VISION - Bicol Universitybicol-u.edu.ph/downloads/ccharter/2013Charter.pdfVISION A University of excellence characterized by scholarship engagement for the community towards sustainable

VISION

A University of excellence characterized by scholarship engagement for the community

towards sustainable development

MISSION

It is a declared policy of the State to establish and support a complete and integrated

system of education relevant to the needs of the people and society. (Republic Act No. 8292)

The University shall primarily give professional and technical training and provide

advanced education and specialized instruction in literature, philosophy, sciences and arts,

besides providing for the promotion of scientific and technological researches. (Republic Act

No. 5521)

GOALS

1. ADMINISTRATION

Actualization of the highest degree of efficiency, effectiveness, collegiality in decision

making and transparency in the administrative system and operation, therefore

promoting the University’s mandate of quality instruction, research, extension and

production;

2. INSTRUCTION

Provision of the highest quality of advanced, specialized, and professional education and

training for its students, showcasing competitive competencies responsive to the

requirements of domestic and global community;

3. RESEARCH & EXTENSION

Leadership in research and extension activities in support of accelerated and

sustainable barangay, municipal, provincial, regional and national economic

development.

4. PRODUCTION

Optimization of the resource-generation capacity of the University to support the delivery

of quality instruction, research and extension function of the university.

BU QUALITY POLICY

Bicol University commits to continually strive for excellence in instruction, research and

extension by meeting the highest level of clientele satisfaction and adhering to quality

standards.

RATIONALE

Excellence in the delivery of public service is always the expectation

or wish of every client in any government agency. The Bicol University in

its efforts to enhance the quality of its services; formulated this Citizen’s

Charter as a systematic guiding principle to facilitate service delivery. With

this Charter, the University hopes to achieve its vision of “Quality Education

and bringing the University closer to the Community.”

OBJECTIVES

The Citizen’s Charter intends to expedite the delivery of services of

Bicol University personnel. More specifically it shall:

1. Create a step by step flow of service delivery system based on

effectiveness and efficiency.

2. Provide its clients adequate understanding on how to avail of a

particular service.

3. Encourage clients to give inputs or feedback by adopting the Clients

Feedback Mechanism which is very helpful in the improvement of

services.

BICOL UNIVERSITY FUNCTIONAL CHART

Office of the Board of Regents

Office of the

University President

Academic

Council

Administrative

Council

Office of the

University & Board

Secretary Office of the

Commission on Audit

Internal Audit Services

Planning & Mgt.

Office

Information Mgt.

Office

Public & Alumni

Relations Office

Office of the VPA

Office of the VPP

Office of the

VPAA

Contract Administrator Office Administrator Office

Bids & Awards

Committee Zonal

Computerization

Center

Colleges/Campuses

Academic

Council Advisory

Council

Office of the Asst.

Dean/Coll. Secretary

Planning & Alumni

Relations

Academic Dept.

Research

Extension

Production

Student Affairs

Research &

Dev’t Center

Extension

Service Center

Office of Student

Services

Administrative Division

Accounting

Office

Budgeting

Office

Cashiering

Office

Office of

Human

Resource Mgt.

Office of

Supply Mgt.

Civil Security

Services

Motor Pool

General

Services

Legal Services Physical Dev’t.

Mgt. Office

Auxiliary

Services

Medical/Dental

Services

Food Services

Dormitory Services

Finance Division

Library Services Admissions

Office

Registrar’s

Office

Instruction

PERFORMANCE PLEDGE

“We, the employees of Bicol University in the spirit of genuine

public service, commit to serve with utmost dedication and

professionalism, guided by this Charter and the University’s

policies and applicable laws of the land.”

Republic of the Philippines

BICOL UNIVERSITY

ADMISSIONS OFFICE

Legazpi City

SERVICE: BICOL UNIVERSITY COLLEGE ENTRANCE TEST (BUCET)

SCHEDULE OF AVAILABILITY OF SERVICE:

Monday – Friday from July 16 to October 24, 8:00am – 5:00pm (No Noon-Break).

WHO MAY AVAIL OF THE SERVICE:

Graduates of High School recognized by the Department of Education may be

admitted as freshmen into the University.

High School graduates who have not taken and/or are not taking any college

subject.

Holder of the Education Placement Test (PEPT) certificates who are eligible to

college.

WHAT ARE THE REQUIREMENTS:

Correctly and completely accomplished Application Form (AF)

Two copies of 1x1 identical recent photograph of the applicant to be attached in

the application form.

First to Third Year high school academic ratings affixed at the reverse side of the

AF and duly signed by the school principal and/or photocopy of PEPT results if a

qualifier.

One long-sized window envelope and two (2) pieces of 40.00 pesos worth of

stamps for mailing of test results.

Photocopy of Form 138 for high school graduates who have not taken any

subject beyond college. (Original copy

of Form 138 should be presented for authentication).

DURATION: July 16 to October 24

HOW TO AVAIL OF THE SERVICE:

1. Processing of BUCET (Bicol University College Entrance Test)

Step

Activity of the Applicant/Client

Duration of

Activity

Person in Charge

Fees

Forms/Documents Needed

1 Secure an

Application

Form

A. Secure Application Form (BUCET

AF) at the BU Admissions Office

B. Download the BUCET Application

Form (AF) and the information

bulletin from this website:

www.bicol-u.edu.ph

3 mins.

Admissions Staff

BU-F-ADMISSION-13C

(BUCET Application Form)

2 Filing-up of

Application

Form

A. Pay the non-refundable testing fee

of One Hundred Fifty pesos

(P150.00) at the BU General

Administration building University

Cashier’s Office.

B. Provide all the information indicated

in the application form. If the

course(s) you have chosen is/are

offered in two or more campuses,

you are to indicate the campuses of

5 mins.

University Cashier’s

Office

P150.00

Original Receipt

http://www.bicol-u.edu.ph/

your chosen course-first campus

and the second campus.

C. Check that no item is left

unanswered in the Application Form.

Make sure to indicate/attach the

needed requirements upon filing.

D. Present the original receipt (OR) to

any staff of the Admissions Office

and get your test permit.

For Downloaded AF

A. For verification purposes, file the

completed AF together with the

requirements at the BU Admissions

Office two (2) weeks before the

scheduled date/s of examination.

Cont.

Please take note that you can only

take the BUCET in test centers

within or nearest your place of

residence.

B. Pay the non-refundable testing fee

of One Hundred Fifty pesos



Cashier’s Office.

C. Present the original receipt (OR) to

any staff of the Admissions Office

and get your test permit.

For Mailed AF

A. Mail the completed AF and attach

the testing fee paid in Postal Money

Order Payable to BUCET

Admissions Office, Bicol University,

Legazpi City.

B. Test permit will also be mailed to the

applicant. (include in the application

form (2) long window envelopes w/

P60.00 stamps).

C. Applicants are advised to see or call

the Admissions Office a week before

the scheduled examination if test

permit has not been received.

3

Scheduling of BUCET:

Applicants scheduled for testing; Test

permit released.

3-5 mins.

Napoleon Kris A. Venus

Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

BU-F-ADMISSION-13E

(TEST PERMIT)


BICOL UNIVERSITY

ADMISSIONS OFFICE

Legazpi City

SERVICE: HIGH SCHOOL ENTRANCE TEST


Monday – Friday from February 1 to 28, 8:00am – 5:00pm (No Noon-Break).


Graduates of Elementary School recognized by the Department of Education.





Original copy of Form 138 should be presented for authentication (after

Graduation) or 1st week of April.

DURATION:

February to 1 to 28


2. Processing of HISET (High School Entrance Test)

Step


Duration of

Activity

Person in Charge

Fees


1

Secure an

Application

Form


of One Hundred pesos (P100.00) at

the BU General Administration

building University Cashier’s Office.

B. Present the original receipt (OR) to

secure the HISET Application Form

from the BU Admissions Office.

3-5 mins.


Office


Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

P100.00

Original Receipt

BU-F-ADMISSION-14A

(HISET Application Form)

2 Filing-up of

Application

Form

A. Provide all the information asked in


B. Check that no item is left




3 mins.


Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

3

Scheduling of the HISET

Applicants scheduled for testing; test

permit released.


Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

BU-F-ADMISSION-13E

(TEST PERMIT)


BICOL UNIVERSITY

ADMISSIONS OFFICE

Legazpi City

SERVICE: KINDERGARTEN ADMISSION TEST


Monday – Friday from April 1 to 30, 8:00am – 5:00pm (No Noon-Break).

WHO MAY AVAIL OF SERVICE:

Children who are 4 years and eight months to 5 years and 7 months old by June





Original copy of Birth Certificate (NSO) should be presented for authentication.

DURATION:

April 1-30


3. Processing of KAT (Kindergarten Admission Test)

Step


Duration of

Activity

Person in Charge

Fees


1

Secure an

Application

Form


of Two Hundred Fifty pesos



Cashier’s Office.

B. Present the original receipt (OR) to

secure the KAT Application Form

from the BU Admissions Office.

3-5 mins.


Office


Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

P200.00

Original Receipt

BU-F-ADMISSION-15-A

(KAT Application Form)

2 Filing-up of

Application

Form

A. Provide all the information asked in


B. Check that no item is left




3 mins.


Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

3

Scheduling of the KAT

Applicants scheduled for testing; test

permit released.


Analey E. Encinares

Doris B. Malate

BU-F-ADMISSION-13E

(TEST PERMIT)


BICOL UNIVERSITY

ADMISSIONS OFFICE

Legazpi City

SERVICE: EVALUATION AND PROCESSING OF SHIFTERS


Monday – Friday from 4th week of May to 2nd week of June, 8:00am – 5:00pm (No

Noon-Break).


A student of any college in the University who has not obtained two or more

failing grades in his present course/program.

The student has not finished 50 percent or more of the required units of his

present course.

General Weighted Average must be 2.4 or better

Receiving college must have a slot available for the shifter.


Letter of Intent to Shift

Certification of Grades duly signed by the sending College/Unit Registrar

DURATION: 4th week of May to 2nd week of June


4. Evaluation of Shifters

Step


Duration of

Activity

Person in Charge

Fees


1 Filing of

Letter of

Intent to

Shift

A. Present Letter of Intent to Shift

B. Present Certification of Grades from

previous college attended

10 mins. Napoleon Kris A. Venus

Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

2 Securing

and filing of

application

form for

shifters

A. Payment of processing fee

B. Provide all the information asked in






30 mins.


Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

P100.00 BU-F-ADMISSION-02

(Application Form for

Shifters)

Official Receipt

3

Evaluation

of grades

and

verification

of the

number of

units

previously

taken

A. Present Certification of Grades to

Evaluator

30 mins. Napoleon Kris A. Venus

Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

Evaluated and Certified

Grades

4 Administrati

on of

required

aptitude

test by the

college

A. Pay required testing fee

B. Take the test

1.5 hours Ray Artimus Hinlo P200.00

per test

Original Receipt

Notice of Test Result

5 Endorsemen

t to the

college

where the

shifter

wants to

enroll in

5 mins. Dr. Hazel B. Vergara Completely filled out

application form with

required attachments duly

signed by the Dean of

Admissions


BICOL UNIVERSITY

ADMISSIONS OFFICE

Legazpi City

SERVICE: EVALUATION AND PROCESSING OF TRANSFEREES


Monday – Friday from 4th week of May to 2nd week of June, 8:00am – 5:00pm (No

Noon-Break).


