Professional Documents
Culture Documents
OPERATIONS MANUAL
FIRST EDITION 2015
WORKING COMMITTEE:
Andres Y. Tungpalan
Aris Reynold V. Cajigal
Marilou P. Lucas
Henedine A. Aguinaldo
Brian Jay Corpuz
Lucena R. Felipe
Oscar M. Agpaoa
Rosemarie T. Ulep
Ninfa S. Asia
Suerte R. Dy
Imelda C. Corpuz
Mario I. Remolacio
Reynold P. Villacillo
Emile Kathleen M. Aguilar
Sharon B. Laeda
Gerard S. Ragudo.
Ericson R. Pambid
Kohlen Dwight B. Ragon
Consultants:
Dr. Prima Fe R. Franco, OIC, Office of the President and Vice President for Academic Affairs
Atty. Ramon A. Leao, Vice President for Administration and Business
Dr. Nathaniel R. Alibuyog, Vice President for Research and Extension
Technical Support:
Information Technology Center Staff
Cover Design:
Communications and Media Relations Office
OPERATIONS
MANUAL
i
ii
CONTENTS
Foreword vii
v
vi
FOREWORD
PRIMA FE R. FRANCO
Officer In-charge
Office of the President and
Vice President for Academic Affairs
vii
viii
MMSU Operations Manual
Mission
1
MMSU Operations Manual
Maintain a broad range of research programs both in the basic and applied sciences,
especially in the arts, agriculture, agribusiness, agroforestry, fisheries, teacher
education, rural sociology, management, and technology which will generate
knowledge and provide a basis for solutions to the development needs of the
province and region;
Provide off-campus instructional continuing education and extension services to
meet the needs of residents of the province and the region within the context of the
regional and national non-formal education; and
Serve as the locus for the regional cooperative and development center for public
and private colleges and universities in the Ilocos region.
2
MMSU Operations Manual
3
MMSU Operations Manual
2. Special sessions of the Board may be held only upon the call of its Chair or
Vice-Chair provided that the members of the Board have been duly notified
in writing of the said special session three (3) days before the meeting. GB
members who believe that a special session should be conducted may petition
in writing the Chair or the Vice Chair accordingly.
For very important and urgent matters, a referendum may be conducted with
prior approval by the Chairman. Referendum results, however are still presented
to the Board in its subsequent meeting for confirmation.
5
MMSU Operations Manual
A. President
The administration of the university is vested in the President who shall be the chief
executive officer of the university.
a) Appointment and Tenure
The President is selected and appointed by the Board of Regents upon the
recommendation of a Search Committee for the Presidency duly constituted by the
Board. He/she shall have a term of four years, the beginning and end of which shall be
clearly specified in the appointment and shall be eligible for re-appointment for another
term only in accordance to existing laws. In case of vacancy, the Board of Regents
shall designate an Officer-In-Charge within fifteen (15) days pending the appointment
of a new President. The successor shall hold office for the unexpired term.
b) Powers and Duties
The University President shall perform specific powers and duties as
follows:
a) Act as ex-officio head of the officers, faculty, administrative and other
employees of the university.
b) Supervise and control all administrative, financial and business operations
of the university.
c) Carry out the general policies laid down by the Board of Regents and shall
have power to act in accordance with said general policies. He/she shall
direct or delegate the details of executive actions.
6
MMSU Operations Manual
7
MMSU Operations Manual
d) Determine and prepare the agenda of all meetings of the Board of Regents,
the Administrative Council and University Academic Council. However,
any member of the Board or of the councils may request to have other
matters to be included in the agenda.
e) Preside at commencement and other public exercises of the university and
confer such degree and honors as are granted by the Board of Regents.
f) Sign all diplomas and certificates issued by the university.
g) Serve as official channel of communication between the faculty, employees
and students of the University on the one hand and the Board of Regents on
the other.
h) Approve or disapprove requests by any person for permission to engage in
any work or activity. However, if the work or activity is used by such
person to arouse disloyalty to the Philippine Government or to discourage
students from attending the university or to create by overt act disturbance
or dissension among students, faculty members or employees or to interfere
directly or indirectly with the discipline of the University, he/she shall
cancel the privilege so granted and thereafter prohibit him permanently
from staying or remaining on the campus. He/She shall thereafter inform
the Board of Regents of his action.
i) Appoint competent and qualified persons to fill all vacancies and new
positions as delegated by the Board of Regents, He/She can fill vacancies
temporarily and to make such other appointments necessary so that the work
of the university will not suffer, provided that such arrangements are
reported to the Board of Regents at its next meeting.
j) Transfer faculty members and employees from one department as unit of
the university to another in the interest of the service.
k) Change the leave status of the faculty from teachers leave to cumulative
leave upon designation and handle administrative duties and assignments,
including the conduct or supervision of research, extension and business-
related activities and projects, provided that the faculty shall automatically
revert to his former status upon end of the term, assignment or project.
l) Hold accountable the officers, faculty and staff for the full discharge of their
duties and if in his judgment the necessity arises, he shall, after consultation
with the dean, director or head concerned initiate the necessary proceedings
for separation from the service of any of them.
m) Submit quarterly report to the Board of Regents, highlighting the
accomplishments of the university for the specified period. He/She shall
also present to the Board the annual budget of the University with estimates
of income and expenditures.
n) Execute and sign in behalf of the University all contracts, deeds and other
instruments necessary for the proper conduct of the business of the
University. However, in regularly recurring undertakings and transactions
where his/her action is virtually ministerial, conditions and terms thereof
having been fixed in existing university regulations and general laws, he
may delegate through appropriate written instructions the approval of
8
MMSU Operations Manual
9
MMSU Operations Manual
10
MMSU Operations Manual
11
MMSU Operations Manual
12
MMSU Operations Manual
13
MMSU Operations Manual
14
MMSU Operations Manual
15
MMSU Operations Manual
16
MMSU Operations Manual
17
MMSU Operations Manual
18
MMSU Operations Manual
internal and external agencies and institutions to enrich the resources and
services of the System.
e) Direct and supervise the personnel and administrative matters in the
University Library System, including recruitment, appointment,
assignment, training and termination of employees;
f) Direct and supervise the selection, acquisition, organization, classification,
cataloging/indexing, disseminating and lending of books, periodicals,
audiovisual and other instructional and research materials and collections in
the University Library System;
g) Direct and coordinate with the heads of libraries and instructional
media/reading centers of the different campuses, colleges, schools and
departments of the University and recommend to the President of the
University necessary measures to be taken to improve the collection,
facilities and services of the different libraries and instructional
media/audiovisual/reading centers;
h) Prepare and submit necessary reports;
i) Preside/attend meetings called for administrative and instructional
improvements;
j) Perform such other duties as may be necessary.
20
MMSU Operations Manual
21
MMSU Operations Manual
Board of Regents
Unit/Department
22
MMSU Operations Manual
stops there. However, if necessary, the matter shall be endorsed to the next higher
authority with appropriate comments and recommendations by the endorsing
personnel. Any communication that does not follow this protocol is referred back
to the immediate superior for appropriate action.
Downwardly, memoranda or special orders emanating from the University
President can proceed to the employee concerned, with copies furnished to
concerned offices.
All communications are acted upon within three working days within an
office, except when the communication needs an unusual or complicated action.
The personnel concerned is informed of the reply/action through his immediate
superior. A copy of such communication is integrated in his File 201 at the Records
Office.
As a matter of protocol, a copy of vertical communication in written form
should be furnished to the immediate superior for information and for record
purposes.
All communications which had been acted upon by the university President
goes back to the originating office/personnel via the Records Office. If necessary,
the recommending VP is given a copy of the communication bearing the action of
the university President. The original copy is kept and properly filed by the Records
office. In cases where the recommending VP is not given a copy of the acted
communication, the concerned VP may check the Presidents action in the
electronic document tracking system maintained by three offices: OVPAA,
OVPRE and Record Office.
23
MMSU Operations Manual
24
MMSU Operations Manual
25
MMSU Operations Manual
26
MMSU Operations Manual
Potential. This refers to the employees capability to perform not only the
duties and responsibilities of the position to be filled, but also those of higher
and more responsible positions.
Civil service awards and other awards for outstanding accomplishments shall be
given due consideration.
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 al things are still equal, seniority in the job or functionality related
jobs shall be considered.
A next in rank employee who is qualified and competent may not be promoted if
he/she waives the new assignment as a result of the promotion because of
geographical location. The vacancy shall be filled by one who may not be next in-
rank but qualified, competent and willing to accept the new assignment.
When an employee has a pending administrative case, he/shall be disqualified for
promotion during the pendency thereof. If he/she is found guilty, he/shall be
disqualified from promotion for a period based on the penalty imposed by the
appointing authority.
When an employee who is entitled to promotion has a pending administrative case,
the position to which he/she is proposed shall be filled until after the administrative
case shall have finally decided. However, when the exigencies of the service
require, then it shall be filled by temporary appointment to end as soon as the
employee entitled is exonerated.
Non-teaching Promotion and Selection Board shall screen and evaluate personnel
eligible for promotion.
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.
For Teaching/Academic Staff Position
Merit Promotion
A Faculty shall be allowed one grade/rank promotion only.
Only faculty members with a t least a relevant masters degree shall be included in
the merit promotion plan.
The University quota for the rank of Professors, 20 percent as per NBC 461, shall
be followed. For promotions to Professor 3, 4, 5 and 6, the faculty shall have earned
an appropriate doctoral degree. For Professor 1, the faculty should be accredited by
the proper accrediting body.
A faculty who is on a local or foreign scholarship or training grant or on official
leave may be considered for promotion. For this purpose the rating immediately
prior to the scholarship, training or leave shall be considered. Of promoted, the
effectivity date of the appointment shall upon assumption to duty.
A faculty should have rendered at least very satisfactory performance for the last
school year or the last two semesters in his present position before being considered
for promotion.
27
MMSU Operations Manual
A faculty member who has been reprimanded / suspended during the evaluation
period for violation of existing University policies and/or CSC rules and regulations
shall not be considered for promotion.
The Dean in consultation with the College Selection Board of each college shall
recommend one (1) faculty for each vacant position to the University Faculty and
Academic Staff Selection and (UFASSPB). The Board shall submit final
recommended to the President for approval.
Faculty and academic staff shall be evaluated based on their:
Accomplishments 60 points
Education and Training 10 points
Experience 5 points
Psycho-social Attributes,
Personality Traits and Potential 25 points
3.7 Upgrading /Reclassification
No member of the faculty or academic staff shall be promoted or upgraded unless
his performance ratings in the last two (2) semesters are very satisfactory even if
he meets the required number points in the Common Criteria for Evaluation
prescribe by the National Budget Circular (NBC) 461.
All government officials and employees are required to render eight (8) working
hours a day for five working days a week or a total of forty (40) hours a week,
exclusive of time for lunch.
The normal working hours of government officials and employees shall be from:
In no case shall the working be reduced in the event officials and employees elect
to adopt flexi-time in reporting for work, provisions of CSC MC No. 14, s. 1989
(Adoption of Flexible Working Hours in the Government Service) shall be strictly
complied with.
Officers and employees who have incurred tardiness and undertime regardless of
minutes per day exceeding ten (10) times a month for two(2) consecutive months
or for two(2) months in a semester shall be subjected to disciplinary action.
Offsetting of tardiness or absences by working for an equivalent number of minutes
or hours by which an officer or employee has been tardy or absent, beyond the
regular or approved working hours of the employee concerned, shall not be
allowed.
All kinds of leave of absence taken by the employee should be applied using the
prescribed CSC form No.6 and submitted to the proper chief of office for action.
28
MMSU Operations Manual
Application for vacation leave for a full day or more should be filed in advance or
whenever possible, five (5) days before the effective date of the leave. Since
vacation is contingent upon the needs of the service, its grant is discretionary on
the parts of the agency head or authority concerned. Thus filing of such leave
application does not entitle an officer or employee to go on leave outright. Prior to
taking the vacation leave, he should see to it that his application for leave is
approved by the proper authorities.
An application for sick leave is usually filed immediately upon the employees
return from such leave. During the period of absence, the employee should inform
his supervisor of his inability to report for work due to illness.
In cases, however, where the employee will undergo medical examination or a
scheduled operation or was advised to rest in view of health, sick leave may be
applied for in advance and duly supported by a medical certificate. A medical
certificate is also required to support a sick leave of absence taken in excess of five
(5) days of if the chief of office doubts the employees claim of ill health, regardless
of the number of days involved.
Application for leave of absence on account of wounds or injuries incurred in the
performance of duty extending beyond the allowable vacation leave must be
supported by proper medical certificate, where evidence shows that the wounds or
injuries were incurred in the performance of duty. The head of the department may
direct that absence during the any period of disability which shall be on full pay not
exceeding six (6) months and his discretion, authorize the payment of medical,
transportation, subsistence and hospital fees of the injured person. Absences in
these cases are charge against the employees vacation and sick leave credits, if
there is any.
When an employee is absent without approved leave for thirty (30) calendar days,
it is considered an absence without leave (AWOL) and he may be dropped from the
service without prior notice (MC No, 38, s .1993).
An application for leave of absence for thirty (30) days or more should be
accompanied by a clearance from financial and property accountability.
Compensation in the University includes the regular monthly salary, GSIS life and
retirement insurance premium, PAG-IBIG contribution, PHILHEALTH premiums,
bonuses and other incentives, overtime pay, longevity pay and other merit
increases.
The salary structure defines the eight (8) salary steps for each salary grade following
the standard salary schedules pursuant to Salary Standardization Law.
3.11 Retirement
Employees of the University whether permanent, temporary, casual or temporary
who have employee-employer relationship are covered by GSIS on a compulsory
29
MMSU Operations Manual
3.13.1 Benefits
GSIS Benefits
The Government Service Insurance System (GSIS) of the
Philippines was created under Commonwealth Act. No. 186 as amended by
Presidential Decree No. 1146. It is a government owned controlled
corporation and partly engaged in government financial institution
operations, acting as a trustee for government sector.
Retirement
Separation
31
MMSU Operations Manual
32
MMSU Operations Manual
Medical Benefits
Survivorship Benefit
GSIS Loans
A faculty and staff who has been insured for at least one (1) year
can obtain insurance loan in the form of salary.
33
MMSU Operations Manual
Housing Loan
Leave of Absence
34
MMSU Operations Manual
Vacation Leave
Sick Leave
All applications for sick leave of absence for one full day
or more shall be made on the prescribed form and filed
immediately upon employees return from such leave. Notice of
absence, however, should be sent to the immediate supervisor
and/or to the agency head. A proper medical certificate shall
accompany an application for sick leave in excess of five (5)
successive days.
35
MMSU Operations Manual
Maternity Leave
Paternity Leave
36
MMSU Operations Manual
Terminal Leave
3.13.2 Incentives
Basic Incentives
Clothing Allowance
37
MMSU Operations Manual
Study Grants
4.0 Faculty
38
MMSU Operations Manual
a. Regular Faculty
These are faculty members who are hired on a full-time basis and whose
main functions include instruction, research, extension services and production
in pursuance of the vision and mission of the university.
b. Non-regular Faculty
a. Part-time Faculty
b. Visiting Faculty
c. Exchange Faculty
d. Associate/Affiliate Faculty
e. Adjunct Faculty
39
MMSU Operations Manual
f. Contractual Faculty
g. Professor Emeritus
40
MMSU Operations Manual
b. Original appointment to the faculty and academic staff starts at the lowest sub-
rank of the appropriate faculty rank.
c. An applicant with academic rank from private educational institutions is
evaluated from the QS and when appointed, is considered as original appointee
subject to the immediately preceding section.
a. Instructor
b. Assistant Professor
c. Associate Professor
41
MMSU Operations Manual
c. Professor
Professorial Chair
42
MMSU Operations Manual
4.4 Compensation
Regular Faculty
Full-time members of the faculty receive compensation on the basis of a fair and
systematic schedule as provided by and/or approved by the BOR on recommendation of
the university President.
Summarized below is the faculty academic rank and the corresponding salary
grade:
Non-Regular Faculty
43
MMSU Operations Manual
Non-regular faculty members such as lecturers are paid each hour of actual service
in accordance with the schedules as provided in existing laws.
Provided that the rates shall be flexible for faculty with rare expertise and provided
further that laboratory rates shall be computed at 0.75 of the lecture rates.
The university has a recruitment and selection board for faculty and academic staff,
known as the University Faculty and Academic Staff Selection and Promotion Board
(UFASSPB) which is responsible for the screening and selection of candidates for original
appointment to the faculty and academic staff of the university including cases of
reinstatement and re-employment. Following is the composition of the UFASSPB:
a. The VPAA as Chairman;
b. The Dean of the college where the vacancy exists;
c. The university human resource officer (HRMO) who serves as the Secretary,
hence, is responsible in keeping records of the proceedings of the UFASSPB,
keeping them in readiness for inspection and audit by the CSC;
d. The president of the Federated Faculty Association of the university;
e. The University Registrar who determines the faculty workload;
f. The chairman of the University Faculty Evaluation Committee as in-charge of
faculty evaluation; and
44
MMSU Operations Manual
Hiring Procedures
Hiring of faculty members is primarily based on the need of the department for
services, which cannot be fulfilled by the full-time faculty members of the department.
This need is determined by the Department Head and then reported to the Dean of the
College.
The university recruits and appoints faculty and academic staff in accordance with
the following procedures:
The College Dean must request the University President in writing through
the VPAA for the recruitment of a faculty or academic staff. Accompanying the
request is a certificate of the HRMO of the existence of an available position and
justification of the need of hiring. The request should also state the special
qualification(s) which an applicant must have but which must not be lower than the
QS of the position.
b. Publication of vacancies
When the request for hiring is approved by the university President, a copy
of the approval is furnished to the HRMO who on turn announces/disseminates
such vacancy. The announcement specifies the following:
the position,
the minimum qualifications and the special qualifications needed,
the nature of the job to be performed, and
the deadline for submission of the application letters.
d. Recording of application
45
MMSU Operations Manual
The HRMO indicates the time and date of receipt on the first page of the
application letter. For recording purposes, the HRMO maintains a logbook of
application letters received in the chronological order of receipt.
Screening
Criteria
Procedures
a. Preliminary Screening/Interview
The HRMO may interview applicants regarding any matter contained in the
application letter, verify entries or require additional papers or documents to
support entries in the application letter.
After the last day for the submission of application letters, the HRMO
notifies and furnishes the UFASSPB the list of applicants who have passed the
preliminary interview along with their application letters.
Upon order of the UFASSPB, the HRMO notifies by postal mail, e-mail,
telephone, hand delivery, telegram and/or radio all qualified applicants for the
screening. The notice includes the date that they report for screening and what are
expected of them to do.
After its final screening, the UFASSPB submits to the university President
a list of the most qualified applicants, at least three recommendees, from which the
former may choose to be appointed. However, in the exigency of the service and
the unavailability of required number of applicants, this provision shall be waived.
Appointment
47
MMSU Operations Manual
Following are the general guidelines and policies concerning appointment to the
faculty rank:
a. All appointments are made strictly based on merit. No religion-related test is
applied, nor are the religious opinions or political affiliations of the faculty be a
matter of examination or inquiry.
b. Members of the faculty must have the appropriate degree and/or license as
required by the existing laws.
c. Members of the faculty are exempted from any civil service examinations as a
requisite of employment.
d. All appointments to part-time positions in the faculty of those who have full-time
appointment in other agencies of the government are made only upon written
permission from the base agency and stating the total number of hours a week
they are teaching in other schools. The total teaching load should not be more
than 24 units per week.
e. No person is eligible for appointment or reinstatement as regular member of the
faculty of the university during the term for which he has been elected to any
political office.
f. No person who has been defeated as a candidate for any political office in an
election is eligible for appointment or reinstatement as a regular member of the
faculty within a year after the election.
g. No person is appointed to the faculty on a full-time basis if said person is a staff
of another university except, under consortium exchange arrangement subject to
the following conditions.
Provide that the immediate requirements of the university justify the
appointment and no other applicant approximates the needed high
professional and scholastic competence; and
Such person is appointed on a year-to-year basis until another who
possesses the required competence is available for regular appointment.
h. No person shall be appointed or reinstated in the service if he is already 57 years
of age, unless the chairman of the Civil Service Commission (CSC) certifies that
he possesses special qualifications and his services are needed (CSC MC No. 3,
s. 1983)
i. All members of the faculty is appointed by the BOR upon the recommendation
by the university President; provided, however, that the BOR may delegate to
the university President to appoint in which case such appointments shall be
confirmed by the BOR in its next meetings.
j. The university President may recommend to the BOR the appointment of any
faculty member from among the full professors of
the university to the rank of university Professor. Said faculty member must possess
the following qualifications:
Be an outstanding scholar, scientist or artist;
Have a expert knowledge in at least one field and a broad understanding of
other branches of knowledge; and
Be nationally or internationally known/recognized in his field.
