asu citizen's charter

AKLAN

STATE

UNIVERSITY

CCIITTIIZZEENN’’SS

CCHHAARRTTEERR

TTaabbllee ooff CCoonntteennttss

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

- 1 -

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.

- 2 -

PPeerrffoorrmmaannccee PPlleeddggee

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.

U

- 3 -

FFeeeeddbbaacckk aanndd RReeddrreessss MMeecchhaanniissmm

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.

- 4 -

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.

- 5 -

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:





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

- 6 -


Undergraduate Level

ADMISSION (REGISTRATION)


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


b. Transfer Credential (Honorable Dismissal)

c. True copy of Transcript of Records certified by the Registrar




3. A&E Test Passers


b. A & E Test result

c. Certificate of good moral character signed by school head of last school attended




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

- 7 -

Procedure:





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


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


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

- 8 -

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


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


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

- 9 -


Graduate Level

PRE-ADMISSION


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:





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


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

- 10 -


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


Procedure:




PERSON RESPONSIBLE

FORM/S FEE

1 Presents admission requirements at


Accepts and validates admission credentials

10 minutes Registrar

2 Gets and fills out registration form Issues, evaluates and approves registration form


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


7 Submits Registrar’s copy of RF and get

class cards

Receives Registrar’s copy of RF and issue class cards


8 Secures approval of the Dean Accepts and pre-assesses admission credentials


9 Gives Dean’s copy of the RF Receives Dean’s copy of the RF 5 minutes Dean’s Office Personnel

End of Transaction

- 11 -


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:




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


Official Receipt Php600.00

End of Transaction

- 12 -


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


Procedure:




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


2 Gets application for school records form Provides the application for school records form


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


6 Gets/Claims the certificate of grades Prints/encodes and issues certificate of grades


End of Transaction

- 13 -


ISSUANCE OF CERTIFICATION OF STUDENT’S GRADUATION


8:00 AM – 5:00 PM

Clients: Graduated Students or Representative

Requirements: 1. University I.D. (student)



Duration: 3 days and 36 minutes

Procedure:




PERSON RESPONSIBLE

FORM/S FEE

1 Secures a request slip from the


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



3 Submits the filled-out slip Receives the filled-out slip

Computes the corresponding fee


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


Claim Slip

End of Transaction

- 14 -


ISSUANCE OF CERTIFICATE OF ENROLMENT


8:00 AM – 5:00 PM

Clients: Student or Student’s Representative

Requirements: 1. Student’s Copy of Registration Form

2. Student’s ID


4. Representative’s ID


Procedure:




PERSON RESPONSIBLE

FORM/S FEE



Checks student’s records and request slip


2 Fills out the request slip and logbook Provides the application for school records form




Compute the corresponding fee


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


Claim Slip

- 15 -


AUTHENTICATION OF T/R, DIPLOMA & OTHER ACADEMIC RECORDS


8:00 AM – 5:00 PM

Clients: Student or Student’s Representative

Requirements: Original Copy of Documents to be Authenticated


Procedure:




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


2 Gets and fills out the application for

school records form

Provides the application for school records form



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


Record Book

5 Gets/Claims the authenticated

documents


End of Transaction

- 16 -


APPLICATION AND RELEASING OF TRANSCRIPT OF RECORDS*


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)




Procedure:

STEP STUDENT APPLICANT SERVICE PROVIDER DURATION OF THE

ACTIVITY (Under Normal Circumstances)

PERSON RESPONSIBLE

FORM/S FEE



Issues of request slip 1 minute Registrar’s Office

Request Slip

2 Fills out the request slip and log

book


Assesses the student records to qualify for express service*

Computes the corresponding fee


Computation Slip

4 Proceeds to the Cashier’s Office

and pay required fees

Receives payment and issues Official Receipt (OR)


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)


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

- 17 -

Accounting Office

ISSUANCE OF STATEMENT OF ACCOUNT/BALANCES


8:00 AM – 5:00 PM


Requirements: University I.D. (student) and Official Receipt


Procedure:




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


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


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

- 18 -

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:




PERSON RESPONSIBLE

FORM/S FEE

1 Presents official receipt of payment Prepares and issues test and test booklet


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

- 19 -

Dean’s Office

Graduate Level

APPLICATION FOR OUTLINE DEFENSE


Clients:

Graduate students who passed the Comprehensive Examination

Requirements:

Comprehensive Examination Result


Procedure:




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

- 20 -

Dean’s Office

Graduate Level

APPLICATION FOR PRE-ORAL DEFENSE


Clients: Graduate students who passed Outline Defense

Requirement: Approved Outline


Procedure:




