special program for the employment of students (spes… · posts/informs client for opening of spes...

1

STUDENT SERVICES

SPECIAL PROGRAM FOR THE EMPLOYMENT OF STUDENTS (SPES) OR R.A. 9547 Schedule of Availability of Service:

Clients/Customers:

Requirement/s: Processing Time:

8:00 am – 5:00 pm (Monday -

Friday) Students Duly accomplished DOLE from no. RO -013 or DOLE Application Forms; Certificate of

Enrolment/ Indigence/Employment (DOLE Pro Forma Forms); Photocopy of

Enrolment Forms; Photocopy of School ID; Birth Certificate; Latest Certification of

Grades; 1x1 ID picture; Payment of GSIS Insurance Fee 2-3 weeks

DURATION

STEPS CLIENT/APPLICANT TYPES OF FRONTLINE SERVICE OF FEES

PERSON

RESPONSIBLE FORMS

ACTIVITY

Monitors the announcement

from the Department of

Posts/informs client for opening of SPES 30 minutes None

None 1 Labor and Employment- Deña S. Tomon Special Program for Program of DOLE

Employment of

Students.

Signs in the Distributes application form for student

Clients/Visitor’s Logbook;

2 Applies at the OSSW; Fill- assistantship; 15 – 20 None Deña S. Tomon Logbook out application for student Conducts preliminary interviews; minutes

assistantship Endorse to the OSSW Campus Coordinator

3 Seeks recommendation of Conducts Final interview; Recommends 15 – 20

None Dr. Florentina G. Reyes None OSSW Campus Coordinator approval of application minutes

2

STUDENT SERVICES

SPECIAL PROGRAM FOR THE EMPLOYMENT OF STUDENTS (SPES) OR R.A. 9547

Schedule of Availability of Service:

Clients/Customers:

Requirement/s:

Processing Time:

8:00 am – 5:00 pm (Monday -

Friday) Students Duly accomplished DOLE from no. RO -013 or DOLE Application Forms;

Certificate of Enrolment/ Indigence/Employment (DOLE Pro Forma Forms);

Photocopy of Enrolment Forms; Photocopy of School ID; Birth Certificate; Latest

Certification of Grades; 1x1 ID picture; Payment of GSIS Insurance Fee 2-3 weeks

DURATION


PERSON

RESPONSIBLE FORMS

ACTIVITY

DOLE Form No.

R.O 13/ SPES

Accomplishes DOLE Distributes DOLE Forms to qualified

Deña S. Tomon Dr.

Florentina G. Reyes Application Form,

4 15– 20

forms; Secures documents student applicants and list of other

Pro Forma minutes

requirements

requirements; Sets deadline of submission

Certificate of

Enrolment, Indigence

and Employment

3

STUDENT SERVICES



Clients/Customers:

Requirement/s:

Processing Time:

8:00 am – 5:00 pm (Monday -

Friday) Students Duly accomplished DOLE from no. RO -013 or DOLE Application Forms; Certificate of

Enrolment/ Indigence/Employment (DOLE Pro Forma Forms); Photocopy of

Enrolment Forms; Photocopy of School ID; Birth Certificate; Latest Certification of


DURATION


PERSON

RESPONSIBLE FORMS

ACTIVITY

Receives forms and documentary

Submits duty accomplished requirements of the applicants; Checks

15 – 20

5 forms and other completeness/correctness of forms and None Deña S. Tomon None minutes documentary requirements documents submitted; Endorses to the

OSSW Campus Coordinator

Seeks recommendation of Evaluates application of students and

recommends to the CEO those who 20 – 30

6 the OSSW Campus qualified to be recipients of the DOLE - minutes None Dr. Florentina G. Reyes None Coordinator SPES Program through the Director ARA

Waits for the release of Prepares Special Order; Recommends

3 – 5 minutes

7 approval of the Special Order from the None Dr. Florentina G. Reyes None Special Order CEO 1 - 3 minutes

8 Waits for the release of Approves/ Signs Special Order 1 – 2 days None Dr. Narcitas B. Ouano None Special Order

4

STUDENT SERVICES


Schedule of Availability of Service: Clients/Customers:

Requirement/s:

Processing Time:

