Republic of the Philippines Surigao State College of Technology
Surigao City
QUALITY
MANUAL
I.I Distribution List
Department /Position Name
Office of the President Dr. Gregorio Z. Gamboa, Jr.
Office of the Vice-President for Administration
Office of the Vice-President for Academics
Office of the Vice-President for Research and Extension
Office of the Dean of Programs and Standards Dr. Ronita E. Talingting
Chairs: Teacher Education Arts and Sciences Engineering College of Industrial Technology Information Technology Hotel and Restaurant
Dr. Elvis P. Patulin Dr. Kyla N. Diaz Engr. Alexis B. Espaldon Mrs. Elesia B. Buenaflor Mrs. Teresita Toledo Mrs. Angelyn Guillen
Directors: Research Extension Quality Assurance
Dr. Alicia Z. Maghuyop Engr. Evangeline Sabejon Dr. Roberto C. Buenaflor
I.2. Scope of the Quality Manual of Operations
The quality manual of operations applies to all concerned organizations/dursions
from the office of the President down to the lowest support services delivery units which
include all four campuses such as Malimono, Mainit, Del Carmen, and City Campus.
Department /Position Name
Campus Directors: Mainit Campus Malimono Campus Del Carmen Campus City Campus
Dr. Georgito Posesano Dr. Teresita P. Senados Dr. Carlos H. Donoso
Chief Administrative Officer Dr. Ecclesiastes T. Dumanig
Planning Office Dr. Mauricio Adlaon
Student Personnel Services Ms. Maria Fe Guerra
Medical and Dental Services
College Registrars Mrs. Claire Ruaya
Guidance and Counselling Dr. Quincy Dumanig
Records Services Mr. Reynaldo Orozco
Budget Mr. Felipe Cacho
Accounting Mrs. Gay Rose Seguera
Cashier and Disbursement Mrs. Lowela Paqueo
College Librarian Mrs. Lorena Badiola
Supply Officer Mrs. Elsa Pelicano
NSTP Dr. Alex Alvarez
HRMO Ms. Ellen D. Detalo
I.3. Quality Manual and Its Objectives
This manual will provide general information and serves as a guide to all
employees of the college. This also presents how quality management systems are
established.
2.0 Historical Background of the College
Surigao State College of Technology(SSCT) was formerly Surigao Norte School
of Arts and Trades, established as a trade school with the help of then Governor Jose
C. Sering on August 8,1969 by virtue of Republic Act 6057 under the supervision of
Supt. Marcelo S. Bonilla at Cebu School of Arts and Trades,Cebu City.
The school formally started its operation on September 15,1969 with borrowed
technology teachers from three different schools of the province. There were 103
pioneering students in the first secondary trade and the trade technical curricula. Two 2-
storey buildings were constructed upon donation of 1.2 hectares of land through the
Provincial Government. Along with this, several machineries were acquired from Japan
Overseas Cooperation Volunteers; Technical Vocational Education Program; Asian
Development Bank; and Philippine Australian Technical Vocational Education Program
which became instruments of becoming a full-fledged higher institution offering Bachelor
of Science in Industrial Technology and the Bachelor of Science in Industrial Education.
From 1969 ti 1988, Dr. Tomas P. Solana, the principal of Numancia National
Vocational School(NNVS) served as its 1st Principal and later became the College
Vocational School Superintendent II and steered SNSAT for almost two decades. Upon
Dr. Tomas P. Solana‟s retirement in February 1988, Dr. Ernesto N. Gonzales assumed
into office as the Vocational College Superintendent.
Through the efforts of the late Senator Robert Z. Barbers, R.A. 8650 merged
SNSAT with the Malimono School of Fisheries, a secondary school that offered the
Revised Fisheries Curriculum of 1972 under P.D. 223 in 1975, thereby creating the
Surigao State College of Technology(SSCT) which was signed into law on June 5,1998
by then President Fidel V. Ramos. With the conversion of SNSAT and Malimono School
of Fisheries to a State College, there was a major review of its organization, curriculum,
and programs and standards under Dr. Teresita T. Tumapon who took the seat as the
1st College President on September 25,1998.
The chartered State College integrated a satellite campus on October 30,2000
which is the Siargao National College of Science and Technology or SNCST situated in
Del Carmen , Surigao Del Norte. The integration was made pursuant to Section 8 of RA
7722 and Section 4.1 of RA 8292 . Dr. Gloria C. Gemparo, VIS-III of SSCT assumed as
its 1st College Administrator until May 4,1998.
The retirement of Dr. Tumapon on October 2,2003 paved the way for Dr.
Reynaldo T. Peña as the 2nd College President on October 3,2003 and after more than
four(4) months of presidency. Dr. Peña opted to end his term on February 29,2004 to
assumeas Regional Director of CHED-Region XI, Davao City where the then CHED
Regional Director,Dr. Joanna B. Cuenca was designated as the Officer-in-Charge of the
College on March 1,2004 until March 3,2005.
Engr. Henry L. Lañada, Ph.D. assumed into office on March 4,2005 , as the 3rd
College President of the Surigao State College of Technology and unexpectedly
resigned on January 4,2007 which eventually led to the designation of Dr. Jocelyn T.
Medina as Acting President effective January 5,2007 per BOT Resolution No. 490
s.2007. On May 11,2007 , the Board passed Resolution No.521 s.2007 approving the
appointment of Dr. Medina as the College President to serve the unexpired term of Dr.
Lañada effective May 15,2007.
On March 4,2009. Dr. Anastacio P. Martinez succeeded Dr. Medina and was
designated as Officer-in-Charge to the Office of the President per BOT Resolution No.
661 s. 2009 who served the College until August 14,2009.
On August 15,2009. Dr. Virginia D. Akiate who was the Regional Director of the
Commission on Higher Education in CARAGA Region was designated as Officer-in-
Charge of the College and was confirmed by the Board per Resolution No. 716 s.2009
during its Special Meetingon October 30,2009 at Almont Hotel and Inland Resort in
Butuan City. Her designation as OIC ended on November 30,2010.
The Surigao del Norte College of Agriculture and Technology (SNCAT) which
was formerly the Mainit National Agricultural School(MNAS) by virtue of R.A 5256 1983
Batas Pambansa Blg. 358 on May 26,21969 was integrated to SSCT through a
Memorandum of Agreement(MOA) entered into by and between CHED and TESDA on
October 10,2008 duly represented by TESDA Director General Emmanuel Joel J.
Villanueva and Dir. Virgnia D. Akiate who was then the CHED Reginal Director in
Caraga at the same time the Officer-in-Charge of SSCT withthe presence of the two
representatives of Surigao del Norte, Cong. Francisco T. Matugas of District I and
Cong. Guillermo A. Romarate Jr. of District II.
Under the Memorandum of Agreement, the Higher Education Programs of
Surigao del Norte College of Agriculture and Technology (SNCAT) will be placed under
the direct supervision of SSCT. The same was confirmed by the Board through
Resolution No. 735 s.2009 on December 28,2009 during its 44th BOT Meeting Dr.
Georgito G. Posesano , Professor II of SSCT-Main Campus was designated on
November 25,2010 as its Campus Director.
The year 2010 marked another milestone in the history of SSCT as the new lady
president, Dr. Gloria C. Gemparo, after undergoing the year-long selection process,
assumed into office as the 5th College President of the Surigao State College of
Technology on December 1,2010 pursuant to BOT Resolution No. 25 s.2010.
With Dr. Gemparo at its helm, everybody hopes for a bright future as it faces 21st
Century challenges in pursuit of quality and relevant education for all its constituents.
2.1 Vision, Mission, Goals of the College
Vision. As an excellence-driven institution of higher learning, this manual serves
as one of the basis for productive employees and globally competitive graduates.
Mission. To provide assistance for relevant ,quality , sustainable restruction,
research ,protection and extension programs and services within a culture of
good institutional governance.
Goals. a. Foster Application of the discipline and provide its learners with Industry-based training and advancement of education in all fields.
b. Develop and utilize researches leading to the discovery of new products, systems, and services. c. Provide technology transfer useful to the community for socio-economic advancement. d. Institutionalize a quality –assured management system conducive to harmony and productivity. 2.2 Quality Policy Surigao State College of Technology commits to provide satisfaction for its clients by providing quality education and services with the atention of producing world class graduates by continously improving all its Academic Programs.
3.0 Organizational Structure
4.0 Appointment Letter
Appointment of Quality Manual Representative(QMR)
5.0 Business Process Flow
6.0 Quality Management System
6.1 General Requirements
Surigao State College of Technology has established, documented,
implemented and maintained a quality management system as a method of
ensuring that its clients/customers will be satisfied when it comes to products and
services.
Through the implementation of this quality manual, effectiveness will be
ensured, applicable standards, processes, sequences, and interactions are
identified, including the criteria and the different methods of control.
Internal Audit and Management review will be conducted to review,
monitor, analyze and measure the effectiveness of the quality system. Results of
these are examined and actions for review or changes are done to provide
improvements of the system.
SSCT does not practice outsourcing in connection with its Quality Manual
Operations. All its activities are done within the authorized scope of the
institution.
6.2 Documentation Requirements
6.2.1 General
SSCT ensures that its quality management system has a
documented policy posted in appropriate locations, a quality manual,
quality objectives, work instructions, documented procedures as
required by the international standard.
*The Documentation structure is as follows:
Level I - Quality Manual, Quality Policy and Quality Objectives
Level II - Procedures Manual
Level III – Work Instructions, regulatory requirements, guidelines,
policies, statutory and applicable standards and
records.
6.2.2 Quality Manual
SSCT has established and maintains a quality manual that
describes the scope of the quality management system of the
college, which does not have any applicable exclusion.
The manual also contains the description of the processes, their
interactions and references of the documented procedures.
6.2.3 Control of Documents
SSCT has maintained and established a documented procedure
which ensures the necessary control on the approval, issuance,
review, up-date and re-approved of documents identifying changes
made and current revision status, availability of the documents at
point of use, legibility, identification and control of external and
absolute documents.
6.2.4 Control of Records
*SSCT has maintained and established a documented procedure
which defines control necessary for the identification, storage,
production, retrieval, legibility, retention time disposition of records.
Refer to Doc. No. SSCT-PM-01, control of Documents and Records
7.0 MANAGEMENT RESPONSIBILITY
7.1 Management Commitment
Through an established quality policy, quality objectives, internal quality
audits, management review meetings, strategic planning, SSCT
demonstrates its commitment to the strict implementation and effectiveness
of the quality system.
Refer to all associated documents
7.2 Customer Focus
SSCT examines its clientele requirements through its curriculum offerings,
competent faculty, affordable and socialized scheme of education, well-
defined learning outcomes and admission requirements are reviewed
annually. A customer satisfaction survey is also conducted every end of
customer satisfaction survey is also conducted every end of the semester to
ensure customer/students satisfaction.
7.3 Quality Policy
SSCT establishes a quality policy that serves as its own framework on the
set of quality objectives. A review is done annually to determine if it is still
suitable and effective for the college, and this is communicate to all levels for
everybody to understand and for implementation. This policy is [posted at
some strategic areas in the college premises.
7.4 Planning
7.4.1 Quality Objectives
Quality objectives and Key Result Areas (KRA‟s) are being established
at relevant functions and levels within the College to satisfy customer
requirements and for continuous improvement on the effectiveness of
the quality management system.
Refer to annual quality objectives/goals.
7.4.2 Quality Management System Planning
SSCT carries out the quality management system planning through
annual preparation of preparation of work, action plans, work
instructions, strategic development plans with the purpose of achieving
quality objectives.
7.5 Responsibility, Authority and communication
7.5.1 Responsibility and Authority
The Organization Structure of SSCT can be viewed in 3.0 of this
manual. The responsibilities and authorities of the employees involved
in the quality management system processes are defined in the job
descriptions and are acknowledge by the concerned personnel through
their affixed signatures in the file copy.
The President. The Chief Executive shall be the President of who shall render fulltime
service and perform the following duties:
a. To recommend to the Board of Trustees the appointment of Heads of
Departments, Professors, Instructors, Lecturers and other employees of the
College;
b. To designate College Officials to Administrative and Academic Managerial
and Supervisory Positions and Committees or revoke the same at his/her
discretion;
c. To fix the duties and hours of service of faculty members or employees and to
discipline them in accordance with existing laws, rules and regulations of Civil
Service Commission and other government agencies and associations where
applicable.
d. To act as ex-officio member of the Board of Trustees;
e. To perform acts and duties, which the Board may deemed appropriate to
delegate to the President so as to expedite the administration of the affairs of
the College.
Chief Administrative Officer (CAO. The Chief Administrative Officer is under the direct
supervision and direction of the President and shall perform the following
functions.
a. Exercise managerial and supervisory authority overall administrative staff and
committees as delineated in the organizational structure.
b. Coordinate with Executive Dean and Campus Directors on administrative staff
and committees as delineated in the organizational structure.
c. Initiate action for preparation and submission of reports.
d. Act other functions as the President may assign.
