a. norsu manual of operations

1

Version 1

1

OPM

Add Text here

QUAMC

TABLE OF CONTENTS Title Page Number I. About NORSU 5

Vision 5

Mission 5

Values 5

Performance Pledge 5

Academic Programs 6

Introduction 9 a. Scope of the Operations Manual 9

b. Systems of Amendments and Revision 9

c. Distribution 10

Definition of Terms and Acronyms 11 II. The Front Line Services 12 1. The University Registrars Office 13

a. Organizational Structure (Main Campus) 14

b. Organizational Structure (External Campus) 14

c. The University Registrar’s Office Human Resources 15

c.1 University Registrar 15

c.2 Assistant Registrar 16

c.3 Records Officer 16

c.4 Documents Verification Officer 17

c.5 Information Officer 18

c.6 Evaluation Section 20

c.7 Data Entry Encoder 21

c.8 Office Clerk 22

2

Version 1

1

OPM

Add Text here

QUAMC

Title Page Number

d. Types of Services with Procedures 24

d.1 Issuance of Transcript of Records 24

d.2 Issuance of Diploma 25

d.3 Issuance of Diploma (2nd copy) 26

d.4 Issuance of Certification 27

d.5 Issuance of Honorable Dismissal 28

2. The University Library 29 a. Organizational Structure (Main Campus) 29

b. Organizational Structure (External Office) 30

c. The University Library Office Human Resources 31

c.1 University Librarian 31

c.2 Librarian – Public Service Section 32

c.3 Librarian – Collection Management Section 32

c.4 Librarian – Special Library Section 33

c.5 Multi Media Incharge 34

c.6 Administrative Assistant 34

d. Types of Services with the corresponding procedures 36

d.1 Issuance of Student Library ID 36

d.2 Borrowing Fiction Books 37

d.3 Borrow non-Fiction Books 37

d.4 Borrow Reserved Books for Overnight 39

d.5 Borrow Reserved Books for Library Use 40

d.6 Renewal of Borrowed Reserved Books for Library Use 41

3. The Office of Students Affairs & Services (SAS) 42 a. Organizational Structure of SAS 42

b. The Office of SAS Human Resources 44

b.1 SAS Director 44

b.2 Administrative Support 45

3

Version 1

1

OPM

Add Text here

QUAMC

Title Page Number c. Types of Services with the Corresponding procedures 46

c.1 Issuance of Students New Identification Card or 46

Replacement of Lost ID

c.2 Validation of Expired ID 47

c.3 Replacement of Damaged Student ID 48

c.4 Issuance of Certificate of Good Moral Character 49

c.5 Issuance of Recommendation Letter for OJT, 50

Employment and Apprenticeship

4. CARE 53

a. Organizational Structure of CARE Center 50

b. The University’s CARE Center Human Resources 54

b.1 University Guidance Center 54

b.2 Guidance Counselor 55

b.3 Placement Officer 56

b.4 Administrative Support Staff 57

c. Types of Services with the corresponding procedures 58

c.1 Administering NORSU Admission Test 58

5. Medical and Dental 59 a. Organizational Structure of the University Medical and 59

Dental Clinic

b. The University Clinic Human Resources 60

b.1 University Physician 60

b.2 University Dentist 61

b.3 University Nurse 62

c. Types of Services with the corresponding procedures 64

c.1 Medical Routine Consultation – New Case 64

c.2 Medical Routine Consultation (With existing file) 65

c.3 Dental Service for new case 66

c.4 Dental Service for existing cases 67

4

Version 1

1

OPM

Add Text here

QUAMC

Title Page Number 6. The University Cashier Office 68 a. Organizational Structure of the University Cashier’s Office 68

b. The University Cashier’s Human Resources 70

b.1 University Cashier 70

b.2 Receiving Teller 71

b.3 Paying Clerk 71

b.4 Records Custodian 72

c. Types of Service and its Corresponding Procedure 73

c.1 Receiving Payments 73

c.2 Releasing Payments 74

5

Version 1

1

OPM

Add Text here

QUAMC

ABOUT NORSU The Negros Oriental State University was enacted on June 25, 2004 under the Republic Act No. 9299, “An Act Converting the Central Visayas Polytechnic College (CVPC) into a State University to be Known as the Negros Oriental State University (NORSU), Integrating Therewith the Genaro Goni Memorial College in the City of Bais, the Siaton Community College in the Municipality of Siaton, and the Mabinay Institute of Technology in the Municipality of Mabinay.” Negros Oriental State University (NORSU) has nine (9) campuses located in strategic areas across the province of Negros Oriental, namely: Dumaguete City campuses (2) also known as Main Campuses 1 and 2, Bais City campuses 1 and 2 , Bayawan City-Sta. Catalina Campus, Siaton Campus, Guihulngan City Campus, Pamplona Campus and Mabinay Campus; and offers Diploma, Certificate, Baccalaureate, Masteral and Doctoral Degree Programs.

VISION

Negros Oriental State University by 2016 is a dynamic higher education institution of preference for the

development of competitive, productive and world-class human capital.

MISSION

Negros Oriental State University passionately delivers quality instruction, fosters cutting edge research,

and encourages socially-responsive community services through relevant and innovative technologies.

VALUES

The values that characterize the academic program of Negros Oriental State University are:

Kinship of mind and heart for development

Adaptability and accountability in the professions

Benchmarking with global standards and practices

Industry and hard work for productivity

Leadership in societal transformation

Interdependence with various Stakeholders

Nurturing desire for harmony of man and nature

PERFORMANCE PLEDGE We, the members of the Faculty and Staff do hereby pledge and commit to: National development through effective partnerships

Opportunity-laden educational access for poor but deserving students

Research-based and competency-driven instruction

Scholarship and innovation

Unity in diversity of cultures

6

Version 1

1

OPM

Add Text here

QUAMC

ACADEMIC PROGRAMS

A. NON-DEGREE PROGRAMS Short Term Courses Continuing Education Programs in Technology, Driving, Computer, others Two-Year Programs Associate in Hospitality Management Associate in Industrial Technology Major in Architecture Drafting, Electrical, Mechanical, Automotive, Electronics, Civil, Garments, Refrigeration and Air-conditioning, and Food Technology Associate in Medical-Dental-Nursing Assistant Associate in Secretarial Science Midwifery Three-Year Program Diploma of Technology Major in Automotive, Computer, Electronics, Electrical, and Mechanical Technology B. DEGREE PROGRAMS 1. Four-Year Programs Bachelor of Arts Major in General Curriculum, Social Science, and English Bachelor of Mass Communication Bachelor of Elementary Education Major in General Education, Special Education, and Pre-School Education Bachelor of Secondary Education

Major in English, Filipino, Math, Social Studies, Physical Science, Biological Science, Music, Arts and Physical Education

Bachelor of Science in Accountancy Bachelor of Science in Agriculture Major in Animal Science, Agronomy, and Forestry Bachelor of Science in Architecture Bachelor of Science in Aviation Maintenance Bachelor of Science in Biology Bachelor of Science in Business Administration Major in Human Resource Development Management, Financial Management, and Marketing Bachelor of Science in Chemistry

7

Version 1

1

OPM

Add Text here

QUAMC

Bachelor of Science in Computer Science Bachelor of Science in Criminology Bachelor of Science Forestry Bachelor of Science in Geology Bachelor of Science in Hospitality Management Bachelor of Science in Industrial Technology Major in Electrical, Mechanical, Automotive, Electronics, Architectural Drafting, Computer, Civil, Garments, Refrigeration and Air-Conditioning, and Food Technology Bachelor of Science in Information Technology Bachelor of Science in Mathematics Bachelor of Science in Office System Management Bachelor of Science in Nursing Bachelor of Science in Pharmacy Bachelor of Science in Psychology Bachelor of Science in Tourism Bachelor of Science in Technological Education

2. Five-Year Programs Bachelor of Science in Architecture

Bachelor of Science in Civil Engineering Bachelor of Science in Computer Engineering Bachelor of Science in Electric Engineering Bachelor of Science in Electronics and Communication Engineering Bachelor of Science in Geodetic Engineering Bachelor of Science in Geothermal Engineering Bachelor of Science in Mechanical Engineering

3. POST-BACCALAUREATE PROGRAM

Bachelor of Laws (LLB) C. GRADUATE LEVEL Doctor of Philosophy (Ph. D.)