PERSON RESPONSIBLE

FORM/S FEE

1 Applies for pre-oral Defense Issues application for pre-oral defense

5 minutes Dean/Authorized representative



5 minutes Dean

End of Transaction

- 21 -

Dean’s Office

Graduate Level

APPLICATION FOR FINAL ORAL DEFENSE


Clients: Graduate students who passed pre-oral Defense

Requirements: Approved Pre-Oral Defense


Procedure:




PERSON RESPONSIBLE

FORM/S FEE

1 Applies for final oral Defense Issues application for pre-oral defense

5 minutes Dean/Authorized representative

Application Form



5 minutes Dean

End of Transaction

- 22 -

Dean’s Office

ISSUANCE OF FINAL EXAMINATION PERMIT


8:00 AM – 5:00 PM


Requirements:

Duration: 5 minutes

Procedure:




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

- 23 -

Dean’s Office

RELEASE OF CLASS CARDS WITH GRADES TO THE STUDENTS*


8:00 AM – 5:00 PM


Requirements:


Procedure:




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


8:00 AM – 5:00 PM


Requirements:


Procedure:




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


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


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


8:00 AM – 5:00 PM

Clients: Shifters & Transferee Students

Requirements:

1. Assessment Form from the Dean

2. Official Description of Subjects

Duration:

Procedure:




PERSON RESPONSIBLE

FORM/S FEE

1 Secures Validation Form from the


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


Requirements:


Procedure:




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


Requirements:


Procedure:




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


Procedure:




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:




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


Procedure:




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:




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:




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:




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:




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:




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:




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


Clients: Students Requirements: Books Borrowed Duration: 6 minutes Procedure:




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


Clients: Students Requirements: Referral Request Slip Duration: 7 minutes Procedure:




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:




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:




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:




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


8:00 AM – 5:00 PM

Clients: Enrolled/Outgoing students/Graduate students

Requirements:

Duration: 6 minutes

Procedure:




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 -


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


Procedure:





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 -


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:




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 -


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


Procedure:

STEP Organization President SERVICE PROVIDER



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


5 Faculty Adviser seeks designation as adviser of the organization.

Types and prints faculty designation


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 -


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


Procedure:




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 -


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


Procedure:




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 -


STUDENT ASSISTANTSHIP

Service Time: Monday -Saturday

8:00 AM – 5:00 PM


Requirements:

1. Application Letter, 2. Request/Recommendation Letter from the Unit Heads, Student Assistant 3. Personal Data Sheet 4. Schedule of Classes


Procedure:




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


Requirements:


Procedure:




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)


8:00 am – 5:00 pm

Clients: Outside Clients

Requirements:


Procedure:




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)


8:00 am – 5:00 pm


Requirements:


Procedure:




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


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:




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:




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


Prescription pad,

enrollment form /

medical certificate

End of Transaction

- 54 -

Medical Services

ISSUANCE OF MEDICAL CERTIFICATE


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:




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


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


Requirements: Medical Certificate

Duration: 5 minutes

Procedure:




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



Appointment Slip


Procedure:




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


8:00 am – 5:00 pm




Procedure:




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



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


8:00 am – 5:00 pm

Clients: All Students and Faculty


Duration: 5 minutes

Procedure:




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)


8:00 am – 5:00 pm

Clients: All students


Appointment Slip


Procedure:




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



End of Transaction

- 60 -

Dental Services

ISSUANCE OF CERTIFICATE OF DENTAL TREATMENT


8:00 am – 5:00 pm

Clients: All Students and Faculty

Requirements: Oral Health Evaluation Form

Duration: 5 minutes

Procedure:




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


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:




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


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


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


8:00 am – 5:00 pm

Clients: NSTP enrolees

Requirements:

1. Certified machine copy of TOR.

2. Duly accomplished institutional validation and accreditation form


Procedure:




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


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:




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


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:




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


8:00 AM – 5:00 PM

Clients: Faculty/Students/LGUs/NGOs

Requirements: Letter request, Training Design


Procedure:




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


Procedure:




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


Duration: 2 hours

Procedure:




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


8:00 am – 5:00 pm

Clients: LGUs, POs, GOs, NGOs

Requirements: Request Letter, Training Design

Duration: 14 days and 1.5 hours

Procedure:




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.



Procedure:




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: ___________________________________


COMPLIMENT

(Papuri)

COMPLAIN

(Reklamo)

SUGGESTION

(Mungkahi)

asu citizen's charter

Documents

issuance of certificate

library services application

admission registration

audiovisual services

frontline services

consultancy services

issuance of referral

validation of library