A student from any higher learning institution recognized by CHED who has not

finished 50 percent or more of the required units of his present course/program

Has General Weighted Average (GWA) of 2.0 or 89.00 or its equivalent, or better

for all the academic units he/she has earned outside of Bicol University.

No failed subjects.


Official Transcript of Records or Certification of Grades from sending school.

Letter of Intent to Transfer

DURATION: 4th week of May to 2nd week of June


5. Evaluation and Processing of Transferees

Step


Duration of

Activity

Person in Charge

Fees


1 Filing of Letter of Intent to

Transfer

A. Present Letter of Intent to

Transfer

B. Present Transcript of

Records or Certification

of Grades from previous

school attended

10 mins. Napoleon Kris A.

Venus

Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

2 Securing and filing of

application form for

transferees

A. Payment of processing

fee

B. Provide all the

information asked in the

application form.


unanswered in the

Application Form. Make

sure to indicate/attach the

needed requirements

upon filing.

30 mins.

Napoleon Kris A.

Venus

Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

P100.00 Official Receipt

BU-F-ADMISSION-04

(Application Form for

Transferees)

3

Evaluation of grades and

verification of the

number of units

previously taken

A. Present Transcript of

Records or Certification

of Grades to Evaluator

30 mins. Napoleon Kris A.

Venus

Rey M. Mapusao

Analey E. Encinares

Doris B. Malate

Evaluated and Certified

Grades

4 Administration of

required aptitude test by

the college


B. Take the test

1.5 hours Ray Artimus Hinlo P200.00

per test

Original Receipt

Notice of Test Result

5 Endorsement to the

college where the

transferee wants to

enroll in

5 mins. Dr. Hazel B. Vergara Completely filled out

application form with

required attachments duly

signed by the Dean of

Admissions


BICOL UNIVERSITY

ADMISSIONS OFFICE

Legazpi City

SERVICE: PSYCHOLOGICAL TESTING


Monday – Friday, Year-round, 8:00am – 5:00pm


Any individual or organization, referred or otherwise, that has a need for

psychological testing


Properly filled-out request form or letter.

Official receipt of payment of testing fee

DURATION: Year-round


6. Educational and Psychological Testing

Step


Duration of

Activity

Person in Charge

Fees


1 Securing the testing

request form

A. Secure a request form

from Psychologist

2 mins. Client

Ray Artimus Hinlo

Request form

2 Filling-in the testing

request form

A. Fill-in the request form

properly

10 mins.

Client Request form

3

Seeking the approval of

the BUAO Dean

A. See and consult BUAO

Dean with regards to

testing needs

B. Seek for the approval of

the request form

15 mins. Client

Dr. Hazel Vergara

Approved request form

4 Paying the required

testing fee


15 mins. Client

University Cashier

P200.00

to

P500.00

per test

Original Receipt

5 Test administration A. Client takes psychological

tests

1 hour to 1

day

Ray Artimus Hinlo Psychological test

materials

6 Test result release A. Individual/group

conference conducted for

test interpretation

15 mins. Ray Artimus Hinlo Psychological test report

OFFICE OF THE UNIVERSITY REGISTRAR

REGISTRATION / ENROLMENT WHO MAY AVAIL OF THE SERVICE: 1 In-coming / Freshmen Students 2 Old / Higher year Level Students 3 Returning / Shifter / Transfer Students

WHEN TO AVAIL OF SERVICE:

Monday - Friday from 8:00 a.m. to 5:00 pm (No Noon Break) during the scheduled enrolment

period per University Calendar, posted in each college/campus

WHAT ARE THE REQUIREMENTS

FOR NEW STUDENTS:

1. BUCET Result

2. Accomplished Personal Data Sheet

3. Form-137/Form-138

4. Clear copy of Authenticated NSO Birth Certificate

5. Good Moral Certificate

6. Medical Cert. Issued by the Bicol University Physician

7. Police Clearance

8. 2 pcs. 2x2 picture

9. 2 pcs. long folder

10. 1 long envelope

11. Certification of Scholarship (if scholar)

11. English Plus Result (if necessary)

FOR SHIFTER/RETURNING AND OLD STUDENTS:

1. Accomplished Clearance

2. Shifting Form

3. Approved Leave of Absence

4. Certification of Grades

HOW TO AVAIL OF THE SERVICE: A. Registration/Enrolment in College/Campuses using Manual

process

Step Applicant/Client Office Process of Activity

Duration of Person in Charge

Activity

1 Scholar Receives & checks completeness 5-10 minutes OSS personnel

of requirements & issues Notice

of Scholarship

2 Submits all enrolment Requirements are received, 5-10 minutes Program/Dept. Chair

requirements checked, then the student is Adviser

issued preliminary form Enrolling Committee

3 Student fills up preliminary form/ Approval of subjects & issuance 5-10 minutes Program/Dept. Chair

advising slip for approval of subjects of Enrolment Form (Form 100) Adviser

Registrar

4 Fills up the Form 100 Assessment of Fees 5-10 minutes Registrar or Designated

Assessor

5 Payment of Fees Receive payment & issuance of 5-10 minutes Cashier

Official Receipt

6 Presents Official Receipt (OR) for Posting of payment on the ledger 5-10 minutes Bookkeeper

posting

7 Submits enrolment form & receipt of Subject listing and issuance of 5-10 minutes Registrar / staff

payment class cards

Maximum Total Duration of Activity: 1 hour and 10 minutes

A-1 Registration/Enrolment through E-Registration

Step Applicant/Client Office Process of Activity

Duration of Person in Charge

Activity

1 Submits all requirements for Requirements are received, checked, 5-10 minutes Program/Dept. Chair

enrolment then the student is issued advising slip Adviser

Enrolling Committee

2 Student fills up preliminary form/ Approval of subjects 5-10 minutes Program/Dept. Chair

advising slip for approval of

Adviser

subjects

Registrar

3 Submission of preliminary form/ Encoding of data and enrolment into 3-5 minutes Registrar/Staff

advising slip the system

4 Payment of Fees Receive payment and issuance of 5-10 minutes Cashier

Official Receipt (OR)

5 Presents Official Receipt (OR) Issuance of Cert. Of Registration (COR) 3-5 minutes Registrar/Staff

for issuance of COR

Maximum Total Duration of Activity: 40 minutes

GRADUATION / ISSUANCE OF STUDENT'S CREDENTIALS

SERVICES OFFERED: 1. Issuance/Re-issuance of Official Transcript of Records (OTR)

2. Issuance/Re-issuance of Diploma 3. Issuance of Certification, Authentication and Verification (CAV) for Department of Foreign Affairs (DFA) purposes

4. Authentication of Academic Documents issued by this Office 5. Issuance of the following Certifications:

Board Course/Non-board Course Completion of Academic Requirements (CAR) Course Descriptions English Translations General Weighted Average (GWA) Good Moral Character (GMC) Graduation

Honorable Dismissal (HD) Honors Awarded Medium of Instruction Number of Units Earned Official Enrolment Related Learning Experience (RLE) Subjects Taken

WHO MAY AVAIL OF THE SERVICE: 1. New graduates from the various colleges/units of BU;

2. Previous graduates/students from the various colleges of BU; 3. Previous graduates/students of Bicol Teachers” College and Albay Normal School;

4. Currently enrolled students from the various colleges/units of BU; 5. BU students who wish to transfer to other schools;

6. Graduate and/or undergraduate students who have stopped their studies. SCHEDULE OF AVAILABILITY OF SERVICE:

Monday to Friday (except holidays)

8:00 a.m. to 5:00 p.m. (No Noon Break)

(Payment of fees at the Office of the Cashier is 8:00 – 11:00 and 1:00 – 4:00 p.m.)

DURATION OF ACTIVITIES/PROCESSING TIME:

The duration of processing time for the different services vary from 30 minutes to eight working days.

During peak seasons (enrolment and graduation), the maximum total duration for each service may have a few hours

and/or days extension considering the fact that the Registrars and staff have to attend to these urgent activities.

Unforeseen events such as brown-outs, typhoons, strikes, etc. beyond the control of this Office may cause for allowable

extension of services.

How to Avail of Service No. 1-A (1st Issuance of Official Transcript of Record (OTR) after

Graduation)

Step Client/Applicant Office Process of Activity

Duration of Employee/Personnel * Documents Needed

Activity In-Charge * * Fees

1 Submits all requirements Encode and print draft of OTR 20 - 30 minutes Encoder and Registrar of * Documents Needed

for Graduation to the concerned college 1) Graduation clearance

College Registrar 2) 2 pcs 2x2 Picture w/ name tag

2 OTR is forwarded/sent to the OUR 1 hour - 2 days Registrar of concerned college with white background

for review 3) Clear copy of National Statistics

3 Receive, record and review the OTR 10 - 20 minutes Concerned reviewer at the Office of Office (NSO) birth certificate

the University Registrar (OUR) 4) 1 set documentary stamp per set

4 √ Print name & sign * If OTR has no error, it is photocopied on 5 - 10 minutes Concerned reviewer at the OUR of OTR

logbook the official form, initialed by reviewer, University Registrar (UR) or 5) Power of attorney or letter of

√ Receive OTR signed by UR & released to client Authorized Representative authorization from the requesting

√ If OTR has errors and cannot be corrected 1 - 2 days Concerned reviewer at the OUR party if unable to file and claim

at the OUR, it has to be returned to Encoder & Registrar of request personally

concerned college for correction concerned college

5 OTR is re-submitted to the OUR for final 5 hours Registrar of concerned college * * Fees

review, photocopying of said OTR to official Concerned reviewer at the OUR P15.00 1st page

form and initialed by the concerned staff. P10.00 per page for succeeding pages

6 Signature of OTR 1 - 5 minutes University Registrar (UR) or for Baccalaureate graduate

Authorized Representative P50.00 per page for master's and

7 √ Print Name & sign √ Stamp remarks/purpose, date of issue, 1 - 5 minutes Releasing Personnel doctoral graduates

logbook affix documentary stamp,University dry seal

√ Receive OTR √ Release OTR

Maximum Total Duration of Activity: 2 days and 1 hour (from Step 1 - Step 4 only)

4 days, 6 hours and 10 minutes (from Step 1 - Step 7)

How to Avail of Service No. 1-B (Re-Issuance of Official Transcript of Record (OTR))

