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The ASU Code 1
A Compilation of the Aklan State University Code, Operation Manual and PoliciesA Compilation of the Aklan State University Code, Operation Manual and Policies
The ASU Code 1
A Compilation of the Aklan State University Code, Operation Manual and PoliciesA Compilation of the Aklan State University Code, Operation Manual and Policies
Page
Chapter 1 General Provisions 6
Article 1 Title 6
2 Nature 6
3 The Charter 6
4 Essence of the University Existence 6
5 Policies 6
6 Powers 7
Chapter 2 The Governing Board 7
Article 7 Composition and Manner of Appointment 7
8 Powers and Duties 8
9 Term of Office 11
10 Meetings 11
11 Committees 11
12 Filing of Report 11
Chapter 3 The University Academic Council 12
Article 13 Composition 12
14 Powers 12
15 Presiding Officers 12
16 Meetings 13
17 Amendments 13
18 Committees 13
Chapter 4 The Administrative Council 14
Article 19 Composition 14
20 Duties 14
21 Meetings 14
22 Committees 14
Chapter 5 Officers of Administration 15
Article 23 University Officers 15
24 The Administration 15
25 Qualifications of the University President 15
26 Powers and Duties of the University President 15
27 The Vice President for Administration 17
28 Duties of the Vice President for Administration 18
29 The Vice President for Academic Affairs 19
30 Duties of the Vice President for Academic Affairs 19
31 The Vice President for Research and Extension 20
Contents
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A Compilation of the Aklan State University Code, Operation Manual and PoliciesA Compilation of the Aklan State University Code, Operation Manual and Policies
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32 Duties of the Vice President for Research and Extension 21
33 The Vice President for Resource Generation 22
34 Duties of the Vice President for Resource Generation 22
35 The University/Board Secretary 23
36 The Executive Director 24
37 The Deans 26
38 The Director of Research and Development 26
39 The Director of Extension and Community Services 28
40 The Director of Training Services 29
41 The Director of Information and Communication Technology
Services
29
42 The Director of Student Affairs 31
43 The Director of Admission and Registrarship 31
44 The Director of Curriculum and Instruction 32
45 The Director of Library 33
46 The Director of National Service Training Program 34
47 The Director of Administrative Services 34
48 The Director of Finance Services 35
49 The Director of Physical Plant Development Services 36
50 The Director of Monitoring and Evaluation 37
51 The Director of Alumni and Public Relations 38
52 The Executive Assistant 38
53 The University Legal Counsel 40
Chapter 6 The University Personnel
Article 54 Composition 40
55 Conditions and Employment 40
56 Qualifications 41
57 Hiring 41
58 Promotion 42
59 Appointment 45
60 Change of Status 45
61 Compensation 46
62 Protest 46
63 Academic Freedom of Teachers 47
64 Tenure 48
65 Resignation and Transfer 48
66 Fellowship Awards 48
67 Sabbatical Assignment 49
68 Work Load 50
69 Related Matters for Academic and Non-Academic Staff 51
70 Open Provisions 51
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A Compilation of the Aklan State University Code, Operation Manual and PoliciesA Compilation of the Aklan State University Code, Operation Manual and Policies
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Chapter 7 52 Administrative Staff
Article 71 Appointments 52
72 Faculty Directory 52
73 Compensation 52
Chapter 8 Working Hours 53
Article 74 General Provisions 53
75 Service Reports 53
76 Consultation Hours 54
Chapter 9 Leave Benefits 54
Article 77 General Provisions 54
78 Vacation Leave 55
79 Sick Leave 56
80 Maternity Leave 56
81 Paternity Leave 56
82 Study Leave 57
83 Rehabilitation Leave 57
84 Special Leave Privileges 57
85 Parental Leave 57
86 Leave Without Pay and Unexplained Absences 58
87 Special Detail 58
88 Suspension and Removal 58
Chapter 10 Privileges 59
Article 89 Study Privileges 59
90 Insurance and Retirement 59
91 Merit and Awards 59
92 Organizations and Associations 60
Chapter 11 Administrative Matters 60
Article 93 Flow of Communications 60
94 Supervision of Buildings and Grounds 60
95 Use of Building and Grounds 60
96 Custodianship of Buildings and Facilities 61
97 Property Responsibility 61
98 Use and Operation of Motor Vehicles 61
99 Solicitations 61
100 Sale and Disposal of University Property 61
101 Purchasing and Requisitions 61
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102 Procurement 62
103 Bidding 62
104 Negotiated Purchase 63
105 Emergency Purchase 64
106 University Budget 64
107 Records Management 65
108 Records Maintenance 65
109 Records Classification and Filing 65
110 Records Disposition 65
111 Reference Service 67
112 Medical Services 67
113 Dental Services 68
114 Financial Management 68
115 Budget Implementation 68
116 Internal Accounting Control and Disbursement 69
117 Accounting and Auditing 69
118 Donations and Endowments 70
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The Aklan State University Code
Title One provides information about the governance and administration of the Aklan State
University in terms of its mission and purposes, the people who work therein, and their respective
rights and duties necessary for the realization of the goals and objectives of the University.
Article 1. Title. This Manual shall be known as “The Aklan State University Code”
otherwise known as the ASU Administrative Code.
Article 2. Nature. The Aklan State University or ASU, with main address at Banga, Aklan,
Republic of the Philippines, is a public, non-sectarian, non-profit institution of
tertiary and higher learning principally supported by state funds.
Article 3. The Charter. The Aklan State College of Agriculture was established thru RA
7371 and on April 4, 2001, was converted into the Aklan State University by
virtue of RA 9055. Likewise, RA 8292 is one bases of the governance of ASU.
Article 4. Essence of the University Existence
Section 1. The Aklan State University shall primarily provide advanced instruction
and professional training in agriculture, science and technology,
education and other related fields, undertake research and extension
services and provide progressive leadership in these areas: Provided,
that the University shall insure that it retains its original mandate as a
primarily agricultural institution (Sec 2, RA 9055).
Section 2. The University shall offer undergraduate, graduate and short-term
technical courses within its areas of specialization, especially agriculture,
and in accordance to its capabilities, as the Board of Regents may deem
necessary to carry out its objectives, particularly in order to meet the
needs of the province and the region: Provided, that in case of graduate
courses, the University shall strengthen the masters and doctorate
programs in agricultural courses (Sec 3, RA 9055).
Article 5. Policies. The operations of the University are guided by the following policies:
Section 1. Academic Freedom. The University shall enjoy academic freedom.
Institutional academic freedom is the freedom of the University from
intervention and control in the conduct of its affairs. Individual
academic freedom is the right of the faculty and the student to conduct
academic and scholarly inquiry and to publish the results without prior
restraint or subsequent punishment.
Section 2. Responsibility. The University is responsible for carrying out the basic
principles laid down by the Constitution of the Republic of the
Philippines and to relate its activities and offerings to the needs of the
region and the nation.
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Section 3. Academic Standards. The University shall achieve and maintain high
academic standards of instruction, research, extension and production.
Administrative and auxiliary activities shall be supportive of these
functions.
Section 4. Autonomy. The heads of the various campuses, colleges and units shall
exercise autonomy in the conduct of their internal affairs in consonance
with their functions subject to certain limitations as may be provided by
law and the Aklan State University rules and regulations.
Article 6. Powers. In addition to those provided in the Constitution of the Republic of
the Philippines, the powers of the University shall be those set forth in its
Charter (RA 9055), those granted to corporations under the Corporation
Law and such other powers as may hereafter be provided by law. The
administration of the Aklan State University and the exercise of its powers shall
be vested exclusively in the Board of Regents.
Article 7. Composition and Manner of Appointment
Section 1. Composition. The governing body of the Aklan State University shall be
the Board of Regents, herein after referred to as the Board, which shall
be composed of the following (Sec 5, RA 9055):
a. The Chairperson of the Commission on Higher Education (CHED),
Chairperson;
b. The President of the University, Vice Chairperson;
c. The Chairperson of the Committee on Education, Arts and Culture of the
Senate, member;
d. The Chairperson of the Committee on Higher and Technical Education of
the House of Representatives, member;
e. The Regional Director of the National Economic and Development Authority
(NEDA), member;
f. The Regional Director of the Department of Agriculture, member,
g. The President of the Faculty Federation of the University, member,
h. The President of the Student Federation of the University, member,
i. The President of the Alumni Federation of the University, member; and
j. Two (2) prominent citizens who have distinguished themselves in their
professions or fields of specialization of the University, chosen from among
a list of at least five (5) qualified persons in the Province of Aklan as
recommended by the search committee constituted by the University
president, in consultation with the Chairperson of the CHED, based on the
normal standards and qualifications of the position, members.
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Section 2. Manner of Appointment. The Governing Board Chair, Vice Chair and the
Members coming from the government have the right to sit as Chair, Vice-
Chair and as Members thereof ipso facto upon their assumption into office
(Sec 8, RA 8292 IRR).
Article 8. Powers and Duties
Section 1. The Board shall promulgate and implement policies in accordance with the
declared state policies on education and other pertinent provisions of the
Constitution on education, agriculture, science and technology, as well as
the policies, standards and thrusts of the CHED under Republic Act No.
7722 (Sec 6, RA 9055).
Section 2. The Board of Regents shall have the following specific powers and duties
in addition to its general powers of administration and the exercise of all
the powers granted to the board of directors of a corporation under
section 36 of Batas Pambansa Blg. 68, otherwise known as the Corporation
Code of the Philippines:
a. to enact rules and regulations, not contrary to law, as may be necessary to
carry out the purposes and functions of the University;
b. to receive and appropriate all sums as may be provided, for the support of
the University in the manner it may determine, in its discretion, to carry out
the purposes and functions of the University;
c. to receive in trust legacies, gifts and donations of real and personal
properties of all kinds and to administer and dispose the same when
necessary for the benefit of the University and subject to limitations,
directions and instructions of the donor, if any. Such donations shall be
exempted from all taxes and shall be considered as deductible items from
the income tax of the donor;
d. to fix the tuition fees and other necessary school fees and charges, such as,
but not limited to, matriculation fees, graduation fees and laboratory fees,
as it may deem proper and reasonable to impose after due consultations
with the involved sectors.
Such fees and charges, including government subsidies and other
income generated by the University, shall constitute special trust funds and
shall be deposited in any authorized government depository bank, and all
interests that shall accrue there from shall form part of the same funds for
the use of the University.
Any provision of existing laws, rules and regulations to the contrary
notwithstanding, any income generated by the University from tuition fees
and other charges, as well as from the operation of auxiliary services and
land grants, shall be retained by the University, and may be disbursed by the
Board for instruction, research, extension, or other programs/projects of the
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University: Provided that all fiduciary fees shall be disbursed for the specific
purposes for which they are collected.
