for the academic program
that shall continuously monitor needs data and information to top-level management, and other
appropriate offices, from within and without, when needed as the case may be.
a) Represent academic programs in appropriate offices/bodies and cause resolution of conflicts of
the Vice President for Administration and Business Affairs and the University President, as the
case may be.

b) Promote harmonious interaction between and among the faculty and staff of the program
through regular faculty conference and Directors/Deans Council meetings;

c) Establish and recommend for approval by higher authorities a reward system to maintain/boost
faculty morale;

d) Cause resolution of conflicts/problems arising from among Deans/Directors/Department

Chairman/Faculty/Students in accordance with existing academic policies/laws, and the like, and
consistent with sound management and operations practices;

e) To keep the Administrative Council/higher authorities regularly informed of the type(s) of

conflicts/problems which
is not within the competence of his Office to resolve, and/or based on his judgment, shall be
resolved through the advice and consent of the Administrative Council and/or higher authorities
of the University.

f) Represent the Academic Program of the University from within and from without, as the Vice
President for Academic Program. As such, he shall; continuously cause the promotion and the
development of noteworthy academic standards commensurate to a University via regular
consultations with outside agencies /institutions/programs similar to his; with his
University Deans/Directors on how best, under
circumstances, the academic program can be improved; with the Department Chairman and
faculty on how the academic activities can be carried out in the best interest of students; how
best their talents can be harnessed for development; and

g) Submit a written quarterly report (on or before the 1st week of the 4th month of the first 3
quarter) to the Office of the President on how his functions have been carried out. Submit a
written summary annual report, 15 days before the commencement day, summarizing the issues
and recommendations of the first quarterly reports and the remaining last quarter. The following
shall be furnished copies:

1. Office of the Vice President Administration and Business Affairs

2. University Board Secretary; and,
3. Records
h) Assume the position of Acting President when the University President is absent when so
designated.

i) Sign memorandum to students on the decision of student cases involving suspension of classes
for two (2) weeks or less.
Sub-Section 3. The Vice President for Research, Extension and Training

Article 70. The Vice President for Research, Extension and Training shall be appointed by the President
of the University and to be confirmed by the Board of Regents. He shall be directly responsible to the
President for carrying out all appurtenant research, extension and training affairs and other related concerns
of the University.

Article 71. He shall direct, supervise and coordinate the Research, Extension and Training Directors and
Coordinators of the colleges and departments in the University. The general functions of the Vice President
for Research, Extension and Training are the following:

a) He shall execute policy decisions affecting the Research, Extension and Training Office (RETO).
b) Adopt the annual, medium term and long term plans, programs and projects of the RETO and
direct the implantation and evaluation of said plans, programs and projects.
c) Follow up implemented research and extension programs/projects. d) Works on special
problems.
e) Coordinate with, and represent the RETO in appropriate bodies/committees with and outside of
the University; and
f) Assume the position of Acting President when so designated.

Article 72. The specific function of the Vice President for Research, Extension and Training are the following:

a.) Serve as Head of the RETO;

b.) Cause the formulation and integration of annual, medium term and long-term plans, programs,
projects, and budget of the RETO with the participation of all departments/units unit this Office;
c.) Approve the annual action plan and budget of the college/ departments/ units’ research and
extension programs;
d.) Issue office policy memoranda on matters decided upon in meetings of the administrative and
academic councils and or those inherent to her general functions;
e.) Establish and manage an efficient planning and management information system for all research
and extension programs that shall continuously monitor and evaluate performance and provide
needed data and information to top level management, and other appropriate offices, from
within and without, when needed, as the case maybe;
f.) Enter into research and extension contract/agreement involving an amount not exceeding
PhP 50,000.00;
g) Recommend approval of requests for recruitment of necessary academic and non-academic staff
for the research and extension programs, projects and activities.
h) Prepare and recommend for approval by higher authorities a reward and incentives scheme to
maintain and boost academic and non-academic morale within the RETO;
i) Promote harmonious interaction between and among the academic and non-academic staff of
the RETO through regular conferences and meetings;
j) Cause resolution of conflicts/problems arising between and/or among directors/area chairman/
academic and non-academic staff/ students within the RETO in accordance with
 existing policies/laws and the like, and consistent with sound management and operations practices.

k) Decide on conflicts not elevated to the Administrative and Academic Councils.

l) Coordinate with offices within the University and represent the RETO in private and public
bodies/committees/offices outside of the University;

m) Submit a monthly progress report to the office of the President through the Office for Planning
and Development on all RETO activities listed in the Consolidated RETO Annual
Action Plan; and,

n) Submit a written semestral report (within one week from closing of the semester) to the Office of
the President through the Office of Planning and Development on the performance of the RETO
and a written annual report (seven days before the commencement day) summarizing issues and
recommendation of the first semester report and the remaining semester.

Article 73. The other duties and responsibilities of the Vice President for Research, Extension and Training
are the following:

a) Approve the request for purchase of books and periodicals from departments with the
RETO;
b) Sign the monthly certificate of service of all academic and non-academic staff within thereto and
the daily time records of the Director and Heads of units under said Office;
c) Approve for the President the clearance papers of all academic and non-academic staff under the
RETO;
d) Approve application of leave of absence of all academic and non-academic staff within RETO
including director and heads of units;
e) Recommend approval of request and contracts for study leave of all academic and nonacademic
staff under the RETO;
f) Sign memorandum to students on the decisions of students cases involving suspension of classes
for two weeks or less; and,
g) Perform other related duties and responsibilities that may be assigned by the President from
time to time.

Section 5. The Secretary of the University Board of Regents

Article 74. The Secretary of the University shall be appointed by the Board upon recommendation of the
President. He shall take charge of the records and communication in the University/Board. Whenever
possible, the Secretary should be a member of the Integrated Bar of the Philippines.
Section 6. The Dean/Director of Students Affairs

Article 75. There shall be a Dean/Director of Student Affairs designated/appointed the President of the
institution and confirmed by the Board of Regents as the case may be who shall coordinate the operation of
units in charge of students personnel services, student’s health, student organizations and publications,
students center, student residence, athletic physical education, guidance and counseling, placement, cultural
and other extracurricular activities subject to the general supervision of, and under such regulations as may
be promulgated by the President of the University.

Section 7. The University Registrar

Article 76. The University Registrar shall be in-charge of admission, registration, schedule of classes and
examinations, scholastic records, preparation of diplomas/awards and certificates, commencements, and
University catalogues, directories, and announcements.

Article 77. The University Registrar shall publish the general catalogues as often as changing academic and
other programs of the University which requires a more permanent publicity.

Section 8. The University Librarian

Article 78. The University Librarian shall manage operation of unit activities to ensure that property, library
services to the University students, faculty, and staff and outside clientele on the one hand and personal
needs of unit personnel on the other, are met to induce effective/efficient implementation of services.

Article 79. He shall cause continuous enrichment of resources, methodologies, and techniques for the
development/ improvement of Unit activities.

Article 80. He shall represent the Unit in appropriate bodies/offices, chair staff meeting and cause resolution
of conflicts in accordance with established policies and sound management/operation practices.

Section 9. The Treasurer/Cashier

Article 81. The Treasurer of the Philippines shall be ex-officio Treasurer of the University.

Section 10. A University Security Force

Article 82. A University Security Force shall be maintained by the University. Recruitment/selection shall be
in accordance with the Civil Service Degree and rules.

Article 83. Applicants for the position of security guard shall undergo a thorough physical and mental check-
up by the University’s health services and should pass a psychiatrist chosen by the University.
 Section 11. Functions of Administrative Officers

Article 84. All Officers of administrative agencies and offices of the University function primarily for the
purpose of serving the educational program of the University. Their relationship with the faculty should,
therefore, be on the basis of a sympathetic and intelligent interest in the work of all
divisions/departments/units with due consideration to the policies and needs of the University as a center of
learning;

Article 85. All administrative officers whose duties are not specifically defined by the Board of Regents shall
perform the duties implied by their titles and those assigned by the Board of Regents and the President from
time to time.

Chapter 7

THE BOARD OF VISITORS

Article 86. The President of the Philippines, the Senate President and the Speaker of the House of Congress shall
constitute a Board of Visitors of the University, whose duty shall be to attend the commencement exercises of the
University or its units and to make visits at such times as they may deem proper; examine the property, course of
study, discipline, and the state of finances of the Institution; to inspect all books and accounts of the University; and
to make report to the Philippine Senate and House of Congress of the same with such recommendation as they
favor.
 Chapter 8

TERMS AND CONDITIONS OF EMPLOYMENT OF

ACADEMIC STAFF

Section 1. Composition

Article 87. The academic staff of the University shall be composed of the teaching staff and the nonteaching
staff.

Article 88. The members of the academic staff shall be classified as non-regular members of the faculty as
defined hereafter (Education Act of 1982).

Article 89. The regular members of the faculty shall include the following categories, who may serve full
time or part-time:

a) Professors
b) Associate Professors
c) Assistant Professors
d) Instructors

The non-regular members of the faculty shall include the following Categories, who shall serve in accordance
with the terms and conditions of their appointment.
a) visiting faculty
b) exchange
c) lectures
d) others whose designation shall be determined at the time of their appointment.

The members of the academic non-teaching staff shall include the following categories:

a) Research personnel such as researchers, research aides, research assistants, research

associates;
b) Professional extension workers;
c) Guidance counselors;
d) Professional librarians
e) Technical specialists such as training specialists, legal education officers, and related
technical positions, and
f) Other academic non-teaching employees, a rank under the foregoing categories as
necessary.
Article 90. The Board of Regents may sub-classify a rank under the foregoing categories as necessary.

Article 91. Repeated appointments to any non-regular position shall create a right to another
reappointment or to tenure.

Section 2. Appointments

Article 92. All appointments to academic positions shall be made strictly on the basis of merit. No religious
test shall be applied nor shall religious opinion or political affiliations of the academic staff of the University
be a matter of examination or inquiry.

Article 93. Civil service eligibility shall not be made a prerequisite to an appointment of a faculty in the
University.

Article 94. Entry to faculty positions shall be at the lowest brank of the lowest faculty rank i.e. Instructor 1.

Article 95. Entry from private educational institutions shall be allowed only at the lowest sub-rank of the
lowest faculty rank, i.e. Instructor 1.

Article 96. A permanent appointment shall be issued to a person who meets the qualification standard
established under the Merit Promotion Plan and those who successfully completed the probationary period.

Article 97. The probationary period shall be four (4) consecutive semesters but not less than one year.
Those on probationary status shall either be retained in the service or dropped from the service within the
probationary period for unsatisfactory conduct, or want of capacity. This policy will ensue that only those
who are fit to serve in the faculty of the University shall be retained in the service.

Article 98. Contractual appointment may be issued to a faculty member when the exigency of the service so
requires, subject to existing civil service rules and regulations on the matter.

Article 99. All appointment of part-time positions in the academic staff of those who have full time
appointment in other government agencies shall be made only upon written permission for the former
agency concern and shall be subjected to screening procedure by a committee created for the purpose.
 Article 100. No person who has reached the age of 57 years and who previously retired from the
service shall be appointed unless the following conditions are met and approved by the Civil Service
Commission as may be required by existing laws:

The exigency of the service is required under the following

conditions:

1. The faculty or employee concerned possesses special qualification not possessed by other

faculty members in the college where he/she is to be appointed or retained.

2. The vacancy cannot be filled-up by promotion or qualified faculty members of the University and;
3. A proposed appointee is in good physical condition and capable of discharging his duties.

Article 101. No person who file and withdraw his/her candidacy or has been defeated as a candidate for any
political office in an election shall be eligible for appointment or reinstatement as a regular faculty member
within 1 year after the election.

Article 102. All members of the faculty shall be appointed by the president subject to the confirmation of
the University Board of Regents.

Article 103. No person shall be appointed as faculty of the University on a full-time basis if said person is
employed to another institution except under consortium and justify the appointment and no other
applicants approximate the needed high professional scholastic competence. Such person may be appointed
on a yearly basis until another one who possesses the desired competence is available for regular
appointment.

Article 104. Appointments and promotions in the academic staff shall be made in accordance with such
criteria, rules/procedure and other guidelines including standardized schedule of academic staff position and
salaries as may be described by the Board of Regents in conjunction with existing national compensation
circulars on the matter.

Article 105. Faculty members who have attained professor rank are expected to continue productive
scholarly work. They are likewise expected to assume leadership within the academic community through
their committee work and outside the academic community through their leadership in scholarly
organizations of a national or regional scope.

Article 106. Without prejudice to the provisions to National Compensation Circular No.461 and to all
appointees and/or appointments made prior to approval of their Code, no person shall be appointed to the
position of Instructor, Assistant Professor , if the following qualifications are not met as provided for under
the Merit Promotion Plan for Academic Personnel duly approved by the Civil Service Commission dated
December 5, 1989.
a) For appointment to the rank of Instructor

1. Must have finished a Master’s Degree in the field of specialization needed by the University.
2. In the absence of a Master’s Degree holder, the following or its equivalent may be considered.
2.1 Bachelor’s degree holder with academic honors such as Summa Cum Laude, Magna Cum
Laude, Cum Laude;
2.2 Bachelor’s degree holders who belong to the first ten (10) in their respective licensure
examination;
2.3 Bachelor’s degree holders who passed their respective licensure examination with at least
two (2) years active practice of profession;
2.4 Bachelor’s degree holders who have been in collegiate/university teaching on a full
time basis or doing educational/scientific research for at least three years; or
2.5 Bachelor’s degree holders who have earned below 65 to
87 points as provided for under the common Criteria
Evaluation of Faculty DBM National Compensation Circular No. 69, s. 1993.

b) For appointment for the rank of Assistant Professor

1. Doctoral Degree holders preferred; or

2. In the absence of doctoral holders, these qualification standards may be considered:

2.1 Master’s degree holders in the field of specialization with at least four (4) years of
experience related to educational/scientific research work and/or in professions related
to teaching; or
2.2 Bachelor’s degree holders in the field of specialization with at least 88-123 points based
on the Common Criteria of Evaluation of Faculty (DBM NCC 461 s. 1998)

c) For appointment to the rank of Associate Professor

1.1 Doctoral degree holders preferred with at least three (3) years of teaching experience; or
1.2 In the absence of doctoral holders, the following are also qualified;
1.3 Master’s degree holders in the field of specialization with at least six (6) years of
experience related to collegiate/ university teaching or eminence in the professions of
highly specialized nature; or 1.4 Bachelor’s degree holders in the field of specialization
with at least 124-158 points under the Common Criteria for Evaluation (CCE), (DBM NCC
461 s. 1998).
 d) For appointment to the rank of Professor

1.1 Doctoral degree holders with at least eight (8) years of experience related to
collegiate/university teaching or highly specialized nature; or

1.2 In highly exceptional cases, the doctoral degree requirement may be waived as provided
for by an implementing guidelines of the University but Master’s Degree holders in the
field of specialization with at least 157-194 points under CCE of NCC 461 s. 1998 may be
considered.

Under the civil Service Commission Resolution No. 955568 dated September 5, 1995, the following
shall be the qualification for the following positions:

Position Title SG Educational Requirements

Assistant Professor I-V 15-18 Relevant Master’s Degree
Associate Professor I-IV 19-23 Relevant Master’s Degree
Professor I-III 24-26 Relevant Master’s Degree
Professor IV-VI 27-29 Relevant Master’s Degree

Section 3. Re-assigning of Faculty members and employees from one department/unit or from one campus
to another with the following rules:

Article 107. Reassignment of employees with station-specific place of work indicated in their
respective appointments shall be allowed only for a maximum of one (1) year. An appointment is considered
station specific when the particular office or station where the position is located is specifically indicated on
the face of the appointment paper.

Article 108. If appointment is not station-specific, the one year period shall not apply. Thus,
reassignment of employees whose appointments do not specifically indicate the particular office or place of
work has no definite period unless otherwise revoked or recalled by the Head of Agency, the Civil Service
Commission or a competent court.

Section 4. Compensation/Salary

Article 109. Salary Scale, Members of the faculty shall be paid the corresponding salary based on the
existing National Compensation Circular.
Article 110. Lecturers shall be paid for each hour of actual service based on the existing National
Compensation Circular.
 Section 5. Promotions

Article 111. Promotion of faculty members shall be in accordance with the result of the points
earned under the Common Criteria Equivalent under the existing National Compensation Circular on the
matter.

Section 6. Position Upgrading

Article 112. All faculty members of the University shall be entitled to upgrading of their position to
the higher academic subrank as may be determined and evaluated by the Faculty Evaluation and Review
Committee based on the Existing National
Compensation Circular on the matter subject to the issuance of a computer print-out confirmation of the
Computer Center of the Technological University of the Philippines and the confirmation by the Department
of Budget and Management of the Plantilla of Personnel and Salary Adjustment and the issuance of new
appointment .

Section 7. Academic Freedom

Article 113. The Nueva Ecija University of Science and Technology was created and maintained to
afford an advanced instruction in literature, philosophy, the sciences and arts and profession, vocational and
technical training. These aims can only be achieved in an atmosphere of free inquiry and academic
discussion, which has become a tradition of institutions of higher learning called academic freedom.

Article 114. Academic freedom is one of the most universally cherished concepts in the Philippine
higher education, but more than that, it is a bulwark in the structure of its entire democratic

society. A society is as free as its institution of higher learning. For where the pursuit of knowledge is
inhibited, the progress of society is encumbered. The existence of academic freedom creates and maintains
protected island of free discussion and dissent vital to the mental health of the nation.

Article 115. Academic freedom requires that the faculty must have to complete freedom to study,
to learn, to do research and to communicate the results of these pursuits to others, without fear of reprisal.
The students likewise must have freedom of study and discussion. The fullest exposure to conflicting opinions
is the best assurance against error.

Where such freedom prevails, faculty members have the responsibility of maintaining competence, of
exerting themselves to the limit of their intellectual capacities in scholarship, research, writing and speaking
and of acting on and off campus with standards of their professions.

The absence of such freedom negates the existence of a true institution of higher learning environment.
 Article 116. While the faculty is fulfilling their responsibilities mentioned in paragraph 2 of the
preceding section, their efforts should not be subjected to direct or indirect pressure of interference from
within the University and will resist such pressures or interference from without.