Administrative Officer v (Human Resource. The Human Resource Management
Officer shall be under the general supervision and direction of the Chief
Administrative Officer and shall perform the following functions:
a. Have administrative and supervisory authority over personnel assigned to the
Human Resource Management Office.
b. Responsible in disseminating updates relative to laws, rules and regulations;
and shall initiate seminars/trainings for the professional development and
growth of College Personnel.
c. Keep updated profile of College Personnel.
d. Responsible in preparing and keeping appointments of the College
Personnel.
e. Act as liaison officer between and among government agencies in matters
related to human resource development.
f. Act as secretariat in the selection and promotion process.
g. Determine human resource needs of the College.
h. Perform other duties as the Chief Administrative Officer deemed necessary.
Accountant III. The accountant shall be under the general supervision and direction of
the Chief Administrative Officer and shall perform the following functions:
a. Have administrative and supervisory authority over all personnel assigned to
the Office.
b. Prepare financial reports and submit to other fiscal agencies within the
targeted schedule.
c. Certify funds availability.
d. Supervise the preparation of payrolls and vouchers.
e. Update book of accounts.
f. Provide information on financial matters that concern the individual person.
g. Perform other duties as the Chief Administrative Officer deemed necessary.
Administrative Officer V (Budget). The Budget Officer shall be under the general
supervision and direction of the Chief Administrative Officer and shall
perform the following functions:
a. Have administrative and supervisory authority over all personnel assigned to
the Office.
b. Prepare annual budget of the College upon consultation and coordination with
different division/unit heads.
c. Allocate funds to different division/unit heads regardless of funding source
subject to COA and DBM rules and regulations.
d. Institute transparency and accountability measures of the College funds.
e. Perform other duties as the Chief Administrative Officer deemed necessary.
Administrative Officer V (Supply). The Supply Officer shall be under the general
supervision and direction of the Chief Administrative Officer and shall
perform the following functions:
a. Have administrative and supervisory authority over all personnel assigned to
the supply office.
b. Keep inventory records of the college.
c. Prepare consolidated annual procurement program
d. Facilitate purchase requests/orders
e. Act as custodian of the college properties.
f. Perform other duties as the Chief Administrative Officer deemed necessary.\
Administrative Officer V (Internal Audit). The management and Audit analyst shall be
under the general supervision and direction of the President and shall
perform the following functions:
a. Have administrative and supervisory authority over all personnel assigned to
the supply office.
b. Coordinate with the President as to the implementation of programs, projects
and activities.
c. Act as internal auditor of the college.
d. Review financial transaction of the college.
e. Perform other duties as the President deemed necessary.
Administrative Officer V (Records). The Administrative Officer shall be under the
general supervision and direction of the Chief AO and shall exercise the
following functions:
a. Have administrative and supervisory authority over all personnel assigned to
the supply office.
b. Act custodians of official communications of the college
c. Perform other duties as the CAO deemed necessary.
Administrative Officer V (Cashier). The cashier shall be under the general supervision
and direction of the Chief AO and shall exercise the following functions:
a. Have administrative and supervisory authority over all personnel assigned to
the supply office.
b. Keep records of collection, cash and check books of the college.
c. Supervise the preparation of report of collections and deposits, report of
check issued and report of disbursements.
d. Perform other duties as the Chief AO deemed necessary.
Quality Management Chair (QMC)
a. Ensures that a quality management system is established, implemented, and
maintained in accordance with the international standard;
b. Reports on the performance of the quality management system to the
management for review and as a basis for improvement of the system;
c. Conducts final review for Quality Manual and Procedure Manuals and submit
copies to the College President for approval;
d. Approves request for assurance of controlled documents;
e. Ensures that internal audit procedure is implemented.
Quality Management Vice-Chair (CMVC)
a. Assists the QMC is the performance of the responsibility and authority;
b. Performs such other duties and functions assigned by the QM Chair.
7.5.2 Internal Communication
SSCT establishes appropriate communication processes such as but not
limited to regular meetings, awareness, trainings, e-mails, inter-office
memos, circulars, etc. to ensures the effectiveness of the quality
management system.
7.6 Management Review
7.6.1 General
Management review is made once a year at most, and preferable after the
Internal audit, or when there is a need for it. This is to see to it that the
effectiveness of the quality management system is assessed. Though
management review, opportunities for immediate action(s).
7.6.2 Review Input
The minimum agenda of the management review are as follows but not
limited to: results of audits, customer feedback, process performance and
product conformity, status of preventive and corrective actions, follow-up
actions from previous management review, and changes that could affect
the quality management system as well as recommendations for
improvement.
7.6.3. Review Output
As a result of the management review, decisions as well as actions are
done from the top management in relation to the resources needed and the
improvement of quality management system effectiveness, its process and
product requirements.
8.0 RESOURCE MANAGEMENT
8.1 Provision of Resources
To enhance customer satisfaction and ensure that quality management system is
implemented, maintained and improved, an annual planning is convened by the
Management Planning Committee and in all levels of the organization for the
determination and provision of necessary resources to support this objective.
8.2 Human Resources
8.2.1 General
SSCT ensures that instructional and support personnel, and all other
personnel performing any task in the quality management system are hired
based on the necessary qualifications which include those requirements
specified by the Civil Services Commission.
Refer to Qualification Standards set by the PSB.
8.2.2 Competence, Awareness and Training
Experience, skills, training, and education are used by SSCT in
determining the competence of its personnel.
Yearly, the Human Resources Management office provides training after
surveys and analysis are made.
To achieve the college‟s objectives and goals, regular meetings are held
by the different departments to enhance awareness.
Documents and important records are fled and maintained in accordance
the college‟s established Record and Documents guidelines.
8.3 Infrastructure
SSCT provides and maintained the infrastructure needed to achieve conformity
to product requirements though its preventive maintenance plans and checklist
for buildings, workings spaces, classrooms, laboratories, workshops, library,
water, electricity, lavatories, health services, and equipment‟s used for teaching-
learning process, transport services, internet services, and other necessary
utilities.
8.4. Work Environment
SSCT manages its work environment through observance for safety rules, use of
protective equipment‟s, preventive maintenance plans in connection with
electrical wirings, hygiene sanitation, environmental conditions for learning such
as temperature, humidity, ventilation, pollution control and ergonomics
9.0 PRODUCT RELIZATION
9.1 Planning of Product Realization
SSCT develops processes needed for the established objectives/KRA‟s,
developing curriculum and syllabi, establishes research agenda, administration of
students, classroom utilization, maintaining facilities, supply office,
purchasing/procurement of materials, financial management, assessment and
evaluation methods and training and hiring.
9.2 Customer-Related Processes
9.2.1 Determination of Requirements Related to the Product
Product requirements including delivery activities are defined to meet
academic, professional and community‟s expectations through the approved
curricula, as per CHED requirements.
9.2.2 Review of Requirements Related to the Product
The review of curricular offerings is being done by a committee on
Curriculums Development after which these are received by Program Chairs
and submitted to the ROT for approval. For syllabi, department heads
reviewed them to be approved by the Dean of the Programs and Standards.
9.2.3 Design and Development Planning
SSCT ensures that in designing and developing the curriculum, it always
give special consideration to the welfare and benefits of the students.
Instructional materials and equipment‟s which are congruent to the program
must be made available.
Regular meetings and consultations with people who have the expertise
were always done.
Assessments and reviews are regularly conducted to determine if new
requirements can be met and evaluations are one to ensure effectiveness of
instructions.
The college also considers the following, : 1) Competence of instruction,
license requirements, occupational needs, required and needed facilities,
research data on the need for a new degree program, target clientele,
needs of industries etc.
9.3 Design and Development Planning
SSCT ensures that in designing and developing the curriculum, its always give special consideration tothe welfare and benefits ofthe students. Instructional materials and equipments which are congruent to the program must be made available. Regular meetings and consultations with people who have the expertise were always done.
Assessments and reviews are regularly conducted to determine if new requirements can be met and evaluations are done to ensure effectiveness of instructions. The college also considers the following: 1)Competence of instructors, license requirements ,occupational needs, required and needed facilities, research data
on the need for a new degree program, target clientele, needs of industries, etc. 9.4 Design and Development Validation
Design and development validation is performed to ensure that planned product Characteristics are net by the resulting syllabus design. 9.5 Control Design and Development Charges In the academe, the explosion of new technology , rapid growth in science and technology lead to regular and periodic syllabus review.Persons are usually made to ensure that these changes are identified, documented and communicated. The review of design and development changes include evaluation of the effects of the changes on the designs used. The college maintains these records of the review of the changes. 9.6 Purchasing 9.6.1 Purchasing Process
SSCT observes that in all its purchases, they all confermed to the Procurement Act or RA 9184. Selection for its supplies also followed the same govering laws on procurement.
9.6.2 Purchasing Information
All products and services to be acquired are described on the purchase Requisitions, performance or delivery contracts and purchase orders. The BAC ensures the adequate purchase requirements.
9.6.3 Verification of Purchased Products
SSCT implements inspection activities to see to it that products purchased are in conformety to the requirements as specified in the purchse order.
10.0 Product and Service Provision
10.1.1 Control of Production and Service Provision
Production and service provision are planned and carried out through the work instructions, documented procedures, service contracts, maintenance plans and inspection plans.
10.1.2 Validation of Processes for Production and Service Provision
SSCT applies validation or processes for its service provision in case educational service cannot be carried out such as Administration of enrollment ,record assessment, record management and programs for
education .This is documented through design and development validation results of curricula and syllabus, approval for equipments, teachers qualifications,record data and examination papers.
10.1.3 Identification and Traceability
SSCT sees to it that supplies, materials, equipments and other properties as well as services needed are identified and traceable as per their codes. The status of monitoring supplies and materials can be identified and traceable through inspection and acceptance records, while properties can be traced through physical inventories. Students are identified and trace through their courses, schedules, and student‟s ID number , and summary of grades.
10.1.4 Customer Property
SSCT implements systems that protects the student‟s credentials the TOR, Form 137 & 138, birth certificates, diplomas, Honorable Dismissals, and thesis. Belongings which are left or lost and found are deposited at the SSG office where it is listed as Lost and Found.
10.1.5 Preservation of Product
Supply management regulations such as handling, storage and protection apply to documents such as syllabi,printed materials, electronic materials, chemicals,raw-materials for laboratories, video tapes,compact disks, books, computers programs, office supplies and equipments.
10.1.6 Control of Monitoring and Measuring Equipment
SSCT practices methods/systems that will determine the need for equipment calibration as per standard requirement. The system is in conformity with COA Rules where the personnel concerned is requried to make an assessment report to the property custodian/ supply officer.
11.0 Measurement , Analysis and Improvement
11.1 General
SSCT carries plans on monitoring, measuring and analyzing improvement processes after an evaluation of objectives against acutal performance, progress report and customer satisfaction surveys are done. Internal quality audits were also practiced, to improve quality management system of the college.
11.2 Monitoring and Measurement
11.2.1 Customer Satisfaction
Customer Satisfaction are monitored through customer satisfaction
survey made in the entire college every end of the semester. If
poor ratings are achieved, these will be construed to be in need for
improvement.
11.2.2 Internal Quality Audit
Internal quality audits are done annually purposely to determine if the
quality management system is effective and if it is strictly maintained in
accordance to planned arrangements and the requirements of the
standard.
11.2.3 Monitoring and Measurement of Processes
These processes are regularly monitored in strict compliance with
Quality objectives, KRA‟s, goals and targets. These are also initiated
by the College to ensure conformity to quality standards.
11.2.4 Monitoring and Measurement of Product
SSCT monitors and measures the products to ensure that curriculum
requirements are met through a thorough observation of performance,
assessments, examinations as per planned and acceptable criteria.
11.2.5 Control of Non-Conforming Product
SSCT established documented procedures that ensures that only
conforming product/materials are used. This control provides
identification, segregation, evaluation and disposition of non-
conforming products/materials.
11.2.6 Analysis of Data
SSCT engages in analysis of data to demonstrate the effectiveness of
the quality management system and for its continual improvement.
These includes all the necessary results of monitoring and
measurements such as internal quality audits, process performance,
complaints from customers, and services that conform to acceptable
standards including customer satisfaction.
12.0 Improvement
12.1 Continual Improvement
SSCT will initially continue to improve its quality management system
through meetings which is done on a regular basis, monitoring of its
quality objectives, annual internal quality audits, feed backs from
customers, data analysis and engaging in necessary corrective and
preventive actions.