Ph. D. in Educational Management Ph. D. in Mathematics

Doctor of Education (Ed. D.) Ed. D. in Educational Management Ed. D. in Instruction Ed. D. in Science Education Ed. D. in English Ed. D. in in Filipino Ed. D. in in Technology Management

8

Version 1

1

OPM

Add Text here

QUAMC

Doctor of Management (DM)

DM in Human Resource Development DM in Public Administration

Master in Business Administration (MBA)

Master of Arts in Science Teaching (MAST) in Mathematics Teaching (MAMT) in English (MA Eng.) in Filipino (MA Fil.) in Sociology (MA Socio) in Vocational Education (MAVE) in Physical Education (MAPE) in Public Health (MPH) in Psychology (MA Psych) in Special Education (MA Sped) in Early Childhood Development

Master of Science in Mathematics (MS Math) in Biology (MS Bio) in Agriculture (MS Ag) Major in Agronomy, Animal Science, and Agricultural Extension in Library Science (MSLS) in Information Technology (MSIT) Master in Public Management (MPM) Major in Local Government Administration, Human Resource Management and Public Administration Master in Technician Education (MTE) Major in Automotive Technology, Civil Technology, Electrical Technology,

Electronics Technology, Mechanical Technology, and Architectural Drafting Technology

Master of Arts in Educational Management (MAEM)

9

Version 1

1

OPM

Add Text here

QUAMC

INTRODUCTION This Operations Manual provides valuable information on policies, standards, procedures and requirements of the frontline services as well as procedures in acquiring them. Most of these requirements, if not all, adhere to those mandated by statutory and regulatory agencies. The Manual is designed to facilitate a more efficient delivery of services and better management of and guidance for the university stakeholders.

a. Scope of the Operations Manual

The Operations Manual covers the following six (6) frontline services and these are: 1) Office of the Registrar, 2) Library, 3) SAS (Student Affairs & Services), 4) CARE (Counseling, Assessment, Resources, and Enhancement), 5) Medical and Dental Services, and 6) Cashier. For better understanding of the functions of each of the herein mentioned offices, the following information are provided: a.1 Brief overview of the office a.2 The Organizational Structure of the office with description of the functions a.3 The Management of the Office represented by the corresponding Job Profile of the job holders a.4 Types of Services offered to Students a.5 Procedures representing the flow/process, accountability and evidences of each type of service rendered b. System of Amendments and Revision The following system of amendment and revision applies to the entire Operations Manual. Amendment and revision are considered the same. Revision means a partial change to the Operations Manual and is numbered in sequence. When major changes need to be made, a new edition will be made. As the case may be required, revisions may be carried out as: b.1 Standard revision – regularly and permanently performed changes on specific subjects in parts, processes, chapters and/or subchapters; b.2 Temporary Revision – time limited changes or amendments, published additionally to the revision in effect. Temporary revisions are to be cancelled upon time limit, or if no longer valid, appropriate or applicable;

10

Version 1

1

OPM

Add Text here

QUAMC

b.3 Urgent Revision – immediate amendments or revisions are required (a) whenever existing statutory laws, memorandums, and/or executive orders are superseded and compliance to the new mandate is required, and (b) in the interest of students and stakeholders of NORSU. All amendments and revisions require approval. Immediate revisions may be published as Temporary Revision or Standard Revision The Operations Manual shall be subjected to a regular review to ensure consistency of what is practiced and documented processes. A regular review can be either on a yearly or every other year as the case may be. However, should there be any change in the technology used or changes in the current operating system, this follows that the processes will change, hence revision is required.

c. Distribution A print copy of the Operations Manual shall be available to all front-line offices and all

other offices of NORSU. Likewise, the Operations Manual shall be made accessible to students and other stakeholders at www.norsu.edu.ph.

http://www.norsu.edu.ph/

11

Version 1

1

OPM

Add Text here

QUAMC

DEFINITION OF TERMS AND ACRONYMS 1. AACCUP - Accreditation Agency of Chartered Colleges and Universities in the Philippines, Inc. 2. CARE - Counseling Assessment, Resources and Enhancement 3. CHED MORPHE - Commission on Higher Education, Manual Operation of Regulation for Private Higher Education 4. COA - Commission on Audit 5. CVPC - Central Visayas Polytechnic College 6. DOH - Department of Health 7. GO - Government Organization 8. NARSUC - National Association of Registrars of State Universities and Colleges 9. NGO - Non-Government Organization 10. OJT - On the Job Training 11. SAS - Student Affairs & Services

12

Version 1

1

OPM

Add Text here

QUAMC

THE FRONTLINE SERVICES 1. The University Registrars Office 2. The University Library 3. Office of the Student Affairs & Services 4. CARE 5. Medical & Dental 6. The University Cashier Office

13

Version 1

1

OPM

Add Text here

QUAMC

THE UNIVERSITY REGISTRARS OFFICE

The Office of the University Registrar plays a vital role in charging and enforcing University policies and rules on admission, registration assessment of fees and scholastic records. The office is also the custodian and guardian of all scholastic records of students and ensures that confidentiality of the same is always safeguarded. Likewise, the University Registrar is mandated to enforce compliance of academic rules mandated by the various regulating bodies of the government. Furthermore, the Office of the University Registrar provides or furnishes data and information as requested by the different government agencies; keeps and updates records of student’s evaluation sheets from the date of admission until their graduation; furnishes its graduates and alumni with their respective official transcript of records; and furnishes other HEI’s records of transferring students whenever requested. Moreover, the Office of the University Registrar aims to:

1. Be the center in providing information to students about the University’s academic policies and between University colleges, offices, external campuses, other HEIs and other government agencies;

2. Provide services to students, parents, alumni, other HEIs, other stakeholders;

3. Be the center in providing excellent computerized information regarding students’ records and other school data as well as computerized students transaction and services both at the main and external campuses.

14

Version 1

1

OPM

Add Text here

QUAMC

THE ORGANIZATIONAL STRUCTURE OF THE MAIN CAMPUS UNIVERSITY’S REGISTRAR OFFICE

The above organizational structure of the University Registrar’s Office shows the office reporting to relationship with the Academic Affairs and the direct line accountabilities represented herein by the six (6) sections with whom the corresponding activities of these sections are grouped according to the nature of tasks and deliverables. On the other hand, the registrar’s office organization structure at the external campuses, (below) reports directly to the Campus Administrator at the same time has a coordinating relationship with the University Registrar’s Office at the main campus. However, the servicing of students and other clients request at the external campus are served at the external campus itself.

THE ORGANIZATIONAL STRUCTURE OF THE EXTERNAL CAMPUS REGISTRAR OFFICE

External Campus

Administrator

External Campus Registrar

Vice President Academic Affairs

University Registrar

University Registrar

Communications Section

Assistant Registrar

Document Verification

Section

Document Request Section

Evaluation Section

Data Processing Section

Records Section

STAFF


15

Version 1

1

OPM

Add Text here

QUAMC

THE UNIVERSITY REGISTRARS OFFICE HUMAN RESOURCES

1. Job Title : University Registrar

Reporting to : Vice President for Academic Affairs

Job Dimension Direct Reports : 1 Number of staff supervised : 7

Communications Framework External : CHED, Dep ED, TESDA Internal : President Office, Academic/NURSO Community

Decision Making Authority

Approvals : With-in the scope of the defined accountability

Key Accountabilities:

Directly accountable to all matters involving:

1. Placements and admissions of students to the University; 2. Students records; 3. Evaluation of students’ credentials; 4. Eligibility for graduation; 5. Approvals and releases of students’ transcript of records, honorable dismissal and diploma; and 6. Compliance of all mandated memorandum, executive orders, policies, and other circulars from various government agencies and interagency with whom the University’s academic programs are covered.

Duties and Responsibilities 1. Provide leadership and develop appropriate recommendations for the implementation of related technology application in support of enhanced services;

2. Responsible in ensuring that all defined deliverables are executed to the satisfaction of students and all other stakeholders having transactions at the University Registrar’s Office;

3. Ensure in-time communication to all internal direct reports about any developments, new circulars, executive orders, instructions, memorandums;

4. Supervise the coordination, valuation and certification of all graduation applications, while overseeing the complete graduation process to include all elements of the rehearsal

and ceremony. 5. Collaborate with external campus administrators, deans, faculty, guidance counselors, IT,

and other units of the University in improving the delivery of services to students.

16

Version 1

1

OPM

Add Text here

QUAMC

2. Job Title : Assistant Registrar

Reporting to : University Registrar

Job Dimension Direct Reports : 1 Number of staff supervised : None

Communications Framework External : Internal : Staff within the Registrar’s Office and other academic offices of the University

Decision Making Authority : None

Key Accountabilities

1. Directly accountable to all matters under the University Registrar’s Office.

Duties and Responsibilities 1. Provide direct support to the University Registrar regarding all matters and functions under the office; 2. Ensures that all documents brought to the attention, perusal, approvals and signature by the University Registrar are in order, accurate and have met all the mandated compliance as per university policy and other statutory requirements; 3. Provide assistance to all other members of the University Registrar Office.

3. Records Section The Records Section is the custodian of all student files and records and is headed by a Records Officer. Job Profile of the Records Officer Job Title : Records Officer Reports to : University Registrar Job Dimension

Direct Reports : 1 Number of staff supervised : None

Communications Framework External : None Internal : Within the University Registrar Office


Approvals : None


1. The safety and security of Record Rooms; and

17

Version 1

1

OPM

Add Text here

QUAMC

2. The safety and security of students’ files/folder.

Duties and Responsibilities

1. Ensure files/folders are maintained and organized according to: a) Baccalaureate Files and b) Graduate Student Files;

2. Maintain a daily log-book of all in-and-out transactions in the Records Room;

3. Ensure that all details and information of person/persons getting into the Record Room; purpose; and time of entry are captured in the log-book;

4. Ensure that all files/folders pulled-out out of the Record Room are entered in the log- book’;

5. Ensures that the below details are captured in the log-book of all students files/folder pulled-out of the Records Room;

a. Name of Student, File Number or Student Number

b. Date and Purpose of pull-out;

c. Name of person requesting the file and the same to be acknowledge;

d. Date of intended return.

6. Ensure that no personal items and/or belongings of employees are kept in the Record room;

7. Ensure that the required space for all files is available;

8. Ensure that students electronic files and other permanent documents are kept at the Record Room;

9. Ensures that prior to discarding any files, such files have been properly scanned;

10.Immediately report to University Registrar any untoward incident or incidences occurring in the Record Room;

11.Ensure that the established in-and-out restrictions at the Records Room are strictly complied and observed;

12 Provide support and assistance to other members of the University Registrar’s Office when required.

4. Document Verification Section

The Document Verification Section is tasked to perform all due diligence verification from: a. University Code; b. University Student Handbook; c. NARSUC Handbook; d. CHED MORPHE; e. Program Curriculum; and f. Other approved references.