If, for reasons beyond its control, the University shall not be able to
pursue any project for which funds have been appropriated and allocated
under its approved program of expenditures, the Board may authorize the
use of said funds for any reasonable purpose which, in its discretion, may be
necessary and urgent for the attainment of the objectives and goals of the
University;
e. to adopt and implement a socialized scheme of tuition and school fees for
greater access to poor but deserving students;
f. to authorize the construction or repair of its buildings, machineries,
equipment and other facilities and the purchase and acquisition of real and
personal properties, including necessary supplies, materials and equipment;
g. to appoint, upon recommendation of the president of the University, vice
presidents, deans, directors and heads of departments, faculty members and
other officials and employees of the University;
h. to fix and adjust salaries of faculty members and administrative officials and
employees subject to the provisions of the Revised Compensation and
Position Classification System and other pertinent budget and
compensation laws governing hours of service, and such other duties and
conditions as it may deem proper; to grant them, at its discretion, leaves of
absence under such regulations as it may promulgate, any provision of
existing law to the contrary notwithstanding; and to remove them, for cause
in accordance with the requirements of due process of law;
i. to approve the curricula, institutional programs and rules of discipline drawn
by the administrative and academic councils as herein provided;
j. to set policies on admission and graduation of students;
k. to award honorary degrees upon persons in recognition of outstanding
contribution in the field of agriculture or any field of specialization within
the academic competence of the University; and to authorize the award of
certificate of completion for non-degree and non-traditional courses;
l. to establish and absorb tertiary institutions within the province of Aklan as
branches, centers, stations, etc., in coordination with the CHED and in
consultation with the Department of Budget and Management (DBM), and
to offer therein programs or courses to promote and carry out equal access
to educational opportunities mandated by the Constitution;
m. to establish research and extension centers of the University which promote
the development of the University;
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n. to establish chairs in the University and to provide fellowship for qualified
faculty members and scholarships to deserving students;
o. to delegate any of its powers and duties provided for herein above to the
president and/or other officials of the University as it may deem appropriate
so as to expedite the administration of the affairs of the University;
p. to authorize an external management audit of the institution, to be financed
by CHED, and to institute reforms, including academic and structural
changes, on the basis of audit results and recommendations;
q. to collaborate with other governing boards of state universities and colleges
within the Province of Aklan or Region VI, where it may be feasible, under
the supervision of the CHED in consultation with the DBM, the restructuring
of said colleges and universities to become more efficient, relevant,
productive and competitive;
r. to enter into joint ventures with business and industry for the profitable
development and management of the economic assets of the University, the
proceeds from which shall be used for the development and strengthening
of the same;
s. 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 University;
t. to develop academic arrangements for institution capability building with
appropriate institutions and agencies, public or private, local or foreign, and
to appoint experts/ specialists as consultants, or visiting or exchange
professors, scholars, researchers, as the case may be;
u. to set up the adoption of modern and innovative modes of transmitting
knowledge such as the use of information technology, the dual system,
open-learning, community laboratory, etc., for the promotion of greater
access to higher education;
v. to establish policy guidelines and procedures for participative decision-
making and transparency within the University;
w. to privatize, where most advantageous to the University, management of
non-academic services such as health, food, building, grounds or property
maintenance and such other similar activities; and
x. to extend the term of the president of the University beyond the age of
retirement but not later than the age of seventy (70), whose performance
has been unanimously rated as outstanding and upon unanimous
recommendation of the search committee.
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Article 9. Term of Office. The presidents of the faculty, alumni and student federations
shall be coterminous with their respective terms of office in such capacities in
accordance with their respective Constitution and By-Laws. The prominent
citizens shall serve for a term of two (2) years (Sec 3, RA 9055 & Sec 12, RA8292
IRR).
Article 10. Meetings. The Board of Regents shall regularly convene at least once every
quarter. However, the Chairman of the Board may, upon three (3) days prior
written notice, call a special meeting whenever necessary (sec 8, RA 9055).
Section 1. A quorum of the Board of Regents shall consist of majority of all
members holding office at the time of the meeting. Provided, however,
that the Chairperson of the CHED or the president of the University is
among those present in the meeting (Sec 8, RA 9055).
Section 2. In the absence of the Chairperson of the CHED, a commissioner of the
CHED, duly designated by him, shall represent him in the meetings with
all the rights and responsibilities of a regular member. Provided,
however, that in the said meeting, the president of the University as the
vice Chairperson shall be the presiding officer (Sec 8, RA 9055).
Section 3. The members of the Board shall not receive any salary but they shall be
entitled to reimbursements for actual and necessary expenses incurred,
either in their attendance to meetings of the Board or in connection with
other official business authorized by resolution of the Board, subject to
pertinent existing laws and regulations (Sec 8, RA 9055).
Article 11. Committees
Section 1. The Board of Regents shall create committees as it may deem necessary
for the proper performance of its functions.
Section 2. The president of the University shall be a member of all committees
created by the Board of Regents.
Article 12. Filing of Report. On or before the fifteenth (15th) day of the second month
after the opening of regular classes each year, the President of the University
shall file with the Office of the President of the Republic of the Philippines
through the Chairperson of the CHED, the Senate and House of Representatives
a detailed report on the progress, conditions, and needs of the University.
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Article 13. Composition
Section 1. There shall be an Academic Council with the President of the
University as Chairperson and all members of the instructional staff, with
the rank of not lower than Assistant Professor, as members (Sec 11, RA
9055).
Section 2. The University Secretary shall act as the secretary of the Academic
Council. It shall be his/her duty to issue notices and agenda of meetings
of the Council, keep minutes of its proceedings, and furnish a copy of
the minutes to each member of the Council.
Article 14. Powers
Section 1. The Academic Council shall have the following powers:
a. to prescribe curricular offerings in the University subject to the
approval of the Board of Regents;
b. to fix the requirements for admission to the University, subject to
the approval of the Board of Regents;
c. to fix the requirements for graduation and to confer degrees,
subject to the review and approval of the Board of Regents;
d. to recommend students or others to be recipients of degrees,
honors, and awards;
e. to formulate academic policies, subject to the review and approval
of the Board of Regents;
f. to prescribe the rules and regulations of discipline, subject to the
review and approval of the Board of Regents;
g. to exercise disciplinary power over students through the President
of the University upon the recommendation of the Committee on
Discipline;
h. to express the view of the faculty on matters of general concern;
and
i. to perform such other functions as may be delegated by the Board
of Regents or by the President of the University.
Article 15. Presiding Officer
Section 1. The president of the University shall be the presiding officer of the
Academic Council. In his/her absence, the Vice-President for Academic
Affairs shall preside, or in the absence of both, the Council shall elect a
presiding officer from among themselves after the Secretary of the
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Council shall have convened the members in a meeting.
Article 16. Meetings
Section 1. The Academic Council shall meet once a semester. Special
meetings may be called by the President of the University or upon the
special request of at least one-fifth of the members of the Council.
Section 2. Attendance to all its meeting is required from every member of the
Academic Council.
Section 3. An absence by any member must be explained satisfactorily in
writing within 72 hours after the meeting excluding non-working days to
the Secretary of the Council through the Deans or Academic Heads
concerned.
Section 4. A member who fails to attend the meeting of the Academic Council
without acceptable satisfactory reasons should file the necessary papers
for leave of absence for the day of the meeting. The following are
satisfactory reasons for absences:
a. official leave/travel;
b. accident or illness of faculty and or immediate members of the
family preferably substantiated by appropriate certificates issued
by legitimate issuing officers.
Section 5. Notice of meetings shall be disseminated at least 48 hours
before the scheduled date and time.
Section 6. Proposals to be discussed in the meetings shall be disseminated
to the members of the Council at least 48 hours before the meeting.
Section 7. A simple majority shall determine the quorum of the Academic
Council.
Article 17. Amendments.
Section 1. Amendment, if any, to matters already approved by the Academic
Council shall be subjected for approval by three-fourths (3/4) votes of
the members present in a quorum.
Section 2. The Council members shall be furnished with copies of any proposed
amendment at least 48 hours before the meeting.
Section 3. Amendments referred back by the Board of Regents for review or
modification shall be acted upon as part of new business and not as an
amendment.
Article 18. Committees
Section 1. The Academic Council may create such committees as it may deem
necessary.
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Article 19. Composition
Section 1. There shall be an Administrative Council consisting of the President of
the University as Chairperson, the Vice-Presidents, the University
Secretary, Deans, Directors and other officials of equal rank as
members (Sec 10, RA 9055).
Section 2. The University Secretary shall be the secretary of the Administrative
Council who shall disseminate the notice and agenda of meetings.
Article 20. Duties
Section 1. The Administrative Council shall review and recommend to the Board of
Regents policies governing the administration, management and
development planning of the University for appropriate action (Sec 10,
RA 9055).
Section 2. The specific duties of the Administrative Council are as follows:
a. to serve as an advisory body to the President of the University on
official matters;
b. to serve as a coordinating committee for the various committees
of the University for more effective performance of functions and
attainment of ends;
c. to decide on disciplinary cases in accordance with the rules of
discipline promulgated by the Academic Council and the existing
Civil Service rules and regulations;
d. to act as a committee on all matters not covered by other
committees of the University; and
e. to formulate administrative policies, subject to the review and
approval of the Board of Regents.
Article 21. Meetings
Section 1. A meeting of the Administrative Council shall be called by the
President of the University, or the Officer-in-charge, or upon the request
of the majority of all the members of the Council.
Section 2. The quorum shall be a simple majority of all the members of the Council.
Article 22. Committees
Section 1. The Administrative Council may create such committees as it may deem
necessary.
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Article 23. University Officers
Section 1. The Officers of Administration of the University shall be the President,
Vice Presidents, Board/University Secretary, Executive Directors, Deans,
Directors and other Administrative Heads.
Article 24. The Administration
Section 1. The University shall be headed by a President who shall render full-time
service. He/she shall be appointed by the Board of Regents upon the
recommendation of a duly constituted search committee. He/she shall
hold office for a term of four (4) years, extendible only for another four
(4) years (Sec 9, RA 9055).
Section 2. The President of the University shall be assisted by the Vice President for
Administration, Vice President for Academic Affairs, Vice President for
Research and Extension and Vice President for Resource Generation who
shall be appointed/designated by the Board of Regents upon the
former’s recommendation.
Section 3. In case of vacancy in the office of the President by reason of death,
compulsory retirement, resignation, removal for cause or incapacity of
the President to perform the functions of his/her office, the Board of
Regents shall have the authority to designate an officer-in-charge
pending the appointment of a new president .
Section 4. In case of vacancy in the office of the President of the University as
mentioned in Section 3, his/her successor shall hold office for the
unexpired term. If the successor shall serve for a period of more than
two (2) years, then such shall be considered as one full term for the
successor .
Section 5. Should the term of office of the President of the University expire before
he reaches retirement age, he/she shall be given the professorial rank
based on his/her NBC 461 print-out.
Article 25. Qualifications of the University President
Section 1. The President of the University shall be holder of any doctorate degree
or its equivalent. He/she shall have at least five (5) years of very
satisfactory administrative and supervisory performance and experience
in an institution of higher learning.
Article 26. Powers and Duties of the University President
Section 1. The powers and duties of the President of the University in addition to
those specifically provided in RA 9055, shall be those usually pertaining
to the Office of the President of a similar university and those delegated
by the Board of Regents.
Section 2. The specific powers and duties of the President of the University are as follows:
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a. carries out the general policies laid down by the Board and
shall have the power to act within the limits of the said policies.
He/she shall have the powers to exclusively direct and assign
the details of executive action;
b. determines the agenda of all meetings of the Board, Academic
Council, and Administrative Council. Provided, however, that any
member of the Board or of the Council is entitled to have any
pertinent matter included in the agenda upon written request;
c. recommends for appointment/designation to the Board,
qualified persons to fill vacancies and new positions under the
terms and conditions laid down by the Board and the Civil
Service Commission;
d. holds general responsibility for the maintenance of high
academic standards and the enforcement of discipline in the
University;
e. presides at commencement and other public exercises of the
University and confer such degrees and honors as granted by
the Board. All diplomas and certificates issued by the University
at the regular commencement exercises shall be signed by him/
her, Dean, Board and University Secretary and University
Registrar;
f. acts as the official link between the academic and non-
academic staff and students of the University on one hand and
the Board on the other;
g. exercises such powers and functions as delegated to him/her or
as authorized by the Board. The President shall inform the
Board of any action taken by him/her in accordance with his/her
power and duty;
h. approves request for change of the leave status of any
member of the academic staff from teacher’s leave to
cumulative leave or vice-versa subject to policies approved by
the Board;
i. holds the members of the academic and non-academic staff to
the full discharge of their duties, and if the exigency of the
service demands, shall, after consultation with the Vice
President, Directors, Deans or Units Head concerned, initiate the
necessary proceedings for separation from the service of any of
them;
j. submits an annual report to the Board on the performance of
the University in the preceding fiscal year and the needs of the
next year not later than ninety (90) days after the end of the
academic year;
k. prepares and present to the Board the annual budget of the
University;
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l. reviews, modifies or disapproves any action or resolution of any
body in the University if, in his judgment, the larger interest of
the University so requires. Should such power be exercised, he/
she shall communicate his/her decision in writing to the body
concerned, stating therein the reasons for the action; thereafter,
he/she shall inform the Board which body may subsequently
take any action deemed appropriate in connection therewith;
m. receives all notices for the Board, endorses the same for
inclusion in the immediately following Board meeting;
n. delegates presidential functions to any officer or officers or
office in accordance with the rules prescribed by the Board;
o. supervises all academic, business and financial operations of
the University;
p. signs in behalf of the University all contracts, deeds and other
instruments necessary for the proper conduct of the University;
however, in regularly recurring undertakings and transactions
where action is virtually ministerial, the conditions and terms
therefore having been fixed by the University budget, and by
existing regulations and general laws, the President may direct
in writing, officers to sign such documents, subject to
safeguards that the President may impose; and
q. reorganizes the University subject to the provisions of its
Charter and other applicable laws. That is, he/she has the power
to create and abolish new colleges, offices, units or reorganize
them; and transfer offices or units with due respect to security
of tenure of all employees in accordance with existing laws and
Civil Services Rules and Regulations, subject to the approval of
the Board;
r. designates a Vice President and /or a ranking officer to act as
Officer-In-Charge who shall carry out routine management of
the University in his/her name and in accordance to his/her
instructions and the policies of the Board in case of his brief
absence or official travel;
s. invites from time to time, scholars of eminence, and other
persons who have achieved distinction in some learned
profession or career, to deliver a lecture or a series, thereof.
t. recommends to the Board fixed and revised rates of honoraria
or allowances for personnel appointed to basic positions on
additional or special assignments, unless otherwise provided by
existing laws.