Republic of the Philippines Surigao State College of Technology
Surigao City
PROCEDURAL
MANUAL
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
GUIDANCE OFFICE
WORK PROCEDURE
Surigao State College of Technolgy Narciso Street, Surigao City, 8400,Philippines
GUIDANCE AND COUNSELING OFFICE
ACTIVITIES PROCEDURE
1 Admission Testing 1.1 Asks for the admission requirements and testing receipt
1.2 Gives schedules to the examinee.
1.3 Administers the entrance test.
1.4 Scores the test
1.5 Releases the test result
2 Orientation of the Guidance Services
2.1 Coordinates with the division chair regarding the orientation schedule
2.2 Conducts the orientation of the Guidance Services
2.3 Evaluates the activity
3 Conducting Seminars/ Symposia
3.1 Identifies topic of activity and prepares schedule
3.2 Write letter of information to the Dean of Programs and Standards.
3.3 Coordinate with the Division Chair for the scheduled audience
3.4 Informs the participants through the Subject Teacher.
3.5 Conducts the Activity
3.6 Evaluates the activity
4 Organizing Seminars/ Symposia
4.1 Identifies topic of activity and prepare schedule
4.2 Write letter of information to the Dean of Programs and Standards.
4.3 Coordinate with the Division Chair for the scheduled audience
4.4 Invites speaker of the activity
4.5 Informs the participants through the Subject Techer.
4.6 Facilitate the flow of the activity
4.7 Evaluates the activity
5 Walk-in Counselling 5.1 Accomodates counselee for his/her concern
5.2 Refers counselee to the counselor assigned
5.3 Conducts Counseling session
5.4 Prepares narrative report
5.5 Files narrative report to their cummulative envelope
6 Called-in Counseling 6.1 Prepares counseling schedule
6.2 Gives call slip to the subject teachers of the scheduled counselees
6.3 Conducts Counselling session
6.4 Prepares narrative report
6.5 Files narrative report to their cummulative envelope
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
CASHIER’S OFFICE
WORK PROCEDURE
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
ACCOUNTING OFFICE
WORK PROCEDURE
Surigao State College of Technolgy Narciso Street, Surigao City, 8400,Philippines
ACCOUNTING OFFICE
SUBJECT : RELEASING OF MID-TERM EXAM PERMIT OBJECTIVE : To provide guidelines on releasing of MID-TERM EXAM permit SCOPE : This procedure applies to all students in basic and higher education.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY
Student
Student Account Clerk
Cashier
Student
Student Account Clerk
PROCEDURE MANUAL Effective Date:
Document No.:PR-ADM -001 Revision No: 0 Section No.: 02
Page No.: 3 of 3
Balance Inquiry
Checks student‟s ledger record in manual file or
in electronic record, whichever applies
Directs students to cashier for payment
Processes payment and issues Official Receipts
Presents Official Receipts to Student Account Clerk
Checks the payment reflected in the student‟s ledger
Initials and fills out Exam Permit of students
Surigao State College of Technolgy Narciso Street, Surigao City, 8400,Philippines
ACCOUNTING OFFICE
SUBJECT : RELEASING OF STATEMENT OF ACCOUNTS/BALANCES/PAYMENT HISTORY
OBJECTIVE : To provide guidelines on releasing of Statement of Accounts/Balances/Payment History
SCOPE : This procedure applies to all students in basic and higher education.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY
Student
Student Account Clerk
Cashier
Student
Student Account Clerk
Accountant
Student
Student Account Clerk
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Requests student’s Statement of Accounts/Balances
Directs students to Cashier for payment of Certification for
Statement of Accounts
Process payment and issues Official Receipt
Presents Official Receipts to Student Account Clerk
Requests students to fill out the logbook
Informs students to claim request after 1 working day for
the preparation and signature of the Accountant
Prepares Statement of Account and forwards to the
Accountant for signature
Presents school ID and affixes signature in the logbook
upon claiming
Issues Statement of Account to student
Signs the Statement of Account and forwards to the in
charge for release
Surigao State College of Technolgy Narciso Street, Surigao City, 8400,Philippines
ACCOUNTING OFFICE
SUBJECT : SIGNING OF CLEARANCE OBJECTIVE : To provide guidelines in signing of clearance SCOPE : This procedure applies to all students in basic and higher education. PROCEDURE DETAILS
RESPONSIBLE ACTIVITY
Student
Student Account Clerk
Cashier
Student
Student Account Clerk
Accountant
Student
Student Account Clerk
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Presents filled out clearance form and official receipt
of latest payment
Checks student’s ledger record in manual or
electronic, whichever applies
Directs students to pay to Cashier for payment of
students with balance
Processes payment and issues Official Receipt
Presents Official Receipt to Student Account Clerk
Checks payment based on OR presented
Facilitates the signing of clearance by the Accountant
Signs the clearance and forwards to the in charge for
release
Presents school ID
Surigao State College of Technolgy Narciso Street, Surigao City, 8400,Philippines
ACCOUNTING OFFICE
SUBJECT : PREPARATION OF FINANCIAL REPORTS OBJECTIVE : To provide guidelines in the preparation of Financial Reports SCOPE : This procedure applies to all transactions of the college. PROCEDURE DETAILS
RESPONSIBLE ACTIVITY
Office Clerk
Bookkeeper
Accountant
Bookkeeper
Accountant
Office Clerk
Bookkeeper
Accountant
College President
Office Clerk
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Receives and checks the RCD, RCI, RD, and RADAI submitted by
the Cashier’s Office and forwards to the Bookkeeper
Prepares JEV and forwards to the Accountant
Reviews and signs the prepared JEV and returns to the
Bookkeeper
Records the reviewed JEV in the Special Journals and forwards to
the Accountant
Reviews and signs the Special Journals and forwards to the
accounting personnel in charge of posting to the General
Journals
Posts the Special Journals to the General Journals then forwards
to the Bookkeeper
Prepares Trial Balance and Financial Statements then to the
Accountant
Reviews and signs the Financial Statements and forwards to the
College President
Signs the Statement of Management’s Responsibility for Financial
Statements
Prepares Transmittal Letter and submits the Financial Statements
to COA
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
COMMUNITY EXTENSION SERVICES OFFICE
WORK PROCEDURE
Surigao State College of Technology Narciso Street, Surigao City, 8400,Philippines
Community Extension Services Office
Planning for Community Extension Activities
Responsibility Activities Interfaces
Dean or Department Chair Notice of Meeting
Chair, Program Coordinator, Faculty of the Department
Formulation of Extension Plan
Program Coordinator Furnish a copy of the Extension Plan to CESO
PROCEDURE MANUAL Effective Date:
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Notice of Meeting
Formulation of Extension
Plan
Furnish a copy of the
Extension Plan to CESO
Surigao State College of Technology Narciso Street, Surigao City, 8400,Philippines
Extension/Project Proposal Submission
Responsibility Activities Interfaces
Proponent Proposal Making
Extension Director Pre-evaluation
CRDE Council Technical Evaluation
Budget & Appropriation Committee
CRDEC for Review & Consolidation
BOT Members Finance Committee for further Review
College President BOT Approval
PROCEDURE MANUAL Effective Date:
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Proposal Making
Pre-evaluation
Technical Evaluation
CRDEC for Review &
Consolidation
Finance Committee for
further Review
BOT Approval
Surigao State College of Technology Narciso Street, Surigao City, 8400,Philippines
Training Needs Assessment
Responsibility Activities Interfaces
Proponent Letter to President thru CESO
CESO Submits letter to Admin Office
Admin Assistant Receives letter for approval by President
Admin Assistant Issuance of memo order
CESO receives the memo
CESO Notify proponent
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Submits letter to Admin
Office
Receives letter for
approval by President
Issuance of memo order
CESO receives the memo
Notify proponent
Letter to President thru
CESO
Surigao State College of Technology Narciso Street, Surigao City, 8400,Philippines
Conduct of Training Needs Assessment to Prospective Partner Community
Responsibility Activities Interfaces
Proponent Letter to LGU/BLGU
Proponent & team Conduct interview, FGD, survey
Proponent & team, LGU/BLGU officials
Identify felt needs Preliminary TNA report
Proponent Make a research proposal
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Conduct interview, FGD,
survey
Identify felt needs
Make a research proposal
Letter to LGU/BLGU
Surigao State College of Technology Narciso Street, Surigao City, 8400,Philippines
Submission of Draft MOA/MOU to OSG & CRDEC
Responsibility Activities Interfaces
CESO Prepare draft MOA/MOU
CESO Submit to Board Secretary
Board Secretary Email draft MOA/MOU to OSG
Board Secretary Furnish CESO of the comments
CRDE council Submit to CRDEC for deliberation
BOT members Submit to Finance Committee for review & revision
College President BOT Approval
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Submit to Board
Secretary
Email draft MOA/MOU to
OSG
Furnish CESO of the comments
Submit to CRDEC for
deliberation
Submit to Finance Committee for review &
revision
Prepare draft MOA/MOU
BOT Approval
Surigao State College of Technology Narciso Street, Surigao City, 8400,Philippines
MOA/MOU Signing
Responsibility Activities Interfaces
Board Secretary Furnish BOT Resolution to CESO
CESO Notify proponent
CESO Prepare invitation/short program
Proponent Prepare activity design
CESO Acknowledgement of MOA/MOU by legal officer
CESO Furnish a copy of the acknowledged MOA/MOU to proponent & collaborators
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Notify proponent
Prepare invitation/short
program
Prepare activity design
Acknowledgement of
MOA/MOU by legal officer
Furnish a copy of the acknowledged MOA/MOU to proponent &
collaborators
Furnish BOT Resolution
to CESO
Surigao State College of Technology Narciso Street, Surigao City, 8400,Philippines
Project Implementation
Responsibility Activities Interfaces
Proponent Letter to President
Proponent Prepare PR & activity design
Submit documents to President for approval
Budget officer/Accountant Submit for allotment & availability of fund
College President Submit for approval
BAC Bidding of signed documents
Supply office Notify CESO of the arrival of materials
CESO Letter request to college president for issuance of TO
Proponent & team Meeting with LGU/BLGU Officials for project implementation
Trainer/facilitator Monitor attendance of trainees
Trainers/facilitators Evaluate training conducted
Trainers/facilitators Feed backing
Trainers/facilitators/program coordinator/chair
Replanning
Trainers/facilitators Submit reports to CESO
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Surigao State College of Technology Narciso Street, Surigao City, 8400,Philippines
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Prepare PR & Activity
Design
Submit PR & activity design for
approval
Submit for allotment & availability of fund
Submit documents for
approval
Notify CESO of the
arrival of materials
Letter to President
Letter request to college
president for issuance of TO
Meeting with LGU/BLGU Officials
Monitor attendance of
trainees
Bidding of signed documents
Conduct training
evaluation
Feed backing
Replanning
Submit reports to CESO
Surigao State College of Technology Narciso Street, Surigao City, 8400,Philippines
Processing of Travel Order
Responsibility
Activities
Interfaces
Letter request to the President
Letter request to the President
Craft itinerary , DV & BUR( Acctg. & Budget
Offices)
Process for itinerary signature (Dean, OPS)
Process of itinerary signature (President)
Budget Office for Transaction
Recording/Obligation
Accounting Office for verification and
signature
Admin Office for DV Transaction
Cashier Office for check issuance
Back to the President‟s Office for signature
Release of Travel proceeds
PROCEDURE MANUAL Effective Date:
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Surigao State College of Technology Narciso Street, Surigao City, 8400,Philippines
PROCEDURE MANUAL Effective Date:
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Availment of memo (Admin)
Craft itinerary , DV & BUR( Acctg. & Budget Offices)
Process for itinerary signature (Dean, OPS)
Process of itinerary signature (President)
Budget Office for Transaction Recording/Obligation
Letter request to the President
Accounting Office for verification and signature
Admin Office for DV Transaction
Cashier Office for check issuance
Back to the President’s Office for signature
Release of Travel proceeds
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
GRADUATE SCHOOL
WORK PROCEDURE
Surigao State College of Technolgy Narciso Street,Surigao City,8400, Philippines
GRADUATE SCHOOL DIVISION
RATIONALE
Graduate Education provides opportunities for students to earn Master‟s and
Doctoral degrees in selected fields of study. It plays an active role in supporting all
aspects of graduate student life.
The graduate school has activities needed for its operation.
LIST OF ACTIVITIES
1. Enrolment
2. Changing/Adding and Dropping of Subjects
3. Subject Accreditation
4. Preparation of Class Program
5. Preparation of Teacher‟s Load
6. Room Utilization
7. Conducting Proposal Defense
8. Conducting Oral Defense
9. Application for Graduation
10. Signing of Clearance
11. Preparation of Course Syllabi
12. Preparation and Submission of Test Questionnaires w/ TOS
13. Conducting Major Examination
14. Submission of Grade Sheets
15. Class Visitation, Monitoring and Observation
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
The following procedures ensure the smooth flow of transactions and activities of
the division.
ENROLLMENT FOR NEW STUDENTS
1. The student applicant will be interviewed by the Program Admission Committee.
He will also present to them all the requirements for admission.
2. If a student passed the interview he will then pay the entrance examination fee to
the Cashier and fill up the Student Personal Data Sheet.
3. The student shall take and pass the entrance examination.
4. After passing the entrance examination, he will then go to the Graduate School
Office for the pre-registration. He will write the subjects in the enrolment form and
have it signed by the Chair of the Graduate School.
5. The Student will go to the Registrar‟s office for the encoding of subjects that he
intends to enroll.
6. The student will proceed to the Accounting Office for the assessment of payment
of the tuition and other fees for that semester.
7. After the assessment the student will pay to the cashier the enrolment fee.
8. The student will proceed to the Registrar‟s office to submit the registration form
and all the requirements needed for Enrolment. He will also present the receipt
from the cashier as proof of payment for the entrance fee. He will also get the
Certificate of Registration (COR) as the last part of the enrolment process.
ENROLLMENT FOR OLD STUDENTS
1. The student will secure a copy of the clearance form from the office of the
Graduate School.