8:00 am – 5:00 pm (Monday - Friday)

Students

Duly accomplished DOLE from no. RO -013 or DOLE Application Forms; Certificate of Enrolment/ Indigence/Employment (DOLE Pro Forma Forms); Photocopy of Enrolment Forms; Photocopy of School ID; Birth Certificate; Latest Certification of


DURATION


PERSON

RESPONSIBLE FORMS

ACTIVITY Gives copies of Special Order to 1 day

concerned Offices and to students qualified

as SPES recipient for information;

Prepares Placement Form/ Pledge of 1 day

Commitment / GSIS Insurance Form;

The OSSW Campus Coordinator certifies 20 minutes the correctness of DOLE Forms or Report

9 Receives of Special Order

to be submitted to DOLE;

None

Dr. Florentina G.

Reyes Logbook Forwards the form / reports to Finance for 5-15 minutes her signature as to availability of funds for

the program;

Forwards the form/ reports to the CEO for 5-15 minutes

his approval;

1-2 days

Submits duly accomplished DOLE Forms

to DOLE Regional Office II

5

STUDENT SERVICES


Schedule of Availability of Service: Clients/Customers:

Requirement/s:

Processing Time:

8:00 am – 5:00 pm (Monday - Friday)

Students

Duly accomplished DOLE from no. RO -013 or DOLE Application Forms; Certificate of Enrolment/ Indigence/Employment (DOLE Pro Forma Forms); Photocopy of Enrolment Forms; Photocopy of School ID; Birth Certificate; Latest Certification of

Grades; 1x1 ID picture; 2-3 weeks

DURATION

STEPS CLIENT/APPLICANT TYPES OF FRONTLINE SERVICE OF FEES PERSON

RESPONSIBLE FORMS

ACTIVITY Submits DTR and

accomplishment report to Receives DTR; Checks correctness of 5 – 15 minutes

the OSSW towards the DTR;

Prepares the general payroll; I day Dr. Florentina G. Reyes

Dr. Narcitas B. Ouano

10 end of the contract;

The OSSW Campus Coordinator certifies

the correctness of the payroll; Forwards the

5-15 minutes None None

Follows-up status of salary (for

CSU 60% & DOLE payroll to the finance Office for processing

40%) After the contract which usually ends every

1-2 days

semester, prepares the Termination Report;

11 Follows up status of salary Certifies correctness of the Termination Dr. Florentina G. Reyes for the DOLE counterpart Report; Forwards the report to the CEO for None Dr. Narcitas B. Ouano None

of 40% her signature; Submits report to the DOLE

Regional Office II for processing of the

SES Guarantees salary ( 40% counterpart)

*End of Procedure*

6

STUDENT SERVICES

ACCREDITATION RE-ACCREDITATION OF ORGANIZATION

Schedule of Availability of Service: August or as scheduled

Clients/Customers: Students/ Organization

Requirement/s: Complete submission of documentary requirements (see IPP of Student

Manual) Processing Time: 1-2 weeks

STEPS CLIENT/APPLICANT TYPES OF FRONTLINE SERVICE

DURATION FEES PERSON RESPONSIBLE FORMS OF

ACTIVITY

Student Organizations

Post schedule of accreditation.re-

1 monitor the start of 30 minutes None Deña S. Tomon / Dr. Florentina

G. Reyes None

accreditation/reaccreditation accreditation of student organizations Signs in the Client/Visitor’s Receives the documentary requirements;

Logbook; Applies for Checks completeness/ correctness of

15 – 20

Deña S. Tomon / Dr. Florentina

G. Reyes

2 accreditation/re- documents submitted; None None

minutes

accreditation; Submits

documentary requirements

Seeks recommendation and

3

Endorses to the OSSW Director the

applications for accreditation/re-accreditation 3-5 days None Dr. Febe Marl Paat None

approval of application

4 Receives

Certificate of

Accreditation/re-

accreditation

Gives the certificate of Accreditation to ½ day to 1 day

None Dr. Florentina G. Reyes None

concerned Student Organization officers

*End of Procedure*

7

STUDENT SERVICES

SIGNING OF STUDENT CLEARANCE

Schedule of Availability of Service: Monday to Friday (8:00am-5:00pm)

