part one - ifugao state university 1- administrative manual 2 ifsu code ... it was approved sometime...

Part 1- Administrative Manual

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ADMINISTRATIVE MANUAL

PART ONE


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CHAPTER 1

LEGAL BASES FOR THE EXISTENCE OF THE

IFUGAO STATE UNIVERSITY

1.1. Historical Background

The Ifugao State University (IFSU) with its main campus at Nayon, Lamut, Ifugao has undergone a progressive metamorphosis since its inception in 1920. It started as Nayon Settlement

Farm School (NSFS) by American Educators. It closed at the outbreak of World War II and re-opened after liberation maintaining its general elementary instruction while engaging in agriculture projects

particularly vegetable, poultry, and swine production. The substantial success made in these agricultural projects must have provided the ideas for

Filipino education officials who took over the leadership of the local education system. For then, Mr.

Felix U. Brawner, Sr., District Supervisor of Kiangan (where Lamut was part), together with then Principal Raymundo de Leon conceived a type of instruction based on basic agriculture, for the Nayon

Elementary School. Even though Mr. Brawner was promoted as Assistant Superintendent for Baguio – Mt. Province Division and Mr. de Leon took over as District Supervisor, the duo continued to crystallize

the plan. Soon, they submitted a proposal for the elevation of the institution to Congressman Luis Hora,

Representative of the defunct 3rd District of Mt. Province which included Ifugao. The late Congressman Hora was enthusiastic with the proposal, discussed it with colleagues and

higher education officials, and filed a bill in congress. It was approved sometime in 1959 as Republic Act (R.A.) 2432 elevating the school into the Ifugao Pilot Opportunity School of Agriculture (IPOSA).

The IPOSA, with unique offering exclusively on the rudiments of agricultural skills to out-of-school youths and adults, started in March 1961. Mr. Pedro D. Indunan, then newly appointed Benguet

Ifugao Apayao Kalinga Division Supervisor, together with General Education Supervisors from the

Division for non-formal education assisted the implementation of the programs. Tasked to pioneer the leadership of the new type of school was Mr. Saturnino C. Cauton. With

him were five school farm demonstrators and five administrative staffs. Mr. Cauton headed the school until the end of 1966. He was succeeded by Mr. Albert B. Dimas in January 1967.

In recognition to the ownership of the site of the institution, Congressman Luis Hora filed

another Legislative Act re-naming the school into Payon Bugan Pilot Opportunity School of Agriculture (PBPOSA) in honor of Bugan, the original owner and donor of the land where the main campus of IFSU

now stands. With Administrator Dimas, the school continued to grow especially with the offering of the regular vocational agriculture and homemaking courses.

Hon. Romulo B. Lumauig, first elected congressman of the new province of Ifugao, saw it fit

that the school offers college courses and so he worked for the passage of R.A. 6453. The law that converted the PBPOSA into the Ifugao Agricultural and Technical College (IATC) which produced the first

batch of graduates from two-year technical courses in agriculture and homemaking in 1975 and first batch of graduates from the degree courses in Bachelor of Science in Agriculture (BSA) and Bachelor of

Science in Home Technology (BSHT) in 1977. During the Interim Batasan Pambansa, Assemblyman Gualberto B. Lumauig capped the steady

upward metamorphosis of the institution with his Parliamentary Bill No. 1326 which was approved by the

late Former President Ferdinand E. Marcos in March 1982 as Batas Pambansa (BP)Blg. 189. It upgraded the IATC into the Ifugao State College of Agriculture and Forestry (ISCAF) integrating with it the former

Potia National Agricultural School in Potia; and the Barangay Schools at Amduntog, Kiangan; Hacmal, Aguinaldo; Hapao, Hungduan and Impugong, Tinoc. Thereupon, the autonomous chartered state

college started its implementation in January 1983 with Superintendent Albert B. Dimas as Officer-In-

Charge (OIC) President. In December 1985, Dr. Toribio B. Adaci was appointed as the 1st College President. With Dr.

Adaci, the College grew even higher with the offering of several degree and Master’s programs. By virtue of R.A. 7722, otherwise known as the Higher Education Modernization Act of 1994,

Higher Education Institutions (HEIs) were separated from the Basic Education (Elementary and High School) and were subjected to the supervision of the Commission of Higher Education (CHED) while the


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latter with the Department of Education (DepEd). R.A 8292 authorized the integration of CHED

Supervised Institutions (CSIs) to existing State Universities and Colleges (SUCs) in the respective provinces. Thus, the Ifugao College of Arts and Trades (ICAT) at Lagawe was integrated to ISCAF in

the year 1999 covered under Board Resolution No. 645. In February 2002, Dr. Adaci retired and the College was placed under interim management

pending the search and election of a new President. Dr. Marcelo M. Roguel, President of the Nueva

Vizcaya State Institute of Technology (NVSIT), was appointed as the Officer-In-Charge (OIC) President in concurrent capacity. He moved to organize various academic units into Institutes and

pushed for the accreditation of academic programs. On February 21, 2003, a new era was ushered in by the unanimous election of the 2nd

President, Dr. Serafin L. Ngohayon. Dr. Ngohayon recognized the urgent need for a comprehensive development plan and worked for the immediate crafting, approval and implementation of the ISCAF 8-

Year Development Plan 2003–2011. The vision to transform ISCAF into a University was born and

was vigorously pursued. The College developed in all fronts, i.e. more courses were opened all the way to the doctoral level (Ph.D.), curricular programs were standardized and accredited, systems were

computerized, needed facilities improved, researches doubled, extension programs multiplied and income generating projects put up. All of these helped elevate ISCAF from being a SUC level I to SUC

Level III status in 2007.

Recognizing the readiness of ISCAF and the clamor for a higher education institution in the province with broader scope of operation and expansive course offerings, Congressman Solomon R.

Chungalao of the Lone District of Ifugao, filed House Bill (HB) No. 926 seeking to convert ISCAF into the Ifugao State University (IFSU). The bill was later substituted as HB No. 4409 with other Congressmen as

co-sponsors. It was passed in the House of Representatives on September 16, 2008 and immediately transmitted to the Philippine Senate.

Meanwhile, the move to convert ISCAF into a university gained support in the Philippine Senate

with counterpart bills filed by Senator Aquilino Q. Pimentel (SB 1224) and Senator Manny A. Villar (SB 2658), respectively. Along with HB 4409, deliberations on the senate counterpart measures started in

September 17, 2008 highlighted by a public hearing done in April 24, 2009 and its successful passage in the senate floor for 2nd reading on July 27, 2009. With the full support of the Senators and the Senate

Leadership (Senate President Juan Ponce Enrile, Majority Floor leader Juan Miguel F. Zubiri, Chairman of

the Senate Committee on Education Manuel A Roxas lll and Chairman of the Senate Committee on Finance Edgardo J. Angara) the consolidated HB 4409 under committee report 536 was passed on 3rd

and final reading on August 18, 2009. Thereafter, it was sent back to the House of Representatives for concurrence and subsequent signature of Speaker Prospero C. Nograles. It was returned to the senate

for the signature of Senate President Juan Ponce Enrile who formally transmitted it to Malacañang on

September 17, 2009. The legislative task of transforming ISCAF into a University was completed on October 14, 2009

with the signing of Republic Act No. 9720 by her Excellency, President Gloria Macapagal Arroyo into law entitled “An Act Converting the Ifugao State College of Agriculture and Forestry And All Its Existing

Campuses Located in the Province of Ifugao Into A University To Be Known As The Ifugao State University And Appropriating Funds Therefor”.

Formal operation of the Ifugao State University started on January 6, 2010 with a formal

launching of the university status marked by the approval and adoption of the IFSU Code and the 5-Year 2010-2014 Development Plan.

By virtue of Section 9 of R.A. 9720, Dr. Serafin L. Ngohayon is to be the 1st University President of the University. He was officially appointed and sworn into office on December 14, 2009.

1.2. The IFSU Charter

The Ifugao State University was established by virtue of Republic Act No. 9720 signed by Her Excellency, President Gloria Macapagal-Arroyo on October 14, 2009. Thus, there is no better, firmer and

more primary legal basis for its operation and management than the provisions of the university charter itself.


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H.B. No. 4409 Republic of the Philippines

Congress of the Philippines Metro Manila

Fourteenth Congress

Third Regular Session

Begun and held in Metro Manila, on Monday, the Twenty-Seventh day of July, Two Thousand Nine.

[REPUBLIC ACT NO. 9720]

AN ACT CONVERTING THE IFUGAO STATE COLLEGE OF AGRICUI.’I’URE AND FORESTRY IN THE MUNICIPALITY OF LAMUT AND ALL, ITS EXISTING EXTENSION CAMPUSES LOCATED IN THE

PROVINCE OF IFUGAO INTO A STATE UNIVERSITY TO BE KNOWN AS THE IFUGAO STATE UNIVERSITY AND APPROPRIATING FUNDS THEREFOR

Be it enacted by the Senate and House of Representatives of the Philippines in Congress assembled:

SECTION 1. Conversion. – The Ifugao State College of Agriculture and Forestry (ISCAF) in the Municipality of Lamut, including its existing branches, namely: the Potia Campus in the Municipality of

Alfonso Lista; the Lagawe Campus in the capital town of Lagawe; the Aguinaldo Campus in the Municipality of Aguinaldo; the Hapao Campus in the Municipality of Hungduan; and the Tinoc Campus in the Municipality

of Tinoc, all located in the Province of Ifugao, is hereby converted into a state university to be known as the

Ifugao State University, hereinafter referred to as the University. The main campus of the University shall be in Lamut, Ifugao.

SEC. 2. General Mandate. – The University shall primarily provide advanced instruction and

professional training in education, law, arts and sciences, public administration, information technology,

accountancy, business and industry, agriculture and forestry, engineering, indigenous knowledge and other relevant fields of study. It shall also undertake research and extension services, and provide progressive

leadership in its areas of specialization.

SEC. 3. Curricular Offerings. – The University shall offer undergraduate, graduate and short-term

technical courses within its areas of specialization and according to its capabilities as the Board of Regents may deem necessary to carry out its objectives in order to meet the needs of the Province of Ifugao and the

Cordillera Administrative and the Cagayan Valley Regions: Provided, That the University shall retain its original mandate as primarily an agricultural institution: Provided, further, That in the case of graduate

courses, the University shall strengthen its masteral and doctorate degree programs in agriculture and allied courses.

The existing high school/s shall be transferred to the jurisdiction and supervision of the Department

of Education (DepEd): Provided, That the high school is shall be allowed to remain and operate within the campus of the University until the existing students shall have completed their high school education:

Provided, further, That the University may operate a reasonably sized laboratory school, if it has a College of Education.

SEC. 4. Administration. –The University shall have the general powers of a corporation set forth in Batas Pambansa Blg. 68, as amended, otherwise known as the “Corporation Code of the Philippines”. The

administration of the University and the exercise of its corporate powers shall be vested exclusively in the Board of Regents and the President of the University.


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SEC. 5. The Governing Board. – The governing board of the University shall be the Board of

Regents, hereinafter referred to as the Board, which shall be composed of the following: (a) The Chairperson of the Commission on Higher Education (CHED), Chairperson;

(b) The President of the University, Vice Chairperson; (c) The Chairperson of the Committee on Education, Arts and Culture of the Senate, member;

(d) The Chairperson of the Committee on Higher and Technical Education of the House of

Representatives, member; (e) The Regional Director of the National Economic and Development Authority (NEDA), member;

(f) The Regional Director of the Department of Agriculture (DA), member; (g) The President of the federation of faculty associations of the University, member;

(h) The President of the federation of student councils of the University, member; (i) The President of the federation of alumni associations of the University, member; and

(j) Two (2) prominent citizens from the private sector who have distinguished themselves in their

profession or fields of specialization of the University, members.

The Board shall appoint the two (2) prominent citizens from among a list of at least five (5) qualified persons in the Province of Ifugao, as recommended by the search committee constituted by the University

President, in consultation with the Chairperson of the CHED and the other members of the Board, based on

the normal standards and qualifications for the position. The term of office of the President of the federation of faculty associations, the President of the

federation of student councils and the President of the federation of alumni associations shall be coterminous with their respective terms of office, as set forth in their respective constitutions and bylaws.

The two (2) prominent citizens shall serve for a term of two (2) years from the date of appointment.

SEC. 6. Promulgation and Implementation of Policies. – The Board shall promulgate and implement

policies in accordance with the declared State policies on education and other pertinent provisions of the Philippine Constitution on education, agriculture, science and technology, as well as the policies, standards

and thrusts of the CHED under Republic Act No. 7722, otherwise known as the “Higher Education Act of 1994”.

SEC. 7. Powers and Duties of the Board of Regents – The Board shall have the following specific powers and duties, in addition to its general powers of administration and the exercise of all the powers

granted to the board of directors of a corporation under existing laws: (a) To promulgate rules and regulations as may be necessary to carry out the purposes and

functions of the University;

(b) To receive and appropriate all sums as may be provided for the support of the University in the manner it may determine, in its discretion, in order to carry out the purposes and functions of

the University; (c) To import duty-free economic, technical and cultural books and/or publications, upon

certification by the CHED that such imported books and/or publications are for economic, technical, vocational, scientific, philosophical, historical or cultural purposes, in accordance with

the provisions of the Tariff and Customs Code of the Philippines, as amended;

(d) To receive in trust, legacies, gifts and donations of real properties of all kinds and to administer and dispose of the same when necessary for the benefit of the University and, subject to the

limitations, directions and instructions of the donor, if any. Such donations shall be exempt from the donor’s tax and the same shall be considered

as allowable deductions from the gross income in the computation of the income tax of the

donor, in accordance with the provisions of the National Internal Revenue Code (NIRC) of 1997, as amended: Provided, That such donations shall not be disposed of, transferred or sold;

(e) To fix the tuition fees and other necessary school charges such as, but not limited to, matriculation fees, graduation fees and laboratory fees, as the Board may deem proper to

impose, after due consultations with the involved sectors.


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Such fees and charges, including government subsidies and other income generated by

the University, shall constitute special trust funds and shall be deposited in any authorized government depository bank, and all interests that shall accrue there from shall form part of the

same funds for the use of the University. Any provision of existing laws, rules and regulations to the contrary notwithstanding,

any income generated by the University from tuition fees and other charges, as well as from the

operation of auxiliary services and land grants, shall be retained by the University, and may be disbursed by the Board for instruction, research, extension or other programs/projects of the

University: Provided, That all fiduciary fees shall be disbursed for the specific purpose for which these are collected.

If, for reason beyond its control, the University shall not be able to pursue any project for which funds have been appropriated and allocated under its approved program of

expenditures, the Board may authorize the use of said funds for any reasonable purpose which,

in its discretion, may be necessary and urgent for the attainment of the objectives and goals of the University;

(f) To adopt and implement a socialized scheme of tuition and other school fees for greater access to poor but deserving students;

(g) To authorize the construction or repair of its buildings, machinery, equipment and other facilities,

and the purchase and acquisition of real and personal properties, including necessary supplies, materials and equipment;

(h) To appoint, upon recommendation of the President of the University, Vice Presidents, deans, directors, heads of departments, faculty members and other officials and employees of the

University; (i) To fix and adjust salaries of faculty members and administrative officials and employees, subject

to the provisions of the Revised Compensation and Position Classification System and other

pertinent budget and compensation laws governing hours of service and such other duties and conditions as it may deem proper; to grant them, at its discretion, leaves of absence under such

regulations as it may promulgate, any provision of existing laws to the contrary notwithstanding; and to remove them for cause in accordance with the requirements of due process of law;

(j) To approve the curricula, instructional programs and rules of discipline drawn by the

Administrative and Academic Councils as herein provided; (k) To set policies on admission and graduation of students;

(l) To award honorary degrees upon persons in recognition of their outstanding contribution in the fields of agriculture, public service, arts, science and technology, education or in any field of

specialization within the academic competence of the University; and to authorize the awarding

of certificate of completion of non-degree and nontraditional courses; (m) To establish and absorb non-chartered tertiary institutions within the Province of Ifugao as

branches and extension centers of the University in coordination with the CHED, and in consultation with the Department of Budget and Management (DBM), and to offer therein

programs or courses to promote and carry out equal and greater access to educational opportunities as mandated by the Constitution;

(n) To establish research and extension centers of the University where such will promote the

development of the latter; (o) To establish professorial chairs in the University and to provide fellowships for qualified faculty

members and scholarships to deserving students; (p) To delegate any of its powers and duties provided for hereinabove to the President or Officer-in-

Charge and/or other officials of the University as it may deem appropriate, so as to expedite the

administration of the affairs of the University; (q) To authorize an external management audit of the University, to be financed by the CHED,

subject to the ides and regulations of the Commission on Audit (COA); and to institute reforms, including academic and structural changes, on the basis of audit results and recommendations;

(r) To collaborate with other governing boards of state universities and colleges within the Province of Ifugao or the Cordillera Administrative Region, under the supervision of the CHED and in


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consultation with the DBM, and work towards the restructuring of the University to become

more efficient, relevant, productive and competitive; (s) To enter into joint ventures with business and industry for the profitable development and

management of the economic assets of the University, the proceeds from which shall be used for the development and strengthening of the same;

(t) To develop consortia and other economic forms of linkages with local government units (LGUs),

institutions and agencies, both public and private, local and foreign, in the furtherance of the purposes and objectives of the University;

(u) To develop academic arrangements for institutional capability building with appropriate institutions and agencies, public and private, local and foreign. And to appoint

experts/specialists as consultants, part-time or visiting or exchange professors, scholars or researchers, as the case may be;

(v) To set up the adoption of modem and innovative modes of transmitting knowledge such as the

use of information technology, the dual learning system, open learning or distance education and community laboratory for the promotion of greater access to higher education and graduate

studies, as the case may be; (w) To establish policy guidelines and procedures for participative decision-making and transparency

within the University;

(x) To privatize, where most advantageous to the University, the management of nonacademic services such as health, food, building, grounds or property maintenance and such other similar

activities; and (y) To extend the term of the President of the University beyond the age of retirement, but not

beyond the age of seventy (70), whose performance has been unanimously rated by the Board as outstanding based on the guidelines, qualifications and/or standards set by the Board, after

unanimous recommendation by the search committee.

