AKLAN STATE UNIVERSITY C C I I T T I I Z Z E E N N ’ ’ S S C C H H A A R R T T E E R R
Mar 22, 2016
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Vision/Mission — 1
Performance Pledge — 2
Feedback and Redress Mechanism — 3
FRONTLINE SERVICES:
I. Registrar’s Office
For Undergraduate Level
Admission (Pre-Registration) University Admission Test Application
— 4
College/School Entrance Test/Interview — 5 Admission (Registration) — 6 For Graduate Level
Pre-Admission — 9 Admission (Registration) — 10 Application for Comprehensive Examination — 11 Issuance of Certificate of Grades — 12 Issuance of Certification of Student’s Graduation — 13 Issuance of Certificate of Enrolment — 14 Authentication of T/R, Diploma & other Academic Records — 15 Application and Releasing of Transcript of Records — 16 II. Accounting Office
Issuance of Statement of Account/Balances — 17 III. Dean’s Office Comprehensive Examination — 18 Application for Outline Defense — 19 Application for Pre-Oral Defense — 20 Application For Final Oral Defense — 21
Issuance of Final Examination Permit — 22 Release of Class Cards with Grades to the Students — 23 Signing of Clearance — 24 Validation of Subjects — 25 Request for Cross Registration to the other Schools — 26 Shifting of Course — 27 Issuance of Certification of the Use of English Language as
a Medium of Instruction — 28
Conduct of Classes — 29 IV. Library Services
Application and Issuance of Library Card — 30 Application and Issuance of Library Card - Banga — 31 Validation of Library Card — 32 Application and Re-Issuance of New Library Card — 33 Photocopying of Library Materials — 34 Library Reader’s Guidance/Reference Assistance — 35
Circulation of Books – Lending Services (Open Shelf Policy) — 36 Circulation – Returning of Books — 37 Issuance of Referral Letters — 38 Audio-Visual Services — 39 Computer/Internet Access — 40 Library Signing of Clearance — 41
V. Office of Student Affairs Application for Certificate Good Moral Character — 42 University Admission Test — 43 Approval of Permits of Student Activities — 44 Accreditation of Student Organizations — 45 Housing and Dormitories — 46 Processing of Scholarship Applications — 47 Student Assistantship — 48
VI. Guidance Office Excuse Letter — 49 Psychological Testing (for Outside Clients) — 50 Psychological Testing (For Enrolled Clients) — 51
VII. Medical Services Consultation and Treatment — 52 Physical Examination — 53 Issuance of Medical Certificate — 54
VIII. Dental Services Issuance of Certification for Enrolment to all New Students — 55 Oral Health Evaluation and Education for all New Students — 56 Treatment of Emergency Cases — 57 Assignment of Date and Time for Appointment — 58 Treatment of Appointed Cases (Non Emergency) — 59 Issuance of Certificate of Dental Treatment — 60
IX. NSTP Services Registration of Student Enrollees — 61 Validation and accreditation of grades and units taken of
transferees. — 62
Issuance of Orders / Serial Number and Certification — 63 Establishment of linkages and network. — 64
X. Research Services Conduct of Training in Research — 65 Request for Capability Building — 66 Request for Consultancy Services — 67 XI. Extension Services
Conduct of Extension/Training Activity — 68 Dissemination of Information, Education and
Communication (IEC) Materials — 69
Feedback Form — 70
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VViissiioonn An Academic Pillar of Excellence (APEX) for Sustainable Development
MMiissssiioonn Aklan State University is committed to offer degree and non-degree
curricula in agriculture, forestry, veterinary medicine, fishery, arts and
sciences, engineering and technology, education and management
sciences to produce globally competent professionals, leaders, and
entrepreneurs through technological breakthroughs in research,
efficacy of extension, and efficiency in production.
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We, the public service providers of the Aklan State University, do
hereby commit to:
ctively perform our tasks and obligations with efficiency,
promptness and courtesy;
erve our clientele based on the standards set in our Citizen’s
Charter within the bounds of the code of ethics; and,
nwaveringly act on every request, especially from the
differently/specially-abled clients, and take comments and
suggestions positively.
These we solemnly pledge, with utmost humility, in the name of our
God and country.
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Please let us know how we have served you by doing any of the following:
Accomplish our Feedback Form available in the offices and drop it in the suggestion box located at the entrance of the Administration building and at the Library Building;
E-mail to: [email protected]
Send your feedback by calling us at (036) 267-5801 or (036) 267-7134; and
Talk to our Officer-of-the-Day assigned in the Public Assistance Desk or inform the Security Guard on Duty at the Administration Building.
If you are not satisfied with our service, your written/verbal complaints shall
immediately be attended to by the Officer-of-the Day at the Public Assistance and Complaints Desk.
THANK YOU for helping us continuously improves our services.
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Registrar’s Office Undergraduate Level
ADMISSION (PRE-REGISTRATION) University Admission Test Application
Service Time: Monday – Friday (As scheduled)
8:00 AM – 5:00 PM Clients:
New student applicants, transferees and Accreditation & Equivalency (A & E) Test passers Requirements: 1. New Student Applicants
a. Photocopy of Form 138 (Report Card) or Transcript of Records 2. Transferees
a. Photo copy of Transcript of Records certified by the registrar 3. Accreditation & Equivalency (A & E) Test Passers
a. A & E Test result Duration: 15 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE FORM/S FEE
1 Secures UAT Application Form from the Guidance Office
Issues application form 5 minutes Registrar’s Office
Personnel UAT Application
Form
2 Fills out University Admission Application Form
3
Pays the UAT Fee Accepts payment and issues Official Receipt
10 minutes Cashier’s Office Personnel Php100.00
4 Presents filled out UAT Application Form and other requirements for perusal
Checks UAT application form and issues schedule for taking University Admission Test (UAT)
5 minutes Registrar’s Office
Personnel
End of Transaction
* UAT Application form is free and may be photocopied
* University Admission Test fee is P 100.00 only.