48
MMSU Operations Manual
Pre-employment requirements
GSIS/PhilHealth Forms
BIR Forms/Requirements
a. Oath of Office
b. Sworn statement of assets and liabilities
c. Notice of assumptions to duty
d. Daily time record (CS Form 48)
e. Medical Certificate (CS Form 211)
49
MMSU Operations Manual
Others
Oath of Allegiance
Appointees to faculty positions shall take their oath of allegiance before the
Administrative Officer of the University.
Teaching Load
General guidelines
b. For purposes of computing teaching load, the following unit equivalent per hour
of teaching is followed:
No Revision on GS
Undergraduate level
Lecture - 1.0 unit (plus 0.0285 unit for every additional
student beyond 35 but not to exceed 40)
Laboratory - 1.0 (0.75) unit (plus 0.04 for every additional student
beyond 25 but not to exceed 30)
Shop/field work - 0.75 unit
High School - 1.0 (0.75) unit
Elementary - 0.75 unit
50
MMSU Operations Manual
e. To give faculty members ample time to prepare their lessons, to conduct research
or pursue graduate studies, teaching load assignments should be limited to three
(instead of four) preparations.
f. Full-time faculty members shall arrange for at least 3(instead of 5) hours a week
of consultation with students; part-time faculty members should allot 1 to 2
hours for the same purpose.
For a part-time faculty member, the regular load is 6 units but may be assigned a maximum
of 12 units as the need arises.
51
MMSU Operations Manual
teaching loads (except graduate studies) are cumulative to a maximum of 12 units. Further,
these activities must be supported by a photocopy designation or special order.
a. Graduate Studies
Vice President 15 3
Board/Univ. Sec. 126
Univ.Accountant 12 6
College Deans & Dean 12 6
(Academic units,
Instruction & directorate)
Director for Extension, 12 6
Reseach, Business, SSD
Director (Administrative, 12 6
Planning,Monitoring and
Management Info,Partnership
& External Linkages, CMR,
R&D;Extension; Business
Affairs; Univ.Library System;
Admissions; Human Resources
Mgt., Security Monitoring
System, ITC, CHUMS,
ILLARDEC)
Director for Ilocos Norte 6 12
Science Community
Faculty Reagent 9 9
52
MMSU Operations Manual
Directors (Academic 9 9
Support units; Information
& Communication Training
Cengter & PESDO;
CHED-ZRC at MMSU)
53
MMSU Operations Manual
College Coordinators 3
(Research, Extension,
Student Affairs,Production,
Sports,Cultural, Alumni,
Scholarship, Internship,
OJT, Student/Practice
Teaching,Clinical,Level
Coordinator,Field Study
Faculty, however, should carry a workload of no less than 12 units for full time faculty and
6 units for faculty with designation except the VP who shall carry a 3-unit workload.
d.1. Research
GAA- GIA-
54
MMSU Operations Manual
funded funded
Program Leader 9 units 4.5
(with 3or more projects)
Project Leader 6 units 3.0
(with 3 or more studies)
Study Leader 3 units 1.5
As a basic requirement for the credit unit, the concerned faculty must submit
a progress report at the end of the semester, and also the end of the summer
session if the research justified him to be on accumulated leave status 1. The
credit units as program, project or study leader shall be used for computing
overload honorarium if the various research activities are implemented, the
research data had been written following the prescribed format and presented
at least in the University In-House Review and Planning Workshop which is
usually conducted in the month of April or May
d.2. Extension
GAA GIA
Program Leader 9 units 4.5
Project Leader 6 units 3.0
Study Leader 3 units 1.5
d.3. Production
Faculty members are also given teaching load equivalent for handling
income generating projects of the university (e.g. poultry, piggery, cafeteria,
accommodation and floriculture nursery among others). The teaching load
equivalent will be approved by the VPREBA upon the recommendation of the
Director of Business Affairs.
e. Special Assignments
55
MMSU Operations Manual
faculty staff of the Communications and Media Relations, engineering staff of the
Physical Plant and General Services, College Guidance Counselor, Chief Guidance
Counselor, faculty in-charge of assistantship and scholarship program, among
others.
4.7 Overload
56
MMSU Operations Manual
Amendments
Substitution is given only to faculty members who take over those on short-term
leave (e.g. maternity, sick leave, on official business). This is also subject to the following
conditions:
a. It is allowed only if it is arranged with the Department Chair and authorized by
the College Dean; and
b. The schedule for a substitution must also be outside the regular official time,
the time for overload teaching, the emergency overload teaching and the one-
hour lunch break.
Faculty members are evaluated every semester by the students, the peer,
department head, and dean. Two sets of evaluation instruments are used. One is designated
to be used by the students, where the faculty is evaluated on: a) teaching ability/knowledge
of subject; b) classroom management; c) personal and social qualities; d) laboratory
management.
The other instrument is used by his/her peers, , department head, and dean where
evaluation is based on a) instructional competencies; b) personal, social and leadership
qualities; and c) research and extension production. In both instruments, the faculty
member is rated on the following scales: 5.0, excellent; 4.5, very good; 4.0, good; 3.5,
satisfactory; 3.0, fair, 1.0, very poor; and NA, not applicable.
57
MMSU Operations Manual
The equivalent descriptive ratings are: outstanding 215-176; very good 175-
132; satisfactory 87-44; and fair 43-1.
Student Evaluation
Students evaluate their teachers ability and knowledge of subject on the following
aspects:
a. how he states and presents the course outline of the subjects;
b. whether or not he shows mastery of the subject matter and discusses, related
topics and necessary concepts to increase students understanding of the subject
matter;
c. how he explains the relevance and importance of lessons to present and future
undertakings;
d. whether or not he provides up-to-date materials/information;
e. how he relates previous lessons to new ones;
f. whether or not he presents previous lessons to new ones;
g. how he shows awareness and concern of students understanding of the lesson
in class and stops or tries to explain more carefully;
h. whether or not he speaks clearly, varies the tone of voice;
i. whether he prescribes appropriate, relevant, and achievable course
requirements/assignments;
j. whether or not he varies teaching methodology and techniques, utilizes teaching
aides effectively;
k. whether or not he provides stimulating atmosphere that encourages students
participation and guides and follow-up students during recitation;
l. how he provides opportunities for critical thinking, creativity and sense of
responsibility; and
m. whether or not he considers carefully any question asked by students and
eventually answers it.
Moreover, personal and social qualities, as a factor for evaluation, specifically refer
to the faculty-student relationship. This is measured whether or not the faculty member:
a. is cheerful with pleasant disposition and avoids conflicts;
58
MMSU Operations Manual
b. treats opposing views tactfully and objectively and knows how to reconcile
and/or bridge the gap between opposing views;
c. gives constructive criticisms of students work;
d. transpires students to develop self-confidence and love for learning;
e. is accessible and approachable outside of class;
f. uses decent language;
g. is neat in appearance; and
h. shows respect for students and invites respect for himself through his demeanor
toward others, outward manner including general appearance.
Supervisor Evaluation
On the other hand, a personal, social, and leadership quality of the faculty member
is based on whether or not he:
a. is cheerful, pleasant and with good sense of humor;
b. is patient, kind, understanding and sympathetic;
c. speaks in clear, pleasant and modulated voice;
59
MMSU Operations Manual
Lastly, research, extension, and production outputs are measured in terms of:
a. researches conducted, including doctor and masters theses;
b. teaching materials produced such as manuals, modules, lecture guides, including
leaflets, brochures, technoguides, posters, etc:
c. written and published professional, technical, literary, scientific papers, etc;
d. designed and produced teaching aids such as charts, improvised laboratory
equipment, PowerPoint presentations, and other visual materials; and
e. produced educational, technical and socio-civic cultural outputs such as drama,
skit and forms of indigenous media like puppetry, poems, bukanegan, and
similar forms.
Self-evaluation
The same instrument, as the one intended for supervisor, is likewise used for the
individual faculty in rating himself.
On the whole, in summarizing the evaluation performance ratings of the faculty,
the following rating scheme is followed:
Supervisor/Dean 25
Department chair 25
Student (use NBC instrument) 40
Self(Peer) 10
TOTAL 100
Evaluation Procedures
60
MMSU Operations Manual
Performance evaluation of faculty is done every semester (preferably after the mid-
term examination. This is usually the responsibility of the Evaluation Committee or any
similar working committee in the different colleges, which is usually headed by a chair.
The accomplished evaluation forms are compiled by the department head. In order
to avoid manipulation of evaluation results, processing, computation, and analysis of
accomplished forms should be done by a member of the evaluation committee of the
college.
Faculty Associations
61
MMSU Operations Manual
After its registration and accreditation, the MMSU-FAI had entered and
executed a collective negotiation agreement (CNA) with the university,
confirmed by the BOR and accredited by the Civil Service Commission.
Through this, the university administration recognizes the rights of the
members of MMSU-FAI as embodied in the CAN. Additionally, the university
implements agreement as regards mandated and other benefits without
prejudice to other negotiated agreement in the future which the university can
provide.
It is the right of any member of the faculty to present his complaints or grievances
to the university which shall be resolved as expeditiously as possible in accordance to the
procedures and policies laid down by the BOR, Civil Service Commission (CSC) and the
Constitution. For this purpose, the university has established the University Complaints
and Grievance Machinery which took effect on 29 July 2004 after it has been evaluated as
to conformity with CSC MC No. 01, s. 2001. The procedures in the presenting/resolving
complaints and grievances are described under administrative procedures in this manual.
Leave Privileges
Cumulative Leave
62
MMSU Operations Manual
Cumulative leave consists of 15 days vacation leave and 15 days sick leave
exclusive of Saturdays, Sundays and holidays for each academic year of service.
This type of leave is granted to regular members of the faculty whose services are
needed throughout the academic year. It is also granted to members with assignments
involving work beyond their normal workload, and which prevent them from taking
advantage of the teachers leave, both conditions being certified by the dean. This privilege
may be granted only when the assignment is covered by a designation from the university
President for at least one academic year, and provided that the faculty has served at least
six months of continous, and very satisfactory service.
Faculty members who are entitled to cumulative privilege include the following:
a. Those who are engaged in research, extension, production, and/or
administrative designation;
b. Faculty members assigned to supervise on-the-job training, farm practice,
practicum, and other related learning experiences; ad
c. Faculty members assigned in the maintenance of buildings, equipment,
grounds, gardens and others.
Faculty members under the cumulative leave status could avail of the above leave
privileges subject to the following guidelines:
Sick leave is granted only on account of illness on the part of the person
concerned or his immediate family.
Faculty members with 10 days or more vacation leave credits shall be required
to go on mandatory/forced vacation leave, whether continuous or intermittent
for a minimum of five working days annually. If not used, the 5-day leave is
forfeited, except if his services are badly needed by the university as certified
by the immediate supervisor and approved by the university President.
When a faculty member under this status voluntary resigns or is separated from the
university through no fault on his own, he shall be entitled to the commutation of all
accumulated vacation and sick leaves to his credit subject to the following provisions:
That the university President, in his direction, authorizes the commutation of
the salary that would have been received during the period of the vacation and
sick leave, and
That no faculty member whose leave has been commuted following his
separation from the university shall be reappointed or reemployed in the
university before the expiration of the leave commuted unless he first refunds
the money value of the unexpired portion of the commuted leave.
Teachers Leave
than one and a half day, is entitled to 84 days PVP. Here under are the rules governing
teachers leave:
a. A faculty member on PVP status, who is unable to report to work due to illness,
may apply for sick leave with pay provided he has accumulated service credits.
b. A faculty member is automatically be on vacation leave with pay during the
school vacations unless he expressly opts to teach and his services are needed
during the summer term, for which he shall be entitled to an honorarium in
addition to his vacation pay, provided that no faculty member shall be required
to teach for more than two consecutive summers.
Faculty members who are under the cumulative leave status are entitled to special
leave privileges for a maximum of three days annually over and above their vacation and
sick leave entitlement. They avail if this leave privilege to mark/celebrate personal
milestones (anniversary, birthday) and/or attend to filial and domestic responsibilities
(enrollment, burial).
Faculty members on teachers leave status may also enjoy the 3-day special leave
should they become part or member of the Faculty Association provided such provision is
approved and confirmed by BOR in a CNA. Additionally, they enjoy an emergency leave
not exceeding 30 days to be deducted from the PVP provided it is not contradictory existing
laws. Finally, they may opt for 15 days sick leave and 30 days summer leave provided such
provision is included in the CNA.
Maternity/Paternity Leave
Women faculty members are entitled to the privilege granted by the Maternity
Leave Law. Women members of the faculty are entitled to maternity leave of two months
as prescribed in the Civil Service Law subject to the following provisions:
a. Such leave is paid subject to the provisions of the Maternity Leave Law;
b. If the health of the mother or the child requires it, as evidenced by a medical
certificate, such leave may be extended by the University President;
c. If the health of the mother and her child so warrants, as evidenced by a medical
certificate, and her services are urgently needed, the University President may
reduce the leave after the delivery, and
d. In special cases, the University President may waive the provisions of the two
preceding clauses if the health of the mother and her child so warrants, as
evidenced by a medical certificate, but in no case shall the period of leave be
less than 30 days after delivery.
A married male faculty is entitled to paternity leave of seven working days for the
first four deliveries of his legitimate spouse with whom he is co-habiting.
64
MMSU Operations Manual
Forced/Mandatory Leave
Faculty members under the cumulative status, with 10 days or more vacation leave
credits are required to go on vacation leave whether continuous or intermittent for a
minimum of five working days annually under the following conditions:
a. The Dean through department head, after consultation with the concerned
faculty, prepares staggered schedule of the mandatory five-day vacation leave
of members of the faculty. However, he may, in the exigency of the service,
cancel any previously scheduled leave.
Sabbatical Leave
Sabbatical leave may be granted to permanent regular members of the faculty with
the rank of at least Associate Professor once every seven years, provided they have served
the University for at least 15 years. The benefits accruing to sabbatical leave are described
in the faculty workload guidelines of this manual.
Terminal Leave
The Government Service Insurance System (GSIS) of the Philippines was created
under Commonwealth Act No. 186 and amended by PD1146. It is a government-owned
and controlled corporation and partly engaged in government financial institution
operations, acting as a trustee for government sector.
65
MMSU Operations Manual
The University participates in the GSIS. Further, the university may augment for
its faculty and employees by means of an equitable schedule the rewards and benefits
available under the GSIS. Benefits under the GSIS include: retirement/separation; benefits;
compulsory life insurances; sickness income benefit; medical benefits; death; accidental
death and burial benefits; survivorship benefit; and cash surrender value.
In case of leave of absence without pay of members of the faculty and other
personnel of the University, the person concerned shall pay both the personal and
government shares.
Retirement Benefits
66
MMSU Operations Manual
RA 660
Separation Benefits
A cash payment of 18 times the BMC at the time of separation and a life
pension to start at age 60 will be given to those who separate from the service with
at least 15 years of service and are below 60 years of age. Separation benefits are
of two types:
a. For a member who has rendered at least 3 years but less than 15 years
of service:
67
MMSU Operations Manual
Up to 30 years E-45
Over 30 to 40 years E-55
Over 50 to 59 years E-65
60 and above Whole life
The amount of insurance is based on the members insurance plan, age and
salary.
Medical Benefits
All eligible members of the GSIS under the Medicare program (now
PhilHealth) are immediately and automatically members of the National Health
Insurance Program (NHIP) and are entitled to free medical services including their
dependents. After retirement, a member is entitled to the same benefits, which he
had as an active member.
Survivorship Benefit
This benefit is for non-work connected deaths, which are paid to primary
and secondary beneficiaries of deceased members or pensioners. The basic survivor
pension is equivalent to 50 percent of the basic monthly pension (BMP) plus
dependent pension not exceeding 50 percent of the BMP.
For transparency, the university shall provide the members the payments made
annually to keep them updated of their contributions and for them to avail to the maximum
of the rewards and benefits there from.
Medicare
The University also participates in the PhilHealth Program and makes membership
compulsory to maximize the benefits provided for under the program.
The University endeavors to remit promptly all faculty members and employees
contributions to PhilHealth to avoid unnecessary penalties that may be imposed due to
negligence or delayed remittance of payment.
Retirement Benefits
69
MMSU Operations Manual
upon their voluntary resignation or their retirement from the University after at least 20
years. The certificate shall be signed by the President and issued on the date following the
last day of active service.
Retired members of the academic staff shall enjoy University Library privileges
and shall receive publications of the University which are generally provided to the faculty.
They may also be entitled to such other privileges with one vertical step promotion from
the present position which the University could grant in accordance with law. They shall
be invited to participate in major University or college programs and activities.
A retired faculty member with the rank of at least professor may be appointed
professor emeritus subject to the following conditions:
a. Must have rendered at least 20 years of active and faithful service to the
University;
b. Must have achieved marked distinction as a productive scholar, scientist, artist
or educator or is widely acknowledged as an effective and dedicated teacher.
Faculty/Personnel Privileges
Study Privileges
Members of the faculty have the privilege of enrolling in the University not more
than nine units a semester. They are exempted from tuition and other fees, provided that
the courses in which they are enrolled are along their field of specialization, subject to the
approval of the President of the University upon recommendation of the UMDP. Further,
the enrolled units are considered part of the faculty workload subject to the conditions
described in the faculty workload guidelines in this manual.
Children and spouse of permanent full-time faculty members and personnel who
have served continuously for a period not less than five years in the University are
exempted, when studying in the University, from the payment of tuition and other fees on
initial enrollment, subject to renewal from semester to semester. However, they must pass
at least three-fourths of the total units enrolled in the preceding semester.
The University makes available to its faculty, the existing facilities at minimal
prices subject to conditions set by the university as approved by the BOR.
70
MMSU Operations Manual
The Faculty shall be provided an office space, moreover, the use of university
facilities by the faculty association during their annual assembly is free of charge provided
it is a component of the CAN.
71
MMSU Operations Manual
House Privileges
The University shall as far as practicable provide adequate and convenient housing
for its students, faculty, and administrative workers by reserving and developing a portion
of its campus or off-campus sites for the purpose. The administration shall implement this
provision by tapping both public and private sources of funding.
Only employees of the University in active service shall be eligible for the housing
privilege. Conditions for stay in the housing shall be governed by the rules and regulations
promulgated by the University and approved by the BOR.
The University in its pursuit for academic excellence allocates part of its Internal
Operating Budget for faculty and staff development such as pursuance of relevant advance
degrees and attendance in trainings and seminars. It is also strengthening its linkages with
educational and research institutions/agencies as one of its strategies of sourcing out funds
to argument its limited budget for faculty and staff development.
Special Promotion
Selection/Evaluation Criteria
72
MMSU Operations Manual
Procedures
The HRMO shall make an inventory of all vacant positions and shall
certify in writing upon request of the chairman of UFASSPB the existence
of a vacancy.
73
MMSU Operations Manual
c. Notice of Approval
The VPAA who is also the UFASSPB Chair disseminates the filling
up of vacancy to various units/colleges of the University. The
announcement shall include the following: basic academic requirements,
evaluation instrument, and where to file and deadline and submission.
f. Evaluation Period
g. Board Recommendation
74
MMSU Operations Manual
Scope
The system applies to all officials and rank and file employees of the
university, teaching and non-teaching, whether in permanent, temporary, casual or
contractual status, to include those in external campuses who meet all the criteria
for each award.
f. Other incentives/awards which the PRAISE Committee may decide to give, for
idea or accomplishment subject to the approval of he university President.
Qualifications
Evaluation Committee
76
MMSU Operations Manual
university President, who in turn shall recommend to the Scientific Career Council
of the CSC. Upon approval, the university shall make appropriate action to effect
its implementation in coordination with the Finance Directorate and concerned
government agencies such as the Department of Budget and Management.
Benefits
Other Awards/Incentives
Conditions Of Employment
Academic Rank
Level Of Appointment
Temporary Status
A faculty member who has been newly appointed for full-time work is given a
probationary period if no more than four consecutive terms or two years, at the end of
which the appointee may either be retained or dropped based on the performance
evaluation.
77
MMSU Operations Manual
Permanent Status
For faculty members who do not have the required educational qualification but are
employed due to exigency of the service, completion of relevant advance degree is a basic
requirement for permanency.
Hereunder are the guidelines for the renewal, termination and/or permanency of the
appointments of faculty specific to each academic rank.