SEC. 8. Meetings of the Board. – The Board shall regularly convene at least once every quarter.

However, the Chairperson of the Board may, upon three (3) days’ prior written notice, call a maximum of two (2) special meetings whenever necessary.

A quorum of the Board shall consist of majority of all its members holding office at the time of the

meeting: Provided, however, That the Chairperson of the Board or the President of the University is among those present in the meeting.

In the absence of the Chairperson of the CHED, a Commissioner of the CHED, duly designated by him/her, shall represent him/her in the meeting with all the rights and responsibilities of a regular member:

Provided: however, That during this meeting, the President of the University as Vice chairperson shall be the

Presiding Officer: Provided: further, That this proviso notwithstanding, the Chairperson of the CHED is hereby authorized to designate a CHED Commissioner as the regular Chair of the Board, in which case said

CHED Commissioner shall act as the Presiding Officer. In case the Chairpersons of the Congressional Committees on Education shall not be able to attend

the Board meeting, they may duly designate their respective representatives to attend the said meeting, who shall have the same rights and responsibilities as a regular member of the Board.

The members of the Board shall not receive any salary but shall be entitled to reimbursements for

actual and necessary expenses incurred, either in their attendance to meetings of the Board or in connection with other official business authorized by resolution of the Board, subject to existing laws and regulations.

SEC. 9. The University President – The University shall be headed by a President, who shall render

full-time service. He/She shall be appointed by the Board, subject to the guidelines, qualifications and/or

standards set by the board, upon recommendation of a duly constituted search committee. He/She shall have a term of four (4) years and shall be eligible for reappointment for another term: Provided: That in

order to effect a smooth transition to a state university, the incumbent President of the Ifugao State College of Agriculture and Forestry, if qualified, shall serve as the first President of the University.

Within six (6) months before the expiration of the term of office of the incumbent President of the University, the Board shall constitute the Search Committee for the Presidency (SCP).


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In case of vacancy in the Office of the President by reason of death, compulsory retirement,

resignation, removal for cause or incapacity of the President to perform the functions of his/her office, the Board shall designate an Officer-in-Charge of the University within six (6) months from the date of vacancy,

pending the appointment of a new President. In case of vacancy in the Office of the President as mentioned in the immediately preceding paragraph, his/her successor or the Officer-in- Charge shall serve only the

unexpired portion of the term.

The powers and duties of the President of the University, in addition to those specifically provided in this Act, shall be those usually pertaining to the Office of the President of similar universities, and those

delegated by the Board. The salary of the President of the University shall be in accordance with the Revised Compensation

and Position Classification System and shall he comparable to that being received by the Presidents of similar educational institutions.

The President of the University shall be assisted by the Vice President/s, who shall be appointed by

the Board upon recommendation of the President.

SEC. 10. Heads of University Campuses. – Campus Directors shall head the University campuses and they shall render full-time service. They shall be appointed by the Board upon recommendation of the search

committee and the University President, subject to the guidelines, qualifications and/or standards set by the

Board: Provided, That the incumbent college administrators of the extension campuses shall serve as Campus Directors of their respective campuses.

SEC. 11. The Administrative Council. – There shall be an Administrative Council consisting of the

President of the University as Chairperson, Vice Presidents, deans, directors and other officials of equal rank as members, whose duty is to review and recommend to the Board the policies governing the

administration, management and development of the University for appropriate action.

SEC. 12. The Academic Council. – There shall be an Academic Council to be composed of the

President of the University, who shall act as Chairperson, and all academic staff with the rank of at least an assistant professor, as members.

The Academic Council shall have the power to review and recommend the curricular offerings and

rules of discipline of the University, subject to the appropriate action by the Board. It shall fix the requirements for the admission of students, as well as for their graduation and conferment of degrees,

subject to review and/or approval by the Board through the President of the University. It shall have the disciplinary power over students of the University and shall formulate academic policies and rules and

regulations on discipline, subject to the approval of the Board.

SEC. 13. The Secretary of the University. – The Board shall appoint a secretary, who shall serve as

such for both the Board and the University, and shall keep all records and proceedings of the Board. He/She shall serve upon each member of the Board the appropriate notice of the Board meetings.

SEC. 14. The Treasurer of the University. – The Treasurer of the Philippines shall be the ex officio

treasurer of the University.

SEC. 15. The Faculty – No religious opinion or affiliation shall be a matter of inquiry in the

appointment of faculty members of the University: Provided, That said appointment shall be subject to the guidelines, qualifications and/or standards set by the Board: Provided, further, That no member of the

faculty shall teach for or against any particular church or religious sect.

SEC. 16. Scholarship Program/Admission. – The University shall provide a scholarship program and

other affirmative action programs to assist poor but deserving students who qualify for admission to the University.

No student shall be denied admission to the University by reason of sex, religion, cultural or community affiliation or ethnic origin.


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SEC. 17. Academic Freedom and Institutional Autonomy. – The University shall enjoy academic freedom and institutional autonomy, pursuant to paragraph 2, Section 5 of Article XIV of the Constitution of

the Republic of the Philippines.

SEC. 18. Authority to Loan or Transfer Apparatus/Equipment/Supplies and Detail of Personnel. – The

heads of the bureaus and offices of the national government are hereby authorized to loan or transfer, upon the request of the President of the University, such apparatus, equipment or supplies as may be needed by

the University, and to detail employees for duty therein when, in the judgment of the head of the bureau or office, such apparatus, equipment, supplies or services of such employees can he spared without serious

detriment to the public service. The employees so detailed shall perform such duties as required of them by the President of the

University, and the time so employed shall be counted as part of their regular services.

SEC. 19. Assets, Liabilities and Personnel. – All assets, fixed and movable, personnel and records of

the Ifugao State College of Agriculture and Forestry, as well as liabilities or obligations, are hereby transferred to the University: Provided, however, That the positions, rights and security of tenure of faculty

members and personnel therein employed under existing laws prior to the conversion into a University shall

be respected. All parcels of land belonging to the government and occupied by the Ifugao State College of

Agriculture and Forestry are hereby declared to be property of the University, and shall be titled under that name: Provided, That should the University cease to exist or be abolished or should such parcels of land

aforementioned be no longer needed by the University, the same shall revert to the LGUs concerned.

SEC. 20. Appropriations. – The amount necessary to carry out the provisions of this Act shall be

charged against the current year’s appropriations of the Ifugao State College of Agriculture and Forestry, except the sums needed to continue the operations of the existing high school Thereafter, such sums as

may be necessary for the continued operation and maintenance of the lfugao State University shall be included in the annual General Appropriations Act.

SEC. 21. Development Plan, Management Audit, Organizational/ Administrative/ Academic Structure. – Within the period of one hundred twenty (120) days after the approval of this Act, the University shall

accomplish the following: (a) Submit a five (5)-year development plan, including its corresponding program budget to the

CHED, for corresponding recommendation to the DBM; (b) Undergo a management audit in cooperation with the CHED; and (c) Accordingly set up its organizational, administrative as well as academic structure, including the

appointment of the key officials of the University.

SEC. 22. CHED Monitoring and Evaluation. – The CHED shall conduct regular monitoring and evaluation to determine continuing compliance with the requirements on University status. In the event that

the Commission finds that the University does not maintain compliance thereof, it shall submit the

appropriate recommendation for the revocation of the University status to the Senate Committee on Education, Arts and Culture, and the House Committee on Higher and Technical Education.

SEC. 23. Filing of Report. –On or before the fifteenth (15th) day of the second (2nd) month after the

opening of the regular classes each year, the Board shall file with the Office of the President of the

Philippines through the Chairperson of the CHED, and with both Houses of Congress, a detailed report on the progress, conditions and needs of the University.

SEC. 24. Suppletory Application. – The provisions of Republic Act No. 8292, otherwise known as the

“Higher Education Modernization Act of 1997”, shall be an integral part of this Act and shall serve as part of the Governing Charter of the University.


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SEC. 25. Parity Clause. – All other powers, functions and privileges, responsibilities and limitations to state universities and/or their officials under existing laws shall be deemed granted to or imposed upon the

University and/or its officials, whenever appropriate.

SEC. 26. Implementing Rules and Regulations. – The Board, in consultation with the CHED, shall

formulate the guidelines to fully implement the provisions of this Act.

SEC. 27. Separability Clause. – If, for any reason, any part or provision of this Act is declared invalid or unconstitutional, the remaining parts or provisions not affected thereby shall remain in full force and

effect.

SEC. 28. Repealing Clause. – All laws, presidential decrees, executive orders, rules and regulations

contrary to or inconsistent with the provisions of this Act are hereby repealed or modified accordingly.

SEC. 29. Effectivity. – This Act shall take effect fifteen (15) days after its publication in two (2) newspapers of general circulation.

Approved,

(sgd) JUAN PONCE ENRILE (sgd) PROSPERO C. NOGRALES Secretary of the Senate Speaker of the House of Representatives

This Act which originated in the House of Representatives was finally passed by the House

of Representatives and the Senate on August 26, 2009 and August18, 2009, respectively.

(sgd) EMMA LIRIO-REYES (sgd) MARILYN B. BARUA-YAP

Secretary of the Senate Secretary General House of Representatives

Approved: October 14, 2009

(sgd) GLORIA MACAPAGAL – ARROYO

President of the Philippines Note: Pertinent to Sec. 26 of the RA 9720 and implementing Rules and regulations was formulated and approved by the

Board of regents under BOR Resolution No. 25 s. 2010. Copy of the IRR can be obtained in the office of the BOR Secretary.


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1.3. Other Important Laws Guiding IFSU

In addition to the IFSU Charter, the following laws are pertinent to the proper operation and management of the university:

1.3.1. REPUBLIC ACT 8292

(Signed into Law in 1998)

AN ACT PROVIDING FOR THE UNIFORM COMPOSITION AND POWER OF THE GOVERNING BOARDS

(GBs), THE MANNER OF APPPOINTMENT AND TERMS OF OFFICE OF THE PRESIDENTS OF CHARTERED STATE UNIVERSITIES AND COLLEGES

Otherwise known as the “Higher Education Modernization Act of 1997”, this act modifies the

composition of the Governing Boards (GBs) of State Universities and Colleges (SUCs) in order to

achieve a more coordinated and integrated system of higher education, render them more effective in the formulation and implementation of policies of higher education, and provide more relevant

direction in their governance. The law clearly specified the composition of the GBs of SUCs, their powers and duties along

with the selection and terms of offices of the members.

It aims to complement existing charters of SUCs.

1.3.2. CHED Memorandum Order 03, s. 2001

IMPLEMENTING RULES AND REGULATIONS (IRR) FOR REPUBLIC ACT 8292 AND ITS REVISED EDITION, OTHERWISE KNOWN AS AN ACT PROVIDING FOR THE UNIFORM COMPOSITION AND

POWERS OF THE GOVERNING BOARDS, THE MANNER OF APPOINTMENT AND TERM OF OFFICE OF

THE PRESIDENT OF CHARTTERED STATE UNIVERSITIES AND COLLEGES AND FOR OTHER PURPOSES.

This IRR clearly emphasized the Governing Boards (GBs) of chartered state universities and

colleges, their composition, manner of appointment, term of office, meetings and quorum,

compensation and other related matters.

1.3.3. REPUBLIC ACT 7722 (Signed into Law in 1994)

AN ACT CREATING THE COMMISSION ON HIGHER EDUCATION (CHED) APPROPRIATING FUNDS THEREOF AND FOR OTHER PURPOSES

Otherwise known as the “Higher Education Act of 1994”, this act created the Commission on

Higher Education (CHED) through which the state shall protect, foster and promote the rights of all citizens to affordable quality education at all levels and shall take appropriate steps to ensure that

education is accessible to all. It shall be independent and separate from the Department of

Education Culture and Sports (DECS) but attached to the Office of the President of the Republic of the Philippines for Administrative purposes only.

The CHED was given supervisory power over SUCs in ensuring compliance to quality and standards of their educational programs. The law automatically empowers the Chairman of the

CHED or his duly authorized representative to sit as Chairman of the SUCs Governing Boards

including IFSU’s Board of Regents (BORs).

1.3.4. CHED MEMORANDUM ORDER 27, s. 2000

ISSUANCE OF THE IMPLEMENTING GUIDELINES ON THE INTEGRATION OF CHED-SUPERVISED INSTITUTIONS (CSIs) TO STATE UNIVERSITIES AND COLLEGES (SUCs)


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Citing the empowerment given to it by RA Nos. 7722 and 8292 and pursuant to the Special Provision No. 2 of the CHED FY 2000 Budget under the General Appropriations Act or RA 8760,

CHED issued Memo Order No. 27, s. 2000 where it spells out the general guidelines for the implementation of a) Programs, emphasizing gradual phasing out of existing programs and the

absorption of excess secondary students to the DECs; and b) Continuation of Research and

Development and Extension during the transitory period. Specific guidelines are likewise spelled out for: a) Parameters for Matching CSIs with SUCs;

b) Administration of Integrated CSIs; c) Organization and Staffing; d) Budget and Appropriations and e) Miscellaneous Transitory Provisions. An exception is made for CSIs in provinces where there

are no SUCs. The Order governed the integration of the then Ifugao College of Arts and Trades to ISCAF

now known as ISCAF Lagawe Campus.

1.3.5. CHED MEMORANDUM ORDER 31, s. 1995

POLICIES ON VOLUNTARY ACCREDITATION IN AID OF QUALITY AND EXCELLENCE IN HIGHER

EDUCATION

This memorandum emphasizes that the State, through the CHED, encourages and assists HEIs which desire to attain standards of quality over and above the minimum required by the State.

It also described the Accreditation Levels that a HEI program may attain and the benefits enjoyed by accredited institutions. Any HEI program may be classified into four Accreditation levels: Level I,

Level II, Level III, and Level IV described as follows:

Level I applicant status: for programs which have undergone a preliminary survey visit and

certified by the FAAP as being capable of acquiring an accredited status within two years. Level II accredited status: for programs which have been granted accredited status by any of

the member agencies of the FAAP and whose status is certified by the latter. Level III accredited status: for programs which have at least been re-accredited, and have met the following additional criteria/guidelines set by FAAP for this level. Accredited programs must

satisfy the first two criteria and two others of the succeeding ones:

A reasonably high standard of instruction as manifested by the quality of its

teachers. A highly visible community extension program.

A highly visible research tradition as shown by the following:

o Provision for a reasonable budget

o Quality of completed outputs o Measurable results such as publication, etc.

o Involvement of a significant number of faculty members. o Visible, tangible and measurable impact on the community.

A strong staff development tradition as evidenced by an appropriate budgetary

allocation and/or systematic plan for staff development programs.

A highly creditable performance of its graduates in licensure examinations over the

last three years. Existence of working consortia or linkages with other schools and/or agencies.