Article 117. Faculty members can only meet their responsibilities when they have confidence that their
work will be judged on its merit alone. For this reason, the appointment, promotion, and dismissal of faculty
members should be based primarily on the individual’s ability in teaching, research, writing, or other
scholarly activities and should not be influenced by such extrinsic considerations as his political, social, or
religious views.

Article 118. In the conduct of their lives off campus, the faculty members of the University have all the
rights and duties of any citizen. They should not be subjected to institutional censorship or discipline when
they exercise these rights.

Article 119. A member of the faculty is unavoidably a representative of his/her institution in the eyes of
the general public, and many people may judge the institution by his/her utterances, hence, when speaking
as a private individual or citizens, he should make clear that he is not an institutional spokesman.

Section 8. Tenure

Article 120. Tenure is the title performance to the position or grounds on which the faculty may
confidently expect to hold on to his position until he is retired for age or permanent disability or separated
for cause under due process.

Article 121. All initial appointment to faculty positions shall be temporary in nature that shall serve as
his probationary period is more than two (2) semesters. During the efficacy of his temporary appointment he
shall be subjected to character and efficiency evaluation.

Article 122. Determination of those who will be terminated or recommended for permanent

appointment shall rest on the Faculty Selection Board based on the evaluation.

Chapter 9

RESEARCH SERVICES

Section 1. Research as one of the trilogies of functions of the University makes a true institutions of higher
learning, therefore, the University must contribute to the pool of knowledge through the research efforts of
the faculty members.

Section 2. The faculty members of the University should be encouraged to conduct research by the
University and be provided with adequate funds, incentives, and other related support.
 Section 3. In addition to priorities set by government agencies, the University should have its own priority
research area.

Section 4. A faculty member may undertake research work under the auspices of an organization outside of
the University with the consent of his Department/Area Chairman, Dean/Director and the University
President. In the publication of such research, the University shall be credited along with the outside
sponsoring organization.

Section 5. Finally, a research mechanism shall be set up and made functional to operationalize the active
involvement of the faculty member in the formulation, implementation and evaluation of research policies
and activities of the University.

.
 PRIORITIES AND STRATEGIES OF RESEARCH AND
DEVELOPMENT IN OBJECTIVES THE UNIVERSITY

Sub-Section 5.1 Introduction

The Nueva Ecija University of Science and Technology is mandated to provide leadership in research and
development (R&D) to support its primary mission to offer higher and advanced vocational, technical,
industrial, technological and professional education and training.

Research and development therefore, becomes an integral function of the University. It is vitally
important in the attainment of its goals and objectives. Research to be functional must be responsive and
directed towards the enhancement of the existing programs of the University, more especially in
strengthening technological vocational education and the industrial sector. All resources must be directed
towards this fundamental mission.

Inevitably, research at NEUST must be directed. It must focus on the development and adaptation

of technologies for the various industries and straightening technological and industrial education. Program
planning in research must exercise selectivity in identifying directions and priorities and match these with the
availability and distribution of resources and capabilities of the University. Priorities should be time phased
and limited to the areas of concern for research and development in industrial and technological fields, which
have the greatest impact on the development of technological education and industrial growth in the
country.

The directions are general and indicative of the broad areas of research concerns. However, the
development of specific studies is not prescribed or imposed by the University to the individual researcher.
The researchers are given freedom to propose studies along their field of interest and capabilities that are
within the identified areas of concerns and priorities. This is the essence of directed research. It is not
prescriptive. It does not impose or dictate upon science what it expects to achieve for practical ends. In this
way, a wholesome environment is provided by the conduct of research with a common objective of
supporting the mission of the University.

Toward this end, research management must define clearly the fundamental philosophy of R&D at
NEUST, the areas of concern, the organization and the implementing mechanism. When these factors are
well defined, R&D activities can be operationalized in an orderly manner in an atmosphere of freedom,
dignity and high standard of objectivity and professionalism in the University.
 Sub-Section 5.2 Goals and Objectives of R&D

Article 123. Research and development at NEUST is directed by the following goals.

a. To develop and implement an effective mechanism for forecasting, planning, policy making,
financing, management and assessment of R&D activities for the University.
b. To develop a high standard, self-reliant mastery of the strategic areas of research concerns that are
identified for the University through an integrated research, development, innovation, invention and
conversion of technologies and prototypes for the industrial and educational sectors.
c. To develop a self-generating and independent critical mass of R&D manpower to serve the needs of
science, technology and technological education research.
d. To establish an efficient and functional collection of physical resources those that are highly critical
and appropriate in attaining the goals and objectives of R&D projects.
e. To generate high quality R&D outputs to be utilized by the industrial and educational sectors. Article
124. To realize the stated goals for research and development, the objectives are:

Article 125. To ensure that all R&D programs for NEUST are directed in the attainment of the above
mentioned objectives, the three areas of concern of the URDO.

1. Science and Technology

Research in science is focused on those that are relevant and supportive of the various researches in
technology. This includes studies in physics, chemistry, microbiology, and biology that are of
industrial and technological significance.

.
 Research in technology on the other hand, focuses on the emerging technologies that were
identified for the Philippines and the ASEAN Region. This is to ensure that the researches of the
University are relevant to the national thrust in science and technology development. The University
research focuses only on the emerging technologies that are within its manpower and physical
resources. The areas of research in technology at NEUST are:

a. Biotechnology in industry. Research in biotechnology is focused on the industry such as

enzymes, organic acids, microbially generated industrial chemicals, bioconversion, etc., and;
environmental management such as urban waste treatment, industrial waste treatment and
bio safety.
b. Microelectronics, Instrumentation and Controls: Research in microelectronic is focused on
the three subsectors identified for the Philippines. These are 1) semi-conductor electronics,
2) consumer electronics, and 3) industrial and commercial electronics. Research is confined
on circuit design, product development and system integration.
c. Materials Science and Environmental Resource
Management. This area includes basic applied studies on physics, chemistry and biology of
material resources including the utilization, conservation and monitoring of environmental
resources that are important to the industries. Priority areas in materials science may include
semi-conductor electronic materials, fabrication, assembling and testing of discrete electronic
components, exploration of additional sources of energy, ceramics, polymers, metals and
composites. In environmental resource management, the priority areas include the assessment
and control of environmental pollution and the assessment and degradation; collection and
management of data on environmental regulation/inputs; assessment of interactions between
environmental resources and development needs; determining and selecting appropriate policy
resources and strengthening institutional mechanism for implementation of policies regarding
environmental resources management.

d. Engineering Technology. This includes basic and applied studies leading to the assessment,
design, adoption, development and adaptation of appropriate and medium technology for
utilization by the educational sector and possible commercialization by the industries.
Research may be in the area of production technology, fluid, heat and civil engineering,
electrical power production, automation, concrete engineering and structural dynamics
.
e. Information Technology. Research in information technology (IT) includes acquisition,
storage, processing and transmission of data. It is a specialized branch of electronics that
includes hardware and software which are required to manipulate data. At NEUST,
research and development thrust in information technology are initially focused: 1)
computer networking, and 2) software development.

.
 2. Technological Education

These studies involve the development and improvement of technologies and services pertaining to
the teaching methods and processes that are relevant to technological education. This includes
researches on each of the following areas:

a. Curriculum Development. Research on curriculum development may include classification of

technological/vocational education objectives and their adaptation to current economic
system, emerging philosophy and objectives of industrial education, relevance of the
curricular programs to the needs of society and industry, strategies of continuous
collaboration between the industry and the university through the functional curricular
planning and analyzing and harmonizing vocational/technological educational goals and the
country’s economic goals.

b. Physical Environment and Support System. Research in this area is focused on strategies of
seeking sources of educational finance; ways of improving the supply and use of the
manpower resources of the university, maximizing the utilization of limited university
physical resources and facilities; action research on educational administration and
supervision; strengthening linkages with the community, the industrial sector and mother
institutions; and strategies of improving the productivity of the university and its faculty and
staff.

c. Teaching – Learning Methods. Research on this area may include new approaches to the
teaching and learning process like continuing or life-long education, structional programs,
distance education, etc; effectiveness and efficiency of current teaching strategies used; and
evaluation methods and procedures of the teaching/learning process.

d. Technological Innovation. Researches on this area focused on current educational

technology that contributes to efficiency and effectiveness of instruction. This may include
researches on the appropriate use of sophisticated audio-visual aids and other instructional
materials and equipment; production or improvisation of low-cost instructional materials
using appropriate technology and determining the relationship of instructional materials to
content delivery system.

.
 1. University Policy Research

A policy is a general plan of action that guides the members of the organization in the conduct
of its operation. It provides guidance for integrated decision making. Studies under this category are
very broad nature and general application. It is concerned essentially with the decision making
policies at the executive level of NEUST administration. This research area includes studies regarding
policies on each of the following functions concerning the general welfare of the university.

a. Instructional System. Research on this area may be focused on policies involving the welfare
of the teaching force and the students and policies on instructional development and
services. This may include policy studies on the use of university instructional resources and
facilities like the library, learning resource centers, etc; assigning teachers load; governance
of teachers and students; student admission; registration and student records, student and
teacher organizations; guidance and counseling; scholarships and financial assistance; etc.

b. Research Management. Policy studies on this area may include those pertaining to the
mechanism of research conduct and implementation in the university. This may be focused
on policies regarding university research funding; development of research
programs/priorities; responsibilities and obligations of research grantees; responsibilities and
obligations of research projects; qualifications of researches; and privileges and incentives
for researches.

c. Extension Management. Policy studies on this category may be focused on university

measures concerning its linkages with the community and the industrial sector and other
sectors of the society which are the proposed beneficiaries of its educational efforts. This
may include policy studies on appropriate technology transfer to its clients; resource
generation procedures; organization of appropriate linkage program to serve the interest of
the greater number of clienteles; and proper utilization and mobilization of existing
resources in the community.

d. Administration and Governance. Policy studies in this category include planning, organizing,
commanding, coordinating and controlling the governance activities in the university. This
may also include policy studies on administrative services like management of personnel;
supply and property; instruction; finance; university planning; and academic programs.

.
 Article 126. The main thrust of R&D in all the campuses of the University are the same, but the annual
priorities may vary within and between the campuses, depending on such factors as research competencies
available, local needs, impacts of selected priorities and availability of funds. These thrusts may change
within a certain period and other areas that shall contribute to development may be further identified.

Sub-section 5.3 Strategies of Implementation for R&D

Article 127. To ensure that all the programs of R&D at NEUST are consistent with the individual and
institutional R&D objectives, the following strategies of implementation are set up:

a. Establish a University network for research and development activities of planning,

packaging, implementing and reporting. To operationalize the efficient management of
research for the entire University, it must be coordinated and directed. This is extremely
necessary to ensure that the limited resources for research are utilized

properly and then researches are matched with the directions and priorities of the
University.
b. Focus R&D towards the enhancement of science and technology, technological education,
university policy research through the identification, evaluation and development of
products, processes and services needed; and to package R&D programs that are within
the competence and leadership of NEUST.

c. Provide a systematic program of manpower development for R&D. Continually train and
encourage highly qualified researchers in the University through appropriate programs and
incentives such as awards, scholarship, travel grants, etc.
d. Establish linkages with government and private agencies in the educational and industrial
sectors to augment funds and other resources for research and to avail of other capabilities
which will strengthen R&D programs of NEUST.
e. Establish a data processing, documentation, publication and dissemination center for
information on technological education and advances in science and technology. The
center shall be harnessed to store and disseminate, the industrial and other sectors of
society.

Section 6. The Heads: Science and Technology Research

Coordinating SECTION (STRCS), Technology Education
Research Coordinating SECTION (TERCS) and University Policy Research Coordinating SECTIONS (UPRCS)

Article 128. General Functions. The Heads of the STRCS, TERCS, and UPRCS are the service arm of the
URDO. The common function is to coordinate the research activities of the entire University in the aspect of
planning, technical review, evaluation and monitoring and publication of the research results. Article 129.
Specific Functions. The specific functions and responsibilities of the STRCS, TERCS, and UPRCS, are:
 a. To coordinate with research area chairmen who are based in the campus through proper channels
in the planning and organization of research and development activities in the respective areas of
concern.
b. To identify and recommend research priorities and directions for the University within the specified
areas of research concern.
c. To review and evaluate the proposals within the area of concern that was submitted by the
researchers from the various campuses in terms of technical descriptions of the researcher.
d. To plan and carry out activities designed towards the improvement of the competencies of the
university faculty in the research process and techniques in the various areas of research concern.
e. To evaluate and monitor researches conducted within the area of concern and submit progress
reports.

f. To review research reports within the area of concern and to identify those for possible publication
and printing.

Sub-section 6.1 Heads, Electronic Data Processing Services

Article 130. The EDPS provides services to the research and development activities of the three coordinating
SECTIONS of the URDO namely: 1) Science and Technology; 2) Technology Education Research; and 3)
University Policy Research.

Article 131. The specific service functions of the EDPS Heads are:

a. To provide technical assistance to researchers with respect to research designs, statistical data
gathering, treatments and computer system.
b. To establish standard patterns and procedures for the university wide computer based data
operation system in research.
c. To process data inputs from the campuses pertaining to research.
d. To develop computer software programs suitable for selected information concerning research in the
University.
e. To develop a centralized computer system for research and other sectors of the University.

Sub-section 6.2 The Research Area Chairmen (RAC)

Article 132. General Functions. The Research Area Chairman, preferably a Senior Researcher, is directly
under the Director/OIC for R&D in the Campus. The RAC shall plan, direct, implement and supervise research
projects in the respective areas of concern.
Article 133. Specific Responsibilities. The specific functions of the Research Area Chairman are the following:

a. To identify the research priorities and develop the research program within the area of concern;
b. To conduct an initial review, evaluation and prioritization of research proposals in the area of
concern which are submitted for campus/University funding.
c. To coordinate with other groups or units in the campus in the conduct of research;
d. To assist and/or supervise researchers within the specific area of concern.
e. To monitor the progress of research projects in the area of concern;
f. To serve automatically as member of the Technical Review and Evaluation SECTION of the URDO if
proposals are submitted in the area;
g. Submit reports and recommendations to the Director/OIC of Research and Development; and

h. To perform other functions which are deemed necessary within the research area of concern.
Section 7. The Researchers

Article 134. The researchers are related to the Director for Research and Development Office through a line
of coordination directly under the Research Area Chairman where the researchers/are
categorized.

Article 135. The researchers are primarily from the faculty especially those in science, engineering,
technology, education and to a very limited extent from the administrative staff such as the President, Vice
President, Deans, Directors, retired Professors, etc. who may be interested to undertake research.

Article 136. Research can be implemented either as a team to be headed by a project Leader or as an
independent study to be headed by a Study Leader.

Section 8. The Administrative Support Staff

Article 137. The Administrative support Staff of the URDO records communications; responsible for all
clerical jobs; takes charge of all matters pertaining to the financial aspects of the projects.

Article 138. The Administrative Staff supports the Directors of the URDO in the efficient management of
R&D activities.

Article 139. Other positions as needed may be created in the future.

MECHANICS OF IMPLEMENTATION

Section 8. Fundamental Provisions

Article 140. Research is distinctly a function of the University, and as such, the faculty and administrative staff
who are qualified to conduct research, whether singly or in teams, are encouraged and given every
opportunity and support to pursue in their areas of competence.
 Article 141. To be considered for funding, the research must be within the areas of concern of the
University and is identified as a priority.

Article 142. The release of the research budget to the respective units of the University will be based on the
itemized budgets that were submitted and approved for each study or project. Research budget allocation
and releases are dependent on the research proposals that are submitted and approved for funding.

Article 143. All research projects that are funded by NEUST or other government agencies must be governed
by the provisions of the Revised Auditing Manual for Research Operations and the Manual for Research and
Development of NEUST.
Section 9. University Research Funding

Article 144. University Research Grant (URG) shall be taken from the University Budgetary Allocation for R&D
and such other grants of the University, i.e. grants-in-aid.

Article 145. University Research Grants and all other forms of

R&D support and incentives shall be granted by the University President after a technical review and
endorsement of the research proposal by the Director of the University Research and Development
Office through the Vice President, Research and Extension and deliberation of the University Research and
Extension Council.

Article 146. All research proposals must be accompanied by the bio-data of the researcher, and the itemized
budget which shall form the bases in determining the amount and approval of the research grant.

Article 147. The release of grants shall be in two installments as follows:

a. First Release – 75% after approval by the University President and upon start of
actual research;

b. Final Release – 25% upon presentation of evidence through a progress report that
the project is 75% complete with at least data gathering completed.

Article 148. Any change in the methodology and funding therewith shall require a written request and
justification, subject to view by the URDO. Any change, before becoming effective, shall require the
approval of the University President upon recommendation of the URDO. Section 10. Development of
Research Programs

Article 149. The preparation of the University research program shall be done on an annual basis by the
URDO in coordination with the Director/OIC for R&D in the campuses of NEUST. The University research
program must include the R&D programs of the NEUST campuses. The identification of research titles and
projects in the program should be prepared by the campuses by accomplishing URDO Form 1 with the
involvement of the researchers and the campus research administration.

.
Article 150. Upon completion of the research program by the campuses, 6 copies should be submitted by the
end of February to the URDO, to be furnished to each member of the University Council for Research and
Extension.

Section 11. Preparation of Research Proposals

Article 151. The preparation of research proposals must be limited within those projects that are identified
within the research program except for highly meritorious and emergency cases.

Article 152. The preparation of research proposals involves two phases:

a) Preparation of capsule research proposals for initial fund allocation. This can be done by
accomplishing
URDO Form 2;

b) Preparation of detailed research proposals for review and evaluation by the URDO for
financial fund allocation by the UCRE. Only those studies that have been previously reviewed
in capsule form will be considered for the preparation in detailed format. The detailed
research proposal can be done by accomplishing URDO Form 3.

Section 12. Processing of Research Proposals

Article 153. The capsule research proposals (URDO Form 2) must be submitted in six (6) copies to the
URDO during the first quarter of the year for the technical review and evaluation by the appropriate
SECTIONs of URDO. Researchers whose capsule proposals are tentatively allocated with the funds will be
properly informed regarding the preparation of proposal in completely detailed format.

Article 154. The detailed research proposals (URDO Form 3) must be submitted in six (6) copies to the
URDO, not later than the end of the second quarter of the year before the second meeting of the UREC for
the:

a) Technical review and evaluation by the appropriate sections of the URDO;

b) Endorsement of the final copies of research proposals to the University Council for the
Research and Extension Council for deliberation.
c) Deliberation and appropriation of funds by the UREC.