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Registrar’s Office
Undergraduate Level
COLLEGE/SCHOOL ENTRANCE TEST/INTERVIEW
Service Time: Monday - Friday (As scheduled)
8:00 AM – 9:00 AM 10:00 AM – 11:00 AM 1:00 PM – 2:00 PM 3:00 PM – 4:00 PM
Clients: New student applicants, transferees and Accreditation & Equivalency (A/ E) Test passers
Requirements:
1. University Admission Test Result 2. Form 138 (Report Card) / Transcript of Records (A GPA of 85% or higher for Teacher Education course and a grade of 85% or higher in Science and Technology,
English and Mathematics for DVM, Business Management, Engineering and Accountancy courses is required); and/or A & E Test Result
Duration: 1 hour and 25 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE FORM/S FEE
1 Gets UAT result from OSA Releases UAT result 5 minutes OSA Personnel
2 Pays qualifying exam fee
(Bachelor’s Degree only) at the
Cashier’s Office
Receives payment, issue official receipt and examination permit
5 minutes Cashier’s Personnel
Php100.00
3 Proceeds to College/School for
qualifying exam and present
examination permit
Accepts and checks examination permit, assign seat and give preliminary instructions
15 minutes Examiner/Interviewer from Dean’s Office
4 Undergoes Exam/Interview Administers college/school entrance test/ conduct interview
1 hour
End of Transaction
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Registrar’s Office
Undergraduate Level
ADMISSION (REGISTRATION)
Service Time: Monday – Friday (As scheduled)
8:00 AM – 5:00 PM
Clients:
New (and Old) student applicants, transferees and Accreditation & Equivalency (A/E) Test passers
Requirements:
1. New Student Applicants
a. University Admission Test (UAT) Results
b. Form 138 (Report Card)
c. Certificate of good moral character signed by school head
d. Medical certificate signed by University Physician
e. Two recent ID pictures (2”x2”)
f. Certificate of live birth issued by the National Statistics Office (NSO)
2. Transferees
a. University Admission Test (UAT) Results
b. Transfer Credential (Honorable Dismissal)
c. True copy of Transcript of Records certified by the Registrar
d. Medical certificate signed by University Physician
e. Two recent ID pictures (2”x2”)
f. Certificate of live birth issued by the National Statistics Office (NSO)
3. A&E Test Passers
a. University Admission Test (UAT) Results
b. A & E Test result
c. Certificate of good moral character signed by school head of last school attended
d. Medical certificate signed by University Physician
e. Two recent ID pictures (2”x2”)
f. Certificate of live birth issued by the National Statistics Office (NSO)
4. Old Students
a. Student clearance of last term attended
b. Complete set of class cards and registration form of last term attended
c. Approved leave of absence for returnee
Duration: 2 hours and 30 minutes
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Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE FORM/S FEE
1 Presents admission requirements at the
Registrar’s Office for preliminary
assessment
Accepts and pre-asses admission credentials
15 minutes Registrar’s Office Personnel
2 Issues subject appraisal form 5 minutes Registrar’s Office Personnel
Subject Appraisal Form
3 Fills out Appraisal Form
4 Submits subject appraisal form at the
Dean’s Office
Checks, assesses and signs appraisal form
10 minutes Dean’s Office Personnel
5 Submits approved subject validation form
and admission credentials at the
Registrar’s Office and gets registration
form (RF)
Validates admission credentials and issues RF
10 minutes Dean’s Office Personnel
6 Fills out registration form
7 Submits registration form and secures
approval of the Dean
Checks the approved subjects to be enrolled as reflected in subject appraisal form
10 minutes Dean’s Office Personnel
8 Secures student inventory form at the
Guidance Office
Issues student inventory form 5 minutes Guidance Counselor
9 Fills out Student Inventory Form
10 Submits filled out student inventory (and
scholarship information, if any)
Checks student inventory form (and process and validate scholarship information form, if applicable)
15 minutes Guidance Counselor Scholarship Information Form
11 Goes back to Registrar’s Office to
present enrolment credentials and have
Registration Form (RF) validated
Validates and approves RF 20 minutes Registrar’s Office Personnel
12 Proceeds to Accounting Office for
assessment of fees
Assesses tuition and other fees 10 minutes Accounting Office Personnel
13 Pays tuition and other fees at Cashier’s
Office
Receives payment and issues official receipt
10 minutes Cashier’s Office Personnel
14 Goes back to Accounting Office, presents
official receipt of payment for posting,
and submits Accountant’s copy of RF
Checks and posts payment, and receives Accountant’s copy of RF
5 minutes Accounting Office Personnel
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15 Proceeds to Registrar’s Office for official
enlistment and submits copy of RF and
get class cards
Receives Registrar’s copy of RF and issues class cards
3 minutes Registrar’s Office Personnel
16 a. For new/Transferee and A&E
students, goes to OSA and applies
for student ID
b. For old student, validation of ID
Process student ID
Revalidation of ID
30 minutes
10 minutes
OSA Personnel
Registrar’s Office Personnel
ID application slip
Current ID
17 Submits Dean’s copy of RF to Dean’s
Office
Receives and file Dean’s copy of RF
2 minutes Dean’s Office Personnel
18 Applies library card at the Library
(Renew, for old student)
Accepts and enlists (re-issue, for old students) library card applicants
10 minutes Library Personnel Library Card Application Form
End of Transaction
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Registrar’s Office
Graduate Level
PRE-ADMISSION
Service Time: Monday – Friday (As scheduled)
8:00 AM – 5:00 PM (No Noon Break) Clients:
Regular New Graduates Student Applicants and Transferees Requirements:
1. Certified true copy of Transcript of Records 2. Certificate of Honorable Dismissal from the last School attended 3. Recommendations/appraisals from two (2) professors/superiors and colleagues 4. Permit to study (if employed) 5. Service Records 6. Marriage Contract (for married women) 7. Two recent ID pictures (1x1)
Duration: 1 hour and 40 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE FORM/S FEE
1 Secures University Admission Test (UAT) Application Form from the Registrar’s Office
Issues UAT Application Form 5 minutes Registrar’s Office
Personnel
2 Fills out University Admission Test Application Form
3
Presents filled out UAT Application Form and credentials for screening to the Registrar.
Checks UAT application, screens credentials and issues schedule for taking University Admission Test (UAT)
10 minutes Registrar’s Office
Personnel
4 Pays UAT fee at Cashier’s Office Receives UAT fee, issues official receipt and examination permit
5 minutes Cashier’s Office Personnel Php100.00
5 Submits admission credentials to Registrar’s Office and gets registration form (RF)
Validates admission credentials and issues RF 10 minutes
Registrar’s Office Personnel
6 Undergoes interview/ takes examination
Conducts interview/entrance examination
1 hour Dean
7 Gets entrance test/interview results Releases of Notice of Admission 10 minutes Dean’s Office personnel
Application for Admission
End of Transaction
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Registrar’s Office
Graduate Level
ADMISSION (REGISTRATION)
Service Time: Monday - Saturday (As scheduled)
8:00 AM – 5:00 PM
Clients:
New graduate student applicants and transferees
Requirements:
1. Certified true copy of Transcript of Records
2. Certificate of Honorable Dismissal from the last School attended 3. Recommendations/appraisals from two (2) professors/superiors and colleagues 4. Permit to study from supervisor (if employed) 5. Service Records 6. Marriage Contract (for married women) 7. Two recent ID pictures (1x1) 8. Notice of Admission
Duration: 1 hour and 10 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents admission requirements at
Registrar’s Office
Accepts and validates admission credentials
10 minutes Registrar
2 Gets and fills out registration form Issues, evaluates and approves registration form
5 minutes Registrar’s Office Personnel
Registration Form
3 Fills out Appraisal Form
4 Proceeds to Accounting Office for
Assessment of Fees
Assesses tuition and other fees 10 minutes Accounting Office Personnel
5 Pays tuition & other fees at the cashier’s
office
Receives payments & issues official receipt
10 minutes Cashier’s Office Personnel Official Receipt
6 Submits accountant’s copy of the
Registration Form (RF)
Receives Accountant’s copy of the RF, checks & posts payment
10 minutes Accounting Office Personnel
7 Submits Registrar’s copy of RF and get
class cards
Receives Registrar’s copy of RF and issue class cards
10 minutes Registrar’s Office Personnel
8 Secures approval of the Dean Accepts and pre-assesses admission credentials
10 minutes Dean’s Office Personnel
9 Gives Dean’s copy of the RF Receives Dean’s copy of the RF 5 minutes Dean’s Office Personnel
End of Transaction
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Registrar’s Office
Graduate Level
APPLICATION FOR COMPREHENSIVE EXAMINATION
Service Time: Monday - Saturday (As scheduled)
8:00 AM – 5:00 PM
Clients:
Graduate students who have completed Academic Requirements
Requirements:
Plan of Course Work
Duration: 55 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Fills out application form at the
Registrar’s Office for Comprehensive
Exam
Checks application form for Comprehensive Exam
10 minutes Registrar Application Form
2 Submits application for preliminary
evaluation to the Registrar
Evaluates Student Academic Records as to completion of Academic Requirements and takes proper action
30 minutes Registrar Plan of Course Work
3 Secures approval of application form for
Comprehensive Exam
Recommends/approves comprehensive examination application
10 minutes Dean
4 Pays Comprehensive Examination Fee Receives payment and issues official receipt
5 minutes Cashier’s Office Personnel
Official Receipt Php600.00
End of Transaction
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Registrar’s Office
ISSUANCE OF CERTIFICATE OF GRADES
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Bonafide Students
Requirements: 1. University I.D. (student)
2. Student Authorization Letter
3. Representative’s Identification Card
Duration: 24 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents validated ID and inquires for the
certificate of grades (student)