Article 27. The Vice President for Administration
Section 1. The Vice President for Administration shall be appointed/
designated by the Board of Regents upon the recommendation of the
President of the University. He/she shall be a holder of at least a
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master’s degree in a related field and shall have at least a very
satisfactory administrative and supervisory performance and experience
of at least five (5) years in an institution of higher learning preferably
from ASU.
Section 2. The Vice President for Administration shall be directly responsible to the
President of the University. He/she shall have a term of two (2) years
without prejudice to redesignation/reappointment for another two (2)
years or until he/she reaches retirement which comes first. However, the
designation/appointment could be withdrawn anytime for cause.
Article 28. Duties of the Vice President for Administration
Section 1. He/she shall coordinate with the President of the University and the
other Vice President on matters related to the operation of the
University.
Section 2. He/she shall have supervision over all offices and support services under
him as reflected in the organizational structure of the University.
Section 3. Other specific duties of the Vice President for Administration are as
follows:
a. serves as deputy of the ASU President and performs functions
that the later or the Board of Regents may assign to him/her;
b. assists the ASU President in the administration of the university
and sourcing donations and grant-in-aid for the support of
scholarships and development of school facilities;
c. recommends to the ASU President the allocation of funds for
administrative, resource generation, and auxiliary operations in
consultation with the Directors of Administrative Services,
Finance services, Physical Plant Development services, and
Auxiliary Services;
d. ascertains that actual expenditures are in accordance with the
authorized appropriations and allotments in the Offices following
the government accounting and auditing rules and regulations;
e. certifies the disbursement vouchers that expenses/advances are
necessary, lawful and incurred under his/her direct supervision;
f. supervises the operations of the Administrative Services, Finance
Services, and Physical Plant Development and Management, and
Security Services.
g. provides administrative support to the Executive Directors,
Deans, Directors and Units Heads of the University to attain the
goals and objectives of their respective schools /college/units to
realize the shared vision for the University;
h. provides effective liaison between the University and the
community, other educational institutions, agencies, and
organizations of the Local Government units; and
i. prepares and submits periodic reports to the ASU President for
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submission to the other Board of Regents, DBM, COA, Congress
and other government agencies.
Article 29. The Vice President for Academic Affairs
Section 1. The Vice President for Academic Affairs shall be designated by the Board
of Regents upon the recommendation of the President of the University.
He/she shall be a holder of a doctorate degree in a related field and
shall have at least a very satisfactory administrative and supervisory
performance and experience of at least five (5) years in an institution of
higher learning preferably from ASU.
Section 2. The Vice President for Academic Affairs shall be directly responsible to
the President. He/she shall serve for a term of two (2) years without
prejudice to re-designation/re-appointment for another two (2) years or
until he/she reaches retirement age whenever comes first. However, the
designation/appointment could be withdrawn anytime for a cause.
Article 30. Duties of the Vice President for Academic Affairs
Section 1. To coordinate with the President of the University and other Vice
Presidents regarding the academic programs of the University.
Section 2. To provide effective liaison between the University and the academic
community both local, national and international.
Section 3. To initiate and undertake activities that should keep the University
updated with recent developments in the academic affairs.
Section 4. The specific duties of the Vice-President for Academic Affairs are as
follows:
a. serves as deputy of the ASU President on academic affairs;
b. supervises the personnel, budget and expenditures, and
annual procurement planning, and recommends to the
Office of the University President the allocation of funds and
personnel appointment for the offices of National Service
Training Program (NSTP), Admission and Registrarship,
Student Affairs, Library and Information Services, and
Curriculum and Instruction Development under his
supervision;
c. ascertains that actual expenditures are in accordance with the
authorized appropriation on allotments in the offices of the
Academic Affairs following the government accounting and
auditing rules and regulations;
d. certifies the disbursement voucher that expenses/advances
are necessary, lawful and incurred by the offices of NSTP,
Admission and Registrarship, Student Affairs, Library and
Information Services; and Curriculum and instruction
Development;
e. coordinates with the Vice Presidents, Campus Heads, Deans,
Directors and Unit Heads regarding Curriculum, and
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Instruction Development, Student Affairs, Admission and
Registrarship, Library and Information Services Programs of
the University;
f. provides effective liaison between the university and
community, other educational institutions, government and
non-government organizations, foundations etc., on
academic affairs;
g. reviews and assigns faculty workloads in coordination with
the Deans and Executive Directors in all campuses/degree
granting Units of the University;
h. prepares schedules of classes in all campuses/Degree
Granting Units in coordination with the Campus Heads,
Deans, and Registrars of the University;
i. prepares classroom assignments and utilization of classrooms
laboratory facilities, and other academic activities of the
University in coordination with Campus Heads and Deans;
j. prepares and implements the approved academic calendar
of the university, and recommends necessary changes/
amendments in consultation with the academic units of the
university to the Office of the University President;
k. initiates activities that shall keep the university abreast with
recent development in instruction, research, extension, and
production;
l. prepares and pursue programs for faculty and staff
development;
m. assists the President in sourcing donations and grants-in –
aid and income generation initiatives for the support of
scholarship and development of the students, faculty and
staff;
n. conduct meetings/ conferences/ training workshops/
seminars in coordination with the President, Vice President,
Campus Heads, Deans, Directors and other Unit Heads
regarding the planning, implementation, monitoring and
evaluation of academic programs of the university; and
o. performs other functions that the ASU President or Board of
Regents may assign;
Article 31. The Vice President for Research and Extension
Section 1. The Vice President for Research and Extension is directly responsible to
the President of the University. He/she shall serve for a term of two (2)
years without prejudice to re-designation for another two (2) years or
until he/she reaches retirement age whichever comes first. However, the
designation/appointment could be withdrawn anytime for a cause.
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Article 32. Duties of the Vice President for Research and Extension
Section 1. Coordinates with the President of the University and other Vice
Presidents regarding the research, extension, Information
Communication Technology and Training programs of the University.
Section 2. Provides effective liaison between the University and the research and
extension community both local, national and international.
Section 3. Initiates and undertakes activities that should keep the University
updated with recent developments in the research and extension affairs.
Section 4. The specific duties of the Vice President for Research and Extension are
as follows:
a. serves as deputy of the ASU President on research and extension;
b. supervises the personnel, budget and expenditures, and annual
procurement planning, and recommends to the office of the
University President the allocation of funds and personnel
appointments for the offices of Research and Development
Services, Extension and Community Services, Training Services
and Information and communication Services;
c. ascertains that actual expenditures are in accordance with the
authorized appropriations on allotments in the offices under the
Office of the Research and Extension following the government
accounting and auditing rules and regulations;
d. certifies the disbursement voucher that expenses/advances are
necessary, lawful, and incurred by the offices of Research and
Development Services, Extension and Community Services,
Training Services and Information Communication Technology
Services under his/her direct supervision;
e. coordinates with the Vice Presidents, Dean, Directors and Units
Heads regarding Research and Development Services, Extension
and Community Services, Training Services and Information and
Communication Technology Services of the University;
f. provides effective liaison between the university and community,
and other educational institutions, government and non-
government organizations, foundations, research and training
institutions;
g. conduct In-house research and extension reviews, trainings,
and initiates activities that shall keep the university abreast with
recent development in instruction, research, extension, and
production;
h. prepares and pursue programs for staff continuing development;
i. assists the President in sourcing donations and grants-in-aid
and income generation initiatives for the support of research
and development, extension and community services, training,
and information and communication technology programs;
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j. conduct meetings/conferences/trainings/ workshops/seminars
in coordination with the President, Vice Presidents, Executive
Directors, Deans, Directors and other unit heads regarding the
planning, implementation and Communication Development
Programs of the University; and
k. performs other function that the ASU President or Board of
Regents may assign.
Article 33. The Vice President for Resource Generation
Section 1. The Vice President for Resource Generation shall be designated by the
Board of Regents upon the recommendation of the University President.
He/she shall be a holder of at least a master’s degree in a related field
and shall have at least a very satisfactory administrative and supervisory
performance and experience of at least five (5) years in an institution of
higher learning preferably from ASU.
Section 2. The Vice President for Resource Generation is directly responsible to the
President of the University. He shall serve for a term of two (2) years
without prejudice to re-designation another two (2) years or until he
reaches retirement age whichever comes first. However, the
designation/appointment could be withdrawn anytime for a cause.
Article 34. Duties of the Vice President for Resource Generation
Section 1. Coordinates with the President of the University and other Vice
Presidents regarding the resource generation activities and programs of
the University.
Section 2. Make plans, initiate and undertake activities to generate resources for
the University.
Section 3. The specific duties of the Vice President for Resource Generation are as
follows:
a. exercises direct supervision and control over all offices and
services under him as reflected in the organizational structure of
the University;
b. initiates, reviews and develops proposals and guidelines on
income generating projects consistent with the available
resources of the different units of the University;
c. make plans, coordinate and direct the resource generation
activities and programs with the different resource generation
units of the University;
d. formulates, develops and evaluates resource generation policies
and standards for the University;
e. assists the President of the University in linkaging and resourcing
efforts through preparation of proposals, business plans or
special project to support the resource generation of the
University;
f. coordinates, consolidates and prepares report on the resource
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generation activities and programs of the University; and
g. performs such other functions that maybe delegated by the
President of the University.
Article 35. The University and Board Secretary
Section 1. The Board of Regents shall appoint a Secretary who shall serve as such
for both the Board and the University and shall keep all records and
proceedings of the Board. He/she shall communicate to each member
of the Board notice of meetings.
Section 2. The University and Board Secretary is the Chief Custodian of the Seal of
the University. As such, he/she shall oversee the production and
issuance of important documents of the Governing Board and shall affix
the Seal of the University thereon.
Section 3. The specific duties of the Board Secretary are as follows:
a. directly responsible to the Board of Regents;
b. consults with the Board of Regents as regards University
concerns;
c. provides liaison between/among the Board, the University
President and the rest of the ASU Community;
d. signs Board-approved resolutions and other documents together
with the Chairperson of the Board and the President;
e. issues calls and notices for Board Meetings in consultation with
the Chairman of the Board and the President of the University;
f. prepares the Agenda of Board Meetings, in consultation with the
President;
g. prepares the Minutes of Meetings of the Board;
h. Issues Excerpts of Minutes or Certifications on actions of the
Board;
i. prepares Referenda for action of the Board on matters of
immediate importance, in consultation with the Chairman of the
Board and/or the President;
j. maintains an Inventory of Board Resolutions;
k. oversees all committees created by the Board;
l. coordinates the activities of the Board;
m. maintains the Directory of the Board of Regents;
n. oversees the BOR Archives Office, specifically for the repository
of data relating to the governance body;
o. attends trainings, conferences, seminars and meetings pertinent
to University concerns; and
p. performs other function that the Board of Regents may assign.
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Section 4. The specific functions of the University Secretary are as follows:
a. directly responsible to the President;
b. consults with the President of the University as regards University
concern;
c. coordinates with the Other Officials of the University as regards
University matters;
d. signs important academic documents such as diplomas and/or
certificates of graduation together with the President and the
Deans; and affix the Seal of the University thereon;
e. represents the Office in the Administrative Council and Other
Councils;
f. represents the Office in the Faculty and Staff Development
Committee (FSDC), PRAISE and other Committees;
g. heads the Secretariat of the Administrative Council;
h. heads the Secretariat of the Academic Council;
i. prepares and recommends to the University President the
budget and annual procurement plan of the Office of the
University and Board Secretary;
j. supervises and administers the personnel assigned in the Office
of the University and Board Secretary;
k. oversees the Ceremonies Department/Unit/Committee for the
University-wide convocations, including investitures; and
l. attends to other matters that the University President may
delegate.