Article 155. The President of the NEUST acts on the detailed research proposals after these have passed
through the University Research and Extension council.

.
Article 156. The President informs the URDO and Executive Directors of the campuses regarding the research
proposals which were approved for funding.

Article 157. The President informs the researchers through the Executive Directors regarding the
appropriate action that must be undertaken in the implementation of the research project.

Section 138. Responsibilities and Obligation of the Research Grantee

Article 158. Upon the approval of the research project by the President, the proponent shall enter into
contract (or Memorandum of Agreement) with the University. Such Memorandum of Agreement shall detail
the rights and benefits and the corresponding obligations and responsibilities of both parties.

Article 159. Non-compliance with any of the provision in the agreement shall be ground for:

a) Modification or termination of research subsidy;

b) Suspension of the research project;
c) If warranted, after investigation, the researcher/s may be required to reimburse any
honorarium that has already been granted.
Article 160. All University funded research outputs shall require University approval.

Section 14. The Implementation of Research Projects

Article 162. In the implementation of the research project, the Project/Study Leaders, will be assisted
directly by the Research Area Chairman regarding the actual conduct of the research.

Article 163. The assistance may be in the form of:

a) Facilitating request for manpower, i.e. research assistants/aides etc. needed for the research;
b) Negotiations with the implementing or cooperating agencies.
c) Facilitating request for materials and supplies needed in the conduct of study.
d) Facilitating request for travel and other contingencies;
e) Data gathering and appropriateness of procedures;
f) Preparation of progress and the final report.

.
 Article 164. The Director/OIC for R&D in the campus shall contact the researchers and the RAC for
periodic monitoring conferences.

Article 165. The Project/ Study Leader of the research shall take full responsibility in the systematic
conduct of the study, accurate gathering and analyzing of data or observations.

Article 166. Changes in the method or procedures involved may be allowed in order to attain the objectives
of the study more accurately. However, changes in the objectives are hardly allowed in as much as it would
adversely affect the direction of the study.

Article 167. Researchers should be governed by legal provisions as stipulated in the “Revised Auditing
Manual for Research Operation”. This is to ensure the legal protection of the researcher in the administration
of research funds.

Article 168. In the administration of research, the following administrative functions are established to
ensure a wholesome relationship.

Article 169.1 If the research is classified as a Project, consisting of two or more studies, the Project Leader
automatically becomes the administrator of the research. The Study Leaders and other members of the
personnel staff will be under the Project Leader. The project Leader, however, will be in continuous
coordination and consultation with the Research Area Chairman concerned (RAC) and the Director/OIC of
research and Development of the campus. This is to ensure interaction and exchange of ideas regarding the
development or progress of the research.

Article 169.2 If the research is classified as a Study which means that it is one independent work, the Study
Leader is the sole administrator of the research project. However, he must be in consultation with the RAC
who has supervisory function of the study, and occasionally with the Director/OIC, R&D particularly during
the implementation. This is to ensure the success of the study and to develop a healthy relationship among
colleagues in the scientific community.

Article 170. The research should be completed within the specified time frame.

Section 15. Reporting, Documentation and Publication of Research Findings

.
. Article 171. It is very that the findings of the research be documented according to prescribed style and
format, before it is reported. The reporting could be done through several venues such as seminars, forums,
conferences and symposia. The Publication Staff of the Director of the URDO must develop an annual
schedule and standard format for the reporting of research findings.

Article 172. After the research findings are reported in any of the venues mentioned, those researchers that
deserve to be printed and published in the research journal will be selected by the Office of the Director of
the URDO in consultation with the proper authorities and Research Publication Staff.

Article 173. The research report must be written as a technical paper, using the standard style and format
prescribed by the University. This is to insure uniformity and high standard of writing research manuscript.
 GUIDELINES ON THE CLASSIFICATION AND
SELECTION
AND PRIVILEGES OF RESEARCHERS

The researchers are the most important resources of the research organization. Through them, research
programs are developed; research management is operationalized; and research outputs in the form of
theories, philosophies and principles, are advanced and enriched.

Sub-Section 15.1 Categories of Researchers

Article 174. for the purposes of convenience and systematic classification, the researchers in the University
are categorized as:

a) Research Project Leader. A researcher who submits a research proposal consisting of two or
more studies which are related to the main project. There are corresponding Study Leaders
who could be Associate Researchers for each study. A Project Leader must handle at least
one study under his project. The Research Project Leader must have the competency to serve
as research manager as well as a researcher of a project.

b) Study Leader. A researcher who submits one research proposal at a time and shows the
competency to conduct an independent study. Research assistant employed for each study
are considered as junior researchers.

Sub-Section 15.2 Minimum Qualifications of Researchers

Article 175. Research project Leader. In order to have an objective, systematic and quality selection of
researchers, any of the following minimum qualification is set:

a) Must have a doctoral degree or;

b) Must have a master’s degree with at least one research publication or;
c) Must have a baccalaureate degree that required a thesis and has at least two
research
publications as a senior author.

.
 Article 176. Study Leader. The minimum requirements are: a) Must have doctoral degree or;

b) Must have a master’s degree or;

c) Must have baccalaureate degree that required a thesis or;

d) Must have a baccalaureate degree or technician certificate course and have worked with an
experienced researcher for at least five years and have one publication as a junior author or;
e) Must have undergone a formal training in research like seminars, and workshops, with actual
experience under a senior researcher for at least five years and have one publication as
junior author.

Article 177. All other researchers who cannot be qualified as Research Leaders may work in the
meantime with Senior Researchers as Junior Researchers or Research Assistant until they attain the minimum
qualification and competencies to conduct an independent study.

Sub-Section 15.3 Selection of Researchers

Article 178. The selection of researchers for each branch campus of the University will be done by
the Director for R&D in coordination with the Executive Directors, Deans, Directors or Administrators of Units
and Department Chairmen based on the minimum qualifications set for set for researchers and the current
needs of R&D of NEUST.

Article 179. The director for R&D of the campus recommends to the Executive Director of the
respective NEUST campus the “pool” of faculty researchers, This listing has to be updated annually by the
Director for R&D in the campus.

Article 180. The officer of the director of the URDO should be furnished a copy of the updated list of
researchers from each campus.
Sub-Section 15.4 Privileges and Incentive for Researchers

Article 181. To motivate researchers in the University, there are four categories of privileges and
incentives provided namely:

a) reduced load, b) honorarium, c)credit for academic rank and d) royalties from income generating research
or development projects.

Article 182. Reduces Load. To encourage the faculty and staff conduct an independent study, there
shall be a reduction of teaching and administrative load that is within the established policies of the
University.
Category Equivalent

Teaching Load (hours/week)

1 Research Projects consisting 12

of 2 independent but related studies

2 independent studies, simultaneously 12 1 independent study

6 This provision affects only those studies with duration of not less than
three months. For those studies that are less than three months, the
teaching load equivalent may be proportionately reduced.

Article 183. Honoraria. Faculty researchers with approved

University research grants shall be entitled to honorarium rates that are legally allowed by the “REVISED
AUDITING MANUAL FOR RESEARCH” per study or project with total honoraria for all their researchers not
100% of the annual basic salary. This released on a monthly basis until the study is completed as
programmed.

Article 184. Credits for purposes of Academic Ranking. Researchers may claim credits, particularly
for the purpose of determining academic rank, for their research output subject to the criteria of the
accrediting body concerned.

Article 185. Credits for purposes of academic Ranking may be claimed on research projects only
projects only after they have been completed and upon certification by the Director/OIC of Research and
Development in the campus.

Article 186. Royalties. Researchers who may reproduce several copies of their finding in formats
(i.e. books, manuals, hand book, etc.,) that can be sold to various clientele by the

University or who invented and reproduced development projects that can be sold, are entitled to
royalties that are within the legal provisions to be set by the University and the researcher through a
Contract or Memorandum of Agreement. This is done only if the University will finance the reproduction,
marketing and distribution of such materials or projects.
Sub-Section 15.5 Privileges and Incentives for the Regular Research and Development Personnel.

Article 187. Reduced Load. The faculty personnel who are assigned on part time basis as
Administrators in the URDO shall be entitled to reduction of teaching load that is within the established
policies of the University. If they conduct or direct research projects, they are subject to the same provisions
or benefits and responsibilities as other researchers.

Required Teaching Load/Semester

(Units or House)

a. Director of the URDO (University Level) 6

b. Director R&D (Campus Level) 6
c. Research Area Chairmen, Heads of the 6
d. Science and Technology Research and
Coordinating Section, Technology

Education Research Coordinating Section

University Policy Research Coordinating

Section and Electronic Data Processing

Service (University Level)

e. Research Area Chairman (Campus Level) 9

Article 188. Honoraria. The URDO Director , R&D Director, Research Area Chairmen, heads of the
Science and Technology Research Coordinating SECTION, Technology Research Coordinating SECTION and
University under the following conditions:

a. They have academic or equivalent ranks or;

b. They are designated on part-time basis only as staff of URDO;
c. They are teaching the normal load required of their positions in their respective
departments;
d. They are not regular or full time staff of the URDO.

The granting of honoraria will be subjected to the same policies established for the
Administrative Affairs of the University concerning faculty researchers with the academic ranks.
 Section 16. Guidelines and Procedures related to the University Research Assistantship Program and
Theses/Dissertation Grants.

Sub-Section 16.1 The University student Research Assistantship. To pursue one of the important
functions of the University Research and Development Office which is to provide research assistantship to
students, the University students Research Assistantship Program is created.

Article 189. The University student Research Assistantship Program is an apprenticeship program in
research. Under said program, qualified students, whether undergraduate or graduate, are provided with
actual training and experience in the conduct of research under the direction of faculty researcher and at
the same time support them financially.

Article 190. The University Student Research Assistantship may be awarded to deserving
undergraduate and graduate students who are enrolled in programs preferably those that require

either the thesis or dissertation for graduate.

Sub-Section 16.2 Qualification of Student Research Assistant

Article 191. Undergraduate. To facilitate the selection of undergraduate student research assistant,
the minimum qualifications are the following;

a. Must be either in the third or last curriculum year;

b. Must have a grade point average of not less than 2.5 in the course taken;
c. Must have taken a course in Technical writing or Elementary Statistics;

d. Must be highly recommended by Dean;

e. Must be willing to train with and assist a faculty researcher;
f. Must have an academic load of not more than 15 units per semester;
g. Must not be recipient of any fellowship or scholarship grant.

.
 Article 192. Graduate. To facilitate the selection of graduate student research assistant, the
minimum qualifications are as follows:

a. Must have passed graduate courses in Research and

Statistics;

b. Must have a grade point average of not lower than 1.75 in course taken;
c. Must be willing to work with an experienced senior researcher;
d. Must have a distinct inclination to do research;
e. Must have an academic load of not more than 9 units per semester;
f. Must not be a recipient of any fellowship or scholarship grant.

Sub-Section 16.3 Appointments and Remuneration

Article 193. The Student Research Assistant shall be appointed by the Executive director of the
respective campus upon the recommendation of the Director/OIC of R&D and Dean of the
College/Department Chairman.

Article 194. The term of a Student Research Assistant must be one semester subject to renewal if
the services are still needed and if the student still meets the required qualification.

Article 195. The Student research Assistant must render not less than 15 hours per week with an
experienced Senior Researcher to whom he/she is assigned.

Article 196. The Student Research Assistant will be paid according to the prevailing wage scale for
student Assistant on an hourly basis from Personal Services of the respective NEUST campus.

Sub-Section 16.4 The University Thesis/Dissertation Grant

Article 197. The University Thesis/Dissertation Grant is intended to provide financial help to deserving
undergraduate and graduate students. Any faculty of NEUST who is taking graduate work in NEUST or in
other fully accredited universities, can also be provided with thesis/dissertation grants
 Article 198. The University Thesis/Dissertation Grants is limited only to those theses or dissertations
that are identified within the areas of concern and priorities of R&D at NEUST.

Article 199. Criteria for Awarding Thesis and Dissertation Grants. To facilitate the granting of thesis
or dissertation support to students, the following criteria are set:

a. The thesis/dissertation must be within the identified research thrust of the University and is a
primary priority;
b. Those who passed the technical review of the URDO will be recommended to the President for
deliberation of the University Research and Extension council. The President will finally act on the
grant.
c. The students must agree that NEUST can publish the research if it meets publication standards;
d. The thesis/dissertation student must have a general grade point average of 2.5 for
undergraduate and 1.75 for graduate courses that were taken.
e. The thesis/dissertation budget is within the resources of NEUST.

f. The grantee must be willing to enter into a Contract of Agreement required by the NEUST
regarding thesis/dissertation grants.

Article 200. Types of Thesis/Dissertation Grants. With due consideration of financial constraint,
NEUST can only allow thesis/dissertation grants in the following levels:

a. Partial – 25% to 75% of the total thesis/dissertation budget, which is to be reimbursed only after
completion of the study and receipts must be presented, accounted and verified.
b. Full – 100% of the total thesis/dissertation budget which is to be reimbursed only after
completion of the study and the receipts must be presented, accounted and verified.

Article 201. Source of Funds Thesis/Dissertation Grant. The funds to support the thesis/dissertation
grant will come from the R&D funds of the respective NEUST campus, where the faculty and student belong.
 Chapter 10

EXTENSION SERVICES

Section 1. Scope

Article 202. Extension is one of the fourfold functions of the university functions. The university recognizes
the role that extension and trainings play in individual and social transformation; hence, all extension and
training programs, projects and activities shall aim to contribute to national, regional, and local development
efforts and to the attainment of the university’s vision and mission and to be identified as priority funding.

Article 203. All extension programs and projects shall be based on the felt needs, problems, and resources
of the clienteles/communities.

Article 204. The University extension and training services shall take into account their lines of expertise,
specialization, interests and work load in other mandated functions.

Article 205. The University shall continuously build the capabilities of faculty in extension and training
services. It shall likewise provide incentives to faculty extensionists to encourage high performance,
strengthen professionalism and build strong commitment to extension and training services. To this end, at
least one percent of the university income per semester shall be allocated for faculty development and
training and incentives of faculty extensionists,

Article 206. Recognized extension and training activities shall consist of but not limited to those listed
hereunder, provided that the Office of the Vice President for Extension and Training in consultation with the
University Faculty Extension and Training Forum and the University Extension and Training Council shall add
to this list and be approved by the University President.

a) Any activity under BEDPAP – NE/MSTAP programs;

b) Any activity undertaken as a faculty volunteer in a unit/center of the University Extension and
Training;
c) Any activity undertaken under the college/department where assigned and which
had been recommended by the College/Campus/Department Extension Coordinator and approved
by the Dean/Director of the college/campus/department in accordance with the extension and
training thrusts/development directions.

Article 207. Every member of the faculty or non-teaching personnel shall be encouraged to engage
in the pursuit of the third general function of any college/campus which is extension service.

Section 2. Periodic Reports

Article 208. Deans/Directors/Heads of Units shall take semi-annual reports to the President of
the University thru channels regarding extension services in their respective college/department/unit.
 Chapter 11

OTHER ACTIVITIES

Section 1. Coverage

Article 210. Other activities of university personnel include limited practice of profession outside
consultancy, special detail to government and other agencies, teaching in other educational and training
institutions, and other activities or projects which are not considered integral functions of the university.

Permission to engage in outside activities shall be for a period not exceeding one year subject to
yearly renewals at the discretion of the President of the University upon the recommendation of the
Dean/Director or Head of Office concerned.

Outside activities that are over and above the regular work load in the University shall not exceed 12
hours a week.

Chapter 12

FACULTY DIRECTORY

Article 211. Members of the faculty shall fill out every two years or as the needed arises a prescribed form
for the faculty directory to be kept at the Office of the Registrar. Whenever possible such directory shall be
published.

Chapter 13

PHYSICAL EXAMINATION

Article 212. There shall be at least one complete annual free physical/medical examination of each member
of the faculty, officers, and employees under the supervision of the head of the medical-dental unit of the
University.

Article 213. It shall be the duty of the Head of the University to require all officers and employees under him
to strictly observe the prescribed office hours.

Article 214. Each head of the department /shall require daily record attendance of all faculty and staff under
him, to be kept on the proper form and whenever possible to be registered on the official record of
attendance.

Article 215. Falsification/irregularities in the keeping of time records will render the guilty officer or
employee administratively liable without prejudice to criminal prosecuting as the circumstances warrant.
 Article 216. The academic staff and personnel shall render not less than eight hours of work for five days a
week or a total of forty hours a week, exclusive of time for lunch. As general rule, such hours shall be from
eight o’clock in the morning to twelve o’clock noon and from one o’clock to five o’clock in the afternoon on
all days except Saturdays, Sundays, and Holidays.

Article 217. Flexible working hours may be allowed subject to the discretion of the University head. In no
case shall the weekly working hours be reduced in the event the university adopts the flexi-time schedule in
reporting for work.

Article 218. Off- setting or tardiness or absences by working for an equivalent number of minutes or hours by
which an officer or employee has been tardy or absent , beyond the regular or hour approved working hours
of the employees concerned , shall not be allowed.

Article 219. When the interest of public service so requires, the daily hours of work for officers and
employees may be extended by the Head of the agency, which extension shall be fixed in accordance with
the nature of work. Provided, that work in excess of eight (8) hours must be properly compensated.

Chapter 14

LEAVE PRIVILEGES

Section 1. General Provision

Article 219. Leave privileges shall include but not limited to the following:

a. Vacation/Sick Leave
b. Teacher’s Leave
c. Maternity Leave
d. Sabbatical Leave
e. Study Leave
f. Terminal Leave
g. Rehabilitation Leave for Job Related Injuries
h. Paternity Leave
i. Special Leave Privilege
Section 2. Vacation/ Sick Leave

Article 220. In general, officers and employees of the government whether permanent or temporary
who render work during the prescribed office hours shall, after six (6) months of continuous,
faithful and satisfactory service, be entitled to fifteen (15) days, Sundays and public holidays,
without limitation as to the number of days vacation and sick leave that they may accumulate.

(Sec.1, Rule XVI Book V EO 292.)