Presents students ID and authorization
letter and representative identification
card (representative)
Checks if grades sheets have been submitted, encoded/posted to individual students academic worksheet
10 minutes Registrar’s Office Personnel
2 Gets application for school records form Provides the application for school records form
2 minutes Registrar’s Office Personnel
Application for School Records
3 Fill-up the form
4 Pays the corresponding fee Receives payment and issue receipt
5 minutes Cashier Office
Personnel
Filled-up application for school records
form
20.00/ certification
5 Presents OR and log in the record book Provides and checks record book and OR
2 minutes Registrar’s Office Personnel
6 Gets/Claims the certificate of grades Prints/encodes and issues certificate of grades
5 minutes Registrar’s Office Personnel
End of Transaction
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Registrar’s Office
ISSUANCE OF CERTIFICATION OF STUDENT’S GRADUATION
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Graduated Students or Representative
Requirements: 1. University I.D. (student)
2. Student Authorization Letter
3. Representative’s Identification Card
Duration: 3 days and 36 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Secures a request slip from the
Registrar’s Office
Checks student’s records and request slip
10minutes Registrar’s Office Personnel
2 Fills out the request slip and logbook Provides the application for school records form
2 minutes Registrar’s Office Personnel
Application for School Records
3 Submits the filled-out slip Receives the filled-out slip
Computes the corresponding fee
15 minutes Registrar’s Office Personnel
Computation Slip
4 Proceeds to the Cashier and pays the
required fees
Receives payment and issue Official Receipt (OR)s
5 minutes Cashier Office Personnel
OR 20.00/ certification
5 Goes back to Registrar Office and
presents OR
Processes the Certification 3 working days Registrar’s Office Personnel
6 Gets/Claims the certification Prints/encodes and issues certificate of grades
4 minutes Registrar’s Office Personnel
Claim Slip
End of Transaction
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Registrar’s Office
ISSUANCE OF CERTIFICATE OF ENROLMENT
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Student or Student’s Representative
Requirements: 1. Student’s Copy of Registration Form
2. Student’s ID
3. Student Authorization Letter
4. Representative’s ID
Duration: 3 days and 36 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Secures a request slip from the
Registrar’s Office
Checks student’s records and request slip
10 minutes Registrar’s Office Personnel
2 Fills out the request slip and logbook Provides the application for school records form
2 minutes Registrar’s Office Personnel
Application for School Records
3 Submits the filled-out slip Receives the filled-out slip
Compute the corresponding fee
15 minutes Registrar’s Office Personnel
Computation Slip
4 Proceeds to the Cashier and pay the
required fees
Receives payment and issues Official Receipt (OR)
5 minutes Cashier Office
Personnel
OR 20.00/
certification
5 Goes back to Registrar Office and
present OR
Processes the Certification 3 working days Registrar’s Office Personnel
6 Gets/Claims the certification Prints/encodes and issues certificate of grades
4 minutes Registrar’s Office Personnel
Claim Slip
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Registrar’s Office
AUTHENTICATION OF T/R, DIPLOMA & OTHER ACADEMIC RECORDS
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Student or Student’s Representative
Requirements: Original Copy of Documents to be Authenticated
Duration: 26 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Inquires and presents the original copy of
the documents to be authenticated
Examines and verifies the authenticity of the documents
10 minutes Registrar’s Office Personnel
2 Gets and fills out the application for
school records form
Provides the application for school records form
2 minutes Registrar’s Office Personnel
Application for School Records
10.00/ Certification
3 Pays the corresponding fee Receives payment and issues receipt
5 minutes Cashier Office Personnel
OR
4 Presents OR and logs in the record book Provides and checks record book and OR
2 minutes Registrar’s Office Personnel
Record Book
5 Gets/Claims the authenticated
documents
2 minutes Registrar’s Office Personnel
End of Transaction
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Registrar’s Office
APPLICATION AND RELEASING OF TRANSCRIPT OF RECORDS*
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients:
Graduates and students who stopped schooling except for those records which were damaged by fire/flood and those of Regional Graduate School Consortium (RGSC.)
Requirements:
1. Student’s Clearance of last term/summer attended
2. University I.D. (student)
3. Student Authorization Letter
4. Representative’s Identification Card
Duration: 3 hours and 20 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER DURATION OF THE
ACTIVITY (Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Secures a request slip from the
Registrar’s Office
Issues of request slip 1 minute Registrar’s Office
Request Slip
2 Fills out the request slip and log
book
3 Submits the filled-out slip Receives the filled-out slip
Assesses the student records to qualify for express service*
Computes the corresponding fee
15 minutes Registrar’s Office Personnel
Computation Slip
4 Proceeds to the Cashier’s Office
and pay required fees
Receives payment and issues Official Receipt (OR)
5 minutes Cashier’s Office Personnel
OR TOR- Php50.00 1st page Php30.00 every
succeeding page. (Plus additional fee for Express Service
of Php300.00)
5 Goes back to the Registrar’s
Office and presents the official
receipt
Processes the Transcript of Records (ToR)
-3 hours (express service) -10-15 days (regular process)
Registrar’s Office Personnel
6 Receives the ToR Releases of ToR 4 minutes Claim Slip
End of Transaction
*Express processing is good for maximum of five persons per day. First come, first serve basis.
**Regular processing takes 10-15 days
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Accounting Office
ISSUANCE OF STATEMENT OF ACCOUNT/BALANCES
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Bonafide Students
Requirements: University I.D. (student) and Official Receipt
Duration: 15 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Fills out request form and presents this
with school I.D. and Official Receipt
Checks student’s payment record in file
5 minutes
Accounting Office Personnel
Request form
2 Issues Order of Payments (OP) for students with balance and directs them to the cashier for payment
15 minutes Accounting Office Personnel
Order of Payments (OP)
3 Pays at the Cashier’s Office Processes payments and issues Official Receipts
5 minutes Cashier
4 Presents Official Receipt Requests students to fill out the logbook
10 minutes Accounting Office Personnel
Logbook
5 Logs name, details of Official Receipts Informs students to claim request 2 minutes Accounting Office Personnel
Logbook
6 Presents ID, affixes signature in the
logbook and claims statement of account
Issues statement to student 1 minute Student’s Account Clerk
End of Transaction
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Dean’s Office
Graduate Level
COMPREHENSIVE EXAMINATION
Service Time: As scheduled in the Approved University Academic Calendar
(3 hours is allotted per area*)
Clients:
Graduate Students who have completed Academic Requirements
Requirements:
1. Receipt Payment 2. Approved application for Comprehensive Examination
Duration: 12 hours & 5 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents official receipt of payment Prepares and issues test and test booklet
5 minutes Dean’s Office Personnel
2 Takes the Comprehensive Examination Administers the examination 3 hours per area Dean’s Office Personnel
End of Transaction
Note: release of Comprehensive Exam result is after 30 days
* Comprehensive examination is given in the three (3) areas for Thesis Program Area I – Required Subjects Area II – Major Subjects Area III – Cognate Subjects
** Comprehensive examination is given in the four (4) areas for Non Thesis Program
Area I – Required Subjects Area II – Major Subjects Area III – Cognate Subjects Area IV- Alternative Subjects
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Dean’s Office
Graduate Level
APPLICATION FOR OUTLINE DEFENSE
Service Time: As scheduled in the Approved University Academic Calendar
Clients:
Graduate students who passed the Comprehensive Examination
Requirements:
Comprehensive Examination Result
Duration: 10 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Applies for Outline Defense Issues application for Thesis/Dissertation Title and requests for Advisory Committee
5 minutes Dean Application for Thesis /
Dissertation Title
2 Fills out application
3 Submits application form Approves schedule and issues memorandum to all concerned
5 minutes Dean
End of Transaction
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Dean’s Office
Graduate Level
APPLICATION FOR PRE-ORAL DEFENSE
Service Time: As scheduled in the Approved University Academic Calendar
Clients: Graduate students who passed Outline Defense
Requirement: Approved Outline
Duration: 10 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Applies for pre-oral Defense Issues application for pre-oral defense
5 minutes Dean/Authorized representative
2 Fills out application
3 Submits application form Approves schedule and issues memorandum to all concerned
5 minutes Dean
End of Transaction
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Dean’s Office
Graduate Level
APPLICATION FOR FINAL ORAL DEFENSE
Service Time: As scheduled in the Approved University Academic Calendar
Clients: Graduate students who passed pre-oral Defense
Requirements: Approved Pre-Oral Defense
Duration: 10 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Applies for final oral Defense Issues application for pre-oral defense
5 minutes Dean/Authorized representative
Application Form
2 Fills out application
3 Submits application form Approves schedule and issues memorandum to all concerned
5 minutes Dean
End of Transaction
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Dean’s Office
ISSUANCE OF FINAL EXAMINATION PERMIT
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Bonafide Students
Requirements:
Duration: 5 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Submits approved clearance to the Dean
or Authorized Representative
Accepts and validates student’s clearance.