Clients/Customers: Graduates, shifters and transferring students

Requirement/s: Duly accomplished Student Clearance Form; University ID

Processing Time: 20 minutes

DURATION STEPS CLIENT/APPLICANT TYPES OF FRONTLINE SERVICE OF FEES PERSON RESPONSIBLE FORMS

ACTIVITY

Signs in the Client’s/

Receives Student Clearance Form;

visitor’s Logbook; Presents

10 – 15

Student Clearance 1 duly accomplished Student Conducts short interview; Recommends to None Deña S. Tomon Clearance Form and the OSSW Campus Coordinator for minutes Form surrenders University ID signature

2 Seeks for the Conducts interviews/ counselling; recommendation of OSSW Signs the clearance 5 – 10 minutes None Dr. Florentina G. Reyes None

Campus Coordinator

*End of Procedure*

8

STUDENT SERVICES

CLAIMS UNDER THE CSU STUDENT MUTUAL AID FUND PROGRAM

Schedule of Availability of Service: Mondays to Fridays (8:00am-5:00pm)

Clients/Customers: Students/Parents

Any bonafide student of the University

Accidental Death Benefit Claim, Natural Death Benefit Claim, Permanent Disability Benefits Claim

Dismemberment Benefit Claim, Medical Assistance (School Related Activities)

Medical Assistance (School Related Activities)

Processing Time: 4 days and 5 minutes DURATION

STEPS CLIENT/APPLICANT TYPES OF FRONTLINE SERVICE OF FEES PERSON RESPONSIBLE FORMS

ACTIVITY Signs in the Client’s/

Receives documentary requirements of

Student Manual Aid 1

visitor’s Logbook; Submits 3-5 minutes

None Dr. Florentina G. Reyes documentary requirements documents submitted; Endorses to the Fund Application to support claim OSSW Director Form

2 Waits for the processing of Evaluates correctness of Claim;

1 day

None

Deña S. Tomon /Dr. Febe Marl

Paat None the service

Recommends for the release of benefit

claim

3 Waits for the processing of Prepares the voucher for the payment of

2-3 days

None Finance Department

None the service

benefit claim; Forwards the voucher to the Andrews Campus

Finance Office for processing

*End of Procedure*

9

STUDENT SERVICES

APPROVAL FOR THE CONDUCT OF STUDENT ACTIVITIES

B. University Wide Level


Clients/Customers:

Requirement/s:

Processing Time:

1 week before the activity Monday to Friday (8:00 am – 5:00 pm) Students Organization Letter-request; Activity Proposal/plan; Budget plan if it entailsexpenses

1 - 2 days

DURATION


PERSON

RESPONSIBLE FORMS

ACTIVITY

Signs in the Client’s/ Reviews the request for previous details

1 visitor’s Logbook; Present (properly signed by organization officers,

5-10 minutes None Dr. Florentina G. Reyes None noted by the adviser, Activity plan/project letter-request proposal)

2 Seeks recommendation of Evaluates the request; Conducts short the OSSW Campus interview; Recommends to the CEO 5-10 minutes None Dr. Florentina G. Reyes None

Coordinator

3 Seeks approval of the CEO Approves the conduct of the activity 1 - day None Dr. Narcitas B. Ouano None

*End of Procedure*

10

STUDENT SERVICES

APPROVAL OF POSTING AND INFORMATION DRIVE

Schedule of Availability of Service: Monday to Friday (8:00 am – 5:00 pm)

Clients/Customers: Students/Student Organization/Student Government/Private and Government Agencies

Requirement/s: Approved Letter-Request

Processing Time: 20 minutes DURATION

STEPS CLIENT/APPLICANT TYPES OF FRONTLINE SERVICE OF FEES PERSON RESPONSIBLE FORMS

ACTIVITY

Signs in the Client’s/ Receives and reviews completeness of Deña S. Tomon

1 visitor’s Logbook; Present letter-request Endorse to the OSSW 5 - 10 minutes None Logbook

letter-request Campus Coordinator

Seeks recommendation of Conducts short interview for 2 the OSSW Campus verification/clarification; Approves the 5 - 10 minutes None Dr. Florentina G. Reyes None