Article 221. Vacation and Sick leave shall be cumulative and any part thereof which may not be taken within
the calendar year in which earned may be carried over the succeeding years . Whenever any
officer or employee retires, voluntary resigns or is allowed to resign or is separated from the
service through no fault of his own , he shall be entitled to the commutation of all the
accumulated vacation and/or sick leave to his credit, provided his leave benefits are not covered
by special laws. (Sec. 6, Rule XVI, Book V EO 292)

Computation of vacation and sick leave shall be made on

the basis of one day vacation and one day sick leave for every 24 days of actual service.

Article 222. Tardiness and under time are deducted from vacation leave credits and shall be charged against
sick leave credits, unless the under time is for health reasons supported by medical certification and
application for leave.
Article 223. Leave without pay not exceeding one (1) year may be granted, in addition to the vacation and
sick leave earned. Leave without pay in excess of one month shall require clearance of the University
President. If an employee who is on leave without pay fails to report from work at the expiration of one year
from the date of such leave, shall be considered automatically separated from the service.

An employee who is continuously absent without

approved leave for at least thirty (30) working days shall be considered on absence without approved leave
(AWOL) and shall be separated from the service or dropped from the rolls without prior notice. He shall
however, be informed, at his address appearing on his 201 files or last known written address, of his
separation from the service, not later than thirty (30) working days, a written Return to-Work Order shall be
served to his last known written address. Failure on his part to report for work within the period stated in
order shall be a valid ground to drop him from the rolls.

All officials and employees with 10 days or more

vacation leave credits shall be required to go on vacation leave whether continuous or intermittent for a
minimum of five (5) working says annually under the following conditions: (Sec. 25, CSC MC41, S. 1998)

(a) The head of agency shall, upon prior consultation with employees, prepare a staggered schedule
of the mandatory five-day vacation leave of officials and employees, provided that he may, in the
exigency of the service, cancel any previous scheduled leave.
(b) The mandatory annual five – day vacation leave shall be forfeited if not taken during the year.
However, in cases where the scheduled leave has been cancelled in the exigency of the service by
the head of the agency, the scheduled leave not enjoyed shall no longer be deducted from the
accumulated vacation leave.

(c) Retirement and resignation from the service in a particular year without completing the calendar
year do not warrant forfeiture of the corresponding leave credits if concerned employees opted
not to avail of the required five-day mandatory vacation leave.
(d) Those with accumulated vacation leave of less than ten (10) days shall have the option to go
on forced leave or not. However, officials and employees with accumulated vacation leave of 15
days who availed of monetization for 10 days, under Sec. 22 hereof, shall still be required to go
on forced leave.
 Article 224. The mandatory five day vacation leave shall be forfeited if not taken during the year.
However, in cases when the scheduled leave has been cancelled in the exigency of the service by the head of
the agency, the scheduled leave not enjoyed shall no longer be deducted from the accumulated vacation
leave.

Article 225. Application for vacation leave of absence for one full day or more shall be submitted on the
prescribed form for action by the proper chief of agency in advance, whenever possible, of the effective date
of such leave.

Article 226. All applications for sick leave of absence for one full day or more shall be on prescribed form and
shall be filed immediately upon the employees return from such leave. Notice of absence, however, should
be sent to the immediate supervisor and/or to the office head. Application for sick leave in excessive days
shall be accompanied by a medical certificate. (Sec. CSC MC. No. 41 s. 1998).

In ordinary application for sick leave already taken not exceeding five days, the head of the department or
agency concerned may duly determine whether or not granting sick leave is proper under the circumstances.
In case of doubt, a medical certificate may be required.

Article 227. Sick leave shall be granted only on account of sickness or disability on the part of the employee
concerned or any member of his family. Approval of sick leave, whether with pay or without pay, is
mandatory, provided proof of sickness or disability is attached to the application in accordance with the
requirements. Unreasonable delay in the approval thereof or non-approval without justifiable reason shall be
a ground for appropriate sanction against the official concerned. (Sec. 54 CSC MC No.)

Article 228. All absences of an official or employee in excess of his accumulated vacation or sick leave credits
earned shall be without pay when an employee had already exhausted his sick leave credits but not vice-
versa. (Sec. 56 CSC MC No.41 s. 1998)

Article 229. For purposes of computing the length of service for the grant of step-increment, approved
vacation leave without pay for an aggregate of fifteen (15) grant of step increment. However, if the total
number of authorized vacation leave without pay included within the three-year period exceeds fifteen (15)
days, the grant of one- step increment will only be delayed for the same number of days that an officials or
employee was absent without pay. (Sec. 60 CSC MC No. 41 s. 1998)
Section 3. Teacher’s Leave

Article 230. Teacher’s leave of absence during school terms, on account of illness or for other cause, is
compensated by the performance of vacation duty for corresponding period. The excess resulting therein is
considered vacation service credits, which may be used to offset future absences.

Article231. Vacation Service Credits. Teacher vacation service credits refer to leave credits earned for service
rendered on Saturdays, Sundays, and holidays or during school vacations as authorized by proper authorities.
These credits are used to offset absences incurred during school days.

Article 232. Once a teacher is able to accumulate vacation service credits, such credits can be converted to
vacation and sick leave in case of transfer from the teaching to the non-teaching profession. Thus, the
vacation and sick leave earned under the non-teaching service may be converted to vacation service credit in
case of transfer to a teaching position.

Article 233. Faculty members under the teacher’s leave basis do not earn any vacation or sick leave credits
and any absence due to personal reason is without pay.

Article 234. Request to render vacation service must be made in advance by the faculty concerned. The
character of the necessity for and extent of the service to be performed must be specified and must be
recommended by the immediate superior and Dean/Director and University Vice – President and approved
by the University President.

Article 235. In the exigency of the service, all faculty members under the teacher’s leave basis can be
required to render service during Christmas or summer vacation and must be granted the equivalent vacation
service credits of one day for every one (1) of eight hour – service.

Section 4. Maternity Leave of Absence

Article 236. Married women in the government service who have rendered two (2) years or more of
continuous service shall, in addition to the vacation granted to them, be entitled to maternity leave of sixty
(60) days with full pay.

Article 237. For those who have rendered less than (2) years of government service at the time of the
enjoyment of maternity leave, the computation of their maternity leave shall be proportionate to their length
of service, provided, that those who have served for less than one (1) year shall be entitled to 60 days
maternity leave with half pay. (Section 12, Rule XVI, Book V EO 292 and Section 11 of CSC MC No. 41, s.
1998).
Article 238. Maternity leave shall be granted to female married employee in every instance of pregnancy
irrespective of its frequency.

Article 239. When an employee wants to report back to duty before the expiration of her maternity leave,
she may be allowed to do so provided she presents a medical certificate that she is physically fit to assume
the duties of her position. The commuted value of the unexpired portion of the leave need not be refunded
and that when the employee returns to work before the expiration of her maternity leave law and the salary
for actual services rendered effective the day she reports for work.
(Section 14 CSC MC No. 41, s. 1998).

Article 240. Maternity leave may be granted in case of an abortion since it (abortion) is a premature delivery
of the fetus and that a woman cannot abort unless she is pregnant. (GAO Decision No. 217, July 30, 1941.)

Article 241. A woman employee is entitled to 60 days maternity leave of absence with pay even if at the time
she was on the family way that she is not actually working but on an extended leave of absence without pay.
(BCS, 2nd Ind. November 27, 1956).

Article 242. Maternity leave with pay may be granted even if delivery occurs just a few days before
termination of employee’s service. (CSC Endorsement February 24, 1964 – HIPCS)

Article 243. A married woman employee in the government service is entitled to sixty (60) days maternity
leave of absence regardless of whether or not she was in the family way, an administrative complaint is
pending against her, provided at the time prior to her application for maternity leave, she has rendered two
or more years of actual and continuous service. (PAGUIO, Trinidad C. 1971-1972 CSOR
80).

Article 244. It shall be illegal if female teachers are allowed to enjoy the 60 days maternity leave of absence
with interruption or gap because of the in-between summer vacation. The Commission has repeatedly
stressed that while maternity leave is a social legislation, the time or period when the benefit can be availed
of cannot and in the interest of the service be left to the discretion or whim of the employee – recipient.
Thus, its enjoyment cannot be deferred to some later time but must be enjoyed during the actual period of
recovery in full, continuous and uninterrupted manner not exceeding 60 days. It the privilege is not availed of
by consent or by choice of the female concerned, the privilege is considered waived or forfeited. Ruling in RE:
Gap in maternity leave, FRANCISCO, Emelita in a letter date July 24, 1987.
Article 245. A teacher who gives birth during the Christmas or the long vacation period should be granted 60
days maternity leave with full or half pay as the case may be, effective on the date she
delivers her child, as well as the proportional vacation pay earned during the school year.

Section 5. Sabbatical Leave

Article 246. To enhance scholarly pursuits and revitalize their academic competence by conducting
investigation and research work as well as to contribute to the reserve knowledge of the University,
sabbatical leave shall be granted to permanent members of the academic staff with the provision that he has
served the University for less than six consecutive years, the last two years of which the rank not lower than
Associate Professor.

Article 247. Sabbatical leave shall not be longer than one (1) year, with full or partial payment of salaries, if
in the judgment of the President and the Board of Regents, his/her records as a faculty member or
researcher in the University shows a reasonable assurance or fulfillment of the purpose of the sabbatical
leave. In addition, if the sabbatical is spent abroad, full transportation payment shall be provided.

The University shall make adequate provisions in its yearly budget to ensure the implementation
of the above provisions.

Section 6. Study Leave

Article 248. In addition to the privileges enjoyed by the teachers, they are also entitled to a study leave not
exceeding one school year after seven years of continuous service subject to the approval of the University
President and the Board of Regents.

During the period of such leave, the teachers shall be entitled to at least 60% of his monthly salary.
However, no teacher shall be allowed to go on more than one year study leave unless he needs an additional
semester to finish his thesis for graduate study in education or other allied courses, provided, he shall not be
allowed to receive any compensation for any study leave in excess of one school year.
 Article 249. Entitlement to study leave requires the teacher to take the regular study load prescribed
by the school and must pass at least 75% of his course. A teacher granted one school year of study leave who
fails at least 75% of his course will refund the amount paid to him which will be made in monthly installments
of not less than 20% of his actual monthly salary.

In cases, where he contracts illness or suffers injury, resulting in his inability to continue his studies, he is not
required to refund the salary paid to him. However, it should be supported by a medical certificate issued by
government physician stating

a) The nature and extent of the sickness or injury incurred or sustained by the teacher;

b) Facts and actual circumstances surrounding the acquisition of, or giving rise to, the sickness or
injury; and

c) That the illness was not the proximate result of the teacher’s misconduct, gross negligence,
intemperate use of drugs or alcoholics, liquor or vicious or immortal acts or habits. (Chapter V
Manual on Leave Administration Course for Effectiveness p. 39-40, 1995).

Section 7. Terminal Leave

Article 250. Terminal leave is applied by a member of faculty who intends to sever his connection with the
University.

Accordingly, the filing of application for terminal leave requires as a condition sine qua non, the employee’s
resignation, retirement, separation from the service without any fault on his part and; it must be shown first
that public employment ceased by any of the said modes of severances. (Section 35, CSC MC No. 41, s. 1998)

Application for commutation of vacation and sick leave in connection with separation through no fault of an
academic staff shall be sent to the University President for approval. In this connection, clearance from the
Ombudsman is no longer required for processing and payment of terminal leave as such clearance is needed
only for payment of retirement benefits. (Section 36, CSC MC No. 41, s. 1998).

Any official/employee of the University who retires, voluntarily resigns, or is separated from the service
through no fault of his own, and who is not otherwise covered by special law, shall be entitled to the
commutation of his leave credits exclusive of

Saturdays, Sundays and Holidays without limitation and regardless of the period when the credits were
earned. (Section 37, CSC MC No. 41 s. 1998).
Article 251. Request for payment of terminal leave benefits must be brought within ten (10) years from
the time the right of action accrues upon an obligation created by law. (Section 38 CSC MC. 41, s. 1998)

Article 252. Payment of terminal leave for purposes of retirement or voluntary resignation shall be based on
the highest monthly salary received at any time during his period of employment in the government service
and not on his latest salary, unless the latter is the highest received by the retiree.
(Section 39, CSC MC No. 41, s. 1998).

Section 8. Rehabilitation Leave for Job-Related Injuries

Article 253. Application of academic personnel for leave of absence on account of wounds or injuries
incurred in the performance of duty must be made on the prescribed form, supported by the proper medical
certificate and evidence showing that the wounds or injuries were incurred in the performance of duty. The
University head, shall direct that the absence of the employee during his period of disability thus occasioned
shall be on full pay, but not to exceed six (6) months. He shall also authorize the payment of medical
attendance, necessary transportation, subsistence and hospital fees of the injured person. Absence in the
contemplated case shall not be charged against sick leave or vacation leave, if there are any. (Sec. 55 CSC MC
No. 41, s. 1998)

Section 9. Paternity Leave

Article 254. Every male married employee is entitled to paternity leave of seven (7) working days
for the first four (4) deliveries of his legitimate spouse with whom he is cohabiting. The first of the 4 deliveries
shall be reckoned from the effectivity of the Paternity Leave Act on July 5, 1996.

Article 255. Married male faculty members with more than one (1) spouse shall be entitled to avail paternity
leave for an absolute maximum of four deliveries regardless of whichever spouse gives birth. (Section 19 CSC
MC No. 41, s. 1998).

Article 256. Paternity Leave of seven (7) days shall be noncumulative and strictly non-convertible to cash. The
same may be enjoyed in a continuous or in an intermittent manner by the employee on the days immediately
before, during and after the childbirth or miscarriage of his legitimate spouse. (Section 20, CSC
MC No. 41. 1998)
Section 10. Special Leave Privilege

Article 257. In addition to the vacation, sick, maternity and paternity leave, officials and employees
with or without existing Collective Negotiation Agreement (CAN), except teachers and those covered by
special leave laws are granted the following special leave privilege subject to the conditions
hereunder stated:

a) Personal milestone such as birthday/wedding/wedding anniversary celebrations and other similar

milestone, including death anniversaries;

b) Parental obligations such as attendance in school programs, PTA meetings, graduations, first
communion, medical needs, among others where a child of the government is involved;

c) Filial obligations to cover the employee’s moral obligation towards his parents and siblings for their
medical and social needs;

d) Domestic emergencies such as sudden urgent repairs needed at home, sudden absence of a yaya or
maid, and the like.

e) Personal transaction to cover the entire range of transactions as individual does with government
and private offices such as paying taxes, court appearance etc.
f) Calamity, accident, hospitalization leave pertain to force manure events that affects the life, limb and
property of the employee or his immediate family.
An employee can still avail of his birthday or wedding anniversary leave if such occasion fails on
either a Saturday, Sunday or holiday, either before or after the occasion.

A three-day limit for a given year shall be strictly observed; however an employee can avail of one
special privilege for three (3) days or a combination of any of the leave for a maximum of three days in a
given year.
 Chapter 15

INSURANCE

Article 256. Membership in the Government Service Insurance System shall be compulsory for all employees
receiving compensation, who have not reached the compulsory retirement age at the appointment
irrespective of employment status.

Article 257. Contractual and other employees with an employee relationship to the university are included
under the compulsory coverage, provided that the following conditions that determine an employee-
employer relationship exist:

a) The person was selected and engaged by an employer as an individual, rather than as a
representative, assignee or agent of another entity;

b) The employer pays the salary to the employee as an individual;

c) The employer has the power of dismissal; and

d) The employer has the power to control the means and the result of the work to be done.

Article 258. All members of the Government Service System shall be covered with life insurance and social
security protection including retirement, disability, survivorship, separation and unemployment benefits, and
such other benefits and protection as may be extended to them by the System, subject to the limitations
provided by law. A member separated for cause shall automatically forfeit his/her benefits, unless the terms
of resignation or separation provide otherwise. In the case of forfeiture of benefits, the separated employee
shall be entitled to receive only one-half (1/2) of the cash surrender value of his/her insurance.

Article 259. Unless separated for cause, the member separated from the service prior to qualification for
retirement benefits shall continue to be a member and shall be entitled to benefits that provide for
contingencies (separation, disability and death).
 Chapter 16

RETIREMENT PRIVILEGES OF ACADEMIC STAFF

Article 260. Retired members of the academic and nonacademic staff shall enjoy institutional library
privileges and shall free of charge of publications of the University. They may also be entitled to such other
privileges which the Institution is in a position to grant in accordance with existing law and they shall likewise
be invited to participate in a major institutional program and activities.

Article 261. A retired faculty member with the rank of full Professor may be appointed “Professor Emeritus”
subject to the following conditions:

a. He must have rendered at least 20 years of active and faithful service to the University.
b. He must have achieved marked distinction as a productive scholar, scientist, artist or educator or is
widely acknowledged as an effective and dedicated teacher.

A special committee appointed by the University President among members of the faculty in active duty
shall be responsible for evaluating nominations of retired professors for emeritus appointment. The
committee shall submit its recommendation(s) through the President to the Board of Trustees.

Chapter 17

AWARD OF MERIT

Article 262. Plaque of Merit and Recognition of Merit shall be presented to members of the
academic and non-academic staff for exemplary conduct, loyalty and exceptionally efficient and meritorious
services to the University upon their voluntary resignation/retirement from the service after at least 15 years.
The recognition of merit shall be signed by the President and the Board Secretary and issued on date
following the last day of active service on an appropriate occasion. Appropriate service pin shall be awarded
to faculty and employees of the University in accordance with the Civil Service Law.
(20 years, 30 years or 40 years of service).

Article 263. Faculty members who have rendered more than 40 years with the rank of full professor upon
retiring shall be given a University 18 carat gold ring upon retirement from government service.
 Chapter 18

HOUSING AND GUEST HOME

Article 264. The University shall as far as practicable, provide adequate and convenient housing for its
students, academic and nonacademic personnel as well as guests and visitors, respectively, by reserving and
developing a portion of its campus and/or off campus site and buildings for the purpose. The administration
shall implement this provision by tapping both public and private sources of funding.

Chapter 19

COURSING OF COMMUNICATION

Article 265. Official communications shall follow the regular channels except where the intermediate officials
will not give the communication due course, the faculty member or employee may send this directly to the
official concerned.

Chapter 20

SUSPENSION AND REMOVAL

Article 266. No member of the faculty, officer or employee shall be suspended or removed for cause and
after due process.