Issues examination permit
3 minutes Dean’s Authorized Representative Approved
Clearance Form
2 Receives examination permit. 2 minutes Dean’s Authorized Representative
Permit Form
End of Transaction
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Dean’s Office
RELEASE OF CLASS CARDS WITH GRADES TO THE STUDENTS*
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Bonafide Students
Requirements:
Duration: 10 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Gets class cards with grades from the
Dean’s Office
Releases the class cards with grades.
10 minutes Dean’s Authorized Representative
Class Cards
End of Transaction
*Grades will be ready at least 10 working days after Final Examination
- 24 -
Dean’s Office
SIGNING OF CLEARANCE
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Bonafide Students
Requirements:
Duration: 30 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Gets two copies of Clearance Form from
the Dean’s Office
Provides Clearance Form 3 minutes Dean’s Authorized Representative
Clearance Form
2 Presents clearance to the
Director/Coordinator of Student Affairs or
his/her Authorized Representative
Checks accountabilities and sign clearance
7 minutes Student Affairs Coordinator/ Authorized
Representative
Clearance
3 Proceeds to the Library and present the
clearance
Checks the name of students for borrowed books (if checked, sign the clearance)
5 minutes Librarian/Authorized Representative
Clearance
4 Presents clearance to the Accountant or
his/her Authorized Representative
Checks the accountabilities (and sign the clearance, if cleared)
5 minutes Accountant/Authorized Representative
Clearance
5 Proceeds to the Cashier’s Office and
seeks signature
*Pays for balance accounts
Checks for accountabilities Sign clearance *Receives payment and issue official receipt
5 minutes Cashier/Authorized Representative
Clearance
6 Presents clearance to the Dean or
his/her Authorized Representative
Validates the signatures, approves the clearance and returns one copy to the student
5 minutes Dean/authorized Representative
Clearance
End of Transaction
*For students with financial and other accountabilities
- 25 -
Dean’s Office
VALIDATION OF SUBJECTS
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Shifters & Transferee Students
Requirements:
1. Assessment Form from the Dean
2. Official Description of Subjects
Duration:
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Secures Validation Form from the
Registrar’s Office
Issues Validation Form 5 minutes Registrar’s Office personnel
Validation Permit Form
2 Fills out Validation Form
3 Submits Validation Form to the Dean Checks the Validation Form and assigns subject teacher to validate
15 minutes Dean Validation Form
4 Goes to the subject teacher for
validation
Determines the subjects for validation
15 minutes Subject Teacher
5 Pays Validation fee Receives payment and issues official receipts
3 minutes Cashier Php50/subject
6 Takes the examination Administers the examination 1 hour
End of Transaction
- 26 -
Dean’s Office
REQUEST FOR CROSS REGISTRATION TO OTHER SCHOOLS
Service Time: During the Enrolment Period
8:00 AM – 5:00 PM
Clients: Bonafide Students
Requirements:
Duration: 10 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Fills out and submit request form for
subject evaluation and cross registration
to the Dean
Evaluates subjects and recommends cross register
10 minutes Dean/Unit Head Cross Registration Request Form
End of Transaction
- 27 -
Dean’s Office
SHIFTING OF COURSE
Service Time: 8:00 AM – 5:00 PM
Clients: Bonafide Students
Requirements:
Duration: 20 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Submits letter request with attached
documents to the Dean
Evaluates documents and endorse letter request
10 minutes Dean
2 Secures a copy of the endorsement from
the Dean of the school of origin
Issues endorsement 5 minute Dean
3 Submits copy of the endorsement to the
Dean of the school he intends to shift*
Evaluates and approves/denies 5 minutes Dean
4 Attaches copy of approved endorsement
to the Enrolment Form and follow the
procedure of admission (registration)
End of Transaction
*For Inter-School or College
- 28 -
Dean’s Office
ISSUANCE OF CERTIFICATION OF THE USE OF ENGLISH LANGUAGE AS A MEDIUM OF INSTRUCTION
Service Time: 8:00 AM – 5:00 PM
Clients: Students and Former Students
Requirements: Proof of Identity/Transcript of Records/Diploma/
Authorization Letter
Duration: 16 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Fills out request form Issues request form 3 minutes Dean Request Form
2 Submits request form Accepts and processes request 10 minutes Dean
Php20/page
3 Receives Certification Issues certification 3 minutes Dean
End of Transaction
- 29 -
Dean’s Office
CONDUCT OF CLASSES
Service Time: Monday - Friday (As scheduled on a Regular Program)
7:00 AM – 12:00 PM 1:00 PM – 5:00 PM
Clients:
Students
Requirements:
1. Class Cards
2. Other Requirements*
Duration:
1 hour/Lecture
3 hours/Laboratory
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Reports at room assignment and attends
classes
Checks the attendance and conducts classes
1 hour/Lecture
3 hours/Laboratory
Faculty Class Card
2 Participates in the class
discussions/activities
Conducts classes and class activities as prescribed
Syllabus/Course Outline
3 Complies subject requirements Monitors and evaluates student performance
End of Transaction
*As the subject/course instructor may require
- 30 -
Library Services
APPLICATION AND ISSUANCE OF LIBRARY CARD
Service Time: Monday-Friday (As Scheduled)
8:00 AM – 5:00 PM (No Noon Break)
Clients: New Students
Requirement:
1. Registration Form
2. 2 pieces1x1 recent ID picture
3. Library Card Application Form
Duration: 10 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Secures application form for library card Checks registration form and provides application form
2 minutes In-Charge Registration Form
Library Card Application Form
2 Fills out the library card application form and attaches 2 pieces 1x1 recent ID picture
3 Submits filled out application form Checks/verifies application form 3 minutes In-Charge Library Card
*Processing of library cards 5 days In-Charge
4 Presents registration form Checks/verifies clients information 3 minutes In-Charge Registration Form
5 Signs the logbook and receives Library Card
Issues library card 2 minutes In-Charge
End of Transaction
*Processing of Library Cards will be at most 1 working day after application.
- 31 -
Library Services
APPLICATION AND ISSUANCE OF LIBRARY CARD - BANGA
Service Time: Monday-Friday (As Scheduled)
8:00 AM – 5:00 PM Clients: New students Requirements: Registration Form Library Card Application Form Duration: 22 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Secures application form for library card Checks registration form and provides application form
2 minutes In-Charge Registration Form
Library Card Application Form
2 Fills out the library card application form
3 Undergoes ID pictorial and affixes signature on the computer
Checks/verifies application form
Encodes information
Takes picture of the client
15 minutes In-Charge
*Processing of library cards 5 days In-Charge
4 Presents registration form Checks/verifies clients information 3 minutes In-Charge Registration Form
5 Signs the logbook and receives Library Card
Issues library card 2 minutes In-Charge
End of Transaction
*Processing of Library Cards will be ready at least 5 working days after enrolment period.
- 32 -
Library Services
VALIDATION OF LIBRARY CARD
Service Time: Monday-Friday (As scheduled)
8:00AM – 5:00 PM Clients: Old students Requirements: Registration Form
Library Card Duration: 4 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents old library card Checks/verifies documents
Validates card by affixing validation sticker
2 minutes In-Charge Registration Form Old Library Card
2 Signs in the logbook and receives validated card
Issues validated library card 2 minutes In-Charge
End of Transaction
- 33 -
Library Services
APPLICATION AND RE-ISSUANCE* OF NEW LIBRARY CARD
Service Time: 8:00AM – 5:00 PM Clients: Students Requirements:
1. Receipt of payment 2. 1piece 1x1 recent ID picture 3. Library Card Application Form 4. Claim Slip
Duration: 5 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Submits required requirements Checks/verifies clients information
Issues claim slip
3 minutes In-Charge Library Card Application Form
Claim Slip
**Processing of library card 5 days In-Charge
2 Signs in the logbook and receives new library card
Issues new library card 2 minutes In-Charge Claim Slip
End of Transaction
* One Week after Reported Lost **Processing of Library Cards will be ready at most 1 working day after application.