Office Process of Activity

Step Client/Applicant Duration of Employee/Personnel * Documents needed

For Graduates For Graduates from Activity In-Charge * * Fees

SY 2003 to present SY 2002 and Beyond

1 Fill out application form √ Pull out printed/white √ Pull out individual file 5-10/10-20 min. Receiving Personnel * Documents needed

available at the Receiving copy/ies of OTR

jacket or bound records

1) Valid ID

Counter and submit √ Issue info sheet √ Issue info sheet

2) Application/request for OTR

requirements containing the amount containing the amount

3) 1 pc 2x2 picture w/ name tag,

to be paid to be paid with white background

2 Pay the OTR Fee 20 - 30 minutes BUCE Cashier/

4) Clear copy of NSO birth

GASS Cashier certificate

3 Present Receipt of Photocopy OTR to official Encode OTR 10-15/20-30 min. Concerned OUR

5) 1 set documentary stamp per

Payment for recording form and initialed

Personnel set of OTR

4 Signature of OTR Review encoded OTR 5-15/10-20 min. Concerned OUR

6) Power of attorney or letter of

Personnel authorization from the

University Registrar (UR)

requesting party if unable to

or Authorized file and claim request personally

Representative

5 √ Print name & sign √ Stamp remarks/purpose,

Effect corrections, finalized

5-15/10-20 min. Encoder

logbook date issued, control no., into official form and

Concerned OUR * * Fees

√ Receive OTR affix documentary stamp initialed

Personnel

and Univ. dry seal

Releasing Personnel P30.00 per page - for baccaluarate

√ Release OTR

and non-degree student

P50.00 per page - for master's and

6 Signature of OTR 5 - 10 minutes University Registrar (UR) doctoral student

or Authorized

Representative

7 √ Print name & sign √ Stamp remarks/purpose, 5 - 15 minutes Releasing Personnel

logbook date issued, control no.,

√ Receive OTR affix documentary stamp

and Univ. dry seal

√ Release OTR

Maximum Total Duration of Activity: 1 hour and 4 minutes (for graduates SY 2003 to present)

2 hours and 42 minutes (for graduates SY 2002 and beyond)

How to Avail of Service No. 2 (Issuance/Re-issuance of Diploma)

Step Client/Applicant Office Process of Activity Duration of Employee/Personnel * Documents needed


1 √ Present ID clearance for Pull out diploma from the files, 10 - 15 minutes Receiving Personnel * For New Graduate

graduation, receipt of payment affix with the University dry seal, 1) Graduation Clearance

for diploma fee to the receiving record and release 2) Valid ID

personnel 3) Receipt of payment for diploma fee

√ Print name and sign logbook

√ Receive diploma

* * Previous graduates requesting √ Receiving clerk pulls out 10 - 15 minutes Receiving Personnel * * For Re-issuance

for re-issuance of diploma must record to ascertain the date

submit to the receiving personnel of graduation and degree

1) Application for re-issuance of diploma

affidavit of loss, ID and other earned by graduate 2) Affidavit of loss or damage

requirements as may be stated √ Issue info sheet containing 3) Valid ID

in the application form available the amount to be paid

4) Receipt of Payment for diploma fee

at the receiving counter 5) Copy of NSO Birth Certificate

2 * * Pay the Diploma Fee 20 - 30 minutes BUCE Cashier/ 6) Power of Attorney or Letter of

GASS Cashier authorization from the requesting party

3 Present Receipt of Payment for Encode Diploma 10 - 15 minutes Encoder if unable to file & claim request

recording personally with valid ID of both parties

4 √ Review Diploma 5 - 10 minutes Concerned Reviewer

√ Sign Diploma University Registrar or

Authorized Representative * * Fees

5 Diploma is sent to the College 2 hours - 3 days Dean of the concerned P30.00 - for new baccaluarate/

Dean for signature college non-degree graduate

6 Signed Diploma is sent back 2 hours - 3 days Personnel of the P60.00 - for re-issuance (baccaluarate/

to the OUR concerned college non-degree)

7 Diploma is sent to the Office of 2 hours - 2 days University President P100.00 - for Doctoral & Master's degree

the President for signature of graduate

the University President and

sent back to OUR after signing

8 √ Print Name and Sign Logbook √ Diploma is affixed with the 2 - 5 minutes Releasing Personnel

√ Receive diploma Univesity Seal

√ Release the Diploma

Maximum Total Duration of Activity:

15 minutes (for new graduates)

8 days, 1 hour and 15 minutes (for re-issuance from Step 1 - Step 8)

How to Avail of Service No. 3 (Issuance of CAV for DFA purposes)

Step Client/Applicant Office Process of Activity Duration of Employee/Personnel * Documents Needed


1 √ Approach in-charge at In-Charge personnel gives 10 - 20 minutes Designated Personnel at * Documents Needed

CAV Counter & inquire few information and requirements in the Counter

questions regarding CAV applying for CAV and releases 1) Valid ID

application form 2) 3 pcs 2x2 pictures with name tag

2 √ Fill out application form 20 minutes to 1 hour BUCE Cashier/

3) 3 sets photocopied OTR, diploma & other

√ Submit requirements GASS Cashier documents issued by this Office together

√ Pay the fee with the original copies

3 Present the receipt of payment Prepares CAV 20 - 40 minutes Designated Personnel at 4) 2 sets documentary stamps

the Counter 5) Power of attorney and/or written authorization

4 Review CAV and Documents to 10 - 20 minutes University Registrar (UR) or

from the requesting party if unable to file and

be attached Authorized Representative

claim request personally with a valid ID of the

5 Finalize CAV and other attached 15 - 20 minutes Designated Personnel person being authorized

documents for signature

6 Signs CAV and other attached 20 - 30 minutes University Registrar (UR) or * * Fees

documents Authorized Representative P80.00 certification fee

7 √ Sign filecopy of endorsement √ Affix documentary stamps 10 - 15 minutes Designated Personnel at

P10.00 authentication fee per document to be

√ Receive claim stub and and dry seal the Counter attached to CAV

2nd copy of CAV

Maximum Total Duration of Activity - 3 hours & 25 minutes

How to Avail of Service No. 4 Authentication of Academic Documents Issued by this Office

Step Client/Applicant Office Process of Activity Duration of Employee/Personnel

* Documents

Needed


1 Approach in-charge at the Receiving √ Examine the documents to be 1 - 5 minutes Receiving Personnel

* Documents

Needed

counter, present the original and authenticated, count the number of

photocopied documents to be pages to determine the amount to be

1) Original Documents

authenticated paid by the client

2) Clear copy/ies of document/s

√ Issue info sheet containing the to be authenticated

amount to be paid

2 Pay to the Cashier Stamp "Certified Copy" the photocopied

20 - 30 minutes Receiving Personnel

documents for signature * * Fees

3 Present the Receipt of Payment Affix signature on the photocopied 1 - 5 minutes University Registrar or P10.00 - per page

documents Authorized Representative

4 Print and Sign logbook √ Affix dry seal 1 minute Releasing Personnel

√ Release documents

Maximum Total Duration of Activity - 41 minutes

How To Avail of Service No. 5 (Issuance of Certifications)

Step Client/Applicant Office Process of Activity Duration of Employee/Personnel * Documents needed


1 √ Approach personnel at the √ Pull out the academic records 2 - 5 minutes Receiving Personnel * Documents

receiving counter of client/applicant to ascertain

√ Present valid ID and fill out the date of graduation and 1) Valid ID

the application form degree earned 2) Application/request for Certification

√ Issue info sheet containing the

3) 1 set documentary stamp per certification

amount to be paid

4) Power of Attorney or Letter of authorization

2 Pay the certification fee

20 - 30 minutes BUCE Cashier/ from the requesting party if unable to file

GASS Cashier and claim requesting personally with valid

3 Present the receipt of payment Prepare the Certification 1 - 1.5 hours Encoder ID of both parties

Review and sign if no printing error 1 - 10 minutes Encoder

- If with slight error, re-print and Concerned Reviewer * * Fees

sign University Registrar or P20.00 per page for baccaluarate/

Authorized Representative non-degree student

4 √ Print name and Sign logbook

√ Affix Documentary stamp and 1 - 2 minutes Releasing Personnel P50.00 per page for doctoral and master's

√ Receive Certification/s dry seal students

√ Release certification/s

Maximum Total Duration of Activity : 2 hours and 17 minutes


Bicol University

OFFICE OF THE UNIVERSITY LIBRARIAN

Legazpi City

SCHEDULE OF FRONTLINE LIBRARY SERVICES

Service Days Available Time Available

1. Application of

Library Card

Monday – Friday

8:00 AM – 7:00 PM

Saturday 8:00 AM – 5:00 PM

2. Releasing of Library

Card

Monday – Friday

Undergraduate:

9:00 AM – 11:00 AM

2:00 PM – 4:00 PM

Graduate:

8:00 AM – 7:00 PM

Saturday Undergraduate:

8:00 AM – 5:00 PM

Graduate:

8:00 AM – 5:00 PM

3. Signing of Clearance

(Regular Days)

Monday – Friday

Undergraduate &

Graduate:

8:00 AM – 7:00 PM

Saturday Undergraduate &

Graduate:

8:00 AM – 5:00 PM

4. Signing of Clearance

(During End of the

Semester )

Monday – Friday

Undergraduate:

9:00 AM – 11:00 AM

2:00 PM – 4:00 PM

Graduate:

8:00 AM – 7:00 PM


8:00 AM – 5:00 PM

Graduate:

8:00 AM – 5:00 PM

5. Borrowing of Books Monday – Thursday

Friday

Monday - Friday

Undergraduate:

3:00 PM – 7:00 PM

12:00 NOON – 7:00 PM

Graduate:

8:00 AM – 7:00 PM


8:00 AM – 5:00 PM

Graduate:

8:00 AM – 5:00 PM

6. Photocopying Monday – Friday

Undergraduate &

Graduate:

8:00 AM – 7:00 PM


Graduate:

8:00 AM – 5:00 PM

7. Computer Service

(Downloading/Saving

of Files)

Monday – Friday

Undergraduate &

Graduate:

8:00 AM – 7:00 PM


Graduate:

8:00 AM – 5:00 PM

No related

materials

Yes

Proceed to Information

desk/Circulation counter and

present Referral letter

Yes

End

Pay Researcher’s fee at the

University Cashier’s Office

Researcher

Present OR in the Information

desk desk/Circulation counter

External User/ Outside Researcher

Check the OPAC/list

of theses and

dissertations

Sign up in the logbook for

External Researchers

With needed materials

I. Application and Releasing of Library Card II. Lost Library Card

APPLICATION

RELEASING

Issuance/Re-issuance of Library Card

Start

Present COR of the current semester

and 2 pcs. 1x1 colored ID picture

Present COR with “Applied” stamp at

the Circulation counter

Wait for your countersigned library

card and COR with “Released” stamp

to be released

End

Completely accomplish the application

form

End

Accomplish completely the application

form

Wait for the Librarian/Library-Aide to

stamp “Applied” in your COR

Start

Present a duly notarized Affidavit of

Loss

Accomplish the form for lost library

card and have it signed by the

concerned librarians

Pay re-issuance fee of library card

(P25.00 for undergraduate students;

P50.00 for graduate students) at the

University Cashier’s office

Submit the Affidavit of Loss,

accomplished form, receipt and 1 pc.