Level IV accredited status: Institutions which have distinguished themselves in a broad area of academic disciplines and enjoy prestige and authority comparable to that of international

universities as shown by the following:


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At least 75% of its programs must have attained Level III status for a minimum

period of ten years i.e. two consecutive terms of five years each.

Excellent outcomes in:

o Research as seen in the number, scope and impact of scholarly publications in refereed national and international journals;

o Teaching and learning as proven in the performance of its graduates and alumni and the continuing assessment of student achievement;

o Community service and the impact of its contributions to the economic and

social upliftment, on both regional and national levels. Evidence of international linkages and consortia.

Well developed planning processes which support quality assurance mechanisms.

1.3.6. DBM-CHED JOINT CIRCULAR No. 1, s. 2003

SUC LEVELING INSTRUMENT AND GUIDELINES FOR THE IMPLEMENTATION THEREOF

This circular provides for the new SUC Leveling Instrument, jointly formulated by the CHED,

DBM and the Philippine Association of State Universities and Colleges (PASUC). It also contains the four levels of SUCs which serves as a basis for determining the classification of SUC President and

Vice President positions. The latest SUC leveling result (June 2007) revealed that IFSU’s level is SUC Level

III.

1.3.7. DBM-CHED JOINT CIRCULAR No. 2, s. 2004

APPLICATION OF NORMATIVE FUNDING IN THE ALLOCATION OF EXPENDITURES TO STATE

UNIVERSITIES AND COLLEGES (SUCs)

To further rationalize the allocation of funds to SUCs in order to improve delivery of service

in the field of instruction, research and extension services, Normative Funding (NF) was adopted and implemented which started in FY 2005.

In this circular, the general guidelines and procedural guidelines in the implementation of NF were outlined. General guidelines include policies on the application of NF, the allocation process,

the presentation of the appropriation of SUCs, exemptions from NF for the MOOE allocation, and the

implementation of allocation of expenditures to SUCs by phase starting FY 2005. Specific guidelines include matters on general institutional support, research support and

encouragement, extension services support and encouragement, and quality teaching support and encouragement.

1.3.8. DBM CIRCULAR LETTER No. 2004-7

BUDGET AND MANAGEMENT FLEXIBILITIES FOR STATE UNIVERSITIES AND COLLEGES SUCs were granted with budget and management flexibilities to encourage them to improve

the conduct and delivery of public services through the Public Expenditure Management and Improvement Program. Guidelines to implement these flexibilities were prescribed in this circular

which is believed to improve operational efficiencies.

Through this circular, the SUCs were empowered to undertake staffing modifications (reclassification, abolition, and creation of positions with the approval of the GBs to be reviewed only

by the DBM.

1.3.9. CHED Memo Prescribing Program Curricula

The following memoranda are policies and standards governing program curricula:


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1.3.9.1. CMO 13, s. 2008 – Policies and Standards for Bachelor of Science in Agriculture (BSA)

Program 1.3.9.2. CMO 5, s. 2008 – Policies and Standards for Nursing Education

1.3.9.3. CMO 53, s.2007 – Policies and Standards for Graduate Programs in Education for Teachers and other Education Professionals

1.3.9.4. CMO 29, s.2007 – Policies and Standards for the Degree of Bachelor of Science in Civil

Engineering 1.3.9.5. CMO 44, s. 2006 – Policies and Standards for Bachelor of Science in Forestry (BSF)

1.3.9.6. CMO 39, s.2006 – Policies, Standards and Guidelines for Bachelor of Science of Business Administration

1.3.9.7. CMO 37, s.2006 – Procedures in the Processing of Applications for the Grant of Authority to Operate Ladderized Programs as Part of the Implementation of E.O. No. 358 “To

Institutionalize a Ladderized Interface Between Technical-Vocational Education and Training

(TVET) and Higher Education (HE) 1.3.9.8. CMO 37, s.2006 – Revised Policies, Standards and Guidelines on the Implementation of

Ladderized Interface Between Technical-Vocational Education and Training and Higher Education as Provided in Executive Order No. 358 “To Institutionalize a Ladderized Interface

Between Technical-Vocational Education and Training (TVET) and Higher Education (HE)

1.3.9.9. CMO 30, s.2006 – Policies and Standards for Bachelor of Science in Tourism Management (BSTM)/ Bachelor of Science in Hospitality Management (BSHM)/Bachelor of Science in Hotel

and Restaurant Management (BSHRM)/ Bachelor of Science in Travel Management (BSTrM) 1.3.9.10. CMO 21, s. 2005 – Criminal Justice Education: Policies and Standards for the Criminology

Program 1.3.9.11. CMO 30, 2004 – Revised Policies and Standards for Undergraduate Teacher Education

Curriculum

1.3.9.12. CMO 36, s. 2000 – Updated Policies and Standards for Midwifery Education 1.3.9.13. CMO 36, s. 1998 – Policies and Standards on Graduate Education

1.3.9.14. CMO 5, s. 1998 – Policies and Standards for Associate in Computer Technology program

1.3.10. CSC Issuances on Personnel Matters

OMNIBUS RULES IMPLEMENTING BOOK V OF EXECUTIVE ORDER NO. 292 AND OTHER PERTINENT

CIVIL SERVICE LAWS

The Rules adopted and prescribed in this Book are in pursuant to the provisions of the

Administrative Code of 1987 which was made effective on Nov. 23, 1989 and Resolution No. 1613 dated Dec. 27, 1991.

To carry out the provisions of said Code and other pertinent civil service laws, the Rules on this Book were clearly presented with attached memorandum circulars from the Civil Service

Commission, additional provisions and details of policies and guidelines. The Book covers the following main subjects:

Rule I – Coverage and Definition of Terms

II – Recruitment and Examination III – Ratings and Eligibilities

IV – Qualification Standards V – Appointment

VI – Promotion

VII – Other Personnel Actions VIII – Career and Personnel Development

IX – Performance Evaluation X – Employee Suggestions and Incentives

XI – Employee Relations and Services XII – Complaints and Grievances


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XIII – Right to Self-Organization

XIV – Discipline XV – Inspection and Audit

XVI – Leave of Absence XVII – Government Office Hours

XVIII – Prohibitions

XIX – Miscellaneous Provisions


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CHAPTER 2

UNIVERSITY ACRONYM, LOGO AND HYMN

2.1. The University Acronym: IFSU The official acronym of the Ifugao State University shall be IFSU to refer to the following:

“IF” for Ifugao to put emphasis on the host province whose people are the immediate clientele of

the university, “S” for State to mean that the university is supported by the Philippine Government and “U” for university. The acronym would avoid potential intellectual property rights conflict with

the Isabela State University which uses ISU as its acronym. Henceforth, the Ifugao State University claims exclusive rights on the acronym IFSU.

2.2. The IFSU Logo

The official logo symbolizes the humble beginnings and noble aspirations of the Ifugao State

University. It shall be what is shown below.

The logo is shaped like the “PANG-O”, the gold amulet that adorn the royal people or the

“kadangyan” of Ifugao which is a symbol of prestige and authority. In the traditional Ifugao society, the “kadangyans” are the leaders of the village who are generally generous and well respected by

the community people. The torch on which eleven bright flames radiate from a book upon its threshold portrays

IFSU as the source of knowledge and truth as an educational institution. The flames represent the acronym IFSU and the light rays represent the 11 municipalities of Ifugao the immediate clientele of

the university.

Embedded at the center is the head of a carabao, symbolizing strength and perseverance. The right side of the horn represents the humble beginning of IFSU being a primarily agriculture and

forestry institution further symbolized by the green mountains and majestic rice terraces. The left side of the horn with gear-shape with computer at the back represents continuous advancement and

expansion towards industrial, technological and scientific fields. The six (6) Ifugao native houses

represent the campuses: Main Campus, Potia Campus, Lagawe Campus, Tinoc Campus, Aguinaldo Campus and Hapao Campus. The four (4) terraces represent the fourfold thrusts of the University

namely: Instruction, Research, Extension and Production/ Resource Generation. Dominantly colored green and golden yellow, the logo reflects the official colors of the

University.


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2.3. The IFSU Hymn

Ifugao State University

Home of glory, of fame and of integrity We hear your goals singing gloriously

With acclaimed honor and dignity.

Oh dear Alma Mater, wave your banner high

Your mission soars, far beyond the sky Oh hail to thee, we shout your splendid name

Your quest for glory brings honor and fame.

We take pride for the wisdom you bestow

To every culture and people all so true From the mountains down to the plains you go

To every shore your name reigns in through.

Oh dear IFSU we shout your splendid name

Your quest for glory brings honor and fame.

Lyrics : Mr. Richard D. Balliao

Notes : Mr. Benedict N. Doplah First Performed by : IFSU Male Choir

Leader - Dr. Diosdado M. Aquino

Members - Richard D. Balliao - Benedict N. Doplah

- Anthony B. Cantes - Deo G. Indunan

- Monchito L. Binwek

- Fernando G. Hernando - Ferdinand M. Aquino

- Jacklord Benohlan - Serafin L. Ngohayon

- Elpidio “Jux” B. Basilio, Jr.


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Chapter 3

ORGANIZATION AND ADMINISTRATION OF THE UNIVERSITY

3.1. IFSU Organizational Structure

Approved under the Board of Regents Resolution No. 604 S. 2016 dated June 22, 2016.

“Resolved to approve the Revised Organizational Structure of the University integrating the Alumni with coordinative line (broken line) under the President.”


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Notes to the Organizational Structure:

The Main Campus is in Nayon, Lamut, Ifugao. There are five (5) external campuses; Potia, Lagawe,

Tinoc, Hapao and Aguinaldo Campuses.

Colleges are established in line with the Campus’ identified strength and foci/nitch i.e. Main –

Academic, Potia – Agriculture & Forestry, Home Sciences & Industry; Lagawe – Engineering & Industrial Technology and Business Mgt.

The Vice Presidents lead and manage the Service Departments under them. They also serve as think

tanks of policies and innovations for the improvement of their areas of jurisdiction. While the Campus Executive Directors report directly to the President, it is expected that programs, projects

and activities they will submit for approval have the endorsement of the Vice President who has the

jurisdiction or whose function is directly related to the subject of the request. Similarly, copies of routine communications shall be furnished the VPs concerned.

Service Departments (under the VPs) are to be led by Directors.

The Campus Executive Director shall have direct supervision of and administrative control over their

campus including security, health offices, local campus registrar, librarian, administrative offices and others.

The University President may, in the interest of the service, modify the alignment and scope of

functions of the various offices and faculty assignment.

Acronyms:

CODETE – College of Open Distance Education & Transnational Education

NBC – National Budget Circular

NSTP – National Service Training Program

GIAHS – Globally Important Agricultural Heritage System

PE – Physical Education

OFPHIL – Ophthalmological Foundation of the Philippines

Climate Change M/A (CCMAC)– Climate Change Mitigation/Adaptation Center

3.2. Key University Offices, Basic Functions, Sub-Structure, Officers and their Functions

3.2.1. IFSU Governing Board/Board of Regents (GB/BOR)

The highest governing body of the University is the Board of Regents (BOR). This is in line

with the corporate nature of the university operation as set forth by the IFSU Charter. Specifically, Sec. 4 of RA 9720, states that the University shall have the general powers of a corporation set forth

in Batas Pambansa Blg. 68, as amended, otherwise known as the “Corporation Code of the Philippines”. As such, the administration of the University and the exercise of its corporate powers

shall be vested exclusively in the Board of Regents and the President of the University.

3.2.1.1. Composition of the BOR

The composition of the BOR is that which is written/clearly stated in Sec. 5 of RA No. 9720 (The Governing Board) found in page 5 of this code.

3.2.1.2. Duties and Responsibilities of the BOR

The duties and responsibilities of the BOR is that which is written/clearly stated in Sec. 7 of RA No. 9720 (Powers and Duties of the Board of Regents) found in page 6 of this code.

3.2.1.3. Promulgation and Implementation of Policies.

The promulgation and implementation of Policies shall follow that which is written/clearly stated in Sec. 6 of RA No. 9720 (Promulgation and Implementation of Policies) found in page 5 of

this code. In addition, the following provisions of RA 8292 shall be followed.


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3.2.2. The University President. The highest individual official of the University is the University

President. He acts as the Chief Executive Officer (CEO) empowered by the IFSU charter to be the implementing arm of the GB/BOR.

3.2.2.1. Basic Function

The University President performs broad leadership, management and administrative

functions. He sets the direction of the university, manages the university resources (Man, Money, and Machine/Technology) and administers laws, rules, policies & guidelines promulgated by the

BOR.

3.2.2.2. Basic Qualifications The President of IFSU must possess the following qualifications: a). 35-60 years old; b).

Earned doctoral degree in acknowledged academic institution; c). Distinguished himself in his

profession/ field of specialization; d). Has not been convicted of any administrative or criminal charges; e). At least 2 years experience leading/administering/ managing an academic institution or

any unit thereof; and f) Physically and mentally sound.

3.2.2.3. Selection, Appointment and Term of Office

The manner of selection, appointment and term of office of the University President is that clearly stated in the IFSU Charter RA 9720 (page 9 of this code) and its IRR (section 15).

3.2.3. Advisory Bodies to the University President

3.2.3.1. Administrative Council. The Administrative Council (ADCO) of the University is composed of the

University President as Chairperson, with the Vice President for Administration and Finance as Vice

Chairman and the other Vice Presidents as members along with the Campus Directors, the Department Directors and College Deans, and other University officials of equal rank. The Board and

University Secretary shall be the Secretary of the Administrative Council. The ADCO is the policy-proposing body for management and administrative matters.

3.2.3.2. Academic Council. The Academic Council (AC) is composed of the University President as

Chairperson and the Vice President for Academic Affairs as Vice Chairperson and all faculty members

with the ranks not lower than Assistant Professor. The Council is empowered to review and recommend curricular offerings and rules of discipline of the university, fix the requirements for the

admission of students, their graduation and conferment of degrees.

3.2.3.3. Research and Development Council. The Research and Development Council (RDC) is composed of

the University President as chairperson, the Vice President for Research, Development, Extension and Training as vice chairperson and the Directors for Research, Extension and Training, and

Research Coordinators as members. The RDC shall serve as the policy-proposing body of the Research and Development Division, and the clearinghouse of ideas, specifically in the priority

setting, implementation and evaluation of the RDET program of the University.

3.2.3.4. Board of Management. The Board of Management (BOM) of IGP is composed of the University

President as Chairperson, the VP for Planning and Resource Generation as Vice Chairperson, and the following as members: IGP Director, Director of Finance, COA Resident Auditor, and the Campus

Directors of Lagawe and Potia Campuses.

It has the power to review all IGP activities/undertakings and recommend those that are viable to be continued and those that are losing to be terminated. It also acts as the policy-

proposing body of IGP policies, programs and projects.


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3.2.4. Offices Directly Under the Supervision of the University President

3.2.4.1. The University Vice Presidents. There shall be four (4) Vice Presidents of the university namely,

Vice President for Administration and Finance (VPAF), Vice President for Academic Affairs (VPAA), Vice President for Research and Development, Extension and Training (VPRDET) and Vice President

for Planning and Resource Generation (VPPRG).

The Vice Presidents serve at the discretion of, and reports directly to the University President. The University President may expand or contract the scope of functions, duties,

responsibilities and privileges of the Vice Presidents for the best interest of the institution. When designated, they may serve as officers in charge of the office of the president.

3.2.4.1.1. Vice President for Administration and Finance. The Vice President for Administration and

Finance (VPAF) is empowered to be responsible for the implementation of the administrative,

finance, and management related services, programs and rules, policies, office orders and memoranda.

He/she shall continuously review and evaluate administrative, finance and management operations of the university and recommend/ undertake necessary steps to solve problems and

initiate improvement in the system geared towards the realization of the university’s vision,

mission, goals and objectives.