Coordinator letter request

*End of Procedure*

11

STUDENT SERVICES

PROCESSING OF SCHOLARSHIP APPLICATION – UNIVERSITY-BASED SCHOLARSHIP


Clients/Customers: Scholars

Requirement/s: Duly accomplished Scholarship Data Form; Photocopy of Enrolment/Assessment Form; Latest

Processing Time: 1 day and 26 minutes

STEPS CLIENT/APPLICANT TYPES OF FRONTLINE SERVICE DURATION

FEES PERSON RESPONSIBLE FORMS OF ACTIVITY

Signs in the Client’s/ Determines the scholarship being applied;

1 Issues the Scholarship Application Form to

3-5- minutes

None Deña S. Tomon Scholarship Form visitor’s Logbook; Apply the applicant; Advices the applicant for the

for scholarship

documentary requirements

Fills out the Scholarship

Form; Submits the duly Receives the documentary requirements;

2

accomplished Scholarship

Application form together Checks completeness/correctness of 15 minutes None Deña S. Tomon / Dr. Florentina G. Reyes Scholarship Form

with the documentary documents submitted

requirements

3 Seeks approval of the Evaluates scholarship application;

10 - minutes

None Dr. Florentina G. Reyes Scholarship Form OSSW Campus Coordinator Approves scholarship application

Stamps the original Enrolment Form with

4 Presents the original copy of the approved scholarship grant; Posts None Deña S. Tomon /

Dr. Florentina G. Reyes Scholarship Form Enrolment Form scholarship in the Student Information and 1 day

Accounting System (SIAS)

*End of Procedure*

12

STUDENT SERVICES

STUDENTS DISCIPLINE AND INVESTIGATION OF STUDENT CASES

Students involved are from the same college


Clients/Customers: Students/Parents/Faculty members

Requirement/s: Written letter-complaint/protest




Signs in the Client’s/ 1 visitor’s Logbook; Present Receives letter-complaints 3 - 5 minutes None Dr. Florentina G. Reyes None

letter complaint/protest

2 Seeks for the signature of Signs certification 3 - 5 minutes None Dr. Florentina G. Reyes None


*End of Procedure*

13

STUDENT SERVICES

STUDENT DISCIPLINE AND INVESTIGATION OF STUDENT CASES


Clients/Customers: Students / Parents / Faculty Members

Requirement/s: Written Letter-Complaints

Processing Time: 18 ½ days and 9 minutes



Signs in the Client’s/

1 visitor’s Logbook; Present Receives letter complaint 2- 3 minutes None Dr. Florentina G. Reyes None

complaint letter

2 Waits for the processing of

Submits letter complaint to the Campus

Executive Officer 1 day None Campus Executive Officer None

the service Dr. Florentina G. Reyes

3 Waits for the processing of Conducts Preliminary Inquiry upon receipt

½ day

None Student Tribunal Members None the service of complaint/ report

4 Receives formal charge Issues formal charge ½ day None Student Tribunal Members None

5

Submits formal written

Receives formal written answer 2 – 3 minutes

None Student Tribunal Members None answer

6 Receives notice of hearing Notifies respondents for date/s of hearing ½ day None Student Tribunal Members

None

*End of Procedure*

14

STUDENT SERVICES

STUDENT PUBLICATION EDITORIAL BOARD SCREENING

Schedule of Availability of Service: July/August or as scheduled - Monday to Friday (8:00 am – 5:00 pm)

Clients/Customers: Students

Requirement/s: Qualifications needed

Processing Time: 1 – 2 weeks



Student who desire to be Posts announcements regarding schedule

for the search for editorial board staff of the

part of the CSU Publication student publication; Sends communications Dr. Florentina G. Reyes

Student Clearance 1 Editorial Board monitors for to the different college deans requiring 10 - 20 minutes None Dr. Allan O. Dela Cruz the start of the search for them to send 5 best student writers from

Form

editorial board staff of the their college to participate in the scheduled

student publication screening

Accomplishes application Creates Selection Board; Distributes

Dr. Florentina G. Reyes

2 Application Form for the screening; 1 day

None Staff Application

form for the screening; Conducts screening; Committee Interviews 1 – 2 days Dr. Allan O. Dela Cruz Form

