CYCLE PREPARATION PROCEDURES 1.

Based on academic and national calendars, the CI administration plots out the start dates and end dates of the cycles the year before. a. 1 cycle is around 3 months. b. 1 year can contain 4 cycles with an average of 2 weeks break in between. c. Cycles avoid long holidays that will extend the cycle to more than 3 months. d. The first cycle generally starts within the first 2 weeks of the first month of the year and ends in the first or second week of the last month of the year. 2. Classes that are offered for the succeeding enrollment are based on the trend of classes of the previous cycle. a. For example, if there is a Basic Chinese 4 class in the current cycle, the students enrolled would most probably go on to Basic Chinese 5 next cycle. Basic Chinese 5 will definitely be offered in the next cycle. b. Requests from students to open new classes such as Qigong, Chinese History, Calligraphy, etc. are also taken into consideration and are offered if the resources such as the teacher and materials are available. 3. A draft of the brochure and registration form for the next cycle is made by one of the coordinators reflecting the schedule and offered classes that are available for enrollment. This is generally done no less than a month before the start of the next cycle and in the middle of the current cycle. The brochure and registration form draft will then be sent to the Local Director for approval. After approval, the two documents will be sent for printing and distribution. 4. The deadline of enrollment and payment is set two (2) days before the start of the cycle. If a class does not have enough enrollees, it will be dissolved and the enrolled students will be processed accordingly: a. The student will be transferred to the same class level but on a different time schedule or a different venue. For example, a student in Basic Chinese 2 for the 9:00am-12nn schedule on Saturdays at the Loyola campus will be transferred to Basic Chinese 2 for the 6:00pm-8:00pm schedule on Tuesdays and Thursdays at the Makati Campus. b. The student will be transferred to a suitable time schedule but with a different class level. For example, a student in Basic Chinese 4 will be transferred to Practical Spoken Chinese 4 or Business Chinese 1 with the same class schedule and venue. c. The student can transfer their credit to another person (ie. their friend or family member) or to themselves for future cycles. d. The student can convert their credit to Mandarin one-on-one lessons. e. Students generally transfer within the same campus and schedule. 5. Enrolled individuals are processed and their data entered into the Confucius Institute at Ateneo de Manila Universitys own system. The classes, class lists, classroom assignments, and teacher assignments are then finalized a day before the classes start. 6. All the needed materials of the teachers are individually packed the day before and distributed on the first day. The teacher package includes: a. Whiteboard marker b. Whiteboard eraser c. Class list (for verification of names and attendance check list) 7. Class lists are also placed on the door of the classrooms so that students can verify that they are entering the correct room. 8. Newly enrolled students (students who have not enrolled with CI before) are given their CI IDs on the first day.

STUDENT ENROLLMENT PROCEDURES 1. Students can either download the brochure and registration form from the CI at AdMU website or get it physically at the CI office. 2. They must fill in the registration form with the information needed such as the class that they would like to enroll in, their personal information, and other books or materials that they would like to purchase. The brochure is needed to guide the student with the class schedule since the registration form can only contain a checklist of the classes due to the limited space. 3. Submission of the registration form and payment should be done at least two (2) days before the start of the cycle. 4. Submission can be done through two routes: a. Physical Route: student physically visits the CI office to submit the registration form and pay to the school cashier directly. b. Online Route: student sends through email scanned copies of the registration form and bank pay-slip (payment can also be done through bank deposits) but original copies of both should still be submitted to the CI office on the first day of class. 5. Student will be able to receive their books and/or other materials purchased if they enroll physically or it will be given to them on the first day of class if they enrolled online. 6. Submission of student photo for the CI ID can also be done physically or online. If the student does not have a photo available for submission upon enrollment or submits a photo that does not meet the standard, the CI office has the facilities to take a photo and use then use that to produce the CI ID. TEACHER HIRING PROCEDURES 1. Any individual who would like to apply for a teaching position in CI should first submit their resume or CV to the CI office. 2. Upon initial examination of the resume or CV by both Directors, the applicant can then be called-in for initial interview by the Local Director. 3. Basic requirements for the teaching position include, but are not limited to: a. Perfect grasp of both the English and Mandarin language (and of the Filipino language if applicable) b. Previous experience in teaching c. Good personality and character 4. Upon passing the initial interview, the applicant will then undergo a teaching demonstration either in front of an actual class or through a mock class. In either case, the Chinese director and at least another current teaching staff of CI should be present to evaluate the applicant using the prescribed teaching demonstration evaluation form. 5. Based on the results of the teaching demonstration, the teacher will then be conclusively accepted or rejected. If accepted, the teacher will be recommended to teach a certain language level based on the evaluations. The new teacher will then be contacted and assigned to teach a class when needed. STAFF AND COORDINATOR HIRING PROCEDURES 1. Coordinators are directly hired as contractual project staff from outside the university system. Interested individuals may submit their resume or CV to the Local Director for initial screening. Qualified individuals already known to the CI office or referred to by one of the staff may also be invited to submit their resume or CV for initial screening. An interview will be done by the Local Director to assess the individual. The following qualifications or skills may be considered, but are not limited to: a. Good grasp of Mandarin and perfect grasp of both the Filipino and English language. b. Leadership experience.