. Job Profile of the Documents Verification Officer

18

Version 1

1

OPM

Add Text here

QUAMC

Job Title : Documents Verification Officer Reports to : University Registrar Job Dimension


Communications Framework External : None Internal : Within the University Registrar’s Office


Approvals : None

Key Accountabilities 1. Due diligence verification of the authenticity of documents submitted.


1. Ensure that all documents submitted by students and/or any persons authorized to represent them at the University Registrar’s Office conform with the approved and prescribed documents accepted by the office;

2. Due diligence verification of all documents and their corresponding attachments prior to forwarding the same to the University Registrar;

3. Acknowledge receipt of documents by signing on an acknowledgement sheet;

4. Note on any discrepancies, errors, and other forms of non-conformity and make the needful corrections required;

5. Attends to any concerns, issues and complaints pertaining to students’ documents and/or records;

6. Refer to the University Registrar problems arising from any mis-representation of documents by students and other parties and any other issues over and above their level;

7. Immediately report to University Registrar any untoward incident or incidences at the University Registrar Office;

8. Provide support and assistance to other members of the University Registrar’s Office when required.

5. Document Request Section

The Document Request Section represents the front-line unit of the University Registrars Office represented by the Information Officer. The Information Officer’s function are to assist all clients’ inquiries and receive all client requests.

19

Version 1

1

OPM

Add Text here

QUAMC

Job Profile of the Information Officer Job Title : Information Officer Reports to : University Registrar Job Dimension


Communications Framework External : Clients and other parties authorized by students to represent themselves; Internal : Members of the University wide community within the

University Registrar Office


Approvals : None

Key Accountabilities 1. The dissemination of enrollment procedures and service processes for the information of students and all others having transactions with the University Registrars Office.

Duties and Responsibilities 1. Attend to requests for forms by client/clients; 2. Ensure that all entries in the Request Form are filled up before issuing the scheduled date of release. 3. Ensure that the request for a transcript of record comes with a colored photo in white background, and not a computer print-out and is free from any form of alterations;

4. Ensure that the colored photo by the graduate requesting for a transcript of records for Board Examination Purposes shows a collared shirt in white background; 5. Ensure that the photo submitted by a BS Criminology graduate for a Board Exam purposes conforms the Type A uniform, is colored and in white background;

6. Responsible for providing accurate information regarding the scheduled release date of Transcript of Records to be between 10 to 15 working days; 7. Ensures that those requesting for a transcript of record and/or Diploma are duly informed that Transcript of Records shall only be released upon submission of accomplished and duly signed University Clearance; 8. Ensures that graduates/alumni/students are duly informed of the University Registrars Office guidelines in regards to request for transcript of records, diploma, certification and other documents and consequence for non- compliance; 9. Ensures that Transcript of Records, Certifications, Authentications, and other pertinent documents submitted by students/clients conforms to the standard of authentic documents; 10.Release of Transcript of Records, Diploma, Certifications, Authentications, and other pertinent Registrar Documents requested are duly acknowledged and recorded;

20

Version 1

1

OPM

Add Text here

QUAMC

11.Ensures that prior to the release of documents to students/clients or any authorized third party due diligence in reviewing the authorization letter and/or documents; 12.Ensure that all documents submitted by students and/or any persons authorized to represent the student at the University Registrar’s Office conforms with the approved and prescribed documents accepted by the office;

13.Shall refer to the University Registrar problems arising from any mis- representation of documents by students and other parties and any other issues over and above their level; 14.Immediately report to University Registrar any untoward incident or incidences noted to take place at the University Registrar’s Office; 15.Provide support and assistance to other members of the University Registrar’s Office when required.

6. Evaluation Section

The section is tasked to review all entries in students’ files whenever there is a request for transcript of records, diploma, and other tasks related to performing due diligence in evaluation of students’ grade entry on their respective files;

Job Profile of the Evaluation Officer

Job Title : Evaluation Officer Reports to : University Registrar Job Dimension


Communications Framework External : Internal : Within the University Registrar Office


Approvals : None

Key Accountabilities 1. Accountable to the accurate entry of grades in the students’ files and evaluation of student grades.

Duties and Responsibilities 1. Manage all requests for documents, like Transcript of Records and the evaluation of student grades; 2. Ensure due diligence and authenticity of the grades posted and/or encoded/entered in the respective students files/folders; 3. Ensures compliance of internal processes regarding request for documents by the student assistants; 4. Shall refer to the University Registrar problems arising from any mis-representation of

21

Version 1

1

OPM

Add Text here

QUAMC

documents by students and other parties and any other issues over and above their level; 5. Immediately report to University Registrar any untoward incident or incidences noted to take place at the University Registrar Office; 6. Provide support and assistance to other members of the University Registrar’s Office when required. 7. Data Processing Section

The Data processing TEAM are the data entry encoders of student’s grades in the students respective files and folders and other data entries relevant to the University Registrar’s Office.

Job Profile of the Data Processing Officer

Job Title : Data Entry Encoder

Reports to : Respective Section Heads Job Dimension


Communications Framework External : Internal : Within the University Registrar Office


Approvals : None

Key Accountabilities 1. Accountable to the accurate entry of grades in the students files.


1. Responsible for encoding all required entries of the students’ individual files and folders; 2. Responsible for due diligence compliance of all internal processes within the University Registrar’s Office;

3. Immediately report to the University Registrar any untoward incident or incidences at the University Registrar Office;


22

Version 1

1

OPM

Add Text here

QUAMC

8. Communications Section

The Communication Section is charged with the dissemination of all mails and documents to and from the University Registrar’s Office.

Job Title : Office Clerk Reports to : University Registrar Job Dimension


Communications Framework External : None Internal : Within the University Registrar Office


Approvals : None

Key Accountabilities 1. Accurate dissemination of mails and documents with in the University Registrar’s Office


1. Verify and sorts all mails and documents addressed to the University Registrar Office;

2. Ensure that Communications received are classified as priority and regular. 3. Ensures compliance of the guidelines in the classifying of mails and documents as Priority and Regular with: Priority Communications are those that:

a. are personally addressed to the University Registrar; b. come from the University President; c. come from the respective other NORSU Offices; and d. come from government offices

Regular communications are those that:

a. concerns enrollment; b. concerns graduation; c. relate to statistical data; d. relate to verification of student records; e. concerns furnishing for school’s copy (honorable dismissal return slip); and f. are regularly processed by the Registrar’s Office

4. Due Diligence is observed prior to the release of transcript of records and honorable dismissal to a requesting school; 5. Strict compliance to all internal guidelines regarding issuance of transcript of records and/or honorable dismissal to another school;

23

Version 1

1

OPM

Add Text here

QUAMC

6. Immediately report to University Registrar any untoward incident or incidences noted to take place at the University Registrar Office;


24

Version 1

1

OPM

Add Text here

QUAMC

Types of Services with the corresponding procedures: 1. Issuance of Transcript of Records/Form 137

Day/Time Service is available Monday - Friday ; 8:00AM to 5:00pm (No Noon Break)

Who can avail of the service ALL Students/Graduates/Alumni

Requirements Student ID and other valid ID for Alumni Authorization Letters for representatives

Place/Location service is available Registrar's Office

1.a. Procedure

PROCESS PERSON

(RESPONSIBLE FOR THE

DELIVERY OF SERVICE)

PAPER (FORM,

DOCUMENT, EVIDENCE) SI STEPS

PROCESS TIME

1 Accomplish a University Clearance

2 Asks for Request Form (Form 1) and present Accomplished University Clearance

3 minutes Information

Officer

Accomplished University Clearance

3 Fills-up From 1 and hand-over filled-up Form 1 to Information officer

3 minutes Filled-up Form

1

4 Make Payment to Cashier 5 minutes Receiving Teller

Filled-up Form 1

5 Receive Official Receipt 1 minute Official Receipt

6 Present Official Receipt to secure claim stub 5 minutes

Information Officer

Official Receipt

7 Receive Claim Stub 1minute Claim Stub

8

Collect Transcript of Records 15 days from receipt of claim sub --------END OF PROCESS----------

5 minutes Claim Stub and

Transcript of Records

25

Version 1

1

OPM

Add Text here

QUAMC

2. Issuance of Diploma (First Copy)

2.a Procedure

PROCESS PERSON



PAPER (FORM,


PROCESS TIME

1 Ask for Request Form and present all documents required to request for a Diploma

3 minutes Information Officer

Accomplished University Clearance,

Official Receipts

2 Fill-up Request Form and hand-over filled-up Form to Information Officer


Filled-up Request Form

3 With the accomplished request form make payment at the Cashier

3 minutes Receiving Teller

Accomplished Request Form

4 Receive Official Receipt from payment made 2 minutes Receiving Teller

Official Receipt

5 Present Official Receipt and Secure Claim Stub 2 minutes Information Officer

Official Receipt

6 Receive Claim Stub 1 minute

Information Officer

Claim Stub

7

Collect Diploma 7 days from receipt of claim stub. ----------END OF PROCESS----------


Claim Stub and Diploma

Day/Time Service is available

Monday - Friday ; 8:00AM to 5:00pm (No Noon Break)