Instructor Rank
After the five year period, the appointment automatically terminates. In the case of
those pursuing relevant masters degree who are already in their thesis stage, the
appointment may be extended for another year.
78
MMSU Operations Manual
Temporary appointment of Professor shall be for a period of one year, at the end
of which shall be with tenure, otherwise his appointment shall automatically
terminate.
4.13 Detailment/Secondment
Hereunder are policies and guidelines on secondment and special detail of a faculty
member.
No special detail or secondment is authorized for a period of more than one year at
a time unless for good cause as determined by the university President.
Renewal is granted only in exceptional cases as determined by the university
President but not exceeding three years.
A faculty member on detail may continue serving the university as professorial
lecturer or consultant in any of the units of the university which may require such
service.
A faculty member granted special detail must submit a complete and detailed report
of their work within 30 days after their return to duty.
Members of the faculty shall report eight hours a day or 40 hours per week
according to an approved schedule based on their teaching load.
79
MMSU Operations Manual
80
MMSU Operations Manual
The UCCC ascertains that the course codes are in harmony with the general
course coding framework of the University. However, if there are still
recommendations for improvement, the proposal is returned to the college.
If none, it is submitted to the University Academic Council.
5. Board of Regents (BOR). Once the program curricular revisions pass the
scrutiny of the University Academic Council, the UAC endorses the
proposal to the BOR for its final approval. It is the BOR that puts the final
stamp of approval for the new curriculum to be implemented. It is only after
getting the approval of the BOR that the new or revised curriculum is
implemented.
81
MMSU Operations Manual
Start
Presentation and
Proposal Yes Council)
deliberation at the
emanates department level
Approved
from core ?
nfaculty of No
the program
Approved
No ?
Yes
No Compiled with
CHED Submission of the
requirements? proposal to the
Univ. Curriculum
Committee (UCC)
Yes and Univ. Course
Coding
Committee
Presentation to and (UCCC) for
No Approved
deliberation by the deliberation and
?
UAC (Univ. Acad. review
Council)
Yes
82
MMSU Operations Manual
a) There shall be the Selection Board who shall screened and recommend
for appointment the teaching and non-teaching staff. The Selection Board
83
MMSU Operations Manual
84
MMSU Operations Manual
85
MMSU Operations Manual
86
MMSU Operations Manual
Not Return to
Request submitted to HRM Section for availability of item
Available End-user
Available
Funds Available
Approved
APPROVED
Inform the
Job application received initial interview of applicant Not
applicant
qualifie
d
Qualified
87
MMSU Operations Manual
With Approval
88
MMSU Operations Manual
Not Return to
Personnel Selection for availability of item
Available End-user
Available
Not
Action of the University President Approved
Approved
Action as recommended
Disapproved
Approved
Appointment preparation/implementation
However, in no case shall the working hours be reduced in the event officials
and employees elect to adopt flexi-time in reporting for work, as per CSC MC No.
14, s. 1989 (Adoption of the Flexible Working Hours in the Government Service)
which shall be strictly complied with.
In observance of these rules on working hours, the use of bundy clock or other
records of attendance may be allowed. These shall be kept in a conspicuous place
and in the custody of a responsible officer who monitors the arrival and departure of
officials and employees. All other officials including special appointees who are not
required to use the bundy clock shall record their attendance in the manner prescribed
by the Office and their absences shall be covered with requisite leave of absence.
Service reports shall be accomplished and submitted to the dean and at the end of the
month for certification and verification duly signed by the employee. A clerk is
assigned to take charge in collating all DTRs and Form 6 together with a monthly
report of absences and undertime known as the Personnel Accounting (PERAC)
Form which shall be submitted to the Accounting Office and Personnel Office within
the first eight (8) days of the following month for a more efficient operation. Any
employee who has no DTR or Form 6 shall not be included in the Payroll for the first
fifteenth of the following month causing delay in the preparation of payroll to the
detriment of others who have submitted on time.
IV. Leave Privileges
1. Policies
Government employees, as mandated by the Constitution are expected
to serve with the highest degree of responsibility, integrity, loyalty and
efficiency. Under Civil Service Rules government employees have been
granted liberal leave benefits in keeping with the philosophy that an officer
or an employee who has been subjected to long and continuous work needs
rest and recuperation so that he may return to his work with renewed vigor
and energy.
90
MMSU Operations Manual
91
MMSU Operations Manual
scheme unless the expressly opt to enjoy the teachers leave status in writing and
submit to the University President for approval.
f) Vacation Service Credits - this refers to the leave credits earned, usually by
faculty, for services rendered during summer and Christmas vacations as
authorized by law and/or approved by the University President. The following
activities are eligible for the grant of service credits:
Service rendered during registration and election days as long as these
are mandated duties under existing laws.
Service rendered during calamity and rehabilitation when schools are
used as evacuation centers.
Service rendered in connection with early opening of the school year.
Teaching overload not compensated by honorarium.
Services rendered during school sports competitions outside of regular
school days.
Teaching in non-formal education in addition to teaching in formal
education classes carrying a normal teaching load.
Service rendered in connection with the conduct of remedial classes
during summer or vacation or outside regular school days.
Work done during regular school days if these are in addition to the
normal teaching load.
In service training programs/attendance to seminars during summer and
Christmas vacation provided it is not fully funded by the University or
the government except when there is a memorandum stating otherwise.
92
MMSU Operations Manual
93
MMSU Operations Manual
permanent, duly indorsed and recorded by their immediate supervisor where the
approval of the University President is needed.
c) Application of leave should be forwarded to the following in order: Applicant,
Immediate Supervisor, HRMO, Administrative Officer and the University
President for final action.
Dean/Director/Project In-charge
recommends approval of leave
application
YES
94
MMSU Operations Manual
V. Retirement
1. Policies
Employees of the University whether permanent, temporary, casual or
temporary who have employer-employee relationship are covered by GSIS on a
compulsory basis. Employees Membership take effect upon assumption to duty
pursuant to valid appointment. All GSIS members are to pay monthly contributions
in accordance with rates/schedules established under GSIS policies.
University Personnel, as members of the GSIS are eligible for retirement
benefits available under the retirement law they opt to retire provided they satisfy
the conditions and requirements set therein. Retirable employees may retire under
the following retirement laws:
RA 1616 - the Gratuity Retirement Benefit
RA 660 - The Annuity benefit Plan
RA 8291
Retirement is compulsory for the University employees at age 65 with at
least 15 years of service. The effectivity of the employees separation from the
government service due to compulsory retirement is at the close of office or
working hours on his 65th birthday.
Retirement benefits are paid to the employee provided he has submitted all
documents and complied with all the requirements by GSIS.
2. Procedure in Filing and Processing Application for Retirement
a) The employee shall signify intention of his/her plan to retire by submitting a
letter to the University President six (6) months before the effectivity of
retirement.
b) The employee shall coordinate with the Human Resource and Management
Section in the preparation of the basic requirements listed hereunder to support
the application for retirement.
Application for retirement (RAs 660/1146/1616/910/8291) for GSIS
Approved application for retirement
Complete Service Record
University Clearance
Certification of Applicant that he/she has no pending
Administrative/criminal case
Statement of Assets and Liabilities
Birth Certificate
All original Appointments
All Notice of Salary Adjustments
Form 6 (For accrued leave computation)
GSIS Certificate of Clearance
Last DTR (Original)
Designations
95
MMSU Operations Manual
d) The employee, after having completed the documents required (item #2), shall
submit to GSIS the prescribed GSIS application Form duly accomplished and
signed by the University President, a complete copy of the retirement
documents shall also be provided by the employee to DBM for fund release and
MMU for records keeping.
e) Submission of the required complete retirement documents, GSIS for approval.
f) Upon approval by the GSIS, payment is made to the retiree.
VI. Resignation
It is a mode of separation by which services of the employee is severed from
the University or an employee is considered resigned from the University upon
approval of the following documents:
1. Voluntary written notice of the employee informing the University President
through the dean/director/ and/or immediate superior that he is relinquishing his
post indicating therein the effectivity date of said resignation.
2. The acceptance of resignation in writing by the University
President/Appointing Authority with the date of effectivity of resignation.
The services in the University of the employee may also be served when he is
dropped from University rolls which may caused by the following:
1. When the employee have been found to be habitually absent or have been absent
without approved leave for a long period of time of more than 30 working days.
2. When employee after two consecutive rating is given unsatisfactory
performance rating for an evaluation period is rated poor performance. This,
however shall take after due notice in writing given to the employee and in due
process.
3. When the employee is continuously absent for more than a year or
intermittently absent by reason of illness and sickness for at least 260 working
day during a 2 year period may be declared physically unfit to perform his
duties.
96
MMSU Operations Manual
97
MMSU Operations Manual
2. Procurement Planning
All procurement shall be within the approved budget of the University, and
shall be meticulously and judiciously planned. No procurement shall be undertaken
unless it is in accordance with an approved Annual Procurement Plan (APP). In
the case of projects funded from lump-sum appropriations, the APP shall be
immediately updated to include such projects or contracts. For infrastructure
contract packages projects, the ABC shall cover the individual cost components of
civil works only. The ABC for the contract shall be at all times consistent with the
appropriations for the project authorized in the GAA and/or continuing
appropriations.
The University shall judiciously prepare, maintain and update an APP for
all its procurement that shall include, for each individual project, a Project
Procurement Management Plan (PPMP). The APP shall bear the approval of the
University President, and must be consistent with its duly approved yearly budget.
Consistent with government fiscal discipline measures, only those considered
crucial to the efficient discharge of University functions shall be included in the
APP. A procurement shall be considered crucial to the efficient discharge of
University functions if it is required for the day-to-day operations or is in pursuit
of the principal mandate of the University. In case of Infrastructure Projects, the
Plan shall consider the appropriate timing/phasing of related project activities such
as engineering design and acquisition of ROW to reduce/lower project costs.
The PMPP shall include:
the type of contract to be employed;
the extent/size of contract scopes/packages;
the procurement methods to be adopted, and indicating if the
procurement tasks are to be outsourced;
the time schedule for each procurement activity; and
the estimated budget for the general components of the contract e.g.,
civil works, goods and consultancy services.
The APP shall include provisions for foreseeable emergencies based on
historical records.
The preparation and updating of the PPMPs shall be the responsibility of
the respective end-users, while the consolidation of these PPMPs into an APP shall
be lodged with the BAC Secretariat. Figure __ shows the Procurement Panning
Process Flowchart.
Updating of the individual PPMPs and the consolidated APP shall be
undertaken every six (6) months or as often as may be required by the University
President. Implementation of any project not included in the Universitys APP shall
not be allowed.
98
MMSU Operations Manual
9. The University President approves the Abstract of Bids and Purchase Order.
10. The BAC Secretariat serves the Purchase Order to the suppliers with the
least bid/price quotation.
11. The Supply Office receives the delivery, prepares the Inspection Report,
and issue withdrawal slip (for supplies) or Memorandum Receipt (for
equipment).
12. The concerned College/Unit accepts the goods.
4. Alternative Methods of Procurement
As a general rule, the University shall adopt competitive bidding as the
general mode of procurement and shall see to it that the procurement program
allows sufficient lead time for such competitive bidding. Alternative methods shall
be resorted to only in highly exceptional cases.
Subject to the prior approval of the University President, and whenever
justified by the conditions provided in RA 9184, the University may, in order to
promote economy and efficiency, resort to any of the alternative methods of
procurement. In all instances, the University shall ensure that the most
advantageous price for the Government is obtained.
a) Limited Source Bidding
Limited Source Bidding, otherwise known as selective bidding, is a
method of procurement of goods and consulting services that involves direct
invitation to bid by the University from a set of pre-selected suppliers or
consultants with known experience and proven capability on the requirements
of the particular contract. The pre-selected suppliers or consultants shall be
those appearing in a list maintained by the relevant Government authority that
has expertise in the type of procurement concerned, which list should have been
submitted to, and maintained updated with, the GPPB. The BAC shall directly
send to the pre-selected bidders the invitation to bid, which shall already
indicate the relevant information required to enable the bidders to prepare their
bids as prescribed under the pertinent provisions of the Implementing Rules and
Regulations Part A of RA 9184. Limited source bidding may be employed
under any of the following conditions:
Procurement of highly specialized types of goods (e.g., sophisticated
defense equipment, complex air navigation systems, coal) and
consulting services where only a few suppliers or consultants are known
to be available, such that resorting to the competitive bidding method
will not likely result in any additional suppliers or consultants
participating in the bidding; or
Procurement of major plant components where it is deemed
advantageous to limit the bidding to known qualified bidders in order to
maintain uniform quality and performance of the plant as a whole.
100
MMSU Operations Manual
b) Direct Contracting
Direct Contracting or single source procurement is a method of
procurement of goods that does not require elaborate bidding documents. The
supplier is simply asked to submit a price quotation or a pro-forma invoice
together with the conditions of sale. The offer may be accepted immediately or
after some negotiations. Direct contracting may be resorted to under any of the
following conditions:
Procurement of items of proprietary nature which can be obtained only
from the proprietary source, i.e. when patents, trade secrets and
copyrights prohibit others from manufacturing the same item;
When the procurement of critical plant components from a specific
manufacturer, supplier or distributor is a condition precedent to hold a
contractor to guarantee its project performance, in accordance with the
provisions of its contract; or
Those sold by an exclusive dealer or manufacturer which does not have
sub-dealers selling at lower prices and for which no suitable substitute
can be obtained at more advantageous terms to the Government.
c) Repeat Order
Repeat Order, when provided for in the APP, is a method of
procurement of goods from the previous winning bidder, whenever there is a
need to replenish goods procured under a contract previously awarded through
Competitive Bidding. Repeat orders from the previous winning bidder may be
resorted to only in cases where the procured item is clearly superior to the other
bids not only in terms of the price quoted but also in terms of equipment
reliability, availability of spare parts, after-sales service and delivery period,
among others. Repeat orders shall likewise be subject to the following
conditions:
Contract prices of the repeat order must be the same as or lower than
those in the original contract, provided that such prices are still the most
advantageous to the Government after price verification;
The repeat order will not result in splitting of contracts, requisitions, or
purchase orders;
Except in cases duly approved by the GPPB, the repeat order shall be
availed of only within six (6) months from the date of the Notice to
Proceed arising from the original contract; and
The repeat order shall not exceed twenty-five percent (25%) of the
quantity of each item in the original contract.
d) Shopping
Shopping is a method of procurement of goods whereby the procuring
entity simply requests for the submission of price quotations for readily
available off-the-shelf goods or ordinary/regular equipment to be procured
101
MMSU Operations Manual
102
MMSU Operations Manual
the amount involved does not exceed the amount of the on-going
project; and
the contractor has no negative slippage:
Provided, further, that negotiations for the procurement are
commenced before the expiry of the original contract. Whenever
applicable, this principle shall also govern consultancy contracts, where
the consultants have unique experience and expertise to deliver the
required service;
Purchases of goods from another agency of the Government, such as the
PS-DBM, which is tasked with a centralized procurement of commonly
used Goods for the government in accordance with Letters of Instruction
No. 755 and Executive Order No. 359, series of 1989. Further, in order
to hasten project implementation, agencies which may not have the
proficiency or capability to undertake a particular procurement, as
determined by the University President, may request other agencies to
undertake such procurement for them, or at their option, recruit and hire
consultants or procurement agents to assist them directly and/or train
their staff in the management of the procurement function;
In the case of individual consultants hired to do work that is
highly technical or proprietary; or
primarily confidential or policy determining, where trust and
confidence are the primary consideration for the hiring of the
consultant:
Provided, however, that the term of the individual consultants
shall, at the most, be on a six month basis, renewable at the option of
the University President, but in no case shall exceed the term of the
latter.
Procurement Planning Process Flowchart
Fund
College/Unit BAC Secretariat OP BAC/FMS
101
Preparation of Consolidation Approval of Implementation
of PMPPs into
161
PMPP 11APP of APP
an APP
Fund
164
BOR
Confirmation of
Approval
103
MMSU Operations Manual
Process Flowchart-Infrastructure
104
105
MMSU Operations Manual
106
MMSU Operations Manual
Unserviceable Property
Pursuant to Sec. 79 of PD 1445 When government property has become
unserviceable for any cause or is no longer needed, it shall, upon application of the
officer accountable therefore, be inspected by the head of the agency or his duly
107
MMSU Operations Manual
3. Guidelines in Disposal
a) Once supplies/property becomes unserviceable from any cause or are no longer
needed, the officer immediately accountable therefore shall return the same to the
Property Officer/equivalent position concerned.
b) The Property Officer/equivalent position shall file an application for disposal
with appropriate documents to the COA auditor.
108
MMSU Operations Manual
c) The COA auditor shall inspect the items and determine whether the items are with
or without value and forwards his/her recommendation to the Head of the
Agency.
d) The Head of the Agency shall forward the documents to the Disposal Committee.
e) The Disposal Committee shall recommend to the Head of the Agency the mode
of disposal as appropriate and deemed most advantageous to the government.
f) If found to be valuable the unserviceable property may be sold at public auction
to the highest bidder under the supervision of the proper Committee on Award or
similar body.
g) The awardee shall pay, claim and withdraw the property upon the determination
of the awardee, the bid bond shall be considered as partial payment and the
offered bid price shall be paid in the form of cash, cashiers Managers check of
a reputable bank within the area where the bidding was held. Full payment shall
be made within 5 working days from the date of the notice of award.
Claims shall be made only by the awardee, after the bid price is fully paid
as evidenced by an official receipt. The Disposal Committee shall effect in
the presence of the reporting accountable Officer or his duly authorized
representative and witnesses.
The property officer of the owning agency shall accomplish a tally-out sheet
as evidence of actual delivery. Authorized Agency official and the buyer
acknowledging receipt of the items shall sign the tally-out sheet.
Claims shall be made only during official government working hours.
Claims shall be made within the period fixed by the Disposal Committee
but not more that 30 days after awarding. Failure on The part of the awardee
to claim the property within the stipulated period shall have the effect of
cancellation of the award.
h) Upon disposal of property, the pertinent portions of the Inventory & Inspection
Report, Report of Waste Materials or Invoice-Receipt for Property, whichever is
applicable, shall be accomplished. These reports shall be the basis for dropping
the property from the books of accounts and for taking up the proceeds from the
Sale of the property.
109
MMSU Operations Manual
Flowchart of Disposal
END-USER
(issued w/ a memorandum
receipt)
TECHNICAL INSPECTOR
CERTIFY THAT ITEM IS
BEYOND REPAIR/
UNSERVICEABLE
MEMBERS OF DISPOSAL
COMMITTEE recommends
DISPOSAL of ITEM to University
President
MODES OF
DISPOSAL
110
MMSU Operations Manual
II. Objectives
3. Records Officer I
4. Receiving and Dispatching Section-
5. Classification and Filing Section -
6. Records Retention Section
7. Records Disposal Section
8. Messenger
Mailing is done daily through the Phil. Postal Service, MMSU Branch,
Batac,Ilocos Norte. Stamps for Official mails and special deliveries will be handled
by the Records Office Staff for proper recording and funding.
4. Deliveries
The Messenger handling MMSU deliveries are sent as per schedule of trips
of Bus Station in Batac, Ilocos Norte. Items for delivery should be with the Records
Office 3 hours before the scheduled trips, and or through the LBC Express for
shipment (Funding will be the same as in MAILING).
112
MMSU Operations Manual
5. Personal Mails
113
MMSU Operations Manual
c. Fund 164 - these are funds from the collection of tuition fees and other school
charges,
d. Fund 184 or Trust Funds/Special Funded Projects - these are funds which have
come officially into the possession of any agency of the government or of a public
officer as trustee, agent, or administrator, or which have been received for the
fulfillment of some obligations (Sec. 3, PD 1445)
Income from tuition fees and other school charges (Fund 164), and income from
business operations (Fund 161) of the University shall constitute a special fund for the
use of the University subject to the approval of the Board of Regents
II. Budget Terms
The following terms are included in the budgeting process: appropriation,
allotment, obligation, Notice of Cash Allocation (NCA), and disbursements.
a) An APPROPRIATION is an authorization made by law or other legislative
enactments of obligations to be incurred and allowing payments to be made with
funds of the government under specified conditions and/or specified purpose, i.e.