Article 36. The Executive Director
Section 1. The Executive Director of the Campus of the University shall be
designated/ appointed by the Board of Regents upon the
recommendation of the President of the University. He/she shall be
designated for two (2) years without prejudice to renewal for another
two (2) years. However, the designation/ appointment could be
withdrawn anytime for a cause;
Section 2. The Executive Director is directly responsible to the President of the
University. He/she shall exercise control and general supervision,
direction, evaluation and coordination of the instruction, research,
extension, production and other operations and activities of the
respective School/College/Academic Unit.
Section 3. The specific functions of the Executive Director are as follows:
a. plans, supervises and implements curricular offerings/programs
and activities of the Campus assignment;
b. directs the Dean to conduct periodic review and revision of
academic programs;
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c. direct the Dean to initiate the development and evaluation of
course studies, syllabi, modules and other instructional materials;
d. direct the Dean to assign the subject/academic loads of faculty
members;
e. defines appropriate program/project of supervision of the
different departments/units;
f. prepares and recommends to the University President the faculty
and staff development plan of the College;
g. recommends to the University President the designation/
transfer/termination of faculty and staff member of the College/
School/Academic Unit;
h. recommends to the University President or his authorized
representative the authority to travel outside Aklan of the faculty
and staff;
i. approves, monitors and evaluates the Daily Time Records and
Locator Slips of Deans and unit Heads.
j. supervises, evaluates and recommends to the University
President the performance of the Dean and non-teaching
personnel;
k. coordinates with the Offices of the Vice President for Academic
Affairs, Student Affairs, Admissions and Registrarship and other
offices concerns in the admission, registration, transfer for
credits, scholarship and other related activities of the students;
l. supervises jurisdiction over disciplinary cases involving the
personnel and students within the limits of the rules prescribed
by the University;
m. prepares and recommends to the University President the
budget proposal of the College/school/academic Unit;
n. administers the use and disbursement of allotted funds for the
Campus for the construction, repair/rehabilitation/maintenance
of school buildings, library facilities and vehicles as well as the
procurement of equipment, supplies and materials and services
within the limit approved by the University President;
o. approves voucher and sign checks for payment of services and
supplies and materials of not more than Fifty Thousand Pesos (P
50,000.00) for every financial transactions including approved
contract with government and private agencies/organizations;
p. approves voucher and signs checks for mandatory payment of
services rendered with initialed from the Finance officer; and
q. performs such other duties as maybe assigned by the University
President.
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Article 37. The Deans
Section 1. A Dean of the school/ college or academic unit of the University shall be
designated/ appointed by the Board of Regents upon the
recommendation of the President of the University. He/she shall be
designated for two (2) years without prejudice to renewal for another
two (2) years. However, the designation/ appointment could be
withdrawn anytime for a cause.
Section 2. The Dean is directly responsible to the President of the University. He/
she shall exercise control and general supervision, direction, evaluation
and coordination of the instruction, research, extension, production and
other operations and activities of the respective school/college/
academic unit.
Section 3. The specific functions of the Dean are as follows:
a. confers, coordinates and cooperates with other Academic and
non-academic units of the University, other training institutions,
study centers and agencies;
b. provides leadership in the development of curriculum materials
and promotion of research, extension and production function of
the academic unit;
c. prepares the program of expenditures and recommends budget
appropriations for the needs, projects, and programs of the
academic unit;
d. recommends for appropriate actions the faculty official requests;
e. exercises supervision and control over the official activities of
faculty and students of the academic unit;
f. coordinates with the Vice President of the University any
activities related to the functions of the academic unit; and
g. recommends to the University President or his authorized
representatives the authority to travel of faculty and staff
members.
h. Approves, monitors, and evaluates the Daily Time Records and
Locator Slips of faculty and staff members.
i. Performs such other functions which higher authorities may
assign.
Article 38. The Director of Research and Development Services
Section 1. The Director of Research and Development Services shall be
designated/appointed by the Board of Regents upon the
recommendation of the President. He/she shall be designated for a
term of two (2) years without prejudice to renewal for another two (2)
years. However, the designation/appointment could be withdrawn
anytime for cause.
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Section 2. The Director of Research and Development Services is directly
responsible to the Vice President for Research and Extension.
Section 3. The functions of the Director for Research and Development Services are
as follows:
a. initiates and supervises the planning, implementation and
evaluation of new and existing activities, projects, programs
approved by the Board of Regents;
b. initiates and undertakes activities that shall keep the University
abreast with recent development in research;
c. supervises and administers the personnel assigned in the
Research and Development Services;
d. assist the Vice President for Research and Extension in the
formulation of policies and guidelines for the operation of the
Office;
e. prepares the budget, expenditures and annual procurement of
the Office; and shall represent the Office in the Administrative
Council/ Executive Meetings/Conferences;
f. provides effective liaison between the University and
Community, other educational institutions, organizations and
foundations, and local government units (LGUs);
g. sources out Funds from donations and grants–in–aid for the
support of the research activities of university;
h. initiates and innovates efficient research delivery system to
transfer technologies to the community;
i. chairs the R&D coordinators of schools/colleges/units of the
University;
j. ascertains that the actual expenditures are in accordance with
the authorized appropriation or allotments;
k. prepares and submit periodic reports;
l. designs and conducts in-house review/training on matters
related to research;
m. recommends the use and disbursement of funds allotted to RDS
under his/her direct supervision for approval; and
n. do other functions that the President or the Board of Regents
may assign.
Section 5. There shall be the University Research and Extension Council (UREC)
composed of the Vice President for Research and Extension as
Chairperson, the Directors of Research and Extension as Co-Chair and
two (2) members each from the Academic Units of the University
endorsed by their respective heads.
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Article 39. The Director of Extension and Community Services
Section 1. The Director of Extension and Community Services shall be designated
by the Board of Regents upon the recommendation of the President.
He/she shall be designated for a term of two (2) years without prejudice
to renewal for another two (2) years. However, the designation/
appointment could be withdrawn anytime for a cause.
Section 2. The Director for Extension and Community Services is directly
responsible to the Vice President for Research and Extension.
Section 3. The functions of the Director for Extension and Community Services are
as follows:
a. initiates and supervises the planning, implementing, monitoring
and evaluating of new and existing activities, projects, and
programs approved by the Board of Regents;
b. initiates and undertakes activities that shall keep the university
abreast with recent development in extension;
c. supervises and administers the personnel assigned in the
Extension and Community Services;
d. assist the Vice President for Research and Extension in the
formulation of policies and guidelines for the operation of the
office;
e. prepares the budget, expenditures and annual procurement
plan of the Office, and shall represent the Office in the
Administrative Council/Executive Meetings/Conferences;
f. provides effective liaison between the University and community,
other educational institutions, organizations and foundations,
and local government units (LGUs);
g. source out funds from donations and grants-in-aid for the
support of the extension activities of University;
h. initiates and innovates efficient extension delivery system to
transfer technologies to the community;
i. ascertains that actual expenditures are in accordance with the
authorized appropriations of allotments;
j. prepares and submit periodic reports;
k. designs and conducts, in-house reviews, livelihood and
professional trainings in the dissemination of technologies;
l. recommends the use and disbursement of funds allocated to ECS
under her direct supervision for approval; and
m. do other functions that the President or The Board of Regents
may assign.
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Article 40. The Director of Training Services
Section 1. The Director of Training Services shall be designated/appointed by the
Board of Regents upon the recommendation of the President. He/she
shall be designated for a term of two (2) years without prejudice to
renewal for another two(2) years. However, the designation/
appointment could be withdrawn anytime for a cause.
Section 2. The Director for Training Services is directly responsible to the Vice
President for Research and Extension.
Section 3. The functions of the Director for Training Services are as follows:
a. provides overall administration and management of personnel,
financial, equipment and facilities of the Training Services Unit;
b. provides leadership in program planning and implementation of
various training programs and services, and capacity building
activities of the University;
c. leads in the preparation of annual budget, manpower and
material requirements;
d. coordinates various colleges/schools, academic and service
centers of the University so to have need based and multi
sectoral training programs;
e. establishes linkages in the development of training service
prototypes, implements special trainings courses and secures
financial support;
f. spearheads in the formulation and adoption of training service
handbook, courseware’s and manuals;
g. prepares and submits quarterly and annual reports to the
President thru the VP for Research and Extension; and
h. performs other duties as directed by the President and higher
authorities.
Article 41. The Director of Information and Communication Technology Services
Section 1. The Director of Information and communication Technology Services
shall be designated/ appointed by the Board of Regents upon the
recommendation of the President. He/she shall be designated for two
(2) years without prejudice to renewal for another two (2) years.
However, the designation/appointment could be withdrawn anytime for
a cause.
Section 2. The Director of Information and Communication Technology Services is
directly responsible to the Vice President for Research and Extension.
Section 3. The functions of the Director of Information and Communication and
Technology Servicers are as follows:
a. prepares and submit plan and budget of the Aklan State
University – Information Communication Technology to the
President and for resourcing of funding;
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b. coordinates with Vice Presidents, Executive Directors, Directors,
Deans and Department Heads in setting up the ICT center
connecting it to the different departments, offices and campuses;
c. oversees and supervise the implementation of the ICT
Development Plan;
d. Facilitates the activities of external experts and consultant to
assist the ICT Staff, develop infrastructure design, Local Area
Network, Wide Area Network, Internet Café, Virtual Classrooms
and University Website
e. develops guidelines and procedures to integrate electronic
multimedia materials in instruction, research, extension and
production programs of the University;
f. creates and introduces programs, policies and procedures
regarding the efficient, effective and sustainable operations of
ICT facilities; and
g. develops project proposal for fund resource generation to put
up the ICT Center;
h. identifies potential faculty and assist them to build the capability
of the Aklan State University to implement the e- Commerce and
E-Governance;
i. directs, supervises and monitors the activities of ICT staff to
implement E-Learning and E-Commerce programs of the
university;
j. attends seminars and conferences to upgrade knowledge for
building the Aklan State University’s capability to integrate
curricular programs with information technology;
k. participates in administrative and council meetings, and update
information posted in the University’s Website;
l. identifies issues and problems that need attention to improve
services of the ICT Center;
m. conducts short-term training and workshop to enhance faculty
and students skills using ICT facilities such as Internet Café,
Virtual Classrooms and Electronic Multimedia Teaching Materials;
n. conducts inventory of ICT facilities, and submit monthly and
annual reports;
o. recommends the use and disbursement of funds allotted to ICT
Center under his/her direct supervision for approval; and
p. performs other duties as directed by the President and higher
authorities.
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Article 42. The Director of Student Affairs
Section 1. The Director of Student Affairs shall be designated/appointed by the
Board of Regents upon the recommendation of the President. He/she
shall be designated for a term of two (2) years without prejudice to
renewal for another two (2) years. However, the designation/
appointment could be withdrawn anytime for a cause.
Section 2. The Director of Student Affairs is directly responsible to the Vice
President for Academic Affairs.
Section 3. The functions of the Director for Student Affairs are as follows:
a. assists the President in the formulation and implementation of
policies relating to student welfare;
b. helps the University in setting up a well-balanced program of
student admission and retention;
c. plans /supervises students affairs and services related to: Student
Personnel Development Program, Organizational Structure of
Student Personnel Services, Budget for Student Personnel
Services and Guidance Programs, Placement Services, Records
Job Opportunities, Student Loans/Financial Assistance, Student
Trainings, Medical/Dental and others;
d. initiates the conduct of co-curricular programs;
e. sets accreditation policies on campus organization and keeps a
directory of corresponding faculty advisers;
f. recommends the use and disbursement of allotted funds for OSA
under his direct supervision for approval; and
g. to performs such other functions that may be assigned by the
Vice President for Academic Affairs and or the President of the
University.
Article 43. The Director of Admission and Registrarship
Section 1. The Director of Admission and Registrarship is directly responsible to
the Vice President for Academic Affairs. He/she shall be responsible for
the implementation of the admission policies of the Academic Units of
the University and maintain systematic filling and safekeeping of
academic records and the issuance of these when needed.