Who can avail of the service

ALL Students/Graduates/Alumni

Requirements

Photocopy of the Graduation Fee Official Receipt


Photocopies of Official Receipts made to other fees that may be required. Authorization Letter for representative


26

Version 1

1

OPM

Add Text here

QUAMC

3. Issuance of Diploma (Second Copy)





Requirements





3.a Procedure

PROCESS PERSON



PAPER (FORM,


PROCESS TIME

1 Ask for Request Form and present all documents required to request for a second copy ( Diploma)

3 minutes

Information Officer


Official Receipts

2 Fill-up Request Form and hand-over filled-up Form to Information officer

3 minutes Filled-up

Request Form

3 Secure Claim Stub 2 minutes Claim Stub

4 Receive Claim Stub 1minute Claim Stub

5

Collect Diploma 7 days from receipt of claim stub, ---------END OF PROCESS---------

5 minutes Claim Stub and

Diploma

27

Version 1

1

OPM

Add Text here

QUAMC

4. Issuance of Certification





Requirements





4.a Procedure

PROCESS PERSON



PAPER (FORM,


PROCESS TIME

1 Ask for Request Form and present all documents required to request for Certification

3 minutes

Information Officer


Official Receipts


3 minutes Filled-up Request

Form


3 minutes Receiving

Teller

Accomplished Request

Form

4 Receive Official Receipt from payment made 2 minutes Official Receipt

5 Present Official Receipt and Secure Claim Stub 2 minutes

Information Officer

Official Receipt

6 Receive Claim Stub 1 minute Claim Stub

7

Collect Certificate 1 hour from receipt of claim stub. ---------END OF PROCESS----------

5 minutes Claim Stub

and Certificate

28

Version 1

1

OPM

Add Text here

QUAMC

5. Issuance of Honorable Dismissal


Who can avail of the service ALL Students/Graduates/Alumni

Requirements

Released Transcript of Records for Transfer Purposes

Photocopies of Official Receipts made to other fees that may be required.

Authorization letter for representative

Honorable Dismissal is issued only once.


5.a Procedure

PROCESS

PERSON (RESPONSIBLE

FOR THE DELIVERY OF

SERVICE)

PAPER (FORM,


PROCESS TIME

1 Ask for Request Form and present Transcript of Records for Transfer and all documents required to request for Honorable Dismissal

3 minutes Information

Officer

Transcript of Records for

Transfer


3 minutes Filled-up

request form


3 minutes Receiving

Teller

Accomplished Request

Form

4 Receive Official Receipt from payment made 2 minutes Official Receipt

5 Present Official Receipt and Secure Claim Stub 2 minutes

Information Officer

Claim Stub

6 Receives Claim Stub 1 minute Claim Stub

7

Collect Honorable Dismissal 1 hour from receipt of claim stub. ----------END OF PROCESS---------

5 minutes

Claim Stub and

Honorable Dismissal

29

Version 1

1

OPM

Add Text here

QUAMC

THE UNIVERSITY LIBRARY

The NORSU Library is a vibrant learning and physical space that supports the instruction, research studies and other requirements and needs of the students, guests and any person interested to use the library facilities for learning purposes. The services of the library are drawn from the diverse collections, print and electronic resources. Moreover, the University Library aims to:

1. Acquire and organize library materials facilities, and equipment that will make possible the

most effective use of its resources by students, faculty members and researchers so as to

contribute to their intellectual, scientific and technological advancement;

2. Provide digital and other electronic related services to enhance learning and other

researched activities of students and others who wish to avail of the learning resources and facilities of the library.

THE ORGANIZATIONAL STRUCTURE OF THE UNIVERSITY LIBRARY

University Library

Special Library

Library Administration

Multi Media

Circulation

Collection

Management Public Services


Reference

Periodicals

Reserve

Filipiniana

Research Publication

College of Law

Graduate School

College of

Education

Internet

Facilities & Systems

Digital

Library

Library Committee

30

Version 1

1

OPM

Add Text here

QUAMC

The above organizational structure of the University Library shows the reporting to relationship with the

VP Academic Affairs and the direct line accountabilities represented herein by the four (4) sections with

whom the corresponding activities of these sections are grouped according to the nature of tasks and

deliverables

THE ORGANIZATIONAL STRUCTURE OF THE EXTERNAL CAMPUS LIBRARY

. On the other hand, the organization structure, (above) of the external campuses illustrates that the External Campus Librarian reports directly to the Campus Administrator. However, the library services at the external campuses are limited to the collections falling under the public services classification only.

External Campus

Administrator

External Campus Librarian


Library

Committee

31

Version 1

1

OPM

Add Text here

QUAMC

THE UNIVERSITY LIBRARY’S OFFICE HUMAN RESOURCES

1. Job Title : University LIBRARIAN



Communications Framework External : AACCUP, external library users /visitors/guests Internal : Students, Faculty, Deans, NORSU Community


Approvals : Limited to non-financial.


All collections and maintenance of the Library.

Duties and Responsibilities 1. Provide leadership and develop appropriate recommendations for the implementation of

related technology application in support of enhanced library services; 2. Manage the planning, administrative, budgetary functions and information services; 3. Develop and maintain collection management policies and procedures; 4. Ensure that effective access to Library collections and resources are provided; 5. Ensure that cataloguing, indexing and classification of all library resources and

collections are up-to-date and current; 6. Maintain the organization and preservation of library materials; 7. Provide library and research services to library users; 8. Ensure that materials and collections are current, accessible, and available to Library

users whenever these are required; 9. Ensure that all defined deliverables are executed to the satisfaction of students and all other stakeholders having transactions at the Library; 10.Ensure in-time communication about new developments, new collections, new

procedures of services; 11.Collaborate with external campus administrators and librarians for any matters and

issues pertinent to the over-all library resources, collections and other related library services;

12.Submit an annual report on the status of the Library to the President through the Vice- President for Academic Affairs.

32

Version 1

1

OPM

Add Text here

QUAMC

2. Job Title : LIBRARIAN – Public Service Section

Reporting to : University Librarian for Main Campus

Campus Administrator for External Campus


Communications Framework External : External library users Internal : Students, Faculty, Deans,

NORSU Community


Approvals : None


All collections and maintenance of the Library. Duties and Responsibilities

1. Preserve the quality of all books, references, periodicals with in the Public Service section of the Library and ensuring the accessibility of the same to users; 2. Ensure that needs of students and other library users are efficiently attended to; 3. Extend assistance in locating books and sections for research and other learning related activities; 4. Keep and update the circulation records and statistics; 5. Extend the serviceability of the books by making minor repairs; 6. Ensure that Library policies, rules and procedures are observed; 7. Complie bibliographies;

8. Report to the University Librarian any untowards incident/incidences that are happening at the Library.

3. Job Title : LIBRARIAN

Collection Management Section

Reporting to : University Librarian


Communications Framework External : External Library users Internal : Students, Faculty, Deans, NORSU Community


Approvals : None

33

Version 1

1

OPM

Add Text here

QUAMC


To all collections in and maintenance of the Library.



8. Determine books to be weeded out; 9. Report to the University Librarian any untowards incident/incidences that are happening at the Library.

4. Job Title : LIBRARIAN – Special Library Section



Communications Framework External : External Library users Internal : Students, Faculty, Deans,

NORSU Community


Approvals : None


Collections in and maintenance of the Library.



8. Report to the University Librarian any untowards incident/incidences that are happening at the Library.

34

Version 1

1

OPM

Add Text here

QUAMC

5. Job Title : Multi Media Incharge




NORSU Community


Approvals : None


All equipment and other facilities under the Multi Media. Duties and Responsibilities 1. Provide effective plans in developing library media resources and programs in promoting students learning and faculties’ teaching effectiveness ; 2. Implement maintenance schedules of all equipment and keeps a maintenance log-book; 3. Ensure that all equipment are in good and running condition; 4. Collaborate with other members of the library team for a smooth flow of work related activities where the support of the multi media team is required; 5. Report any untoward incident/incidences occurring in the Library.

6. Job Title : Administrative Assistant




NORSU Community


Approvals : None


All administrative matters of the Library

35

Version 1

1

OPM

Add Text here

QUAMC

Duties and Responsibilities 1. Perform administrative work supporting the operations, functions and programs of the

Library; 2. Perform full range of administrative support services ; 3. Provide in-time and excellent services to all clients of the library; 4. Perform a variety of library tasks that may be assigned from time to time for the smooth

operation of the library ; 5. Respond any untoward incident/incidences occurring in the library premises.