General Appropriations Act.
b) ALLOTMENT is an authorization issued by the Department of Budget and
Management which allows agencies to incur obligations up to a specified amount
that is within a legislative appropriation as reflected in the advice of allotment. The
DBM issues the Allotment Release Order containing the authorization, conditions
and the amount of the allocation.
c) OBLIGATION refers to a commitment by a government agency arising from an
act of a duly authorized official which binds the government to the immediate or
eventual payment of a sum of money. The agency is authorized to incur obligations
only in the performance of activities which are in pursuit of its functions and
programs authorized in appropriation acts/laws within the limit of ARO
The New Government Accounting System (NGAS) categorizes the
expense accounts into three major items:
1. Personal Services (PS)
2. Maintenance and Other Operating Expenses (MOOE)
3. Financial Expenses (FE)
d) NOTICE OF CASH ALLOCATION (NCA) is an advice issued by the
Department of Budget and Management for the release of cash credited to the
Government Servicing Banks (GSB) of agencies, stating the amount and purpose.
e) DISBURSEMENTS constitute all cash paid out during a given period either in
currency or by check.
Modes of payment:
By check
Modified Disbursement Scheme (MDS)
Commercial checks
By cash, thru the cash advance granted to Accountable Officers
By Non-Cash Availment Authority (NCAA)
By Tax Remittance Advice (TRA)
By Advice to Debit the Account (ADA)
Other Disbursements
114
MMSU Operations Manual
Budget Process
115
MMSU Operations Manual
117
MMSU Operations Manual
a) For salaries, wages, etc. within 5 days after each 15th day/end of
the month pay period.
3. All cash advances shall be fully liquidated at the end of each year.
Except for petty cash fund, the Accountable Officer shall refund any
unexpended balance to the Cashier/Collecting Officer who will issue the
necessary receipt.
119
MMSU Operations Manual
5. Documentary requirements
(Training Handbook on National Government Expenditures, based on
GAAM, Vol. I)
a) Salaries and Wages
Original Appointment
1. Certified true copy of duly approved appointment by appointing
authority
2. Certified true copy of oath of office
3. Evidence of service rendered or daily time record (DTR)
4. Evidence or certificate of compliance with the conditions set forth
in approval of the appointment
5. Statement of Assets and Liabilities
6. Certificate/notice of Assumption
(Sec. 197, GAAM Vol. I)
Reinstatement
In addition to the foregoing documents, the following are additional
requirements:
1. Certificate that appointee had enjoyed the leave, the money value of
which had been commuted, prior to reinstatement
2. Certificate that the money value of the unexpired portion of the leave
has been refunded (Sec. 198, GAAM Vol. 1)
Promotion/Salary Differential
1. Copy of approved appointment or notice of salary adjustment
2. Certificate/Notice of Assumption to new position
3. Certificate of service or DTR (Sec. 199, GAAM Vol. 1)
Transfer
In addition to the documents required for original appointment, the
following are required:
1. Copy of authority to transfer
2. Clearance from cash and property accountability
3. Certificate of last salary received from former office certified by the
Chief Accountant
4. Certificate showing data when the appointee left his former official
station (Sec. 200, GAAM Vol. 1)
120
MMSU Operations Manual
Casual/Contractual
1. Certified copy of the pertinent contract/appointment/Job Order (First
Claim)
2. Certificate or evidence of service rendered or work accomplished
3. DTR
b) Overtime Pay
1. Certificate of service or DTR
2. Authority to render overtime service
3. Accomplishment report signed by employee and supervisor (COA Cir.
No. 92-389)
c) Terminal Leave
1. Approved application for leave
2. Complete service record
3. Clearance from money, property and legal accountability
4. Statement of Assets and Liabilities
d) Maternity Leave
1. Approved application for leave accompanied by a medical certificate
showing that the employee is on the family way and nearing delivery
2. Clearance, if in excess of thirty days
3. Marriage contract for first maternity leave (COA Cir. No. 92-389)
e) Travel
Before the trip
1. Travel order properly approved in accordance with Sec. 5 of E.O. 248,
as amended:
2. Approved itinerary of travel detailing the transportation expenses and
travel to be incurred as basis for determining the amount of cash
advance. (COA Cir. Nos. 92-389 and 96-004)
121
MMSU Operations Manual
h) Legal Expense
1. An application of the official or employee concerned giving facts of
the offense he was charged with and approved by the proper
Department head concerned and passed upon by the COA Cahirman.
2. Copies of decisions exonerating him from administrative or criminal
liability.
3. Receipts of actual and related expenses incurred.
4. Certificate of availability of funds.
i) Building Maintenance
1. A certificate of availability of appropriations, free from other
obligations, issued by the Chief Accountant of the agency concerned
pursuant to Section 86 of P.D. No. 1445.
2. A program and estimate of work prepared by the project engineer
3. Prosecution by contract shall follow the requirements of Contracts
(Sec. 360, GAAM, Vol. I)
122
MMSU Operations Manual
k) Land
1. Certificate of availability of funds
2. Original copy of Deed of Sale approved and duly registered in the
proper Register of Deeds or decision of the Court, in the case of
eminent domain
3. A certificate of title duly entered in favor of the government or other
evidence satisfactory to COA that title is in the government
4. Recommendation of the Appraisal Committee as to the reasonableness
of price, duly approved by the authorities concerned and noted by the
previous owner
5. Copy of the latest tax declaration transferred from the owner-vendor
to the government
Use of Facilities
facilities for the functions stated above on official business is generally free for University
constituents. It is at the discretion of the head of office or academic unit whether to charge
or not borrowers of the equipment. The sensitivity of these pieces of equipment that a
destroyed part may be too expensive or very difficult to procure is a criterion when
borrowers may be required to pay a rental fee by the leasing unit. This is intended as a
sinking fund for future replacement or repairs which must be accounted for properly in
accordance with fiscal regulations.
The Director of Business Affairs is the central coordinating officer in the use of
facilities. He determines when an activity is a University function-related and when a fee
is to be charged. Normally, fund-raising activities and when fees are collected from
students for an affair that may be conducted without fanfare like induction and culminating
programs are not exempt from lease charges. Use of production facilities for faculty and
student research is free provided there is no additional cost on the part of the University but
cost of animal deaths or destruction as a result of negligence shall be borne by the
researcher. A contract between the University and the researcher based on an approved
research undertaking shall be executed. Students income-generating activities where the
facilities of the University shall be used shall be coursed through the Director of Business
Affairs.
Rental housing and residence halls are for lease for a longer period of time, i.e., one
year for employees or one semester for students, subject to renewal on certain conditions
as embodied in the contract of lease. However, unoccupied rental housing units particularly
those with common facilities may still be utilized for transients or for short stays.
Applicants for accommodation on the rental housing units are screened by the Housing
Committee based on established criteria. The Committee reserves the right to reject an
applicant and no longer subject him to screening when background investigation so reveals
that his presence may pose a threat to the security of other housing occupants. Student
residence halls are managed by a Dormitory Manager who is vested with the discretion and
control regarding admission of boarders where a lease contract is also entered into. Other
housing units like the University Training Center and Executive House are leased for short-
stays.
Facilities especially premises are leased for a fee to the general public at established
rates. Requesting parties are required to make reservations at least seven (7) days ahead of
the activity or occasion particularly the use of function halls and related facilities like tables,
chairs, sound system, and sports facilities and equipment for proper coordination between
concerned offices in the University for preparation or set-up and for proper advice should
reservation has already been made ahead by other parties for the same venue. As a
condition as contained in the reservation form, damages due to negligence of the lessee
shall be borne by the lessee and overtime pay of University personnel assisting in the
operation of the sound system, janitorial and other services if the activity is held on vacation
days or beyond regular office hours shall be shouldered by the lessee which may be handed
directly to these personnel. Requesting parties are advised by the Director of Business
Affairs and as indicated in the assessment section of the reservation for the minimum
amount of overtime pay. Other facilities like construction equipment, transportation
equipment and farm/ground maintenance equipment, tools and implements similarly follow
the same lease procedure which shall be supported by contracts.
All funds generated out of rental or lease accrues to the Income-Revolving Fund
(Fund 161). Offices or units whose facilities have generated income may request the
124
MMSU Operations Manual
amount for their office/unit use for supplies and materials repair, replacement or the
procurement of equipment.
7.1 Organization
Chief Administrative
(Financial
Management) Officer
Director Designate
The General Appropriations Act (GAA) is the result of the process of budget
authorization which specifically indicates the authorized appropriation of the agency that
serves as initial control to its spending.
The Higher Education Modernization Act (Republic Act 8292) provides the broad
guidelines in the administration of funds from collection of tuition and other fees. Specific
125
MMSU Operations Manual
policies and guidelines like the use of income and trust funds as well as the preparation of
the program of receipts and expenditures are governed by a CHED Memorandum Order
(CMO 20).
National Budget Circular 331 and 331-A provides the broad guidelines for Income-
Revolving Fund.
Trust accounts are regulated by contracts usually emanating from the funding
source/s.
Budget execution and accountability aside from being regulated by the provisions
of the GAA are also governed by the New Government Accounting System Manual (now
the Government Accounting Manual) and the Government Auditing Code of the
Philippines (Presidential Decree 1445).
The management of Fund 101 is governed by the provisions of the GAA, Fund 161
by the provisions of NBC 331 and 331A, Fund 164 by RA 8282 and CMO 20, and Fund
184 by contracts or agreements.
The basic concept of fund accountability is to utilize the fund for the purpose of
which it is intended toward the accomplishment of a definite objective. This is in
accordance with the principles of economy, efficiency and effectiveness in reconciling the
input resources vis--vis accomplishment of the objectives. Effectiveness is measured by
the accomplishment of a definite objective through the prudent use of resources and
avoidance of wastage.
The delineation of the uses of such funds is an essential aspect of accountability vis-
a-vis MMSUs four-fold functions of instruction, research, extension and production.
Thus, the first three functions uses Funds 101 and 164 and shares in the income of
production (Fund 161). Funds for production are confined to Fund 161. For Fund 101, the
budget is allocated side by side with line item accounts to the following programs/projects:
general administration and support, auxiliary, operations (advance and higher education
services), research, and extension.
The divisions tasks can be summarized using the phases of the budget process:
budget preparation, budget authorization, budget execution, and budget accountability.
Generally, these phases cut across a system of accounting processes that at times
accounting and budgeting are interchangeably a component of each other. The New
Government Accounting System Manual provides the following sub-systems of an
accounting system: Budgetary Accounts System; Receipts/Income and Deposit System;
Disbursement System; andFinancial Reporting System.
126
MMSU Operations Manual
The Budget Office.This office is tasks in coordinating the preparation of the budget
especially for Funds 101 and 164. Under the bottom-up approach of budgeting, while top
management delineates the priority areas, the preparation of the budget rests with the units
(academic and non-academic) of the university which moves up at hierarchical levels. The
concept of bottom-up is the participation of stakeholders in the community so that inclusive
growth is enhanced which should be initiated by the units. However, centrally administered
budgets like personal services are taken cared of by this office in coordination with other
offices of the university like the Human Resources Management Office.
This office is also tasks to take control of allotments as no funds shall be obligated
without sufficient allotment.
The Accounting Office. This office partly takes responsibility in the authorization
process for Fund 164. Before the Board of Regents as the authorization body passes the
budget, this office does the allocation in coordination with the Budget Office and the unit
end-users, defends the budget with the Administrative Council which as finalized by this
office becomes the University Presidents budget for approval by the Board of Regents.
This office is the processing unit of all transactions, i.e., income and expenditure
via a combination of manual and automated system. Payroll administration and related
transactions like withholding taxes and other payroll deductions which normally in most
organizations is administered by the Human Resource Management Office is embraced by
this office.
The bulk of the accountability rests with this office especially on disbursement
transactions starting from the preparation of vouchers, checking the completeness of
supporting documents and accuracy of entries, such accountability extending toward post-
audit by the Commission on Audit (COA). It takes control in the use of resources by
enforcing discipline in complying with accounting regulations (e.g., cash advances).
This office is essentially tasks with the preparation of periodic financial reports
which culminates the accounting processes. These reports serve as bases for fiscal advisory
as well as for planning.
The Cashiering Office.Cash administration rests with this office. Collection and
deposit of revenues and delivery of payments are its main tasks along with the preparation
of related accountability reports. All paid vouchers are reposed in this office before these
documents are forwarded to the Accounting Office for post-examination.
7.5 Workflow
127
MMSU Operations Manual
The budget document is compiled by the Budget Office and initiates internal
processes like hearings, likewise submission of the document to authoritative bodies.Aside
from attendance to meetings usually called by the DBM, NEDA and other offices, the
Budget Officer together with some officials of the university may be called for
congressional budget hearings as manifestation of support to the budget of SUCs.
For Fund 164, while budgeting requires a speculative projection of collections from
tuition and other fees, allocation of the same is governed by CMO 20 which rationalizes
the sharing of the fund among academic and non-academic functions. The Administrative
Council deliberates on the more detailed aspects of the allocated funds particularly the line
items (specific expenditure items like supplies and materials and equipment, repairs and
even capital outlays).
Allotment release orders (AROs) from the DBM are recorded in registries (Registry
of Allotment, Obligation and Disbursement), likewise the utilization of allotments on the
basis of Obligation Request and Status (ORS) from Requesting/Originating Office/s
supported by valid claim documents like purchase/job orders, itinerary of travel, etc. This
is likewise applied to Fund 164 though on separate registries of different nomenclature (i.e.,
Registry of Budget, Utilization and Disbursement) for recording on the basis of Budget
Utilization Request and Status (BURS).
Payroll.Data for payroll of new appointees originate from the Human Resource
Management Office, while Daily Time Records (DTR) and Service Reports (when
required) for regular employees are forwarded from the Administrative Office and Leave
Forms from the Records Office to the Accounting Office. DTRs of other personnel are
forwarded from the units where they are assigned. Payrolls are prepared by the Accounting
Office on the basis of the supporting documents (i.e., DTRs and Leave Forms). The
processes of obligation recording (Budget Office), preparation of vouchers and recording
in the books (Accounting Office) follow toward the eventual preparation of payment check
(Cashiering Office) for non-regular employees, and automatic debits to the Modified
Disbursement System (MDS) account of the university and credits to the Automated Teller
Machine (ATM) accounts of employees by the payroll servicing bank for regular
employees. Cash advance check for payroll is issued to a designated Disbursing Officer so
that cash is paid to non-regular employees.
Checks are paid for payroll deductions like GSIS, Philhealth and Pag-ibig that
includes the employers share while Tax Remittance Advice (TRA) is applied for taxes
withheld even for non-payroll withholdings.
128
MMSU Operations Manual
Petty Cash. Petty cash advances are allowed to heads of academic units, project
heads and other personnel for small emergency expenses of their units/projects to be paid
in cash. Replenishments are made as the fund is exhausted and eventually liquidated at the
end of the year. Transaction flow in replenishments and liquidation follow a peculiar order
as voucher is prepared with only an authority to draw cash advance as supporting document,
and replenishments and liquidation vouchers supported with paid invoices out of the cash
advance.
Other transactions that allow cash advance like travel follows the same pattern.
Although in travel, the employee has the prerogative to draw cash advance and liquidate,
or reimburse the amount spent after completion of travel.
Income and Deposit.The job of collection and deposit is vested with the Cashiering
Office. Income collected is deposited with authorized government depository bank. The
Report of Collection and Deposit serves as input in the recording of revenues by the
Accounting Office.
The statements are submitted to government regulatory bodies and serve as basis
for efficiency/effectiveness audit as well as planning, aside from accountability as the usual
purpose of financial audit.
Audits are final processes of accountability that serves to analyze how finances
were utilized vis--vis the accomplishment of objectives. It may reveal weaknesses of
planning and execution as its performances or its financial position may show. This also
serves to bring subsequent planning to the forefront.
129
MMSU Operations Manual
chief executive, the University President, and is directly assisted by three Vice-
Presidents (VP), i.e., VP for Research, Extension and Agribusiness (VPREA), VP
for Academic Affairs (VPAA), and VP for Administration (VPA).
Research and Development (R&D) is one of the main concerns of the VPREA.
As a research and development institution, MMSU leads the Ilocos Agriculture and
Resources Research and Development Consortium (ILARRDEC), and the Zonal
Research Center of the Commission on Higher Education (CHED-ZRC) for Region
1, Region 2 and Cordillera Administrative Region (CAR). ILARRDEC coordinates
research programs on agriculture, forestry and natural resources of its member
institutions. CHED-ZRC coordinates the research activities of 60 Higher Education
Institutions (HEIs) from 15 provinces of Regions 1 and 2 and CAR.
8.1.2 Vision
130
MMSU Operations Manual
8.2.1 Mandates
Mandates
131
MMSU Operations Manual
Strategies
Human Resources
a. Full-time Researchers
132
MMSU Operations Manual
b. Faculty Researchers
Director of Research
a) Assist the DOR in the general supervision and coordination of the R&D
programs/projects and resources in their respective section;
b) Spearhead the planning of R&D thrusts and programs;
c) Undertake preliminary evaluation of research proposals either for GAA
or external funds and critiquing/editing of scientific/technical reports
submitted by project/study leaders;
d) Consolidate and submit to the office of DOR the research highlights
and generated information and technologies under their respective
133
MMSU Operations Manual
section for inclusion in the R&D annual report and related reports such
as those required by the Department of Budget and Management (DBM)
and endorsing councils of the Department of Science and Technology
(DOST); and
e) Perform other related services as may be delegated by the DOR.
134
MMSU Operations Manual
1.1 Component
a) Agriculture
b) Business and Economics
c) Education
d) Environment
e) Fisheries
f) Forestry
g) Health
h) Industry and Energy
135
MMSU Operations Manual
1.2 Nature
Generally, the agenda are kept in line with the research thrusts of the
agencies responsible in endorsing the GAA funds for Research Services.
The responsible agencies are:
136
MMSU Operations Manual
The various colleges and the GS validate their R&D agenda through
their respective stakeholders including students and concerned/related
agencies.
The R&D agenda of the nine academic units and the R&D agenda
drafted by the Directorate are consolidated by the DOR with the assistance
of the various Section Chiefs to constitute a University-wide R&D Agenda.
1. Preparation
a. Faculty researchers must submit their research proposals to the CRC, while full-
time researchers submit their proposals to the DOR, for preliminary screening,
evaluation and prioritization. The R & D Directorate encourages the technical
review process to be collegial and participatory.
c. The TRT evaluates and prioritizes the proposals based on the following criteria:
Urgency of the problem,
Magnitude of expected impact/benefit,
Immediate utility of impact,
Technical soundness of the proposal, and
Preparedness of the proponent to systematize planning,
implementation, monitoring and evaluation.
d. Only proposals which passed the screening and given priority by the TRT will
be included in the WFP and submitted to the endorsing DOST councils, DA-
BAR, DA-BFAR or external funding agencies.
138
MMSU Operations Manual
3.1 Preparation
For guidance, researchers should refer to the thrusts and programs of the
concerned agencies. The DOR ensures that each concerned college is
provided with a copy of the R&D agenda and programs including research
proposal format and requirements of research granting institutions. The
CHED-ZRC at MMSU had also developed a database on the funding
agencies and is made available on request.
3.2 Endorsement
139
MMSU Operations Manual
1.4 Requirements
140
MMSU Operations Manual
1.5 Evaluators
141
MMSU Operations Manual
2.1.2 Objectives
a. Review Process
142
MMSU Operations Manual
Rationale
Objectives
Methodology
Research results
Summary, conclusion and recommendation
b. Panel of evaluators
Science and technology (S&T) must be applied and put into practice in all levels of
productive activity if they are to serve their role as prime movers of development. To
improve the level of production, however, there is a need to develop mechanisms that can
promote the transfer and use of technologies and research-based knowledge. The R&D
Directorate encourages all faculty- and full-time researchers of the university to
disseminate their research outputs through scientific fora/symposia, printed materials,
posters, on-farm trials, radio programs, information campaign, and trainings/seminars. It
also encourages them to have their research breakthroughs featured in local publications
and national dailies and magazines.
1.4. Requirements
144
MMSU Operations Manual
4.2 Restrictions
145
MMSU Operations Manual
5.1 Broadcast
5.2 Print
146
MMSU Operations Manual
5.3 Posters/Exhibits
147
MMSU Operations Manual
Field days usually culminate with a forum where farmers can share
experiences and ideas with site researchers. Farmers are also briefed on the
different research activities of the college and the university. Such forum
during field days are envisioned to enrich farmers experiences and
strengthen their commitment as partners of the university in research and
development.
To give due recognition and credit to the concerted efforts and accomplishments of
individual researchers, both faculty and full-time researchers, the university employs
various initiatives to accord benefits, incentives and awards to deserving individuals. These
include the provision of workload equivalents to faculty, opportunities for
participation/attendance in scientific conferences and related activities, funds for
publication of research outputs, and awards/recognitions given by the University Program
149
MMSU Operations Manual
on Awards and Incentives for Service Excellence among others. For externally-funded
projects, monetary incentives are provided to project/study leaders and, in some cases, to
administrative support services.