2. The clearance form shall be signed by the concerned school authorities.
3. The duly accomplished clearance form shall be presented to the Program
Admission Committee. He will also get the pre-registration form from the
office of the Graduate School Chair
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
4. The Student will go to the Registrar‟s office for the encoding of subjects that
he intends to enroll.
5. The student will proceed to the Accounting Office for the assessment of
payment of the tuition and other fees for the semester.
6. After the assessment the student will pay to the cashier the enrolment fee.
7. The student will proceed to the Registrar‟s office to submit the registration
form. He will also present the receipt from the Cashier as proof of payment for
the entrance fee. He will also get the Certificate of Registration (COR) as the
last part of the enrolment process.
CHANGING/ADDING/DROPPING OF SUBJECTS
1. Changing/adding/dropping of subjects shall be done only for valid reasons
with the approval of the Chair of the Graduate School and acknowledged by
the College Registrar. It shall be done 2 weeks after the start of classes.
2. The student will secure a changing/adding/dropping form from the Registrar‟s
Office. He will then go to the Cashier‟s Office to pay the amount of P10.00 per
subject added or dropped.
3. The student will ask the teacher of the subject to be dropped or added to sign
in the changing/adding/dropping form.
4. After that, he will seek approval from the Chair of the Graduate School , Dean
of Program and Standards that College Registrar that he will add or drop a
particular subject.
SUBJECT ACCREDITATION
1. The student will get the accreditation form from the Registrar‟s office
2. The Program Head will evaluate the subjects taken by the student from other
institution whether a particular subject is credited or not.
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
3. The duly accomplished accreditation form shall be approved by the Chair of
the Graduate School, Dean of Programs and Standards and College
Registrar
PREPARATION OF CLASS PROGRAM
1. The Program Head will refer to the prospectus of the program for the subjects to
be offered for that semester. He will also consider the requested subjects of the
students.
2. The Program Head will plot the subjects for the semester.
3. The Office Assistant will encode the subjects to be offered for that semester.
4. The final class program will be presented to the concerned faculty for the
approval.
5. The Chair of the Graduate School and Dean of Programs and Standards will sign
for the approval of the class Program.
6. The office assistant of the Graduate School shall distribute the approved class
Program to the concerned faculty.
PREPARATION OF TEACHER’S LOAD
1. The Program Head will craft the Teacher‟s Load based on the Class Program
2. The office assistant of the Graduate School will encode the Teacher‟s Load and
distribute it to the concerned faculty.
ROOM UTILIZATION
1. The Office Assistant of the Graduate School will encode the blank form of room
utilization.
2. The Chair of the Graduate School will plot the name of the faculty to their
assigned room
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
CONDUCTING ORAL DEFENSE
1. The student must revise the manuscript after the proposal defense
2. He shall accomplish and submit Compliance Checklist
3. He shall pay the Oral Defense Fee
4. He shall submit thesis/dissertation manuscript to the Graduate School Office
5. He shall present his thesis/dissertation to the Panel of examiners
CONDUCTING PROPOSAL DEFENSE
1. The student must have passed the comprehensive examination.
2. The student shall enroll in thesis/Dissertation writing I
3. He shall submit three (3) Research Titles during the Title Hearing
4. He shall pay the proposal defense fee
5. He shall submit copies of thesis/dissertation manuscript to the Graduate School
Office
6. He shall present his thesis/dissertation proposal to the panel of examiners
APPLICATION FOR GRADUATION
1. The student will get the application for graduation from the Registrar‟s office.
2. He will comply all the requirements needed such as the accomplished clearance
form.
3. He will then let the application form be signed by the Chair of the Graduate
School, Dean of Program and Standards and the College Registrar.
4. He submits the application form for graduation to the College Registrar.
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
SIGNING OF CLEARANCE
1. The student will secure clearance from the Registrar‟s office
2. The clearance will be signed by the concerned authorities who have direct
control over the student.
3. Clearance will be signed by the college Registrar. The student will receive a copy
of the clearance.
PREPARATION OF COURSE SYLLABI
1. The faculty members who are handling the same subject will convene together
and come up with a unified syllabus.
2. The faculty will gather topics from books and other reading resources.
3. Each graduate faculty will write the syllabi for all subjects that he handled.
4. The syllabi will be reviewed by the review committee which is composed of the
Program Head, faculty and area coordinator. It will then be approved by the Chair
of the Graduate School and Dean Programs and Standards.
PREPARATION AND SUBMISSION OF TEST QUESTIONNAIRES
WITH TABLE OF SPECIFICATION (TOS)
1. The faculty will prepare the Table of Specifications (TOS)
2. The faculty will formulate the questions for the major exam based on the TOS
3. The finished Test Questionnaire will be submitted to the Division Chair, for
approval.
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SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
COLLEGE LIBRARY
WORK PROCEDURE
Surigao State College of Technolgy Narciso Street,Surigao City, 8400,Philippines
PROFESSIONAL STAFF
COLLEGE LIBRARIAN III
Duties and Responsibilities:
1. Formulates and recommends policies, rules and regulations that will redound to
the efficient and effective utilization of library services and resource materials by
the faculty and staff, students and other clientele of the college.
Procedures/Work Instructions
1. Reviews all the functions of library operations
2. Formulates policies based on the its function
3. Prepares procedures based on the given functions
2. Plans and develops the general programs and activities of the library services in
coordination with the proper authority and in consonance with the college goal
and objectives.
Procedures/Work Instructions
1. Reviews college goals and objectives
2. Formulates programs and activities in response to college goals and
objectives
3. Send program and activity copies to authorized person for approval
3. Directs and supervises the library personnel in the operation and performance of
essential library services of the technical, readers, clerical, mechanical, and
utility services in the most efficient and effective manner such as in the following
activities of:
a. selection and acquisition of collection
Procedures/Work Instructions
1. Reminds the acquisition in-charge to send out letters to inform Department
Heads on the availability of book/periodical pricelists with attached Library
Material Request Form.
2. Checks the filled out Library Material Request Form with the recommended
title/s with author/s.
3. Collate the recommended titles per program/ curriculum.
4. Check the availability of the recommended titles from the present library
collection.
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Surigao State College of Technolgy
Narciso Street,Surigao City,8400,Philippines
b. organizing and processing/cataloguing and classifying of collections
Procedures/Work Instructions
1. Classifies the materials according to its type
2. Opens Follett Destiny library system
2. Clicks library catalog search access
3. Types title or author of the materials to check if the materials are already
catalogued
4. If the material is already catalogued, add the additional copies to the existing
library material
5. If the material is not yet catalogued, clicks ADD TITLE access to begin
original cataloguing
6. Encodes all information of the material based on the entries given by the
Destiny Cataloguing Manager
7. Attaches and scans barcode of the assigned material
c. collection and preparation and maintenance
Procedures/Work Instructions
1. Monitors the collection and acquisition in-charge for the development of
library collections
2. Checks the collection and acquisition documents for verification
3. Pass to the collection and acquisition in-charge for processing of
document
d. preservation and care
Procedures/Work Instructions
1. Monitors the preservation in-charge to which library materials are being
needed for repair.
2. Checks the repaired materials and distribute to the designated areas.
e. readers servicing/ reference guidance and assistance
Procedures/Work Instructions
1. Monitors readers services in-charge for the smooth operation of such area
2. Settles inadequate and inappropriate operations in readers services area
3. Maintains neat and orderly operations in readers services area.
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f. bibliographic preparations
Procedures/Work Instructions
1. Organize the material suitably for both the subject and the targeted users
circulations and control collection
2. Arrange the material so it is possible to use the bibliography from at least
one organizational approach without consulting supporting documentation
such as an index.
3. Provide multiple means of access as appropriate. Means of access
include both the useful arrangement of materials and the available
methods to search those materials.
4. Develop the scheme for a classified bibliography so that it is logical and
easy for users to understand.
5. Utilize recognized navigation features and other sound principles relating
to layout and file size for bibliographies published on the World Wide Web.
g. Library orientation and instruction and such other activities relevant to
smooth library services.
Procedures/Work Instructions
1. Explain the orientation packet. Place emphasis on how to locate a book by
call number.
2. Explain Follett Destiny Library System so that the students will be able to
know how to use the library system
3. Gives an exercise to the users to assess their understanding.
4. Establish library consortia/linkage with other college and university
libraries both public and private.
Procedures/Work Instructions
1. Gleans names of college and university libraries which involves in
consortia
2. Reviews and analyzes main features and services in such consortia
3. Decides which is the best and suit consortia for the needs of SSCT library
4. Makes a request to the president for consortia membership
5. Apply membership for the selected consortia.
5. Studies and evaluates student and faculty usage of library services as
basis for improving the delivery of library services to its clientele.
Procedures/Work Instructions
1. Prepares two assessment surveys for the students and faculty
2. Distributes the students and faculty survey
3. Collects the students and faculty survey
4. Tabulates their answers
5. Analyze both tabulated answers and make a conclusion
Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
4. Endorses requests and proposals/recommendations to appropriate college
authorities to provide the various needs of the library.
Procedures/Work Instructions
1. Sets a library committee meeting to the authorities
2. Distribute sa notice of meeting to inform them
3. Let the authorities evaluate the library materials to its specific curriculum
4. Collects their recommendations of such library materials for purchase or
renewal
5. Prepares and submits annual budget, periodic reports and other documents.
Procedures/Work Instructions
1. Identifies the library budget by multiplying the library fee into number of
enrollees
2. Enumerates all the library expenditures and provide its budget based on the
allocated financial resources
3. Totalizes all the library expenses and compare to its allocated budget
6. Prepares staff work programs and set of performance targets in consultation with
subordinates of the library services.
Procedures/Work Instructions
1. Calls for a meeting with the library staff
2. Consults library staff for work programs and set of performance targets
3. Finalizes the staff work programs and performance targets
7. Recommends the appointment, renewal and change of status of employees in
the library office.
Procedures/Work Instructions
1. Evaluates the library staff performance based on their work programs and
targets
2. Recommends and renew the library staff
8. Conducts performance evaluation.
Procedures/Work Instructions
1. Uses staff assessment survey for their performance evaluation
2. Rates the staff according to their work performance
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
COLLEGE LIBRARIAN I
The Librarian I is responsible for providing library and research services
for the organization and maintenance of the library and its collections.
Duties and Responsibilities:
1. Manage the planning, administrative and budgetary functions of library and
information services
MAIN ACTIVITIES:
Establish and implement library and information policies and procedures
Procedures/Work Instructions
1. Reviews all the functions of library operations
2. Formulates policies based on the its function
3. Prepares procedures based on the given functions
Develop and manage convenient, accessible library and information
services.
Procedures/Work Instructions
1. Identifies the coverage of library and information services such as
acquisition, classification, cataloguing, and library services
2. Formulates the policies of its library and information services
3. Makes procedures of every library and information service.
Establish and manage the budget for library and information services,
technology and media
Procedures/Work Instructions
1. Identifies the library budget by multiplying the library fee into number of
enrollees
2. Enumerates all the library expenditures and provide its budget based
on the allocated financial resources
3. Totalizes all the library expenses and compare to its allocated budget
Develop and manage cost-effective library and information services,
technology and media
Procedures/Work Instructions
1. Prioritizes all library expenditures based on its importance
2. Enumerates all the prioritized items
3. Canvasses the prioritized items and provide allocated budget based on
library financial resources
4. Decides to which prioritized items are being purchased
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Surigao State College of Technolgy Narciso Street,Surigao City
Order materials and maintain records for payment of invoice
Procedures/Work Instructions
1. Negotiates the vendors/sellers about the prioritized items
2. Sends a copy to the vendors/sellers of the ordered items
3. Finalizes the transaction to the vendors/sellers
Analyze and evaluate library and information services, technology and
media service requirements
Procedures/Work Instructions
1. Identifies library requirements based of the CHED Memorandum Order
2. Compares the CHED Memorandum Order to the library existing
operations
3. Rates the library operation based of the CHED requirements
4. Conducts an evaluation survey for library users to assess library
services.
Prepare reports related to library and information services, technology and
media services, resources and activities
Procedures/Work Instructions
1. Collates all the reports in every operated library area
2. Summarizes all the reports
3. Makes a conclusion and recommendation of a summarized report
2. Provide effective access to library collections and resources
MAIN ACTIVITIES:
Develop and maintain collection management policies and procedures
Procedures/Work Instructions
1. Formulate collection management policies and procedures
2. Review the existing collection management policies and procedures
3. Revise and update the existing collection management policies and
procedures if necessary
Perform original cataloguing and classification of print, audio-visual and
electronic resources
Procedures/Work Instructions
1. Classifies the materials according to its type
2. Opens Follett Destiny library system
3. Clicks library catalog search access
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
4. Types title or author of the materials to check if the materials are already
catalogued
5. If the material is already catalogued, add the additional copies to the
existing library material
6. If the material is not yet catalogued, clicks ADD TITLE access to begin
original cataloguing
7. Encodes all information of the material based on the entries given by the
Destiny Cataloguing Manager
8. Attaches and scans barcode of the assigned material
Develop and maintain special indexing systems and files for special
collections
Procedures/Work Instructions
1. Classifies special collection according to its type
2. Opens Follett Destiny library system
3. Clicks library catalog search access
4. Clicks Material type search box and select Add Title for special
collections
5. Encodes all information of special material based on the entries given
by the Destiny Cataloguing Manager
6. Attaches and scans barcode of the assigned special material.
3. Maintain the organization of library materials
MAIN ACTIVITIES:
Ensure an accurate inventory of resources
Procedures/Work Instructions
1. Itemizes list of all library materials
2. Opens Follett Destiny library system
3. Clicks Back Office search access and search Inventory
4. Scans barcode of the materials
5. Generates reports of the processed inventory materials
6. Assess the existing library materials
7. Makes a list of missing materials
PROCEDURE MANUAL Effective Date:
Document No.:PR-ADM -001 Revision No: 0 Section No.: 02
Page No.: of
Surigao State College of Technolgy Narciso Street,Surigao, 8400, Philippines
Ensure efficient retrieval by users
Procedures/Work Instructions
1. Classifies the library materials according to its section
2. Arranges the classified materials according to Dewey Decimal
Classification number
3. Shelve-reads the materials based on its proper arrangement
Search external database programs for the availability of cataloguing copy
Procedures/Work Instructions
1. Finds an accurate external database programs for copy-cataloguing
such as WebCat, Library of Congress and Phil-eLib.