Section 2. He shall supervise the Offices of Registrar in the University and
introduce systems that would promote the efficiency and effectiveness
of the office.
Section 3. The functions of the Director of Admission and Registrarship:
a. prepares budget and annual procurement plan of the office and
shall represent the Office in academic/administrative council
meetings/conferences;
b. chairs Registrar ‘s and School/College Secretary with regards to
admission and registrarship;
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c. assists the Vice President for Academic Affairs in the formulation,
and implementation of policies and guidelines in the admission
and registrarship programs in coordination with the Deans/
Directors and heads of concerned units;
d. establishes automated and digital admission and registrarship,
network among the schools/colleges of the University for easy
access data banking and retrieval of information such as issuance
of the transcript of records, certification, authentication, and
verification of students credentials;
e. ascertains that actual revenue collection and expenditures of the
office are in accordance as the authorized appropriations and
allotment following the government accounting and auditing
rules and regulations;
f. assists the Vice President to source funds from donations and
grants-in-aid for the support activities of the University; and
g. to perform such other functions that maybe assigned by the Vice
President for Academic Affairs and or the President of the
University
Article 44. The Director of Curriculum and Instruction
Section 1. The Director of Curriculum and Instruction shall be designated by the
Board of Regents upon the recommendation of the President of the
University. He/she shall be designated for a term of two (2) years
without prejudice to renewal for another two (2) years. However, the
designation/appointment could be withdrawn anytime for cause.
Section 2. The Director for Curriculum and Instruction is directly responsible to the
Vice President for Academic Affairs.
Section 3. He shall assist the Vice President for Academic Affairs in the
development and evaluation of the curriculum, coordination and
monitoring of instruction and other academic activities of the different
academic units in the University.
Section 4. The functions of the Director of Curriculum and Instruction are the
following:
a. assists the Vice President for Academic Affairs in the review,
revision and evaluation of the curriculum and instructional
programs;
b. formulate policies and guidelines in the review, revision and
implementation of the curriculum and instructional programs of
the University in coordination with the Vice President, Dean,
Executive Directors and other heads of units;
c. initiates, formulates and supervises the planning, monitoring and
evaluation in the implementation of the Curriculum and
instructional programs of the University in coordination with the
Vice Presidents, Deans, Executive Directors and other heads of
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units;
d. chairs the University Curriculum and Instructional Coordinators
and Committees;
e. prepares budget and annual procurement plan of the Office and
shall represent the office in the Administrative Council/Executive
Meetings;
f. recommends the use and disbursement of funds allotted to
Curriculum and Instruction under his/her direct supervision for
approval; and
g. do such other functions that may be assigned by the Vice
President for Academic Affairs and or the President of the
University.
Article 45. The Director of Library
Section 1. The Director for Library shall be designated/ appointed by the Board of
Regents upon the recommendation of the President. He/she shall be
designated for two (2) years without prejudice to renewal for another
two (2) years. However, the designation/appointment could be
withdrawn anytime for a cause.
Section 2. The Director for Library is directly responsible to the Vice President for
Academic Affairs.
Section 3. The functions of the Director of Library and Information Technology
are the following:
a. assists the Vice President for Academic Affairs in the formulation
of policies and guidelines in operation of the Library;
b. represents the office in the Administrative Council Meetings;
c. prepares budget and annual procurement plan of the Office and
affixes initials to ascertain that the actual expenditures are in
accordance with the authorized appropriations or allotments;
d. coordinates the planning, monitoring and implementing of the
projects and programs in all schools/colleges/units of the
University in coordination with the Deans, Directors and Unit
Heads.
e. prepares periodic reports to be submitted to the Vice Presidents
for Academic Affairs who shall recommend to the Office of the
University President for approval;
f. supervises, monitors and evaluates the personnel assigned in the
office;
g. establishes the computerization program and electronic
networking of the library and reading centers of the schools/
colleges/centers of the University and formulate guidelines for its
operation;
h. recommends the use and disbursement of funds allotted to the
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Library under his direct supervision for approval; and
i. performs such other functions that may be assigned by the Vice
President for Academic Affairs and or by the President of the
University.
Article 46. The Director of National Service Training Program
Section 1. The Director of National Service Training Program shall be designated/
appointed by the Board of Regents upon the recommendation of the
President. He/she shall be designated for two (2) years without
prejudice to renewal for another two (2) years. However, the
designation/appointment could be withdrawn anytime for a cause.
Section 2. The Director of National Service Training Program is directly responsible
to the Vice President for Academic Affairs.
Section 3. The functions of the Director of National Service Training Program are
as follows:
a. represents the department in the exercise of academic and
administrative supervision in the design, formulation, adoption
and implementation of the different NSTP components offered in
the University.
b. prepares and submit periodic reports to CHED, TESDA and DND
(through the Major Service Command) in consonance with R.A.
9163 (Sec. 8, para d);
c. recommends to the Board of Regents thru the Office of Budget
Planning and Development for programs and activities including
facilities for the effective and efficient implementation of the
program;
d. coordinates with other offices on matters relating to NSTP for
final actions and approval prior to implementation of all
concerned offices and agencies; and
e. performs other duties for effective and efficient implementation
of the National Service Training Program as needed.
Article 47. The Director of Administrative Services
Section 1. The Director of Administrative Services shall be designated by the
Board of Regents upon the recommendation of the President. He/she
shall be designated for two (2) years without prejudice to renewal for
another two (2) years. However, the designation could be withdrawn
anytime for cause.
Section 2. The Director of Administrative Services is directly responsible to the Vice
President for Administration.
Section 3. The functions of the Director of Administrative Services are as follows:
a. supervises, monitors and evaluates the operations and personnel
of the Human Resource and Management Office, Records Office,
Supply Office, General Services, and Security Services for efficient
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delivery of services to all units of the University;
b. ascertains and certifies that actual expenditures of the Offices/
services under his/her supervision are necessary and in
accordance with authorized appropriations and allotments
following the government accounting and auditing rules and
regulations;
c. provides administrative support services to all units of the
University to attain the goals and objectives of these units;
d. provides effective liaison among the University units, and
between the community , other educational institutions and
government and non-government organizations;
e. prepares and plans budgetary allocations of the units under his/
her direct supervision;
f. prepares and submit periodic reports to the Vice President for
Administration for submission to the BOR, CSC, DBM, Congress
and other government instrumentalities;
g. formulates policies and guidelines for approval regarding the
operation of the Offices under his/her direct supervision;
h. supervises the Management Information System (MIS) of the
Administrative Services units;
i. represents the Administrative Services Units in the Administrative
and Academic Council official meetings and conferences within
and outside the University; and
j. performs such other functions as may be assigned by the Vice
President for Administration or the President of the University.
Article 48. The Director of Finance Services
Section 1. The Director of Finance Services shall be designated/appointed by the
Board of Regents upon the recommendation of the President. He/she
shall be designated for two (2) years without prejudice to renewal for
another two (2 years. However, the designation/ appointment could be
withdrawn anytime for a cause.
Section 2. The Director of Finance Services is directly responsible to the Vice
President for Administration.
Section 3. The functions of the Director of Finance Services are as follows:
a. recommends policies for the improvement and direction of the
financial service functions of the University;
b. develops policies and procedural guidelines for uniform
application of the University towards the attainment of effective,
efficient, economical and work-simplified targets of the financial
services unit;
c. evaluates the outcomes and make adjustments in the Finance
and Management System;
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d. reviews, consolidates and submit monthly trial balances of the
different accounts and other accountability reports for
submission to concerned offices;
e. reviews, consolidate and submit year end financial reports for
submission to DBM, COA and GAFMIS and others;
f. attends ADCO meetings, FSDC meetings, PRAISE Committee
meetings, Executive meetings and budget hearings;
g. coordinates and assists the Vice Presidents, Executive Directors,
Deans, Directors and Unit Heads in the preparation of budget
estimates and/or budget proposals;
h. supervises the work of the accounting and budget offices; and
i. performs such other functions as may be assigned by the Vice
President for Administration or the President of the University.
Article 49. The Director of Physical Plant Development Services
Section 1. The Director of Physical Plant Development Services shall be
designated/ appointed by the Board of Regents upon the
recommendation of the President. He/she shall be designated for two
(2) years without prejudice to renewal for another two (2) years.
However, the designation/ appointment could be withdrawn anytime for
a cause.
Section 2. The Director of Physical Plant Development Services is directly
responsible to the Vice President for Administration.
Section 3. The functions of the Director of Physical Plant Development Services
are the following:
a. prepares budget and annual procurement plan of the Office and
shall represent the Office in the Administrative Council/Executive
Meetings;
b. supervises the planning, monitoring and implementing of the
approved projects and programs including repair/rehabilitation
and construction of buildings, roads, etc. in all campuses of the
University in coordination with the Executive Directors/Campus
Heads. The periodic reports shall be submitted directly to the
Office of Vice President for Administration, who shall
recommend to the Office of the University President for
approval;
c. supervises, monitors and evaluates the functions and outputs of
the personnel that may be assigned to the office;
d. reviews, revises, supervises and evaluates campus plans in
coordination with the Executive Director/Campus Heads;
e. ascertains that actual civil works and ground maintenance
expenditures is in accordance as the authorized appropriations
and allotment following the government accounting and
auditing rules and regulations;
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f. assists the Vice President for Administration in the formulation of
campus development and management policies for approval;
g. chairs the campus planning officers of the University campuses
at Banga, Kalibo, New Washington, Makato and Ibajay and
committees in coordination with the Executive Directors, Deans,
Directors and unit heads;
h. prepares and submits periodic reports to the Vice President for
Administration;
i. assists the University in sourcing donations and grants-in-aid
support for the civil works and campus physical maintenance;
j. recommends the use and disbursement of funds allocated to
PPDS under his direct supervision for approval;
k. performs such other functions as may be assigned by the Vice
President for Administration and or the President of the
University.
Article 50. The Director of Monitoring and Evaluation
Section 1. The Director of Monitoring and Evaluation shall be designated by the
Board of Regents upon the recommendation of the President. He/she
shall be designated for two (2) years without prejudice to renewal for
another two (2) years. However, the designation/ appointment could be
withdrawn anytime for a cause.
Section 2. The Director of Monitoring and Evaluation is directly responsible to the
President of the University.
Section 3. The functions of the Director of Monitoring and Evaluation are as
follows:
a. prepares organizational structure, manual of operation, annual
procurement plan, strategic and action plans and shall represent
the office in the Administrative Council/Executive meetings;
b. supervises the planning, monitoring and evaluating of the
university programs implemented in all campuses and units, and
design a control system and feedback process to support the
programs;
c. reviews policies and evaluates units planned program in
coordination with Deans, Directors and unit heads, and submits
directly to the Office of the Presidents periodic reports and
recommendations based on the analysis of the overall
development for action;
d. supervises personnel assigned to the office;
e. coordinates and integrates all unit plans and studies undertaken
by the different functional groups (Instruction, Research,
Extension and Production);
f. consolidates semestral/annual accomplishment reports and
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other development planning documents;
g. prepares Annual Accomplishment Report;
h. promotes participatory development planning, monitoring and
evaluation in all units of the University;
i. chairs the M & E chairpersons of Schools/Colleges of the
University; and
j. performs other duties and functions as may be assigned by the
University President and Board Regents.
Article 51. The Director of Alumni and Public Relations
Section 1. The Director of Alumni and Public Relations shall be designated by the
Board of Regents upon the recommendation of the President of the
University. He shall be designated for two (2) years without prejudice to
renewal for another two (2) years. However, the designation could be
withdrawn anytime for a cause.
Section 2. The Director for Alumni and Public Relations is directly
responsible to the President of the University.
Section 3. The functions of the Director for Alumni and Public Relations are as
follows:
a. takes charge of the alumni and public relations functions of the
University;
b. keeps records of the alumni and establishes linkages with them
through communications and publications;
c. prepares and makes representations of the Office of the
President of the University to its many social functions;
d. brings the Office of the President of the University to the people
through broadcast and print media;
e. coordinates with the different units of the University for their
needs related to alumni and public relations; and
f. performs such other functions that maybe assigned by the
higher authorities.
Article 52. The Executive Assistant
Section 1. The Executive Assistant shall be appointed/ designated by the Board of
Regents upon the recommendation of the President.