1. Workload Equivalents
The workload equivalents should not exceed 9 units and does not serve as basis
for reduced teaching load and computation for overload.
Externally-funded research with honorarium is given workload equivalents
equal to half the above unit equivalents with the same restrictions.
The university allocates fund for training and seminar expenses. Such
fund includes expenses (registration fee, transportation and per diem) for
participation/attendance of researchers in local, regional and national
trainings, seminars, workshops, conferences and related activities.
For international travel, the IRRI per diem system for meals and
incidental allowances for all locations outside the Philippines is adopted by
the university. IRRI Finance Division publishes and regularly updates per
diem rates for commonly visited cities. This information could be accessed
at the IRRI webpage.
2.3 Restrictions
3. Monetary Incentives
Program Leader
(at least) 1-2 projects P5,775
3-4 projects P6,600
5 or more P8,250
152
MMSU Operations Manual
Said guidelines also provide incentives to research staff and this is referred
to as administrative cost. The research leader determines the distribution of
payment of this cost.
3.3.2 Limitations/Exemptions
153
MMSU Operations Manual
6. Individual/Institutional Awards
Potential candidates from the univesity are identified and reommended by their
respective dean/director to the UniversityPresident for endorsement to the awarding
154
MMSU Operations Manual
agency/organization. The DOR ensures that all concerned colleges are well
informed of the awards. Following are some of the awards which university
researchers could avail of.
7. Research Paper Awards
Research symposia, fora and scientific conferences and meetings do not only
serve as venue for disseminating research breakthroughs but also provide incentives
to R&D workers by honoring the best papers and posters. However, since the
university provides financial/material support for the preparation of the research
paper/poster and participation of concerned faculty/researcher in the symposium,
part of the cash award will accrue to the university. The sharing scheme is as
follows:
a) GAA-Funded Projects
All materials/expenses are charged on research funds, thus, 20% of the cash
award will accrue to the research fund 184.
b) Externally-Funded or Joint Consortia Projects
All materials/expenses are charged on the project funds thus, 10% will
accrue to the university to be credited to the following funds:
Funds credited to the above funds will be used to purchase equipment for
R&D activities. Disbursement will be under the discretion of the Director of
Research (fund 184) or respective College Dean (fund 164) based on identified
priorities.
155
MMSU Operations Manual
158
MMSU Operations Manual
159
MMSU Operations Manual
161
MMSU Operations Manual
other offices of the University, and between the Department Chairs and the
faculty members composing the TWG in the Colleges.
9.11 Supervision
Supervisory functions shall be exercised by every extension operating unit
according to the hierarchy of offices and positions in the organizational
structure of Extension Directorate. The Director shall supervise the
University extension program.
9.12 Types of Extension Plans
There shall be four types of extension plans according to the duration and
level of generality of a program or project. They are: Strategic or Long-Term
Plan, Medium Term Plan, Tactical Plans, and Operational Plans.
Strategic or Long-Term Plan (S-Plan). This Manual, when approved, shall
represent the S-plan for the extension program of the University. This plan
shall transcend beyond the terms of the Presidents of the University subject
to amendments as provided therein.
Medium-Term Plan (M-Plan). This plan shall cover the duration of one term
of the University President. This shall be the consolidation of the extension
agenda of the different colleges, units, and the Extension Directorate.
Tactical Plans (T-Plan). There shall be Tactical Plans to translate the
extension agenda of the Colleges and the Extension Directorate. This shall
be the detailed proposals for each project contemplated in every agendum
of the operating units.
Operational Plans (O-Plan). There shall be an O-Plan for all projects for
implementation. The O-Plan shall include the Annual Work and Financial
Plan (AWFP) or Action Plan (A-Plan) of all the Colleges and the Extension
Directorate and all other activity plans derived there from, i.e., daily,
weekly, monthly, and other similar short-term plans.
9.13 Annual Review and Planning in Extension (ARPE)
There shall be a university-wide ARPE to be held every month of September
but not earlier than the conduct of the ILARRDEC Annual Regional
Research and Development Symposium (IARRDS) or not later than one
month before the scheduled submission of Annual Work and Financial Plan
(AWFP) or the Annual Procurement Program (APP) of the offices in the
University, whichever shall come first. All operating units and workers shall
be convened in the ARPE to review and plan or re-plan all extension
programs and projects.
9.14 Delineation of Program and Project Concentration of Operating Units.
The focus of each OU in terms of programs, projects, and activities shall be
properly delineated. This shall be done to achieve the highest possible cost-
effectiveness and cost-benefit value in the operation of extension projects
162
MMSU Operations Manual
163
MMSU Operations Manual
165
MMSU Operations Manual
Thrusts:
1. Quality products and services toward generating more income and
patronage especially in the food and accommodation services.
2. Utilization of projects for practicum work of students and extension
clients on management and application of learned concepts as well as
technologies generated and for research.
3. Capital investments and expansion of projects for maximum
economic impact.
4. Financing new income-generating projects that have substantial
economic potential especially among the academic units.
5. Participation of home industries as cooperators in University projects
and in the marketing of their products.
6. Participation of faculty and staff in their private capacity in the
income-generating projects of the University like lease of properties
for private enterprise.
Core Values:
1. Better business emanates from quality products and services. It is
therefore imperative that in maintaining and gaining customers, the
best products and services shall be provided to them.
2. Economy and efficiency are keys to profitable business.
Extravagance and complacency are discouraged in the workplace
while common sense, initiative, resourcefulness and creativity are
appreciated. Proper planning reduces risk of losing and maximizes
productivity and return.
3. Honesty matters in management especially where finances are
involved. Corruption has no place in business and penalties are harsh
for perpetrators.
166
MMSU Operations Manual
The income generation program of the University shall include all income-
generating projects operated within the Universitys jurisdiction and control
including consortium or partnership of which the income or part of it inures to the
University or a segment of the University;
The primary purpose of income generation is to generate income for the
Universitys operations that will strengthen the functions of instruction, research and
extension and income generation itself which may redound to self-sufficiency and
reduce if not eliminate budgetary dependence from the national government.
The projects shall serve as venues for students, faculty members and other
concerned parties to enhance their entrepreneurial acumen, skills and values as well
as research capability.
. 10.4 Legal Bases (applicable to state universities and colleges)
National Budget Circular (NBC) No. 331 issued on November 27, 1980. It
prescribes the rules and procedures on the creation of a school revolving fund out of
income realized from agricultural products embraced under the food production
program. The salient provisions are:
1. Preparation of a food production plan which shall be accompanied by a work and
financial plan to be submitted to the DBM.
2. Income to accrue to a revolving fund to be accounted for separately as Fund 161.
Bank accounts to be opened exclusively for such fund. Income representing the
share of teachers and students in proprietary activities under an existing incentive
scheme may be paid directly from the revolving fund subject to accounting and
auditing rules and regulations. Interest income shall likewise accrue to the fund.
3. Expenses incurred in food production program to include cost of labor and
supervision, honoraria, fertilizer, seeds, farm implements, and other direct costs
shall be charged directly to the account of the fund.
4. Net profits may be used to improve school facilities, acquire equipment, augment
maintenance and other operating expenses, purchase library books, and other
non-recurring expenses of the school subject to the limitations imposed by LOI
No. 29 on the purchase of motor vehicles, textbooks and supplementary/reference
books and the like.
5. Accounting and reporting are made exclusively for the fund.
National Budget Circular (NBC) No. 331-A issued on December 23, 1982. It
prescribes the rules, regulations and procedures concerning the establishment and
operation of the Revolving Fund for manufacturing operations of state universities and
colleges. The salient provisions are:
1. Accounting and reporting of manufacturing operations are made separately
under Fund 162 apart from the agricultural operations under Fund 161.
167
MMSU Operations Manual
2. The use of income for the food production program and manufacturing activities
are further delineated.
3. Accounting and inventory control procedures for livestock are defined and
reportorial requirements specified to include deadlines of submission
Commission on Audit (COA) Circular No. 84-239 issued in 1984. It prescribes
the rules and regulations governing the accounting of agricultural products particularly
on valuation, recording, and reporting. With the passage and implementation of the
New Government Accounting System (NGAS) in 2001, accounting guidelines updates,
though have not been circularized, were issued by the Government Accounting and
Financial Information System (GAFMIS) in consonance therewith.
Government Accounting Manual. Chapter 11 of the Manual provides the
accounting guidelines for agriculturein conformity with the provisions of Public Sector
Accounting Standard (PPSAS) 27 effective calendar year 2016.
National Budget Circular (NBC) Letter No. 92-8 issued on November 18, 1992.
It prescribes the guidelines and procedures on the operation of Auxiliary Services
particularly creating a separate fund (Fund 163), as well as accounting and reporting
responsibilities.
Republic Act No. 8292 or the Higher Education Modernization Act of 1997.
Relevant provisions of the Act include:
1. The retention of any income generated by the university or college from tuition
fees and other charges, as well as from the operation of auxiliary services and
land grants, and may be disbursed by the Board of Regents for instruction,
research, extension or other program/projects of the university or college and that
all fiduciary fees shall be disbursed for the specific purposes for which they are
collected;
2. Power of the Governing Boards to enter into joint ventures with business and
industry for profitable development and management of the economic assets of
the college or institution, the proceeds from which to be used for the development
and strengthening of the college or university; to develop consortia and other
forms of linkages with local government units, institutions and agencies, both
public and private, local and foreign, in furtherance of the purposes and
objectives of the institution; to privatize, where most advantageous to the
institution, management of non-academic services such as health, food, building
or grounds or property maintenance and similar other activities.
10.5 Organizational Management Structure
Personnel
The Income Generation Program (IGPR) of the University is headed by the
President. A Director for Business is designated who reports to the Vice President for
Administration and Business. His office directly manages the Central Market. Sections
in the Business Directorate are the Food Service, Agrofisheries and Accommodation that
are each headed by a section chief. The Agrofisheries Section chief supervises the
following projects each one of which has a project manager: piggery, poultry, ruminants,
crops, food processing, floriculture, and fruit trees. The Dean of the academic unit for
168
MMSU Operations Manual
projects other than the centrally-managed projects that are situated in his area under his
supervision and control serves as IGP coordinator.
The Income Generation Board of Management (BOM). The BOM is headed by
the Vice President for Administration and Business with the Director of Business as the
Vice Chairman. The other members of the Board are the chief of the Accounting section,
chief of the Internal Audit Service, the chief of the Agrofisheries section, chief of the Food
Service section and chief of the Accommodation Service section.
Shown below is the Organizational Structure of the Income Generation Program of
the University.
University President
BOM
2. Formulates policies and bring them to the attention of the BOM for deliberation.
3. Initiates/coordinates program planning and implementation.
4. Looks for/creates business opportunities for possible investments to include
preparation of feasibility studies and contacts/linkages with other institutions,
businesses and industries.
5. Acts as the Vice Chair of the BOM.
6. Establishes, develops and reviews on a periodic basis and recommends for BOMs
deliberation an incentive and reward system.
7. Gathers feedbacks, screens information and brings them to the attention of project
managers especially on the development/improvement of the products and services
of the IGPs.
8. Directs the operation of the Central Market.
9. Do specialized jobs like preparation of feasibility studies and business plans.
10. Attends to special concerns when expertise is needed by the community upon
request and proper endorsement by the President.
11. Does related work as may be required by immediate or higher officials of the
University.
d. Functions of the Board of Management (BOM)
1. Deliberates on policy proposals including incentives and reward schemes
formulated by the Director of Business and recommends if appropriate to the
President for the Board of Regents deliberation and approval.
2. Formulates policies complementary or in addition to the policy proposals brought
by the Director of Business as well as programs, policies and guidelines with respect
to the operation and management of IGPs.
3. Determines priority investments on the basis of feasibility studies conducted as well
as established criteria and recommends the same to the President for the Board of
Regents deliberation and approval.
4. Performs other functions toward the goals of the IGPR or as delegated by the
President.
d.1 Functions of the Chairman of the BOM
1. Presides over all BOM meetings.
2. Represents the BOM in meetings when called for by the Board of Regents or the
President or outside the University and in all undertakings regarding the IGPR of
the University.
3. Initiates the formulation of plans, programs and guidelines for all IGPs.
4. Delegates administrative functions of which the BOM may later review or
deliberate upon like preparation of contracts and agreements.
5. Conducts meetings with program personnel on operations and management of
IGPs.
d.2 Functions of the Vice Chairman of the BOM
1. Performs the duties and functions of the Chairman of the BOM in his absence.
2. Discharges other functions and duties as may be delegated by the Chairman.
170
MMSU Operations Manual
g. Functions of the Chiefs of Accounting Section and Internal Control Office in their
capacity as members of the BOM
1. Assist the project managers in the control of funds and preparation of financial
reports, budgets, and feasibility studies.
2. Advise and guide project managers on procurement and transaction flows, that these
are executed in accordance with rules, regulations and procedures.
3. Provide data for financial and capital investment analyses to project managers and
other users.
4. Perform other functions as may be needed by the project managers or required by
the BOM.
171
MMSU Operations Manual
172
MMSU Operations Manual
10. Contractual labor may be offered to interested students of the University as student
assistants at special rates which may be higher than that allowed by the General
Appropriations Act for Fund 101.
11. Under extreme conditions when one project is at its slack while another project is at
its peak, pooling of manpower is encouraged of which project managers and section
chiefs should coordinate.
12. All personnel shall be issued appointments/designations except workers who are
hired for emergency work as cited in item 8 above.
Procurement
13. As part of the income generation plan of the project manager, a procurement plan for
inputs, supplies and materials, and equipment shall be prepared. When approved by
the President, this shall be attached to the Purchase Request form when purchase
requests are made.
14. The Director of Business if he cannot be a permanent member of the Bids and
Awards Committee shall at least be an ad-hoc member of the Committee when
inputs, materials, equipment and other capital outlay for the Business Directorate are
on bid.
15. Procurement of items for sale or for use in production of which timing or
synchronization is essential shall be exempt from the usual procurement procedures.
Shopping shall be resorted to and in cases where the materials are of specialized
nature, the end-user shall participate in the canvass and purchase.
16. When purchase of materials is of extreme emergency, the petty cash fund may be
utilized even for one-item expense in excess of P1,000. Purchase of spare parts for
machines, for example, must be done immediately to avoid delays in operation.
Although preventive maintenance is enjoined, there are times when breakdowns
cannot be anticipated.
17. The project manager shall participate in the inspection of procured items and
completed infrastructures and shall recommend receipt or acceptance to the section
chief or whoever the signatory on the acceptance/receiving report.
18. Lease of equipment shall only be allowed if these are not available in the University.
A request in this regard must be approved by the Director of Business, copy furnished
the Vice President for Administration and Business, and the President.
19. Plans for the construction of buildings and other structures shall be done by the
Physical Planning and General Services Office but shall be referred to the Vice
President for Administration and Business and the Director of Business before the
approval of the President.
Marketing
20. The central market shall take care of the marketing of products except for small
ruminants where sale is made on-farm, products of campuses of which the campus
manufacturing them may establish its marketing unit, and food services.
21. Bidding shall be done in the marketing of palay and other products under a wholesale
basis, sale of unserviceable property and large animals.
22. Project managers shall monitor the prices of their products outside the University,
and shall submit from time to time updated prices should there be fluctuations, and
the recommended prices of their products to the Director of Business.
23. A valuation and pricing committee composed of the Vice President for
Administration and Business, the Director of Business, project managers and faculty
173
MMSU Operations Manual
174
MMSU Operations Manual
40. Economic and financial analyses shall be done jointly by the project managers, the
section chiefs and the Director of Business. If it is necessary, a financial analyst (on
call) may assist, preferably from the College of Business, Economics and
Accountancy of the University.
Records
41. Records regarding the operation of the projects shall be kept by persons/offices
engaged in the program. These are necessary in monitoring and evaluating projects
performance and also serve as basis in making decisions, formulating decisions, and
calculating incentives. The records which shall be kept by various persons/offices
such as head of office, project manager, accounting office, cashiers office, supply
and property office and Director of Business Affairs are presented in Section 6.1.
Monitoring
42. While project managers and section heads do routine monitoring, the Director of
Business shall meet them any time in anticipation of contingencies. The Director
shall visit the projects regularly.
43. Mid-year and year-end in-house reviews shall be conducted to be participated in by
the Vice President for Administration and Business, Director of Business, section
heads and project managers where all projects shall be evaluated and plans to be laid
out.
Use of Facilities
44. Facilities were incidentally acquired for the trilogy functions of instruction, research
and extension. These facilities include land, buildings, and equipment.
45. Except for the residence halls and a few pieces of equipment like LCD projectors
where their custody and control are vested in some offices and academic units, use
of facilities for the functions stated above on official business is generally free for
University constituents. It is at the discretion of the head of office or academic unit
whether to charge or not borrowers of their equipment. The sensitivity of these
pieces of equipment that a destroyed part may be too expensive or very difficult to
procure is a criterion when borrowers may be required to pay a rental fee by the
leasing unit. This is intended as a sinking fund for future replacement or repairs
which must be accounted for properly in accordance with fiscal regulations.
46. The Director of Business is the central coordinating officer in the use of facilities.
He determines when an activity is a University function-related and when a fee is to
be charged. Normally, fund-raising activities and when fees are collected from
students for an affair that may be conducted without fanfare like induction and
culminating programs are not exempt from lease charges. Students income-
generating activities where the facilities of the University shall be used shall be
coursed through the Director of Business. The guidelines on the use of IGPs for
instruction shall apply.
47. Rental housing and residence halls are for lease for a longer period of time, i.e., two
years for employees and one semester for students, subject to renewal on certain
conditions as embodied in the contract of lease. However, unoccupied rental housing
units particularly those with common facilities may still be utilized for transients or
for short stays. Applicants for accommodation on the rental housing units are
175
MMSU Operations Manual
The project manager shall take custody of these inputs to be issued to the students in
accordance with the plan.
53. Other sources of fund may give the students the freedom to procure their needs but
the project manager shall assist them particularly in safekeeping the materials.
54. All forms and records that are inherent in the management of the project shall be
kept, copies of which shall be provided to both the students and the project manager
which shall serve as monitoring guide and basis in the preparation of the terminal
report.
55. The students shall manage the project, performing all activities under the guidance
of the faculty teaching the course and the project manager.
56. Rental fees shall be charged for the use of facilities (e.g. tractor and other equipment)
at half the rate that are usually charged to outside lessees.
57. At the end of the production period, all outputs shall be sold/disposed of. Production
and financial reports shall be prepared by the students and countersigned for their
fairness/accuracy by the faculty teaching the course and the project manager which
shall be submitted to the Director of Business. The loans shall be liquidated and
residual income shall be distributed.
58. The allocation of net profit shall be 60% to students, 5% to the Department, 5% each
to the faculty teaching the course and the project manager, and 25% to the University.
Use of IGPs for Research
59. Research proposals/theses outlines with proper endorsements (department chair for
faculty researcher and adviser for student) shall be submitted by the researcher to the
Director of Business at least one month before setting-up the research work in the
project. The proposal shall include the source of funding and the budgetary
allocation for items that shall be made available by the IGP but not necessarily
procuring them if they are not available.
60. The proposal shall be jointly deliberated upon by the BOM together with the
proponents (the researcher and the adviser) and the project manager. The proposal
shall be endorsed to the President for approval, and thereafter, a contract shall be
entered into between the proponents and the University that shall embody all
conditions as set forth in these guidelines.
61. Use of production facilities for faculty and student research is free provided there is
no additional cost on the part of the University, but cost of animal deaths or
destruction as a result of negligence, and reduction of profit on the basis of normal
operating conditions shall be borne by the researcher. Moreover, if funds for the
project are provided by grants and rental on use of facilities is provided for in the
budget, the corresponding rental fee for such use shall be charged and accrues to the
project.
62. The researcher shall keep records of supplies and input utilization under the
supervision of the adviser and the project manager.