3.2.4.1.1.1. Functions of the VPAF 3.2.4.1.1.1.1. Managerial 3.2.4.1.1.1.1.1. To plan needed administrative and financial programs, projects and activities in line with the

university development plan;

3.2.4.1.1.1.1.2. To implement, supervise, coordinate, and administer administrative and financial plans,

programs, projects and activities; 3.2.4.1.1.1.1.3. To design and institute a productive working relationship between and among administrative

staff (non-teaching personnel), the non-teaching personnel with the faculty, with the studentry and with all the clients of the university;

3.2.4.1.1.1.1.4. To integrate administrative programs, projects and activities for Administration and Finance

with that of the Academic Affairs, that of RDET and that of Planning and Resource Generation;

3.2.4.1.1.1.1.5. To help properly manage the finances of the university, utilize all its resources and undertake administrative/ management actions;

3.2.4.1.1.1.1.6. To help the President implement national to institutional policies, memoranda, orders, rules

and regulations; 3.2.4.1.1.1.1.7. To help the President craft institutional policies, memoranda, orders, rules and regulations

to smoothen-out the operation of the university. 3.2.4.1.1.1.1.8. To oversee the fair and speedy investigation and trial of all reported grievances and

problems regarding personnel and financial matters. Thereafter, a recommendation should be submitted to the University President for consideration in his decision;

3.2.4.1.1.1.1.9. To ensure that the President is well informed on the status of plan implementation,

programs, projects, activities, decisions and actions made with respect to administrative and financial affairs. Reports shall be supported by documents and verifiable evidences;

3.2.4.1.1.1.2. Supervisory 3.2.4.1.1.1.2.1. To supervise the Administrative Services, Finance Services, General Services, Security

Services, Environment and Management Services, and Human Resource Development and Services of the University.

3.2.4.1.1.1.2.2. To undertake proactive action on budget preparation, submission of administrative and financial reports, personnel recruitment, selection and training, procurement of supplies and

materials and monitoring and evaluation of personnel performance;


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3.2.4.1.1.1.2.3. To design and institute measures that will bring about the best from workers, maximize

their potentials and be effective and efficient in their assigned tasks.

3.2.4.1.1.1.3. Routinary 3.2.4.1.1.1.4. To approve requests (e.g. activities, programs) that are clearly within the gamut of

jurisdiction of the unit and delegated authority;

3.2.4.1.1.1.5. To recommend requests emanating from the administrative and finance units that will involve university resources and support of other units;

3.2.4.1.1.1.6. To be the signatory to forms related to administrative and financial affairs and report of subordinates;

3.2.4.1.1.1.7. To approve disbursements and sign checks for and in behalf of the University President in his absence upon written authorization and within the bounds of authorization received;

3.2.4.1.1.1.8. To disseminate minutes and other relevant information from meetings attended to

subordinates; 3.2.4.1.1.1.9. To act as the Vice Chairperson of the Administrative Council, as Chairman of the Bids and

Awards and other committees that may be organized for the interest of the Institution.

3.2.4.1.1.2. Basic Qualifications

The Vice President for Administration and Finance must have the following minimum qualifications: (a) Earned master’s degree; (b) 2 years experience in leadership/

management positions with administrative and finance functions in any academic unit; and (c) Never been convicted of any administrative cases or finance irregularities.

3.2.4.1.1.3. Term of Office

The Vice President for Administrative and Finance can be appointed for a term of

two (2) years without prejudice to being reappointed for another term.

3.2.4.1.2. Vice President for Academic Affairs. In general, the Vice President for Academic Affairs (VPAA) assists the University President in the overall planning, administration, supervision,

coordination and management of academic affairs of the university geared towards the

realization of the university’s vision, mission, goals and objectives. He/She shall continuously review and evaluate the academic programs and operations of the

university and recommend/undertake necessary steps to solve problems and initiate improvement thereof for the realization of the university’s vision, mission, goals and objectives.

3.2.4.1.2.1. Functions of the VPAA 3.2.4.1.2.1.1. Managerial 3.2.4.1.2.1.1.1. To plan needed academic programs, projects and activities in line with the university

development plan; 3.2.4.1.2.1.1.2. To implement, supervise, coordinate, and administer academic plans, programs, projects

and activities;

3.2.4.1.2.1.1.3. To design and institute a productive working relationship between and among the teaching

personnel, the teaching personnel with the studentry and all the clients of the University’s academic programs;

3.2.4.1.2.1.1.4. To integrate academic programs, projects and activities with that of Administrative and Finance, RDET, and Planning and Resource Generation for optimum results and impact;

3.2.4.1.2.1.1.5. To help properly utilize the resources intended for instructional purposes;

3.2.4.1.2.1.1.6. To help the President implement national to institutional policies, memoranda, orders, rules and regulations on academic matters;

3.2.4.1.2.1.1.7. To help the President craft institutional policies, memoranda, orders, rules and regulations pertaining to academic concerns/ matters;

3.2.4.1.2.1.1.8. To ensure that the University President is well informed on the status of the implementation of plans, programs, projects, activities, decisions and actions made with respect to


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academic/ instruction matters. Reports shall be supported by documents and verifiable

evidences; 3.2.4.1.2.1.1.9. To establish linkages and networks with funding agencies for mutual academic benefits;

3.2.4.1.2.1.2. Supervisory 3.2.4.1.2.1.2.1. To supervise the Department of Student Services, NSTP, Library, Registrar, PE and Sports,

and Special Services of the university. 3.2.4.1.2.1.2.2. To undertake proactive action on budget preparation (for instruction), submission of

academic reports, teaching personnel recruitment, selection, training, performance evaluation and monitoring;

3.2.4.1.2.1.2.3. To design and institute measures that will bring about the best from workers, maximize their potentials and be effective and efficient in their assigned tasks.

3.2.4.1.2.1.3. Routinary 3.2.4.1.2.1.3.1. To approve faculty workloads, class schedules and faculty performance evaluation ratings;

3.2.4.1.2.1.3.2. To approve requests (e.g. activities, programs) that are clearly within the gamut of jurisdiction of the unit and delegated authority;

3.2.4.1.2.1.3.3. To recommend requests of academic units that will involve university resources and support

of other units; 3.2.4.1.2.1.3.4. To assign teachers and/ or reshuffle them to the different Colleges upon the approval of the

University President. 3.2.4.1.2.1.3.5. To spearhead the proper conduct of major academic activities such as but not limited to:

3.2.4.1.2.1.3.5.1. Commencement exercises 3.2.4.1.2.1.3.5.2. Evaluation, construction, revision or development of academic curricula;

3.2.4.1.2.1.3.5.3. Accreditation of curricular programs;

3.2.4.1.2.1.3.6. NBC 461 evaluation of faculty members 3.2.4.1.2.1.3.7. To be the signatory to forms related to academic affairs and report of subordinates;

3.2.4.1.2.1.3.8. To disseminate minutes and other relevant information from meetings attended; 3.2.4.1.2.1.3.9. To act as the Vice Chairperson of the Academic Council and other committees that maybe

organized.

3.2.4.1.2.2. Basic Qualifications

The VPAA must have the following functions: (a) Earned doctoral degree; (b) two years experience of leading/managing any academic unit; and (c) Never been convicted of

any administrative or criminal case.

3.2.4.1.2.3. Term of Office

The VPAA can be appointed for a term of two (2) years without prejudice to being reappointed for another term.

3.2.4.1.3. Vice President for Research, Development, Extension and Training. In general, the Vice

President for Research, Development, Extension and Training (VP-RDET) assists the University

President in the overall planning, administration, supervision, coordination and management of research, development, extension and trainings geared towards the realization of the

university’s Vision, Mission, Goals and Objectives. 3.2.4.1.3.1. Functions of the VP-RDET 3.2.4.1.3.1.1. Managerial 3.2.4.1.3.1.1.1. To plan needed RDET programs, projects and activities in line with the University

development plan; 3.2.4.1.3.1.1.2. To implement, supervise, coordinate, and administer RDET plans, programs, projects and

activities;


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3.2.4.1.3.1.1.3. To design and institute a productive working relationship between and among research,

extension and training workers; 3.2.4.1.3.1.1.4. To properly utilize resources for RDET and RDET results and gains;

3.2.4.1.3.1.1.5. To integrate RDET programs, projects and activities for optimum results and impact; 3.2.4.1.3.1.1.6. To inform and appraise the University President on the status of RDET plan implementation,

programs, projects and activities. Reports shall be supported by documents and verifiable

evidences; 3.2.4.1.3.1.1.7. To establish linkages and networks with funding agencies for mutual benefits

3.2.4.1.3.1.1.8. To identify appropriate sustainable extension programs, projects and activities and ensure that extension activities are documented;

3.2.4.1.3.1.1.9. To perform other duties as may be assigned by the University President.

3.2.4.1.3.1.2. Supervisory

3.2.4.1.3.1.2.1. To supervise the Department of Research and Development, Extension, Training, and Special Projects Services of the university.

3.2.4.1.3.1.2.2. To undertake proactive action on budget preparation (for RDET), submission of RDET reports, RDET personnel recruitment, selection, training, performance evaluation and

monitoring;

3.2.4.1.3.1.2.3. To design and institute measures that will bring about the best from workers, maximize their potentials and be effective and efficient in their assigned tasks.

3.2.4.1.3.1.3. Routinary 3.2.4.1.3.1.3.1. To approve requests (e.g. activities, programs) that are clearly within the gamut of

jurisdiction of the unit and delegated authority;

3.2.4.1.3.1.3.2. To recommend requests emanating from the unit that will involve university resources and support of other unit;

3.2.4.1.3.1.3.3. To be the signatory to forms related to RDET and report of subordinates;

3.2.4.1.3.1.3.4. To represent RDET in meetings called for by IFSU and other government agencies and organizations;

3.2.4.1.3.1.3.5. To disseminate minutes and other relevant information from meetings attended.

3.2.4.1.3.2. Basic Qualifications The VP-RDET have the following minimum qualifications: (a) Earned doctorate

degree; (b) Distinguished himself as an experienced researcher; (c) Never been convicted of

administrative or criminal offences.

3.2.4.1.3.3. Term of Office The VP-RDET can be appointed for a term of two (2) years without prejudice to being

reappointed for another term.

3.2.4.1.4. Vice President for Planning and Resource Generation. In general, the VP-PRG assists the University President in the overall planning, administration, supervision, coordination of the

Planning and Resource Generation affairs of the university geared towards the realization of the university’s vision, mission, goals and objectives.

He/She shall continuously evaluate the planning and resource generation programs and activities of the university and recommend/undertake necessary steps to solve problems and

initiate improvement thereof for the realization of the university’s vision, mission, goals and

objectives.

3.2.4.1.4.1. Functions of the VP-PRG 3.2.4.1.4.1.1. Managerial 3.2.4.1.4.1.1.1. To take the lead in planning, evaluation and monitoring of the university’s programs,

projects and activities geared towards the university’s development;


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IFSU Code

3.2.4.1.4.1.1.2. To implement, supervise, coordinate and establish planning resource generation programs,

projects and activities; 3.2.4.1.4.1.1.3. To design and institute a productive working relationship between and among the Planning

and Resource Generation personnel. 3.2.4.1.4.1.1.4. To properly utilize resources for Planning and Resource Generation; 3.2.4.1.4.1.1.5. To integrate planning, monitoring, evaluation and resource generation programs and

activities including those in RDET, Academic and Administration and Finance for optimum results and impact.

3.2.4.1.4.1.1.6. To inform and appraise the University President in the status of planning, evaluation, monitoring and resource generation programs, projects, and activities;

3.2.4.1.4.1.1.7. To establish linkages and networks with funding agencies for mutual benefit; and 3.2.4.1.4.1.1.8. To perform other duties as may be assigned by the University President.

3.2.4.1.4.1.2. Supervisory 3.2.4.1.4.1.2.1. To supervise the Departments of Planning, Monitoring and Evaluation, Income Generating

Projects, Linkages and Grants Development, and Infrastructure and Site Development Service of the university;

3.2.4.1.4.1.2.2. To undertake proactive action in budget preparation, submission of reports, evaluation and

monitoring activities; and 3.2.4.1.4.1.2.3. To design and institute measures that will bring about the best from workers, maximize

their potentials and be effective with in their assigned tasks.

3.2.4.1.4.1.3. Routinary 3.2.4.1.4.1.3.1. To approve requests that are clearly within the gamut of jurisdiction and authority delegated

by the President;

3.2.4.1.4.1.3.2. To recommend requests from subordinates that involve university resources and support of other units;

3.2.4.1.4.1.3.3. To be the signatory to forms related to planning, monitoring, evaluation and resource generation;

3.2.4.1.4.1.3.4. To attend meetings called for by IFSU and other government agencies and organizations;

3.2.4.1.4.1.3.5. To disseminate minutes and other relevant information from meetings attended.

3.2.4.1.4.2. Qualifications The Vice President for Planning and Resource Generation must have the following

minimum qualifications: (a) Earned master’s degree; (b) 2 years experience in leadership/

management positions with administrative and planning functions in any administrative or academic unit; and (c) Never been convicted of any administrative cases or finance

irregularities.

3.2.4.1.4.3. Term of Office The Vice President for Planning and Resource Generation can be appointed for a term

of two (2) years without prejudice to being reappointed for another term.

3.2.4.2. The Campus Directors. The head of campuses shall be called Campus Directors (CDs). They are

empowered by the University President to perform his function as the CEO of the campuses. As such, they perform broad and extensive leadership, management and administrative functions in

the campus they are assigned. They set the direction of the Campus (leadership), manage the

campus resources (management of men, money and machine) and administer laws, rules and politics.

The Campus Directors serve at the discretion of, and reports directly to the University President. The University President may expand or contract the scope of delegated authority to

CDs for the interest of the institutions.


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IFSU Code

3.2.4.2.1. Functions

3.2.4.2.1.1. Managerial 3.2.4.2.1.1.1. Instruction

3.2.4.2.1.1.1.1. To initiate plans and actions for the upliftment and improvement of the teaching learning process atmosphere;

3.2.4.2.1.1.1.2. To initiate plans and actions for the improvement of the quality of graduates;

3.2.4.2.1.1.1.3. To initiate plans and actions for the improvement of the quality of services received and dispensed by faculty and staff; and

3.2.4.2.1.1.1.4. To plan the improvement and development of curricular offerings in various colleges/academic units of the Campus.

3.2.4.2.1.1.2. Research

3.2.4.2.1.1.2.1. To initiate and encourage the conduct of Research and participation of faculty members and

students on research activities; 3.2.4.2.1.1.2.2. To formulate schemes to support and enable faculty and students to conduct quality

researches.

3.2.4.2.1.1.3. Extension

3.2.4.2.1.1.3.1. To initiate and encourage the conduct of extension activities by the Campus. Activities shall serve. Activities shall serve the various stakeholders (i.e. students, employees, farmers,

community people, etc.). 3.2.4.2.1.1.3.2. To encourage faculty and students to align teaching and learning process to community or

extension services. 3.2.4.2.1.1.3.3. To tap private, non-government and other government agencies as linkage partners to fulfill

the university’s mandates.

3.2.4.2.1.1.4. Production

3.2.4.2.1.1.4.1. To plan for the maximum utilization of available resources to generate income; 3.2.4.2.1.1.4.2. To initiate actions, through legal means, for the acquisition of funds, supplies and

equipment from potential donors and benefactors. e.g. establish respective linkage of

grant development office/coordinators to consolidate and link effort in fund sourcing.

3.2.4.2.1.2. Supervisory

3.2.4.2.1.2.1. To supervise the various academic, administrative, research and development, and planning

and evaluation units of the campus for optimum results;

3.2.4.2.1.2.2. To monitor and insure the exercise of academic freedom for the achievement of high

quality instruction and learning.

3.2.4.2.1.2.3. To provide standard instruments for evaluation of subordinates and to ensure that policies and instructions are properly carried out;

3.2.4.2.1.2.4. To facilitate and maintain a healthy working relationship between and among subordinates and the whole rank and file.

3.2.4.2.1.3. Routinary 3.2.4.2.1.3.1. To endorse/recommend and or deny endorsement of request emanating from the service

units in the Campus after an objective analysis on the issue;

3.2.4.2.1.3.2. To be the signatory to form 48 and report card of subordinates; 3.2.4.2.1.3.3. To be responsible and accountable on the conduct and behavior of his/her subordinates;

3.2.4.2.1.3.4. To represent the campus in meetings called for by IFSU and other government agencies and organizations;

3.2.4.2.1.3.5. To disseminate minutes and other relevant information from meetings attended to campus

personnel.


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IFSU Code

3.2.4.2.1.3.6. To cause the successful implementation of programs, activities, rules and policies being

carried out by the campus and its other units; and 3.2.4.2.1.3.7. To make decisions on matters of immediate concern for effective and efficient clientele

satisfaction.

3.2.4.2.2. Qualifications

Campus Directors must have the following minimum qualifications: (a) Earned Master’s degree; (b) Have extensive experience (at least one year) as an administrator, leader or

manager; (c) Never been committed of administrative or criminal offences.