- 34 -
Library Services
PHOTOCOPYING OF LIBRARY MATERIALS
Service Time: 8:00AM – 5:00 PM Clients: Students, Faculty and Community Requirements: Library Card
Valid ID for Non-ASU Duration: 8 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents material for photocopying together with the library card
Provides photocopying slip 2 minutes Section-in-Charge Photocopying slip
2 Fills out photocopying slip for the material and signs the book card
Verifies the slip and issues the material
3 minutes Section-in-Charge Book Card
3 Photocopies materials
4 Returns the borrowed material Inspects the borrowed material 3 minutes Section-in-Charge
End of Transaction
- 35 -
Library Services
LIBRARY READER’S GUIDANCE/REFERENCE ASSISTANCE
Service Time: Monday to Saturday
8:00AM – 5:00 PM Clients: Students Requirements: Library Card Duration: 6 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Requests assistance on the location of materials, how to use the OPAC or presents query
Issues Reader’s Guidance slip 1 minute Section-in-Charge Reader’s Guidance Slip
2 Fills out reader’s guidance slip Provides guidance 5 minutes Section-in-Charge
End of Transaction
- 36 -
Library Services
CIRCULATION OF BOOKS – LENDING SERVICES (OPEN SHELF POLICY)
Service Time: MONDAY-SATURDAY 8:00 AM – 5:00 PM (no noon break)
Clients: Students, Faculty and Staff Requirements: Library Card Duration: 5 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents the book to be borrowed together with the library card for bar code scanning at the circulation counter
Checks the book card and verifies the library card
Checks out book manually by writing time and date due.
Scans the library card bar code and book bar code.
Prints library book receipt
3 minutes Section-in-Charge Library Card
Book Card/Library Book Receipt
2 Signs the book card/library book receipt Verifies signature and releases the book
Files the library card together with the book card/library book receipt accordingly
2 minutes Section-in-Charge
End of Transaction
- 37 -
Library Services
CIRCULATION – RETURNING OF BOOKS
Service Time: MONDAY-SATURDAY 8:00 AM – 5:00 PM (no noon break)
Clients: Students Requirements: Books Borrowed Duration: 6 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents borrowed books Pulls out library card from filing box and checks book card/library book receipt for over dues and inspects for book damages
Scans bar code to checks in
Computes overdue charges (if applicable)
3 minutes Section-in-Charge
2 Pays overdue charges and signs the log book (if applicable)
Record fines in the log book
Issues library receipt
2 minutes Section-in-Charge Library Receipt
As computed
3 Gets library card Issues library card 1 minutes Section-in-Charge
End of Transaction
- 38 -
Library Services
ISSUANCE OF REFERRAL LETTERS
Service Time: MONDAY-SATURDAY 8:00 AM – 5:00 PM (no noon break)
Clients: Students Requirements: Referral Request Slip Duration: 7 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Secures form from the circulation desk Issues form 1 minute In-Charge Referral Request Slip
2 Fills out and submits request form Receives and prepares referral letter
5 minutes In-Charge
Librarian
3 Receives referral letter Issues referral letter 1 minute In-Charge
End of Transaction
- 39 -
Library Services
AUDIO-VISUAL SERVICES*
Service Time: MONDAY-FRIDAY
8:00AM – 5:00 PM Clients: Students/Faculty
*Outsider Requirements: Audio-Visual Reservation Form
*Approved Letter Request from the President Duration: 20 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Secures Audio-Visual Reservation form Checks the availability of the Audio-Visual Room
Issues Audio-Visual request form
Instructs the client to return the form after it has been signed by the department head and the Library Director
10 minutes In-Charge Audio-Visual Reservation Form
Approved Letter Request from the President*
2 Fills out and processes documents
3 Submits the documents
Verifies and approves the reservation schedule
Books the reservation
5 minutes Librarian 2,000.00*
800.00
4 Pays advance payment fee at the Cashier’s Office*
Issues Official Receipt 5 minutes Cashier As computed
End of Transaction
*RESERVATION MUST BE MADE THREE DAYS PRIOR TO SCHEDULED ACTIVITY **Outsider clients must first submit a letter request address to the University President before they can avail of the services.
- 40 -
Library Services
COMPUTER/INTERNET ACCESS
Service Time: 8:00AM – 5:00 PM Clients: Students Requirements: Library Card Duration: 1 hour and 5 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents library card and fills out computer/internet log book
Assists client in computer use
Informs client of maximum time usage
5 minutes In-Charge Log Book
2 Conducts research work 1 hour
End of Transaction
- 41 -
Library Services
LIBRARY SIGNING OF CLEARANCE
Service Time: 8:00AM – 5:00 PM Clients: Students, Faculty and Staff Requirements: Library Card
Faculty/Employee ID Clearance Form
Duration: 15 minutes Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents clearance form and library card/ID
Checks entries of form and validity of library card/ID
Checks for unreturned books and overdue accounts
Computes surcharges (if any)
8 minutes Library Personnel Clearance Form
Library Card
2 Pays accounts at the Cashier’s Office (if any)
Issues official receipt 5 minutes Cashier Official Receipt As computed
3 Receives signed clearance form Issues signed clearance form
2 minutes Librarian Clearance Form
End of Transaction
- 42 -
Office of Student Affairs
APPLICATION FOR CERTIFICATE GOOD MORAL CHARACTER
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Enrolled/Outgoing students/Graduate students
Requirements:
Duration: 6 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Goes to the Office of Student
Affairs/Guidance Office to secures and
fills-out request slip
Issues of request slip 1 minute OSA/Guidance Personnel
Request Slip
2 Pays certification fee at the Cashier’s
office
Receives payment and issues official receipt
1 minute Cashier’s Aide Official Receipt Php20.00/ certification
3 Presents OR to the OSA/Guidance Office
personnel and gets certification.
Releases the Certificate of Good Moral Character
4 minutes OSA/Guidance Personnel
Certificate of Good Moral Character
End of Transaction
- 43 -
Office of Student Affairs
Undergraduate Level
UNIVERSITY ADMISSION TEST*
Service Time: Monday - Friday (As scheduled)
8:00 AM – 9:00 AM 10:00 AM – 11:00 AM
Clients: New student applicants, transferees and Accreditation & Equivalency (A/ E) Test passers
Requirement: Examination permit
Duration: 1 hour and 15 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE FORM/S FEE
1 Presents examination permit to examiner/proctor
Accepts and checks examination permit, assign seat and give preliminary instructions
15 minutes Examiner/Proctor from Office of Student Affairs
(OSA)
Approved Exam Permit
2 Takes University Admission Test (UAT) at testing venue
Administers UAT at testing venue 1 hour
End of Transaction
*Checking of the University Admission Test by the Office of Student Affairs will be done by batch of examinees and results will be ready after three (3) working days.
- 44 -
Office of Student Affairs
APPROVAL OF PERMITS FOR STUDENT ACTIVITIES
Service Time: 1 week before the activity
Clients: Student Organizations
Requirements:
1. Letter Request to conduct Activities
2. Submit waivers if the activity is after 5:00 PM and outside ASU Campus 3. Submit budget plan as the need arises 4. Must have approved letter from the administration to use the school facilities
Duration: 8 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Submits complete papers Checks papers for previous details and signatures
5 minutes Student Organizations’
Coordinator/Clerk
Permit to conduct activity
2 a. For non-academic activities, applicant must secure signature of Office of Student Affairs/Dean/Executive Director. b. For academic activities, applicant must secure signature of the Office of Student Affairs Director/ Dean/Executive Director and the Vice President for Academic Affairs. c. For activity outside the province of Aklan, applicant seeks approval of the University President.
Signs permit to conduct activity
3 minutes a. Dean of Student Affairs/Executive Director
b. Dean of Student Affairs/ Executive Director/Vice President for Academic Affairs
c. University Pres.