2. Opens a chosen external database program
3. Searches the title of library materials on the search box of the chosen
external database program
4. Downloads the cataloguing entries and save to the Follett Destiny
Cataloguing Library System.
Maintain inventories, compile statistics and generate reports as required
Procedures/Work Instructions
1. Generates reports of processed inventory materials and statistical data
2. Classifies the generated reports according to its type
3. Makes conclusions and recommendations of the generated reports
4. Files the documents according to its assigned code.
Develop and maintain cataloguing procedures
Procedures/Work Instructions
1. Formulates cataloguing procedures
2. Reviews the cataloguing procedures
3. Updates and revises the cataloguing procedures if necessary
Distribute materials for cataloguing
Procedures/Work Instructions
1. Classifies library materials according to CIP and non-CIP
2. Sends first the library materials with CIP to the cataloguing in-charge
3. Follows the library materials without the CIP to the Cataloguing in-
charge
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
Determine the type of cataloguing required
Procedures/Work Instructions
1. Enumerates the different types of cataloguing systems
2. Selects the type of cataloguing that fits to the library collections
3. Evaluates the procedures of chosen cataloguing system
Enter cataloguing data into the library‟s automated system
Procedures/Work Instructions
1. Opens Follett Destiny library system
2. Clicks library catalog search access
3. Types title or author of the materials to check if the materials are
already catalogued
4. Encodes all information of the material based on the entries given by
the Destiny Cataloguing Manager
Process physical resources for placement on self
Procedures/Work Instructions
1. Encodes the call number of the materials assigned by the cataloguer
2. Prints it in the sticker paper
3. Cuts the call number in the sticker and put it to the assigned materials
4. Covers the material by a cellophane
5. Pass the processed materials to the designated area
4. Provide library services in response to the information needs of library users
MAIN ACTIVITIES:
Respond to daily on-site requests for information
Procedures/Work Instructions
1. Receives queries from the users
2. Clarifies unclear queries from the users
3. Provides needed information to the users
Train library users to effectively search the library catalogue, Internet and
other electronic resources
Procedures/Work Instructions
1. Makes a schedule of library orientation
2. Discusses on how to search library materials in the OPAC, Internet
and other electronic resources during orientation
3. Provides a workshop to assure if the users are able to instill the
discussion during orientation
PROCEDURE MANUAL Effective Date:
Document No.:PR-ADM -001 Revision No: 0 Section No.: 02
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
Provide an interlibrary loan service for both book and audiovisual
materials and maintain records
Procedures/Work Instructions
1. Receives Interlibrary loan request
2. Finds e-resources for interlibrary loan request
3. Sends e-resources through emails to the users
Maintain records for the interlibrary loan service
Procedures/Work Instructions
1. Keeps all records related to interlibrary loan services
2. Files and labels the documents by subject
3. Files it in the folder box.
Maintain circulation files, records and statistics
Procedures/Work Instructions
1. Classifies the documents according to its kind
2. Labels the filed documents according to its subject
3. Arrange the filed documents in the box folder
4. Labels the box folder based on the filed documents
5. Updates documents if necessary
PARAPROFESSIONAL STAFF
GENERAL REFERENCE IN-CHARGE
MAIN ACTIVITIES:
1. Answers queries regarding library resources utilization
Procedures/Work Instructions
a. Receives and clarifies queries from the users
b. Answers queries by providing information through the available library
materials
2. Lend out books and other library materials to its users for overnight, photocopy and
inside reading.
Procedures/Work Instructions
a. Receives the materials in which the user wants to borrow
b. Opens Follett Destiny library system
c. Clicks library circulation search access
d. Finds patron account name in the library system
e. Scans the assigned barcode of the materials in which the user want to borrow
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
f. Prints receipts and give it to the user
g. Give the users the photocopy or overnight number for inspection purposes
3. Maintains orderliness of the library materials found at the assigned section
a. Classifies the returned materials from the users according to its subject labeled
b. Shelve-reads the returned materials to its proper arrangement
c. Checks time to time the materials if it is properly arranged
PERIODICALS SECTION IN-CHARGE
MAIN ACTIVITIES:
1. Answers queries regarding library resources utilization
Procedures/Work Instructions
a. Receives and clarifies queries from the users
b. Answers queries by providing information through the available library materials
2. Lend out serial library materials to its clientless for photocopy and inside reading.
Procedures/Work Instructions
a. Receives journals or other periodical materials from the users which he/she
wants to borrow
b. Opens Follett Destiny library system
c. Clicks library circulation search access
d. Finds patron account name in the library system
e. Instructs the users to leave all the borrowed periodicals in the table
f. Scans the assigned barcode of periodical materials in which the user wants to
borrow
g. Give the user a photocopy number for inspection purposes.
3. Maintains orderliness of the library materials found in the assigned section.
Procedures/Work Instructions
a. Classifies the returned periodicals from the users according to its subject
labeled
b. Puts the returned periodicals into its proper arrangement
c. Checks time to time the periodicals if it is properly arranged
PROCEDURE MANUAL Effective Date:
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
4. Receives acquired serial publications and updates the Serial Publications Logbook.
Procedures/Work Instructions
a. Checks the subscribed periodicals based on the delivery receipts
b. Records the delivered periodicals to the Serial Publication Logbook.
5. Submits statistical reports every 1st week of the month to the College Librarian
Procedures/Work Instructions
a. Opens Follett Destiny library system
b. Clicks library report search access
c. Generates periodicals statistical reports
d. Make a graph based on the generated reports
e. Submits the periodical statistical report to the College Librarian
RESERVE SECTION IN-CHARGE
MAIN ACTIVITIES:
1. Answers queries regarding library resources utilization
Procedures/Work Instructions
a. Receives and clarifies queries from the users
b. Answers queries by providing information through the available library
materials
2. Lend out books and other library materials to its clientless for overnight, photocopy
and inside reading.
Procedures/Work Instructions
a. Provides library materials to the users as he/she wants to borrow from the
Reserve section
b. Opens Follett Destiny library system
c. Clicks library circulation search access
d. Finds patron account name in the library system
e. Scans the assigned barcode of library materials in which the user wants to
borrow
f. Give the user a photocopy/overnight number for inspection purposes
3. Maintains orderliness of the library materials at the assigned section
Procedures/Work Instructions
a. Classifies the returned library materials from the users according to its subject
labeled
b. Puts the returned materials into its proper arrangement
c. Checks time to time the library materials if it is properly arranged
PROCEDURE MANUAL Effective Date:
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Surigao State College of Technolgy Narciso Street,Surigao City,8400,Philippines
4. Submits statistical reports every 1st week of the month to the College Librarian
Procedures/Work Instructions
a. Opens Follett Destiny library system
b. Clicks library report search access
c. Generates check-out materials for statistical reports
d. Make a graph based on the generated reports
e. Submits the periodical statistical report to the College Librarian
TECHNICAL SECTION IN-CHARGE
MAIN ACTIVITIES
1. Collates library requests materials and submit list to the librarian
Procedures/Work Instructions
a. Send out letters to inform Department Heads on the availability of book/periodical
pricelists with attached Library Material Request Form.
b. Collects the filled out Library Material Request Form with the recommended
title/s with author/s.
c. Collate the recommended titles per program/ curriculum.
d. Check the availability of the recommended titles from the present library
collection.
2. Accession the new acquired library materials
Procedures/Work Instructions
a. Stamps the acquired library materials
b. Records the acquired library materials to the accession book
c. Assigns the acquired library materials to its accession number.
3. Maintain backup copies of data files.
Procedures/Work Instructions
a. Opens backup files that automatically generate by the library system
b. Copy the backup files to the external hard drive
c. Categorizes the backup files by month
INFORMATION DESK/INSPECTION IN-CHARGE MAIN ACTIVITIES
1. Ensure that all library users have his/her ID card before entering the library
premises.
Procedures/Work Instructions
a. Instructs the users to scan their ID cards to the library system
b. Assists the users during their ID scanning
PROCEDURE MANUAL Effective Date:
Document No.:PR-ADM -001 Revision No: 0 Section No.: 02
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SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
REGISTRAR’S OFFICE
WORK PROCEDURE
SUBJECT : RELEASING OF TOR/DIPLOMA/CERTIFICATION AND OTHER CREDENTIALS
OBJECTIVE : To provide guidelines on releasing of TOR/Diploma/Certification SCOPE : This procedure applies to all students in basic and higher education. PROCEDURE DETAILS
RESPONSIBLE ACTIVITY
Student Request slip
Clearance form
Student Official Receipt
Cashier Official Receipt
Student Official Receipt &
Clearance
Clerk Claim stub
Fills out request form
Process clearance form
Pays at the Cashiers Office for
the amount due
Forwards accomplished
clearance form and Official
Receipt to the Registrar’s Office
Issues claim stub with date of
release
Issues Official Receipt
SUBJECT : APPLICATION FOR GRADUATION
OBJECTIVE : To provide guidelines on applying for graduation
SCOPE : This procedure applies to all graduating students in higher education.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY
Student Application for
Graduation Form
Evaluator Evaluation Sheet
List of graduating
students with
deficiencies
Student
Registrar Final list of
graduating students
Fills-up application for
graduation form and submit to
the Registrar’s Office
Evaluates applicants for
graduation
Prepares list of graduating
students with deficiencies
Comply deficiencies
Prepares final list of graduating
students and submits copy to
Dean of Programs & Standards
SUBJECT : ADMISSION AND ENROLMENT OF FRESHMEN AND TRANSFEREES
OBJECTIVE : To provide guidelines for enrolment of freshmen and transferees
SCOPE : This procedure applies to all applicants for enrolment in higher education
programs.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY
Enrollment Committee Credentials
Applicant Personal Information
Sheet
Guidance Counselor Admission slip
Applicant PRF
Date Encoder Assessment
Cashier Official Receipt
Registrar COR
Appraisal of applicant’s
credentials & interview
Fills-up Personal Information
Sheet & proceed to the
Guidance Office for entrance
examination
Conduct entrance Examination
& issues result to applicant
Fill-up the Pre-registration form
with guidance of the enrolment
committee
Encode subject load &
assessment of fees
Payment of the enrolment fee
Issues Certificate of Registration
SUBJECT : ENROLMENT OF OLD STUDENTS
OBJECTIVE : To provide guidelines for enrolment of old students
SCOPE : This procedure applies to all old students applying for enrolment in
higher education programs.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY
Student PRF
Date Encoder Assessment
Cashier Official Receipt
Registrar COR
Fills-up the Pre-registration
form with guidance of the
enrolment committee
Encodes subject load &
assessment of fees
Payment of the enrolment fee
Issues Certificate of Registration
SUBJECT : ACCEPTANCE OF CROSS-ENROLLEE
OBJECTIVE : To provide guidelines for cross-enrollment
SCOPE : This procedure applies to all students applying for cross-enrolment at
SSCT.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY
Applicant Permit to cross-
enroll
Dean PRF
Date Encoder Assessment
Cashier Official receipt
Registrar COR
Present the permit to cross-
enroll & Fill-up Pre-registration
Form
Approves the subject(s) to be
enrolled in
Encode the subject(s) to be
enrolled in & assessment of fees
Payment of the pertinent fees
Issues Certificate of Registration
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
STUDENT PERSONNEL SERVICE OFFICE
(SPSO)
WORK PROCEDURE
SURIGAO STATE COLLEGE OF TECHNOLOGY Surigao City
STUDENT PERSONNEL SERVICES OFFICE
I. Recognition of Campus Organizations
Recognition of campus organization shall be done annually, based upon the
previous year‟s performance, considering the following:
1. Submission of all necessary requirements for recognition;
2. Eighty percent (80%) organization‟s Action Plan for the year must have
been accomplished;
3. Service to the college must be determined from the performance report;
a. All organizations must be registered within 5 weeks after class
starts during the first semester;
b. The President/secretary of every organization must report to the
SPSO;
c. Financial statement should be submitted to the SPSO every end
of school year.
A. Supervision And Coordination
All student organizations are directly under the supervision of the SPSO.