63. Upon completion of the research, a statement of operations shall be submitted by the
researcher duly attested by the adviser and project manager to the Director of
177
MMSU Operations Manual
178
MMSU Operations Manual
179
MMSU Operations Manual
approval Director
- Approval University President
b. Bidding and Award Bids and Awards Committee
d. Payment Buyer/Cashiers Office
For Poultry/Fishery/Crop Products
Outlet: MarketingCenter
a. Securing and Project Manager
accomplishment of
delivery receipt/transfer slip
b. Delivery of products to Project Manager
the Center
c. Remittance of sales to MarketingCenters staff
Cashiers Office
d. Weekly report of sales MarketingCenters staff
(Copy furnished the
Project Manager and
BOM Chairman)
Outlet: At the project site
a. Securing of provisional receipts Project Manager
from the Internal Audit Office
b. Collection of payment Project Manager
and issuance of provisional
receipts
c. Remittance of sales to Project Manager
the Cashiers Office
d. Issuance of official receipt Cashiers Office
e. Weekly report of sales Project Manager
(Copy furnished Director of
Business)
10.9 Existing Projects
The following are the agricultural projects that are currently in operation and are
centrally managed by the University:
180
MMSU Operations Manual
181
MMSU Operations Manual
182
MMSU Operations Manual
Disbursements System
The Disbursements System involves the preparation and processing of
disbursement voucher (DV); preparation and issuance of check; payment by cash;
granting, utilization, and liquidation/replenishment of cash advances. For IGPs, the
basic requirements are as follows:
a. The existence of sufficient cash as certified available by the Chief of the
Accounting Office;
b. Existence of a valid obligation as certified by the Chief of the Accounting
Office;
c. Legality of transactions and conformity with laws, rules and regulations;
d. Approval of the expense by the Chief of Office or by his duly authorized
representative; and
e. Submission of proper evidence to establish the claim.
The DV for Fund 161 was designed so that the Chief of the Accounting Office will
certify that supporting documents are complete and proper and cash is available.
Impliedly, though Box A of the DV does not so specify, he also certifies that the
obligation is valid and legal. The Chief of Office indicates his approval on Box B of the
DV.
Disbursements by Checks. Checks shall be drawn only on duly approved DV or
PCV. These shall be reported and recorded in the books of accounts only when actually
released to the payees. Commercial checks are used for IGPs.
All checks issued including cancelled checks shall be recorded chronologically in
the Check Disbursements Record (CkDR). The dates checks were actually released shall
be indicated in the appropriate column provided for in the CkDR. All checks actually
released to claimants shall be included in the Report of Checks Issued (RCI) which shall
be prepared daily by the Cashier. The RCI shall be submitted to the Accounting Office
for the preparation of the Journal Entry Voucher (JEV). All unreleased checks as of the
report date shall be enumerated in the List of Unreleased Checks to be attached to the
RCI.
Disbursements by Cash.Disbursements by cash shall be made from cash advances
drawn and maintained in accordance with COA rules and regulations. In most cases,
cash advances for IGPs are on payroll and emergency purchase of supplies, materials
and equipment under exceptional instances when bidding is not practicable. Regarding
the latter, as practiced, only personnel who are adequately bonded with no existing cash
advance shall be granted cash advance though the utilization of the cash advance may be
entrusted to another employee, usually, the Project Head.
Cash Advances for Travel. Cash advances for travel is pre-computed and is
subject to liquidation upon travel completion. Cost of transportation and per diems are
calculated at minimum reasonable amounts that liquidation documentsshall only be
submitted after travel completion. However, expenditures in excess of the cash advance
may be refunded especially when travel was reasonably extended.
Disbursements through Petty Cash Fund. Petty cash funds shall be maintained
by Section Chiefs and/or Project Heads under the imprest system. The fund shall be
sufficient for the non-recurring, emergency and petty expenses of the project/s.
Although petty cash vouchers are not required for disbursements, petty cash book shall
184
MMSU Operations Manual
be maintained to keep track of expenses. Supplies and materials procured out of the
petty cash fund shall be inspected by representatives of the Supply/Property Office and
Internal Control Office before these are utilized. They shall affix their signatures on the
purchase invoice/official receipt or reimbursement expense receipt indicating that the
supplies and materials purchased are in accordance with quantity, quality and
specifications in conformity with the need of the end-user.
Property and Inventory Accounting System
A purchase request (PR) shall be prepared by the Project Head and cause its
approval should his needs are not available in stock. Based on the approved PR and after
accomplishing all the required procedures adopting a particular mode of procurement,
the agency shall issue a duly approved Purchase Order.
The Accounting Office shall record regular purchases under the Inventory account
and issuance thereof shall be recorded based on the Report of Supplies and Materials
Issued. Purchases out of the Petty Cash Fund shall be charged immediately to the
appropriate expense account.
The Accounting Office shall, likewise, maintain perpetual inventory records, such
as the Supplies Ledger Cards for each inventory stock, Property, Plant and Equipment
Ledger Cards for each category of plant, property and equipment including work and
other animals, livestock, etc. The subsidiary ledger cards shall contain the details of the
General Ledger accounts.
For check and balance, the Supply/Property Office shall maintain Property Cards
(PC) for property, plant and equipment, and stock cards (SC) for inventories. The
balance in quantity per PC and SC should always reconcile with the ledger cards of the
Accounting Office.
Project Heads shall take control of the inventory under their responsibility and shall
initiate the taking of periodic physical inventories. Inventory and reporting systems
especially for biological assets like livestock and crops have been established that the
offices concerned (Supply/Property, Accounting, Internal Control) are periodically
updated regarding losses due to mortality or other causes, or change in attributes and fair
values.
Control Systems and Procedures
Control mechanisms have to be instituted to ensure success of IGPs.
For crop projects, the guidelines are as follows:
1. Project In-charge prepares farm plan and budget for the cropping season. No inputs
will be purchased without an approved farm plan and budget, except for emergency
cases.
2. Inputs needed for the day are withdrawn by the Project In-charge through a request
for issuance of supplies (RIS), and upon signing the warehouse logbook. The inputs
withdrawn are based on the farm plan and budget.
3. The Project In-charge monitors input application in the field, then returns empty
fertilizer sacks and bottles to the warehouse.
4. Threshing is allowed only at a day time with the presence of a security guard/IGP
Coordinator or his representative. Threshing at night and holidays may be allowed
with the approval of the School/Campus Head.
185
MMSU Operations Manual
5. Hauling palay from the field to the warehouse should be escorted by as security
guard/IGP Coordinator representative.
6. The number of bags threshed palay should tally with the volume received by the
warehouseman.
7. The warehouseman prepares report on the inventory of palay stocks every six
months.
8. Gate pass is issued for palay and inputs taken out from the school premises.
9. Purchases of inputs (fertilizer, pesticides) and selling of palay are done through
canvass or bidding. Inputs shall be purchased before the start of production
operation.
10. Marketing of produce (vegetables, mangoes) is done at the school marketing center,
or at project site with the corresponding sales invoice.
For Poultry and livestock, the control guidelines are as follows:
1. Project in-charge prepares farm plan and budget for each production cycle.
2. Monthly reporting of inventory of stocks.
3. Monthly reconciliation of data on income and expenses by the project in-charge
with the accounting office.
4. Presence of auditors representative when selling large animals.
5. Marketing of produce at the project site is permitted but with corresponding sales
invoice.
6. Daily remittance of collections to the Cashiers office.
7. Preparation of monthly statement of sales and expenses.
For Fishery projects, the guidelines are as follows:
1. Project In-charge prepares a farm plan and budget for each production cycle.
2. Presence of security guard during harvesting.
3. Monthly reporting of sales and expenses.
4. Daily remittance of collections to the cashiers office.
At the school level, the monitoring and evaluation system are done following these
guidelines:
1. Submission of reports by the project in-charge and Business Director.
Type of report` Frequency Prepared by Submitted to
186
MMSU Operations Manual
report COA
Annual report Once a year IGP Coordinator School Head,
COA
2. Regular visitation of the Business Director and the farm manager.
3. Conduct of performance evaluation after each production cycle (done outside the
school).
4. Conduct of project analysis by selected faculty members to be presented during the
performance review.
5. Conduct of regular (monthly) meeting of the project in-charge by the Business
Director and the School Head.
6. Spot checking of the resident auditor, the School Head and Provincial Office
representative on the status of projects.
10.12 Records and Forms
Records to be Kept by Persons/Office Involved in the Income-Generating
Program
Director of Business
1. Copy of appointment of casual, contractual/emergency employees
2. Copy of labor contract and lease contract
3. Copy of Purchase Request, Purchase Order, Abstract of Canvass, Obligation Slip,
Voucher
4. Designation of Director of Business Affairs, section heads and project managers
5. Periodic financial reports (balance sheet, income statement, cash flow statement)
from the Accounting Office and financial analysis report of analyst
6. Periodic list of accounts receivable
7. Status reports of projects from the project managers
8. Copy of approved project plan/feasibility study/thesis outline
9. Copy of development plans (current and medium term)
Project Manager/In-charge
1. Delivery receipts of products brought to central market/marketing units and other
outlets
2. Project plan/feasibility study/thesis outline
3. Financial analysis report of analyst
4. Income statement prepared by manager and Accounting Office
5. Periodic financial reports (balance sheet, income statement, cash flow statement)
from the Accounting Office
6. Status reports of the project
7. Periodic list of accounts receivable
8. Petty cash book
9. Periodic inventory report
MarketingCenter/Other Marketing/Collection Units
1. Daily Sales/Collection Report
2. Periodic inventory report
3. Provisional receipts
187
MMSU Operations Manual
Supply/Property Office
1. Periodic inventory report (supplies, equipment, etc.)
2. Abstract of canvass
3. Purchase request
4. Purchase order
1. Production record It presents the gross yield and net yield in wet
basis. It can be used to calculate yield per hectare. It is filled up at
the end of each cropping season (Record Form 1).
2. Expense record It identifies the quantity and costs of inputs and
the expense for contract labor. This record is filled up within the
cropping season and should be consistent with the expense items
listed in the farm plan and budget. It can be used for all types of
projects (Record Form 2).
3. Inventory of inputs Itindicates the amount and value of inputs left
after one production cycle. It is done at the end of the cropping
season (Record Form 3).
4. Weight slip It shows the number of bags and weight of the palay.
This is given by the warehouseman to the project in charge as the
produce enters the warehouse, and after drying the palay (Record
Form 4).
C. For Animal/Fishery Projects
189
MMSU Operations Manual
Generally, the ULS aims to: 1) support the instructional, research, extension, and
production programs as well as the cultural and recreational needs of the University and 2)
provide the right material to the right person at the right time and place with the least cost.
Specifically, it is committed to: 1) provide relevant and updated information resources for
the instructional, research, extension, and production programs as well as for the cultural
and recreational needs of the University, 2) allow maximum access to information through
advanced information and communication technology; 3) provide appropriate place and
190
MMSU Operations Manual
facilities for work and study; and 4) provide effective and efficient library services to the
University community and its environs.
As a system, the libraries can share information and human resources as well as
facilities with one another.
The MMSU Library System consists of the Main Library at Batac Campus, the
branch libraries, and reading centers at the colleges and schools located in the Universitys
various campuses.
The Branch Libraries. Despite the largeness of the Main Library, branch/unit
libraries have also been established because the various colleges/units are geographically
situated far apart from each other and have different types of population to cater to. The
branch/unit libraries are: College of Law Library, College of Medicine Library, College of
Health Sciences Library, and University High School Library at Batac Campus and College
of Teacher Education/College of Industrial Technology/Graduate School Library,
Laboratory High School Library, and Laboratory Elementary School Library at Laoag
Campus.
The branch/unit libraries are located in the colleges or departments to which they
are adjuncts. Thus, a branch library contains the special subject collections based on the
need of the college or school. Hours of service are posted at the entrance of each library.
11.1.3 Services
191
MMSU Operations Manual
The Director of the University System and her staff members spearheaded
by the acquisition librarian are charged with selection of information resources with the
recommendations and assistance from those who use the library administrators,
Library Committee, faculty members, researchers/subject specialists, extensionists,
other non-teaching staff members and students.
To ensure that the needed information resources are selected and acquired,
copies for examination and review are usually requested from the suppliers/vendors,
usually through organized exhibits.
The acquisition librarian consolidates request slips, and then cross-checks
these with the existing collection to avoid unnecessary duplications.
The Office of the Director of the University Library System is responsible
in consolidating the request for further evaluation and review by the University Library
Committee. Afterwhich, the final listing and the Purchase Request (PR) is prepared.
The approved budget is attached to the PR signed by the Director, University Library
System. Then, the PR is submitted to the Bids and Awards Committee (BAC) which
192
MMSU Operations Manual
does the complete paper work including the preparation of the Purchase Order/s (PO/s)
and is responsible in forwarding these papers to the University President for approval.
The Supply Office provides number/s for the PO/s and makes necessary entries in
pertinent logbooks. Upon approval, the Supply Office serves the PO/s to concerned
suppliers/vendors. When the purchased items are delivered, these are inspected by
concerned officers (Director of the University Library System, chiefs or representatives
from the Internal Audit and Supply Office, Commission on Audit and other offices
concerned). The entire process from requisition, acquisition, delivery, inspection and
payments are all done in accordance with the regular procedures of the University.
Deans, directors, department chairmen and other heads of units act as liaison
of user groups faculty members, other university staff members and students on
matters regarding collection management and development.
11.1.5 Access to Library Services and Resources
For a library user to have a maximum access to the information resources, facilities,
and services of the ULS, the following shall be provided or observed:
The Library ID Card.The Library ID Card shall be a basic requirement for the
use of information resources and facilities of the ULS. Hence, upon enrollment,
freshmen or new students must apply for their Library ID Card immediately.
The Borrowers Record. The Borrowers Record shall be used when a library user
loans a book or books from 3-7 days. When the Borrowers Record is filled up, a library
user must surrender it for replacement at no extra cost. Lost Borrowers Record shall
be reported immediately. A replacement shall be issued upon payment of P10.00.
To maximize the use of the library resources, facilities, and services and to
promote lifelong learning among University constituents and other library users, a
continuing library user education program shall be carried out. The following activities
shall be done: a)Orientation and guided library tours; b) Lecture-demonstrations,
workshops, and hands-on exercises on the use of information resources, facilities, and
equipment; c) One-on-one instruction; d) Preparation of users guides, handbooks, and
other printed and online library instructional materials; and e) Other activities that shall
be deemed necessary.
As a tool of public relations and for achieving the goals of the ULS, library promotion
shall refer to the activities geared toward attracting and gaining interest of library users.
Current awareness services shall be the component of library promotion concerned with
the dissemination of current information and issues.
193
MMSU Operations Manual
The following activities shall be done to promote the library and update users on
library information resources, facilities, and services: a) Conduct of an intensive library
user education program for new library users at the start of every academic year; b)
Preparation and distribution to users issues of the new acquisition lists and making these
available in the ULS website; c) Preparation and provision of subject lists and
bibliographies; d) Posting of poster announcements in strategic places; e) Organization
of displays/exhibits of new acquisitions; f) Organization of paper shows and informational
exhibits; g) Featuring of new films; h) Making use of social media as channels for
disseminating information; i) Conduct of lectures/fora, digital video conferences and web
chats on specific topics; j) Distribution of current contents of serials to concerned
departments users; and k) Other related activities that shall be deemed necessary.
Library Privileges. Library privileges shall be personal and individual. They shall
not be transferred to or used on behalf of other persons. Library privileges shall be
classified as follows: a) Borrowing privileges are extended to all duly registered students,
administrators, faculty, and non-teaching staff members of the University. b) Reading
privileges are extended to University casual or contractual staff, visiting scholars, lecturers,
researchers, and graduates of the University upon application to the ULS Director.
However, materials on reserve are for the exclusive use of the students and faculty of the
University. c) Use of facilities like the University Educational Technology Center, its
information resources and equipment can be authorized by the ULS Director. Scheduling
of the use of such facilities must be done 3 days before the actual use. d) Constituents of
the University can also use other libraries but they must seek first a referral letter from the
ULS Director.
Loss of Library Privileges. Non-compliance with the library rules and regulations
shall result in the curtailment or suspension of the library privileges of the offender.
The ULS Director or unit librarians can expel from the library building anyone who
disturbs or annoys others or who is damaging books or any other property of the library.
They shall send a written warning to a borrower who fails to return a material after two
recall notices have been sent. If the written warning is ignored, the ULS Director or unit
librarians may suspend temporarily the borrowing privileges of the offender until the
material is returned and the accrued fines are paid. If the offenders refuse to pay for the
outstanding charges, such as fines, replacement costs of damaged books or repair of
damaged properties, the ULS Director or unit librarians can withhold their borrowing
privileges until their accounts are cleared or subject to pertinent institutional rules.
Repeated offenses may lead to total loss of library privileges, including the use of any of
the branch libraries. These may also lead to disciplinary action as provided under the
University rules for student/staff/faculty conduct.
Library Users Discipline. Courtesy and respect shall be observed at all times.
Any user must comply with all rules and regulations in the use of the library.
Bringing any bag or attach case into the library shall be prohibited. Smoking,
excessive noise, unseemingly behavior, disturbance or any other conduct interfering with
the proper use of the library shall be forbidden. Cell phones must be set on silent mode.
Eating shall not be allowed in the public service areas.
194
MMSU Operations Manual
Circulation Books. Circulation or stack books shall refer to those which can be
borrowed for longer period than overnight. Rules and regulations pertaining the use of
circulation or stack books shall be as follows: a) Students may borrow up to five
circulation books at a time for 3-7 days depending on the demand of the books, while
faculty or staff members may borrow 10 circulation books at a time for 14 days. b)
Borrowing shall be done during service hours. c) Library users shall not be allowed to
borrow if they have still overdue books or unpaid library accounts. d) A library user who
fails to return a borrowed book from the stacks shall be fined Php20.00 for the first day
lapsed and Php10.00 for each succeeding day. e) A lost book must be reported
immediately to the ULS Director or Unit Librarian. Borrowers shall be required
to replace a lost book and to settle this within 30 days from report of loss. In case
an actual replacement is not available, library books lost by users shall be
replaced by related books as determined by the ULS Director. f) Damaged book, torn
pages, or marked pages must be reported to the ULS Director or Unit Librarian as
soon as these are noticed and subject to pertinent rules. Damaged books refer to
those which are no longer usable as assessed by the ULS Director or Unit Librarian.
g) To renew, the borrower must present the borrowed book first before requesting for
renewal. h) A loan may be renewed twice if nobody needs it. i) Borrowers who fail to
return or renew books after two recall notices have been sent to them shall pay the
charges to the University Cashier, and shall be given disciplinary actions for non-
compliance of rules. j)The ULS Director can recall any borrowed books before the due
date. A recalled book must be returned within 3 days from the date of recall notice
from the library, otherwise the material shall be considered overdue after this date.
Subject Reserve Books. These shall refer to books placed on reserve to give a fair
chance of use by each student enrolled in the subject. Rules and regulations
pertaining the use of subject reserve book shall be as follows: a) Reserve books shall
be used in the library only. However, they can be borrowed overnight and during
weekends. b) A library user may borrow up to three books at a time depending on
the demand of the books. c) Overnight borrowing hours shall be from 2:00-4:30 P.M. d)
Overnight loans must be returned on or before 9:00 A.M. of the following service day. e)
A library user who fails to return a book on the due date shall be fined Php10.00 for the
first hour lapsed and Php 5.00 for each succeeding hour.
Internet. Internet use within the library shall be for academic and research
purposes only. Rules and regulations pertaining the use of the Internet shall be as follows:
a) Internet user must ask permission from the library staff before using external storage
195
MMSU Operations Manual
devices. b) Only relevant information related to academic and research work shall be
downloaded. c) Computer games and access to pornographic or offensive materials shall
not be allowed. d) An Internet fee of Php10.00 per hour shall be collected from each
user.
Non-MMSU Library Users. The following rules and regulations shall be observed
by non-MMSU library users: a) Non-MMSU library users shall be required to present
valid Identification Cards and referral letters from the librarians of the agencies/institutions
they are connected with to the security guard and library staff at the service desk. b)
Non-MMSU library users shall pay for a fee of Php50.00 per visit/day.
Rules and regulations pertaining library clearance shall be as follows: a)A library
clearance shall be required from each student at the end of every semester/term and from
each faculty on teachers leave at the end of every academic year. b) A library clearance
shall also be required from each transferring/graduating student and resigning/retiring
faculty and staff member. c)Students securing library clearances shall be required to
present their Library ID Cards to the concerned librarian. d) The library ID Cards of
students separating from the University shall be punched before returning these to them to
avoid misuse of such IDs. e) No clearance shall be issued to any student/faculty/staff
member who has still unsettled accountability.
Admission Requirements
Admission Requirements
In The Undergraduate Programs
Admission Requirements
in the Graduate Programs
An Applicant must pass the GSET (CFIT and OLSAT) administered by the Graduate
School on a specific date posted at the Office of the Graduate School. The examination
is usually given within the following dates:
For admission in the Summer Term: First week of March
199
MMSU Operations Manual
200
MMSU Operations Manual
b. Certificate of Good Moral Character form the Principal or the head of institution last
attended.
c. Two passport-size colored pictures with white background
Admission Requirements for the
Expanded Tertiary Education Equivalency
and Accreditation Program (ETEEAP)
MMSU shall offer CHED- accredited courses in all AB/BS Programs with at least Level
II accreditation status.