c. Good multi-tasking skill and jack-of-all-trades. d. Good personality and character. 2. Other administrative staff positions such as the secretary and librarian are hired through the universitys human resources department. Upon the request of the CI office, the human resources department will send potential candidates from an applicant pool or from a third party agency to the CI office to be interviewed personally by the Local Director. If a candidate is chosen, the human resources department will then assign the candidate to work under the CI office as a contractual administrative staff. The following qualifications or skills may be considered, but are not limited to: a. Good grasp of both the Filipino and English language. b. Basic computing, word processing, and spreadsheet skills. c. Good organizational skills. d. Previous experience with the work to be assigned. e. Good personality and character. DOCUMENT TRANSLATION PROCEDURES 1. A company, group, or individual who would like to have documents translated from English to Chinese or vise-versa have to present the documents first to the CI office for evaluation of cost. 2. Based on the technicality, difficulty, length, and urgency of the document to be translated, the Local Director will approve a rate for the translation. 3. Once the customer agrees to the rate, an existing staff of CI will then begin translation. 4. When the translation is done, the customer will be contacted informing them that the document is ready for pick-up or for sending via courier or email. 5. Clients are encouraged to pay on a cash-on-delivery basis. 6. The CI staff or staffs who did the translation are remunerated with 50% of the rate received by CI. GENERAL FINANCE PROCEDURES 1. Budget forecasting for the year is done in the fourth quarter of the previous year by the Local Director with help from the Chinese Director. Factors to be considered in the budget include, but are not limited to: a. New equipment/book/furniture acquisitions b. Funds for events ranging from small forums to public displays or exhibits c. Administrative costs d. Office repairs/renovations e. Miscellaneous expenses 2. The budget for the year is provided by both Hanban and the Ateneo de Manila University at a 50% share each. 3. Expenses by the CI office are monitored by the Ateneo de Manila University as it uses a centralized accounting system. All incoming funds from students or from other income sources are coursed through the universitys system while all reimbursements require official receipts. 4. All purchases and expenses such as CI office supplies, new equipment, etc. are generally coursed through suppliers of the university so that no funds are transferred directly from the CI office to the supplier. The expenses incurred by the CI office from the purchase of supplies or equipment are credited against the Institutes account as held by the centralized accounting office. 5. Unrecognized suppliers of the University from which the CI office acquires supplies or equipment are required to submit formal documents to certify them as a University supplier

before payment is made to them by the centralized accounting office on behalf of the Institute. 6. The budget report is done in the fourth quarter of the year by the Local Director with help from the Chinese Director. All expenses of the year are recorded and accounted for. Any over or under expenditure for a certain aspect of the budget given for the year as per the budget forecasting from the previous year are also recorded. The budget report also serves as one of the basis for the budget forecasting for the following year. INTERPRETATION PROCEDURES PURCHASING PROCEDURES Materials from China Shipment Regular supplier (credit and purchase order) New supplier CORPORATE TRAINING PROCEDURES EVENT PREPARATION PROCEDURES Forums Movie nights Mall exhibit/event MEETING PROCEDURES Admin Teacher PARTNERSHIP PROCEDURES ONE-ON-ONE PROCEDURES Assignment Class Payment TEACHER PROCEDURES FOR CYCLE attendance Clearance substitution LIBRARY PROCEDURES CYCLE PROCEDURES exams picture taking evaluation form certificates