Campus organizations, which are duly recognized, are allowed to:
Hold social functions, benefits or social activities during the
semester/year;
Enjoy free use of school facilities (quadrangle and the academic
center);
Compete for the College Outstanding Organization Award for
organization that has contributed most to campus and student life
during the current academic year.
Flow chart form the procedures for recognition/accreditation of student organizations.
II. Institutional guidelines for Student Grievance.
Jurisdiction. All complaints against students which are punishable by dropping, suspension, or expulsion be investigated or proceeded with and in accordance with due process of law by the Committee on Student Discipline.
Filing of Charge. A disciplinary proceeding shall be instituted motupropio
by the appropriate authority or upon the filing of a written charge specifying the acts or commissions constituting the misconduct and subscribed by the complainant, or upon submission of an official report of any violation of existing rules and regulations. Upon the filing of the said charge or report with the Committee on Student Discipline of the office of the Dean, as the case may be, an entry shall be made in an official entry book kept for the purpose specifying the person or persons charged, the complainant(s), his witness, if any, the date of filing, and substance of the charge.
Preliminary Inquiry. Upon receipt of the complaint which should be under oath, or written report, the Committee as the case may be, shall determine whether the complaint or report is sufficient to warrant formal investigation.
ORGANIZATIONS/CLUBS
SSG Letter of Recommendation
SPSO Submit documents for
evaluation
Recognized Complied
Notice to the respondent(s) is required but presence of the respondent(s) during the preliminary investigation may be waived. In cases where the complaint or report is found sufficient, formal charge(s) shall be filed and served upon each respondent and his parents/guardians.
Answer. Each respondent shall be required to answer in writing within five (5) working days from receipt of the charge(s).
The investigation shall commence not later than 10 days after receipt ofthe respondent‟s answer or after the expiration of the period within which the respondent shall answer.
Duration of the Investigation. The investigation shall not exceed beyond two (2) calendar months.
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 justification, this fact shall be noted and the hearing shall proceed ex-parte without prejudice to the party‟s right to appearance in subsequent hearings.
Postponement. Application for postponement may be granted for good cause, provided, that not more than two postponement per party to the litigation shall be allowed.
Committee Report. The Committee shall forward to the Dean within(15) days after the termination of the investigation the complete record of the case, with its report and recommendation. The report signed by at least a majority of the members of the Committee shall state the findings of the facts, conclusions and recommendations and the specific regulation on which the decision is based.
Decision by the Dean of Student Affairs. The Dean shall, within ten (10) days after receipt of the Committee‟s Report, transmit the report together with its decision to the campus director.
Finality of the Decision. A decision of the Dean, other than expulsion, permanent disqualification from enrolment, or suspension for more than thirty (30) 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.
Action by the President on recommendation coming from the Dean or appeal from the decision of the Dean shall be rendered within ten (10) days after the receipt of the appeal. In cases of expulsion, the President shall consult the Board of Management. Decisions of the President in cases specified in the next succeeding sanction may be appealed to the Board of Trustees, within ten (10) calendar days after respondent(s) receive a copy of such decision.
Decision of the Board of Trustees. The Board of Trustees shall review on appeal decision of the President, when the penalty imposed is expulsion, suspension for more than one (1) calendar year, or any other penalty or equivalent severity and render final judgment thereof.
Flow chart form procedure for student grievances.
Student Grievance Flowchart
You wish to make a complaint
Informal Complaint Process - talk to the person responsible for the service/
staff member you are dissatisfied with.
Happy with the outcome?
Happy with the outcome?
Formal Complaint Process - Office of the Student Affairs
Do you have grounds for appeal?
Complaint Appeal Process
- Office of the President
Appeal upheld?
Board of Trustees
End of process
Complaint resolved
Complaint resolved
End of process
End of process
Yes
Yes
Yes
Yes
No
No
No
No
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
JOB ENABLING ENGLISH PROFICIENCY
(JEEP) OFFICE
WORK PROCEDURE
JOB ENABLING ENGLISH PROFICIENCY (JEEP) OFFICE
Rationale: The office of Job Enabling English Proficiency (JEEP) is created to oversee
the JEEP Program towards its successful sustainable
implementation and operations under Teacher Education Division.
Activities Procedures Flowchart
A. PROGRAM 1. Scheduling
of classes/ Subject Loading
Get Teachers‟ Program from Division Chairs
When all Teachers‟ Program are gathered, process of loading JEEP courses commence under the guidance of Lead Facilitators.
Reviewed by the JEEP Coordinator.
Teachers‟ Program are returned to Division Chairs for dissemination
2. Office/Labor
atory Policies Orientation
At the start of each semester orientation of office, laboratory policies will be conducted by the Facilitators in their respective classes.
3. Conduct
JEEP Day Activities
Planning of activities for JEEP Day will be spearheaded by the JEEP Organization Officers under the guidance of Advisers and participation of all Facilitators
Final plans are subject to approval by the JEEP Coordinator
Make Activity Design for the celebration
Present Plans to Dean for Recommending Approval
Submit papers to the College President for final approval
Collecting Teachers‟ Program
Loading of JEEP courses
Reviewed by JEEP Coordinator
Planning stage
Presentation of plans for approval to JEEP Coordinator
Preparation of Activity Design
Teachers‟ program are returned to Division Chairs for dissemination
Submit to Dean for Recommending Approval
Submit to College President for final Approval
JEEP Day celebration
Celebration of JEEP Day in cooperation and participation of Facilitators and students who are taking JEEP Courses.
4. JEEP Start
Culminating Activity
Students explore different courses in JEEP Start
Listen, observe, imitate native speakers as heard and seen in monitors
At the end of the term, students will have a culminating activity
5. Conduct
Seminar-Workshop for Job-Hunting
Lecture-series in seminar-workshop format for Job-Hunting:
a. Resume Writing b. Cover-Letter Writing c. Dressing-up for Job-
Interview d. Searching for Job
Advertisements
Workshop for expected output such as: cover letter, resume, and proper dressing for the big day
Document the affair
6. Conduct
Mock Job-Interview
Find suitable personnel to conduct mock interviews
Arrange schedules for mock job-interview
Secure a venue for the activity
Students will be rated for their performance
7. Issuance of
JEEP Training Completion Certificates (JEEP Start/ Accelerate)
Facilitators submit to office personnel lists of students to be awarded the certificates in JEEP Start and Accelerate at the end of the academic year
Certificate production
Students will fil-out forms for personal information and feedback regarding training
Awarding of certificates to students
Explore
Role-modeling
Culminating Activity
Lecture
Workshop
Documentation
Finding interviewer
Set schedule for mock interview
schedule
Set venue for the activity
Mock interview
Facilitators gives lists of student
Certificate production
Filling-out forms
Issuance of certificates
B. Management
1. Establish guidelines for borrowing of LCD projector, video camera, speaker, mono block tables and chairs, and the likes.
Express intention of borrowing an
item/s
Fill out borrower‟s card and let it signed-by the In-charge and JEEP Coordinator
After use, let it be indicated in the card under Remarks that it is „Returned‟
2. Supervise
regular repair/ enhancement of laboratory facilities, equipment and gadgets.
Inspect regularly laboratory and
office
conditions and the stuff therein
Ask laboratory managers and office personnel what facility, equipment and gadget needs immediate attention for repair or enhancement
Coordinate problem if there is any with either Building and State In-charge, TSG Head, BAC personnel or with Supply Officer as the case may be
3. Delegate follow-up of repair and enhancement to office personnel and laboratory-managers
Assign personnel In-charge to follow-up requests for repair or enhancement, hastening procurement, or for availability of office/ laboratory supplies
4. Delegate
task to office personnel the processing of payments for DynEd licenses for the computers at JEEP Start Laboratory
Wait to receive communication for license quotation from ILS
Delegate processing to office personnel
Prepares necessary papers for payments
Cashier‟s personnel deposits payment at designated bank
JEEP office personnel gets copy of deposit slip
Fax copy of CONFORME and deposit slip to ILS
Received quotation
Process Papers for payments
Deposit payments
Get copy of deposit slip
Fax copy CONFORME and deposit slip
ILS sends official receipt of payment
Submit receipt to CASHIER
See In-charge of item/s (office personnel or
laboratory manager
Submit for approval of the In-charge & Coordinator
Release of item/s
Return after use
Inspection
Solicit report of problems
Coordinate
Building and
State
TSG BAC Supply
Fill out form
ILS sends through LBC official receipt of said payments
JEEP Office personnel keeps a copy of receipt and submits original copy to the cashier
5. Accommodation
and preparation for the visit of ILS IT personnel for JEEP Start Licenses Renewal and Updates
Wait to receive communication from ILS for their IT personnel visit
Arrange schedule of visitation
Prepare Activity Design for said visit for budget allocation
Present letter of request to the College President for approval
Present Activity Design to Budget Officer for approval
Let Accountant signs the Activity Design
Bring Activity Design to the College President for signature
Prepare Purchase Request Form (PRF)
Have Administrative Officer sign the PRF
Submit papers to College President personal secretary to facilitate processing of paper to the next office
6. Follow-up
payment of internet connection at JEEP Start Laboratory
Coordinates with cashier‟s personnel if payments have been made
7. Follow-up
connection problem if there is any, despite payments, at the service provider
Direct office personnel to follow-up matters concerning internet connection
Communication from ILS
Inform College President of visit schedule
Prepare Activity Design
Budget Officer Signature
College President Signature
Preparation of PRF
Submit PRF to Admin Officer
Submit to secretary of College President
Follow-up release
Accountant Signature
8. Plans for JEEP
Day Activities, Seminars, Conference, Seminar-Workshops
Prepares communication to the College President about planned activities duly noted by the Dean of Programs and Standards
Prepare Activity Design
Process pertinent papers for the activity/ies
Disseminate information to participants of the activity/ies
Conduct the activity/ies
9. Prepares Accomplishment Reports
Make Accomplishment Reports according to specified period
Submit to the office of the College President
10. Accommodates
issues and concerns regarding JEEP Courses
Receive concerns verbally and in writing
Discuss issues and concerns with the concerned individual
Record solution/s and agreement/s in the Record Boo
11.Serves as a go-between personnel to Registrar, Dean, Chair/s of the Division for students‟ and faculty concerns
Note the problem/ issue
Bring the matter to the concerned office head
Discuss possible solution/s
Inform concerned of complaint result
11. Received
Visiting Researchers
See the Dean of Programs and Standards to express purpose of visit
Dean endorses the visitor/s to the JEEP Coordinator
JEEP Coordinator receives letter of intent for record purposes
Planning
Prepare Communication
Approval of College President
Processing of paper
Information drive
See Dean Programs and Standards
Dean‟s endorsement
JEEP Coordinator facilitates
Conduct activity
Received Complains
Discussion for solution/s
Record solution/s
Note Problem
Bring matter to concerned head
Inform or discuss solution/s
Inform complainant of result
Facilitate the visit to achieve goals
12. Presents
Guidelines for utilization of office and laboratory facilities
Formulate guidelines
Information drive regarding utilization during team meetings
Post Guidelines in conspicuous places
For strict compliance
13. Set Guidelines
for Office Personnel Laboratory Managers, and Facilitators Leave of Absence
Inform in advance JEEP Coordinator of the expected dates of absence/s
In Facilitators‟ case, prepare activities to be left to students/ leave instructions as to what students will do.
Endorse the same to laboratory managers.
For office and laboratory personnel, coordinate with HRMO leave plans for approval especially for longer leave of absence/s
14. Set Guidelines
for Standard Office Operations
Formulate Guidelines
Inform concerned In-charge for smooth office operation
For strict compliance
15. Signs
Procurement and Purchase Request Prepared by TSG personnel for JEEP Start/ Accelerate Laboratories and JEEP Office
Endorsement of Procurement/ Purchase Requests
Affix signature where needed
Return pertinent documents to endorser
Guidelines Formulation
Dissemination of Information
Post Guidelines
For Compliance
Inform JEEP Coordinator
Facilitators Office Personnel/ Laboratory Managers
Show to JEEP
Coordinator Seatwork / Assignment
HRMO Leave the same to
Laboratory
Manager
Guidelines Formulation
Dissemination of Information
Strict Compliance
Procurement/Purchase Requests Endorsement
Sign document
Return to endorser
16. Endorses
Overtime of Office and Laboratory Personnel
Prepares endorsement for overtime of personnel
Submit endorsement to College President for approval
Secure Form from the office of the Programs and Standards
Submit to Budget Officer
Follow-up document
17. Conduct
Meetings with Facilitators/ Staff
Prepare agenda
Send Memo
Actual conduct of meeting
Assign secretary to take Minutes of the Meeting
Keeps record of the Minutes for future reference
18. Contact or a go-
between person for the Administrative and ILS Management
Prepare written communication to ILS
Follow-up through long-distance calls ILS head/personnel
Report to College President what transpire in the negotiation process and vice versa
19. Keeps a record
of activities
Have a Record Book
Note down transactions as reference for similar dealings in the future
20. Invite Speakers
for Seminars, Conference and Seminar-Workshop
Prepare Invitation Letter
Send invitation
Wait for confirmation /acceptance of invitation
Ask for speaker‟s resume
Endorsement to College President
See Dean Programs and Standards for signature
Budget Officer
Follow-up
Prepares Agenda
Send Memo
Actual Meeting
Assign Secretary to take Minutes of Meeting
Keeps Minutes of Meeting
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
ENGINEERING DIVISION
WORK PROCEDURE
SUBJECT :FACULTY CLEARANCE
OBJECTIVE : To stipulate guidelines in the accomplishment of faculty clearance.