1. Qualifications of an Applicant: An ETEEAP applicant must meet the following
qualifications:
a. A Filipino citizen
b. Must have at least graduated from high school and must have obtained Philippine
Education Placement Test (PEPT) equivalent to first year college
c. Must have at least five (5) years of work experience related to the course for which
he/she is applying
d. Must be at least 25 years old
e. Must be able to show evidence of capability and thorough knowledge in the field
applied for equivalency and accreditation
2. Admission Requirements
a. Original school credentials, whichever is applicable
(1) High School Card
(2) Form 137A
(3) PEPT Certificate
(4) Transcript of Records
b. NSO Authenticated birth certificate
c. 1x1 ID Pictures (most recent and original)
d. Service Record /Certificate of employment with job descriptions from present and
past employment
e. Proof of Good Moral Character i.e NBI/Barangay Clearance
f. Recommendation letter from immediate superior
g. Interview results
h. Personality and work aptitude test results
i. Certificate of evaluation results given by the Panel of Assessors
j. Proficiency certificate from any of the following:
(1) Government Regulatory Board
(2) Licensed Practitioner in the filed
201
MMSU Operations Manual
All students should be registered in the days specified for enrollment in the University
Academic Calendar or College Academic Calendar. No student will be registered in any
subject after the last day of late registration in the Calendar.
Late Registration
Late registrants will undergo the regular procedure of enrollment but will be charged a
late registration fee.
Assessment/Accreditation Criteria
For formal training: credit transfer
For non-formal education (sponsored trainings, workshops, etc.) through case to case
evaluation of training design and evaluation: credit recommendations will be
awarded for each validated training program.
For informal learning/knowledge obtained through self study: an assessment process
which can include written and oral examinations, product presentations, skills
demonstration or portfolio assessment.
For portfolio assessment: the candidate will be assigned to an adviser who will help
him/her developed the portfolio.
In case where the candidate needs further knowledge or skills, he/she shall be advised
to enroll in supplemental courses to complete his/her learning then he/she goes back
for assessment. In this manner, the candidate earns credits progressively until he/she
satisfactorily earns the necessary credits based on competency standards to merit
the degree or certificate.
Cross-Registration
1. Students enrolled in another institution who desire to cross register in the University
must present an approved permit by their school registrar. The permit shall state the
course and units authorized to be cross-enrolled. Availability of slot will be considered.
2. No student shall be registered in any college/unit of the University without the following:
a) prior permission of the Dean of the College or Unit in which he/she is primarily
enrolled, and b) approval of the University Registrar.
3. A bonafide student of MMSU may be allowed to cross-enroll in another institution by
using a written permit from the University Registrar duly endorsed by the Department
Chairman, Adviser, and Dean of the College, provided that:
3.1 The permit shall state the number of units for which the student will cross-register
and the subjects that he/she is authorized to cross-register.
202
MMSU Operations Manual
3.2 The total number of units for which a student may register in two colleges or units
in the University shall not exceed the maximum allowed by the rules on academic
load.
3.3 The course description of the subject to be cross-enrolled in another institution is
essentially the same as that of MMSU.
3.4 The subject is not offered during the semester/summer term or is offered during
the term but cannot be enrolled due to conflict in schedule which cannot be
resolved.
3.5 A grade of 2.5 or better must be attained from a private institution for credit.
Program Changes
1. A student may shift/transfer to another program in the same or another college/unit,
provided that:
a. He satisfies the entrance requirements for the program and a Grade Weighted
Average (GWA) of at least 2.50.
b. He is not under dismissal status due to scholastic delinquency.
c. His request for transfer, using the prescribed form, is approved by the program
adviser, department chairman, deans of both colleges, and the University
Registrar.a. University clearance for the release of his/her Transcript of Records
(TOR) and Transfer Credential (Honorable Dismissal), and
b. Parents written consent addressed to the University Registrar.
3. Forms for shifting and transferring may be secured from the University Registrar or from
the Registrars/ Deans Office of the students college.
Dropping of Subjects
1. A student may, with the consent of the instructor/professor and dean of his/her college,
drop a subject by filling out the prescribed MMSU Form 5 C on or before the
prescribed dropping period in the academic calendar. After three-fourths of the total
class hours prescribed for the semester/summer has lapsed, a student may be allowed
to drop a course only by reason of illness, duly certified by the university physician and
approved by the president of the university.
203
MMSU Operations Manual
2. A student who drops a course without the approval of the dean of his/her college shall
have his/her registration privileges curtailed or entirely withdrawn.
3. Dropping forms are available at the University Registrars Office.
Changing of Subjects
1. prescribed MMSU Form 5-C during the changing period in the academic calendar and
paying the required fee. The applicant should indicate therein his/her reasons for
changing his/her subject.
Adding of Subjects
School Term
1. One academic year includes two (2) regular semesters and one (1) summer.
Summer Classes
204
MMSU Operations Manual
Tutorials
1. Tutorials are granted only to graduating students whose graduation is deferred due to a
deficiency in one or some of their subjects in the previous semester/s.
2. A graduating student who wishes to take tutorials for his/her back subjects should make
a written petition addressed to the University Registrar with the recommendation of
his/her dean and the conformance of the instructor/professor who is going to handle the
subject.
Class Attendance
1. Students must attend all class meetings. No student shall be allowed to register in any
subject after the lapse of 12 percent of regular class meetings. Time lost by late
enrollment is considered time lost by absence. It is counted against the student when
determining the required period of class attendance.
Regardless of scholastic standing, a student is automatically dropped from the subject and
given a grade of 5.00 when
1. he/she has been absent for more than 20 percent of the required number of hours.
However, if the majority of the absence is excused for a valid reason, the student is
merely dropped from the subject by putting the mark Dropped on the grade sheet.
2. Excuses are for time missed only. All work covered by the class during the absence
should be made up to the satisfaction of the instructor/professor within a reasonable
time from the date of absence.
3. If a student decides to withdraw from his/her classes due to prolonged absence for a valid
reason, he/she must file an application for leave of absence (LOA) addressed to the
dean of the college and endorsed by the College Registrar/Program Adviser to enable
him/her to obtain an honorable dismissal and not forfeit the privilege to re-enroll at the
University.
Leave Of Absence
205
MMSU Operations Manual
had made.
For LOAs availed of during the second half of the term, the faculty concerned shall
indicate the class standing of the student (Passing or Failing) at the time of the application
for
1. the leave. No application for LOA shall be approved without the students class standing
being indicated by the professors/instructors concerned. However, these shall not be
entered in the Official Report of Grades. The LOA is included in the determination of
the students MRR.
2. If a student withdraws after three-fourths of the total number of hours prescribed for the
course had already lapsed, professors/instructors concerned may give him/her a final
grade of 5.00 if his/her class standing at the time of his/her withdrawal is below 3.0.
3. No LOA shall be granted within two weeks before the last day of classes. If the inability
of the student to continue his classes is for reason of health or similar justifiable cause,
his absence during the period shall be considered excused. In such case, the student
shall be required to apply for excuse for his absence and present the excuse slip to the
professor/instructor concerned.
4. A student who withdraws from his/her college without an official LOA shall have his/her
registration privileges curtailed or entirely withdrawn.
5. MMSU Form 10 (LOA form) is available at the University Registrars Office. Students
enrolled in Paoay, Laoag, Dingras, or Currimao may secure their LOA forms from their
respective College Registrar. The student should write a letter of intent addressed to
the College Dean at least a month before the LOA lapses so that a slot will be reserved
for him/her.
6. Upon return to the University, the following documents should be presented to the
College Secretary:
a. accomplished college clearance;
b. certification of no pending case from the Director of Student Services Development
(SSD); and
c. medical certificate from the University Physician.
1. A student is in residence when he/she is registered for course or thesis work in the campus
or works in absentia, with prior approval by his/her adviser and the members of his/her
advisory committee.
2. Students pursuing four-year degree programs are allowed only six academic years from
the start of undergraduate work. Those pursuing five-year degree programs shall be
allowed only seven and a half (7.5) academic years from the start of undergraduate
work . The maximum residence rule (MRR) to complete a degree does not include the
period when the student is on LOA. In general, a student who exceeds the MRR may
be given an extension of only one semester if he is going to graduate in that semester.
No further extension will be given.
3. The student is advised to transfer to another university if he/she has exceeded the MRR.
206
MMSU Operations Manual
Substitution
1. Substitution may be allowed as long as it does not involve subjects in the same
department, and that the student needs a subject not currently offered in the department,
but which subject the student has already taken in another department.
2. All substitutions shall be recommended by the adviser and approved by the department.
The university strictly implements the following retention policies to maintain the high
standard of academic excellence in its academic programs.
1. A student who gets a final grade of 3.0 or below in 25 to 49 percent of the total number
of his/her academic load in a semester is warned by the dean and shall be required to
report to the Guidance Office for counseling. In the succeeding semester, his academic
load is reduced by three units.
2. A student who fails in 50 to 75 percent of the total number of academic units is placed
under probation and his/her load in the succeeding semester is reduced by six units. Or,
the student is advised to shift to another program.
3. A student who fails in more than 75 percent of the total number of academic units shall
be automatically dismissed.
4. Once dismissed, a student may apply for re-admission after his academic records are
reviewed, recommended by the college dean and approved by the university registrar.
A student who gets final grades below 3.0 in all the academic units shall be permanently
disqualified from re-admission in any other course or degree.
5. A student is permanently disqualified from the university if he/she fails in all his
academic courses except in those he was given 5 for unofficial dropping.
208
MMSU Operations Manual
1. A student is recommended for graduation if he/she has satisfied all academic and other
requirements prescribed for graduation.
2. A graduating student must file his/her application form for graduation at the Registrars
Office. Only students enrolled can apply for graduation at the end of a given semester
or summer term.
3. All candidates for graduation must have their deficiencies cleared and their records
completed not later than five weeks before the end of their last semester, except in the
subjects, both academic and non-academic, in which the students are enrolled during
the last semester.
4. No student shall graduate unless he/she has completed at least one year of residence
immediately prior to graduation.
5. All candidates must have accomplished their college clearance before they are
recommended for graduation by the College Academic Council and their University
clearance before they are recommended by the University Academic Council.
6. No student shall be issued a diploma or transcript of records unless he/she has paid the
required graduation fees.
7. Graduating students who meet the required residence and who obtain the required
academic average may be conferred the following honors:
Summa cum laude 1.00 to 1.20
Magna cum laude 1.21 to 1.45
Cum laude 1.46 to 1.75
8. Students who are candidates for graduation with honors must have completed in the
University at least 76 percent of the total number of academic units or hours required
for graduation and must have been in residence therein for at least two years
immediately prior to graduation except in cases where a student filed a leave of
absence.
9. In the computation of the final weighted average grades of students who are candidates
for graduation with honors, (Latin and with distinction) grades in all academic subjects
prescribed in the curriculum shall be included. A grade of 5.0 in a prescribed subject
shall disqualify a student from any academic honors
10. For degree holders taking another course in the University or transferees who have been
in residence therein for at least two years immediately prior to graduation and whose
GWA qualifies them for honors but fail to complete 76% of the required academic
units, a special distinction award will be granted as follows:
With Highest Distinction 1.00 to 1.20
With High Distinction 1.21 to 1.45
With Distinction 1.46 to 1.75
(Source: Scholarship Committee)
13. Candidates with honors must be endorsed by the College Council to the University
Scholarship Committee for verification and evaluation. Only those endorsed by the
College shall be considered.
209
MMSU Operations Manual
210
MMSU Operations Manual
2. Counseling, being the heart of the guidance program, is designed to help the
individual reach optimum growth and development as a person capable of self-
direction, sound decision-making, and self-understanding.
Appropriate and pro-active intervention programs are adapted by the
university to ensure that every students need for guidance and counseling and
psychosocial services may be provided in a timely manner (CMO No. 9, s. 2013).
These include:
a. Peer volunteerism wherein people with the same shared experience provide
knowledge, experience, or emotional, social or practical help to those in need. This
is an initiative consisting of trained individuals volunteering to support students
with specific or multiple needs to provide practical advice and guidance.
b. Peer facilitating is a program of trained and available students to help identify
an issue, mediate a conflict or just provide a supportive ear. Strict confidentially
is observed in order to support the helping process in the areas of academics, social,
emotional issue, peer conflicts or family concerns.
4. Placement, Follow-up, Testing and Evaluation Services aim to help each student bridge
the gaps which he faces as he is moving from one role (e.g. student) to another (e.g. worker),
progressing toward the stage of full occupational maturity. Followup service is a part of
the developmental process. It provides assistance to each individual after he leaves the
university. Testing is conducted at the University Psychological Testing Center (UPTC)
and administered by the University Psychometrician to appraise students abilities,
aptitudes, personality and interests. It is through the Evaluation Service that accountability
is established and program goals are monitored and measured.
Academic Scholarship
Entrance Scholarship. This is awarded to those who graduated as valedictorian
(with highest honors, salutatorian (with high honors) and first, second and third honorable
211
MMSU Operations Manual
Student Assistantship shall be in accordance with the existing policies and guidelines
of the university. College students may apply provided they meet the following
qualifications:
1. Must be currently enrolled at the time of application
2. Must not have any failing grade during the previous semester.
3. Parents annual income shall not be more than one hundred thousand
pesos (Php 100,000.00). However, priority is given to those with lower income.
4. Must be of good moral character
Other Assistance Provided To Students
Student Labor
A student can be employed in the university as student laborer during semestral
break or during summer. To qualify as a student laborer, the student must not be enrolled
at the time of employment and must meet the following:
1. The combined net income tax of parents does not exceed the latest
annual regional poverty threshold
level for a family of six (6) as determined and provided
by the National Economic and Development Authority (NEDA); and
2. At least obtained an average passing grade during the previous
semester/last semester attended.
Special Program for Employment of Students (R.A. 9547) Republic Act 9547 states that
a student may apply for employment under the Special Program for Employment of
Students (SPES) provided he/she meets the following qualifications:
1. At least 15 years of age but not more than twenty five (25) years old;
2. The combined net income of parents does not exceed
the latest annual regional poverty threshold level for a family of six (6) as
determined and provided by the
National Economic and Development Authority
(NEDA); and
3. At least obtained an average passing grade during the
last semester attended.
Any dependent of displaced or about to be displaced workers due to business
closure or work stoppages as reported
by Department of labor and Employment (DOLE), may also apply under SPES provided
he/she meets the qualifications.
Student Mutual Aid
As per Central Student Council (CSC) Resolution No. 13, s. 2004-2005 as approved
by Board Resolution No. 780, s. 2006, collection of twenty five pesos (Php 25.00) from
213
MMSU Operations Manual
every student upon enrolment be put in a special fund called Mutual Aid Fund (MAF).
As provided by the approved guidelines, death aid benefit is given to the bereaved
family in case of death, the assistance of five pesos (Php 5.00) per student will be withdrawn
from MAF multiplied by the total number of paying students.
In case of accident, the medical fees shall be reimbursed to a maximum of five
thousand pesos (Php5,000.00).
Medical assistance for a maximum of five thousand pesos (Php 5,000.oo) shall be
given to students who undergo immediate medical operation as provided in the amendment
of the IRR of Student Mutual Aid Fund of the Central Student Council as approved through
Board of Regents Resolution No. 1133, s. 2011.
Student Insurance
A student pays upon enrolment during the first semester the insurance fee, amount
of which depends on the insurance provider as identified by the University Student Council
(USC) in consultation with the students. The insurance coverage is one year and entitles
the student group accident insurance benefits.
11.2.4 Student Organizations and Publication
The Office of Student Activities and Publications is expected to:
1. Provide preliminary assessment and recommendations pertaining to the application
of student groups for recognition.
2. Implement policies and procedures concerning operations of recognized student
organizations.
3. Monitor and coordinate activities of student organizations.
4. Promote joint or collaborative activities between and among student organizations;
and
5. Perform other tasks related to student organizations and activities.
General Policies
The establishment and operation of student organizations in all colleges/units at
Mariano Marcos State University are governed by the rules and regulations established by
the Office of the Student Services and Development (OSSD) and approved by the BOR,
as contained in the guidelines governing student organizations.
I. Authority to Operate: Students desiring to establish, join and participate in student
organizations on campus shall do so as a right subject to regulations promulgated by
the University through the OSSD in return for recognition by, affiliation with, and/or
support from the Director of Student Affairs.
214
MMSU Operations Manual
Publications to supervise and regulate the operations as well as the activities of all duly
recognized student organizations in cooperation with/or through the Student Activities
Coordinators. This is for the purpose of providing needed guidance resources and
efforts towards the attainment of the goals and objectives as envisioned in their
respective constitution and by-laws.
III. Application:
A. New Organizations. Any group of at least twenty five (25) students may apply to
form an organization to OSSD. Their letter of application must be accompanied by
the following:
1. Constitution and By-Laws
2. List of elected officers of the current year
3. Proposed program of activities/projects
4. Name of the faculty/adviser with his letter of acceptance addressed to
5. Names, course curriculum year and signature of the founding members.
6. For interest clubs, a complete list of members.
B. Renewal of Recognized Organizations/Clubs. All the requirements under
new organizations except no. 1 unless there have been amendments of the Constitution
and By-Laws and no. 5 shall be filed with the OSSD together with a Letter of
Application for Renewal.
1. Deadline of filing is determined by the OSSD.
2. Late renewal and new applications later than the specified date shall not be honored.
C. Class and Section Organizations are not required to file application
for recognition. They shall be directly supervised by the teacher/instructor in-charge
including the Dean/Principal.
IV. Constitution and By-Laws: Each student organization shall have a Constitution and
by-laws which shall be duly ratified by the members. However, amendments thereof
shall be done as deemed necessary.
A. For distinction, school government in the elementary level shall be called GLESC; SBG
in the secondary level; SC in the tertiary level; GSSSC in the graduate
level; and Central Student Council (CSC), university-wide.
B. The Constitution and By-Laws of the Student Council should be in conformity with
that of the CSC serving as the umbrella organization.
C. Interest clubs may adopt provisions independent from that of the CSC.
215
MMSU Operations Manual
existence.
Certificate of Recognition shall be issued to the organization only upon evaluation of the
Constitution and By-Laws, Projected Activities and its Mission and Vision without
violating any rules of the University and the fundamental A. law of the land. The same
Certificate of Registration shall be a pre-requisite in the withdrawal of the Student
Body Organization (SBO) Fund.
B. A yearly renewal of registration or re-accreditation of all student organizations shall be
announced by the OSSD.
C. Any student organization that does not renew its registration shall be automatically
considered defunct.
D. Any student organization which has been granted institutional recognition and which
violates its own statement of purpose/constitution, or fails to comply with University
policies, is liable to revocation of their certificate of recognition after an investigation
to be conducted by the Chief of Student Organizations and Publication with the
approval of the Director of OSSD.
VI. Membership. Membership to organizations shall be determined by the
respective student organizations as embodied in their constitution and by-laws.
A. Membership to Student Council/SBG/GLESC is mandatory. Membership to academic
organizations is also mandatory to students who are enrolled in the academic subjects/
degree programs directly related to the organization. However, membership to interest
clubs is voluntary.
B. All organizations must issue membership forms/ID to their respective constituents.
C. Membership fees should not exceed one hundred pesos (P100.00).
VII. Election Procedures and Qualifications of Candidates:
Election procedures and filing of candidacy for any position in any of the
organizations shall be in conformity with the provisions of the constitution and by-laws
of that particular organization.
VIII. Student Activities
A. All programs of activities should be in line with the mission and vision of the
University focused on the following areas: educational, religious/ moral,
entrepreneurial, social services, infrastructure, cultural,
cleanliness/beautification/environmental concern and financial assistance.
B. Request to hold activities must be filed to the OSSD at least five working days before
the scheduled activity. For activities to be held inside and outside the campus, the
following procedures shall apply:
1. Secure Application Form to hold an Activity at the OSSD and fill out the form
properly. Request for use of campus facilities should be addressed to offices
concerned.
2. The signatures of the organizations representative and faculty adviser/Student
Affairs Coordinator/College Dean or High School Principal are pre-requisites. If
any of the three signatures is absent, the Director of Student Services and
216
MMSU Operations Manual
Business firms requires the special permission of OSSD with the governors permit
indicated therein.