Article 267. Notwithstanding the provisions of the preceding articles, the President of the University may
preventively suspend any member of the teaching staff, officer, or employee during the pendency of
administrative charges against him but in no case to exceed beyond ninety days after which such employee
shall be automatically reinstated.

Article 268. The Board of Regents upon recommendation of the President may suspend or remove after due
hearing, members of the faculty, administrative officers and employees. In all cases where the decision of the
Board is for removal of the employee concerned, it shall automatically be forwarded to the Civil Service
Commission for review without prejudice to further judicial remedies. Provided that adverse decisions
affecting academic and non-academic personnel shall be appealable in court.
 Chapter 21

APPOINTMENT OF THE ADMINISTRATIVE STAFF

The University shall insure and promote the Constitution that mandates that appointments in the Civil
Service shall be made only according to merit and fitness.

Article 269. Opportunities for government employment in the career service shall be open to qualified
Filipino citizens and positive efforts shall be exerted to the best qualified to enter the service. Employees shall
be selected on the basis of merit and fitness, that shall be determined as far as practicable, by competitive
examinations to perform the duties and assume the responsibilities of the position.

Article 270. The effectivity of an appointment shall be the date of actual assumption by the appointee but
not earlier than the date of issuance of the appointment, which is the date of signing by the appointing
authority.

Article 271. No appointment shall be made earlier than the date of issuance, except in the case
of change of status.

Article 272. No official employee shall be required to assume duty without furnishing him with a copy of his
appointment after it is issued and signed by the appointee by signing on a duplicate copy of said
appointment.

Article 273. Services rendered by any person who was required to assume the duties and responsibilities of
any position without an appointment having been signed by the appointing authority shall not be recognized
nor credited.

Article 274. Proposed appointee to vacant positions should have been screened/evaluated/recommended
by the Personnel Selection Board, in which case the Chairman of the Board shall sign the certification to this
effect at the back of the appointment. The issuance of the appointment shall not be earlier than the date of
the final screening/deliberation of the Personnel
Selection Board.

Article 275. No person shall be appointed to, or employed in the career service unless he shall have passed
the appropriate examination for such position. As far as practicable, career entrance examination shall be
required to test capacity and fitness of applicants for positions in the career service.
Article 276. When two or more applicants meet the minimum requirements for the positions, objective
criteria must be set to determine who is most fitted and meritorious among all the applicants to ensure that
the exercise of management direction is not abused.

Article 277. A person who meets all the requirements of the position including the appropriate civil service
eligibility shall be appointed to a position in the first and second levels. However, when the immediate filling
of vacancy becomes necessary, taking into account the public interest, and a person with an appropriate civil
service eligibility is not actually and immediately available, a person without appropriate civil service
eligibility but who meets the other requirements of the position may be appointed. His appointment shall be
temporary for a period of not more than 12 months and he may be replaced any time with one who has
appropriate civil service eligibility.

Article 278. An appointment accepted by the appointee cannot be withdrawn or revoked by the appointing
authority and it shall remain in force and in effect until disapproved by the Commission. However, an
appointment may be void from the beginning due to fraud on the part of the appointee if it was issued in
violation of law.

Article 279. An appointment not submitted to the Commission within 30 days from the date of issuance
which must be the date appearing on the face of the appointment, shall be ineffective. The appointing
authority shall be liable for the salaries of the appointees whose appointment become effective. The
appointing authority shall likewise be liable for the payment of salary of the appointee if the appointment is
disapproved because the appointing authority has issued it in violation of existing laws, rules, making the
appointment unlawful.

Article 280. All vacant positions in the agency authorized to be filled shall be posted in at least three
conspicuous places by the respective offices for a period of a least one week.

Article 281. The appointing authority shall not fill, and the Commission shall not act on any appointment
unless the same has been posted by the agency concerned and published by the Commission.

Chapter 22

PROVISIONS ON COMPENSATION

Article 282. It is a declared policy of the national government to provide equal pay for substantially equal
work and to base differences in pay upon substantial differences in duties and responsibilities and
qualification requirements of the positions.
Article 283. The position classification and compensation system shall apply to all positions, whether
permanent, temporary or emergency in nature, on full or part-time basis now existing or hereafter created in
the University. Under the rank classification, positions are classified on the bases of broad levels of
responsibility and on the personnel qualifications and competence of the person holding the position.

Article 284. Each class of positions in the Position Classification System shall assign a salary or wage scale. All
salaries in the Salary Schedule, expressed in annual or monthly rate, represent full compensation for full-time
employment in a forty hour work week regardless of where the work is performed.

Article 285. Appointment as a result of voluntary demotion or at the instance of employee or as a result of
disciplinary action, he shall be allowed only the hiring rate for the lower position: if the demotion is due to
exigency of the service, the employee shall be allowed to continue to receive his salary in the higher position.

Article 286. An employee who is promoted in the same agency and whose present salary is over the
maximum of the grade allocation of the position to which he is being promoted, may be allowed to continue
to receive his present salary.

Article 287. If an employee is promoted from one class to another having an overlapping salary
grade, he shall be entitled to the step next above that at which he was paid in the lower class.

Article 288. Appointment shall be the first step of the salary grade allocation of the position to be occupied
by the appointee. In case the appointee has previously received under an approved permanent appointment,
a salary higher than the first step of the salary grade allocation, he shall be allowed to receive the next higher
step. If the present salary is equal to any of the steps, he shall be allowed the next higher step; if the present
salary is in excess of the maximum or 8th step, he shall be allowed to continue to receive his present salary
with the excess over the 8th step treated as “transition allowance” which will be deducted from any future
salary adjustment of the employee.
 Article 289. The rate of daily paid employees shall be computed by dividing the monthly salary rate
in the Salary Schedule in effect by twenty-two (22) working days, providing that the total wages
received by a daily employee in a month shall not exceed said monthly salary rate.

Article 290. The general requirements for payment of salaries shall be as follows:

a) existence of legally created position with fixed compensation and existence of a lawful and
sufficient appropriation.

b) legality of transaction and conformity with existing rules and regulations and rendition of service
being paid for;

c) approval of the expense by the chief of office or bureau and authority to receive payment of
person to whom delivery of money is made.

d) Submission of proper evidence to establish claim.

BUSINESS AND FINANCIAL ADMINISTRATION

Chapter 23

ADMINISTRATION OF THE UNIVERSITY PROPERTY

Section 1. Supervision of Buildings and Grounds

Article 291. The University’s ground and buildings shall be under the immediate supervision of a Director for
Physical Plant or duly designated official who shall be responsible to the supervision and control of the
personnel assigned to maintain buildings and grounds.

Article 292. The duties of the Property Custodian shall be those that are provided in job description and the
rules and regulations of the University.
Article 293. The President shall promulgate rules and regulations for the use of the buildings and premises of
the University by individuals or by outside organizations in accordance with existing laws.

Section 2. Use of Buildings and Premises

Article 294. Recognized organizations of the University shall have priority in the use of a building or a portion
of a building or any other property belonging to the University except as specifically provided by law.

Article 295. The University or school organizations are those whose members are drawn from residents,
alumni, employees or faculty of the University in accordance with the rules promulgated by the President of
the University.

Section 3. Solicitation within the University’s Buildings or Grounds

Article 296. No solicitation for funds, canvassing for the sale of merchandize, subscription for securities,
insurance, publication, sale of tickets, and any other promotional or charity schemes shall be conducted in
the University buildings or grounds without the previous approval of the President of the University or his
duly authorized representative.

Article 297. Streamers, placards and similar materials which are used to announce, advertise or publicize
events, products, or the like shall not be posted or placed in any of the buildings or grounds of the University
without the written permission of the President of the University or duly authorized representative.

Section 4. Responsibility for Movable Property

Article 298. Property officers shall be appointed for each unit to take custody and responsibility of
University’s movable properties (equipment, supplies, etc). If there is no employee of such accountability, it
shall be the persons who have been issued such property who will be responsible. Property custodian or any
administrative official having property responsibility shall be properly bonded in the Fidelity fund in
accordance with existing rules and regulations.

Article 299. No property of the University shall be taken from or used without prior written approval of the
authorities concerned or his equivalent.
Section 5. Use and Operation of Government Motor Vehicles

Article 300. In general, all motor vehicles owned and operated by the University shall be constituted into a
motor pool under the direct supervision and control of the President or his representative, Provided, that the
Board of Regents may authorize alternative mechanism to promote economic use of vehicles.

Article 301. The use and operation of motor vehicles owned by the University shall be in accordance with
the rules and regulations of the University and the pertinent provisions of existing laws, rules and regulations,
as well as Commission on Audit circulars on the matter.

Section 6. Administration of other Related Business Enterprises

Article 302. The operation of business enterprise related to academic objectives of the University including
land grants shall be administered in accordance with the rules promulgated by the Board of Regents.

Chapter 24

PROCUREMENT AND REQUISITION

Article 303. All procurements and requisition shall be made in accordance with the visions of existing laws,
rules and regulations, and other implementing rules of the University in accordance with the Commission on
Audit’s rules.

Article 304. All cases of negotiated purchases and pertinent laws shall govern transactions.

Article 305. All purchases of supplies, materials, and equipment shall comply with the requirements of the
Commission on Audit.

Chapter 25

BIDS FOR UNIVERSITY PROJECTS

Article 306. All transactions of the University subject to bidding shall comply with existing laws and
regulations on public bidding.

Chapter 26

SALE AND DISPOSAL OF UNIVERSITY PROPERTY

Article 307. The sale or disposal of equipment or any property of the University shall be in accordance with
existing laws, rules and regulations.
 Chapter 27

UNIVERSITY BUDGET

Article 308. The annual budget of the University shall be prepared in accordance with budgetary policies of
the government.

Article 309. Pending the approval of the annual budget for the ensuing year, the University should operate
on the previous calendar year. The initial collections of the University from and other sources shall be
available for the purpose, subject however to the approval of the Secretary of Department of Budget and
Management.

Article 310. Income from tuition fees, other school charges, land grants, business enterprises and other
operating incomes as may be imposed and/or regulated by governing board shall constitute a special
trust fund for the use of the University; provided, that such special trust fund shall be deposited in the
National Treasury and recorded as a special account in the General Fund, provided, further, that in no case
shall such special trust fund be made to create new positions, to augment salaries of regular personnel, to
increase allowance beyond those already authorized, or to purchase motor vehicles, without prior approval
by the Office of the President of the Philippines pursuant to existing regulations.

Article 311. No transfer of funds shall be authorized except in emergency cases. However, in these cases,
the President of the University with the approval of the Governing Board may direct the transfer of funds
from one item to another not exceeding ten per centum of the amount appropriated for such item, except
appropriations intended for personal services need not be limited to 10% subject to the following provisions:
provided, that such auditing of funds may be covered by the same calendar year; provided, further, that the
creation of new positions or increase of salaries shall not be allowed to be funded from one unit program
within the same Institution, the corresponding amount or items appropriated to personal services under such
item(s) are also deemed transferred, without however increasing total outlay for personal services of the
University, and provided, finally, that the President of the University may distribute the lump sum
appropriation for “Sundry Expense” to the different colleges, schools and other units of the University to
supplement deficiencies in their budget allotments.

Article 312. No appropriation for labor shall be spent for other purposes; provided that the rule should
apply to services of students.

Article 313. The President is authorized to order in his discretion the closing of accounts finished and
dormant projects and to direct the reversion of any balance remaining to the original funds from which they
were drawn or to the general unassigned funds of the University.
 Chapter 28

INTERNAL MANAGEMENT CONTROL UNIT

Article 314. An internal management control system shall be established in the University. It shall safeguard
assets, analyze and evaluate the reliability and usefulness of financial data and determine the effectiveness of
policies in the utilization of funds.

Article 315. The internal management control unit shall be under the direct supervision of the President of
the University and independent from other systems as they review the operations of other systems.

Article 316. The internal management control unit shall regularly monitor the funds and make to the Office
of the President or of the Office or Department recommendation under which the unit has a staff function.

Chapter 29

AUDIT AND APPROVAL

Article 317. All accounts and expenses of the University shall be audited by the Commission on Audit, and all
disbursement shall be made in accordance with prescribed rules and regulations.

Article 318. All vouchers and warrants shall be submitted for approval to the President or his authorized
representative.

Chapter 30

TRAVELLING EXPENSES

Article 319. The incurrence of travel expenses for local travel shall be subject to the provisions of existing
laws and rules/regulations pertaining to local travel.

Article 320. The President of the University shall provide a lump sum appropriation for the college or school
of the University to spend for “Travelling Expenses of Personnel” the amount as may be necessary for travel
within the country, for purposes of research, extension, community training, observation or study and similar
purposes.

Article 321. Expenditures for foreign travel shall be governed by existing laws.
 Chapter 31

DONATIONS AND ENDOWMENTS

Article 322. All donations to the University in the amount to be determined by the Board of Regents shall be
accepted by the President of the University in the name of the Board unless when the same is onerous, in
which case the donation shall be submitted to the Board for approval.

Chapter 32

INVESTMENTS

Article 323. Idle funds of the University may be invested in government securities or money market
placements in government financial institution through a duly authorized body. In order to maintain its
liquidity, however, the investments shall be on short term basis only. The proceeds of matured
investments may, however, be rolled over for as long as the funds are not yet needed, without prejudice to
the requirements of the University for adequate school plant/instructional facilities. The investments shall be
authorized by the President according to the limits prescribed by the Board of Regents. The interest earned
by these investments may be expended for such purpose as the Board of Regents may authorize in a
discretion consistent with public interest.

Article 324. The Board of Regents shall formulate and implement its own budget which is reflective and
supportive of national objectives, strategies, and plans.

Chapter 33

UNIVERSITY PUBLICATIONS

Article 325. The rate of subscription to University publications shall be recommended to the President or
other official designated by him, approved by the Board and the income that may be derived from there shall
accrue exclusively to their maintenance and support subject to the approval of the Budget Authority. Article
326. All exchanges for University publications shall be turned over to the University Library.

ACADEMIC CALENDAR AND CLASSES

Chapter 34
CALENDAR

Article 327. The academic calendar shall be within the calendar issued by the Commission on Higher
Education and the details thereof prepared by the University.
Article 328. Each semester shall consist of at least 18 weeks. Class work in the summer session shall be
equivalent to class work in one semester.

Article 329. All class hours lost due to fortuitous events such as typhoons and earthquake shall be made up
for.

Chapter 35
SCHEDULE OF CLASSES

Article 330. Schedule of classes shall be prepared by the Registrar in accordance with the academic
calendar after consulting with Deans and Directors and approved by the President of the University.

Chapter 36

CLASS SIZE

Article 331. Unless otherwise authorized by the Dean/Director concerned, the laboratory classes in academic
and vocational shall not exceed 5 and 30 students respectively and a minimum of at least 15 students is
required to open a laboratory class in academic and vocational.

Article 332. An academic class shall not exceed 50 students.

Article 333. Deviations from the above standards shall be subject to the approval of the duly constituted
authorities of the University upon recommendation of the Dean or Director.

Article 334. When necessary, the University will limit its enrolment.

Chapter 37
DISMISSAL AND CHANGE OF SCHEDULE

Article 335. Classes in a college or campus shall not be dismissed by the Dean or Director without authority
from the President of the University except in cases of fortuitous event for which a report shall be submitted
to the President of the University. Unless otherwise specified, dismissal of classes shall not include dismissal
of the faculty and other personnel.

Article 336. No faculty member shall meet his class or students for consultation at a time, date or place
other than that designated for the purpose except when expressly authorized by the Dean or Director.
 ADMISSION AND REGISTRATION

Chapter 38
ENTRANCE REQUIREMENTS

Article 337. Entrance requirements shall be as prescribe by the faculty of the College or
Campus offering the course, subject to the approval of the Academic Council and the Board of Regents.

Article 338. Every applicant for admission shall meet all entrance requirements prescribed by
the University.

Chapter 39

ADMISSION

Article 339. No student shall be denied admission to the university by reason of race, age, sex, socio-
economic status, religious belief, political affiliation, conviction, or ideology. provided, that the University
may allocate admission to foreign students subject to existing laws, and regulations and after all qualified
applicants shall have been admitted.

Article 340. Every applicant for admission shall pass thorough physical, medical and other examinations as
may be deemed wise to be conducted by the medical and dental units of the University or any agency of the
Department of Health as a prerequisite for admission.

Article 341. Every applicant for admission in the Laboratory High School must meet the following
requirements:

a. Must have no grade lower that 80% in all subjects from 1st grading up to the 4th grading period and
must have at least a general average of 85%;
b. Must pass the entrance examination given by the NEUST Testing Center.

Article 342. Any applicant for admission in the college level must meet the following requirements:

a. Must pass NEUST-College Admission Test

b. Must have a fourth year general average of 85% (no grade below 80% in subjects like English,
Math and Science)
c. Must be of good moral character as certified by the school head or the guidance counselor of the
school.
\

Chapter 40

REGISTRATION

Article 343. No student shall be registered in any subject during the dates specified in the University
Calendar; provided, the student shall be subjected to fine for late registration. Exemptions for payment of
late registration fee shall be governed by the University academic regulations and procedures.

Chapter 41
CROSS REGISTRATION

Article 344. No student shall be registered in any other college or campus in the same
institution without the prior permission of the Dean or Director of the college or campus in which the student
is primarily enrolled.

Article 345. No student enrolled in one institution shall be admitted to other Institutions without a written
permit from the Office of Registrar. The permit shall state the total number of units in which the student is
registered and the subject(s) that he is authorized to cross-register in.

Article 346. The total number of units of credits for which a student may register in two or more colleges or
campuses in the university shall not exceed the maximum allowed on academic load.

Article 347. Transfer credits shall be given to course taken by the student in a recognized institution on
recommendation of the Dean or Director concerned, subject to the approval by the Office of the Registrar of
the institutions to which credits are being transferred and in accordance with existing rules and regulations of
the institutions governing the same.