SCOPE : This procedure applies to all faculty members in all academic levels.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY INTERFACE
1. Faculty 2. Signatories 3. Faculty
1. Secure Clearance Slip from HR Office 2. Submits academic and other requirements 3. Sign Clearance 4. Submits clearance to the HR Office
Clearance Slip
Subject : PREPARATION OF CLASS SCHEDULE OBJECTIVE : To stipulate guidelines in preparing the class schedule.
SCOPE : This procedure applies to Program Chairs, Division Chairs, and
Registrar.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY INTERFACE
1. Program Chair 2. Division Chair 3. Registrar 4. Division Chairs 5. Registrar
1. Prepares a list of subject offerings 2. Submits consolidated list to Registrar and
determines the number of classes to be opened
3. Consolidates list of Subject Offerings 4. Convene with other Division Chairs for
Verification of subject offerings 5. Prepared the Class Schedule
Curriculum List of Subject Offerings Consolidated List of Subject Offerings
SUBJECT : PREPARATION OF SYLLABUS OBJECTIVE : This procedure is done by the faculty members in preparing the syllabus.
SCOPE : This procedure applies to all higher education faculty of the college.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY INTERFACE
1. Faculty 2. Program Chair 3. Division Secretary 4. Division Chair 5. Division Secretary
1. Prepared and submits syllabus 2. Reviews and verifies syllabus if it is
compliant to OBE. If approved, submit the syllabus to the Division Secretary, otherwise return the syllabus to the Faculty for revision
3. Prints the verified syllabus and submit the
printed syllabus to the Division Chair for approval
4. Approved the Syllabus and submit a copy
the Dean of Programs & Standards 5. File all approved syllabus
Syllabus Verified Syllabus Approved Syllabus
SUBJECT : ATTENDING OFF CAMPUS SEMINARS/CONVENTION OBJECTIVE : To provide guidelines on attending off campus seminars/ workshops/
convention.
SCOPE : This procedure applies to all higher education faculty of the college.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY INTERFACE
1. Dean,
Program & Standards
2. Division Chair 3. Faculty 4. Division Chair
1. Endorses letter of communication to the Division Chairs 2. Recommends to the faculty. If accepted
by the selected faculty, prepares necessary travel documents, otherwise offer the activity to another faculty
3. Fill-up Forms with proposed budget 4. Recommends faculty attendance
Letter of Communication Letter of Communication Request Form to attend Seminar/Conventions
5. Dean, Program & Standards
6. President 7. President
Secretary 8. Faculty 9. Faculty 10. Faculty
5. Endorses faculty attendance 6. Approves faculty attendance and budget thru a memo 7. Forwards the approved form with budget to finance office 8. Attends seminar/ convention 9. Submits Echo Report 10. Submits Liquidation to finance office
Request Form to attend Seminar/Conventions Request Form to attend Seminar/Conventions Request Form to attend Seminar/Conventions with Proposed Budget Request Form to attend Seminar/Conventions with Proposed Budget Echo Report Form Liquidation Form
Subject : SPECIAL EXAMINATION OBJECTIVE : To stipulate guidelines in giving special examination.
SCOPE : This procedure applies to students who need special examination.
PROCEDURE DETAILS
RESPONSIBLE ACTIVITY INTERFACE
1. Student 2. Division Chair 3. Faculty 4. Student
1. Submits letter of request for special exam 2. Approves/ disapproves the letter of
request based on the validity of the reason for not taking the exam on time
3. Prepares another set of test questions 4. Take the special exam on the assign date
and venue
Letter of Request Test Paper
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
SUPPLY OFFICE
WORK PROCEDURE
SUPPLY OFFICE
1 1.1
1.2
1.3
1.4
1.5
1.6
2 2.1
2.2
2.3
2.4
2.5
2.6
2.7
3 3.1
3.2
4 4.1
4.2
4.3
5 5.1
5.2
5.3
6 6.1
6.2
6.3
7 7.1
7.2
7.3
7.4
7.5
7.6
Physical Inventories
Signs "Received" portion of Delivery Receipt (DR)
from suppliers.
Prepares Property Acknowledgement Receipt (PAR)
for equipment for the end-user.
Inventory taking for inventory items
Insurance of Building and motor
Payment for all purchases
Prepares Report on the Physical count of Inventories.
Inventory to be conducted by authorized inventory
Issuance of Equipment and Inventory
Files PAR per accoutable officer.
Prepares Inspection and Acceptance Report duly
the COA.
Process supporting documents for payment and
ACTIVITIES PROCEDURE
Prepares Inspection and Acceptance Report (IAR).
Delivery of Equipment andInventory
Authorized Property Inspection and verifies items as
and conformity w/ specification.
Signs Acceptance of the Inspection Report.
Record Inventory items in the BIN CARD and Stock
Record Equipments in the Property Card.
Accounting office.
Authorized Official to approve RIS.
Review and verified RIS.
Fill up and signs the Issuance" Portion of the RIS and
Inventory items.
Files RIS for preparation of RSMI of inventory items.
Facilitate supporting documents for payments.
Inventory taking scheduled twice-a-year.
Fill ups forms for LTO registration.
Prepares RIS.
Property Inventory committee conduct physical
Submit PPE to COA.
Disposal for unserviceable Received unserviceable equipment from end-user.
Inspection of unserviceable equipment for disposal
Fills up forms for Insurance of building and motor
vehicle submitted to GSIS.
Prepares Schedule for physical inventory of property,
plants and equipment of 4 campuses.
Submit application for disposal with supporting
documents to COA.
If found to be valuable the unserviceable property
may sold at public auction to the highest bidder.
Accomplished report of disposal for basis in
dropping the property from the books of accounts.
Disposal committee recommend the mode of
7. Disposal for unserviceable Equipment
Property Officer
Property Officer
COA
Agency Head
The Disposal Committee
Disposal Committee
Winning bidder
Supply/Property Unit Accounting
Received unserviceable property from end-user.
File on application for disposal with supporting
documents to the COA auditor
COA auditor shall inspect the items and determine the items
are with or without value and forwards his/her
recommendation to the Head of the agency
The Head of the agency shall forward the documents to
the Disposal Committee
Recommend to the Head of the agency the mode of
disposal
If found to be valuable the unserviceable property may
be sold at public auction to the highest bidder under the
supervision of the proper committee on Award or similar
body
The awardee shall pay, claim and withdraw the
property upon the determination of the awardee, the
bid bond shall be considered as partial payment and
the difference between such payment and offered bid
price shall be paid in the form of cash to the cashier
The awardee shall pay, claim and withdraw the
property upon the determination of the awardee, the
bid bond shall be considered as partial payment and
the difference between such payment and offered bid
price shall be paid in the form of cash to the cashier
END
PROCEDURE FLOWCHART
1. Delivery of Equipment and Inventory items
Supply officer
Supply/Property Unit
Property Inspector
Supply officer Supply/Property Unit
Supply/Property Unit
Signs “Received” portion of
Delivery Receipts (DR) from
suppliers.
Prepares Inspection and
Acceptance Report (IAR).
Authorized Property Inspector of the
agency inspects and verifies items
as to quantity and conformity w/
specification
Signs Acceptance of the
Inspection Report.
Record Inventory items in the
BIN CARD and Stock Card.
Record Equipment‟s in the
Property Card
END
2. Issuance of Equipment and Inventory items.
Supply/Property Unit Supply Head of Office
Supply Head of Office
End-user/Supply officer Supply/Property Unit Supply/Property Unit
Supply Officer
Prepared RIS.
Authorized Official to approve RIS.
Review and verified RIS.
Fill up and signs the Issuance Portion of
the RIS and issues Inventory items.
Prepares Property Acknowledgement
Receipt (PAR) for equipment for the end-
user.
Files RIS for preparation of RSMI of
inventory items.
Files PAR per accountable officer.
END
3. Payment for all purchase
Supply/Property Unit
Supply Head of Office
4. Inventory taking for inventory items Supply/Property Unit
Inventory Committee Inventory Committee
Prepares Inspection and
Acceptance Report duly received
by the COA.
Process supporting documents
for payment and forwarded to
Accounting Unit
Prepares Report on the Physical
count of Inventories.
Inventory to be conducted by
authorized inventory committee.
Inventory taking scheduled twice-
a-year.
END
END
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
ARTS AND SCIENCE DIVISION
WORK PROCEDURE
Functions Procedures Flowchart
1. Admission. The Admission Committee shall
1. check the admission requirements for the college entrants; 2. classify the students as to whether a first year entrant or a transferee; 3. require the student to present his Report Card/ TOR; 4. evaluate the report card/TOR if the grades qualify the requirement for Arts & Sciences or not. If not qualified, he is advised to look for another course. If qualified, he is advised to proceed for interview.
Checking of Admission Requirements
Classify the students whether
1st Year or Transferee
Evaluation of Report Card / TOR
2. Interview. The Interview Committee shall
1. require the student to fill-out the personal inventory form; 2. conduct interview to the student especially on his/her interest in taking up the course. If the student passed the interview; 3. he or she will advise the student-applicant to take the Entrance Examination in the Guidance Office. If the student passed in the Entrance Exam; 4. advise to go back to the Arts & Sciences Office for the processing of Enrollment.
Filling-up of Personal Inventory
Form
Interview
Entrance Examination
3. Enrollment for Freshman-Students. The Enrollment Committee shall
1. ask for the result of the entrance examination for the students as well as the Enrollment Form; 2. look into the schedule of classes in the Class Program where the students is interested in and reflect the subjects in the Enrollment form; 3. check the list of subjects and number of units if it conforms to the curriculum checklist; 4. countersign and let the Chair approve the Enrollment Form; 5. instruct the student to go to the
Present the Result of the Entrance
Exam
Subject Loading
Checking of Subjects
Subject Encoding
Assessment of Fees
Payment of Fees
Issuance of Certificate of
following :
data encoder for the encoding of subject
accounting office for the Assessment of fees
proceed to the cashier‟s office for the payment
registrar‟s office for the print out of the certificates of registration (COR);
attend classes as scheduled.
Registration
4. Enrollment for Shiftees and Transferees. The Enrollment Committee shall
1. check the admission requirements of the shiftees and transferees; 2. evaluate the TOR if the grades qualify the requirement for Teacher Education or not. If not qualified, he is advised to look for another course. If qualified, 3. accredit the subjects taken from the previous course in the accreditation form; 4. fill-out the Shifting Form ; 5. advise the student to pay the Shifting Fee of P 50.00 in the Cashier‟s Office 6. forward the shifting and accreditation forms to the Chair for; recommendation, duly noted by the College Registrar and to the Dean for Approval.
Checking of Documents
Evaluation of TOR
Accreditation of Subject
Fill-out of the Shifting Form
Payment of Shifting Fee
Signature of the Chair, Dean &
Registrar
5. Adding and Dropping of Subjects. The student shall
1. identify and indicate the subjects to be added or dropped in the Form; 2. let the concerned faculty sign the form; 3. seek recommendation from the Chair and approval from the Dean; 4. pay the corresponding amount in the Cashier‟s Office based on the number
Identification of Subjects to be Added/Dropped
Signature of the Concerned-Faculty
Signature of the Chair & Dean
Payment of the Subjects
Added/Dropped
Registrar‟s Office for Validation
of subjects; 5. submit the Form to the Registrar‟s Office for validation.
6. Splitting of Classes. The teacher shall
1. write formal request to the chair to spit the class if the number of students has reached above 60.
2. The chair will ask the student class list of the request number of load.
3. Reflect the new schedule of the students in the teachers load program.
Formal Request to Split Class
Evaluate the request and Ask for the class list
7. Subject Accreditation. The Chair shall
1. evaluate the TOR of the students; 2. put credit to subjects having similar descriptive title and/or course description; 3. require the students to indicate in the accreditation form the subjects having been credited; 4. recommend to the Dean for approval; 5. advise the student to submit the Form to the Registrar‟s Office for validation.
Evaluation of TOR
Accreditation of Subjects
Signature of the Chair, Dean &
Registrar
8. Preparation of Class Program. The Chair shall
1. prepare the curriculum checklist ; 2. encode the subjects offered in a particular semester; 3. assign faculty to teach the subjects; 4. indicate the room to be utilized for classes; 5. cross-check the subjects offered, teachers and room assignment; 6. submit teachers load to the Dean for approval.
Curriculum Checklist
Subjects Encoding
Identification of Faculty to teach the Subject
Cross-Checking
Submission to the Dean for Approval
9. Preparation and Distribution of the Teachers‟ Program. The Chair shall
1. load the subject to the faculty based on their expertise; 2. observe number of units; 3. call the attention of the faculty to check the subject loading and affix
Subject Loading for Faculty
Checking of Subjects with the Faculty
his signature under conform; 4. submit to the Dean for approval; 5. distribute the Teachers‟ Program to the concerned faculty .