X. Posting And Announcements
A. All postings in and off campus should be endorsed by the SAC to the Dean
concerned. Postings include advertisements, commercial posters, assemblies and
announcement provided they are not contrary to laws and school policies.
B. Disallowed postings are advertisements from companies, political propaganda and the
like, and others that may be determined by the OSSD.
C. Each posting shall bear an approval stamp which bears an expiration date, usually the
day succeeding the last event indicated in a series or the day after an activity is set and
the signature of the SAC concerned.
D. Postings should be placed on prescribed areas and bulletin boards. Painted walls, doors,
posts windows, and trees should not be used for posting of any kind. Postings on said
areas will be removed and the organization concerned will be disallowed from putting
up further postings.
E. It is the responsibility of the organization to remove its postings after their expiration
date.
F. Students caught defacing, mutilating, or removing poster within their validation period
shall be subjected to disciplinary sanctions.
XI. Financial Report
All duly recognized student organizations shall submit to the
A. OSSD financial condition at the end of each academic year. This report shall be duly
verified and signed by the faculty adviser/SA Coordinator and College Dean or High
School/Elementary Principal. The Financial Statement is a prerequisite for application
for renewal. Failure to submit means non-renewal of recognition with the OSSD.
B. Withdrawal/disbursements of funds should be supported with a resolution indicating
the purpose, estimated cost and other pertinent information. The resolution should be
signed by the officers, noted by the adviser and the SAC.
C. All expenditures should be supported with official receipts, bearing the name of the
organization or club and specifying the item or items procured. For photocopied
materials, a brief description of the materials should be indicated. The number of
receipts should correspond to the number of expenditures.
D. The procured item should be inspected by the club auditor or another designated officer
and/or the adviser. Either or both should affix his/her/their signatures on the official
receipt to show that the item meets the required specification.
E. Petty cash vouchers and delivery receipts are not acceptable replacement of official
receipts. These should be supported with official receipts.
F. Reimbursement Expenditure Receipts (RER) are to be filled up properly, complete with
a witness. This is used only for items/services, which are procured/contracted from
peddlers/tricycle drivers, and others who do not issue official receipts.
218
MMSU Operations Manual
G. Any project should be subjected to a canvassing process. At least three canvass forms
should be accomplished.
H. Upon turnover of the donated item, a deed of donation should be accomplished in
quadruplicate (Club, Dean, OSSD, Supply Office) and a memorandum receipt is issued
to the accountable officer/adviser.
I. Provisional receipts, which contain corresponding numbers should be issued if the club
collects membership fees, fines and contributions.
J. The financial statement should contain the available beginning balance, sources of
income, with a brief description of each, and expenditures. (e.g. membership fees
should indicate how many members and how much is paid by each.)
K. As much as possible, all money should be deposited in the bank under the name of the
club/organization or the president, treasurer and the adviser.
XII. Minutes of Organization Meetings/Accomplishment Report
Each organization should maintain and keep a record book containing therein
minutes of meetings and resolutions discussed by the officers themselves during the
official meetings. The record book shall be included in the Annual Accomplishment
Report which shall be submitted to the OSSD at the end of each academic year.
The Accomplishment Report is also a prerequisite for recognition with the OSSD.
The report should contain all pertinent documents related to the performance of the student
organizations within the academic year. It should bear the signatures of the adviser/s, SAC
and the Dean.
XIII. Terms of Advisership
Student officers, through election, select their adviser/s from the list of nominees
endorsed by the Dean. The selected adviser can only serve the same organization not
exceeding two consecutive terms unless no other faculty member is available for said
position. There should only be one adviser per student organization. However, two or
more advisers may be allowed in
the elementary and high school levels as deemed needed. In the case of the Student
Council, the officers may opt to have two advisers.
XIV. Officership to Major Organizations
Dual positions or officership in major organizations namely: Student Council,
Central Student Council and Sirmata is highly discouraged. A student should not assume
two major offices at the same time. This is to eliminate conflict of interest and to maximize
the involvement of the student officer to one organization only.
XV. Use of Campus Facilities
Recognized student organizations through their organization President or
authorized representatives may avail of campus facilities for their club or class activities
but only after securing the endorsement of their respective
Dean/Director/Chairman/Principal addressed to the officer or administrator in-charge of
the facility.
XVI. Evening Activities
219
MMSU Operations Manual
Student activities that are held in the evening should be properly arranged and
scheduled with the Adviser, SAC and the Dean with the subsequent approval of the OSSD
Director.
NOTE: Considering the distance of outside campuses from the main campus, CTE, COT,
CASAT, CAF-Dingras Student Affairs Coordinators are given the permission to
recommend to the Dean/Director of the college/unit for approval of any student
activity and others contained in this operational procedures. Copies of said
activities must be furnished to the OSSD for file purposes.
11.2.5 Psychological Testing Services
The testing service is designed to obtain valuable information concerning the
psychological make-up of the students in terms of mental ability achievements, interests,
aptitudes and personality characteristics which in turn leads to improvement of instruction
and adjustment.
The University Psychological Testing Center (UPTC) administers the testing
service through a variety of standardized test materials. The test results serve as a basis in
the functional implementation of guidance services and in decision-making in terms of
admission, recruitment and selection, and placement purposes.
The testing service aims to benefit students, faculty and administrators, guidance
counselors, personnel and the graduate school. For students, the testing service aims to
assist students for a better understanding of themselves as unique persons; help them in
assessing their strong and weak points/traits; guide them in their everyday decisions,
specifically career decisions; and orient them with the tests usually given in companies and
industries. For faculty and administrators, it aims to select the students for admission and
educational placement; assess students general intelligence, aptitudes, progress and
achievement; provide a profile of individual performance and others for comparison and to
diagnose/predict individuals performance, motivation, attitudes and interest. For guidance
counselors, it aims to gather data on the progress of development of students. For the
graduate school, it will familiarize the graduate students on the different types of
psychological tests and their various uses and train graduate students in administering,
scoring, and interpreting different kinds of psychological tests.
11.2.6 Student Conduct And Discipline
Basic Discipline
Students shall observe, at all times, the laws of the land and the rules and regulations
of the university.
No disciplinary proceedings shall be instituted except for conduct prohibited by laws
or by the rules and regulations promulgated by the duly constituted authorities of the
university.
When a student is accepted in any college or unit of the university, a binding contract
is established between him and MMSU whereby both agree to conform to the laws of the
land and to the rules and regulations of the university. Upon his registration, the student
assumes all his duties and responsibilities toward the country, the university, the college or
unit where he belongs, the university personnel and his fellow students.
Academic Dishonesty
220
MMSU Operations Manual
Jurisdiction
All cases involving discipline of students under these rules shall be under the
jurisdiction of the college/unitss Disciplinary Board.
There shall be a University Review Board (URB) composed of a chairman who is a
lawyer or one who has a legal background and at least two members from among the staff
of the university and an officer of the Central Student Council (CSC). All other members
who shall serve for a period of one year shall be appointed by the university president at
the beginning of the school year.
Filing of charges
A disciplinary proceedings shall be instituted muto propio by the appropriate
authority upon the filing of a written charge specifying the acts or commission of any
violation of existing rules and regulations.
Preliminary inquiry
Upon receipt of the complaint or report which should be under oath, the college
disciplinary board shall determine whether such complaint or report is sufficient to warrant
formal investigation. Notice to the respondent/s during the preliminary investigation may
be waived. In cases where the complaint or report is found sufficient, formal charge/s shall
be filed and served upon each respondent.
Answer
Each respondent shall be required to answer in writing within three days from receipt
of the charge/s.
Notice of hearing
All concerned parties shall be notified at least two days before the date of hearing.
Notice to counsel of record or duly authorized representative of a party shall be
considered sufficient to such party.
Hearing
Hearing shall begin not later than one week after receipt of the respondents answer or
after expiration of the period within which the respondent shall answer.
No hearing of any case shall last beyond one calendar month.
Failure to appear in hearing
In case either complainant or respondent fails to appear at the place set for the initial
221
MMSU Operations Manual
hearing, the hearing can proceed ex parte without prejudice to the partys right of
appearance in subsequent hearings.
Postponement
Request to postpone a hearing may be granted to a party for good reason. However,
not more than three postponement requests shall be allowed.
Investigation report
The college or units Disciplinary Board shall forward to the concerned dean or
director, within 15 days after the termination of the hearing, the complete record of the case
with its report and recommendations. The report, signed by all the members of the Board,
shall state the findings of the fact, conclusions and recommendations and the specific
regulations on which the decision is based.
Decision of the dean/director
The dean/ director shall render a decision within five days after receipt of the
investigation report. The decision, other than expulsion, permanent disqualification from
enrolment, or suspension of more than 30 calendar days shall become final, executory and
unappealable.
Review of the URB
The decision of the dean which involves the penalty of expulsion, permanent
disqualification from enrollment, or suspension of more than 30 calendar days shall
automatically be submitted to the URB for review.
The URB shall review all pertinent documents and evidences of the case. The Board
shall render a decision within 15 days after receipt of all documents, evidences and decision
of the dean.
The decision of the Board shall become final and executory 10 days after receipt of the
decision by the respondents, unless an appeal to the president is filed. The decision of the
president shall become final and executory.
Re-hearing of the case
The URB may conduct another hearing of the case based on newly-found evidences
presented by any concerned party which was not available during the first hearing.
Appeal to the university president
In all cases in which the decision of the URB has not become final, the respondent may
file an appeal with the office of the president 10 days after receipt of the decision.
Action of the University President
An action of the president regarding the appeal from the decision of the URB shall be
rendered within 10 days after receipt of the appeal. Decision of the president shall be final.
Rights of the Respondent
Every respondent shall enjoy the following rights:
To be subjected to any disciplinary penalty only after the requirements of due process
shall have been complied with.
To be convicted only on the basis of substantial evidence, the burden of proof being
with the person filing the charge.
To be convicted only on the basis of evidences introduced during the proceedings or
222
MMSU Operations Manual
of which the respondent has been properly appraised and given the opportunity to
rebut the same.
To defend himself personally, or by counsel, or by any representative of his own
choice.
To enjoy all rights and privileges as a student, pending final decision on the charges
against him subject, however, to the power of the URB to order his preventive
suspension for more than 15 days where suspension is necessary to maintain the
security of the university.
Records
All proceedings of the colleges/ units Disciplinary Board shall be recorded. Such
records are confidential, that is, no person shall have access to these, unless he has a legal
right. Any official or employee of the university who violates this rule shall be subjected
to disciplinary action.
Effectivity of decision
Decision shall take effect as provided for in these rules as long as:
That final decisions of suspension or dismissal rendered within 30 days prior to final
examination, shall take effect during the semester immediately subsequent to the
semester or summer in which such decision was rendered.
That when the respondent is graduating, the penalty shall take effect immediately.
Grievance Procedures
A grievance reported orally is considered informal and should be settled informally.
Only written, duly signed, and notarized complaints become formal which require a formal
procedure for settlement.
All proceedings (complaints, answers, findings, and recommendations, decisions, and
excerpts of proceedings) shall be in writing and signed by all parties concerned. All records
shall be in the possession of the Vice President for Academic Affairs.
The following procedures should be followed in cases of complaint:
Individual complaint
against a faculty member
1. The student consults the concerned faculty member and explains his written complaint.
2. If the student feels he has not obtained the necessary action, he sees the department
chairman.
3. If still he has not obtained the necessary action, he sees the college dean who must
investigate the matter objectively from both sides.
Class complaint
against a faculty member
1. At least 50 percent plus one of the class submit a duly signed formal complaint to the
department chairman of the college. A committee composed of three chosen byathe
class must see the department chairman who has 48 hours to investigate and solve the
223
MMSU Operations Manual
complaint.
2. If the students feel that their complaint has not been acted upon after the prescribed
time, the class representatives will present their written complaint to the dean who has
48 hours to investigate and settle the complaint.
3. If the students still feel that no action has been done after the prescribed time the class
representatives shall present their written complaint to the Vice president for Academic
affairs who will designate, in 24 hours, A Student Grievance Committee composed of
the following:
Official representative of the College Faculty Association
Two student representatives;
A senior member of the concerned department
A third party mutually acceptable to the students and the respondent faculty
member.
4. The Committee must render its decision after 72 hours of investigation and submit its
recommendations to the Vice President for Academic affairs from which he will base
the decision.
A Students Complaint Against a Dean or Director
1. The student forwards the written complaint to the dean/director concerned who must
acknowledge receipt of the complaint in writing. The dean/director has 72 hours to
settle the complaint.
2. If the student feels that action has not been done after the prescribed time, he shall
present his grievance to the Vice President for Academic affairs who has 48 hours to
investigate and settle the complaint
To attain the vision and mission of the University, ITC targets to:
1. provide a venue for students and faculty for the acquisition of IT skills and
experience through laboratory works.
2. provide well-engaged IT services, technical support, and maintenance to the
University.
3. develop in-house IT applications for streamlining traditional processes into a more
effective and dynamic ways of delivering processes and services to the students,
faculty, staff, and alumni.
224
MMSU Operations Manual
4. provide persistent training and support for the University constituents for improved
productivity.
5. give valuable recommendations and support on purchasing, acceptance, and
disposal of IT hardware and software for the various colleges, units, and offices of
the University.
The Center is headed by a Director who directly reports to the Vice President for Research
and Extension. The center is sectioned into two namely Software and Hardware sections.
The software section is headed by the Information Technology Officer with two computer
programmers. They are in-charge of the applications and system development activities
including the management of the servers and the databases. The hardware section is headed
by a Computer Maintenance Specialist with one computer operator and two laboratory
technicians/assistants.
Other committees are formed to assist in managing the IT activities, programs, and
initiatives of the university. These are the Evaluation and Validation Committee and the
Web Content and Development Focal Persons.
The ITC prepares and arranges computer laboratory schedules in coordination with
the concerned colleges or units users. It monitors the offering of computer subjects that
require laboratory classes and research activities. These classes or activities are guided by
laboratory guidelines and regulations for proper computer, IT equipment, and laboratory
utilization.
At present, the Center operates seven computer laboratory rooms. Seven including
an Internet Room are located at the University Library and one laboratory at the CBEA
Building. Also, two iHUB rooms were set-up at the CBEA CHED Building. Each of these
laboratory rooms has 20-25 computer units except the Internet Room having 15 units. Four
laboratory rooms house 80 newly purchased computer units. Twenty used computers
replaced by the newly purchased were relocated at the University High School for the use
of the Science High School students specifically for programming subjects.
225
MMSU Operations Manual
The ITC assists in the conduct of computer related seminars, trainings, and
conferences sponsored by the University and partner organizations. Aside from this, the
ITC in coordination with the ICT Group of Mariano Marcos State University offers ICT
courses on per request basis. At the moment the ICT Group of MMSU is composed of
computer faculty and staff whose task and interest were along utilization of computer and
IT related equipment.
Also, the Center provides computer equipment and facilities for trainings requested
by the various colleges, units and offices provided the request is approved by the University
President. Outside entities and partners that have funding support may also avail of the ITC
facilities in accordance with the existing University Policies and Guidelines on Rentals.
The ITC hosts the Internet connection of the University via a Leased Line or
Dedicated Internet Access (DIA) with 14 MBps bandwidth. This connection provides
internet access to the various colleges, units, and offices of the university. At present, the
University Library System Building, College of Agriculture and Forestry, and the
Ferdinand E. Marcos Hall (Administration Building) are connected through local area
network (LAN) over wide area network (WAN) using fiber optic. Also, the Center
administers the utilization of wired and wireless connections.
Other colleges such as the College of Engineering, College of Arts and Sciences,
College of Business Economics and Accountancy, University Training Center availed of
either Digital Subscribers Leased or wireless/broadband connection.
226
MMSU Operations Manual
1. The user must accomplish a form indicating the URL of the site, duration, and
the reasons such request. The request must be recommended by the concerned
dean, head of units, or chief of office and approved by the Director of ITC.
2. The user needs to wait within 24 hours after the approval of the request due to
propagation time required by the server.
3. The site will be terminated automatically after the specified duration.
4. If there is a need for an extension on the use of the site, a separate request shall
be required.
To harness and maximize the utilization of ICT equipment and peripherals, the
Center provides repair and maintenance services to the various colleges, units, and offices
of the University. The Center has two regular personnel and two contract of service staff
involved in the repair and maintenance activities such as:
ITC conducts regular check-ups, inspection on all its equipment & facilities on
a regular basis (weekly, monthly and per semester).
The center assigns one mobile and regular computer technician who takes
charge of trouble shooting, repairs and maintenance including software
installation and upgrading of computer and accessories.
Aside from the inspections conducted at the center, a yearly inventory of the
physical properties (equipment/accessories) is conducted by the supply office
to determine the physical condition of the equipment/accessories.
The following guidelines, rules, and regulations are to be followed when using any
of the IT equipment, accessories, and facilities
227
MMSU Operations Manual
6. Do not remove cover to try to service the unit. Servicing of any nature should
only be performed by authorized personnel.
7. Do not attempt to service this yourself as opening or removing covers may
expose you to dangerous voltage or other hazards.
8. Do not forget remove the AC power cord after using.
9. Do not connect to any other frequency and follow all the warnings and
instructions marked on the product. The voltage ratings and related frequency
are presented on the rear side of the product.
10. Do not tamper or damage any of the licensed and property stickers attached to
the machine.
The Medical and Dental Services aim to achieve and maintain optimum health of the
entire university populace. It is purely a service for the care of non-emergent, non-
admissive, acute and chronic cases. It is also an area for consultations for all mixed
patients, follow-up cases, immunizations, and minor surgeries exclusively for MMSU
constituents.
The Medical and Dental Services aim to:
1. Render more efficient health services to the MMSU staff and students.
2. Manage and treat chronic and acute non-admissible clients.
3. Continuously improve the competency of medical/dental clinic staff to optimize their
role as medical health care guardians.
4. Maintain a complete medical and dental file of students and MMSU constituents.
5. Provide effective health monitoring for the entire school populace through regular
campus visits to conduct medical and dental consultations.
6. Integrate and link with other health units, departments and other institutions.
7. Assure and maintain quality central mechanisms for relevant, appropriate, effective
and efficient care rendered to clients.
8. Function as health promotion and prevention center.
9. Make the health services unit more productive.
10. Encourage medical research activities.
228
MMSU Operations Manual
The MMSU Security and Monitoring Unit provides security and safety to all
students and personnel. It serves as a contact person/party in cases of
emergencies anytime of the day. It helps in the maintenance of cleanliness and
order of the MMSU environment. It enforces traffic rules and regulations within
the campus. It also keeps the university free from both smoke and noise
pollution.
To provide the students access to the food services of the university, canteens
and cafeterias are located in the administration building and in the different
colleges/units. The services are under the supervision of the Auxiliary unit of the
university. Aside from this, the MMSU Development Cooperative also provides
for food and consumer services for students, staff and visitors. The stores and
canteen are located at VO-Ag at the Batac campus and at the College of Teacher
Education in Laoag City.
The university provides for residence halls located in Batac and the College of
Education campus in Laoag City. These are well-equipped, and are maintained
and managed by dormitory managers who extend supervision and counseling
services to dormitory occupants. Occupants are assured of a safe, sound and
conducive environment for studying at very affordable price.
Aside from catering to regular dormitory residents, the Magnolia Residence Hall
located at the College of Teacher Education offers the International Friendship
Wing which provides well furnished air conditioned rooms for foreign students
and guests. Residents can also prepare their meals at a common kitchen
exclusively available for occupants.
The residence hall in Batac caters to both male and female occupants in separate
buildings. A canteen is found at the first floor of the male hall to provide meals,
snacks and small grocery items for occupants.
Security guards are also detailed in the campuses to ensure the safety of the
occupants. Some faculty members who stay in the residence hall help the
dormitory manager in overseeing the health and proper adjustment of occupants.
The Center for Human Movement Studies (CHUMS) located at the basement of
Teatro Ilocandia prepares and implements programs with ultimate aim of fostering
the spirit of unity, camaraderie, cooperation and sportsmanship among students
and athletes of the university. It supervises intramural activities, university-wide
games and other athletic events to discover and develop students who are endowed
with skills and talents in sports and performing arts. Likewise, the office plans for
activities that could enhance students consciousness and interests in sports. It also
offers extension services every summer to sports enthusiasts in swimming, lawn
229
MMSU Operations Manual
The university has the following facilities: Teatro Ilocandia, University Function
Hall and University Training Center where socio-cultural activities are held,
tennis courts, basketball court, athletic oval, covered court and an Olympic-sized
swimming pool. The swimming pool is found at the campus of the College of
Health Sciences and is open to swimmers at reasonable fees.
230