36

Version 1

1

OPM

Add Text here

QUAMC

Types of Services with the corresponding procedures:

1. Issuance of Student Library ID

Day/Time Service is Available : Monday – Saturday ; 7:00AM to 7:00PM

No Noon Break

Who can avail of the Service : Bonafide NORSU Students

Requirements to avail the service : Valid Student ID

Place/Location Service is availed : University Librarian’s Office

1.a Procedure

PROCESS PERSON



PAPER

(FORM, DOCUMENT, EVIDENCE)

SI STEPS PROCESS

TIME

1 Request for Library ID Form. 2 minutes

Library Staff

Student ID

2 Submit filled-up Library ID Form. 2 minutes Filled-up Library ID

Form

3

Collect Library ID. ----------END OF PROCESS----------

1 day from application

Student ID

37

Version 1

1

OPM

Add Text here

QUAMC

2. Borrow Fiction Books


No Noon Break


Requirements to avail the service : Valid Student ID and Library ID

Place/Location Service is availed : Circulation Section

Number of Fiction Books at a time : 2 Books

2.a Procedure

PROCESS PERSON (RESPONSIBLE

FOR THE DELIVERY OF

SERVICE)

PAPER


SI STEPS PROCESS

TIME

1 Fill-up book card/s of selected fiction book/s

Library Staff

Student ID

2 Submit filled-up book card/s and selected fiction book/s

3 minutes

Library ID; filled-up book card/s; Selected Fiction Book/s

3 Receive selected fiction book/s 1 minutes Selected Books

4

Return borrowed fiction book/s on or before the 7th day from date of issue. ----------END OF PROCESS----------

2 minutes Library ID

38

Version 1

1

OPM

Add Text here

QUAMC

3. Borrow Non-Fiction Books


No Noon Break



Place/Location Service is availed : Circulation Section

Number of Non-Fiction Books at a time : 2 Books

3.a Procedure

PROCESS PERSON



PAPER


SI STEPS PROCESS

TIME

1 Fill-up book card/s of selected non- fiction book/s.

Library Staff

2 Submit filled-up book card/s and selected non fiction book/s.

2 minutes

Library ID; filled-up book card/s;selected Non- Fiction Book/s

3 Receive selected non-fiction book/s. 1 minutes Selected Books

4

Return borrowed fction book/s within 1-day from date of issue. ----------END OF PROCESS----------


39

Version 1

1

OPM

Add Text here

QUAMC

4. Borrow Reserved books for Overnight

Day/Time Service is Available : Monday – Saturday ; 4:00PM to 7:00PM



Place/Location Service is availed : Reserve Section

Number of Reserved Book at a time : 1 Books

4.a Procedure

PROCESS PERSON



PAPER


SI STEPS PROCESS

TIME

1 Fill-up book card of selected reserve book.

Library Staff

2 Submit filled-up book card of selected reserve book. 3 minutes

Library ID; book card; Reserved

Book

3 Receive reserve book. 1 minute Reserved

Book

4

Return borrowed reserved book by 7:30AM the following day from date of issue. ----------END OF PROCESS---------


40

Version 1

1

OPM

Add Text here

QUAMC

5. Borrow Reserved Books for Library Use


No Noon Break





5.a Procedure

PROCESS PERSON



PAPER


SI STEPS PROCESS

TIME

1 Fill-up book card of selected reserve book.

Library Staff

2 Submit filled-up book card of selected reserve book.

3 minutes

Library ID; book card; Reserved

Book

3 Receive selected reserve book. 1 minute Reserved

Book

4

Return borrowed reserved book after 1-hour from the time of issue. ----------END OF PROCESS----------


41

Version 1

1

OPM

Add Text here

QUAMC

6. Renewal of Borrowed Reserved Books for Libray Use


No Noon Break





6.a Procedure

PROCESS PERSON



PAPER


SI STEPS PROCESS

TIME

1 Fill-up book card for renewal purposes. 2 minutes

Library Staff

Library card; book

card; Reserve

Book

2 Receive borrowed reserved book. 1 minutes Reserved

Book

3 Return borrowed reserved book after 1-hour from time of issue.

1 minute Library ID

42

Version 1

1

OPM

Add Text here

QUAMC

THE OFFICE OF THE STUDENT AFFAIRS & SERVICES (SAS) The Office of the Student Affairs & Services (SAS) aims to provide NORSU a student centered

programs, activities and services in support to the academic instructions; with the end-in-view of molding a holistic approach towards a well-rounded student development needed to become a responsible citizen and future leaders of the country.

THE ORGANIZATIONAL STRUCTURE OF THE STUDENT AFFAIRS & SERVICES (SAS)

STUDENTS AFFAIRS &

SERVICES (SAS)

Administrative Support Student Research

Institutional Student Programs & Services

Student Welfare Services Student Development Services

Information & Orientation Admissions Services

Student Publication & YR Book

Student Handbook Development

Guidance & Counseling

Student Discipline

Career & Job Placement Services

Gender & Relationship Issues

Economic Enterprise

Student Organization

Academic

Non-Academic

Student Government

Culture & Art

Sports Development

Social & Community Involvement

Student Wellness

Health Services

Food Services

Safety & Security

Scholarship & Financial Assistance

S/PWD & Special Needs

International Student Services

Multi-Faith Services

ACADEMIC AFFAIRS

Leadership Training Programs

43

Version 1

1

OPM

Add Text here

QUAMC

The Office of SAS has three (3) major service areas and in each area are services pertinent to the service area. These are as follows: 1. The Student Welfare Services

The services under Student Welfare are the basic services and programs necessary to serve the well being of students. These include: 1.a Information, orientation and all other activities that provide awareness and informative

materials and references to the students life at NORSU’

1.b Guidance and Counseling and all other similar activities where an integrated approach toward a well-functioning individual are utilized;

2. The Student Development Services

These are programs and activities designed for the enhancement and deepening of leadership skills, social responsibility, and all other activities leading to the personal and professional growth and development of students. These development programs and activities are catered under: 2.a Student Organizations consisting of recognized/accredited academic and non-academic related student organizations; 2.b Student Government which refers to the student body duly organized and elected at large by the students themselves, with due recognition and authority from the University; and 2.c Economic Enterprise, which involves services and programs that would address the other economic needs of students. Students entrepreneurial skills shall be developed under this program.

3. The Institutional Student Programs and Services

These are programs and activities that facilitate the delivery of essential services to the students and would be students. These are: 3.a Admission Services; 3.b Student Wellness, (Health, Food, Safety and Security) 3.c Scholarship and Financial Assistance 3.d Student/Persons with Disability 3.e International Students Services 3.f Multi-Faith Services

44

Version 1

1

OPM

Add Text here

QUAMC

THE OFFICE OF STUDENT AFFAIRS AND SERVICES HUMAN RESOURCES

1. Job Title : SAS Director



Communications Framework External : CHED, AACCUP, Industry partners, GOs, NGOs, Internal : President Office, Academic, Administration, students, faculty and all other members of the NORSU community


Approvals : Those covered under the University Mandate


The overall performance of the Student Affairs and Services Office.


1. Ensuring quality service standards in the delivery of student services are executed by all units, departments and persons directly responsible in the delivery of service; 2. Provide a University-wide leadership and direction by ensuring that support is provided to all student affairs and service providers; 3. Ensure that the SAS Office budget is planned, prepared and monitored in keeping with COA, CHED and University objectives, policies and procedures; 4. Develops, implement, monitor, and review operational plans, procedures, systems and support in accordance with the University’s strategic goals, policies, procedures and regulatory requirements; 5. Coordinate with various SAS Office units’ heads, student organization advisers to ensure that services, programs and activities are regularly reviewed and updated;

6. Plan, organize, direct, and administer activities and services that support students in

assigned areas, and ensures that such activities and services remain with budgetary limits. 7. Address complaints and conducts investigation as required.

8. Lead or participate in University-wide initiatives and committees; 9. Develop, implement, monitor, and reviews tactical and operational plans, procedures, systems and support in accordance with the College’s strategic goals, policies, procedures and regulatory requirements.

10.Perform other related tasks that may be required.

45

Version 1

1

OPM

Add Text here

QUAMC

2. Job Title : Administrative Support

Reporting to : SA&S Director


Communications Framework External : None Internal : Offices of the Academic Affairs, Administration, Faculty, Students

Key Accountabilities The delivery of services at the Student Affairs & Services Office.


1. Ensuring quality service standards in the delivery of student services; 2. Provide administrative support for SAS; 3. Provide detailed information on policies and academic regulations; and Coordinates activities related to SAS. 4. Liaise with students, faculties, staff, departments, related to academic regulations; 5. Compile information and verify and update timetables and calendar entries. 6. Maintain a current file of courses, calendars, programs, student and graduates. 7. Perform other duties and responsibilities that may be assigned from time to time.

46

Version 1

1

OPM

Add Text here

QUAMC

Types of Services with the corresponding procedures: 1. Issuance of Students New Identification Card or Replacement of Lost ID


Who can avail of the service ALL Students

Requirements Load Slip stamped enrolled by Registrar’s Office and photocopy of enrollment payment receipt

Place/Location service is available SAS Office

1.a Procedure

PROCESS PERSON



PAPER (FORM, DOCUMENT,

EVIDENCE) SI STEPS PROCESS

TIME

1 Request for New ID 3 minutes

SAS Admin Staff

Load Slip stamped enrolled by Registrar & Photocopy of payment

receipt

2 Submit for picture taking 5 minutes


receipt

3 Receive temporary ID 3 minutes


receipt

4

Claim official ID Card ----------END OF PROCESS--------

5 minutes Temporary ID

47

Version 1

1

OPM

Add Text here

QUAMC

2. Validation of Expired Identification Card



Requirements Expired ID


2.a Procedure

PROCESS PERSON



PAPER (FORM,

DOCUMENT, EVIDENCE)

SI STEPS PROCESS

TIME

1 Present Student ID with expiry period 3 minutes

SAS Admin Staff

Student ID

2

Receive validated Student ID. ---------END OF PROCESS--------

5 minutes Student ID

48

Version 1

1

OPM

Add Text here

QUAMC

3. Replacement of Damaged Student Identification Card



Requirements

Damaged Student Identification Card


3.a Procedure

PROCESS PERSON



PAPER (FORM,

DOCUMENT, EVIDENCE)