3.2.4.2.3. Term of Office The Campus Director maybe appointed in a term of two (2) years without prejudice to

being reappointed.

3.2.4.3. College Deans. College Deans heads the various colleges. They perform overall leadership,

management and administration of the college geared towards the attainment of its vision, mission, goals and objectives.

3.2.4.3.1. Functions In general, all deans of the different colleges must perform the following functions:

3.2.4.3.1.1. To implement functional education programs within their respective college and exercise

general supervision of all planned activities, projects, and other related undertakings; 3.2.4.3.1.2. To determine a list of needed personnel of the college and submits list to the HRMO for

proper recruitment and selection; and likewise submit recommendations for promotions and

awards of deserving personnel within the College; 3.2.4.3.1.3. To help assign workload of faculty members and to prepare the schedules and room

assignments; 3.2.4.3.1.4. To check syllabi to ensure conformity to course content, teaching requirements, sequence

and time allotment, teaching methods/strategies and the use of appropriate instructional

materials; 3.2.4.3.1.5. To evaluate teaching performance of faculty and call meetings/conferences to plan on

improvement of instruction, research, extension, production and professional development in the college;

3.2.4.3.1.6. To promote and coordinate activities of faculty and students towards the attainment of the

university’s vision and mission and the college’s goals and objectives; 3.2.4.3.1.7. To determine the needs of the college and make the proper requisition for the procurement

of supplies, equipment and other facilities; 3.2.4.3.1.8. To teach a minimum of two subjects and undertake researches together with his/her faculty

to improve instruction and research program; 3.2.4.3.1.9. To submit quarterly and annual reports on time;

3.2.4.3.1.10. To collate and follow-up annual proposal of the college;

3.2.4.3.1.11. To initiate and coordinate the preparation of research work of faculty and students; 3.2.4.3.1.12. To undertake continuous review of existing academic offering and propose new and needed

ones; 3.2.4.3.1.13. To coordinate with the other colleges and offices on programs, projects, and activities

affecting the university;

3.2.4.3.1.14. To design and carry out programs that shall promote harmony among colleges and offices of the university; and

3.2.4.3.1.15. To represent the college in appropriate offices, bodies/units, chairs faculty meetings and causes resolution of conflicts in accordance with established policies and sound

management practices.


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IFSU Code


College Deans must have the following minimum qualifications: (a) Earned doctorate degree in fields of specialization offered by the college; (b) distinguished himself in his

profession or field of specialization; and (c) Never been convicted of Administrative or Criminal case.

3.2.4.3.3. Term of Office The College Dean maybe appointed for a period of one (1) year without prejudice to

being reappointed.

3.2.4.4. Department Directors. Service Departments are to be headed by Directors. They shall perform leadership, managerial and administrative functions geared towards the attainment of the

university’s vision, mission, goals and objectives.

3.2.4.4.1. Functions

3.2.4.4.1.1. Managerial 3.2.4.4.1.1.1. To initiate plans of action for the improvement of the services that their departments offer

to their clientele.

3.2.4.4.1.1.2. To undertake through proper coordination appropriate actions designed to broaden or widen the sphere of influence or scope of operation of the unit.

3.2.4.4.1.1.3. To manage the human, financial and technological resources of the department for the successful fulfillment of its expected functions;

3.2.4.4.1.2. Supervisory 3.2.4.4.1.2.1. To lead, manage and supervise personnel under the department for optimum productivity.

3.2.4.4.1.2.2. To regularly try to improve the efficiency and effectiveness of the personnel in the department

3.2.4.4.1.3. Routinary 3.2.4.4.1.3.1. To evaluate the needs of the department, remedy solutions of problems and forward

requests for approval of activities, programs and projects of the department. 3.2.4.4.1.3.2. To be the signatory to forms and report of subordinates.

3.2.4.4.1.3.3. To represent the unit in the ADCO and other meetings called for by IFSU and other government agencies and organizations

3.2.4.4.1.3.4. To disseminate minutes and other relevant information from meetings attended.


3.2.4.4.2.1. Baccalaureate degree; 3.2.4.4.2.2. Proven ability to lead, manage and administer units of the university;

3.2.4.4.2.3. Commitment to work and enjoys the support of the designating authority

3.2.4.4.3. Term of Office

Department Directors maybe appointed for a period of one (1) year without prejudice to being reappointed.


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IFSU Code

3.3. Representation and Traveling Allowances (RATA) and Its Equivalent

3.3.1. Rationale

RATA refers to the monthly commutable allowances provided/ granted to officials identified in the General Provisions of the General Appropriations Act, including those determined by the

Department of Budget and Management (DBM) to be of equivalent rank. These allowances are

intended to be used by the recipient official in the efficient and effective performance of his/her functions.

The DBM issued National Budget Circular (NBC) No. 404, s. 1989 prescribing the officials of State universities and Colleges (SUCs) entitled to RATA in addition to the President and Vice

Presidents which were already prescribed by NCC Nos. 12 and 12-A . This was followed by series of DBM issuances on the matter with the latest being NBC No. 2009-250, s. 2009 prescribing a revised

rates of RATA authorized under Section 44, General Provisions of RA No. 9524. RATA of Presidents

and Vice Presidents NCC Nos. 12 and 12-A. In line with the new organizational structure of the Ifugao State University, it is imperative

that the new officials be given appropriate RATA or its equivalent to help them perform their duties and functions.

3.3.2. SUC Officials entitled to RATA In line with NCC No. 12 and 12-A, NBC 404, s. 1989 and NCC 67-B, s. 1992, the following

officials of IFSU are entitled to RATA: 3.3.2.1. President 3.3.2.2. Vice Presidents 3.3.2.2.1. -Administration and Finance (AF)

3.3.2.2.2. -Academic Affairs (AA)

3.3.2.2.3. -Research, Development, Extension and Training (RDET) 3.3.2.2.4. -Planning and Resource Generation (PRG)

3.3.2.3. Campus Directors 3.3.2.3.1. -Main Campus

3.3.2.3.2. -Potia Campus

3.3.2.3.3. -Lagawe Campus 3.3.2.3.4. -Tinoc Campus

3.3.2.3.5. -Aguinaldo Campus 3.3.2.3.6. -Hapao Campus

Provided, each campus has a complete administrative support staff and at least 1000 students in the tertiary level.

3.3.2.4. Designated Heads (Directors) of Research and Extension Function reflected in the GAA

provided the amount appropriated for the function should at least be 500,000.00 pesos. 3.3.2.5. Designated Head (Directors) of Administrative and Financial Services provided the unit has at

least seven (7) personnel occupying regular items in the PSI. 3.3.2.6. Designated Head (Director) of Student Affairs Services for SUCs with at least 4,000 collegiate

students. 3.3.2.7. Designated Deans provided the College has at least four (4) degree programs with each

program differentiated from each other (not related). 3.3.2.8. Designated Head (Directors) of other Administrative and Financial Services/ Departments

provided the department has at least seven (7) personnel occupying regular items in the PSI.

3.3.3. RATA Rates of IFSU Officials Based on DBM’s NBC No. 2009-520, s. 2009, NBC 404, s. 1989, NCC No. 67, s. 1992 and

DBM-CHED Circular No. 2, s. 2003, the RATA rates of IFSU Officials, with IFSU being a SUC Level III, are as follows:


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IFSU Code

Table 1. RATA Rates for IFSU Officials

IFSU Positions/ Designations Equivalent Position in the Bureaucracy

Monthly Rate for each type*

President (SUC President III, SG 29) Department Assistant Secretaries 7,800.00

Vice Presidents (SUC VP III, SG 26) Dept. Asst. Regional Directors 6,300.00

Directors/ Deans (if qualified) Chiefs of Divisions 4,000.00

Thus, the IFSU President is entitled to a combined RATA of P15,600.00 (7,800 x 2) every month. Other officials similarly follow.

*The RATA of IFSU Officials will follow any adjustments in the RATA of their equivalent

officials/ positions in the bureaucracy as issued by proper authorities. 3.3.4. Alternative to RATA – Incentives for officials not qualified to receive RATA

Following the provisions of NBC 404, s. 1989, not all IFSU Designated Officials are

immediately entitled to RATA. However, considering the important role they play in the development

of the university and their need for similar allowance in order to perform their functions well, an alternative to RATA is hereby provided in the form of Incentive for designated officials with the

ranks of Campus Directors, Deans and Department Directors who are not yet entitled to RATA. The rates are shown in the table below:

Table 2. Incentives of Designated Officials who are not entitled for RATA

IFSU Positions/ Designations Equivalent Position in the

Bureaucracy

Monthly

Incentive*

Campus Directors (Heads of Campuses) With campus annual income of ≥1,000,000.00

≤999,000.00

6,000.00

3,000.00

Dean, College of Health Sciences Chargeable to the College’ share

from RLE funds

6,000.00

Deans/ Directors Not qualified to receive RATA 3,000.00

*The incentive may increase following any corresponding increase in the RATA of officials as

prescribed by the National Government subject to the availability of funds.

3.3.5. Sources of Funds The aforecited circulars together with salient provisions of RA 9720 and RA 8192 states the

following funding sources, to wit:

3.3.5.1. For RATA – From appropriations in the annual budget of the university as stated in the General

Appropriations Act, against MOOE Savings or from Income of the university. 3.3.5.2. For Incentives – From income of the university.


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IFSU Code

CHAPTER 4

ADMINISTRATIVE SYSTEMS AND PROCEDURES

4.1. Service Units Functional Chart (Sample)

4.2. Department of Administrative Services

This office is headed by the Director for Administrative Services of the University. Its basic

functions are: 1) Assist the University President and other officials implement the policies, rules and regulations promulgated by the University, Civil Service Commission, Commission on Higher Education,

and other general laws governing the University on administrative functions; 2) Assist the University officials to plan and coordinate administrative functions; and 3) Directly supervise the following

offices: Records Section, Administrative Section and Supply Section.

4.2.1. Records Section

It is the policy of the University to strictly adhere to the efficient, effective and economical implementation of the records management program as it is a vital tool for the provision of accurate

and timely information whenever and wherever it is needed in the University system. The office in-

charge of records management is the records section headed by the Records Officer III or Section Head (if by designation).

4.2.1.1. Records Creation: 4.2.1.1.1. It is the phase of the organizational operations where exchange of written communications

between two sources occurs, thereby starting the life cycle of the record. This may be in the

form of either: 1) incoming communications coming from outside the office; or 2) outgoing

and/or intra-department communications originating from the office. 4.2.1.1.2. Records are generally grouped into four (4) kinds:

4.2.1.1.2.1. -Correspondence (Plain letters, Endorsements); 4.2.1.1.2.2. -Administrative Issuances (Executive Orders, Administrative Orders, Proclamations, Intra-

Office Circulars like Office Circulars, General Circulars, Memorandum Circulars, Office

Memorandum, Office Orders, Bulletins, Manuals, Handbooks, Special Orders, Travel Orders); 4.2.1.1.2.3. -Reports (Special, narrative, inspection, investigation, statistical, etc.);

4.2.1.1.2.4. -Forms (Information sheets, service record, employment application, etc.); and 4.2.1.1.3. Other kinds of records such as legal opinions, research studies, minutes, etc. may be created.

4.2.1.2. Records Maintenance:

University President

VP – Admin and Finance

Director, Dept. of Administrative Services

Head,

Administrative Section

Head, Records Section

Head, Supply Section

Head, Accounting

Section Head, Budget

Section Head, Cash

Section

Director, Dept. of Finance Services

Stakeholders


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IFSU Code

4.2.1.2.1. It is the phase of record management, which deals with the active growth, keeping and using

records. It deals with the recording, handling, routing, and classifying cross-referencing, sorting and servicing records. This involves the use of maintenance facilities, control systems and

operating procedures; 4.2.1.2.2. All official correspondences intended for the University whether addressed to the University

President or any other official should be coursed through the Records Section for recording and

routing to the proper office/concerned employee for appropriate action; 4.2.1.2.3. There shall be no direct deliveries of incoming communications to action units by individuals. All

communications delivered directly will first be made to pass through the Records Section for proper recording. As much as possible, there shall be no hand carrying of correspondence

within the University by outside parties. All officials and employees shall inform the transacting public of this regulation and shall adhere to it; and

4.2.1.2.4. The Records Section adopts the following standard operating procedures: Receiving; Sorting;

Opening; Stamping; Routing; Assigning of correspondence numbers; Recording; Logging; and Delivery to action units.

4.2.1.3. Classifying and Filing Records:

Records should first be filed according to their subject classification. These procedures must

be followed: 4.2.1.3.1. Determine whether the records are ready for filing. This involves:

4.2.1.3.1.1. -Seeing that the action necessary to the communication has been completed; 4.2.1.3.1.2. -Examining whether enclosures, attachments, etc. mentioned in the communication are

complete; 4.2.1.3.1.3. -Checking up on signatures and initials on the communication; and

4.2.1.3.1.4. -Inspecting the page sequence when the material to be filed involves more than one page.

4.2.1.3.2. Often times, the file copy is marked “File” or “Released” and signed or initialed by the appropriate official to show that the paper has been officially released and is ready for filing.

4.2.1.3.3. Select from the file classification guide the appropriate primary as well as secondary classification for the file material. This may be extended further to use tertiary classifications;

4.2.1.3.4. Write the complete filing designation on the upper right hand corner of the materials, in clear,

legible writing; 4.2.1.3.5. Sort the material to be filed. Materials are sorted first according to major subject categories,

then by secondary categories; and 4.2.1.3.6. After the papers have been classified, sorted and assembled, file the material.

4.2.1.4. Records Disposition: 4.2.1.4.1. It is the phase of records management which deals with the systematic removal from

office to storage of records that are needed for everyday operation, identification and preservation of permanently valuable records and the destruction of valueless ones;

4.2.1.4.2. Not all records are preserved for permanent use of the agency, as doing so would mean a need for more space and equipment. To keep space and equipment needs at a minimum, inactive or

non-current records should be kept in temporary storage until their retention period expires;

4.2.1.4.3. Permanent records which are worthy of preservation usually reflect those of the administrative history of the agency, the policies they follow, the reasons for their adoption, the working

methods, specific individual transactions, including personnel service and the general, social, economic, or other conditions which the agency is dealing wit;

4.2.1.4.4. Non-current records have varying periods of usefulness to the agency that maintain them.

Because of this, it is necessary to determine how long they should be retained in retirement to satisfy their administrative and legal requirements. Non-current records awaiting the

termination of their prescription period may be transferred to less expensive storage areas. Non-current records which are of no record value to the agency, or temporary records whose

retention periods have expired, should be disposed of;


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IFSU Code

4.2.1.4.5. All requests for storage of non-current records submitted by units of the agency shall reflect

information containing a brief description of the record series turned over, and inclusive dates covered by the record and volume;

4.2.1.4.6. The University observes standard procedure in disposing of records: 4.2.1.4.6.1. The University shall prepare an inventory of its records holding in the prescribed form as an

initial step in developing the Records Disposition Schedule (RDS) and for whatever purpose

it may deem necessary; 4.2.1.4.6.2. The University shall observe the General Disposition Records Schedules in determining the

disposal of its valueless records; 4.2.1.4.6.3. Before any record shall be disposed of, the Records Officer itemizes those records subject

for disposal and refer them to the Committee on Records Disposal; 4.2.1.4.6.4. The Committee on Records Disposal shall appraise and examine the disposable records of

the University and recommend the manner or method of disposal, such as by burning or

direct sale or shredding before sale in the prescribed form; 4.2.1.4.6.5. The Records Officer who is in custody of the records holding shall be responsible for the

safekeeping of the valueless records until their disposal is authorized 4.2.1.4.6.6. The Records Management and Archives Office (RMAO) together with representatives from

top management and COA may reappraise and reexamine records for disposal as the need

arises; 4.2.1.4.6.7. To safeguard the sanctity of the records and to check that records to be disposed off are of

the same records which were appraised and examined and that no insertions had been done, the actual disposal of records shall be witnessed by a representative of the University,

the RMAO and COA; 4.2.1.4.6.8. A Certificate of Disposal shall be prepared in triplicate by the University and witnessed by

the representatives of the COA, RMAO and the owning agency upon the delivery of the

disposable records to the paper mills or warehouse of the winning bidder; 4.2.1.4.6.9. The Certificate shall indicate the nature of the records, the manner, place and date of

disposal and their approximate volume in cubic meters and weight; 4.2.1.4.6.10. The original copy goes to the University, a copy for RMAO and a copy for the COA;

4.2.1.4.6.11. All proceeds realized from the sale of disposed valueless records should be remitted to

University Funds; 4.2.1.4.6.12. The University shall determine when to have its file breaks. File breaks are generally set

during the slack periods of filing and servicing. A file break may be set at the end of the fiscal year or calendar year; and

4.2.1.4.6.13. Records shall be disposed off periodically, usually once a year, soon after a file break.

4.2.1.5. Reference Service:

4.2.1.5.1. Reference service is a process by which non-current records stored in the record storage center are made available to office personnel, government agencies and the public in general. While

non-current records which are in temporary storage in the records center, can be referred to as needed;

4.2.1.5.2. Reference service in the record storage center should be made in accordance with the approved

procedures to avoid loss or misplacement of records. Significant aspects to consider which may serve as guide are as follows:

4.2.1.5.2.1. The office should designate personnel for all contacts with the record storage center. This pinpoints responsibility and clarifies accountability;

4.2.1.5.2.2. Priority in the request for non-current records should be given to those coming from

government agencies; 4.2.1.5.2.3. Other requests should be attended to on a “first come, first served” basis;

4.2.1.5.2.4. Ample allowances for time to service records needed should be considered; and 4.2.1.5.2.5. Proper accomplishment of a reference service request slip and prompt return of borrowed

records at the prescribed period after use should be observed.