Section 2. His/her tenure shall be for a period of two (2) years without
prejudice to re-designation/ re-appointment for another two (2) years.
However, the designation/appointment could be withdrawn anytime for
cause.
Section 3. The duties and functions of the Executive Assistant are as follows:
a. supervises the staff of the Office of the President in a variety of
administrative and technical duties which assist the University
President in reaching or implementing substantial decisions;
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b. exercises general responsibility, through other University Officials
for advising and assisting the University President in the
execution of policies of the University;
c. directs work so as to contribute as effectively as possible to
decision-making of the University President and the Vice
Presidents;
d. conducts studies necessary to determination of action or policy;
e. gives expert advice and assistance in particular areas of
specialization;
f. consults with the University officials on mutual problems;
g. advises on policy based on precedence and experiences;
h. takes recommendatory action on variety of matters in
accordance with law;
i. receives person seeking assistance or advocating certain actions,
hears request and takes action to comply or explain why request
cannot be granted after consultation with the University
President;
j. serves as Information and Public Relation Officer (PRO) of the
University;
k. receives special assignment and calls for special coordination
and contact with government agencies and linkages;
l. prepares memoranda on matter being considered by executive
bodies and acts to implement the decisions reached;
m. assigns work to subordinate personnel, gives instructions on
work methods and procedures, revises finished work and
recommends actions for conformance to established policies,
precedents, and regulations;
n. approves, monitors and evaluates the Daily Time Records (DTR)
and Locator Slips of the staff members in the Office of the
President;
o. recommends and issues with initials the travel authority of the
staff members in the Office of the President;
p. supervises and evaluates the performance of the staff members
in the Office of the President;
q. prepares the procurement plan and recommends the purchase
of equipment and services needed by the Office of the University
President;
r. performs such other functions that may be assigned by the
higher authorities.
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Article 53. The University Legal Counsel
Section 1. The University Legal Counsel shall be designated/ appointed by the
Board of Regents upon the recommendation of the President of the
University.
Section 2. The functions of the University Legal Counsel are as follows:
a. provides legal assistance and advice to the President of the
University;
b. executes and reviews contracts and other legal documents for
the University;
c. assists the President on administrative cases involving personnel
of the University; and
d. represents the University in courts when legal actions are
initiated for or against the University and its instrumentalities.
Article 54. Composition
Section 1. The Academic personnel of the University shall constitute the faculty of
the University. It shall consist of the President, Vice Presidents,
University/Board Secretary, Executive Directors, Deans, Directors,
Department Heads, Professors, Associate Professors, Assistant
Professors, Instructors, Lecturers, and Visiting Academic Staff.
Section 2. The Academic non-teaching personnel are those members
of the School/ College, Unit, Department or Program who are not
performing the teaching function. This includes librarians, guidance
counselors, research specialists, statisticians, extension specialists,
technologists, and their associates and assistants as well as heads of
units, departments, and programs performing supportive and non-
teaching functions.
Section 3. The University personnel also include clerical positions and other 1st and
2nd level positions not mentioned in Section 2 of this Article.
Article 55. Conditions of Employment
Section 1. The Board, upon the recommendation of the President based on
pertinent laws, lawful orders, circulars, and memoranda, shall fix the
compensation of all members of the academic and non-academic
personnel of the University.
Section 2. The members of the academic faculty shall be classified as regular and
non-regular.
Section 3. The regular members of the faculty are those with plantilla items. They
shall include the following:
a. University Professor;
b. College Professor;
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c. Professor;
d. Associate Professor;
e. Assistant Professor;
f. Instructor.
Section 4. The non-regular members of the faculty are those teaching without
plantilla positions. Their appointment should not warrant any right to re
-appointment, much less to indefinite tenure.
Article 56. Qualifications.
Section 1. All appointments to the faculty shall be made strictly on the basis of
merit and fitness. Religious, political, fraternal or social opinions or
affiliations shall never be used as basis of appointment.
Section 2. The employment of the faculty and staff, shall be based on the approved
Merit Promotion Plans of the University.
Section 3. Faculty appointees must possess the minimum qualifications as
stipulated in the CSC Qualification Standards (QS).
Section 4. Members of the faculty shall be exempted as such from any civil service
examination or regulation as a requisite for original appointment.
Section 5. All appointments to the non-teaching staff positions shall be strictly in
accordance with the Civil Service Commission qualification standards.
Article 57. Hiring
Section 1. The Human Resource Management Office (HRMO) shall conduct
preliminary evaluations of the qualifications of all candidates in
consideration of performance, education and training, experience and
other accomplishments, psycho-social attributes and personality traits
and potentials. Those initially found qualified shall undergo further
assessment such as written examination, skills test, interview and others.
Section 2. The Human Resource Management Office (HRMO) shall submit the
selection line up which reflects the comparative competence and
qualifications of candidates to the Personal Selection Board for
deliberation en banc.
Section 3. Appointment to the following positions shall no longer be screened by
the Personnel Selection Board (PSB):
a. Substitute appointment due to their short duration and
emergency nature. However, should the position be filled by
regular appointment, candidates for the position should be
screened and passed upon by the PSB
b. Appointment of faculty members and academic staff who belong
to the closed career service
c. Appointment to entry laborer positions and
d. Renewal of temporary appointment issued to the incumbent
personnel.
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Section 4. The Personnel Selection Board (PSB) shall make a systematic assessment
of the competence and qualifications of candidates for appointment to
the corresponding level positions. They evaluate and deliberate en
banc the qualifications of those listed in the selection line-up.
Section 5. The Personnel Selection Board (PSB) shall submit the list of candidates
recommended for appointment from which the appointing authority
shall choose the applicant to be appointed. The list of recommended
candidates should specify the top five ranking candidates whose over
all points scores are comparatively at par.
Section 6. The appointing authority shall assess the merits of the PSB’s
recommended for appointment and in the exercise of sound discretion,
select, in so far as practicable, from among the top five ranking
applicants deemed most qualified for appointment to the vacant
position.
Article 58. Promotion
Section 1. The HRMO or its duly authorized representative shall announce all
vacant positions to be filled and the qualifications required for each
position.
Section 2. The HRMO shall, in accordance with the system of ranking positions and
qualification standards, identify other employees within the University
who are deemed qualified and competent for promotion, together with
the incumbents of positions who are identified as next-in-rank.
Section 3. The HRMO shall make preliminary evaluation of the qualification of
candidates and shall submit to the Selection/Promotion Board the list of
all candidates for promotion to the vacancy. Other employees who feel
they are competent and qualified but not included among the next-in-
rank, may submit their names to the Selection/Promotion Board for
consideration and assessment.
Section 4. The Selection/Promotion Board shall then evaluate the qualification of
those employees included in the promotional line-up, determine the
most competent and qualified candidate for promotion, and
recommend to the President the employee who may fill up the vacancy.
Section 5. The appointing authority shall assess the merits of the PSB’s
recommendation for appointment and in the exercise of sound
discretion, select or in so far as practicable, from among the top five
ranking applicants deemed most qualified for appointment to the vacant
position.
Section 6. The appointing authority may appoint an applicant who is not next-in-
rank but possess superior qualification and competence, and has
undergone selection process.
Section 7. The comparative competence and qualification of candidates for
appointment shall be determined on the basis of:
a. Performance – this shall be based on the last two performance
ratings of the employee. No employee shall be considered for
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promotion unless the last two performance ratings are very
satisfactory.
1. For appointment by promotion, the performance rating of
the appointee for the last rating period prior to the effectivity
date of the appointment should be at least very satisfactory .
2. For appointment by transfer, the performance-rating period
immediately preceding the transfer from the former office or
agency should be at least very satisfactory.
b. Education and Training – these shall include educational
background and the successful completion of training courses,
scholarships, training grants and others, which must be relevant
to the duties and responsibilities of the position to be filled.
c. Experience and Outstanding Accomplishments – these shall
include occupational history, work experience and
accomplishments worthy of special commendation.
d. Psycho-Social Attributes and Personality Traits – these refer to
the physical fitness, attitudes and personality traits of the
employee which must have some bearing on the position to be
filled.
e. Potential – this refers to the employee’s capability to perform not
only the duties and responsibilities of the position to be filled,
but also those of higher and more responsible positions.
Section 8. An employee may be promoted or transferred to a position which is not
more than three (3) salary, pay of job grades higher than the employee’s
present position except in very meritorious cases, such as; if the vacant
position is next-in-rank as identified in the System of Ranking Positions
(SRP) approved by the head of agency, or lone or entrance position
indicated in the agency staffing pattern.
Section 9. An employee should have rendered at least very satisfactory service for
the last rating period in the present position before being considered for
promotion.
Section 10. An employee who is on local or foreign scholarship or training grant or
on maternity leave may be considered for promotion.
For this purpose, performance rating to be considered shall be the rating
immediately prior to the scholarship or training grant or maternity leave.
If promoted, the effectivity date of the promotional appointment shall
be on the assumption to duty.
Section 11. Promotion within six (6) months prior to compulsory retirement shall not
be allowed except as otherwise provided by law.
Section 12. A notice announcing the appointment of an employee shall be posted in
three conspicuous places in the agency a day after the issuance of the
appointment for at least fifteen (15) calendar days.
Section 13. The approved agency Merit Selection Plan shall be used as one of the
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bases for the continued exercise to take final action on appointments.
Section 14. Promotion may be from one department or agency to another or from
one organizational unit to another in the same department or agency.
Section 15. An employee who holds a next-in-rank position and is considered the
most qualified and competent; who possesses the appropriate civil
service eligibility, and meets the other conditions for promotion shall be
considered to the higher position in case of vacancy.
Section 16. In the event of changes in the organization structure or occupational
grouping, the line of promotion shall be determined on the basis of the
new organizational grouping.
Section 17. Civil service awards and other awards for outstanding accomplishments
shall be given due consideration.
Section 18. In cases where the qualifications of employees are comparatively equal,
preference shall be given to the employee in the organizational unit
where the vacant position exists. In case all things are still equal,
seniority in the job or functionally related jobs shall be considered.
Section 19. 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 may be filled
by one who may not be next-in-rank but qualified, competent and
willing to accept the new assignment.
Section 20. No other civil service eligibility shall be required for promotion to a
higher position in the same level of the career service and within the
same or functionally related grouping of positions. Agencies shall not
be precluded from prescribing their own internal standards for purposes
of promotion.
Section 21. When an employee has a pending administrative case, he/she shall be
disqualified for promotion during the pendency thereof. If he/she is
found guilty, he/she shall be disqualified from promotion for a period
based on the penalty imposed by the appointing authority.
Section 22. When an employee who is entitled to promotion has a pending
administrative case, the position to which he/she is proposed shall not
be filled until after the administrative case shall have been finally
decided. However, when the exigencies of the service so require, then it
shall be filled by temporary appointment to end as soon as the
employee entitled to it is exonerated.
Section 23. An appointment, though contested, shall take effect immediately upon
its issuance, if the appointee assumes the duties of the position and the
appointee is entitled to receive the salary attached to the position.
However, the appointment, together with the decision of the University
Head shall be submitted to the Civil Service Commission for appropriate
action within thirty (30) days from the date of its issuance otherwise, the
appointment shall become ineffective thereafter. Likewise, such an
appointment shall become ineffective in case the protest is finally
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resolved in favor of the protestee, in which case he/she shall be reverted
to his/her former position.
Article 59. Appointment
Section 1. Based on approved recommendation, the appointee accomplishes the
Personal Data Sheet (PDS) in three (3) copies. The HRMO shall
thoroughly review and see to it that all questions are answered
completely and duly signed by the appointee with his/her right thumb
mark affixed in the box provided and his/her residence certificate
indicated therein.
Section 2. The HRMO prepares the appointment in prescribed PDS (Form 33) in
four (4) copies. The issuance of the appointment shall not be earlier
than the date of final screening/deliberation of the selection/promotion
board.
Section 3. The Human Resource Management Office/Administrative Officer shall
certify that all requirements and supporting papers have been complied
with reviewed and found to be in order. A copy of the recommendation
of the Selection/Promotion Board duly signed by all the members shall
be attached to the appointment.
Section 4. The Chairperson of the Selection/Promotion Board then certifies that the
appointee has been screened and found qualified by the Board.