1x1 colored ID picture at the

Circulation counter

End

No

Yes

Circulation book

Reserve/Reference

book

Returning

Returning Returning

I. Borrowing for Home Use II. Returning

III. Photocopying

Charging and Discharging of Books

Start

Present the book/s and library card at

the counter

End


form

Sign the book card/s

Check the due date for the borrowed

books

Start

Present the book/s to be returned

Settle the overdue fines

Wait for the library card to be returned

End


form

Start

Present the book/s and Baggage

counter no. at the Circulation counter

End


form

Present the book/s at the Circulation

counter and wait for the Baggage

counter no. to be released

Log in the Reserve Section log book and

wait to be given a “pass” for photocopying

Give the “pass” at the counter

Return the “pass” at the counter

Overdue?

Yes No

Yes

No

Yes No

I. Students (Current and Alumni)

II. Faculty and BU Personnel

Signing of Clearance

Present clearance form and library card

End


form

Settle

accountabilities

clearance log book

With library

card?

Present COR of last enrolment

With

accountabilities?

Start

Start

Present clearance and borrower’s card (if issued)

With

accountabilities?

Settle

accountabilities

clearance log book

End


form

Signing of Clearance

Computer Service

(Downloading/Saving Files)

Start

Fill out the computer download slip

End

Submit the slip together with the storage

media to the IT personnel in-charge

Wait for the files to be completely

downloaded and for the storage media to

be returned

Sign up in the Computer Download

logbook

SIGNING OF CLEARANCE OF

STUDENTS

STEPS REQUIREMENTS IT WILL TAKE YOU

PLEASE APPROACH

1. Receives clearance form

Library Card/COR 1 minute

Librarian/ Library-Aide on duty

2. Verifies record of client

BU-iLib Record of Accountabilities Official list of enrolled students

5 minutes


3. Signs clearance

1 minute

Librarian/Library-Aide on duty

4. Releases clearance

1 minute


CHARGING AND DISCHARGING OF

BOOKS

STEPS REQUIREMENTS IT WILL

TAKE YOU PLEASE APPROACH

1. Receives book

Library Card 1 minute


2. Checks accession no. of book against the book card

1 minute


3. Fills out due slip

1 minute


4. Checks-in/Checks-out in the BU-iLib system

2 minutes


COMPUTER SERVICE

(DOWNLOADING/SAVING FILES)

STEPS REQUIREMENTS IT WILL

TAKE YOU PLEASE

APPROACH

1. Receives request from client

Computer download slip Storage media (flash drive, memory card, etc.)

1 minute IT personnel

on duty

2. Verifies completeness of entry

1 minute

IT personnel on duty

3. Saves the identified file/set of files

5 minutes (for 3MB or less files)


4. Returns the storage media to the client

1minute


yah

BICOL UNIVERSITY Vision

A UNIVERSITY OF EXCELLENCE characterized by scholarship engagement for the community towards sustainable development.

Mission The aforecited vision is rooted in Bicol University’s mandate as provided in RA 5521 which is to “to give professional and technical training and provide advanced and specialized instruction in literature, philosophy, the sciences and arts, besides providing for the promotion of scientific and technological researches, (Sec. 3).”

Quality Policy Bicol University commits to continually strive for excellence in instruction, research and extension by meeting the highest level of clientele satisfaction and adhering to quality standards.

Goals In order that the graduates of Bicol University shall be proud flag

bearers of the quality of education the University stands for, the

following goals shall be vigorously pursued:

Provide relevant and responsive curricular programs for

undergraduate and graduate education which meet national

and international standards of quality and excellence. The

academic programs shall graduate employable citizens in

their profession.

Generate and transfer knowledge and technology that shall

address poverty in the region, integrating research and

extension activities to improve the productivity of key

economic sectors supportive of sustainable barangay,

provincial, regional and national economic development

Optimize the resource-generation capacity of the University

pursuing academe-based entrepreneurship anchored on the

core competence of the faculty and the vast land resources

of the University alongside with fund sourcing through

partnership building and networking to support the delivery

of quality instruction, research and extension functions of the

university

Effect timely administrative and academic support services

through simplification of processes and actualization of the

highest degree of efficiency and effectiveness in the

administrative system and operation, therefore, promoting

the University's mandate of quality instruction, research,

extension and production, and

Provide physical environment supportive of the instruction,

research, extension and production programs.

BU LIBRARY SYSTEM

Vision To be a modern and dynamic world-class academic library that offers dynamic, modern services and programs responsive to the varied demands of Bicol University, of the region, and of the national and international community utilizing effective and efficient delivery system and communication technology.

Mission To support the vision, mission, and goals of Bicol University by providing quality resources, services, and information access through application of multi-media system in information storage, delivery and retrieval.

SCHEDULE OF LIBRARY HOURS UNIT/CAMPUS

LIBRARY MONDAY – FRIDAY SATURDAY

University Library

8:00 AM – 7:00 PM 8:00 AM – 5:00 PM

Tabaco Campus 8:00 AM – 6:00 PM 8:00 AM – 5:00 PM

East Campus 8:00 AM – 6:00 PM 8:00 AM – 5:00 PM

Nursing 8:00 AM – 6:00 PM

ILS-Children’s Library

7:40 AM – 5:00 PM

ILS – High School

8:00 AM–12:00 NN 1:00 PM – 5:00 PM

Education 8:00 AM – 6:00 PM 8:00 AM – 5:00 PM

Daraga Campus 8:00 AM – 6:00 PM 9:00 AM – 4:00 PM

Col. of Agriculture & Forestry-Guinobatan

7:00 AM – 6:00 PM 8:00 AM – 5:00 PM

Polangui Campus 8:00 AM – 5:00 PM 8:00 AM-12:00 NN 1:00 PM-4:00 PM

Gubat Campus 8:00 AM – 5:00 PM 8:00 AM – 5:00 PM (Incl. SUNDAY)

FOR COMMENTS, COMPLAINTS, OR SUGGESTIONS

ADDRESS: University Library 2

nd Flr., Multi-Purpose Bldg.,

Bicol University, Legazpi City 4500 TELEFAX: (052) 481-7481 E-LIBRARY WEBSITE: https://www.bicol-u.edu.ph FACEBOOK: www.facebook.com/aklatangunibersidad.bicol FACEBOOK Fan Page: Bicol University Library

Performance Pledge

We, the employees of the Bicol University

Library System pledge and commit to deliver

quality public service as promised in this

Citizens’ Charter: Specifically, we will:

Serve with integrity, dedication and commitment.

Be prompt and timely.

Display procedures, fees and charges.

Provide adequate and accurate information.

Be consistent in applying rules.

Provide feedback mechanism.

Be polite and courteous.

Bicol University Library System

CITIZEN’S CHARTER

http://www.bicol-u.edu.ph/

http://www.facebook.com/aklatangunibersidad.bicol

of

SERVICE GUIDES

SCHEDULE OF FEES

SERVICE FEE (IN PESOS)

Library Card 1st Issuance: NONE

2nd Issuance: Undergraduate – 25.00

Graduate - 50.00

Lamination 13.00

*External Researchers Elem./High School Undergraduate Graduate Walk-in/Non-academe

10.00/day or a fraction hereof 30.00/day; 150/month; 300/sem. 50.00/day; 300/month; 500/sem 100.00/day; 500/month; 1,000/sem.

Overdue Fines UNDERGRADUATE: General Circulation – 2.00/hour

Fiction – 5.00/day

GRADUATE:

General Circulation – 5.00/hour

Fiction – 5.00/day

Internet NONE

*Bring: valid ID and referral letter from the librarian

BICOL UNIVERSITY OFFCIE OF STUDENT SERVICES

LEGAZPI CITY

CITIZEN'S CHARTER

FRONTLINE SERVICE TITLE APPLICATION FOR SCHOLARSHIP

SCHEDULE OF AVAILABILITY OF SERVICE MONDAY TO FRIDAY, 8:00 A.M. - 5:00 P.M.; NO NOON BREAK

WHO MAY AVAIL OF THESE SERVICE STUDENT-GRANTEES

WHAT ARE THE REQUIREMENTS APPLICATION FORM AND ALL REQUIRED DOCUMENTS

DURATION 5 Minutes/Applicant under normal circumstances

HOW TO AVAIL OF THE SERVICE

STEP APPLICANT/CLIENT ACTIVITY OF THE SERVICE

PROVIDER

DURATION OF THE ACTIVITY

(Under Normal Circumstances)

PERSON-IN-

CHARGE FEES FORMS/DOCUMENTS NEEDED

I ENTRANCE SCHOLARSHIP For First Semester Only

A. FOR VALEDICTORIANS 1. Documents submitted

5 minutes Clerk-in-Charge

no fees

1. Accomplished BU-OSS Form

Newly graduated checked and verified 2. Photocopy of BUCET Result

valedictorians from 2. Issues Notice of 3. Photocopy of High School Report Card

the different high Acknowledgement 4. Photocopy of Birth Certificate

schools 3. Posting the discount in the 5. Photocopy of Certificate of Good Moral Character

e-registration from the High School Principal

4. Student advised to sign 6. Certificatiion from the High School Principal that

in the masterlist of student graduated Valedictorian of a class not

scholars less than 50 students

7. Affidavit that applicant is not enjoying any scholarship

8. 1 long white folder

9. 1 piece passport size ID picture

For Second Semester, if the student meets the required

GWA of 1.75 or higher and must have no grade lower

than 2.4 in any subject may apply for academic

scholarship, submit the following:


2. Certification of grades



FOR SALUTATORIANS For First Semester Only


Newly graduated 1. Documents submitted

5 minutes

2. Photocopy of BUCET Result

salutatorians from the checked and verified

Clerk-in-Charge

3. Photocopy of High School Report Card

different high schools 2. Issues Notice of no fees 4. Photocopy of Birth Certificate

Acknowledgement 5. Photocopy of Certificate of Good Moral Character

3. Posting the discount in the from the High School Principal

e-registration 6. Certificatiion from the High School Principal that

4. Student advised to sign student graduated salutatorian of a class not

in the masterlist of less than 50 students

scholars 7. Affidavit that applicant is not enjoying any scholarship











Newly graduated 1. Documents submitted


no fees

For First Semester Only (After graduation)

College student who checked and verified 1. Accomplished BU-OSS form

graduated with academic 2. Issues Notice of 2. Certification from the University Registrat that the

honors at BU Acknowledgement applicant graduated with academic honors or

3. Posting the discount in the Certified true copy of OTR

e-registration 3. Affidavit that applicant is not enjoying any scholarship

4. Student advised to sign 4. 1 long white folder

in the masterlist of 5. 1 piece passport size ID picture

scholars

For Overall BUCET 1. Documents submitted


no fees

For First Semester Only

Topnotcher (Applicable) checked and verified 1. Accomplished BU-OSS Form

for the Top Ten Only) 2. Issues Notice of 2. Photocopy of BUCET Result

Acknowledgement 3. Photocopy of High School Report Card

3. Posting the discount in the 4. Photocopy of Birth Certificate

e-registration 5. Photocopy of Certificate of Good Moral Character

4. Student advised to sign from the High School Principal

in the masterlist of 6. Certification from the Admissions Office that student

scholars belongs to the top ten BUCET qualifiers












II ACADEMIC SCHOLARSHIP 1. Documents submitted


no fees


Regular student whose checked and verified 2. Certification of grades from the previous semester