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IFSU Code

4.2.2. Supply Section The supply section is the overall in-charge of the university properties from procurement, release and or stocking of supplies, materials and equipments. In general, it shall follow all expected

functions of the supply office as expressed by existing government laws, rules, regulation and guidelines and the job description of the personnel hired to man the supply section.

Among the functions that the section shall perform university are the following:

4.2.2.1. Procurement of needed supplies, materials and equipments. It shall take charge in the

procurement of needed supplies, materials and equipments in support of the operations of the university or its units. Procurement follows the following general procedure as shown in the

table below:

Table 3. General Procedures on Procurement

Steps Description Signatories Responsible Office/ Official

Purchase Request Basic request of needs. Specs should be

clear

Requesitioner

President

Requesitioner

(office/Officer)

Canvass Canvass at least 3 suppliers for lowest price

& best quality

President

Suppliers

BAC Secretariat/

Supply Office/

Supply Officer

Abstract of

canvass

BAC opens canvass & declares supplier with

lowest price and best quality

BAC Chairman &

Members

BAC & BAC

Secretariat

Preparation & Delivery of

Purchase Order

Preparation & delivery of purchase order/s (Pos).

Preparer Accountant

President

Supply Office/ Supply Officers

Receipt & inspection of

delivery

Inspect and receive deliveries of procured Supply officer Internal Auditor

Internal Auditor/ Supply Office

Storage Supplies are stored safely to be released only when the need arises

Requesitioner Supply Chief

Supply office/ Supply Officers

Payment of Ordered Supplies

Preparation of voucher and release of payment to suppliers

Accountant, Cashier, President

Supply section Accounting & Cash

Sections

Inventory and release of

supplies

Procured supplies shall be inventoried and released to requesitioner thru MR

Requesitioner/ user Supply officer

Supply Office/Supply

Officers

Recall of unused/ re-usable

equipments after use

All unused or re-usable supplies/ equipments after the intended use lapsed

shall be recalled and properly inventoried especially during annual clearance

submission

Supply Office

Note: MR – Memorandum Receipt

4.2.2.2. Stocking of supplies, materials and equipments:

4.2.2.2.1. The supply section is responsible in stocking procured supplies for safekeeping if they are not to be used yet;

4.2.2.2.2. The supply section must schedule the release of procured supplies/ materials/ equipments to intended users for the interest of the university;

4.2.2.2.3. The supply section is responsible for the recall of unused or re-usable supplies, materials and equipments from employees/ users after the intended use period had lapsed.

4.2.2.3. Inventory of university properties - The supply section must undertake regular inventory of university properties, recall properties not being used anymore by receivers/ users, identify


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IFSU Code

unserviceable properties for condemnation/ disposal/ auction, transfer MR from one user to

another, and other needed inventory adjustments with the aim of having an updated inventory or properties and their users.

4.3. Department of Finance Services

The responsibility of managing the financial resources (i.e. from budgeting to accounting

and disbursement of cash) of the university is vested on the Department of Finance Services. The department shall be headed by a Finance Management Officer (FMO) or Director for Finance (when by

designation).

4.3.1. Budget Office/ Section The Budget Office is headed by a Budget Officer III or Section Head (when by designation).

It is concerned with the preparation and examination of budget requests and justifications, allocation

of funds for the different programs, projects and activities of the University in coordination with the Office of Planning and Development. It also includes the preparation of budget summary which is the

outcome of a budgeting process on two levels – one in the campus level and the second in the University level. Budgeting in the campus level reflects the program allocation and priorities set for

the different programs and services by the Deans and Directors and other officials of equal rank in the

campus. The budgeting process in the University level is undertaken in consultation with the Directors, Deans and Vice Presidents who present and defend their respective budgets. Specifically,

the Budget Officer has the following functions: 4.3.1.1. Develops and improves budgetary methods, procedures and justifications;

4.3.1.2. Provides budget subject to budgetary ceiling fund estimate in support of the College operations, plans and programs;

4.3.1.3. Prepares annual physical and financial plans;

4.3.1.4. Allocates available funds to programs on the basis of approved guidelines and priorities; 4.3.1.5. Reviews performance report to determine conformity with set standards; and

4.3.1.6. Prepares financial report for management guidance as required by higher authorities.

4.3.2. Accounting Office/ Section The Accounting Office/ Section is headed by an Accountant III or Section Chief (when by

designation) with the following functions: 1) Bookkeeping, 2) Processing of Liquidation, 3) Payroll

Preparation 4) Financial Reports and 5) Student Accounts. Specifically, the Accountant has the following functions:

4.3.2.1. Gives advice on financial matters;

4.3.2.2. Prepares and submits financial reports to management and other government departments and agencies authorized to receive such reports;

4.3.2.3. Maintains basic and subsidiary accounting records and books of accounts to reflect accurate and current financial information required by existing auditing rules and regulations and by

management; 4.3.2.4. Certifies to the availability of funds;

4.3.2.5. Prepares billings to debtors of the national government; and

4.3.2.6. Assesses student fees upon enrolment.

4.3.3. Cash Office/Section The Cash Office/Section is headed by a Cashier III or Section Chief (when by designation)

who coordinates and supervises the cashiering activities of the University. This Office is concerned

with the following activities/functions: 1) Checking accounts, 2) Collection and disbursement, and 3) Safekeeping of money and financial records. Specifically, the cashier has the following functions:

4.3.3.1. Takes charge of the collection and deposit of tuition fees and miscellaneous fee; 4.3.3.2. Deposits all collections and income to the authorized bank;

4.3.3.3. Prepares checks on approved payments and issues checks to claimants;


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IFSU Code

4.3.3.4. Prepares and submits collection and deposit and disbursement reports for management and

other government agencies; and 4.3.3.5. Coordinates with the depository banks on the status of NCA.

4.3.5. Preparation of Budget Proposals 4.3.5.1. The annual budget of the University shall be prepared in accordance with the budgetary policies of

the government and the rules and regulations prescribed by the BOR; 4.3.5.2. Budget preparation shall start at the unit level of the different operating units and colleges of the

University; 4.3.5.3. In budget preparation, focusing resources towards the agency’s major development goals must be

considered in order to ensure growth and equitable development; 4.3.5.4. Baseline budgeting approach shall continue to be used. This refers to the minimum level of

expenditures at which the University still continue to operate at the budget year’s level and be

able to perform its basic mandate and functions; and 4.3.5.5. In the budgetary process, mandatory expenditures shall have precedence over other types of

expenditures. The Deans and Directors shall prepare estimates or budgetary requirements for their respective programs/projects together with justification and submit to the budget office not

later than every 20th of December.

4.3.5.5.1. For General Fund: 4.3.5.5.1.1. The Budget Office shall consolidate these estimates/budgetary requirements for approval by

the BOT. These shall then be submitted to the DBM on the date as specified in the budget

call with appropriate BOT resolution; 4.3.5.5.1.2. The DBM and CHED subsequently shall schedule a Technical Budget Hearing to take up the

necessary corrections/improvements and recommendation in the Budget Proposals

submitted; 4.3.5.5.1.3. Congress and Senate will issue additional requirements to support the year’s submitted

budget proposal on the last week of July; 4.3.5.5.1.4. The University Officials must defend the budget proposal in Congress as per schedule set

forth for the purpose; and 4.3.5.5.1.5. Pending the approval of the budget for the ensuing year, the University shall operate based

on the previous year budget as per DBM instruction.

4.3.5.5.2. Special Trust Fund (STF)

4.3.5.5.2.1. The Accounting Office shall prepare the projected income for the whole year;

4.3.5.5.2.2. The Budget Office shall consolidate the fund required of each unit and prepare an annual comprehensive budget to be approved by the BOR;

4.3.5.5.2.3. Income from tuition fees and other necessary charges such as: matriculation fees, graduation fees, laboratory fees, medical fees, library fees, athletic fees and other similar

fees, and the net income from auxiliary services shall be deposited in an authorized government depository bank as special trust fund. The said fund shall be used to augment

the maintenance and other operating expenses and capital outlay fund of the University

from the General Appropriation Act (GAA). These funds may also be used to pay authorized allowances and fringe benefits to teachers, employees, and students. The University Board

of Regents (BOR) is authorized to disburse such income from tuition and other fees as well as those generated from the operation of auxiliary services and land grants, instruction,

research, extension and other programs/projects of the University. Such disbursements

require a special budget duly approved by the BOR; 4.3.5.5.2.4. Fiduciary funds shall be disbursed for the purpose it is collected after removing a reasonable

administrative cost (not more than 12.5%) to shoulder the cost of collecting, managing and disbursing of said funds;

4.3.5.5.2.5. For implementation, monthly disbursements shall be based on the actual monthly collection of income.


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IFSU Code

4.3.5.5.3. Income/Collections from Tuition and Other Miscellaneous Fees and Net Income from IGP

4.3.5.5.3.1. All collections from Tuition and other fees shall be treated as Special Trust Funds and shall be deposited to a government depository bank under said fund;

4.3.5.5.3.2. The University is likewise authorized under Letter of Instruction Nos. 872 and 1026 to retain

as Revolving Fund income from food production and income generating projects; 4.3.5.5.3.3. All collections from IGPs shall likewise be deposited to government depository banks under

the revolving fund accounts; 4.3.5.5.3.4. The campuses are required to remit their collections from tuition and other fees to the Main

Campus within 5 working days every after end of the month. 4.3.5.5.3.5. Net income realized from operations of Income Generating Projects shall likewise be

deposited to the depository bank not later than the end of January of the ensuing year.

4.3.5.5.3.6. As the need arises, IGP Board of Management (BOM) shall convene to prepare a special budget out of the income deposited from the different projects as certified by the Chief

Accountant for recommendation to the BOR.

4.3.6. Fund Releases To facilitate effective management in the transfer of allotments to the different campuses,

the following policy guidelines shall apply:

4.3.6.1. The accounting and budget offices of the University shall inform the various campuses/ units of

the University the allowable budget they are to operate in; 4.3.6.2. Each campus/ department/ university/ unit shall prepare their financial plan which shall be the

basis for the monthly/quarterly release of their respective funds;

4.3.6.3. Monthly cash advances to the campuses shall continue to be released by the Main campus on the basis of their actual needs and subject to the available Notice of Cash Allocation issued by the

Department of Budget and Management; 4.3.6.4. The policy on “No report, no release” shall be strictly adhered to in the release of cash Advances

(except Lagawe Campus) to the different campuses which will serve as the basis for the

succeeding monthly release; 4.3.6.5. No succeeding cash advance will be allowed without liquidation of previous cash advance. This is

true to other University personnel who have acquired cash advances; and 4.3.6.6. The following guidelines shall be maintained in the issuance of allotments to the different

Colleges/departments/campuses.

Program/Project Criteria

4.3.6.6.1. General Administration and Support Services

1. Number of personnel

2. Physical facilities both buildings and equipment

3. Activities of the unit

4.3.6.6.2. Higher Education 1. Enrollment

2. Number of programs offered 3. Programs scheduled for accreditation

4. Number of Scholars

5. Textbook requirements 6. Physical facilities & equipment

4.3.6.6.3. Research & Development

Services

1.

2.

Number of personnel

Number of papers presented and published


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IFSU Code

3. Number of technologies derived/patented

4. Number of research projects to be conducted

4.3.6.6.4. Extension/Training 1. Number of personnel 2. Number of extension and training

programs/projects conducted

3. Number of extension and training programs/projects to be conducted

4. Number of clienteles served

4.3.6.6.5. Planning & Resource Generation = chargeable

to IGP for admin Share

1. Number of personnel

2. Number of IGP projects 3. Number of linkages/collaborations forged

4.3.7. Internal Accounting Control for Disbursement 4.3.7.1. No money shall be paid out to any public treasury or depository except in pursuance of an

appropriation, law or other specific statutory authority; 4.3.7.2. Government funds shall be spent or used solely for public purposes;

4.3.7.3. Trust funds shall be available and may be spent only for the specific purpose for which the trust was created upon receipt of the funds;

4.3.7.4. Fiscal responsibility shall, to the greatest extent, be shared by all those exercising authority over the financial affairs, transactions and operations of the University;

4.3.7.5. Disbursement or disposition of government funds or property shall invariably bear the approval

of the proper officials; 4.3.7.6. Claims against government funds shall be supported with complete documents;

4.3.7.7. All laws and regulations applicable to financial transactions shall be faithfully adhered to; 4.3.7.8. Controlling accounts should be used as extensively as possible. Controlling accounts serve as a

proof of accuracy between account balance;

4.3.7.9. All necessary sets of books should be maintained and reports should be regularly prepared and tied-up with the respective controlling accounts;

4.3.7.10. Accounting and disbursement functions should not be vested on one individual. An employee should not have control of the operations giving rise to entries in the records i.e., the general

ledger bookkeeper should not have access to the cash or to the records of cash sales;

4.3.7.11. Payments should be properly approved and be made by check whenever necessary and issued to the name of the payee;

4.3.7.12. All collections should be properly receipted and deposited intact and promptly in accordance with pertinent regulations; and

4.3.7.13. All accountable officers should be properly bonded. 4.3.8. Accounting for Allotments and Obligations 4.3.8.1. The approved budget is not self-executory. It can be utilized only upon the release of allotments:

the General Allotment Release Order (GARO) and the Special Allotment Release Order (SARO).

These GAROs and SAROs serve as the authority to incur obligations. GAROs are released annually by allotment class and in accordance with the itemization in the budget. SAROs are released

monthly or upon approval of the Department of Budget and Management of the request of the

University for payment of accounts payable and retirement gratuity or terminal leave pay of retirees; 4.3.8.2. To prevent the incurrence of overdraft, funds are earmarked for each proposed expenditure; 4.3.8.3. For each obligation, an ALOBS is prepared to take up the incurrence of expenditures for any lawful

act made by an accountable officer for and in behalf of the agency in the performance of its

functions and goals;


39

IFSU Code

4.3.8.4. Disbursements shall be covered by a disbursement voucher and obligations are paid either by check

or in cash; 4.3.8.5. Payments by checks are those obligations which are due to creditors for payment of deliveries of

supplies and services, advertisements, newspapers subscriptions, traveling expenses, seminar fees, regular expenses such as light and power, telephone bills and other obligations payable to other

agencies; 4.3.8.6. Checks issued including those which are cancelled or voided are recorded chronologically in the

report of checks issued and cancelled and these reports are prepared monthly and by funds; 4.3.8.7. Payments by way of the ATM are those obligations such as salaries and wages, commutable

allowances and in some instances, payments of honoraria and other similar compensation benefits; 4.3.8.8. No payment of any nature shall be received by a collecting officer without immediately issuing an

official receipt in acknowledgment thereof; 4.3.8.9. The cashier shall deposit all intact collections as well as collections turned over to him/her by

designated collectors with the authorized depository bank daily or as the need so requires; 4.3.8.10. The cashier should prepare a report of collections and deposits and a copy of the report shall be

submitted to the Accounting Office; 4.3.8.11. The cashier shall also record in the cash book all collections received. The cash in treasury

account shall be debited with the collections received, and credited with the collections deposited

with the authorized depository bank; and 4.3.8.12. The Cash Section shall submit the following to the Accounting Section: 4.3.8.12.1. Reports of checks issued and cancelled – RCIC – All Funds – 101, 161, 164(3), Special Trust

Fund, Income Generating Projects and Trust Funds, MDS (A/P) on or before every last

working day of the month; 4.3.8.12.2. Reports of collection and deposit – RCD 101, 161, Special Trust Fund, Income Generating

Projects and Trust Funds not later than the last working day of the month; 4.3.8.12.3. Completed accountable forms to be submitted to COA every month; and 4.3.8.12.4. RCIC, RDDO, RCD shall also be submitted to COA.