Permit to conduct activity
End of Transaction
- 45 -
Office of Student Affairs
ACCREDITATION OF STUDENT ORGANIZATIONS
Service Time: University and College Student Councils – last week of April
Other Organizations and Interest Groups: 2nd week of July
Clients: Officers of student councils and various school organizations
Requirements:
1. Application papers for accreditation
2. Constitution and By Laws
3. Named of Proposed Adviser
4. Other school based organization- 2nd week of July
Duration: 32 minutes
Procedure:
STEP Organization President SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Submits complete application forms with requirements
Checks forms and requirements; if deficient, returns papers for completion
15 minutes Student Organization Coordinator
Student Organization
Forms
2 Reviews documents 3 days OSA personnel
3 Applicant’s representative follows up status/approval of application
Approves/Disapproves application
3 minutes Office of Student Affairs
4 Applicant’s representative gets approved/disapproved papers
Should have 1 approved copy received by the organization’s representative for office file
2 minutes Student Organization Coordinator
5 Faculty Adviser seeks designation as adviser of the organization.
Types and prints faculty designation
5 minutes Student Organization Coordinator
6 Waits issuance of designation Facilitates signature of Office of Student Affairs Director and University President
4 minutes OSA Clerk
7 Receives faculty designation Issues the approved faculty designation
3 minutes Office Clerk
End of Transaction
- 46 -
Office of Student Affairs
HOUSING AND DORMITORIES
Service Time: Monday -Saturday (As scheduled)
8:00 AM – 5:00 PM
Clients: Scholars
Requirements:
1. Certificate/Notice of Award
2. Certificate of Grades
Duration: 17 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Visits the Dorm with parents or guardian
Assists to see the rooms and facilities of the dormitory
15 minutes
Dorm Manager
None None
2 Fills out the Reservation Form and Parents Instruction Sheet/
Medical Agreement Form
Facilitates the applicant to pay to the cashier, one month advance upon approval of application
10 minutes
Cashier
Reservation Form and Parents
Instruction Sheet/ Medical
Agreement Form
Php 400.00
3 Proceeds for interview and signing of contract
Records/Files signed forms 15 minutes Dormitory Manager
Contract None
4 Visits the Dorm with parents or guardian
Assists to see the rooms and facilities of the dormitory
15 minutes
Dorm Manager
None None
End of Transaction
- 47 -
Office of Student Affairs
PROCESSING OF SCHOLARSHIP APPLICATIONS
Service Time: Monday -Saturday
8:00 AM – 5:00 PM
Clients: ASU students only
Requirements:
1. Registration Form (RF)
2. Certification from the Barangay Captain
3. Income Tax Return of parents
Duration: 40 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Shows certificate/notice of award & certificate of grades to Office of Student Affairs attending officer/Scholarship-in-charge
Reviews papers/credentials
5 minutes Office of Student Affairs/ In-charge
Scholarship Form
2 Fills out the scholarship form Informs applicant for appropriate action*
10 minutes Office of Student Affairs/ In-charge
3 Furnishes photocopy of approved scholarship to Office of Student Affairs.
Records/files approved scholarship
2 minutes Office of Student Affairs Clerk
End of Transaction
- 48 -
Office of Student Affairs
STUDENT ASSISTANTSHIP
Service Time: Monday -Saturday
8:00 AM – 5:00 PM
Clients: Bonafide Students
Requirements:
1. Application Letter, 2. Request/Recommendation Letter from the Unit Heads, Student Assistant 3. Personal Data Sheet 4. Schedule of Classes
Duration: 30 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Present and submit application letter, class schedule, ID picture
Receives application letter, class schedule and ID picture
5 minutes OSA clerk
none
2 Waits to be contacted if chosen by a particular unit/office
Screens applicant and recommends to the Director of Students those who are qualified Informs qualified applicant
10 minutes
5 minutes
Unit Heads
OSA
none
3 Fills out Personal Data Sheet for Student Assistant
Advises applicant to seek signatures of immediate supervisor and division head
5 minutes OSA clerk Personal
Data Sheet
4 Submits Personal Data Sheet for approval of the Director of Student Affairs/Coordinator
Records/files approved form
5 minutes OSA clerk
none
End of Transaction
- 49 -
Guidance Office
EXCUSE LETTER
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: Bonafide Students
Requirements:
Duration: 20 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Submits excuse letter signed by parent or guardian. *
Issues admission slip
5 minutes Guidance Counselor
Admission Slip
2 Secures signatures of subject teacher
Signs excuse letter
10 minutes Signs excuse letter
3 Return the admission slip for filing
Receives admission slip 5 minutes Guidance Counselor
End of Transaction
*Require the student to attach the medical certificate if the reason for absence is due to sickness.
- 50 -
Guidance Office
PSYCHOLOGICAL TESTING (FOR OUTSIDE CLIENTS)
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: Outside Clients
Requirements:
Duration: 4 hours and 20 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Processes request for Psychological Testing.
Provides schedule for testing
and identifies tests to be given
1hour Guidance Counselor/
psychometrician
Letter of request
and referral slip
2 Pays the testing fee Pays testing fee 10 minutes Cashier Official Receipt Depending
on the
amount of the
test.
3 Reports to testing room for testing as scheduled
Administers the test
4 hours Guidance Counselor/
psychometrician
Test materials
4 Requests for test results and narrative reports
Submits test reports
10 minutes Guidance Counselor/
psychometrician
Test reports
End of Transaction
- 51 -
Guidance Office
PSYCHOLOGICAL TESTING (FOR ENROLLED CLIENTS)
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: Bonafide Students
Requirements:
Duration: 4 hours and 20 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Makes inquiry regarding psychological testing schedule
Makes schedule for
psychological testing by
College/Department
30 minutes Guidance Counselor/
psychometrician
Testing Schedule Included in tuition
fee during
enrolment(proposal)
2 Reports to testing room for testing as scheduled
Administers the test and
determine scores.
-Mental Ability Test
-Career Interest Inventory
3 – 6hours Guidance Counselor/
psychometrician
Answer sheets
and test booklets
Depending on the
amount of the test.
3 Reports to guidance office for test interpretation
Interprets test results
individually or by groups
35 minutes per
student or 2 hours by
group
Guidance Counselor/
psychometrician
Test results.
Personality profile
End of Transaction
- 52 -
Medical Services
CONSULTATION AND TREATMENT
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: ASU Faculty, Staff and Students
Requirements: Oral Health Evaluation Form
Duration: 35 Minutes (Simple Case)
40 Minutes (Complex Case)
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1
Fills out treatment Form or
Logbook
Presents School I.D.
Look sfor Medical Record
Takes Vital signs if Necessary (Temp.,
B.P., H.R., R.R., WT., HT.)
10 minutes Medical Personnel.
Medical Records,
Treatment Record,
and Admission
Logbook
2
Submits for consultation
Asks the chief complaint and other relevant
questions pertaining to the said complaints
Examines the patient and explain the
findings and the condition of the patient
15 minutes Physician Medical Record
3
Submits for treatment. Prescribes necessary medicines, writes
laboratory requests and explain why there
is a need of such laboratory examination;
Issues Medical Certificate if Necessary
15 minutes Physician
Prescription pad,
laboratory
examination request
and medical
certificate
4
Gets starter dose of Medicine
(when available)
Provides available medicines if there's any
but only as a starter dose and let the
patient sign in a sheet of paper
5 minutes Nurse, Student
Assistant Treatment Record
End of Transaction
- 53 -
Medical Services
PHYSICAL EXAMINATION
Service Time: Monday – Friday (Enrollment Time/As scheduled)
8:00 am – 5:00 pm
Clients: Freshmen Students, Transferees and A/E Passers
Requirements: Laboratory Results Depending on the Course Taken
Duration: 40 Minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1
Submits laboratory results
Fills out information (Health
Information form and submit to
personnel concerned)
Provides Health Information Form
Takes vital signs (B.P., Temp., HT.,
WT., HR.,RR)
15 minutes Nurse Student
Assistant
Health Information
Form
2 Submits for Physical Examination Conduct Physical Examination 15 minutes Physician Medical Record
3
Gives advice, treats patients if
needed, prescribes necessary
medicines and signs enrollment form
/ medical certificate if physically fit
10 minutes Physician
Prescription pad,
enrollment form /
medical certificate
End of Transaction
- 54 -
Medical Services
ISSUANCE OF MEDICAL CERTIFICATE
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: ASU Athletes, Participants in Cultural Activities, Military Training and Students
Requirements: Official I.D. Issued by the University
Duration: 20 Minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1
Presents prepared medical
examination form from OSA office
Presents School I.D.