SI STEPS PROCESS

TIME

1 Hand over damaged student ID 3 minutes

SAS Admin Staff

Student ID

2 Submit for picture taking 5 minutes Student ID

3 Claim temporary ID 3 minutes Student ID

4

Claim Official ID Card ----------END OF PROCESS----------

5 minutes New Student ID

49

Version 1

1

OPM

Add Text here

QUAMC

4. Issuance of Certificate of Good Moral Character Day/time Service is available Monday-Friday; 8:00AM to 5:00PM (No Noon Break)


Requirements Valid Student ID


4.a. Procedure

PROCESS PERSON



PAPER (FORM,

DOCUMENT, EVIDENCE)

SI STEPS PROCESS

TIME

1 Request for a form 2 minutes

SAS Staff

Valid Student ID

2 Fill-up form and submit to staff 3 minutes Filled-up

form

3 Make payment to Cashier 2 minutes Receiving Teller

Filled-up form

4 Secure signature of concerned Dean on request form by presenting official receipt.

2 minutes Staff at Dean's Office

Request Form and

Official Receipt

5 Secure claim stub. 2 minutes

SAS Staff

Claim Stub

6

Present claim stub after 1 hour from receipt of claim stub. ----------END OF PROCESS---------- OR

5 minutes GMC

Certificate

7

Present claim stub with authorization Letter for 3rd party request after 1 hour from receipt of claim stub ----------END OF PROCESS----------

5 minutes GMC

Certificate

50

Version 1

1

OPM

Add Text here

QUAMC

5. Issuance of Recommendation Letter for OJT, Employment and Apprenticeship Day/time Service is available Monday-Friday; 8:00AM to 5:00PM (No Noon Break)


Requirements Valid Student ID and Negative Drug Test Result


5.a Procedure

PROCESS PERSON



PAPER (FORM,


PROCESS TIME

1 Request a form 2 minutes

SAS Staff

Valid Student ID and Negative Drug Test Result

2 Fill-up form and submit to staff 3 minutes Filled-up form

3 Make payment to Cashier 2 minutes Receiving Teller

Filled-up form

4 Secure signature of concerned Dean on request form by presenting official receipt and negative drug test result

2 minutes Staff at Dean's Office

Request Form, Official Receipt, Negative Drug Test Result

5 Secure claim stub 2 minutes

SAS Staff

Claim Stub

6 Present claim stub after 1 hour from receipt of claim stub. ----------END OF PROCESS---- OR

5 minutes GMC Certificate

7

Present Claim Stub with Authorization Letter for 3rd party request after 1 hour from receipt of claim stub ---------END OF PROCESS--------

5 minutes GMC Certificate

51

Version 1

1

OPM

Add Text here

QUAMC

THE UNIVERSITY CARE CENTER (COUNSELLING, ASSESSMENT, RESOURCES, ENHANCEMENT) The CARE Center, is an integral part of the University’s total education program. It is developmental by design and includes sequential activities in the areas of academic achievement, personal/social development and career development organized and implemented by guidance counselors ensuring that the students become productive, well-adjusted adults. It is holistic in approach with active collaboration with parents/guardians, faculty, administrator, and community. The CARE Center aims to deliver its services thru: 1. Counselling These are professional counselling assistance through teaching and interaction between student and counselor, either individually, by groups or peer counselling where the needs, problems, or difficulties of the students are shared, examined, and processed with the end goal of empowering the students to effectively manage her/his concerns. The areas of concern can be academic, personal or social which affects the student’s personality, emotional, attitude, values and behavior. 2. Testing The testing services cover the administration, scoring, interpretations of standardized psychological tests that are used to determine the over-all psychological picture of the student’s intellectual and emotional traits or character. The testing program aims to help the students gain understanding of their needs and personality where they are able to realize their potentials and identify their strengths and weaknesses. Moreover, the results of the tests are equally valuable to the faculty administrators in evaluating and improving educational outcomes as well as useful instruments in the diagnosis of academic failures, educational and vocational counseling, and determination of alternative choices for solutions to problems encountered by the students. 3. Placement These are services that prepare the graduating students for transition from school to work through Job Entry Skills Training and Job Placements through industry linkages. 4. Follow-up This is a formal and systematic monitoring of students’ or individual’s progress during On the Job training as basis for evaluating the program and curriculum; as well as a collaborative and systematic data gathering process about each student for individual self-analysis, individual evaluation and assistance in decision-making, self-understanding and self-direction.

52

Version 1

1

OPM

Add Text here

QUAMC

5. Referral and Consultation Referrals and consultation supplement information gathered about the student’s situation and environment, and facilitate better understanding of the student’s behavior, and serves as decision making aids in determining best available intervention are recommended.

53

Version 1

1

OPM

Add Text here

QUAMC

THE ORGANIZATIONAL STRUCTURE OF THE UNIVERSITY’S CARE CENTER

VP Administration, Planning and Development

CARE Director

Guidance Counselors

Placement Officers

Administrative Staff

54

Version 1

1

OPM

Add Text here

QUAMC

THE UNIVERSITY’S CARE CENTER HUMAN RESOURCES

1. Job Title : University Guidance Counselor

Reporting to : Vice President for Administration, Planning and Development


Communications Framework External : CHED, AACCUP, other institutions in the field. Internal : President, Deans, Faculty, Guidance Counselors, Students


Approvals : Limited to direct accountabilities


Delivery of all services, safety of all Test Materials , and confidentiality of all cases at the CARE Center.


1. Provide leadership at the CARE Center as the University Guidance and Counselor; 2. Network with agencies, institutions, health service providers for possible outside referrals; 3. Develop a comprehensive plan and CARE programs and activities with the corresponding monitoring and evaluation mechanism as a feedback to each and every program and activities; 4 Consult with other allied professionals being seen by students who at the same time are seeking counseling help. 5. Ensure all disciplinary cases of students’ follow due process and are documented; 6. Ensuring that the appropriate psychological assessment tools are used viz-a-viz specific case, requirement or need; 7. Establish linkages with Industry partners; 8. Act as the interface between the industry partner and College unit/department relating to training of students under the Job Placement programs; 9. Initiate a follow-up study on unique cases of students; 10.Ensure that all parties in any conference with students are represented; 11.Initiate a regular meetings with College Guidance Counselors as a form of formal feedback mechanism to all issues and cases; 12.Represent the University in the various seminars, workshops and other symposia in the area of CARE; 13.Attend, to Faculty and Staff seeking counseling services;

55

Version 1

1

OPM

Add Text here

QUAMC

2. Job Title : Guidance Counselor

Reporting to : University Guidance Counselor


Communications Framework External : CHED, AACCUP, Internal : President, Deans, Faculty, Guidance Counselors, Students

Key Accountabilities :

Results of the counseling processes and activities undertaken to a student or group of students;


1. Attend to students requiring guidance and counseling sessions as may have been referred by faculty members, school administrators, parents and others; 2. Perform individual or group counseling sessions with students who have personal, academic, disciplinary, or vocational concerns; 3. Prepare counseling reports, case studies and profile of students; 4. Provide assistance to students seeking guidance and counseling services; 5. Ensure confidentiality of all students’ counseling records/files; 6. Disseminates guidance-related information by posting in bulletin boards, guidance gazettes, and other reading materials and through room to room campaign, student orientation and other reading materials as well as during parents’ conferences and faculty meetings. 7. Coordinate with Faculty and parents of students with academic and behavioral problems; 8. Ensure a follow-up on all cases; 9. Administer/interpret appropriate psychological tests; 10.Coordinate with other guidance and counselors of all other programs and activities of CARE. 11.Perform other assignments, tasks and duties that may be assign from time to time.

56

Version 1

1

OPM

Add Text here

QUAMC

3. Job Title : Placement Officer



Communications Framework External : CHED, AACCUP, Industry Partners Internal : President, Deans, Faculty, Guidance Counselors, Students


Career and Job Placements of students having OJT or internship programs.


1. Ensuring that students having OJT or internships have been provided with the appropriate jobs/career related programs and activities; 2. Coordinate with the colleges and/or faculty advisers of students regarding implementation of OJT or internship programs; 3. Maintains database of Industry partners; 4. Ensure that students under the placement programs are provided with guidance and support within the limits of the available sources. 5. Ensure that each student under the placement program receives from the employer the training agreed upon and to arrange any other relevant training included in the student’s overall training program. 6. Maintain full, detailed and accurate records of the student’s placements and the same be captured in the student’s file; 7. Resolve with students and employers any disputes that may arise in connection with the OJT or internship program or personal; 8. Ensure that an evaluation are conducted to Industry Partners and students every after an OJT or Internship; 9. Submit a regular report on all evaluation and feedback from Industry partners and students under the Job Placement programs; 10.Perform other assignments, tasks and duties that may be assigned from time to time.

57

Version 1

1

OPM

Add Text here

QUAMC

4. Job Title : Administrative Support Staff



Communications Framework External : Internal : President, Deans, Faculty, Guidance Counselors, Students


Direct support to the University Guidance Counselor, College Guidance Counselors, Placement Officers of the CARE Center and ensure that all front line services to the students are delivered.


1. Ensure that administrative support are provided to the office of the CARE Center including all clerical tasks and duties; 2. Keep and organize all files and records of the Center; 3. Maintain an orderly and welcoming office environment, greet all visitors with pleasant and professional demeanor; 4. Handles confidential information with tact, discretion and in compliance with CARE Office regulation; 5. Perform other assignments, tasks and duties that may be assigned from time to time.