Chapter 42

CLASSIFICATION OF STUDENTS

Article 348. Students are those who are enrolled in and who regularly attend an educational institution or
secondary or higher level or a person engaged in for formal study. (Education Act of 1982)
Article 349. Students are classified as follows:

a. A fulltime student is one who is registered for formal academic credits and who carried the
full load for a given semester under the curriculum in which he is enrolled including the
cases of graduating students who may carry less than full load for the purpose of
completing the requirements of the curriculum.

b. A part-time student is one who is registered for formal credits but who carries less than
the full load for a given semester under the curriculum in which he is enrolled.

c. A transfer student is one who comes from another institution where he started studying
for a course and who is now registered in the University after qualifying for admission.

d. A working-student is one who is employed on a full-time or part-time basis in/or outside

the institution.

e. A foreign student is one who is not a citizen of the Philippines.

f. A special student is one who is not earning credits for his work. He shall not be allowed to
enroll for more than (9) units per semester nor to register for more than two (2) years
except by the permission of the College Dean/Director concerned. His work shall be
marked “satisfactory” or “unsatisfactory”.

Chapter 43

ACADEMIC LOAD

Article 350. One unit of credit shall be at least eighteen (18) full hours of instruction per semester in the
form of lecture, discussion, seminar, tutorial, or equivalent field/laboratory work or any combination of these
forms within the semester; provided, that a substantial equivalent shall be observed for other terms such as
trimestral or quarterly system.

Article 351. During the summer term, the normal load

shall be nine (9) units, but in justifiable cases, the Dean or director may allow a higher load not exceeding
twelve (12) units to graduating students.
 Article 352. The Dean or Director in consultation with the Office of the Registrar shall limit the academic
load of students who are employed, whether full-time or part-time.

Article 353. For graduating students during a given semester, the maximum academic load shall be 28 units
for all courses except teacher education courses where a maximum of 6 units overload is allowed.

Chapter 44

CLASS ATTENDANCE

Article 353. Complete attendance of students to classes shall be governed by the rules promulgated by the
university.

Chapter 45

SCHOOL FEES

Article 353. Fees such as tuition, registration, matriculation, laboratory, and others shall be fixed by the
Board of Regents. Such rates and charges shall be collectible and the application or use shall be authorized
subject to rules and regulations promulgated by the Board of Regents.

Chapter 46

REFUND OF FEES

Article 355. The University shall determine the rules on the refund of fees.

CURRICULUM CHANGES

Chapter 47

DROPPING OF SUBJECTS

Article 356. Dropping a subject shall be allowed within three-fourths of the total class hours prescribed
thereof.
Article 357. After the three-fourths period, a student may be allowed to drop a course only by reason of
illness, duly certified by a physician or other reasons such as transfer of residence elsewhere, locally or
aboard.

Chapter 48
SUBSTITUTION OF SUBJECTS

Article 358. Substitution maybe allowed provided that it does not involve subject under the same
department, and provided further, that the student needs a required subject not offered in the major
department, but which subject the student has already taken in another department. Substitution may be
allowed in nonprescribed requirement of the course provided that the subjects to be substituted have equal
credit units.

Article 359. All substitution shall be recommended by the Chair of the Area concerned and approved by the
Dean/Director of the College/Campus.

Chapter 49
CHANGING OF CLASSES

Article 360. Change of sections shall be allowed subject to the approval of the Dean or Director concerned
upon recommendation of the teacher concerned.

Chapter 50
TRANSFER OF STUDENTS

Article 361. Transfer of students from a recognized institution of higher learning to the University shall be
allowed under certain limitations:

a. the weighted average grade is 2.5 or better without failing in any subjects for undergraduates,
and 1.75 for graduate students;
b. after the student has completed not more than 50 percent of the unit requirements of the
course; and
c. the transferee complies with requirements for admission of the University.
 EXAMINATION RULES ON SCHOLASTIC

STANDING AND GRADUATION

Chapter 51
BASIC PRINCIPLES AND POLICIES

Article 362. The University shall enjoy academic freedom.

Article 363. Academic freedom in institutions of higher learning guarantees that the academic staff
exercises de facto control of the following functions:

a. who may teach;

b. what may be taught;
c. how it should be taught; and
d. who may be admitted to study.

Article 364. Academic freedom guarantees the right of a faculty member to teach the subject of his
specialization according to his best lights; to hold in another subjects such ideas as he believes sincerely to be
right; provided, however, that no teacher in the University shall attempt either directly or indirectly under
the penalty of dismissal by the Board of Regents to influence for attendance at the College for or against any
particular church or religious sect, ideology or political party, and to express his opinions on public question
in a manner that shall interfere with his duties as member of the faculty or compromise his loyalty to the
institution that employs him.

Article 365. In the exercise of academic freedom, the Academic Council of the University whose composition
is denied in this Code, shall have the authority to prescribe the curricula and rules and discipline of the
University as well as for graduation and the conferring of degree, subject to confirmation by the Board of
Regents where there are unit faculties. The Council alone, as the highest academic body, shall have authority
to review and approve/disapprove college/campus faculty decision on academic matter.

Chapter 52

EXAMINATION AND GRADES

Article 366. Examinations are integral component of instruction and shall be administered by
the teacher subject to University policies /rules for the purpose of evaluation.
Article 367. Every faculty member shall submit his report of grades as soon as possible but not later than five
working days after the last day of examination period at the end of first semester and ten working days at the
end of the second semester. In justifiable cases, deviation from this rule may be authorized by the President
of the University.

Article 368. The grading system shall be uniform using number grades from “1” to “5” where “1” is highest.
Whereas the word INC, indicates an incomplete grade.

Article 369. No instruction/ Professor shall be required to submit his report of grades in any course more
than twice a semester or term to the Offices of the Dean/Director and the Registrar.

Article 370. The grades of students shall be released through the Office of the Management Information
System.

Article 371. No faculty member shall change any grade after the report of grades has been filed with the
Dean or Director and with the Registrar. In exceptional cases, as where an error has been committed, the
Instructor/Professor may request authority through official channels from the faculty of his area/department
through a committee designated in each College to make the necessary change. If the request is granted, the
change shall be forwarded through channels to the Office of the Registrar for correction of the records.
However, in no case shall grades be changed beyond one (1) year after the initial filing; nor shall any change
operate to the prejudice of the student.

Article 372. No student of the University shall directly or indirectly influence teacher(s) to give him a certain
grade or ask another person to influence teacher(s) to give him a certain grade or ask another person to
influence teacher(s) similarly. Any student violating this rule shall lose credit in the subject(s) concerned.

Article 373. The grade INC. is given if a student whose class standing throughout the semester is passing , but
fails to take the final examination or fails to complete other requirements for the course due to due to illness,
or other valid reasons. Removal of the deficiencies must be done within the prescribed time by passing the
examination or meeting all the requirements for the course, after which the student shall be given a final
grade based on his overall

performance.

Article 374. There shall be a specified period for completing the grade of INC. Such a grade
may no longer be improved after the end of one school year.
 CHAPTER 53

SECTION I. RULES ON SCHOLASTIC STANDING

Article 375. Scholarship in the University shall be classified into:

a. Entrance scholarship
b. University or full scholarship
c. College or partial scholarship The following scholarships are defined as follows:

a. An entrance scholarship shall consist of free tuition to be enjoyed for one semester only by the following
students upon admission to the University:

1. Graduates of recognized Universities /Colleges who were conferred with a degree with
honors/cum laude or better.

2. Valedictorians and Salutatorians from recognized public/private high schools, provided that
said valedictorians and salutatorians come from graduating classes with an enrolment of at
least thirty graduates, this fact to be certified to by the Head of the Institution concerned;
Provided further, that additional scholarships shall be granted to other honor graduates
coming from the same class in the order of their rank for every additional fifty graduates or a
major fraction thereof; Provided finally, that Valedictorians and salutatorians in all the high
schools of the University shall be extended the privileges for free tuition regardless of the
number of members of the graduating class.

b. The University or full scholarship shall consist of free tuition which shall be enjoyed by any undergraduate
student who obtained at the end of the semester a weighted average of “1.45” or better or by any
graduate student enrolled in graduate schools or colleges of the Institution who obtained at the end of
the semester a weighted average of “1.25” or better;

c. A college or partial scholarship which shall consist of a 50 percent reduction in tuition shall be enjoyed by
any undergraduate student who obtained at the end of the semester a weighted average of “1.75” or
better, or a scholar under the provisions of the preceding paragraph who obtained at the semester a
weighted average of “1.5” or better.
Article 376. In addition to the general weighted average grade prescribed in the preceding articles, a student
to be eligible for a University scholarship must.
a. Have taken during the previous semester not less than fifteen units of academic credit or the
normal academic load prescribed in the curriculum. Provided, that in the case of a student enrolled
in graduate schools or colleges the normal load not less than 2 courses shall be standardized at
three
(3) units each;

b. Have completed the non-academic requirements for the semester; and

c. Have no failing grades in any academic or non-academic subject in the preceding semester.

Article 377. The University (or full) and a College (or partial) scholarship shall be valid only for one
semester, but shall be renewable for the succeeding semester if the students meet the conditions
prescribed.

Article 378. The faculty of the University who are members of the University Academic Council shall
promulgate suitable and effective provisions governing undergraduate and graduate delinquent students.

Article 379. Any student who dropped from one college/campus or school shall not ordinarily be admitted to
another college/campus of the university unless in the evaluation of a competent authority, natural aptitude
or interest may qualify him in another field of study in which case he shall be allowed to enroll in the
appropriate college.

Article 380. Permanent Disqualification- Any student who at the end of the semester or term, fails in 9
academic units in which he is officially enrolled for credit shall be permanently barred from readmission to
the University.
Article 381. Permanent disqualification does not apply to cases where on the recommendation of the
instructors concerned, the faculty certifies that the grades of “5” were due to the student’s unauthorized
dropping of the subjects and not to poor scholarship. However, if the unauthorized withdrawal takes place
after the midsemester and the student’s class standing is poor, his grade of “5” shall be counted against him.
The Dean or Director shall deal with these cases on their individual merit in the light of the recommendations
of the Dean of Students Affairs; provided that in no case of readmission to the same or another college or
school shall the action be lighter than probation.

Article 382. A mark of “Incomplete” is not to be included in the computation, unless it is replaced by a final
grade in which case said grade shall be included in the grades during the semester in which the removal was
made.

Article 383. Required courses in which a student has failed shall take precedence over other courses in his
succeeding enrolment.

Article 384. A student in good standing who desires to severe his connection with the University shall
present a written petition to this effect, signed by his parent or guardian to be presented to the Registrar
through the University Guidance Counselor. If the petition is granted, the student shall be given honorable
dismissal. Without such petition and favorable action, no record of honorable dismissal
shall be issued. The student is also required to submit the standard student clearance.

Article 385. Honorable dismissal is voluntary withdrawal from the University with the consent of the
Registrar or equivalent official duly authorized by the President of the University. All the indebtedness to the
University must be settled before the statement of honorable dismissal will be issued. The statement
indicates that the student withdraws in good standing as far as character and conduct are concerned. If the
student has been dropped from the rolls on account of poor scholarship, a statement to that effect shall be
added to the honorable dismissal.

Article 386. A student in good standing who desires to serve his connection with the University shall present
a written petition to this affect, signed by his parent or guardian, to the Registrar, through the University
Guidance Counselor. If the petition is granted, the student shall be given honorable dismissal. Without such
petition and favorable action, no record of honorable dismissal shall be issued. The student is also required to
submit the standard clearance.
Article 387. Honorable dismissal is voluntary withdrawal from the University with the consent of the
Registrar or equivalent officials duly authorized by the President of the University. All indebtedness to the
University must be settled before the statement of honorable dismissal will be issued. The statement
indicates the students have been dropped from the rolls on account of poor scholarship, a statement to that
effect shall be added to the honorable dismissal.

Article 388. A student who leaves the College by reason of expulsion due to disciplinary action shall not be
entitled to honorable dismissal.

Chapter 54

LEAVE OF ABSENCE

Article 389. Prolonged leave of absence shall require a written petition to the Dean/Registrar stating the
reason for the leave and shall specify the period of the leave which shall not exceed one academic year.

The University, through the Dean/Registrar or their duly authorized representative, shall notify the
parents/guardian of the student a granted leave of absence and of money refunded to the student if any.

Article 390. Students who withdraw from a College or University without formal leave of absence may have
his registration curtailed or entirely withdrawn.

Chapter 55

GRADUATION REQUIREMENTS

Article 391. No student shall be recommended for graduation unless he has satisfied all academic and
other requirements prescribed for graduation.
Article 392. Candidates for graduation who began their studies under a curriculum of more than 10 years
shall be governed by the following rules:

a. Those who had completed all the requirements of the curriculum but did not apply for, nor were
granted the corresponding degree or title, shall have their graduation; and

b. Those who had completed all but three subjects or less required by the curriculum may follow
any of the curricula in force from the time they first attended the University up to the present.

Article 393. During the first three (3) weeks after the opening of classes in each semester each
Dean/equivalent official or his duly authorized representative, shall certify to the registrar a list of candidates
for graduation at the next commencement exercises. The Registrar, in consultation with the departments or
area, shall examine the academic record of each candidate with a view of ascertaining whether any candidate
in such a list has any deficiency or whether he has fulfilled all requirements which qualify him to be a
candidate for graduation; Provided, however, that if there should be any question regarding a candidate for
graduation, footnotes to that effect shall be given. Ten weeks before the end of the semester, the Registrar
shall publish a complete list of duly qualified candidates for graduation for that semester.

Article 394. All candidates for graduation shall have their deficiencies cleared and their records completed
no later than (5) weeks before the end of their last semester, except in those subjects both academic and
non-academic in which a student is enrolled during that last semester.

Article 395. No student shall graduate from the University unless he has completed at least one year of
residence immediately prior to graduation.

Article 396. No student that does not pay the required graduation fee shall be issued a diploma, certification
or transcript of records.
 Chapter 56

GRADUATION WITH HONORS

Article 397. Students who complete their courses with the following range of weighted averages, computed
to the second decimal place, shall graduate with honor but should not receive any failing grade in any
academic/non-academic subjects.
Summa Cum Laude -------------- 1.00 to 1.2
Magna Cum Laude -------------- 1.21 to 1.45
Cum Laude -------------- 1.46 to 1.75
Provided, that the grades in all academic subjects prescribed in the curriculum shall be included in
the computation of the weighted average; and provided, further, that in case of students graduating
with honors in courses the prescribed length of which is less than four years, the English equivalents, namely
“With Honors,” “With High Honors,” and “With Highest Honors,” shall be used instead.

Article 398. Students who are candidates for graduation with honors must have completed in the College at
least seventy-six percent (76%) of the total number of academic units or hours required for graduation and
must have been in residence therein for at least two years immediately prior to graduation.

Article 390. In the computation of final weighted average of students who are candidates for graduation
with honors, only resident credits shall be included.

Article 391. Students who are candidates for graduation with honors must have taken during each semester
not less than fifteen (15) units of credits and no grades below 2.5 in any academic and non-academic
subjects, or the normal is less than fifteen (15) units, unless the taking of a lighter load was due to justifiable
causes, such for instance, for reasons of health or due to the fact that the candidate was a working student,
which reason must as much as possible be certified to by the proper authority at the time the under load was
incurred.
 Chapter 57
COMMENCEMENT AND BACCALAUREATE
EXERCISES

Article 392. The University Registrar shall be responsible for the commencement and baccalaureate
exercises and may call upon other offices for assistance in the carrying out of the plans.

Article 393. The commencement exercises for graduating students of the University except those who are to
receive titles below the bachelor’s degree shall be held on the same day and on the dates fixed for
graduation in the calendar.

Article 394. The commencement exercises for the colleges/campuses not included in the general
commencement exercises shall be held on such dates in such places as shall be fixed by the President of the
University on the recommendation of the College/Campus Dean/Director.

Article 395. Attendance at general commencement exercises shall be required. Graduating students who
choose not to participate in the general commencement exercises shall inform their respective
Deans/Directors or the Office of the Registrar at least ten days before the commencement exercises.

Article 396. Graduating students who absent themselves from the commencement exercise shall not be
given their diplomas, transcript of records and other credentials from the office of the Registrar unless they
comply with the previsions of the preceding article and upon presentation of the receipt of payment of
graduation fees and their student’s clearance.

Article 397. The names of graduating students who are candidates for graduation with honors and those to
be awarded certificates of recognition and medals for outstanding performance in

leadership, sports, social functions and etc. shall be included in the commencement program.

Article 398. The diploma shall bear only the date which shall be the date of the commencement exercises.

Chapter 58

ACADEMIC COSTUMES

Article 399. Candidates for graduation with degrees or titles which require no less than four years of
collegiate instruction shall be required to wear academic costumes during the baccalaureate service and
commencement exercises in accordance with the rules and regulations of the University.
 Chapter 59
STUDENT AFFAIRS

RIGHTS OF STUDENTS

Article 400. In addition to other rights, and subject to the limitations prescribed by law and
regulations, students shall enjoy the following rights: (Education Act of 1982)

a. The right to receive, primarily through competent instruction, relevant quality education in line
with national goals and conducive to their full development as persons with human dignity;

b. The right to freely choose their field of study and subject to existing curricula and to continue
their course therein up to graduation, except in cases of academic deficiency, or violation of
disciplinary regulations;

c. The right to university guidance and counseling services for making decisions and selecting the
alternatives in fields of work suited to his potentialities;

d. The right to access to his own University records, the confidentiality of which the University shall
maintain and preserve;

e. The right to the issuance of official certificates, diplomas, transcript of records, grades, transfer
credentials and other similar documents within thirty days from request;

f. The right to publish a student newspaper and similar publications, as well as the right to invite
resource persons during assemblies, symposium and other activities of similar nature;

g. The right to free expression of opinions and suggestions, and to effective channels of
communication with appropriate academic and administrative bodies of the University;

h. The right to form, establish, join and participate in organizations and societies recognized by
the University to foster their intellectual, cultural, spiritual and physical growth and
development, or to form, establish, join and maintain organizations and societies for purposes
not contrary to law;
i. The right to be free from involuntary contributions, except those approved by their own
organizations or societies;

j. The right to participate in the formulation and development of policies affecting the school in
relation to the locality/region, and nation through representation in the appropriate body/bodies
of the University to be determined by the Governing Board;
k. The right to receive reasonable protection within the University premises;

l. The right to be informed of the rules and regulations affecting him;

m. The right to participate in curricular and co-curricular activities;

n. The right to due process of law;

o. The right to be assisted by his University through current and adequate information on work
opportunities; and

p. The right to receive medical and dental services as well as first-aid services. Every student
shall be provided limited medical supplies for simple medication and has to provide for
himself medicine in case of major illness.
Article 401. Duties and Responsibilities of Students. - Every student, regardless of circumstances of his birth,
sex, religion, social, and economic status shall: (Education Act 1982)

a. Exert his utmost to develop his potentialities for service, particularly, by under-going an
education suited to his abilities, in order that he may become an asset to his family and to
society;

b. Uphold the academic integrity of the university and endeavor to achieve academic excellence
and abide by the rules and regulations governing his academic responsibilities and moral
integrity;

c. Promote and maintain the peace and tranquility of the University by observing the rules of
discipline, and by exerting efforts to attain harmonious relationships with fellow students, the
teaching and academic staff and other personnel;

d. Participate actively in civic affairs and in promotion of the general welfare, particularly in the
social economic and cultural development of his community and in attainment of a just,
compassionate and orderly society;

e. Exercise his rights responsibly in the knowledge that he is answerable for any infringement or
violation of the public welfare and of the rights of others;

f. Strive to lead an upright, virtuous and useful life;

g. Love, respect, and obey his parents, and cooperate with them to maintain the family solidarity;

h. Respect the customs and traditions of our people, the duly constituted authorities, the laws of
our country and the principle of democracy;

i. Help in the observance and exercise of individual and social rights, the strengthening of freedom
everywhere, the fostering of cooperation among nations in the pursuit of progress, prosperity
and world peace; and

j. Respect and cooperate with teachers, fellow students and University authorities in the
attainment and preservation of order in University and in the society.
 Chapter 60

CURRICULAR CONSULTATION SERVICE

Article 402. The University shall provide consultation and

guidance services to students in connection with their programs of studies. Guidance and counseling centers
should be organized to serve student personal and curricular problems.