4.3.9. Reports

The University shall submit the required reports to the different government agencies in

accordance with existing guidelines set forth, as follows:

4.3.9.1. Department of Budget and Management:

4.3.9.1.1. MONTHLY REPORTS– On or before the 10th day of the following month unless otherwise

specified;

4.3.9.1.1.1. Pre-closing Trial Balance – Fund 101 4.3.9.1.1.2. Statement of Allotment Obligations and Balances– Fund 101

4.3.9.1.1.3. Charges to Accounts Payable (BAF 305) – Fund 101 4.3.9.1.1.4. Monthly report of disbursements.

4.3.9.1.2. QUARTERLY REPORTS– On or before the 10th day of the following month unless otherwise

specified;

4.3.9.1.2.1. Statement of Allotment Obligations and Balances – By Project – Fund 101 4.3.9.1.2.2. Report of Actual Income – Fund 164

4.3.9.1.2.3. Quarterly financial report of operations 4.3.9.1.2.4. Physical report of operations

4.3.9.1.3. ANNUAL REPORTS – On or before the 14th day of February of the following year unless otherwise specified;

4.3.9.1.3.1. Pre-closing Consolidated Trial Balance 4.3.9.1.3.2. Statement of Accounts Payable (BAF 04) Fund 101

4.3.9.1.3.3. Post-closing Consolidated Trial Balance 4.3.9.1.3.4. Statement of Operations


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IFSU Code

4.3.9.1.3.5. Balance Sheet

4.3.9.2. Commission on Audit (COA):

4.3.9.2.1. QUARTERLY REPORTS – On or before April 30, July 30 & October 30

unless otherwise specified;

4.3.9.2.1.1. Consolidated Trial Balance – Fund 101 4.3.9.2.1.2. Statement of Allotment, Obligations and Balances – Fund 101

4.3.9.2.1.3. Detailed Statement of Cumulative Obligations Incurred, Obligations Liquidated/Disbursement and Unliquidated Obligations – Fund 101

4.3.9.2.1.4. Report of the Result of Expended Appropriations – Fund 101 4.3.9.2.1.5. Statement of Accounts Payable - Fund 101

4.3.9.2.2. ANNUAL REPORTS 4.3.9.2.2.1. Preliminary Reports – On or before the 14th day of February unless otherwise specified.

4.3.9.2.2.1.1. Consolidated Preliminary Trial Balance – Fund 101 4.3.9.2.2.1.2. Statement of Allotment, Obligations and Balances – Fund 101

4.3.9.2.2.1.3. Detailed Statement of Cumulative Obligations Incurred, Obligations

Liquidated/Disbursements and Unliquidated Obligations -Fund 101 4.3.9.2.2.1.4. Report of the Result of Expended Appropriations – Fund 101

4.3.9.2.2.2. Final Reports– On or before the 28th day of February unless otherwise specified.

4.3.9.2.2.2.1. Final Consolidated Trial Balance 4.3.9.2.2.2.2. Comparative Consolidated Balance Sheet

4.3.9.2.2.2.3. Comparative Statement of Operations

4.3.9.2.2.2.4. Analysis of Account 8-99-000 – Fund 101 4.3.9.2.2.2.5. Statement of Income

4.3.9.2.2.2.6. Closing Entries

4.4. Department of Human Resources and Development (DHRD)

The Department of Human Resources and Development (DHRD) is the department that takes charge of all hiring, promotion, training and development and retirement of employees. It shall be

headed by a Director. Aside from the Human Resource Management Section, the following Boards/ Committees

tasked to oversee hiring, promotion, training and development of employees shall be organized/

established to be headed by the DHRD.

4.4.1. Personnel Selection and Promotion Board (PSB) 4.4.1.1. Chairman – Director for DHRD

4.4.1.2. Vice-Chairman – VP of the Division/Campus Director of the Campus where the employee will be assigned;

4.4.1.3. Members:

4.4.1.3.1. Director/ Dean of the Service Department or College where the employee will be assigned; 4.4.1.3.2. President of the local faculty association/ non-teaching staff association where the employee

would belong; 4.4.1.3.3. Representative from the 2nd Level or 1st Level rank and file where the employee’s prospective

item is classified.

4.4.1.3.4. HRMO

4.4.2. University wide NBC 461 Committee for faculty promotion 4.4.2.1. Chairman – Director for DHRD

4.4.2.2. Vice-Chairman – VP for Academic Affairs; 4.4.2.3. Members:


41

IFSU Code

4.4.2.3.1. Campus Director of the Campus where the faculty belongs

4.4.2.3.2. President of the local faculty association in which the employee is a member; and 4.4.2.3.3. HRMO

4.4.3. Faculty Staff Development Committee of the University

4.4.3.1. Chairman – Director for DHRD

4.4.3.2. Vice-Chairman – VP for Administration and Finance 4.4.3.3. Members:

4.4.3.3.1. Director for Administrative Affairs/ Chief Administrative officer 4.4.3.3.2. Any of the Deans of Colleges

4.4.3.3.3. HRMO

4.4.4. Hiring Procedures 4.4.4.1. The university through the Human Resource Management Office/ Section (HRMO) shall

announce vacant positions to be filled along with the qualification standards required for each

position and deadline for the submission of application and other details; 4.4.4.2. After receiving all applications, the HRMO conducts preliminary screening of applicants based

on the qualification standards for each position;

4.4.4.3. The HMRO notifies the applicants of the result of the preliminary screening and posts in the bulletin boards the names of those who qualified for further evaluation;

4.4.4.4. The HRMO formally transmits the list of qualified applicants to the Personnel Selection/Promotion Board (PSB) Chairman;

4.4.4.5. The PSB Chairman calls its members to deliberate on the set of criteria for each position to be filled up, and set its internal rules of procedure for the final selection as to whether or not an

interview and/or written examination be conducted;

4.4.4.6. The PSB Chairman notifies the qualified applicants of the date of interview and/or written examination if one is to be held;

4.4.4.7. The PSB deliberates and determines the most qualified applicants; 4.4.4.8. Within three (3) days thereafter, the Chairperson shall submit the result of their final evaluation

to the University President;

4.4.4.9. The University President chooses among the qualified applicants taking into consideration their ranks;

4.4.4.10. The HRMO posts the comparative assessment result with the action of the President and informs the applicants on the result of their application; and

4.4.4.11. The HRMO notifies the applicant chosen by the President for the submission and/or completion

of the pertinent documents for appointment prescribed by the Civil Service Commission; 4.4.4.12. Preparation and issuance of appointment (signed by the University President).

4.4.5. Promotion of Non-Teaching Personnel 4.4.5.1. Promotion by filling vacant positions by the “next in rank principle” 4.4.5.1.1. The HRMO announces all vacant positions to be filled and the qualifications required for

each position;

4.4.5.1.2. The HRMO identifies, in accordance with the system of ranking positions, qualification standards, personnel qualification index, the employees within the University who are

deemed qualified and competent for promotion, together with the incumbents of positions who are identified as next-in-rank;

4.4.5.1.3. The HRMO shall make preliminary evaluation of the qualification of candidates and shall

submit the list of all candidates for promotion to the vacancy. Other employees who feel they are competent and qualified but not included among the next-in-rank, may submit to

PSB for consideration and assessment; 4.4.5.1.4. The PSB Chairman notifies the applicants with the PSB scheduled activities related to their

application;


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IFSU Code

4.4.5.1.5. The PSB then evaluates the qualifications of those employees included in the promotional

line-up, determines the most competent and qualified candidate for promotion, and recommends to the President the employee who may fill up the vacancy;

4.4.5.1.6. The University President shall assess the merits of the recommendation of the PSB and selects the personnel deemed best qualified for the vacancy.

4.4.5.1.7. The PSB Chairperson shall post in Bulletin Boards the comparative assessment result along

with the decision of the President.

4.4.5.2. Promotion by upgrading/reclassification of position 4.4.5.2.1. The HRMO advises all persons concerned to update their records in the HRM Office at the

start of the School Year; 4.4.5.2.2. The PSB shall evaluate the credentials of the personnel concerned considering the Rules and

Procedures pertaining to the position rank upgrading/reclassification;

4.4.5.2.3. The PSB shall officially transmit the evaluated documents to the President; 4.4.5.2.4. Upgrading/reclassification shall not be more often than once a year, provided the

employees' performance is at least Very Satisfactory (VS) during the last two rating periods; and

4.4.5.2.5. All promotional appointments including upgrading/ reclassification shall be posted in at

least 3 conspicuous places in the University to enable aggrieved parties to file protests within 15 days from date of notice of the promotion/ upgrading/reclassification.

4.4.6. Promotion of Faculty Members The promotion of faculty members shall follow the National Budget Circular No. 461 (NBC

461) or other pertinent issuances of the Department of Budget and Management. (Details for said promotion system is found in the Part 2 of this university code particularly that of Sec. 1.4.6 on

Faculty Promotion and Advancement in Page 58).

4.4.7. Procedure for the Preparation of Appointment 4.4.7.1. The appointee accomplishes the Personal Data Sheet (PDS) in four (4) copies. The HRMO

thoroughly reviews the documents for completeness and accuracy; 4.4.7.2. The HRMO prepares the appointment in prescribed form (Form 33, as revised in May 1990) in four

(4) copies. 4.4.7.3. HRMO prepares the Position Description Form (PDF) also in four (4) copies and shall check the

percentage of working time indicated for each of the duties listed. The form must be signed by the

employee, the immediate supervisor and the University President; 4.4.7.4. The DHRD/ HRMO shall certify that all requirements and supporting papers have been complied

with, reviewed and found to be in order. A copy of the recommendation of the Selection/

Promotion Board duly signed by all the members shall be attached to the appointment; 4.4.7.5. The DHRD acting as the Chairman of the PSB then certifies that the appointee has been screened

and found qualified by the Board; 4.4.7.6. The appointment papers are then forwarded to the University President for approval; 4.4.7.7. Approved appointments are transmitted to the BOR for confirmation and to the Civil Service

Commission (CSC) within prescribed periods. 4.4.7.8. No prospective appointee shall assume office unless his/her appointment is approved by the

University President; 4.4.7.9. An appointee shall be given a copy of the approved appointment which shall remain valid and

effective until disapproved by the CSC; 4.4.7.10. Other requirements and guidelines issued by the CSC and other higher bodies shall also be

observed and the necessary documents submitted when applicable. 4.4.8. Change of Status 4.4.8.1. A temporary appointee upon qualification in an appropriate civil service examination may be

issued a new appointment by change of status from temporary to permanent effective not earlier

than the date of BOT confirmation;


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IFSU Code

4.4.8.2. For positions under the Trades and Crafts Group and those covered by Resolution 435, the

implementing guidelines of CSC Memorandum Circular No. 11, s. 1996 should be strictly followed; and

4.4.8.3. For appointments involving change of status from temporary to permanent for purposes of retirement, the following shall be submitted to the CSC Regional Office concerned:

Duly certified statement of service record; and

Certification as to the last day of actual service of the appointee.

4.4.9. Rules on Promotion for Administrative Support Staff 4.4.9.1. Promotion may be from one department to another or from one organizational unit to another in

the same department;

4.4.9.2. Whenever a vacancy occurs, the employees who occupy positions deemed to be next-in-rank to the vacancy, shall be considered for promotion;

4.4.9.3. In no instance, however, shall a position in the first level be considered next-in-rank to a position in the second level;

4.4.9.4. An employee who holds a next-in-rank position is considered the most qualified and competent;

one who possesses the appropriate civil service eligibility, and meets the other conditions for promotion shall be considered to the higher position in case of vacancy;

4.4.9.5. In the event of changes in the organizational structure or occupational grouping, the line of promotion shall be determined on the basis of the new organizational grouping;

4.4.9.6. The comparative degree of competence and qualification of employees shall be determined by the

following criteria: 4.4.9.6.1. Performance. This shall be based on the last two performance ratings of the employee. No

employee shall be considered for promotion unless the last two performance ratings are very satisfactory;

4.4.9.6.2. Education and training. These shall include educational background and the successful completion of training courses, scholarships, training grants and others, which must be

relevant to the duties and responsibilities of the position to be filled;

4.4.9.6.3. Experience and outstanding accomplishments. These shall include occupational history, work experience and accomplishments worthy of special commendation;

4.4.9.6.4. Physical characteristics and personality traits. These refer to the physical fitness, attitudes and personality traits of the employee which must have some bearing on the position to be

filled; and

4.4.9.6.5. Potential. This refers to the employee’s capability to perform not only the duties and responsibilities of the position to be filled, but also those of higher and more responsible

positions;

4.4.9.7. Civil service awards and other awards for outstanding accomplishments shall be given due consideration;

4.4.9.7.1. In cases where the qualifications of employees are comparatively equal, preference shall be

given to the employee in the organizational unit where the vacant position exists. In case all things are still equal, seniority in the job or functionally related jobs shall be considered;

4.4.9.7.2. A next-in-rank employee who is qualified and competent may not be promoted if he/she waives the new assignment. The vacancy may be filled by one who may not be next-in-rank

but qualified, competent and willing to accept the new assignment;

4.4.9.7.3. No other civil service eligibility shall be required for promotion to a higher position in the same level of the career service and within the same or functionally related grouping of positions.

However, this College shall not be precluded from prescribing its own internal standards for purposes of promotion provided it is not contrary to CSC Rules and Regulations;

4.4.9.7.4. When an employee has a pending administrative case, he/she shall be disqualified for

promotion during the pendency thereof. If he/she is found guilty, he/she shall be disqualified from promotion for a period based on the penalty imposed by the appointing authority;

4.4.9.7.5. When an employee who is entitled to promotion has a pending administrative case, the position to which he/she is proposed shall not be filled until after the administrative case shall


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have been finally decided. However, when the exigencies of the service so require, then it

shall be filled by temporary appointment to end as soon as the employee entitled to it is exonerated;

4.4.9.7.6. To ensure objectivity in promotion, a Promotion/Selection Board (PSB) shall be established which shall be responsible for the adoption of a formal screening procedure and formulation of

criteria for the evaluation of candidates for promotion. CSC MC3, s. 2001 (Merit Promotion

Plan for regular monitoring) and; 4.4.9.7.7. An appointment, though contested, shall take effect immediately upon its issuance. If the

appointee assumes the duties of the position, the appointee is entitled to receive the salary attached to the position. However, the appointment, together with the decision of the

University President shall be submitted to the Civil Service Commission for appropriate action within thirty (30) days from the date of its issuance. Likewise, such an appointment shall

become ineffective in case the protest is finally resolved in favor of the protestee, in which

case he/she shall be reverted to his/her former position.

4.4.10. Protest: 4.4.10.1. Who may file a protest?

Only officers or employees who are qualified next-in-rank on the basis of the approved

System of Ranking Positions may file a protest against an appointment or a promotion;

4.4.10.2. Form and contents of the protest The protest shall be typewritten on legal size paper and shall have a caption. The

aggrieved party shall be called the “Protestee”. Provided that where the University President, after evaluation, finally decides in favor of the protester, the protestee who decides to file his/her

protest shall be called the “Protester-Appellant” and the former protester, the “Protester-

Appellee”. The protester shall identify his/her present position and the contested position by official

title, item number and the calendar year budget involved. The salary attached to the position and the organizational unit where the position belongs shall also be indicated. The protester

shall state clearly the grounds for his/her protest and the reasons why he/she believes he/she

should be the one appointed to the contested position. Failure to file protest within the prescribed period shall be deemed a waiver of one’s right and no protest thereafter shall be

entertained.

4.4.10.3. Procedure in filing protest

4.4.10.3.1. The aggrieved party shall file his/her protest in triplicate directly to the University President within fifteen (15) days from the date of the notice of the issuance of an appointment;

4.4.10.3.2. The University President shall decide the case within thirty (30) days from receipt of the protest. He/She may refer the case to a person or group of persons to assist him/her in

evaluating the case; 4.4.10.3.3. The constituted body assigned to study the case shall, within fifteen (15) days from receipt

thereof, evaluate the reasons/grounds presented by the protester and submit in writing to the

University President its findings and recommendations. The University President shall finally decide the protest within fifteen (15) days;

4.4.10.3.4. A copy of the final decision of the University President shall be furnished the official or employee affected, within five (5) days from receipt by the HRMO; and

4.4.10.3.5. If the aggrieved party is not satisfied with the decision, he/she may elevate his/her protest to

the Merit Systems Board, Civil Service Commission within fifteen (15) days from receipt thereof. (CSC MC2, 1991; Grievance Machinery dated January 26, 2003).