Undergoes screening applicants/ checks written exams

Waits for the processing of Prepares Special Order for the qualified 5 - 10 minutes


3 Editorial Board Staff None None

the service

Recommends approval of the Special Order

Dr. Allan O. Dela Cruz

3 – 5 minutes

15

STUDENT SERVICES








4 Waits for the processing of Approves Special Order re-composition of

1 day

None Dr. Narcitas B. Ouano None the service the Editorial Board

5 Waits for the processing of Distributes copy of Special Order to

Half day

None Dr. Allan O. Dela Cruz None the service qualified Editorial Board Staff

Selects/chooses adviser from the 1 day Qualified Editorial Board recommended list; 5 minutes

Dr. Allan O. Dela Cruz

6 Staff recommends adviser to None None

the Campus Coordinator Recommends approval of the Special 1 minute

Order; Approves Special Order 1 day

16

STUDENT SERVICES








Prepares Special Order of the Adviser; 5 – 10 minutes

7 Waits for the processing of Recommends Approval of the Special 3 – 5 minutes

None Dr. Narcitas B. Ouano None the service Order;

Approves Special Order 1 – 2 days

Editorial Board Staff and

the concerned adviser Gives copy of Special Order to the

8 receive copy of the Special concerned adviser and to the Editorial Half day None Dr. Allan O. Dela Cruz None Order as Adviser of the Board Staff

Student Publication

*End of Procedure*

17

STUDENT SERVICES

GOVERNMENT/ PRIVATE SCHOLARSHIP


Clients/Customers: Scholars Duly accomplished Scholars Data Form; Photocopy of Enrolment/ Assessment Form

Requirement/s: Latest Certification of Grades; Notice of Awards/ Certification from the Scholarship provider/

Inclusion in the list of Scholars provided by the scholarship provider

Processing Time: 1 hour and 26 minutes



Signs in the Client/Visitor’s Checks Notice of Awards/ Certification Logbook; Presents Notice of from the scholarship provider presented or Award/ Certification from verifies name if included in the List of Deña S. Tomon /


1 the scholarship provider/ Scholars provided by the scholarship 5 - 10 minutes None Scholarship Form

Inclusion in the List of provider; Gives the applicant the

Scholars provided by the scholarship application form; Advises the

scholarship provider applicant for the documentary requirements

Fills out the scholarship form; Submits the duly

Receives the documentary requirements;


2 accomplished scholarship

15 - minutes

None None application form together Reviews documents submitted

with the documentary

requirements

18

STUDENT SERVICES

GOVERNMENT/ PRIVATE SCHOLARSHIP


Clients/Customers: Scholars Duly accomplished Scholars Data Form; Photocopy of Enrolment/ Assessment Form

Requirement/s: Latest Certification of Grades; Notice of Awards/ Certification from the Scholarship provider/

Inclusion in the list of Scholars provided by the scholarship provider

Processing Time: 1 hour and 26 minutes



3 Presents the original copy of Signs the original Enrolment Form

1 - minute None Dr. Florentina G. Reyes

None

Enrolment Form

Prepares the general payroll (when all of

the scholars already submitted all essential Dr. Florentina G. Reyes

Waits for the processing of

requirements required by the OSSW); 1 - hour

None Dr. Narcitas B. Ouano None

4 Certifies the correctness of the payroll;

the service Forwards the payroll at the Finance Office

Ms. Fely Jane R. Reyes

for processing and releases the stipend or Ms. Evalyn M. Busal

financial assistance

*End of Procedure*

19

STUDENT SERVICES

ISSUANCE OF CERTIFICATIONS ON SCHOLARSHIPS; CERTIFICATION AS STUDENT ORGANIZATION

ADVISER/ OFFICERS


Clients/Customers: Student/ Parents/ Faculty Members

Requirement/s: For Student CSU Official Receipt




1 Signs in the Client’s/ Checks records; Prepares certification;

5 – 10 minutes None Deña S. Tomon None Endorse to the OSSW Campus Coordinator

Visitors Logbook for signature

2 Seeks for the signature of Signs Certification 3 – 5 minutes None Dr. Florentina G. Reyes None


*End of Procedure*

special program for the employment of students (spes… · posts/informs client for opening of spes...

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