Chapter 61

RESIDENCE HALL/DORMITORIES

Article 403. The University shall as much as possible maintain residence halls/dormitories for
students where they are expected to reside. Students not living in the University residence hall/dormitories
shall reside in homes or dormitories included in the approved list in the Office of the Dean of Student Affairs
or equivalent office.

Article 404. The Residence hall/dormitory shall be

administered in accordance with the following rules:

a. Each residence hall/dormitory shall have a full time Resident Adviser who shall be responsible
for the maintenance of order and discipline of the resident students and the improvement of
their personal behavior and academic work. The Resident Adviser shall have one or more
assistants drawn from the faculty or senior or mature members of the student appointed by
the President of the University on recommendation of the Resident Advisor. The Resident
Advisor and his staff serve in accordance with such rules

and regulations as may be prescribed by the President of the University. They shall be under
the supervision of the Dean of Student Affairs or equivalent office to which all breaches of
discipline and misconduct shall be reported.

b. Each Residence Hall/Dormitory shall have a House Manager and such assistants, as may be
needed in the performance of his housekeeping and custodial responsibilities. The financial
operation and administrative direction of the residence shall be the responsibility of the House
Manager, who shall be under the supervision of the Dean of Student Affairs

to whom all budgetary requests for administrative positions, appointments, and other
housekeeping matters shall be submitted;
 a. The Dean of Student Affairs shall be responsible for the assignment of students to the different
residence halls and shall see it that only students with proper character certification are
admitted; and

b. The Dean of Student Affairs shall exercise general supervision over the work of the College
Health Services related to the health and welfare of the students.

Chapter 62
FINANCIAL AID TO STUDENTS

Article 405. Scholarship grants, assistantships, and other

forms of financial aid for students shall be awarded in accordance with the pertinent policies, rules and
regulations of the University. A student Loan Board/Bank or its equivalent shall be organized to assist
students needing financial aids.

Article 406. To help able, deserving and promising

students and to develop faculty material, on the recommendation of the Deans or Directors of the various
units of University and the Dean of Students or its equivalent who shall examine student applicants as to
their character and scholarship. The President of the University or the Vice President for Academic Affairs or
his equivalent behalf, or the Dean of the Graduate School in the case of graduate students, may appoint
students as assistant, assign them to the various units, and grant them compensation commensurate with
the nature and scope of their responsibilities. The working hours, academic load and compensation of such
students shall be in accordance with rules of the University.

Article 407. Students who are indebted to the student loan

board/bank shall be notified with their sureties and parents that such indebtedness must be paid in full
before the final semestral examination begins.

Article 408. If a student fails to settle his account at the time herein provided, the faculty members
concerned shall allow him to take the examinations but shall withhold his grades until the account is fully
settled. If the account is not settled by the opening of the following semester, the students shall not be
allowed to register or to transfer. Graduating student, must settle their accounts before graduation;
otherwise their transcript of records shall be withheld.
 Chapter 63

STUDENT’S FIDUCIARY FUND

Article 409.Parents or guardians of students shall be allowed to deposit with the school funds for
safekeeping and disbursements. Said fund shall be known as the “Students Fiduciary Fund and shall be
administered by the Vice President for Administration and Business Affairs or its equivalent in accordance
with the following rules:

With the consent of the parents/guardians, the fund shall be deposited in a reputable bank; and

The instructions of parents or guardians as to the amount of money to be paid to the student each month or
to be paid directly to the person with whom the student boards and lodges shall be strictly observed.
Students depositing funds on their own account may not make more than three (3) withdrawals in a month
except when absolutely necessary.

Chapter 64

RENTAL OF TEXTBOOKS
Article 410. Whenever feasible, the University shall rent textbooks to bonafide students in its units in
accordance with rules and regulations of the University.

Chapter 65

FOREIGN STUDENTS

Article 411. Whenever necessary, a foreign student’s adviser under the Office of the Dean of Student Affairs
shall be appointed whose function shall be to look after the welfare of foreign students enrolled in the
school.
 CO-CURRICULAR ACTIVITIES

Chapter 66

THE STUDENT COUNCIL

Article 412. There shall be a Supreme Student Council with the following duties;

a) to develop school spirit among the ranks of students and promote their general welfare;
b) to organize and direct student activities of the nature described;
c) to inform the President of the University on student matters and activities;
d) to adopt its own by-laws for its own internal and general and,
e) to exercise such powers and perform such other functions in accordance with existing laws and
regulations.

The composition of the Student Council, its officers, and the matter of electing its members and
officer’s shall be in accordance with the rules and regulations promulgated by the Committee on Student
Organization and Activities of Deans or Heads of Units and a student representative, to be designated by the
Council. The President of the Student Council shall be ex-officio member of the Administrative/Academic
Council during his term.

Chapter 67

STUDENT ORGANIZATION AND ACTIVITIES

Article 413. Student Organization and activities shall refer to any association, club, fraternity, sorority, order,
or any other form of organized groups whose members are students of the University. Those of provincial,
sectional or regional in character or orientation are prohibited.

Article 414. The University -wide student organization shall be one whose members belong to two or more
units; a unit organization shall be one whose members belong exclusively to one unit of the University; and a
class organization shall be composed of members of a class in the University.

Article 415. The University-wide student organization shall be directly under the control and supervision of
the Committee on Student Organization and Activities (CSOA) or its equivalent.
University or school’s student organization and class organization shall be under the Dean or Director of the
corresponding unit of the University.
Article 416. The Committee on Student Organization and Activities (CSOA}shall have its exofficio chairman,
the Dean/Director of Student Affairs. The Committee shall exercise direct supervision over the University-
wide student organizations; provided, however, that it may delegate to the Dean of Student Affairs matters
which are not policy-making in nature.

Article 417.The University-wide student organization shall have one or more faculty advisers recommended
by such organizations and approved by the Dean of Student Affairs. No student organization may had any
meeting or undertake any activity for any purpose whatsoever, except that of adopting a constitution, before
its adviser or advisers appointed and have assumed office as such

Article 418. No University-wide student organization shall be allowed to function without a constitution
which has been previously approved by the Committee on Student Organizations and Activities (CSOA) or its
equivalent.

Article 419.Appeals from the decisions of the Committee may be made within72 hours from the time the
decision is made known to the head or acting head of the organization. Appeals should be submitted to the
President of the University whose decision shall be final.
 Chapter 68

ATHLETICS

Article 420. Every student duly registered in any of the units of the University, shall, upon payment of the
athletic fee, be a member of the University Athletic Association. The government of this association shall be
vested in a Board of Athletic Affairs which shall be composed of the following:

a. The Vice President for Academic Affairs or is equivalent;

b. The Physical Education Director or his equivalent, ex-officio member and secretary;
c. The Director of Student Affairs, ex-officio member;
d. One representative from the Alumni Association; and
e. One representative from the students to be designated by the Supreme Student Council, who shall serve
for one year.

The representative of the alumni association shall be appointed by the President of the College upon
recommendation by the President of the Alumni Association for a term of one year.

Article 421. The Board of Athletic Affairs or its equivalent shall lay down the board athletic policies of the
University and administer the financial requirements of athletic and similar cocurricular activities of the
University.

Chapter 69

CONVOCATIONS

Article 423. Convocations of the University shall be held under the auspices of its different units or other
organizations, upon approval of the President of the University.

Article 424. Any person with permission of the President of the University or his designate may speak before
student groups or organizations of the University.
 Chapter 70

STUDENT’S PARTlClPATl0N IN CO-CURRICULAR

ACTIVITIES

Article 425. Students of the University are free to participate in co-curricular activities and to express their
views and sympathies on any public questions/issue subject to the following conditions:

a) Their participation shall not excuse them from attending classes and fulfilling other requirements
provide by the University; and
b) Their participation shall be their own personal responsibility.

Chapter 71

STUDENT PUBLICATIONS

Section 1. Statement of Principles

Article 426. Freedom of expression which subsumes free speech, press, and assembly is an inalienable and
cherished right that is enshrined and guaranteed by the Philippine Constitution and existing laws as well as
national policies and democratic traditions.

Article 427. Freedom of expression is the mother of all human rights and for as long as this freedom subsists
violation or vitiation of rights can be protested and denounces and thus rights are protected and preserved;
without this freedom, democracy will atrophy and die.

Article 428. Freedom of expression like other human rights, however, is not absolute or unbounded; the
right imposes the correlative duty to exercise it responsibly with due regard for the rights of others in the
larger interest of harmony and welfare of society; and to preclude mob rule.
Section 2. Organization and Recognition
Article 429. There shall be student publications which shall be the official organ of the students of the
University, anchored on the principle of freedom of the press.

Article 430. Student publications and mechanism for implementation shall be established, organized, and
maintained in the University campus only after prior recognition and authorization have been obtained from
the University administration.

Section 3. Philosophy, Aims and Objectives

Article 431. The student publication shall define its mission orientation, goals and objectives for the
information and guidance of the student body, members of the academic community of the University and
general public.

Article 432. The mission orientation, goals and objectives of the student publication should aim to support
the University in the quest for educational excellence particularly in the improvement of instruction,
promotion of research and involvement in meaningful activities of the community.

Article 433. Further, the student publication should maximize its leadership and influence to poster and
enhance the attainment of the goals of national development.

Section4. Selection and Qualification Standards

Article 434.The editor-in-chief, associate editor, section editors and business/circulation manager are the
chief staff members of the student publication.

Article 435. The reporter, art/layout staff, typists, among others, composed the support personnel of the
publications who shall assist the senior staff members in the performance of their official functions.

Article 436. The Senior Staff members of the publication shall be chosen through interviews and competitive
examinations to be conducted by a Committee on Student Publication composed of five headed by the Head
of Student Publications, recommended by the Director of Student Affairs approved by the Vice President of
Academic Affairs and copy furnished the Office of the President.

Article 437. The Committee shall exert positive effort to avail of all appropriate means in
monitoring/publicizing the dates as well as the venues of the interviews and competitive examinations for
the information and guidance of all interested parties.
Article 438. The announcement shall indicate the date, time and venue of the interviews and examinations
and all other matters for the benefit of the examinees.

Article 439. The interviews shall be scheduled after competitive examinations to screen and assess the
personality, academic standing, character and integrity, and work experience/training of the candidates.

Article 440. To qualify for the examination, the committee shall determine a general weighted academic
average requirement for all candidates and shall include a proviso that the candidates shall have no failing
grades. Further, good and unblemished character and reputation and potential experience in campus
journalism shall be considered by the Committee.

Article 441.In the event of vacancy in the above mentioned positions by reasons of illness, transfer, removal
from office, resignation and/or similar causes, the same shall be filled immediately according to the next in-
rank rule. In cases where the next-in-rank rule cannot apply, the screening and appointment shall be made by
the Editor-In-Chief. He shall serve the remaining term within the school year.

Section 5. Powers, Duties and Privileges of the Staff

Article 442. The power, duties, and privileges of the staff, including disciplinary actions against them shall be
the subject of policy guidelines to be formulated by the Office of the Director of Student Affairs and shall be
confirmed by the Administrative Council. However, if the case clearly involves the moral character of the
student, the Dean of Students Affairs or his representatives, may take disciplinary action. If it is a case of
indebtedness to the University, the existing rules such as withholding of grades or barring form the
examination shall be applied, without prejudice to the authorities taking further action as the circumstances
may warrant.

CONDUCT AND DISCIPLINE

. Chapter 72

GENERAL PROVISIONS

Article 443. Every student shall obey the laws of the land, the rules and regulation of the University and the
standards of good society.

The definition or specification of certain offenses or breaches of discipline, in separate resolution of

the Academic Council approved by the Board of Trustees, shall not be construed to exclude other
offenses or breaches against the rules of discipline promulgated by the President of the University,
deans, and directors and teachers in those cases not provided by said bodies.
Article 444. For purpose of keeping order and promoting decorum in classes, a teacher is empowered to
exclude a student for ungentlemanly conduct from his class and immediately thereafter to make a report of
such action to the Dean or Director. In case the student is registered in another unit of the University, the
Dean or Director shall transmit the case to the Dean or Director of the other unit for disciplinary action.

Article 445. Any student who makes unnecessary noise that disturbs and disrupts classroom activities or
other similar proceedings in the University premises shall be suspended by the Dean or Director of the unit
for a period not exceeding one week, and for the second offense, the case of the student shall be elevated to
the Dean of Student Affairs who shall recommend to the President of the University for appropriate action.

Article 446. No smoking shall be allowed in offices, classrooms, laboratories, libraries, canteen, wards,
conference rooms, theaters, halls, hallways, corridors, on shops, grounds, or in any other place in the
University premises where dangers of fire may exist.

Article 447. The University need not take any action or complaints regarding ordinary debts or students to
private parties. However, if the case clearly involves the moral character of the student, the Dean of Students
Affairs or his representatives, may take disciplinary action. If it is a case of indebtedness to the University, the
existing rules such as withholding of grades or barring from the examination shall be applied, without
prejudice to the authorities taking further action as the circumstances may warrant.

Chapter 73

RULES AND REGULATIONS ON STUDENT

CONDUCT AND DISCIPLINE

Article 448. The provisions of this Code shall apply to all bonafide students of the University, for offenses
committed within the University jurisdiction; the provisions of this Code shall apply whenever applicable,
otherwise, the laws of the land shall apply.

Article 449. For the guidance of all concerned, the following norms of conduct and discipline of students are
hereby promulgated. Section 1. Norms of Conduct
Article 450.Moral Character. A student is imbued with moral character if among other qualities:

a) He has learned to act, live and think as a person whose values, attitude and convictions are in accord
with the Universal Ethical Norms of Right Reason and the accepted values and approved levels of
conduct in the society where he lives;
b) He is honest to himself, accepting his shortcomings, striving to improve and change;
c) He is fair and just in his dealings with his fellowmen;
d) He lives by the precepts of love, justice, compassion and concern for others; and
e) He respects the rights of others as he would want his own rights to be respected.

Article 451.Personal Discipline. A student is imbued with personal discipline, if among other qualities:

a) He devotes himself to the fulfillment of his obligations and considers rights as means to or rewards
for the same;
b) He learns to forego the enjoyment of certain rights and privileges that others may be benefited and
for the greater good of society;
c) He resolves his problem and conflicts without prejudicing others;
d) He is tolerant of others, and humble to accept what is better than his;
e) He has developed temperance and propriety in words and in actions, especially against vices, e.g.,
gambling, drinking, drugs, sexual excesses and aberrations, etc.; and Right reason guides and
controls his life, actions, and emotions.
Article 452. Civic Conscience and Patriotism. - A student is imbued with civic conscience and patriotism, if
among other qualities:

a. He devotes himself to the growth and development of the Philippines;

b. He puts the welfare of the entire country above his personal family and regionalistic interest;
c. He respects and obeys all duly constituted authorities and laws, rules and regulations;
d. He settles all disputes, problems, and conflicts through the channels provided by law and society; and
e. He strives to bring about necessary changes through peaceful means.

Section2. Basis of Discipline

Article 453.At all times, every student must observe/follow/abide by all the laws of the land and all the
policies and regulations adopted by the University. The investigation, disposition and corresponding sanction
on student disciplinary cases shall follow the procedures set in this Code.

The maintenance of student conduct and discipline is anchored on the willful acceptance by the
students of all policies, rules and regulations prescribed by the University as signified by their enrollment
pledge and the guidance and counseling provided by the faculty who shall be exercising substitute parental
authority.