General Weighted 2. Issues Notice of 3. Letter of recommendation from the Dean/Director

Average (GWA) for the Acknowledgement 4. Affidavit that applicant is not enjoying any scholarship

previous semester is 3. Posting the discount in the 5. 1 long white folder (for new applicants)

1.75 or higher and must e-registration 6. 1 piece passport size ID picture

have no grade lower 4. Student advised to sign

that 2.5 in any subject in the masterlist of

scholars

III PUBLICATION SCHOLARSHIP 1. Documents submitted


no fees


(College and University) checked and verified 2. Certification of grades from the previous semester

2. Issues Notice of 3. Certification from the University/College Unit that

Acknowledgement applicant holds a position in the editorial board

3. Posting the discount in the 4. Affidavit that applicant is not enjoying any scholarship

e-registration 5. 1 piece passport size ID picture

4. Student advised to sign 6. 1 long white folder (for new applicants)

in the masterlist of

scholars

IV DEPENDENT OF BU 1. Documents submitted


no fees

For First Semester (First Year Students)

PERSONNEL checked and verified 1. Accomplished BU-OSS Form

2. Issues Notice of 2. Photocopy of BUCET Result





in the masterlist of 6. Affidavit that applicant is not enjoying any scholarship

scholars 7. Certification from the BUANTS or BUUFA President

that the parent is a member



For First and Second Semester (Higher Years)


2. Certification of grades from the previous semester

3. Certification from the BUANTS or BUUFA President

that the parent is a member



V UNIVERSITY ATHLETES 1. Documents submitted


no fees


SCHOLARSHIP checked and verified 2. Certification of grades from the previous semester

For first time applicants: 2. Issues Notice of 3. Certification from the BUIPESR Director that applicant

must have enrolled in Acknowledgement participated in an athletic meet (regional or national)

BU for at least one 3. Posting the discount in the 4. Affidavit that applicant is not enjoying any scholarship

semester e-registration 5. 1 piece passport size ID picture



scholars

VI CORP COMMANDER/ 1. Documents submitted


no fees


SPONSOR checked and verified 2. Certification of grades from the previous semester

2. Issues Notice of 3. Certification from the BUROTC Commandant that

Acknowledgement applicant is the current Corp Commander/Sponsor





scholars

VII UNIVERSITY/COLLEGE 1. Documents submitted


no fees


STUDENT COUNCIL checked and verified 2. Certification of grades from the previous semester

OFFICER 2. Issues Notice of 3. Certification from the USC/CSC Adviser that applicant

Acknowledgement holds a position for the current school year





scholars

VIII PERFORMING ARTS 1. Documents submitted


no fees


SCHOLARSHIP (BU Dance cheched and verified 2. Certification of grades from the previous semester

Troupe, BUNGCUL Singers, 2. Issues Notice of 3. Certification from the Adviser/Trainor that applicant

BU Band, BUPC Band and Acknowledgement is a member

BUPC Performing Arts) 3. Posting the discount in the 4. Affidavit that applicant is not enjoying any scholarship




scholars

IX BARANGAY OFFICIAL 1. Documents submitted


no fees

For First Semester (For Freshmen)

PRIVILEGE STUDY GRANT cheched and verified 1. Accomplished BU-OSS Form

(BOP) - Dependent of 2. Issues Notice of 2. Photocopy of BUCET Result

duly elected BOP Acknowledgement 3. Photocopy of High School Report Card

official) 3. Posting the discount in the 4. Photocopy of Birth Certificate



in the masterlist of 6. Latest Income Tax Return of Parents

scholars 7. Certification from the Mayor/DILG that parent is a

incumbent barangay official and applicant is a

dependent of the incumbent barangay official



10. 1 long white folder (for new applicants)

For First Semester (For Higher Years)


2. Latest Income Tax Return of Parents

3. Certification from the Mayor/DILG that parent is a

incumbent barangay official and applicant is a

dependent of the incumbent barangay official




For Second Semester





X SANGGUNIANG KABATAAN 1. Documents submitted


no fees

For First Semester (For Freshmen)

OFFICIAL PRIVILEGE checked and verified 1. Accomplished BU-OSS Form

STUDY GRANT (SKOP) 2. Issues Notice of 2. Photocopy of BUCET Result

(Duly elected Sanguniang Acknowledgement 3. Photocopy of High School Report Card

Kabataan Official) 3. Posting the discount in the 4. Photocopy of Birth Certificate



in the masterlist of 6. Latest Income Tax Return of Parents

scholars 7. Certification from the Mayor/DILG that applicant

is an incumbent SK Official




For First Semester (For Higher Years)


2. Latest Income Tax Return of Parents

3. Certification from the Mayor/DILG that applicant

is an incumbent SK Official




For Second Semester





XI EXTERNALLY FUNDED 1. Documents submitted


no fees

For First Semester

SCHOLARSHIP checked and verified 1. Accomplished BU-OSS Form

2. Issues Notice of 2. Photocopy of BUCET Result





in the masterlist of 6. Official Receipt

scholars 7. Letter from the benefactor (if required)


(if required by the benefactor)



For First and Second Semester (Higher Years)



3. Official Receipt


(if required by the benefactor)


FRONTLINE SERVICE TITLE APPLICATION FOR STUDENT LOAN SCHEDULE OF AVAILABILITY OF SERVICE MONDAY TO FRIDAY, 8:00 A.M. - 5:00 P.M.; NO NOON BREAK

WHO MAY AVAIL OF THESE SERVICE STUDENT-GRANTEES

WHAT ARE THE REQUIREMENTS APPLICATION FORM AND OTHER REQUIRED DOCUMENTS DURATION 1.5 Hours/Transaction Under Normal Circumstances HOW TO AVAIL OF THE SERVICE

STEP APPLICANT/CLIENT ACTIVITY OF THE SERVICE PROVIDER



PERSON-IN-


Officially Enrolled Student 1. Student submits the duly 3 minutes

Clerk-in-Charge

no fees


accomplished application 2. Certification of grades

form together with the 3. Affidavit that applicant not enjoying any scholarship

required documents or loan grants

2. Checks and verify documents. 10 minutes

Clerk-in-Charge

4. Medical certificate

If found complete and in 5. Co-makers GSIS ID cards (photocopy)

order, schedules student 6. Signed and notarized Memorandum of Agreement

to follow-up result of the 7. Certification of net pay of co-makers

status of the application 8. Income tax return of parents

3. Application forwarded to the 15 minutes

SGIA

9. Certification that applicant is a regular student

SGIA Coordinator for evalua- 10. Home Sketch

tion and for appropriate 11. Itemized Expenditure

action 12. Certificate of Registration & Official Receipt

4. Application forwarded to the 20 minutes

Clerk-in-Charge

VPAA for recommending

approval; the the OP for

approval

5. Upon approval, prepares 30 minutes Clerk-in-

voucher/payroll and certifi- Charge

cation; forwarded to the

Admin Officer for review,

signature and issuance of

Obligation Slip

6. OSS informs students if 5 minutes Clerk-in-Charge

payment is ready for receipt

at the Cashier's Office

FRONTLINE SERVICE TITLE APPLICATION FOR STUDENT ASSISTANTSHIP


WHO MAY AVAIL OF THESE SERVICE STUDENT-ASSISTANTS

WHAT ARE THE REQUIREMENTS APPLICATION FORM

DURATION 1 Hour/Applicant Under Normal Circumstances HOW TO AVAIL OF THE SERVICE




PERSON-IN-


Officially Enrolled Students 1. Received application form 3 minutes

Clerk-in-Charge

no fees


for the Current Semester 2. Reviewed and checked 7 minutes

entries in the application

form

3. Forwarded to the SGIA 30 minutes

Coordinator for evaluation

and appropriate action

4. Forwarded signed SA appli- 15 minutes

cation form to the Office of

the Vice President for

Academic Affairs

5. Student is informed by 7 minutes

phone or text message that

approved application is

ready for claim

6. Students signed the logbook 5 minutes

for Student Assistants prior

to the release of the appli-

cation form

7. Files the other copy for 1 minute

documentation and record

purposes

FRONTLINE SERVICE TITLE CONDUCT OF STUDENT ACTIVITIES


WHO MAY AVAIL OF THESE SERVICE STUDENTS

WHAT ARE THE REQUIREMENTS

DURATION 3-4 Days Depending on the Type of Request Under Normal Circumstances





PERSON-IN-

CHARGE FEES

FORMS/DOCUMENTS NEEDED

I DISSEMINATING INFORMATION ON STUDENT ACTIVITIES, INVITATION TO SEMINARS, TRAININGS, ETC.

Officially enrolled students

1. OSS receives and records

3 days Clerk-in-Charge

no fees

1. Communications

for the current semester and

document in the logbook,

2. Invitations

are insured with the

prepares memo letter and

University Insurance Provider other supporting documents

for the CSAC thru respective

Deans/Directors for signa-

ture of the OSS Dean and

the VPAA

2. VPAA signed memo and

4 days

other supporting documents

are disseminated to the

different colleges/units

for the information and

participation of qualified

and interested students

II ATTENDANCE TO TRAININGS, SEMINARS AND WORKSHOPS

Officially enrolled students 1. Received and checked for 45 minutes

Clerk-in-Charge

no fees

1. Letter of invitation from the sponsoring organization/


the compliance of require- agency

are insured with the Univer- ments, if documents are 2. Parent's permit

sity Insurance Provider complete, receives and

3. List of participants and the names of faculty member

records details of activity who will supervise

in the

logbook, then for-

wards to the OSS Dean for

action

2. OSS Dean signs the letter 30 minutes

OSS Dean

request or the endorsement

letter

3. Prepared travel order for the 45 minutes

Clerk-in-Charge

participant/s

4. Forwards documents to the 15 minutes

VPAA Office

III

REQUEST TO CONDUCT COMMUNITY IMMERSIONS, FIELD IMMERSIONS *, OBSERVATION TOURS,

ETC.

Officially enrolled students 1. Checked for compliance of 45 minutes

Clerk-in-Charge

no fees

1. Course syllabi/Activity Proposal


requirements, if documents

2. List of student-participants

are insured with the Univer- are complete, received and 3. Parent's permit

sity Insurance Provider

records details of activity in

4. Schedule of activities/itinerary of travel

the logbook then, forwards

5. Budgetary requirement

to the OSS Dean for action

* for educational

tours and field trips to comply


OSS Dean with CHED CMO No. 17 s. 2012


letter

3. Prepares travel order for the 45 minutes

Clerk-in-Charge

participant/s


VPAA

IV REQUESTS TO CONDUCT STUDENT TRAININGS, SEMINARS, WORKSHOPS, ETC.