4.4.11. Permit to Study 4.4.11.1. Employees who wish to enrol and pursue his/her education must seek the approval/permission of

the University;


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4.4.11.2. Request for permission to study is open to all employees of IFSU either on full or part-time basis

with or without pay, shall be submitted to the Office of the University President, through proper academic and administrative channels at least one month before the desired start of the plan to

pursue further studies; 4.4.11.3. Study permit shall be required of IFSU personnel who desire to study in this institution or in other

institutions, during or after office hours subject to the terms mentioned herein;

4.4.11.4. Study permit shall be secured every semester, unless the original approval is for a longer period, i.e. whole duration of study;

4.4.11.5. The procedures to secure study permit shall be as follows: 4.4.11.5.1. Prepare request for Permission to Study in duplicate copies;

4.4.11.5.2. Submit the accomplished form to immediate supervisor for endorsement; 4.4.11.5.3. Forward it to the Faculty and Staff Development Committee (FSDC) for evaluation and

recommendation to the University President;

4.4.11.5.4. Forward it to the University President for appropriate action; 4.4.11.5.5. Submit it to the HRMO with the action taken by the University President for proper

monitoring/recording in the employee's 201 file; 4.4.11.5.6. A Memorandum of Agreement (MOA) and/or Contract shall be executed between the

employee and the University through the University President; and

4.4.11.5.7. Any violation of the terms and conditions in the MOA shall be a ground for the cancellation of the study permit. The employee maybe subjected to sanctions stipulated in the MOA.

4.4.12. Permit to Practice One’s Profession/Engage in Useful Employment Outside IFSU 4.4.12.1. In no case shall an employee of IFSU practice one’s profession outside the school, during office

hours without approval/permission of the University;

4.4.12.2. Permit to practice one’s profession/engage in useful employment outside IFSU after office

hours maybe granted to IFSU employees provided it is not detrimental to the University and there is no conflict of interest for which the University interest is jeopardized and subject to the

following procedures: 4.4.12.2.1. Request Letter to the University President;

4.4.12.2.2. Endorsement of the immediate supervisor;

4.4.12.2.3. Approval and recommendation of the FSDC; and 4.4.12.2.4. Approval and issuance of permit by the University President.

4.4.12.3. The permit shall be in a form of a formal letter from IFSU stipulating very clearly the terms and

conditions surrounding the permit to be fully conformed into by the requesting employee; and

4.4.12.4. Violation of any of the terms and conditions in the permit shall be a ground for the cancellation of the permit to practice one’s profession outside of IFSU and the imposition of appropriate

sanction.

4.4.13. Scholarship/Training 4.4.13.1. Faculty and Staff may avail of scholarship grants from the University and other sponsoring

agencies;

4.4.13.2. Scholarship grantees shall be governed by their scholarship agreement, existing CSC Study Leave laws, regulations and other important issuances promulgated by competent authorities

and the Faculty and Staff Development Program (FSDP) of the University; and

4.4.13.3. Grantees shall submit the following documents:

4.4.13.3.1. Foreign Training/Scholarship 4.4.13.3.2. Letter of request;

4.4.13.3.3. Acceptance by Donor Country; 4.4.13.3.4. Endorsement by the immediate supervisor;

4.4.13.3.5. Endorsement and recommendation by the FSDC; 4.4.13.3.6. Approval by the University President;


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4.4.13.3.7. Scholarship Agreement;

4.4.13.3.8. Clearance from Money and Property Responsibility; and 4.4.13.3.9. Execution of Contract of the employee and IFSU through the University President.

4.4.13.4. Local Training/Scholarship:

4.4.13.4.1. Letter of request passed through channels i.e. immediate supervisor and the FSDC;

4.4.13.4.2. Letter of invitation addressed to the University President; 4.4.13.4.3. Approved itinerary of travel;

4.4.13.4.4. Certificate of completion of travel; 4.4.13.4.5. Certificate of appearance;

4.4.13.4.6. Tickets; and 4.4.13.4.7. Official receipts in case entitled to school reimbursement of expenses.

4.4.13.5. The grantee shall fulfil the requirements in the scholarships/ training agreement and submit a report and recommendations within 60 days upon return;

4.4.13.6. Return service to the University for a specified period as stated in the contract; 4.4.13.7. Submit Transcript of Records or Certificate of Performance at the close of each official

travel, term or semester; and

4.4.13.8. All above documents should be filed in grantee’s 201 file. 4.4.13.9. Non-Teaching Staff who are given Teaching Loads/Designations:

4.4.13.10. Non-teaching staffs who are assigned teaching loads and other designations/committee assignments during office hours shall be compensated in the form of Compensatory Time Off

(CTO); 4.4.13.11. One day Compensatory Time Off shall be credited for every six (6) hours of actual teaching/six

(6) credit units.

4.4.13.12. The Compensatory Time Off is not convertible to cash provided further that CTO credits accumulated within a year shall be used only in the succeeding year (CSC/DBM);

4.4.13.13. Those who are requested to teach outside office hours maybe paid honorarium subject to availability of funds;

4.4.13.14. Other assignments such as membership to institutional committees shall be granted

Compensatory Time Off with the same credit unit to that of the teaching staff as stipulated in this official designation papers. Please refer to Faculty workload policy;

4.4.13.15. Mode of Recording the Credits:

4.4.13.15.1. Based on issuances, the employee concerned shall furnish the HRMO copies of documents

or proof of designation showing the total number of hours/units duly authenticated by his/her immediate supervisor;

4.4.13.15.2. The HRMO personnel shall prepare a separate ledger for the entries of credit hours/units and the equivalent Compensatory Time Off (CTO); and

4.4.13.15.3. The Compensatory Time Off (CTO) of the employee may be availed of first before the regular leave credits.

4.4.14. Leave of Absence 4.4.14.1. In no case shall an employee go on leave without the permission/approval authority/ties;

4.4.14.2. All kinds of leave of absence applied for and taken by an employee shall be governed by existing CSC leave laws, rules and regulations and other pertinent issuances promulgated by competent

authorities;

4.4.14.3. Before an employee goes on leave of absence, he/she should see to it that an application for leave has been approved by proper authorities;

4.4.14.4. If the application for leave is not more than three (3) days, it shall be approved by the immediate supervisor concerned (Office Order No. 07-2004); and

4.4.14.5. If the application for leave is more than three (3) days, the approving authority is the University President (Office Order No. 07-2004);


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4.4.14.6. Application for vacation or sick leave for one full day or more shall be indicated on the application

form which is to be accomplished at least in duplicate; 4.4.14.7. Application for vacation leave shall be filed in advance, or whenever possible five (5) days before

going on such leave; 4.4.14.8. Application for sick leave not filed in advance exceeding five (5) days shall be accompanied by a

medical certificate;

4.4.14.9. An employee who is absent without approved leave shall not be entitled to receive his/her salary corresponding to the period of his/her unauthorized leave of absence;

4.4.14.10. An employee who is absent without official leave (AWOL) for thirty (30) days shall be notified in writing by the University to report and explain the circumstances behind his being AWOL within

five (5) days from receipt of notice, otherwise, he/she shall be dropped from the rolls; 4.4.14.11. An application for leave of absence, for thirty (30) calendar days or more shall be accompanied

by a clearance from money and property accountability. Said application should be endorsed by

the Vice President of Administration/Director for Administrative Services recommending appropriate action. For faculty and staff members from satellite campuses, application for leave

of absence of more than 6 months shall have to be forwarded to the President for approval or disapproval;

4.4.14.12. In the application for leave of absence, the employee shall clearly indicate the purpose or reason

for such leave whether it be for employment in private or other government offices, inside or outside the country, otherwise such application shall be denied; and

4.4.14.13. Any employee who makes any misrepresentation in the application for leave shall be subjected to disciplinary action.

4.4.15. Vacation Leave Credits 4.4.15.1. Faculty members with teaching loads and other assignments during vacation period shall be

granted Service Credit equivalent to their official time on days of actual teaching provided they are not paid honorarium;

4.4.15.2. Faculty members who are given special assignments during the vacation period by their immediate supervisors sanctioned by the University President are entitled to service credits

provided they are not paid honorarium;

4.4.15.3. Faculty members who report for work during term breaks, holidays, and other non-working days as authorized by the President will also be given Service Credits provided they are not paid

honorarium; 4.4.15.4. Service credit shall be converted to vacation and sick leave using the following formula pursuant

to LOI No. 1509:

Where; 30 = No. of days in a month

X = the number of unused service credit in work days: 69 = 58 days SV + 11 days Christmas Vacation

2 = the two kinds of leave 30X + 69

__________ = No. of vacation and sick leave

2

4.4.15.5. Unused service credits shall be converted to vacation and sick leave using the formula stated above. The total vacation and sick leave that may accumulate to the credit of a teacher has no

limit;

4.4.15.6. Commutation of teacher’s accumulated service credits converted to vacation and sick leave shall be allowed only to those who resign, retire or are separated from the service;

4.4.15.7. Payment of terminal leave shall be made only after confirmation of the total accumulated leave of the teacher. For the purpose of confirmation, the claim shall be supported by pertinent records

showing dates, times, and places when and where service credits were earned;


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IFSU Code

4.4.15.8. The submitted documents to ascertain entitlement of vacation service credit claimed by the

faculty concerned shall be evaluated by the head of HRM Office; 4.4.15.9. To avoid errors in computation of leave balances, leave credits should be reviewed first by the

employee’s immediate supervisor; 4.4.15.10. The individual employee’s leave card which shall be made available to parties concerned

upon request shall be updated by the HRMO; and

4.4.15.11. The provisions on Leave of Absence and Vacation Leave Credits are always subservient to any amendment/s promulgated by the CSC.

4.4.16. Time Keeping System 4.4.16.1. A Biometric or any other appropriate device shall be maintained in the University to monitor the

working hours of the employees;

4.4.16.2. The Security Guard shall take charge of the maintenance and proper use of the biometric;

4.4.16.3. All employees, except the University President, are required to use the biometric to monitor their time in and out as to the actual time of arrival and departure. At the end of the month, the

immediate supervisor should check entries in the biometric print out against entries in the Daily Time Record (Form 48) and should certify correctness of both entries;

4.4.16.4. Computation of leave credits should be reviewed by the immediate supervisor before recording.

The immediate head signs/certifies time cards before recording in the corresponding employee leave cards;

4.4.16.5. In no case shall an employee leave their areas of assignment without approval by his immediate supervisor, locator slips shall be used in monitoring the whereabouts of the employees during

office hours – the nature whether on official or personal business; destination; purpose; date and time shall be indicated in the form. The slip shall be approved by the immediate supervisor. A

Locator Slip will not entitle the employee to the use of official hours for private purpose. Thus, if

on personal business, the same shall be charged against the leave credits of the employee concerned; and

4.4.16.6. All Locator Slips must be attached to the Form 48.

4.4.17. Retirement The following documents are required for submission to the GSIS and the HRMO Office

upon application for retirement:

4.4.17.1. Duly approved application letter to retire; 4.4.17.2. GSIS Retirement Gratuity Adjudication;

4.4.17.3. GSIS Certificate of Clearance;

4.4.17.4. Complete Service Record; 4.4.17.5. Clearance from money, property and legal accountability;

4.4.17.6. Fiscal’s clearance (place of assignment); 4.4.17.7. Fiscal’s clearance (place of residence);

4.4.17.8. Affidavit of applicant that he/she has no pending criminal case; 4.4.17.9. Statement of assets and liabilities;

4.4.17.10. Last appointment papers;

4.4.17.11. Appointment showing highest salary received if salary under last appointment is not the highest; and

4.4.17.12. Current I.D. of the employee should be surrendered. 4.4.18. Resignation

A resignation letter should be submitted to the University President through channels 30

days before the effectivity of the resignation;

4.4.18.1. An employee who intends to resign shall be required to accomplish clearance from money and

property accountability before resignation is accepted; and


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IFSU Code

4.4.18.2. Other documents required are Statement of Assets and Liabilities and Fiscal's Clearance (place of

assignment/residence).

4.5. Department of General Services (DGS)

4.5.1. Office of the Director of General Services

The Office is headed by the Director of General Services. He/She takes charge in the

maintenance of the buildings and other physical structures of the University and supervises the employees and laborers who are specifically assigned to maintain the buildings and grounds of the

University. It directly supervises the following offices: Motorpool/transportation services, Electrical services, Water services, Carpentry services, Labor services, Landscaping and Janitorial services.

4.5.2. General Policy on the Use of University Facilities

University facilities are dedicated to primary uses within the University. Such primary uses,

however, do not require that the facilities be exclusively reserved for those uses, and it is therefore the University policy to make these facilities available for other uses which are consistent with the

mission and goals of the University. In the absence of a competing primary use, the University facilities shall be available to

groups within or outside the University for purposes, which are consistent with the University

mission. The following factors shall be considered: 4.5.2.1. In no case shall any facilities of the University be used without approval by proper Officials;

4.5.2.2. If the proposed use is appropriately sponsored by an academic department of the University; 4.5.2.3. If the proposed use is appropriately sponsored by a student, staff, or faculty organization which

is officially recognized by the University; 4.5.2.4. If the proposed use is open to students, faculty or staff of the University;

4.5.2.5. If the proposed use does not conflict with scheduled or anticipated primary uses, nor interfere

with on-going primary uses; 4.5.2.6. The proposed use must not pose physical danger to persons or the possibility of damage to the

University facilities or equipment; 4.5.2.7. Evidence must be presented by the user of ability to pay the rates and charges for use of

University facilities and services and, where appropriate, advance payment of a portion of the

anticipated rate and charge and/or refundable damage deposits may be required; 4.5.2.8. Application for proposed non-primary uses of the University facilities should be made in writing

to the University President through the Director for General Services. Upon approval, payment should be made to the Cashier’s Officer. Receipt of payment should be presented to the Security

Guard on Duty before the use of said facility; and

4.5.2.9. If the facility/equipment is to be used or borrowed by a non-IFSU employee, he/she has to be guaranteed by any IFSU employee.

4.6. Department of Environment Conservation and Management (DECM)

It is headed by a Director of Environment Conservation and Management. It supervises the implementation of climate change and waste management programs of the university. It also takes

charge of the tree planting activities of the institution.

4.7. Department of Linkages and Grants Development (DLGD)

The department under the office of the vice president for planning and resource generation is headed by a director whose functions are provided under section 3.2.4.4 page 29 of this

manual.

4.8. Department of Planning, Monitoring and Evaluation (DPME)

The department under the office of the vice president for planning and resource generation of the university is headed by a director. The director is tasked to perform functions as provided under

section 3.2.4.4. page 29 of this manual.


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IFSU Code

4.8.1. Responsibilities: The director shall undertake the following:

4.8.1.1. Prepare an action plan for the unit based on approved institutional development plan; 4.8.1.2. Prepare an operation manual of the unit inclusive of policies, procedures and processes for

approval by appropriate authorities; 4.8.1.3. Prepare appropriate monitoring and evaluation instruments;

4.8.1.4. Assist other units in the preparation of plans;

4.8.1.5. Monitor and evaluate the implementation of approved programs, projects, and activities and submit status reports and recommendations to the president through the vice president;

4.8.1.6. Act on related matters for the best interest of the institution.

4.8.2. Accountabilities: The director shall be held accountable under the following circumstances: 4.8.2.1. Failure arising from the neglect of duty which causes loss or damage to person or property;

4.8.2.2. Commission or omission of acts which may cause disturbance or unfavorable reputation to any

person, office or the institution.

4.9. Department of Income Generating Projects (DIGP) The department under the office of the vice president for planning and resource generation

is headed by a director whose functions are provided under section 3.2.4.4 page 28 of this manual.

For details about this department, refer to Part Four (IGP Manual) of this code.

4.10. Department of Infrastructure and Site Development (DISD) The department under the office of the vice president for planning and resource generation

is headed by a director whose functions are provided under section 3.2.4.4 page 28 of this manual.

part one - ifugao state university 1- administrative manual 2 ifsu code ... it was approved sometime...

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