58

Version 1

1

OPM

Add Text here

QUAMC

Types of Services with the corresponding procedures: 1. Administering NORSU Admission Test

Day/Time Service is available Monday - Friday ; 8:00AM to 5:00PM (No Noon Break)

Who can avail of the service Incoming Freshmen or Transferee

Requirements

2 pcs Recent 2 X 2 colored photo; Photocopy of High School Report Card; Good Moral Certificate; Photo copy of Birth Certificate; FOR TRANSFEREE: Transcript of records for evaluation and certificate of honorable dismissal) and pencil

Place/Location service is available CARE CENTER

Fees and Charges NAT - Php 40.00 English Exam - Php 60.00 CEA - Php 25.00

1.a. Procedure

PROCESS PERSON


DELIVERY OF

SERVICE)

PAPER (FORM,


PROCESSTIME

1 Request for NORSU Admission Test (NAT) Form

3 minutes CARE Staff NAT Form

2 Fill up NAT FORM and submit to CARE Staff

5 minutes CARE Staff Filled up

NAT Form

3 Pay to Cashier and receives official receipt

2 minutes Receiving Teller

Filled-up NAT Form and Official

Receipt

4 Present official receipt and filled-up NAT form

2 minutes CARE Staff

Filled-up NAT Form and Official

Receipt

5 Take the NAT Exam 1 hour CARE Staff NAT Answer

sheet

6 Receive NAT Exam claim stub 2 minutes CARE Staff NAT Exam Claim Stub

7

Present NAT Exam claim stub and receive the NAT Exam Results ----------END OF PROCESS----------

2 minutes

CARE Staff

NAT Exam Result

59

Version 1

1

OPM

Add Text here

QUAMC

THE UNIVERSITY MEDICAL AND DENTAL CLINIC The Medical and Dental Clinic of the University is a walk-in facility that provides routine consultations and emergency medical and dental care services to the students, faculty and staff.

THE ORGANIZATION STRUCTURE OF THE UNIVERSITY MEDICAL AND DENTAL CLINIC

The organizational structure is composed of two (2) separate sections. Medical and Dental. Each clinic is separately headed by a Medical Doctor and a Dentist both reporting to the VP Administration.

1. Medical Clinic

This clinic is responsible for the students’ medical checkup including provisions of medical advice, prescription of medicines, and issuance of medical certificates to students to support absence due to illness and to students who will undergo educational tours, on-the-job trainings, sports activities, and other activities requiring certification or evidence of good health.

2. Dental Clinic

This clinic is responsible for the students’ dental checkup including dental health awareness lectures, issuance of dental certificates, consultation, prescription and dispensing of available medicines.

Medical

Clinic

University Nurse

Dental

Clinic

Vice President for Administration,

Planning, and Development

60

Version 1

1

OPM

Add Text here

QUAMC

THE UNIVERSITY CLINIC HUMAN RESOURCES

1. Job Title : University Physician

Reporting to : Vice President for Administration, Planning, and Development


Communications Framework External : AACCUP Accreditors, DOH, Suppliers, others Internal : Internal Offices


1. Compliance to medical mandate; to follow medical protocol 2. Medical supplies and equipment


1. Provide employees and students medical checkup, medical advice or prescription and consequently dispenses a three-day allowance package of available medicines. 2. Issue medical certificates to students who will undergo educational tours, on-the-job

trainings, sports activities, and other activities requiring certification or evidence of good health.

3. Inform parents, guardians, or teachers of the condition of their student. 4. Recommend hospital treatment for patients as needed, especially in cases of emergency

and known communicable diseases that cannot be treated at the clinic. 5. Inventories supplies and facilities in the clinic and makes requisition for necessary items. 6. Maintain a logbook of patients, indicating their illness, mode of treatment, medication

dispensed and advice or prescription. 7. Submits a year-end report to the superiors on the inventory of the physical condition of

the clinic and the performance of the staff. 8. Promote health consciousness among students and employees by inviting health

resource persons to lecture on various health issues. 9. Strictly observe the working schedule and punctuality and implements a consistent

performance on-duty. 10.Attend all meetings and conferences, retreats, and other social activities organized by

the school administration to foster camaraderie. 11.Perform other tasks, duties, and functions assigned by superiors should the need

arises.

61

Version 1

1

OPM

Add Text here

QUAMC

2. Job Title : University Dentist

Reporting to : Vice President for Administration, Planning, and Development


Communications Framework External : AACCUP Accreditors, Negros Oriental Dental Society, Suppliers, others Internal : Internal offices


1. Compliance to medical mandate; to follow dental protocol 2. Dental supplies and equipment

Duties and Responsibilities 1. Provides assistance in the screening of prospective students or transferees with the issuance of Dental Certificate prior to enrolment. 2. Conducts annual dental checkup and other dental services to students and employees

and informs them of the diagnosis, prescription, and advices upon consultation. 3. Keeps records of students and employees with disabilities as required by the

Department of Health. 4. Has the authority to inform parents, guardians, or teachers of the condition of the

student. 5. Maintains logbook of patients, indicating their illness, mode of treatment, medication

dispensed and advice or prescription. 6. Issues dental excuse slips/certifications to availing students if necessary. 7. Updates health records of students and employees. 8. Promotes good dental health consciousness through lectures prior to dental services as

well as disseminates the current Dental Health Activities on bulletins. 9. Inventories dental supplies and facilities in the clinic and makes requisition for necessary

items. 10.Attends all meetings and conferences, retreats, and other social activities organized by

the school administration to foster camaraderie. 11.Attends meetings organized by Philippine Dental Association. 12.Submits a year-end report to the superiors on the inventory of the physical condition of

the clinic, services rendered and the performance of the staff. 13.Strictly observes the working schedule and punctuality and implements a consistent

performance on-duty. 14.Keeps the dental clinic clean, organized, and furnished with the necessary dental

medications. 15.Performs other duties, tasks, and functions delegated by superior as the need arises.

62

Version 1

1

OPM

Add Text here

QUAMC

3. Job Title : University Nurse

Reporting to : University Physician


Communications Framework External : AACCUP Accreditors, DOH, Suppliers, Internal : Internal offices


1. Delivery of medical and dental services and functionality of medical equipment. Duties and Responsibilities

1. Assist the University Physician in the performance of the duties and responsibilities. 2. Be present at the clinic during office hours to be able to respond to ordinary or

emergency cases. 3. Provide appropriate emergency treatment to students and employees with

medical-surgical conditions e.g. open wounds, asthma, fracture or dislocations. 4. Act as the secretary and receptionist of the clinic and keep a logbook of

services extended to all patients. 5. Accomplish, on the doctor’s directions, medical forms and records needed for

information or communication about the client or patient. 6. Control the inflow of students seeking medical assistance in the clinic. 7. Inventory medicine and medical equipment and subsequently recommend and

follows up the requisitions. 8. Confers with the physician, dentist, teachers, parents and guardians about the

health status of the students. 9. Perform health inspections of classrooms or shops periodically, with emphasis

on safety and cleanliness of the area. 10.Give clinic passes and excuse slips/certifications for students if necessary. 11.Update health records of students and employees of the University. 12.Dispenses available medicines to patients. 13.Accompany patients to hospitals, if necessary, with the permission and

clearance from the school physician. 14.Assist the University Physician in identifying communicable diseases among

students and upon the recommendation/referral of the Physician, accompanies them to the appropriate treatment facility.

15.Assists the University Physician in coordinating with government and private health entities in promoting health services not available in the University.

16.Provide health lectures to students and employees regarding their illness/diseases during the course of the checkup.

17.Set up and man first aid stations during selected school activities like Founder’s Day celebration, Intramurals, etc.

18.Serve as Delegation Nurse during regional and national athletic meets.

63

Version 1

1

OPM

Add Text here

QUAMC

19.Strictly observe the working schedule and punctuality and implement a

consistent performance on-duty. 20.Attend meetings, conferences, and other social activities organized by the

school administration. 21.Perform other duties, tasks, and functions delegated by superiors should the need

arises.

64

Version 1

1

OPM

Add Text here

QUAMC

TYPES OF SERVICE AND ITS CORRESPONDING PROCEDURE 1. Medical Routine Consultation – New Case


Monday - Friday; 8:00AM to 5:00PM (NO NOON BREAK)

Who can avail of the service All Students

Requirements

Valid Student I.D.

Place/Location service is available University Clinic

1.a Procedure

PROCESS PERSON (RESPONSIBLE FOR THE


PAPER

(FORM, DOCUMENT, EVIDENCE) SI STEPS

PROCESSTIME

1 Present for medical consultation and request for a consultation Form

3 minutes Nurse Student ID

2 Fill-up consultation form and submit to nurse 5 minutes Nurse Consultatio

n Form

3 Receive an initial routine checkup of vital signs 10

minutes Nurse

Consultation Form

4 Submit for medical consultation/ treatment *Time vary

Physician Consultatio

n Form

5

Receives initial medication (if available) or drug prescription and medical certificate if student is advised to rest or will be absent from classes; or medical referral if applicable and necessary. ----------END OF PROCESS---------

15 minutes

Physician

Medicines; Drug

Prescription; Medical Certificate or Referral

*process time varies depending on the case and type of medical procedure undertaken.

65

Version 1

1

OPM

Add Text here

QUAMC

2. Medical Routine Consultation (with existing file)


Monday - Friday; 8:00AM to 5:00PM (NO NOON BREAK)


Requirements

Valid Student I.D.