Section 5. The appointment papers with salary grade 14 and below are then
forwarded to the President for approval subject to the BOR
confirmation. Appointment with Salary Grade 15 and above is submitted
to the President for recommendation to the BOR for their approval;
Section 6. Approved appointments are transmitted to the Civil Service Commission
(CSC) within 30 days from date of affectivity for audit.
Section 7. No prospective appointee shall assume office unless his/her
appointment is approved by the President or by the BOR.
Section 8. An appointee shall be given a copy of the approved appointment which
shall remain valid and effective until disapproved by the CSC.
Article 60. Change of Status
Section 1. A temporary appointee upon qualification in an appropriate civil service
examination may be issued a new appointment by change of status
from temporary to permanent effective not earlier than the date of BOT/
BOR confirmation.
Section 2. For positions under the Trades and Crafts Group and those covered by
Resolution 435, implementing Guidelines of CSC Memorandum Circular
No. 11, s. 1996 should be strictly followed.
Section 3. For appointments involving change of status from temporary to
permanent for purposes of retirement, the following shall be submitted
to the CSC Regional Office concerned:
a. Duly certified statement of service record
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b. Certification as to the last day of actual service of the appointee
Article 61. Compensation
Section 1. Full-time and part-time members of the faculty shall receive
compensation in accordance with existing laws, memoranda and
circulars.
Section 2. Generally, the University does not offer summer classes except for the
Graduate School and Academic Units with summer course offerings
approved by the Board. Faculty members with summer teaching
assignments shall be compensated based on existing laws and policies.
Article 62. Protest
Section 1. Only officers or employees who are qualified next-in-rank on the basis
of the approved Merit Selection Plan may file a protest against an
appointment or a promotion.
Section 2. The protest shall be typewritten on legal size paper and shall have a
caption. The aggrieved party shall be called the “Protestee”. Provided
that where the president, after evaluation, finally decides in favor of the
protester, the protestee who decides to file his/her protest shall be
called the “Protester-Appellant” and the former protester, the “Protester
-Appellee”.
The protester shall identify his/her present position and the
contested position by official title, item number and the calendar year
budget involved. The salary attached to the position and the
organizational unit where the position belongs shall also be indicated.
The protester shall state clearly the grounds for his/her protest and the
reasons why he/she believes he/she should be the one appointed to the
contested position. Failure to file protest within the prescribed period
shall be deemed a waiver of one’s right and no protest thereafter shall
be entertained.
Section 3. Procedure in filing protest
a. The aggrieved party shall file his/her protest in triplicate directly
to the President within fifteen (15) days from the date of the
notice of the issuance of an appointment.
b. The President shall decide the case within thirty (30) days from
receipt of the protest. He/she may refer the case to a person or
group of persons to assist him/her in evaluating the case.
c. The constituted body assigned to study the case shall, within
fifteen (15) days from receipt thereof, evaluate the reasons/
grounds presented by the protestant and submit in writing to
the President its findings and recommendations. The President
shall finally decide the protest within fifteen (15) days.
d. A copy of the final decision of the President shall be furnished
the official or employee affected, within five (5) days from receipt
by the Human Resources Management Officer.
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e. If the aggrieved party is not satisfied with the decision, he/she
may elevate his/her protest to the Civil Service Commission
within fifteen (15) days from receipt thereof.
Article 63. Academic Freedom of Teachers
Section 1. Members of the academic group shall enjoy academic freedom,
provided that along with their academic freedom, they assume
responsibilities deemed inherent to any member of an academic
community.
Section 2. Academic freedom is the right of the teacher to teach the subject of his/
her specialization according to the teachers best interpretation on the
basis of his/her training, experience and perceptions for the good of the
students, peers and the community; to hold, in other subjects such ideas
as the teacher sincerely believes to right, and to express opinions on
public questions in a manner that shall neither interfere with his/her
duties as member of the faculty nor negate his/her loyalty to the
University that employs him/her.
a. the University shall not impose any limitation on the teacher’s
freedom in the classroom and in publications.
b. no teacher has the privilege of discussing in his/her classroom
controversial topics that are not pertinent to the course of study
that is being pursued.
c. the University shall not place any restraint upon the teacher’s
freedom in the choice of subjects for research and investigation
undertaken on his/her own initiative.
d. the University recognizes that the teacher, when speaking or
writing outside of the institution on subjects beyond the scope
of his/her own field of study, is entitled to the same freedom and
is subject to the responsibilities even more than that attached to
all other citizens.
e. the University clearly and definitely assumes no responsibility for
views expressed by members of its academic faculty and staff,
and that the member themselves should always make it clear
that they are expressing only their own personal opinions.
f. if the conduct of a teacher anywhere serves to give rise to doubts
concerning the persons fitness for his/her position, the question
shall always be submitted first to a grievance committee of the
faculty. In no case shall any member of the faculty be dismissed
before normal termination of his/her period of appointment
without a full and open hearing before the Board of Regents
upon sufficient notice, unless he/she expressly waives such right
in writing.
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Article 64. Tenure
Section 1. All academic faculty and staff shall be placed on probation (twelve
months for faculty and six months for non-teaching staff) after which
their performance shall be evaluated by students, peers and immediate
superior. If the performance is rated “very satisfactory” and plantilla
items are available, they shall be recommended for appointment into
permanent status. In case of non-renewal, the person concerned shall
be notified in writing by his/her immediate superior sixty (60) days prior
to the termination of the probation. However, nothing shall be provided
herein that shall deprive a faculty or staff the permanent status already
held at the time of the adoption of this Code.
Section 2. Appointments of the faculty on contractual basis shall be governed by
the terms of the contract and the rules of tenure in this code.
Article 65. Resignation and Transfer
Section 1. No application for resignation and/or transfer presented by any member
of the faculty or staff shall be considered unless notice thereof has been
given to the President through the Director/Dean/Unit Head concerned,
at least ninety (90) days prior to its date of effectivity.
Section 2. No resignation and/or transfer shall take effect during a school term
unless the services of a successor or a temporary substitute shall have
been secured.
Section 3. Resignations due to serious illness or when in the judgment of the
President acceptance of which is in the best interest of the University,
the same can take effect immediately.
Section 4. Acceptance of a resignation and/or transfer does not carry with it any
waiver of the financial and property obligations of the resignee and/or
transferee to the University or from other base agencies. Clearances
issued by the University are not considered absolute but facilitative and
that in the future when misplaced records shall show obligations, the
concerned resignee or transferee is still considered liable.
Article 66. Fellowship Awards
Section 1. Fellowship awards shall be based on the greatest need of and usefulness
to the University. Upon the recommendation of the Faculty and Staff
Development Committee (FSDC), the President shall award the
fellowship to the most able, deserving, and promising faculty member in
the chosen field of study.
Section 2. University fellowship or scholarship shall be granted to deserving faculty
members, preference of which shall be granted in the following order:
a. Instructor
b. Assistant Professor
c. Associate Professor
d. Professor
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Section 3. Members of the faculty who are enjoying fellowship or scholarships
from other entities shall not be eligible for a University fellowship.
Section 4. Any member of the faculty receiving any offer of financial aid from any
person or organization in the form of fellowship assistantships, or other
remunerative employment to enable the grantee to pursue advanced or
special studies locally or abroad must first obtain the approval of the
President of the University before accepting the offer to insure the
continuity of any plan of instruction, research, extension and production
for the unhampered discharge of the various activities of the University.
Section 5. Every candidate for fellowship/assistantship or scholarship shall undergo
thorough physical and medical examinations by a competent physician
to be designated by the President of the University, and those with
symptoms, as might adversely affect their health and impair their
usefulness as students as certified to by the physician, shall be
disqualified.
Section 6. Awardees of fellowship or scholarship shall sign contracts with the
University, binding themselves to the stipulated terms in the contract
and other provisions of the regulatory and sponsoring agencies as
maybe applicable.
Section 7. Awardees of fellowships, assistantships, or scholarships shall be
required to submit semestral progress report to the President and shall
comply with all other requirements as specified in the contract and
approved guidelines.
Article 67. Sabbatical Assignment
Section 1. Sabbatical assignment in the form of study leave and/or exchange
fellowship/professorship with other Colleges, Universities or institutions
may be granted to the faculty or personnel by the Board upon the
recommendation of the FSDC and the President to encourage study,
investigation, research, and writing of books and to improve their
competencies for service to the University.
Section 2. A sabbatical assignment shall be for a period of twelve (12) months. The
period of the assignment shall be based on the judgment of the FSDC
and the President as gleaned from his/her records as teacher,
researcher, extension or administrative worker that can assure the
fulfillment of the purposes of the assignment; provided that the faculty/
personnel has served the University for not less than seven (7)
consecutive years.
Section 3. The faculty member/personnel on sabbatical leave assignment shall
receive full payment of salaries and other emoluments for a total period
of twelve (12) months without prejudice to an extension of six (6)
months without pay.
Section 4. If the sabbatical assignment is to be spent abroad, the University may
provide one-half of the transportation expenses to and from the country
of assignment subject to availability of funds and the existing rules and
regulations. This decision shall be based on the approval of the Board
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of Regents upon recommendation of the President of the University.
Section 5. A faculty/personnel on sabbatical leave shall comply with all the
requirements as provided for in the University guidelines on sabbatical
assignment.
Article 68. Work Load
Section 1. Faculty workload shall consist of teaching (whether lecture or
laboratory). Or a combination of teaching and or several of the
following: extension, production, research, administrative work and
advising or academic related assignments. Provided that no regular
member of the faculty shall teach less than 6 units per semester, with
the exception of the Vice President/Directors/Deans or equivalent heads
of units who have University-wide functions who shall teach at least
three units per semester.
Section 2. The normal workload of each regular faculty of the University shall be
based on the number of preparations per week per semester: 24 units
for one preparation, 21 units for two preparations and 18 units for three
or more preparations. In team teaching the workload units shall be
divided proportionately among the concerned parties.
Section 3. Incidental to the functions of teaching may include the following
activities: 1) lesson preparation; 2) correcting papers, 3) student
consultation, 4) attendance in committee meetings, 5) preparation of
course syllabi, teaching guides, and other related instructional materials.
Section 4. In excess of the normal workload set forth in the preceding section, a
faculty may be paid for overload in accordance with the DBM-approved
formula and/or other existing University policies. No payment of
overload however, shall be made to teaching personnel whose quasi-
teaching assignments are applied to satisfy their required workload.
Section 5. Visiting professors and professionals who are invited to teach in the
University shall be paid by the hour based on the applicable policies and
guidelines.
Section 6. For purposes of computing faculty workload, the following equivalent
workload units and teaching load may be earned:
A. Lecture Hour
1. Graduate
1 ACH = 1.5 units
2. Undergraduate
1 ACH = 1 unit
3. Laboratory High School
1 ACH = 1 unit
B. Laboratory Hours
1. Laboratory High School (THE)
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1 Lab Hour (ACH) = 0.75
2. Undergraduate
1 Lab Hour (ACH) = 0.75
3. Laboratory (Graduate)
1 Lab Hour (ACH) = .1.0
C. In excess of the 40 students per section for lecture/social
laboratory classes and 25 students per section for technical
laboratory classes, a credit load or 0.02 unit per student is
given. In case of graduate program, 30 per lecture and 20 per
technical courses.
Section 7. Assignments of similar nature were faculty is paid shall not earn any
equivalent workload.
Article 69. Related Matters for Academic and Non-Academic Staff
Section 1. Any University personnel is free to see the minutes of the Board’s
proceedings and decisions upon written from the Chairperson of the
Board, thru the University/Board Secretary.
Section 2. Unless otherwise provided by law, no officer or employee shall engage
directly or indirectly in any private business or profession without a
written permission from the head of agency. Provided that this
prohibition will be absolute in the case of those officers and employees
whose duties and responsibilities required that their entire time be at
the disposal of the government: Provided further, that if an employee is
granted permission to engage in outside activities, the time devoted
outside of office hours should be fixed by the head of the agency so that
it will not impair in any way the efficiency of the officer or employee nor
pose a conflict or tend to conflict with the official functions.
Section 3. Any member of the University academic and non-academic staff shall be
allowed to receive honorarium, fees and other endowments not to
exceed 50% of his/her annual salary.
Section 4. Unless expressly authorized by the President, no University personnel
can accept any assignment to any other branch of the government or
private agency.