Dean‟s Approval
10. Room Utilization. The chair shall
1. conduct inventory of classrooms; 2. identify the rooms for classes; 3. assign the rooms to faculty for their classes; 4. organize classes to take charge of the daily cleanliness including the switching off of lights and electric fans when not in use; 5. assign teachers to be the overall in-charge of the classroom.
Inventory of Classrooms
Identification of Classroom
Assignment of Classroom
Organization Students for Classroom Cleanliness
Assignment Faculty for each
Classroom
11. Signing of Student Clearance. The Chair shall
1. instruct the division treasurer to affix first his signature in the clearance of the student; 2. affix his signature after.
Signature of the Class Adviser
Signature of the Chair
12. Signing of Faculty Clearance. The Chair shall
1. check the office record if the requirements are complied and submitted. If not complied, the faculty shall be given time to comply the requirements. If complied; 2. affix his signature.
Checking of Requirements submitted by the Concerned-Faculty
Signature of the Chair
13. Class Visitation and Observation. The Chair shall
1. indicate in the Supervisory Plans and Programs the schedule of class visitation and observation; 2. issue an office memo to the concerned faculty regarding the schedule of class visitation and observation; 3.require the Faculty to provide updated syllabus during the class observation to find out if the topics discussed in class have matched the course syllabus; 4. rate the performance of the faculty based on the criteria indicated in the Faculty Observation Form;
Embed the Visitation & Observation in the Supervisory Plan/Program
Issuance of Office Memo
Provision of Updated Syllabus to the
Chair
Class Observation Proper
Feedbacking
5. call up the faculty for feedback after the class observation.
14. Signing of Faculty DTR. The Chair shall
1. check the entries of the biometric printout; 2. crosscheck the entries to the logbook; 3. write the entries in the CSC Form 48; 4. affix his signature.
Checking of Entries
Cross-checking of Entries
Reflect in the CSC Form 48
Signature of the Chair
15. Checking of Attendance to all Internal and External Activities. The Chair shall
1. issue an Office Memorandum to all faculty regarding the activities; 2. provide an attendance sheet for the faculty to affix their signature. 3. if the faculty is absent a letter of explanation will be required.
Issuance of the Office Memo
Signature of Faculty in the Attendance Sheet
Explanation of Absent
16. Conduct of Orientation Program to all Freshmen. The Chair shall
1. post announcement to strategic places and request all class advisers on information dissemination of the Orientation Program; 2. invite speakers to talk about the services offered by the College to the students; 3. check the attendance of the students in attendance to the Program; 3. require the freshman-students to have a campus tour.
Posting of Announcement on Orientation Program
Invite Speakers
Preparation of Program
Checking of Attendance of Students
Campus Tour
17. TOS and Test Questionnaire. The Program Coordinator shall
1. call a meeting to all instructors similar subjects two weeks before the scheduled examination. 2. instruct the faculty members handling the same subjects to submit their proposed unified TOS and Questionnaire to the Program Coordinator for checking one week before the schedule examination. 3. check the proposed unified TOS and Questionnaire if it goes in line with the
Meeting with the Faculty
Formulation of TOS
Checking and review of TOS
Submission of TOS & Test Questionnaires
course syllabi. 4. return the checked and evaluated unified TOS and Questionnaire to the faculty members for the integration of the suggestions, if there are 5. advise to submit the final copy of the TOS and Questionnaire for approval. 6. submit to the office of the Chair for filing one week before the examination week.
18. Syllabus. The Program Coordinator shall
1. call a meeting to all instructors teaching similar subjects two weeks before classes will start;2. advise the faculty members handling the same subjects to submit their proposed unified syllabus for checking one week after the meeting; 3. check the proposed unified syllabus if it goes in line with the VMGO of the College, CHED Memorandum and prescribed format; 4. return the checked and evaluated unified syllabus to the faculty members for the integration of the suggestions, if there are; 5. submit the final copy of the syllabus to the Program Coordinator for approval; 6. submit to the office of the Chair for filing one week before classes will start.
Meeting with the Faculty
Enrich & Submit to the Review
Committee
Return to the Concerned Faculty
Submit to the Chair
19. Preparation and Submission of Grade Sheets. The faculty shall
1. write the names of the students alphabetically in the grading sheets; 2. enter and add the midterm and final grades, divide it by two (2) to arrive the final rating grade;
Preparation of Grade Sheets
Submission to the Chair for Signature
Submission to the College Registrar
SURIGAO STATE COLLEGE OF TECHNOLOGY
Surigao City
INFORMATION TECHNOLOGY DIVISION
WORK PROCEDURE
SUBJECT : ADMISSION AND ENROLMENT OF FRESHMEN AND TRANSFEREES
OBJECTIVE : To provide guidelines for enrolment of freshmen and transferees
SCOPE :This procedure applies to all applicants for enrolment in higher education
programs.
RESPONSIBLE ACTIVITY
not qualified
qu
alif
ied
Personal Information
Sheet
Admission slip
Credentials
Enrollment
Committee
Applicant
Applicant
Guidance
Counselor
Checking of Admission Requirements
Evaluation of
Report Card
/and Advise to look for another
course
Fills-up Personal Information
Sheet
Proceed to the Guidance Office
for entrance examination
Conduct entrance Examination
& issues result to applicant
Entrance
Examination
Result Failed
Pas
sed
Advise to look for other school
Advise to proceed to the
Information Technology
Division Office for the
processing of Enrollment
Applicant
SUBJECT : Enrollment for Freshmen Students
OBJECTIVE : To provide guidelines for enrolment of freshmen students
SCOPE : This procedure applies to all students in basic and higher education.
RESPONSIBLE ACTIVITY
Present the Result of the
Entrance Exam
Fill-up the Pre-registration
form
Encode subject load &
assessment of fees
Payment of the enrolment
fee
Issues Certificate of
Registration
Student
Student
Data Encoder
Cashier
Registrar
Admissions slip
PRF
Assessment
Official Receipt
COR
SUBJECT : Enrollment for Shiftees and Transferees
OBJECTIVE : To provide guidelines for enrolment of Shiftees and Transferees
SCOPE : This procedure applies to all students in basic and higher education.
RESPONSIBLE ACTIVITY
Present admission
requirements
Evaluation of TOR
Accreditation of Subject
Payment of Shifting Fee
Forward the shifting and
accreditation forms to the Chair,
Dean and Registrar for Approval
Fills-up the Pre-registration
form with guidance of the
enrolment committee
Encodes subject load &
assessment of fees
Payment of the enrolment
fee
Issues Certificate of
Registration
Student
Enrollment
Committee
Cashier
Student
Student
Data Encoder
Cashier
Registrar
Credentials
TOR
Accreditation
Official Receipt
Shifting and
Accreditation
Form
PRF
Assessment
Official Receipt
COR
SUBJECT : Enrolment of Old Students
OBJECTIVE : To provide guidelines for enrolment of old students
RESPONSIBLE ACTIVITY
Present grades to the
enrolment committee
Evaluation of grades
Fills-up the Pre-registration
form with guidance of the
enrolment committee
Encodes subject load &
assessment of fees
Payment of the enrolment
fee
Issues Certificate of
Registration
Student
Enrollment
Committee
Student
Data Encoder
Cashier
Registrar
Subject Rating
Curriculum
Checklist
PRF
Assessment
Official Receipt
COR
SUBJECT : Adding/Changing/ Dropping of Subjects
OBJECTIVE : To provide guidelines for adding/changing/dropping of subjects
RESPONSIBLE ACTIVITY
Present the form and
certificate of registration
Fills-up the
adding/changing/dropping of
subjects form
Approves the subject
added/dropped/changed
Encodes the subject
added/changed/dropped and
issues assessment
Payment of the
adding/dropping fee
Issues Certificate of
Registration
Student
Student
Chair, Dean and
Registrar
Data Encoder
Cashier
Registrar
Adding/changing/
Dropping form
Adding/changing/
Dropping form and
COR
New Assessment
Official Receipt
New COR
SUBJECT : Subject Accreditation
OBJECTIVE : To provide guidelines for Subject Accreditation
RESPONSIBLE ACTIVITY
Present Transcript of
Record
Evaluation of TOR
Recommend to the Dean for
approval
Advise the student to submit
the Form to the Registrar’s
Office for validation
Student
Chair
Dean
Registrar
TOR
Curriculum
Checklist
SUBJECT : Preparation of Class Program
OBJECTIVE : To provide guidelines for the preparation of class program
RESPONSIBLE ACTIVITY
Prepare the curriculum
checklist
Encode the subjects offered
in a particular semester
Assign faculty to teach the
subjects
Indicate the room to be
utilized for classes
Cross-check the subjects
offered, teachers and room
assignment
Submit teachers load to the
Dean for approval
Chair
Secretary
Chair
Chair
Chair
Chair
Curriculum
Checklist
Curriculum
Checklist
SUBJECT : Preparation and Distribution of the Teachers’ Program
OBJECTIVE : To provide guidelines for the preparation and distribution of the Teacher’s
Program
RESPONSIBLE ACTIVITY
Load the subject to the faculty
based on their expertise
Checking of Subjects with
the Faculty
Submit to the Dean for
approval
Distribute the Teachers’
Program to the concerned
faculty
Chair
Chair and Faculty
Dean
Chair
SUBJECT : Room Utilization
OBJECTIVE : To provide guidelines for room utilization
RESPONSIBLE ACTIVITY
Conduct inventory of
classrooms
Identify the rooms for
classes
Assign the rooms to faculty
for their classes
Organize classes to take charge
of the daily cleanliness and/or
classroom management
Assign teachers to be the
overall in-charge of the
classroom
Chair
Chair
Chair
Faculty
Chair
SUBJECT : Signing of Student Clearance
OBJECTIVE : To provide guidelines for signing of student clearance
RESPONSIBLE ACTIVITY
Class
Treasurer
Class
Adviser
Signature of the Class
Treasurer
Signature of the Class
Adviser
Signature of the Division
Treasurer
Signature of the Chair
Signature of the Student
Officer
Student
Officer
Division
Treasurer
Chair
SUBJECT : Signing of Faculty Clearance
OBJECTIVE : To provide guidelines for signing of faculty clearance
RESPONSIBLE ACTIVITY
Checking of Requirements
submitted by the Concerned-
Faculty
Signature of the Division
Secretary
Signature of the Chair
Secretary
Secretary
Chair
Faculty Requirement
Clearance
Clearance
SUBJECT : Class Visitation and Observation
OBJECTIVE : To provide guidelines for class visitation and observation
RESPONSIBLE ACTIVITY
Embed the Visitation &
Observation in the
Supervisory Plan/Program
Issuance of Office Memo
Provision of Updated
Syllabus to the Chair
Class Observation Proper
Feedbacking
Chair
Chair
Faculty
Chair and
Program Head
Chair
SUBJECT : Checking of Attendance to all Internal and External Activities
OBJECTIVE : To provide guidelines for checking of attendance to all internal and
external activities
RESPONSIBLE ACTIVITY
SUBJECT : Conduct of Orientation Program to all freshmen
OBJECTIVE : To provide guidelines for the conduct of orientation program to all
freshmen
RESPONSIBLE ACTIVITY
Issuance of the Office Memo
Signature of Faculty in the
Attendance Sheet
If the faculty is absent
require the faculty to see the
Chair for explanation
Chair
Faculty
Faculty
Posting of Announcement
on Orientation Program
Invite Speakers
Preparation of Program
Checking of Attendance of
Students
Require the freshman-
students to have a campus
tour
Chair
Chair
Chair and
Program Head
Secretary
Chair, Program
Head and Faculty
Committee
SUBJECT : TOS and Test Questionnaire
OBJECTIVE : To provide guidelines for TOS and Test Questionnaire
RESPONSIBLE ACTIVITY
SUBJECT : Syllabus
OBJECTIVE : To provide guidelines for the Syllabus
RESPONSIBLE ACTIVITY
Meeting with the Faculty
Formulation of TOS
Checking and review of TOS
Submission of TOS & Test
Questionnaires
Chair and
Faculty
Faculty
Chair and
Program
Hread
Faculty
Meeting with the Faculty
Enrich & Submit to the
Review Committee
Return to the Concerned
Faculty
Submit to the Chair
Chair and
Faculty
Review
Committee
Chair
Faculty
Syllabus
Syllabus
Syllabus
SUBJECT : Preparation and Submission of Grade Sheets
OBJECTIVE : To provide guidelines for the preparation and submission of grade
sheets
RESPONSIBLE ACTIVITY
SUBJECT : Deployment of the On-the-Job Trainees
OBJECTIVE : To provide guidelines for the deployment of the on-the-job trainees
RESPONSIBLE ACTIVITY
Preparation of Grade Sheets
Submission to the Chair for
Signature
Submission to the College
Registrar
Faculty
Chair
Registrar
Class Record
Report of
Rating
Report of
Rating
Submission of the Evaluation
Form to the Chair for Checking
and Signature
Conducting Deployment
Orientation Seminar
Deploy the On-the-Job
Trainees
Visit and Monitor the On-
the-Job Trainees
Performance
Comply all Academic
Requirements
Student
Chair and Placement
Coordinator
Placement
Coordinator
Chair/Placement
Coordinator
Student