Officially enrolled students 1. Checked for compliance of 45 minutes

Clerk-in-Charge

no fees

1. Proposal on the event to be conducted


requirements, if documents 2. Budget Proposal

are insured with the Univer- are complete, received and

3. Program of Activities approved for the current

sity Insurance Provider

records details of activity in school year

the logbook then, forwards

4. Copy of the Program

to the OSS Dean for action 5. Parent's permit


OSS Dean


letter

3. Prepares travel order for the 45 minutes

Clerk-in-Charge

participant/s


VPAA

FRONTLINE SERVICE TITLE APPLICATION FOR ACCREDITATION OF UNIVERSITY AND COLLEGE BASED ORGANIZATIONS

SCHEDULE OF AVAILABILITY OF SERVICE 3rd Week of June - 2nd Week of July

WHO MAY AVAIL OF THESE SERVICE MEMBERS OF THE ORGANIZATION WHAT ARE THE REQUIREMENTS APPLICATION FORM AND OTHER REQUIRED DOCUMENTS DURATION Within Two (2) weeks after the deadline of submission HOW TO AVAIL OF THE SERVICE




PERSON-IN-


A FOR NEW STUDENT ORGANIZATIONS/CLUB

Student Organization 1. Received documents 5 minutes CIC

no fees

1. Organization's Constitution's and By-Laws

2. Documents given to the 5 minutes

Accredi- 2. Recent Flyer

Accreditation committee for

tation 3. Program of Activities for the Current School Year

checking, verification and

Commit- 4. List of members and officers

evaluation tee 5. Photocopy of bank book

3. Release Certificate of 5 minutes

Clerk-in-Charge

Accreditation

(To be announced)

B RENEWAL OF ACCREDITATION OF ORGANIZATION/CLUB

Student Organization 1. Received documents 5 minutes CIC

no fees

1. Accomplishment report for the previous school year

2. Documents given to the 5 minutes

Accredi- 2. Financial Report for the first and second semesters

Accreditation tation 3. Revised Constitution and By-Laws of the Organization

committee for

checking, verification and

Commit- (if there are changes)

evaluation tee 4. Recent Flyer

3. Release Certificate of 5 minutes

Clerk-in-Charge

5. Program of Activities for the current school year

Accreditation 6. Updated list of members and officers

(To be announced) 7. Photocopy of bank book

FRONTLINE SERVICE TITLE AVAILMENT OF UNIVERSITY DIGITAL IDENTIFICATION CARD



WHAT ARE THE REQUIREMENTS CERTIFICATE OF REGISTRATION (COR) AND/OR OFFICIAL RECEIPT (OR) DURATION 10-20 Minutes/Client





PERSON-IN-CHARGE

FEES FORMS/DOCUMENTS

NEEDED

FOR NEW, OLD, RETURNING, SHIFTER, TRANSFEREE AND REPLACEMENT OF LOST, MUTILATED IDENTIFICATION CARDS

Officially enrolled student 1. Verifies/checks Certificate 1 minute

clerk-in-charge

a fee of P75.00

1. Certificate of Registration

of Registration and Official 2. Official Receipt

Receipt

2. Students data as reflected

5 minutes

in the COR/OR are encoded/

searched in the ID Data

System

3. Request student to sit at the

area designated for picture

taking. Advised to sign in

the signature pad

4. Printing of student ID

5. Request student to register

name and sign in the release

form before ID and accesso-

ries are released to the

student

FRONTLINE SERVICE TITLE FACILITATING CLAIMS FOR INSURANCE BENEFITS SCHEDULE OF AVAILABILITY OF SERVICE MONDAY TO FRIDAY, 8:00 A.M. - 5:00 P.M.; NO NOON BREAK


WHAT ARE THE REQUIREMENTS BU-OFF FORM AND OTHER REQUIRED DOCUMENTS DURATION 2-3 Days/Under Normal Circumstances HOW TO AVAIL OF THE SERVICE




PERSON-IN-


Officially Enrolled Student 1. Received documents, 3 minutes

Clerk-in-charge

no fees

1. Student/Personnel Accident Form

checked and verified per 2. Police Report

insurance provider 3. Medical Certificate

instruction 4. Hospital's Statement of Account with Charge Slip

2. Completed documents for- 1 day 5. Statement of Witness/Affidavit

warded to the insurance 6. X-ray Report

provider 7. Physician's prescriptions for medicines & supplies

3. Insurance provider checks

insurance provider

8. Certification of EENT, if loss of sight

submitted documents 9. Birth Certificate (original), if died

4. If found out that there's 10. Death Certificate (original), if died

still lacking documents, 11. Original receipts for burial expenses, if the benefit

insurance provider informs provided

OSS and advises claimant 12. Autopsy Report

to comply 13. Certification from the Registrar that student is

5. Additional documents 5 minutes Clerk-in-charge

a bonafide student

submitted to OSS forwarded 14. Photocopy/Neswpaper Clipping

to the insurance provider 15. Proof of relationship to the beneficiary

6. Insurance provider process 5 minutes insurance

the claim and forwards to provider

the OSS check to be claimed

by the claimant

7. Claimant will be informed 5 minutes

Clerk-in-charge

by OSS to claim the benefits

8. Claimant received check 5 minutes

and advised to sign in the

logbook for record purposes

Bicol University

HUMAN RESOURCE MANAGEMENT OFFICE

LIST OF FRONTLINE SERVICES

1. ISSUANCE OF SERVICE RECORDS

HOW TO AVAIL OF SERVICES


Monday to Friday 8:00 am to 5:00 pm (No Noon Break)


1.) Requesting party or employee or his authorized representative, as it pertains to his personal records

2.) The Head of Agency

3.) Courts and administrative bodies exercising quasi-judicial and/or investigative functions by means of the

compulsory process of subpoena duces tecum in aid to the determination or resolution of pending cases.

4.) Such other officials or entities duly authorized by proper authorities


1.) Accomplished Records Request Form

2.) One (1) Documentary Stamp per copy to be affixed to Service Record

3.) If the request is made through a representative, an Authorization Letter and/or Special Power

of Attorney (SPA) and one (1) valid ID of the representative

DURATION: 15 minutes

STEP APPLICANT/ ACTIVITY OF THE

DURATION PERSON FEES FORMS/DOCUMENTS

CLIENT SERVICE PROVIDER OF

ACTIVITY IN CHARGE NEEDED

1 Accomplishes Records Receives/reviews the 2 minutes

Ms. Janice O. Opeña None

Documentary Stamp

Request Form accomplished form

2 While the requested Retrieves the original copy 5 minutes HRMO Staff in-

charge None

record is being of Service Record of the of the unit of the

processed, buys/ requesting party or the requesting

secures documentary employee. employee

stamp Opens computer file of

Service Record, Updates

record (if necessary) prints

file and affixes initials

3 Provides Examines/Verifies printed 2 minutes Ms. Sierna L. Cerdo None

documentary stamp Service Record

Reviews & Certifies as to the 5 minutes Ms. Sonia B.

Gregorio None

correctness of entries

printed in the Service Record

and returns to staff in charge

of releasing documents

4 Receives Service Affixes documentary stamp, 1 minute Ms. Janice O.

Opeña None

Record and records in logbook and

acknowledges issues/releases the

receipt by signing in Service Record to the

the logbook requesting party/authorized

representative

Bicol University

HUMAN RESOURCE MANAGEMENT OFFICE

2. ISSUANCE OF CERTIFICATE OF EMPLOYMENT

HOW TO AVAIL OF SERVICES


Monday to Friday 8:00 am to 5:00 pm (No Noon Break)


Requesting party or employee or his authorized representative, as it pertains to his personal records


1.) Accomplished Records Request Form

2.) One (1) Documentary Stamp per copy to be affixed to Certificate of Employment

3.) If the request is made through a representative, an Authorization Letter and/or Special

Power of Attorney (SPA) and one (1) valid ID of the representative

DURATION: 15 minutes

STEP APPLICANT/ ACTIVITY OF THE

DURATION PERSON FEES FORMS/DOCUMENTS

CLIENT SERVICE PROVIDER OF

ACTIVITY IN CHARGE NEEDED

1 Accomplishes Records Receives/reviews the 2 minutes Ms. Janice O. Opeña None

Documentary Stamp

Request Form accomplished form

2 While the requested Retrieves the original copy 5 minutes Ms. Janice O. Opeña None

record is being of Service Record; Opens

processed, buys/ computer file of Certificate

secures of Employment, encodes,

documentary stamp prints file and initials

3 Provides Examines/Verifies printed 2 minutes Ms. Sierna L. Cerdo None

documentary stamp Certificate of employment

Reviews and Certifies as to 5 minutes Ms. Sonia B.

Gregorio None

the correctness of entries

printed in the Certificate of

Employment and returns to

staff in charge of releasing

documents

4 Receives Certificate Affixes documentary stamp, 1 minute Ms. Janice O. Opeña None

of Employment and records in logbook and

acknowledges issues/releases the

receipt by signing in Certificate of Employment

the logbook to the requesting party/

authorized representative


Bicol University

ADMINISTRATIVE OFFICE

Legazpi City

480 - 0182

LIST OF SERVICES A. PROCESSING OF DISBURSEMENT VOUCHERS

1. Claim of Travelling Expenses: BOR Chairman, Members and Students

2. Processing of Disbursement Vouchers (Payment of Salaries)

3. Payment of First Salary for Newly Hired Employees

4. Payment of Other Services (Institutional Fees and Registration Fees)

5. Payment of Monthly Utility Bills and Security Services

6. Claim of Wages for Casuals and Student Assistants/ On the Job Training

Students)

7. Payment of Last Salary

8. Payment of Terminal Leave Benefits and Retirement Gratuity

9. Commutation of Maternity Leave

B. PROCESS OF INFORMATION DISSEMINATION

C. PREPARATION AND ISSUANCE OF CERTIFICATIONS

1. Certification of Net Pay D. PREPARATION OF REPORTS

1. Preparation of Form 7 (monthly report of services of personnel)

2. Masterlist (GSIS, Philhealth, Pag-ibig) E. PREPARE ENDORSEMENTS/TRANSMITTAL LETTERS

1. Ombudsman (Chief AO) 2. GSIS

F. SUPPLY OFFICE

1. Procurement of supplies, materials, equipments & services

2. Property custodianship

F. MOTOR POOL SECTION

1. BU vehicle/Transport Services G. GENERAL SERVICES SECTION

1. Janitorial/Utility Services H. CIVIL SECURITY UNIT

1. Security Services (maintenance of peace and order)

1.) PROCESS OF INFORMATION DISSEMINATION AND IMPLEMENTATION OF POLICY/GUIDELINES EMANATING FROM TOP MANAGEMENT AND OTHER AGENCIES

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE

1. Receives and

records documents

Rodolfo A. Grollo

(Admin Aide III)

2. Read-through of

documents

Antonia L. Flores

(Chief Admin.

Officer)

3. Reproduction and

Dissemination of

documents

Ma. Mae M.

LLeva

(Data Encoder)

4. Monitoring of

Implementation

Antonia L. Flores

(Chief Admin.