Place/Location service is available University Clinic, CNPAHS Bldg., NORSU Main Campus I

2.a Procedures

PROCESS PERSON (RESPONSIBLE

FOR THE DELIVERY OF

SERVICE)

PAPER (FORM,


PROCESS TIME

1 Present for medical consultation 3 minutes Nurse Student ID

2 Submit for initial routine check-up 5 minutes Nurse Consultation

Form

3 Receive an initial routine checkup of vital signs 10 minutes Nurse Consultation

Form

4 Submit for medical consultation/ treatment *Time vary Physician Consultation

Form

5

Receives initial medication (if available) or drug prescription and medical certificate if student is advised to rest or will be absent from classes; or medical referral if applicable and necessary. ----------END OF PROCESS---------

15 minutes Physician

Medicines; Drug

Prescription; Medical

Certificate or Referral


66

Version 1

1

OPM

Add Text here

QUAMC

3. Dental Service for new case

Day/Time Service is available Monday - Friday; 8:00AM to 5:00PM (NO NOON BREAK)


Requirements Valid Student I.D.


3.a Procedure

PROCESS PERSON (RESPONSIBLE FOR THE DELIVERY OF

SERVICE)

PAPER

(FORM, DOCUMENT, EVIDENCE) SI STEPS

PROCESSTIME

1 Present for dental check-up and request for a Consultation Form

3 minutes

Dentist

Student ID

2 Fill-up consultation form and submit to dentist 5 minutes Consultation

Form

3 Submit for dental consultation/ treatment *Time vary Consultation

Form

4

Receives initial medication (if available) or drug prescription and medical certificate if student is advised to rest or will be absent from classes; or medical referral if applicable and necessary. ----------END OF PROCESS----------

15 minutes

Medicines; Drug




67

Version 1

1

OPM

Add Text here

QUAMC

4. Dental Service for existing cases

Day/Time Service is available Monday - Friday; 8:00AM to 5:00PM (NO NOON BREAK)


Requirements Valid Student I.D.


4.a Procedure

PROCESS PERSON



PAPER

(FORM, DOCUMENT, EVIDENCE) SI STEPS PROCESSTIME

1 Present for dental check-up 3 minutes

Dentist

Student ID

2 Submit for dental consultation/ treatment 5 minutes Consultation

Form

3

Receives initial medication (if available) or drug prescription and medical certificate if student is advised to rest or will be absent from classes; or medical referral if applicable and necessary. ----------END OF PROCESS----------

*Time vary

Medicines; Drug



68

Version 1

1

OPM

Add Text here

QUAMC

THE UNIVERSITY CASHIER’S OFFICE The Cashier Office is the University’s cash custodian. It is tasked to make payments for the University’s monetary obligations arising from various official transactions made. The cash office also ensures that all these monetary related transactions are complying with legal mandates prior to any payments or disbursements. Likewise, the cash office is tasked to receive all forms and types of payments from students and other members of the university community.

THE ORGANIZATION STRUCTURE OF THE UNIVERSITY CASHIERS’ OFFICE

The above structure shows the relationships of the roles and functions of the Cashier’s office as well as its scope of management and control represented by its direct reporting and supervision functions. In this organization structure, the Cashier Department is directly supervised by the Accounting Department of the University, and under it are three (3) sections:

1. Receiving Section

The receiving section is responsible for accepting all payments made from students as per schedule and table of fees. (Annex)

2. Records Section

The records section is responsible for preparing all pertinent documents, reports and files relevant to the section as well as responsible for maintaining and keeping all records of the section.

Receiving Section

Records Section

Payment Section

University Accounting Dept.

CASHIER Department

69

Version 1

1

OPM

Add Text here

QUAMC

3. Payment section The Payment section is responsible for disbursing all scheduled payments to be made. The section also conducts due diligence in ensuring that all supporting documents and papers pertinent to the payment to be made comply with statutory and university requirements of the same.

70

Version 1

1

OPM

Add Text here

QUAMC

THE UNIVERSITY CASHIERS’ OFFICE HUMAN RESOURCES

1. Job Title : University Cashier

Reporting to : University Accountant


Communications Framework External : Depository Banks Internal : Within the Accounting and Cash Departments


Approvals : Limited to the confines and boundaries of

the key accountabilities, duties and responsibilities


1. All cash-in-vault; cash-in-hand and cash in the positions of receiving and paying tellers; and

2. All cheques that are signed by authorized signatories and due for release.


1. Provide leadership in all activities, functions, tasks and work assignments of the department. 2. Ensure safety and security of all cash-in-vault; cash-in-hand; cash-in-transit; 3. Prepares and submits regular reports to the accounting department; 4. Ensures that all cash requirements for payments and disbursements are ready and prepared before its scheduled payments and/or disbursements; 5. Ensures that daily cash transactions from receiving tellers balances/matches with official receipts issued; 6. Ensures that any discrepancies (overages or shortages) from daily cash transactions after exhausting all efforts to find and reconcile cash with pertinent documents must be officially closed and reported; 7. Immediately report to concerned offices any untoward incidents noted to be happening at the office; 8. Ensures an orderly and smooth flow of transactions at the receiving section during peak times such as enrollment and examinations periods; 9. Attends to all queries and concerns pertaining to the transactions and operations at the Cash Department.

71

Version 1

1

OPM

Add Text here

QUAMC

2. Job Title : Receiving Tellers

Reporting to : University Cashier


Communications Framework External : Students Internal : Within the Accounting and Cash Departments


Approvals : Limited to the confines and boundaries of

the key accountabilities, duties and responsibilities


1. All Cash received from various payments made

Duties and Responsibilities 1. Ensure safety and security of all cash received; 2. Prepare a daily cash receipt report and submit to cashier; 3. Ensure that currency received are those approved for circulation by the Bangko Sentral ng Pilipinas 4. Issue Official Receipts to all cash payments received; 5. Ensure that cash receipts balances all official receipts issued for the day; 6. Report to Cashier immediately any untoward incident/incidences happening at the receiving counter; 7. Ensure that cash in custody are safe and secured; 8. Ensure cash differences from the daily transactions and accounted properly ; and 9. Assist other members of the office when required.

3. Job Title : Paying Clerk



Communications Framework External : Students/Utility Services/Suppliers Internal : Within the Accounting and Cash Departments


Approvals : None


1. Safety of all Signed Cheques due for release

72

Version 1

1

OPM

Add Text here

QUAMC


1. Ensure that documents pertinent to a particular payment are in order and complete and have passed due diligence review before any payment is made; 2. Report immediately to University Cashier any untoward incident/incidences noted or observed within the Cash Department; 3. Prepare regular reports as required; 4. Ensure that all signatories required for a payment document are signed; 5. Perform out of office payments as required to various utility service providers and suppliers of the university; 6. Ensure safety of all checks in custody due for release and/or payment; 7. Assist other members of the office when required.

4. Job Title : Records Custodian



Communications Framework External : None Internal : Within the Accounting and Cash Departments


Approvals : None


1. Safety of all Signed Cheques due for release

Duties and Responsibilities 1. Preparing all reports pertaining to documents required; 2. Ensure that all records, files, documents are safe and secured; 3. Ensure that all soft files and documents are free from any forms of corruption to maintain the integrity of the documents; 4. Ensure confidentiality of all records; 5. Ensure that any request for any records shall have the approval of University Cashier and other University officers authorized to approve release of such record/records; 6. Report to Cashier immediately any untoward incident/incidences happening at the records section; 7. Maintaining a back-up file of all soft files and documents; 8. Keeping the records section organized; 9. Assist other members of the office when required

73

Version 1

1

OPM

Add Text here

QUAMC

TYPES OF SERVICE AND ITS CORRESPONDING PROCEDURE 1. Receiving Payments

Day/Time Service is available Monday - Friday ; 8:30AM to 4:30PM NO NOON BREAK

Who can avail of the service ALL Students/Parents/Others authorized to make payments

Day/Time Service is available Saturday ; 9:00AM to 12:00NN

Who can avail of the service Graduate School Students

Requirements Payment Forms from any of the university's operating units/services and colleges requiring payment specifying the nature of payment and amount to be paid

Place/Location service is available Cashier's Office Receiving Window

1.a Procedure

PROCESS PERSON



PAPER (FORM,

DOCUMENT, EVIDENCE)

SI STEPS PROCESS

TIME

1 Hand-over to the receiving teller the payment form and cash.

1 minute

Receiving Teller

Payment Form

2

Receive Official Receipt from payment. ---------END OF PROCESS---------

2minutes Official Receipt

74

Version 1

1

OPM

Add Text here

QUAMC

2. Releasing of Payments These are payments representing various scholarship allowances, stipend and other reimbursements approved for payment. Day/Time Service is available Monday-Friday; 8:30AM to 12:00NN; 1:30PM to 4:30PM Who can avail of the Service Students with approved payments or disbursements Requirements Student valid ID Place/Location service is available Cashier’s Office Receiving Window 2.a Procedure

PERSON (RESPONSIBLE

FOR THE DELIVERY OF

SERVICE)

PAPER (FORM,

DOCUMENT, EVIDENCE) PROCESS

SI STEPS PROCESS

TIME

1 Submit disbursement form and Student ID. 1 minute

Paying Staff

Disbursement Form and ID

2 Receive cash or check. 2minutes Cash or Cheque

3

Acknowledges receipt of payment. ----------END OF PROCESS---------

2 minutes Official Receipt