All University personnel are mandated to enforce and supervise overall compliance to the Code in
their respective areas of responsibility. For the purpose of implementing University policies, rules and
regulations and the provisions of this Code, the president, Vice President(s), Deans, Directors, Chairman, High
School Principal and members of the faculty and the security force are all deemed to be persons in authority
except the members of the security force who are deemed agents of persons in authority.
Article 454. A student shall be subject to disciplinary action for any of the following offenses with
corresponding penalties:

a) Insulting uttering derogatory remarks or flagrant indecency in language:

a.1. Directed against the faculty, staff, visitors and any person in authority or
their agents: lst offense ..... Suspension for one (1) week with letter of
apology;

2nd offense….Suspension for one (1) semester with letter of apology;

3rd offense ….Suspension for one (1 ) year with letter of apology; and

Succeeding offense ..... Expulsion from the University

a.2. Directed against another student: 1st offense ….... Suspension for one (1)
week;

2nd offense ...... Suspension for one (1) month;

3rd offense........ Suspension for the rest of the semester; and

Subsequent offense …. Expulsion from the University

b) Immorality
b.1, illicit relations... Suspension for one (1) year

b.2_ Acts of lasciviousness and indecent acts done publicly inside the University jurisdiction:

1st offense ….....Suspension for one week

2nd offense …… Suspension for one (1) month

3rd offense ……. Suspension for one (1) semester; and

Subsequent offense …… Expulsion from the University

c)Drinking intoxicating beverages and drunkenness

c.1. Drinking alcoholic beverages and/or drunken behavior within the University jurisdiction on:

1st offense..... Suspension for two (2) weeks;

2nd offense…. Suspension for one (1) semester; and

3rd offense….. Suspension for one (1) year

c.2. Any drunkenness resulting to public scandals:

1st offense…….Suspension for two (2) weeks;

2nd offense……Suspension for one (1) semester;

3rd offense……..Suspension for one (1) year; and

Subsequent offense ….Expulsion from the University c,3. Any

drunkenness resulting to physical injuries to other persons:

1st offense….Suspension for one (1) semester;

2nd offense….Suspension for one (1) year; and

3rd offense... ..Expulsion from the University

d) Fighting or resorting to physical force or violence to settle disputes, provided that the party
who acted in self- defense shall be exempted from the punishment:
d.1. Slight Physical Injuries

1st offense …. Suspension for one (1) week;

2nd offense ….Suspension for one (1) month;

3rd offense….. Suspension for one (1) semester

d.2. Less Serious Physical injuries

1st offense……Suspension for one (1) month

2nd offense….. Suspension for one (1) semester

3rd offense……Suspension for one (1) year

 d.3. Serious Physical injuries

1st offense ……Suspension for (1) semester; and

2nd offense…....Expulsion from the University

e) Gambling (where cash is involved):

1st offense …… Suspension for one(1) month;

2nd offense …….Suspension for one (1) semester;

Subsequent offense ….Expulsion from the University

f) Robbery

f.1. Attempted Robbery:

1st offense....Suspension for one (1) month and payment of damages;

2nd offense…Suspension for one (1) semester and payment of damages;

3rd offense…..Suspension for one (1) year and payment of damages; and

Subsequent offense...Expulsion from the University and payment of damages

f.2. Frustrated Robbery;

1st offense…...Suspension for one (1) semester and payment of damages;

2nd offense…..Suspension for one (1) year and payment of damages;

3rd offense …. Expulsion from the University and payment of damages

f
f.3. Consummated Robbery

f.1.1 Cases involving values of P10000 or less: 1st offense…..Suspension for

one (1) year and 2nd offense Expulsion from the University and restitution of
stolen goods and payment of damages
f.1.2. Cases involving values more than P100.00 : Expulsion from the
University and restitution of stolen goods and payment of damages,

g) Theft:
g.1. Attempted or Frustrated Theft:

1st offense …… Suspension for one (1) month;

2nd offense…….Suspension for one (1) semester;

3rd offense …….Suspension for one (1) year; and

Subsequent offense….Expulsion from the University

g.2. Consummated Theft;

1st offense……Restitution of stolen goods and suspension for one (1)semester;

2nd offense V... Restitution of goods stolen and suspension for one (1)year; and

3rd offense…. …..Restitution of goods stolen and expulsion from the University

h) Forging signatures, falsifying public documents; impersonating or giving names

misrepresentation of facts:

1st offense…Suspension for one (1) semester; and

2nd offense...Expulsion from the University

i) Cheating in examinations and quizzes:

1st Commission…….Automatic grade of “5” on subject cheated;

 2nd Commission……Automatic grade of “5” and suspension for

one (1) semester;

3rd Commission……..Automatic grade of “5” and suspension for one (1) year from the
University; and

Subsequent offense…..Expulsion from the University

j) Scandalous Disturbance of Public Order:

1st offense …….Suspension for one (1) semester; 2nd

offense…….Expulsion from the University

k) Each of the following Public Order:

k. 1. Connecting or disconnecting electrical wires and plumbing devices without

permission from authorities concerned;

k.2. Sleeping, cooking and doing toilet necessities in unauthorized places;

k.3. Undue noise or disturbance in classroom, library quarters, public places or gatherings;
and
k.4. Climbing or jumping over the boundary fence of the University shall be punishable by:

1st offense……Suspension for one (1) week;

2nd offense……Suspension for one (1) month;

3rd offense…….Suspension for one ( 1) semester; and

Subsequent offense ….Expulsion from the University

l) Acts of Bribery to corrupt standards of instruction:

1st offense………Suspension for one (1) semester;

2nd offense……...Suspension for one (1) year; and

3rd offense……...Expulsion from the University

 m) Vandalism or destruction of public property, such as destruction of building
parts/fixtures/walls, tearing of pages of library books, magazine, etc. :
1st
offense……..Suspension for one (1) month and payment of damages;
2nd
offense………….Suspension for three (3) days to clean the infirmary/clinic
3rd
offense…….Suspension for one (1) semester and payment of

damages; and
4th
offense…….Expulsion from the University and payment of

damages

n) Littering or scattering of trash in public places:

1st commission………………Suspension for one (1) week to pick up litter or earlier if he

catches another violator; and

2nd subsequent commission….Suspension for two (2) weeks to pick up litter or earlier
if he catches another violator;

o) Any violation of any rule, regulation of the infirmary/clinic:

p) Violation of legally posted signs, such as “No Trespassing”, “Keep Off The Grass”, “Off
Limits”, etc.
1st commission……….…..Suspension for one (1)
week;
2nd commission…….……..Suspension for one (1)
month;
3rd commission……………Suspension for one (1)
semester; and

Subsequent commission…..Suspension for one (1) year.

 q) Removing and/or marring legally posted signs and notices, and marring public buildings,
furniture, etc.:

1st commission……..…..Suspension for one (1) week and cleaning marred building/furniture;
2ndcommission………....Suspension for one (1) month and cleaning marred building/furniture;

3rd offense………....Suspension for one (1) week to clean the infirmary/clinic

4th
offense………….Suspension for two

(2)weeks and payment of damages if any; and

Subsequent

offense...Suspension for one

(1) semester and payment of damages if

any.

commission……….…..Suspension for one

(1) semester and cleaning marred

building/furniture; and

Subsequent commission…..Suspension for one (1) year and cleaning marred building/furniture.

r) Speeding within the University jurisdiction with a motorized vehicle, i.e., driving at more
than 40 kph:
1st commission……….…..Suspension for one (1)
week;
2nd commission…….……..Suspension for one (1)
month;
3rd commission……………Suspension for one (1)
semester; and
Subsequent commission…..Suspension for one (1) year.
 s) Ingestion, use, possession and/or peddling of dangerous or regulated drugs or
paraphernalia:

The case shall be reported to proper police/court authorities, and upon conviction, the penalty shall
be expulsion from the University.

t) Unauthorized possession of firearms, i.e., in one’s person or custody of other deadly

weapons, including kitchen knives if found in one’s person:
1st commission…………….…Suspension for one (1) semester;
2nd commission……………....Suspension for one (1) year; and

Subsequent commission……...Expulsion from the University

Case involving the unauthorized possession of firearms shall be reported to proper military

authorities.

u) Violation of the curfew hours:

st
commission……….…..Suspension for one (1)

week;

2nd
commission……….…..Warning with letter of excuse;
3rd
commission…….……..Suspension for one (1)

year; and

Subsequent commission…Suspension for one (1) semesterSubsequent commission…Suspension for

one (1) semester.

v) Non-possession of I.D. upon demand by the University authorities:

1st commission……Suspension for one (1) week;

2nd commission… Suspension for two (2) weeks; Subsequent commission…Suspension for
one (1) month.

w)Smoking in classroom/laboratory rooms and other “No Smoking” areas:

1st commission…………..Suspension for one (1) week;

2nd commission…….…....Suspension for two (2) weeks; and

Subsequent commission…Suspension for one (1) month.

 Article 457. The raising of animals without permission from the proper authorities shall be
punishable by:

Confiscation of the animal(s) and to be returned only to the owner after payment of a fifty (P50.00)
pesos fine.

Section 3. Sanctions and Operative Effects

Article 458. Where the suspension is for one semester or more, the student shall move out of the University
jurisdiction within 24 hours after the suspension order took effect except those who reside with their parents
inside the University campus. Any student whose suspension covers the final

nd
commission…….……..Inform parents; 3rd commission……………Unexcused but to be admitted; and

Subsequent commission…..Dropped from the subject.

Article 456. Cutting/uprooting/stoning/picking of fruit tress/ornamental plants and unauthorized fishing with
the entire University jurisdiction shall be punishable as follows:

st
commission…………..Suspension for one (1) week;
examination period will have to miss the final examination. In all cases of suspension, a written promise of
future exemplary conducts by the student and countersigned by his parents or guardians are required as a
condition for readmission.

When a penalty of expulsion is meted, the student cannot reenroll in any course in the College. He cannot
get his honorable dismissal within one year.

Article 459. Student Discipline Board – There shall be a Student Discipline Board composed of a chairman,
who shall be a member of the bar or shall have some legal background, and two (2) members to be
appointed for a period of one (1) year, from among the faculty and other staff of the University. In any
disciplinary case before the Committee, a respondent may request that the two (2) students be appointed to
sit without right to vote, with the committee.

The Board shall be under the general supervision of the dean of student affairs, who shall designate,
whenever requested, the student members to sit with the Committee.

Autonomous units of the University, if there be any, shall set up their own Committee on Student
Discipline in accordance with these rules.
Article 460. Jurisdiction – All cases involving discipline of students under these rules shall be subject to the
jurisdiction of the Student Discipline Board except following case which shall fall under the jurisdiction of the
appropriate unit:

a. Violation of the University or unit rules and regulations by students of the units;
b. Misconduct committed by students of the University /unit within its classroom or premises in the
course of an official activity.
Provided that units/branches of the University if there be any shall have original jurisdiction over all cases
involving students of such units.

Article 461.Filing of Charges.- A disciplinary proceeding shall be instituted motupropio by the appropriate
authority upon the filing of a written charge specifying the acts or commissions constituting the misconduct
and subscribed to by the complaint, or upon submission of an official report of any violation of existing rules
and regulations upon the filing of said charge or any violation of existing rules and regulations. Upon the filing
of the said charge or report with the Student Discipline Board or the Office of the Dean, as the case may be,
an entry shall be made in an official entry kept for the purpose, specifying the person or persons charged the
complaint(s) his witnesses, if any, the date of filing, and the substance of the charge.

Article 462.Preliminary Inquiry. – Upon receipt of the complaint for report, which should be under oath, the
committee or the Dean of the University/Unit as the case may be, shall determine whether such complaint or
report is sufficient to warrant formal investigations. Notice to the respondent(s) is required but the presence
of the respondent(s) during the preliminary investigations may be waived. In case where the complaint or
report is found sufficient, formal charge(s) shall be filed and served upon each respondent and his parents/
guardians.

Article 463.Answer.- Each respondent shall be required to answer in writing within three (3) days from
receipt of the charge(s). Formal investigation shall be held on notice as provided below.

Article 464.Notice of Hearing.- All parties concerned shall be notified of the time, date set for the hearing at
least two (2) days before such hearing. Notice to counsel of record or duly authorized representative of a
party shall be considered sufficient notice to such party for the purpose of this article.

Article 465.Hearing – Hearing shall begin no later than one (1) week after receipt of the respondent’s
answer or after the expiration of the period within which the respondent shall answer.

Article 466.Duration of Hearing – No hearing on any case shall last beyond two (2) calendar months.

Article 467.Failure to Appear at Hearing - In case either complainant or respondent fails to appear at the
place set for the initial hearing after due notice and without sufficient justifications, this fact shall be noted
and the hearing shall proceed ex parte without prejudice to the party’s right of appearance in subsequent
hearings.
Article 468.Postponement. – Application for postponement may be granted for good cause for such period
as the ends of justice and the rights of parties to a speedy hearing require; Provided, That no more than three
(3) postponements per party to the litigation shall be allowed.

Article 469.Board Report. – The University/Unit investigation committee shall forward to the

Dean concerned within fifteen (15) days after the termination of the hearing, the complete record

of the case, with its report and recommendations. The report signed by at least a majority of the

members of the committee shall state the findings of fact, conclusion(s) and recommendation and

the regulations on which the decision is based.

Article 470.Decision by the Dean. - The Dean shall within ten (10) days after receipt of the committee
report, transmit the report, together with his decisions to the President of the University.

Article 471.Decision by the Student Discipline Board. - The Board shall decide each case within fifteen
(15) days after final submission. The decision shall be in writing and signed by at least a majority of its
members. It shall contain a brief statement of the findings of fact, conclusion(s) and recommendation(s) and
the specific regulations on which the decision is based.

Article 472.Finality of Decision. - A decision of the Student Discipline Board or a Dean, other than expulsion,
permanent disqualification from enrolment, or suspension for more than thirty (30) calendar days, shall
become final and executory fifteen (15) days after receipt thereof , unless a motion for reconsideration of the
same is filed in which case, the decision shall be final fifteen (15) days after receipt of the denial of the
motion for reconsideration.

Article 473.Appeal to the President. - in all cases in which all final decision is not conferred on the Dean or
the Board on Student discipline, the respondent may file an appeal with the President, on recommendation
coming from the Dean or appeal from the decision of a Dean or the Committee on Student Discipline shall be
rendered within ten (10) days after the receipt of the appeal. In all cases of expulsion, the President shall
consult the Administrative Council. Decisions of the President in all cases specified in the next succeeding
section may be appealed to the Board of Trustees within ten (10) days after respondents receive a copy of
such decision.

Article 474.Action of the President. - Action of the

President of the University on a recommendation coming from the Dean or appeal from the decision of a
Dean or the Committee on Discipline shall be rendered within ten (10) days after receipt of the appeal.
Decisions of the President in cases specified in the next succeeding article may be appealed to the Board of
Trustees within ten (10) days after respondent received a copy of such decision.

Article 475.Decision by the Board. - The Board of Regents shall review on appeal decisions of the President
of the University when the penalty imposed is expulsion, suspension for more than one (1) calendar year, or
any other penalty of equivalent severity and render final judgment thereof
Article 476.Rights of Respondents. - Every respondent shall enjoy the following rights;

a. To be subjected to any disciplinary penalty only after the requirements of due process shall have
been fully complied with; .

b. To be convicted only on the basis of substantial evidence(s) the- burden of proof being with the
person filing the charge; ,

c. To be convicted on the basis of evidence(s) introduced at the proceedings or of which the

respondent has been property appraised and given the opportunity to rebut the same;

d. To enjoy, pending final decision on the charges, all his rights and privileges as a student, subject to
the power of the Dean or the Board on Student Discipline to order the preventive suspension of the
respondent not more than fifteen (15) days where suspension is necessary to maintain the security of
the University; and

e. To defend himself personally or by counsel, or by representative of his own choice. If the respondent
desires, but is unable to secure the services of counsel, he shall manifest that fact at least two (2)
days before the date of hearing and request the Board on Student Discipline or the Investigating
Committee to designate a counsel for him from among the faculty members and staff of the
University.

Article 477.Summary Investigation by the Dean. -

Notwithstanding the provisions of the foregoing articles, a Dean may proceed summarily against students of
his University for any of these acts:

a. Violation of rules and regulations issued by the Dean of the units; and

b. Misconduct committed in the presence of a faculty member or any official of the university within
the classroom or premises of a College/unit or in the course of an official function sponsored by the
College/Unit.

The respondent shall be summoned to appear before the Dean of the College of the charge(s) against him,
and afforded the opportunity to present his side,

Every decision rendered under this Article shall be in writing, stating the facts of the case and the basis of the
penalty imposed. Such decision shall .be final and executory immediately after the issuance of the order. The
penalty of the suspension if imposed, shall not exceed fifteen (15) days.
Article 478.Effectivity. - Decision(s) shall take effect as provided in these rules; Provided, that the final
decisions of suspension or dismissal rendered within thirty (30) days prior to any final examination, shall take
effect during the semester immediately subsequent to the semester/summer in which such decision was
rendered; provided, Further, that when the respondent is graduating, in which case the penalty shall take
effect immediately.

Article 479.Records. - All proceedings before any Committee or Student Committee on Student Discipline
shall be taken down in writing. Original records pertaining to student discipline shall be under the custody of
the Dean of Student Affairs. Such records are hereby declared confidential and no person shall have access to
the same for inspection or copying unless he is officially involved therein, unless he has a legal right which
cannot be protected or vindicated without access to or copying such records. Any official or employee of the
university who shall violate the confidential nature of such records shall be subject to disciplinary action.

Section 4. Offenses and Penalties for Non-Faculty and Non-Student and Non-Staff Campus Residents

Article 480. A non-student or non-staff campus resident shall be subject to disciplinary action for
committing any of the offenses/penalties applicable to him.

To the extent practicable and appropriate, all offenses and penalties listed under Articles on Discipline (Art.
365 to Art. 367) of this Code shall apply to non-student or non-staff campus resident of the university, and
the procedure of investigation and disposition of cases are substantially the same as those for students.

Article 481. - Refusal to submit to jurisdiction of the university by any person not enrolled at the time a
charge against him is filed shall prejudice his future enrollment in any university/unit of the university.

Article 482. - For the offenses of non-student and non-staff campus residents and where the provision of
this Code cannot be applied, the case shall be brought to the appropriate court of justice.
Article 483.Definition. - The following terms shall have the meaning set forth below for purpose of these
regulations:

a. “Branches” refers to units outside the main campus of the mother unit which are not autonomous,

b. “Students” include any person enrolled in any academic unit of the university on a regular or part-
time basis at the time of the commission of the offense, regardless of whether or not he is enrolled in
any unit of the university at the time of the filing of the charge(s) or during the dependency of the
disciplinary proceedings against him.

c. “Laws of the land” refer to general enactment in force in the Philippines; and

d. “Official Report” includes any factual narration in writing, report duly submitted to any proper
authority in the university by a faculty member, any member of the University Security Force, any
officer of a college or unit, or any officer of the university.

Chapter 74

AMENDMENT AND EFFECTIVITY

Article 484. Save as to matters specifically provided by law, any provision in this Code may be amended at
any regular meeting of Academic and Administrative Council and/or the Board of Regents.

Article 485. Any provision of this Code or any part thereof that are found to be contrary to or inconsistent
with existing laws, decrees, rules and regulations are deemed null and void.

Article 486.Effectivity.This Code shall take effect immediately upon approval by the Board of Regents,

Approved as per Board Resolution No. 42 s. 2001, August 21, 2001.