Officer) or

Authorized

Representative

It will take you

2 days and 4 hours

2.) CLAIM OF TRAVELLING EXPENSES: BOR CHAIRMAN, MEMBERS AND STUDENTS and EMPLOYEES

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE

1. Receives pertinent documents then prepares Disbursement Voucher (DV)

Set A (If Cash Advance)

- Travel Order - Appendix A

(Itinerary of Travel)

- Invitation from the sponsoring Agency

Set B (If Reimb.)

- Travel Order - Appendix A

(Itinerary of Travel)

Alicia O. Millena

(Admin. Assistant

I)

or

Sheila Margaret

B. Flores

(Admin. Aide III)

- Invitation from the

- Sponsoring Agency

- Appendix B (Certification of Travel Completed)

- Certificate of Appearance and Attendance

- Tickets, RER - If by plane,

Attach Plane Travel Order

2. Reviews and initials Appendix A then forwards to Admin. Officer V for signature

Same as above Clarebel B. Dolor

(Admin. Assistant

III)

3. Signature Appendix A

Same as in Set A of Step 1 Marietta P. Roda

(Administrative

Officer V)

4. In case of cash advance, forwards DV to Accounting Office for Certification that claimant has no outstanding cash advance (Accounting Office forwards DV to Budget Office for OS preparation)

Same as in Set A of Step 1 Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

In case

reimbursement

forwards DV and

other documents to

the Budget Office for

preparation of

Obligation Slip

Same as in Set B of Step 1 Rodolfo A. Grollo

(Admin. Aide III)

or Ma. Mae M.

Lleva

This will take you

60 minutes or 1 hour

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE

1. Receives back from

Budget Office DV and

Same as Step 1 Rodolfo A. Grollo

(Admin Aide III)

OS

2. Initials box A of the

OS then forwards to

Admin. Officer V

Same as Step 1 Clarebel B. Dolor

(Admin. Assistant

III)

3. Signs Box A of the

OS

Marietta P. Roda

(Administrative

Officer V)

4. Retains 1 copy and

file

Rodolfo A. Grollo

(Admin Aide III)

or Ma. Mae M.

Lleva (Data

Encoder)

5. Forwards DV and OS to Accounting Office for pre-audit

Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

15 minutes

3.) PROCESSING OF DISBURSEMENT VOUCHERS

(PAYMENT OF SALARIES)

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE

1. Prepare the payroll

(6 copies)

1. Updated deductions

2. Updated withholding

tax list from Accounting

Office

3. DTR

4. Form 6

Alicia M. Millena

(Admin. Asst. I)

2. Preparation of

abstract of

remittances

1. Authority to deduct

2. Billing

Alicia M. Millena

(Admin. Asst. I)

3. Prepare

disbursement

1. payroll Alicia M. Millena

voucher (DV) (6

copies)

2. abstract of remittances

(6 copies)

(Admin. Asst. I)

4. Records DV in the

logbook and

forwards to Admin.

Assistant III for

review

-do- Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

5. Reviews DV initials

the payroll &

abstract of

remittances

All docs as above

mentioned

Clarebel B. Dolor

(Admin. Assistant

III)

6. Signs payroll and

abstract of

remittances

- do - Marietta P. Roda

(Admin. Officer

V)

7. Sorts out abstract

according to

transactions

- do - Alicia M. Millena

(Admin. Asst. I)


logbook

Records in the logbook:

name of claimant,

amount & receiving

person

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

9. Forwards DV &

other documents to

the Budget Office for

preparation of

Obligation Slip.

Budget Office receives &

signs log book

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

1 day and 5 hours

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE



OS


(Admin Aide III)


OS then forwards to

Admin. Officer V


(Admin. Assistant

III)


OS

Marietta P. Roda

(Administrative

Officer V)


file

Rodolfo A. Grollo

(Admin Aide III)

or Ma. Mae M.

Lleva (Data

Encoder)


Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

15 minutes


(PAYMENT OF FIRST SALARY FOR NEWLY HIRED EMPLOYEES)

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE

1. Receives documents from HRMO representative and records in the logbook

1. Appointment (cert. true

copy)

2. Certification of First

Day of Service

3. Oath of Office

4. Statement of Assets,

Liabilities & Networth

5. DTR (original)

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

2. Computes salary

and prepares DV

(6 copies)

1. Appointment

2. Certification of First

Day of Service

3. Oath of Office

4. Statement of Assets,

Liabilities & Networth

5. DTR

6. BIR form 2305

(withholding tax list from

Accounting)

Alicia M. Millena

(Admin. Asst. I)

3. Computes &

prepares Abstract

of Remittances and

mandatory

deductions

GSIS, Pag-ibig, Philhealth,

Withholding tax

deductions

Alicia M. Millena

(Admin. Asst. I)


logbook and

forwards to Admin.

Assistant III for

review

-do- Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

4. Reviews and initials abstract of remittances then forwards to Admin. Officer V for signature

Same as in step 1 Clarebel B. Dolor

(Admin. Asst. III)

5. Signs the abstract

of remittances and

forwards to Admin.

Aide III to retain 1

copy for file

Same as in step 1 Marietta P. Roda

(Administrative

Officer V)

6. Forwards DV to

Budget Office for

preparation of OS

Budget Office receives &

signs logbook

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

1 hour

STEPS

REQUIREMENTS PLEASE APPROACH SIGNATURE



OS


(Admin Aide III)


OS then forwards

to Admin. Officer V


(Admin. Assistant III)


OS

Marietta P. Roda

(Administrative

Officer V)


file

Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)


Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

15 minutes

5.) PROCESSING OF DISBURSEMENT VOUCHERS, PAYMENT OF OTHER

SERVICES (INSTITUTIONAL FEES, MEMBERSHIP FEES &

REGISTRATION FEES)

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE

1. Receives & records

supporting

documents from

claimant

Billing Statement or

Statement of Account

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

2. Prepares DV

(6 copies)

Same as Step 1 Alicia M. Millena

(Admin. Asst. I)

3. Reviews DV and other attached documents


(Admin. Asst. III)

4. Records DV in the logbook

Record data in the

logbook: name of

claimant, amount,

receiving person

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

5. Forwards DV to

Budget Office for OS

preparation


(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

1 hour

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE



OS

Same as Step 1 Rodolfo A.

Grollo

(Admin Aide III)


OS then forwards to

Admin. Officer V


(Admin. Assistant

III)

3. Signs Box A of the OS

then forwards DV to

Admin. Aide III

Marietta P. Roda

(Administrative

Officer V)


file

Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)

5. Forwards DV and OS

to Accounting Office for

pre-audit

Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

15 minutes


(PAYMENT OF MONTHLY UTILITY BILLS & SECURITY SERVICES)

STEPS

REQUIREMENTS

PLEASE APPROACH

SIGNATURE

1. Receives / records

monthly statement

of account & other

documents from the

creditors

1. Statement of

Account

2. DTR (for security

agency)

3. Certification of Work

Accomplishment duly

signed by the civil

security head & the

dean/director/

head of unit

Alicia M. Millena

(Admin. Assistant I)

or

Sheila Margaret B.

Flores

(Admin. Aide III)

2. Computes and

prepares DV then

forwards to Admin.

Aide III for

recording

Same as in Step 1 Alicia M. Millena

(Admin. Assistant I)

3. Records DV and

other documents

then Budget Office

for preparation of

Rodolfo A. Grollo

(Admin. Aide III)

Obligation Slip or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

20 minutes

STEPS

REQUIREMENTS

PLEASE APPROACH

SIGNATURE



OS and forwards to

Admin. Assistant III for

review and initial


Grollo

(Admin Aide III)


OS then forwards to

Admin. Officer V




then forwards to

Admin. Aide III

Marietta P. Roda

(Administrative

Officer V)



pre-audit

Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

15 minutes

7.) PROCESSING OF DISBURSEMENT VOUCHERS (CLAIM OF WAGES FOR CASUALS and

STUDENT ASSISTANTS/ON THE JOB TRAINING)

STEPS REQUIREMENTS PLEASE APPROACH SIGNATURE

1. Receives & reviews

documents

CASUALS 1. Approved

Appointment from

Civil Service

Commission

2. DTR

3. Certificate of

Accomplishment for

Alicia M. Millena

(Admin. Asst. I)

or

Sheila Margaret B.

individual DVs

4.CSC Form 6 in case of

absence

STUDENT ASSISTANTS 1. Approved

appointment of

assistantship

2. DTR

3. Certificate of

Accomplishment

ON THE JOB

TRAINING (OJT)

1. Form 48 (DTR) 2. Accomplishment

Report 3. Approval from the

President

Flores

(Admin. Aide III)

2. Computes the no. of

hours/days served

& prepares payroll,

DV & remittances

except withholding

tax then forwards to

Admin. Aide III for

recording

Same as Step 1

updated withholding

tax list from accounting

Office (in cases of

casuals & JOs)

Alicia M. Millena

(Admin. Asst. I)

or

Sheila Margaret B.

Flores

(Admin. Aide III)


logbook

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

3. Forwards DV &

supporting

documents to Budget

Office for OS

preparation

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

1 hour

STEPS

REQUIREMENTS

PLEASE APPROACH

SIGNATURE



OS


Grollo

(Admin Aide III)


OS then forwards to

Admin. Officer V




then forwards to

Admin. Aide III for

releasing

Marietta P. Roda

(Administrative

Officer V)


to Accounting Office

for pre-audit Office

and retains 1 copy

for file

Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)


to Accounting Office

for pre-audit

Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

15 minutes


(PAYMENT OF LAST SALARY)

STEPS

REQUIREMENTS

PLEASE APPROACH

SIGNATURE

1. Receives & records complete documents

1. Approved

application for

retirement

2. University Clearance

from money/property

accountability

3. Certification of Last

Day of Service from

HRMO/Dean of the

Alicia M. Millena

(Admin. Aide III)

or

Sheila Margaret B.

Flores

(Admin. Aide III)

College

4. Service Record with

documentary stamp

5. DTR

2. Computes last salary and deductions

Alicia M. Millena

(Admin. Aide III)

or

Sheila Margaret B.

Flores

(Admin. Aide III)

3. Prepares DV and abstract of remittances (6 copies)

Same as Step no. 1

Alicia M. Millena

(Admin. Aide III)

or

Sheila Margaret B.

Flores

(Admin. Aide III)

4. Reviews DV &

initials abstract of

remittances then

forwards to Admin.

Officer V for

signature

Same as Step no. 1 Clarebel B. Dolor


5. Signature the

Abstract of

Remittances

Marietta P. Roda

(Admin. Officer V)

6. Retains 1 copy & file Same as Step no. 1 Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

7. Forwards to Budget

Office for

preparation of OS

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

1 hour

STEPS

REQUIREMENTS

PLEASE APPROACH

SIGNATURE



OS


Grollo

(Admin Aide III)


OS then forwards to

Admin. Officer V



3. Signs Box A of the OS Marietta P. Roda

(Administrative

Officer V)


file

Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)


Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

15 minutes


(PAYMENT OF TERMINAL LEAVE, RETIREMENT GRATUITY)

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE

1. Receives, checks, &

computes for DV

preparation and

Approved:

1. Application for

Marietta P. Roda

(Admin. Officer V)

adjudication Retirement

2. University Clearance /

Unit Clearance,

Ombudsman, GSIS

clearance

3. Service Record

4. certificate of leave

balances

5. Form 6 (for terminal

leave benefit [TLB])

6. statement of assets,

liabilities & Net worth

7. certificate of last day of

service

8. adjudication certificate

If claimant is deceased:

1. death certificate

2. cert. of survivorship

3. special power of

attorney (SPA) if the

legal heirs cannot

personally appear to

submit / follow-up the

claims

3. Initials adjudication Same as Step 1

Antonia L. Flores

(Chief Admin.