Looks for medical record
Takes Vital signs if Necessary
(Temp., B.P., H.R., R.R., WT., HT.)
10 minutes Nurse / Student
Assistants
Health Examination
Form from OSA,
Medical Records,
Sheet of paper,
Logbook
2
Submits for Physical Examination
Conducts Physical Examination and
Records all findings in the Medical
Record
Signs Health Examination Form if
Physically and Mentally Fit
10 minutes Physician
Medical Record,
Health Examination
Form
End of Transaction
- 55 -
Dental Services
ISSUANCE OF CERTIFICATION FOR ENROLMENT TO ALL NEW STUDENTS
Service Time: Monday – Friday (Enrollment Time)
8:00 am – 5:00 pm
Clients: Freshmen Students, Transferees and A/E Passers
Requirements: Medical Certificate
Duration: 5 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1
Presents accomplished Medical
Certificate to the Dental Section and
signs in a enrollment Logbook
Provides Dental Certification for
Enrollment and Appointment Slip
5 minutes Any Dental Personnel Dental Certification
and Blank
Appointment Slip
End of Transaction
- 56 -
Dental Services
ORAL HEALTH EVALUATION AND EDUCATION FOR ALL NEW STUDENTS
Service Time: Monday – Friday (Enrollment Time)
8:00 am – 5:00 pm
Clients: Freshmen Students, Transferees and A/E Passers
Requirements: Official I.D. Issued by the University
Appointment Slip
Duration: 55 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1
Goes to University Dental Clinic,
Presents School I.D., Appointment slip
and fills up Logbook
Provides Oral Health Evaluation
Form 2 minutes Dental Personnel
Oral Health
Evaluation Form
2 Fills up Personal Information on Oral
Health Evaluation Form
Assists the Student / Faculty in
filling up 10 minutes Dental Personnel
Oral Health
Evaluation Form
3 Waits for the name to be called Calls the Student / Faculty for
Treatment 1 minute Dentist
Oral Health
Evaluation Form
4 Submits for Oral Health Evaluation and Education
Oral Health Evaluation, Personal Coaching and Education
30 minutes Dentist Oral Health
Evaluation Form
5 Receives Instructions, Referral and Appointment Slip
Gives Instructions and Determines Recall Appointments and Issues Appointment Slip
10 minutes Dentist
Oral Health Education
Pamphlets and Appointment Slip
End of Transaction
- 57 -
Dental Services
TREATMENT OF EMERGENCY CASES
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: Freshmen Students, Transferees and A/E Passers
Requirements: Official I.D. Issued by the University
Duration: 1 hour and 20 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Goes directly to see the Dentist at the
University Dental Clinic
Assists the student / faculty and
prepares clinic 10 minutes
Dentist and Dental
Personnel
Oral Health
Evaluation Form
2 Submits for Oral Treatment Dentist conducts treatment
45-60 minutes
Depending on the
severity of the case
Dentist Oral Health
Evaluation Form
3 Receives instructions, referral and
appointment slip if follow up is needed
Dentist gives post operative instructions, fills out referral form and appointment slip if necessary
10 minutes Dentist
Oral Health Education
Pamphlets and Appointment Slip
4
Fills up treatment and admission logbook
and personal information on oral health
evaluation form if not available
Look for Oral Health Evaluation
Form
Assist the student in filling up
10 minutes Any Dental Personnel
Oral Health
Evaluation Form,
Admission
Logbook
End of Transaction
- 58 -
Dental Services
ASSIGNMENT OF DATE AND TIME FOR APPOINTMENT
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: All Students and Faculty
Requirements: Official I.D. Issued by the University
Duration: 5 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1
Sign in the admission logbook, present
official ID. to a dental personnel and get
assignment of date and time for
appointment
Assist the student in getting Date
and Time for Appointment 5 minutes
Dentist or Authorized
Dental Personnel
Appointment Slip
with Date and
Time signed by a
Dentist or
Authorized Dental
Personnel
End of Transaction
- 59 -
Dental Services
TREATMENT OF APPOINTED CASES (NON EMERGENCY)
Service Time: Monday – Friday (As scheduled)
8:00 am – 5:00 pm
Clients: All students
Requirements: Official I.D. Issued by the University
Appointment Slip
Duration: 1 hour and 20 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1
Go to University Dental Clinic and
present School I.D., appointment slip
and fills up Logbook
Provide oral health evaluation
form if the patient has no existing
oral health evaluation form
5 minutes Any Dental Personnel Oral Health
Evaluation Form
2
Fill up Personal Information on Oral
Health Evaluation Form if no existing
Oral Health Evaluation form
Assist the student in filling up 10 minutes Any Dental Personnel Oral Health
Evaluation Form
3 Wait to be called in by the Dentist Call students / faculty for
treatment 1 minute Dentist
Oral Health
Evaluation Form
4 Submit for Oral Treatment Dentist
45-60 minutes
Depending on the
severity of the case
Dentist Oral Health
Evaluation Form
5 Receive instructions, referral and appointment slip if follow up is needed
Dentist 5 minutes Dentist
Oral Health Education
Pamphlets and Appointment Slip
End of Transaction
- 60 -
Dental Services
ISSUANCE OF CERTIFICATE OF DENTAL TREATMENT
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: All Students and Faculty
Requirements: Oral Health Evaluation Form
Duration: 5 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Signs in an admission logbook and ask
for assistance of any dental personnel
Checks oral health evaluation
form and issue certificate of
dental treatment
5 minutes Dentist Certificate of
Dental Treatment
End of Transaction
- 61 -
NSTP Services
REGISTRATION OF STUDENT ENROLEES
Service Time: Monday – Friday (As scheduled)
8:00 am – 5:00 pm
Clients: NSTP enrolees
Requirements:
1. Duly enrolled and approved Enrolment Form from the Registrar, reflecting the inclusion of NSTP course as an enrolled subject.
2. Proof of tuition fee payment
Duration: 10 - 20 minutes to the least, depending on the clientele if when he / she will submit the forms.
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents approved Enrollment
Form and OR;
Verifies and review approved
enrolment form & receipt presented 5 minutes
Component
Coordinator / faculty /
staff
NSTP registration
form (FORM 1)
2
Secures NSTP registration form
and related documents (waiver,
acknowledgment receipt)
Provides NSTP registration form and
other related documents (waiver,
acknowledgment receipt).
1 minute
Component
Coordinator / faculty /
staff
NSTP registration
form (FORM 1),
waiver &
acknowledgement
receipt
3 Accomplishes the data required in
the NSTP Form 1 and waiver.
Due before the 1st
Reg. Training period
4 Submits duly accomplished NSTP
Form 1 and waiver
Accepts and reviews the data as
filed and registers student applicant.
4 minutes
Component
Coordinator / faculty /
staff
NSTP registration
form (FORM 1),
waiver &
acknowledgement
receipt
End of Transaction
- 62 -
NSTP Services
VALIDATION AND ACCREDITATION OF GRADES AND UNITS TAKEN OF TRANSFEREES
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: NSTP enrolees
Requirements:
1. Certified machine copy of TOR.
2. Duly accomplished institutional validation and accreditation form
Duration: 12 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Presents the required documents. Verifies and reviews documents. 5 minutes
Component
Coordinator
Validation,
accreditation forms
and TOR
2 Validates and accredits NSTP
grades and units 5 minutes
3 Returns validated documents to
clientele and files the TOR with date. 2 minutes
End of Transaction
- 63 -
NSTP Services
ISSUANCE OF ORDERS / SERIAL NUMBER AND CERTIFICATION
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: NSRC and NRC Reservist
Requirements: 1. Identification Card;
2. Authorization letter with representative valid ID
Duration: 1 hour and 32 minutes, (depending on the volume of request)
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Secures request form at NSTP
office, fills-out data and submit.