Officer)

4. Records then

forwards

adjudication to OP

for approval

Record data in the

logbook: name of

claimant, amount,

receiving person

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

45 minutes

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE

1. Receives back

approved

adjudication from OP

Same as Step 1

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

2. Prepares DV for the

claim

Same as Step 1

Sheila Margaret B.

Flores

(Admin. Aide III)


logbook

Record data in the

logbook: name of

claimant, amount,

receiving person

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

4. Forwards DV to the

Budget Office for OS

preparation

Same as Step 1

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

25 minutes

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE



OS


Grollo

(Admin Aide III)


OS then forwards to


(Admin. Assistant

Admin. Officer V III)

3. Signs Box A of the OS Marietta P. Roda

(Administrative

Officer V)


file

Rodolfo A. Grollo

(Admin Aide III)

or Ma. Mae M.

Lleva (Data

Encoder)



pre-audit

Rodolfo A. Grollo

(Admin Aide III) or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

15 minutes


(COMMUTATION OF MATERNITY LEAVE)

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE

1. Receives pertinent

documents from the HRMO

Form 6, Medical

Certificate, Clearance

Marietta P. Roda

(Admin. Officer V)

2. Computes Maternity

Leave benefits and

forwards computation

and pertinent documents

to Admin. Assistant I

Marietta P. Roda

(Admin. Officer V)

3. Prepares Disbursement

Voucher with pertinent

documents and forwards

to Admin. Aide III for

recording

Same as in Step 1

Alicia A. MIllena

(Admin. Assistant

I)

Sheila Margaret B.

Flores

(Admin. Aide III)

4. Records DV in the Record data in the Rodolfo A. Grollo

logbook logbook: name of

claimant, amount,

receiving person

retain 1 copy

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

4. Forwards DV and other

documents to Budget

Office for OS preparation

Same as in Step 1

Rodolfo A. Grollo

(Admin. Aide III)

or

Ma. Mae M. Lleva

(Data Encoder)

It will take you

20 minutes

10.) PREPARATION OF REPORTS

(MONTHLY REPORT OF SERVICES OF PERSONNEL [CSC FORM 7)

STEPS

REQUIREMENTS

PLEASE

APPROACH

SIGNATURE

1. Arranges DTR’s

alphabetically

(Non-Teaching

Personnel BU-

GASS)

Daily Time Records (DTRs

or form 48)

Sheila Margaret B.

Flores

(Admin. Aide III)

2. Receives Form 6

from HRMO

Sheila Margaret B.

Flores

(Admin. Aide III)

3. Attaches to DTRs

supporting

documents in case

of leave of absence

& reinstatement

CSC form 6 with

attachments

if necessary

for sick leave of absence:

- CSC form 6

- Medical Certificate (form

41)

if exceeding 5 days

Sheila Margaret B.

Flores

(Admin. Aide III)

- university clearance if

more

than 1 month

for reinstatement:

- approved letter of

reinstatement

- medical certificate (form

86)

4. Analyzes data from

DTR’s & other

documents

indicating nature of

leave of absences,

undertime,

tardiness

DTRs with supporting

documents

Sheila Margaret B.

Flores

(Admin. Aide III)

5. Prepares & encode

report

CSC prescribed form

Sheila Margaret B.

Flores

(Admin. Aide III)

6. Reviews reports Drafted report with

attachments

Marietta P. Roda

(Admin. Officer IV)

7. Finalizes report

(print in 3 copies)

Sheila Margaret B.

Flores

(Admin. Aide III)

8. Initials report then

forwards to Chief

AO for signature

Marietta P. Roda

(Admin. Officer IV)

9. Signs reports Antonia L. Flores

(Chief Admin.

Officer)

10. Receive back

signed report then

retain 1 copy for file

Sheila Margaret B.

Flores

(Admin. Aide III)

It will take you

5 days

FINANCE DIVISION (Accounting Office) SCHEDULE OF AVAILABILITY OF SERVICES:

Monday - Friday 8:00AM-5:00PM

WHO MAY AVAIL OF THE SERVICES:

Students

Outside Creditors (Contractors, Suppliers, Job-Order, Personnel, etc.)

BU Personnel

How to Avail of the Services:

PRE-AUDIT CLAIMS:

STEP

APPLICANT/ ACTIVITY OF THE DURATION PERSON FORMS/ DOCUMENTS

CLIENT SERVICES PROVIDER OF ACTIVITY IN CHARGE NEEDED

1 Students/ Ascertains the completeness within Concerned

Depending on the type of claim,

Outside

Creditors/ of documents and

signatures 20 minutes Accountant

or completeness of documents

BU Personnel for the specific claim. to 8 hours Bookkeeper and signatures and the number

of vouchers received in a day

2 Ascertains the legality, within Concerned Depending on the type of

validity and necessity of

the 3 - 60 Accountant

or claim presented

claim minutes Bookkeeper

3 Determines the

availability within Concerned

of cash 3 - 5 Accountant

or

minutes Bookkeeper

4 Signs Box A of the

voucher within Concerned

3 - 5 Accountant

or

minutes Bookkeeper

FINANCE DIVISION - BUDGET OFFICE

SCHEDULE OF AVAILABILITY OF SERVICES Mondays - Fridays (From 8:00 am to 5:00 pm)

WHO MAY AVAIL OF THE SERVICES: Students

Outside Creditors (Contractos, Suppliers, Job Order Personnel, etc.) BU Personnel

HOW TO AVAIL OF THE SERVICES: Issuance of the Availability of Funds (CAF)/Issuance of Obligation Request (ObR)

Step Applicant/Client Activity of the Service Provider

Duration of the Activity

Person in Charge Fees


1 Request of the Receives the voucher

Within 10-15 minutes

Ruth Bracamonte or in

Vouchers, payrolls,

Issuance of CAF or payroll, purchase or up to 3 hours

her absence anybody

Purchase Order, Letter

Request of the order, letter order & after receipt of

from the Budget Office

Order, Contracts, Travel

Issuance of ObR related travel documents Order & related travel

documents, billings

documents, billings

2 Review completeness 5 minutes


of the documents her absence anybody


3 Prepares the CAF/ObR 5 minutes


her absence anybody


4 Signs the CAF/ObR 3 minutes Budget Officer in charge

FINANCIAL DIVISION(CASH OFFICE) WHEN TO AVAIL OF THE SERVICES

Mondays to Fridays(8:00am to 5:00pm)

No noon Break WHO MAY AVAIL OF THE SERVICES Students Outside Creditors(Contractors, Suppliers, Job Order Personnel etc.) BU Personnel HOW TO AVAIL OF THE SERVICES A.COLLECTION OF AUTHORIZED FEES AND CHARGES

STEP

APPLICANT/

CLIENT

ACTIVITY

OF THE SERVICE

PROVIDER

DURATION

OF ACTIVITY

PERSON

IN CHARGE

FEES

FORM/

DOCUMENT NEEDED

1

Pays the corresponding authorized fees & charges

Review assessment of fees/order of payment made

3 minutes

Concerned Cashier/her assistant

Properly accomplished order of payment/assessment of fees.

2 Receive the payment & issues the corresponding Official Receipt

3 minutes


B. PAYMENT OF CLAIMS

STEP

APPLICANT/

CLIENT

ACTIVITY

OF THE SERVICE

PROVIDER

DURATION

OF ACTIVITY

PERSON IN

CHARGE

FEES

FORM/

DOCUMENT NEEDED

1

Request payment of claims

Receive per-audited & properly approved claims from Accounting Office.

3-5 minutes


Approved vouchers/payrolls

2

Does final review to determine completeness of documents & signatures.

5-10 min.

Concerned Cashier

3 Determines the fund source for the claims

3-5 minutes


4

Prepare the corresponding check

3 minutes


5

Signs the check & routes it to authorized signatories

Within 5-10 minute depending on the Availability of the signatories

Cashier’s Assistant

B. PAYMENT OF CLAIMS

STEP

APPLICANT/

CLIENT

ACTIVITY

OF THE SERVICE PROVIDER

DURATION

OF ACTIVITY

PERSON

IN CHARGE

FEES

FORM/

DOCUMENT NEEDED

6

Prepares the Advice of Check (if claim is

chargeable to FUND 101)

5 minutes


7 Signs the Advice of

Checks

5 minutes depending

on the availability

of the signatories

Concerned Cashier

NOTE: Skip Step Nos.6-7,if the claim is chargeable against other funds. 8

Pays the client or creditor, requires Official receipt/acknowledgement

5 minutes


REDRESS AND FEEDBACK MECHANISM

May we encourage you to take any of the actions below to let us know how we have

served you:

Report the unfriendly service and provide the particulars of the complaint to the Office of the President who shall then call the attention of the concerned employee.

Send your feedback through e-mail at [email protected] or call Landline Telephone Nos. (052) 821-7935 and talk to the frontline officer who shall attend to your concerns.

Fill out the Client Feedback Form (see the attached from) which may be obtained from the frontline desk officer. Drop the accomplished Feedback Form in the designated suggestion box within the entrance of this office.

Thank you for helping us to continuously improve our services.

BU-F-HRMO-76

Effectivity: January 7, 2011

Revision: 0

BU-F-HRMO-76

Effectivity: January 7, 2011

Revision: 0

Bicol University

Legazpi City

BICOL UNIVERSITY CLIENT FEEDBACK FORM

This feedback form solicits input from you as our valued client. This serves as an important tool

for us to assess our service delivery for greater improvement. You may use this form for

complements, or suggestions. We appreciate your time to answer this form which can be

returned through the suggestion box or forwarded to the Bicol University.

--------------------------------------------------------------------------------------------------------------------

COMPLIMENT COMPLAINT SUGGESTION

(Papuri) (Reklamo) (Mungkahi)

Please let us know how we can be of service to you.

Name:____________________________________ Time: _________

Address: __________________________________ Date: _________

Office Visited: _____________________________

A. CAMPUS/UNIT Yes No

1. Did you find the Office easy to locate?

2. Did you find the office clean and orderly?

3. Did you feel comfortable during your stay or visit?

B. BU PERSONNEL AND OFFICERS

4. Were you treated with courtesy and politeness?

5. Is the employee-in-charge available?

6. Did the employee-in-charge respond to your needs promptly?

7. Was he/she knowledgeable on the services?

8. Were all clients given equal treatment?

C. OTHER COMMENTS AND SUGGESTIONS…

___________________________________________________________________