Issues, receives and reviews
request form;
Locates in files of graduate
batches and verify data.
Prinst documents as
requested
Processes for signature of
officials concerned and affix
university seal;
10 minutes
10 minutes
5 minutes
1 hour
NSTP Director /
Component
Coordinator / staff
Component
Coordinator / staff
NSTP Director /
Component
Coordinator / staff
Component
Coordinator / staff
Request Form
File #: A-19
2 Paysrequired fees at the cashier
and show proof of payment. Advises client to pay at the cashier
Official receipt
Certification
Php20.00/page
3 Presents receipt at the NSTP
Office. Reviews/verifies receipt. 2 minutes
4
Receives documents as
requested and acknowledges
receipt in the logbook.
Records in the log book and release
documents 5 minutes
NSTP Director /
Component
Coordinator / staff
End of Transaction
- 64 -
NSTP Services
ESTABLISHMENT OF LINKAGES AND NETWORK
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: Other University service units, Go's , NGO's/CSO's and other Program stakeholders
Requirements: Pertinent statutories, Memorandum order, Directives, Circulars , Program calendar of activities duly approved or noted by the president.
Duration: 1 hour and 32 minutes, (depending on the volume of request)
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Prepares and submits letter
intent
Receives preliminary letter of
intent;
Sets / arranges schedule of
preliminary meeting;
Informs partner / client of the
scheduled preliminary meeting.
1 day
NSTP Director, Staff,
VP for Academic
Affairs, University
President
Basic
Communication
2 Attends preliminary meeting Discusses the nature of linkage /
partnership 1 day
NSTP Director,
University President
and authorized
representative
3 Prepares and submits the
draft of MOU / MOA
Receives and review preliminary
negotiation of parties.
Consults official concerned and
revises the MOU / MOA prior to
signature of authorized officials.
Submits / presents adapted MOU /
MOA to administrative council for
endorsement to the BOR.
30 minutes
2 days
1 day
NSTP Director
MOU/MOA
4 Implements / recinds MOU /
MOA Inform the client/s of the BOR's decision. 1 day
End of Transaction
- 65 -
Research Services
CONDUCT OF TRAINING IN RESEARCH
Service Time: Monday - Friday
8:00 AM – 5:00 PM
Clients: Faculty/Students/LGUs/NGOs
Requirements: Letter request, Training Design
Duration: 17 days and 30 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Submits letter request Receives and assesses request
Prepares training design
30 minutes
3 days
RDS Chair/
Coordinator
Training Design
Form
2 Gets approval of
training design
Gets endorsement from RDS Director, VPRE and approval of the University President of the training design
1 hr RDS Chair/
Coordinator
Training Design
Form
3 Prepares for the conduct of training Request supplies and materials
Prepares training materials
Identifies and invites of resource persons
10 days RDS Chair/
Coordinator
Training Design
Form
4 Attends training Conducts training 3 days
RDS Chair/
Coordinator
Training Design
Form
End of Transaction
- 66 -
Research Services
REQUEST FOR CAPABILITY BUILDING
Service Time: Monday - Friday (as the need arises)
8:00 AM – 5:00 PM
Clients: Faculty/Students
Requirements: Letter of Request
Duration: 11 days and 15 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Letter request approved by the President Checks availability of the resource persons
2 days RDS Chair
Letter request
2 Submits list of participants Examines the list for approval
15 minutes RDS Chair
List of participants
3 Schedules capability building Gives support for the conduct of capability building
1day RDS /VPRE
4 Attends capability building Conducts capability building 3 days RDS/VPRE
End of Transaction
- 67 -
Research Services
REQUEST FOR CONSULTANCY SERVICES
Service Time: Monday - Friday (as the need arises)
8:00 AM – 5:00 PM
Clients: Faculty/Students/LGUs/NGOs
Requirements: Letter of Request
Duration: 2 hours
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Letter request approved by the
President
Checks availability of technology/expertise
30 min RDS Chair
Letter request
2 Submits list of concerns/needs Examines the list for approval
30 min RDS Chair
List of
concerns/needs
3 Sets meeting with concerned
researchers/experts
Coordinates and confirms schedule of meeting between clients and researchers
1hour RDS Chair
End of Transaction
- 68 -
Extension Services
CONDUCT OF EXTENSION/ TRAINING ACTIVITY
Service Time: Monday – Friday
8:00 am – 5:00 pm
Clients: LGUs, POs, GOs, NGOs
Requirements: Request Letter, Training Design
Duration: 14 days and 1.5 hours
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Submits request letter
Receives and assesses request
Prepares training or activity design
30 minutes
3 days
ECS Chairperson
Training Design
Form
2
Gets signatures needed for approval of
training/activity design and submit
training/activity design
Gets endorsement from ECS Director, VPRE and approval of the University President of the training/activity design
1 hr ECS Chairperson Training Design
Form
3 Prepares for the conduct of
training/activity
Request supplies and materials
Prepares training materials and designations of resource persons and facilitators
10 days
ECS
Chairperson/ECS
Staff
Training Design
Form
4 Attends training/activity Conducts training/extension activity
1 day
ECS
Chairperson/ECS
Staff/Resource
Persons
Training Design
Form
End of Transaction
- 69 -
Extension Services
DISSEMINATION OF INFORMATION, EDUCATION AND COMMUNICATION (IEC) MATERIALS
Service Time: Monday – Friday (to be scheduled every semester)
8:00 am – 5:00 pm
Clients: Farmers/fisher folks, Extension Workers, Faculty members, Students, etc.
Requirements: Letter of Request
Duration: 20 minutes
Procedure:
STEP STUDENT APPLICANT SERVICE PROVIDER
DURATION OF THE ACTIVITY
(Under Normal Circumstances)
PERSON RESPONSIBLE
FORM/S FEE
1 Requests IEC materials on specific
technology need Checks availability of
materials 5 minutes
ECS Staff
Letter request
List of IEC
materials
2 Receives IEC materials and signs the
logbook Explains and releases IEC
materials 15 minutes
ECS Staff
Log book
End of Transaction
- 70 -
FEEDBACK FORM
(Pananaw o Puna)
Please let us know how we have served you. You may use this form for compliments, complaints, or suggestions. Simply check the corresponding box.
Ipaalam po ninyo sa amin kung paano namin kayo napaglingkuran. Maaring gamitin ito para sa papuri, reklamo, o mungkahi. Mangyaring i-tsek lamang ang kahong naaayon.
Person(s)/Unit/Office Concerned or Involved: _______________________________________________________________________________ (Mga tao/pangkat/tanggapan na may kinalaman sa papuri, reklamo, o mungkahi)
Facts or Details Surrounding the Incident: (Kaganapan o detalyeng bumabalot sa pangyayari)
(Please use additional sheet/s if necessary) (Mangyaring gumamit ng karagdagang papel kung kinakailangan)
Recommendation(s)/Suggestion(s)/Desired Action from our Office (Rekomendasyon/Mungkahi/Nais na aksiyon mula sa aming tanggapan)
(Please use additional sheet/s if necessary)
(Mangyaring gumamit ng karagdagang papel kung kinakailangan)
Name [OPTIONAL]: ___________________________________________________ Office/Agency: ___________________________________
(Pangalan) (Tanggapan/Ahensiya)
Name [OPTIONAL]: ___________________________________________________ Office/Agency: ___________________________________
(Pangalan) (Tanggapan/Ahensiya)
Name [OPTIONAL]: ___________________________________________________ Office/Agency: ___________________________________
(Pangalan) (Tanggapan/Ahensiya)
Name [OPTIONAL]: __________________________________________________ Office/Agency: ___________________________________
(Pangalan) (Tanggapan/Ahensiya)
COMPLIMENT
(Papuri)
COMPLAIN
(Reklamo)
SUGGESTION
(Mungkahi)