Section 5. Any University personnel may invite a resource person not officially
connected with the University to give a lecture, talk, or demonstration
on-campus about any subject only after a written permission from the
President or his/her authorized representative has been sought.
Article 70. Open Provision
Section 1. The Board may create such positions and units not included in this code
as the need warrants, based on pertinent legal documents issued by
duly constituted authorities.
Section 2. The Board shall also fix qualifications, compensations, and duties and
responsibilities based on Article 8, Section h of this code.
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Section 3. The Board may abolish such positions and units found irrelevant to the
University functions after proper procedures have been followed.
Article 71. Appointments
Section 1. The Civil Service Law, as well as the rules and regulations pursuant
thereto, as issued by competent authorities such as the prohibition
against nepotism, shall be taken into account, in addition to whatever
measures the Board of Regents may adopt in connection with
appointments to the administrative positions.
Section 2. All regular administrative officers, clerks and other employees shall be
appointed by the President of the University as authorized by the Board
of Regents subject to Civil Service rules.
Section 3. Laborers and other helpers in the administration of grounds and
buildings working on the daily wage basis shall be appointed by the
President. At the time of employment of each person the Director of
Administrative Services shall determine the wage to be paid based on
existing laws, except in cases where the same has been fixed by the
Board of Regents.
Section 4. The Director of Administrative Services shall keep a record of all the
names of persons employed with the corresponding wage paid, time of
employment and length of service for future reference and submission
to the President when so requested.
Section 5. The appointments of all non-teaching personnel shall be audited by the
Civil Service Commission upon recommendation of the Promotion and
Selection Board through the President of the University.
Section 6. All other casual/emergency and contractual employees working on daily
wage shall be appointed by the President upon the recommendation of
the Department Head/Dean concerned.
Article 72. Faculty Directory
Section 1. Members of the faculty and the non-teaching personnel shall fill in every
two (2) years or as frequently as needed, the prescribed form for the
faculty and staff directory to be kept in the Human Resource
Management Office (HRMO). The HRMO shall update its faculty and
staff directory every year.
Article 73. Compensation
Section 1. All non-teaching personnel shall be paid of salaries or wages fixed by
law. They shall be entitled to overtime pay as authorized by law and in
accordance with policies approved by the Board of Regents provided
these services have prior approval by the President as recommended by
Dept Heads/Deans due to exigencies of the service.
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Article 74. General Provisions
Section 1. All officers and employees shall strictly observe the prescribed working
hours. Attendance including those serving in the field or on the water
shall be kept on the proper form and, whenever possible, registered on
the bundy clock.
Section 2. Officers and employees of all departments and agencies except those
covered by special laws shall render not less than eight hours of work a
day for five days a week or a total of forty hours a week, exclusive of
time for lunch. As a general rule, such hours shall be from eight o’clock
in the morning to twelve o’clock noon and from one o’clock to five
o’clock in the afternoon on all days except Saturdays, Sundays and
Holidays.
Section 3. Flexible working hours may be allowed subject to the discretion of the
head of department or agency. In no case shall the weekly working
hours be reduced in the event the department or agency adopts the
flexi-time schedule in reporting for work.
Section 4. In the exigency of the service, or when necessary by the nature of the
work of a particular agency and upon representations with the
Commission by the Department Heads concerned, requests for the
rescheduling or shifting of work schedule of a particular agency for a
number of working days less than the required five days may be allowed
provided that government officials and employees render a total of forty
hours a week and provided further that the public is assured of core
working hours of eight in the morning to five in the afternoon
continuously for the duration of the entire workweek.
Section 5. Off-setting 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
employees concerned, shall not be allowed.
Section 6. When the interest of public service so requires, the daily hours of work
for officers and employees may be extended by the head of the agency
concerned, which extension shall be fixed in accordance with the nature
of the work provided, the work in excess of eight (8) hours must be
properly compensated.
Article 75. Service Reports
Section 1. All officers and employees shall record their time of service in a daily
time record (Form 48) which will be submitted to the HRMO within 5
working days following the end of the month.
Section 2. The HRMO shall adopt procedures to monitor working hours of the
faculty and employees through the use of bundy clocks, log books,
pass/locator slip or other methods which ever are appropriate. This will
form part of the service reports submitted to the HRMO.
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Article 76. Consultation Hours
Section 1. Each member of the faculty shall be available for consultation at least 5
hours a week during regular office hours. The Dean, in consultation with
the faculty members shall schedule the consultation hours at the
beginning of every term and shall assign the student who will consult
with the teacher at the designated hours and rooms.
Article 77. General Provisions
Section 1. Leave of absence is a right granted to all officers and employees not to
report for work with or without pay as maybe provided by law.
Section 2. In general, all officials and employees of the University whether
permanent, temporary, or casual who render work during the prescribed
office hours shall be entitled to 15 days vacation and 15 days sick leave
annually with full pay exclusive of Saturdays, Sundays, and Public
Holidays, without limitations as to the number of days of vacation and
sick leave that they may accumulate. (Amended by CSC Nos. 41, s. 1998
and 14, s. 1999).
Section 3. Faculty who are designated to perform non-teaching functions and who
render the same hours of service as other employees shall be entitled to
vacation and sick leave.
Section 4. Faculty who are not entitled to the usual vacation and sick leave credits
shall be paid proportional vacation pay (PVP) or 70 days of summer
vacation plus 14 days of Christmas vacation.
Section 5. Faculty members on teacher leave may earn service credits for services
rendered on activities during summer or Christmas vacation, as
authorized by proper authority. These vacation service credits are used
to offset absences of faculty due to illness or to offset proportional
vacation deductions in vacation salary due to absences for personal
reasons or late appointment.
Section 6. The inter-semester break shall be counted as school days, not a vacation
for teachers. This shall be used in preparing materials for the classes in
the succeeding term and in assisting during the registration period.
Section 7. Vacation and sick leave shall be cumulative and any part thereof which
may not be taken within the calendar year may be carried over to the
succeeding years.
Section 8. The Human Resource Management Office shall be responsible for
transforming leave credits from service credits to cumulative vacation
and sick leaves and vice versa based on the existing Civil Service rules.
Section 9. Officials and employees who have accumulated fifteen (15) days of
vacation leave credits shall be allowed to monetize a minimum of ten
(10) days: Provided, that at least five (5) days is retained after
monetization and provided further that a maximum of thirty (30) days
may be monetized in a given year.
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Section 10. Monetization of fifty percent (50%) or more of the accumulated leave
credits may be allowed for valid and justifiable reasons such as:
a. Health, medical and hospital needs of the employee and the
immediate members of the family
b. Financial aid and assistance brought about by force majeure events
such as calamities, typhoons, fire, earthquake and accidents that
affect the life, limb and property of the employee and his/her
immediate family
c. Educational needs of the employee and the immediate members of
his/her family
d. Payment of mortgages and loans which were entered into for the
benefit or which inured to the benefit of the employee and his/her
immediate family
e. Other analogous cases as may be determined by the university.
Section 11. Any official or employee who retires, voluntarily resigns or is separated
from the service and who is not otherwise covered by special law, shall
be entitled to the commutation of his leave credits without limitation
and regardless of the period when the leave credits were earned.
Section 12. Teachers and other school personnel on the teacher’s leave basis who
resigned , retired, or are separated from the service through no fault of
their own shall be paid the money value of their unused vacation service
credits converted to vacation and sick leave credits.
Section 13. When an official or employee transfers from one government agency to
another, he can either have his accumulated vacation and/or sick leave
credits commuted or transferred to his new agency.
Section 14. Leaves of absence may be classified as follows:
a. Vacation leave
b. Sick leave
c. Maternity leave
d. Paternity leave
e. Study leave
f. Rehabilitation leave
g. Parental leave
h. Special leave privileges
Article 78. Vacation Leave
Section 1. Vacation leave of absence is granted for any reason other than illness of
an official or employee or of any members of his immediate family must
be contingent upon the needs of the service. Hence, the grant of
vacation leave shall be at the discretion of the President.
Section 2. The mandatory five-day vacation leave shall be forfeited if not taken
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during the year. However, in cases where the scheduled leave has been
cancelled in the exigency of the service by the head of agency, the
scheduled leave not enjoyed shall no longer be deducted from the total
accumulated vacation leave.
Section 3. All applications for vacation leave of absence for one (1) day or more
shall be submitted on the prescribed form for action by the President or
his authorized representative through the Head of the unit concerned
five (5) days in advance, whenever possible, of the effective date of such
leave.
Article 79. Sick Leave
Section 1. Sick leave shall be granted only on account of sickness or disability of
the employee concerned or any member of his/her immediate family.
Application must be filed immediately upon the return of the faculty or
non-teaching personnel concerned. Such leave in excess of five
consecutive days shall be supported by a medical certificate.
Section 2. All applications for sick leave of absence for one full day or more shall
be made on a prescribed form and shall be filed immediately upon the
employee’s return from such leave. Notice of absence, however, should
be sent to the immediate supervisor and/or to the President.
Application for sick leave in excess of five (5) successive days shall e
accompanied by proper medical certificate.
In ordinary application for sick leave already taken not exceeding five
days, the head of unit may duly determined whether or not the granting
of sick leave is proper under the circumstances. In case of doubt, a
medical certificate may be required.
Article 80. Maternity Leave
Section 1. Maternity leave is granted to all women who has rendered an aggregate
of two (2) or more years of service, shall in addition to vacation and sick
leave granted to her, be entitled to 60 calendar days with full pay.
In the case of those in the teaching profession, maternity benefits can be
availed of even if the period of delivery occurs during the long vacation,
in which case, both the maternity benefits and the proportional vacation
pay shall be received by the teacher concerned.
Section 2. Maternity leave shall be granted to female employees in every instance
of pregnancy irrespective of its frequency.
When a female employee wants to return back to duty before the
expiration of her maternity leave, she may be allowed to do so provided
she presents a medical certificate that she is physically fit to assume the
duties of her position.
Article 81. Paternity leave
Section 1. Paternity leave is granted to married male employee for allowing him
not to report for work for seven (7) days while continuing to earn the
compensation therefore, on the condition that his legitimate spouse has
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delivered a child or suffered a miscarriage, for purposes of enabling him
to effectively lend care and support to his wife before, during and after
childbirth and assist in caring for his newborn child.
Section 2. Paternity leave is granted for the first four (4) deliveries only of his
legitimate spouse with whom he is cohabiting.
The first four deliveries is reckoned from the effectivity of the Paternity
Leave Act on July 15, 1996.
Section 3. Paternity leave of seven (7) days shall be non-cumulative and strictly non
-convertible to cash. The same be enjoyed either in continuous or in an
intermittent manner by the employee on the days immediately before,
during and after the childbirth or miscarriage of his legitimate spouse.
Article 82. Study Leave
Section 1. The study leave shall be granted to faculty and staff who are permitted
to pursue advanced degree courses subject to existing laws and policies.
Article 83. Rehabilitation leave
Section 1. Rehabilitation leave of absence is granted to all officials and employees
on account of wounds or injuries incurred in the performance of duty.
The leave shall be during his period of disability thus occasioned shall be
in full pay, but not to exceed six (6) months. His absence shall not be
charged against his sick leave. Likewise, payment of medical attendance,
necessary transportation, subsistence and hospital fees of the injured
person shall be paid by the University.
Section 2. Application of rehabilitation leave must be in the prescribed form
supported by the proper medical certificate and evidence showing that
the wounds or injuries were incurred in the performance of duty.
Article 84. Special Leave Privileges
Section 1. Special leave privileges is granted to officials and employees except
teachers for a maximum of three (3) days annually over and above the
vacation, sick, maternity and paternity leaves to mark personal
milestones, parental obligations, filial obligations, domestic
emergencies, personal transactions and calamity, accident, and
hospitalization (Sec 20, Omnibus Rules Implementing Book V of EO 292).
Article 85. Parental leave
Section 1. Parental leave of absence for seven (7) is granted to solo parents to
enable them to perform parental duties and responsibilities to minor
children.
Section 2. The solo parents must have rendered government service for at least
one (1) year, whether continuous, or broken and regardless of
employment status.
Section 3. The parental leave shall be availed every year and shall not be
convertible to cash. If not availed of within the year, the said privilege
shall be forfeited within the same year.
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Section 4. Parental leave shall be availed upon submission of application for
parental leave at least one week prior to its availment, supported with
Solo Parent Identification Card from DSWD.
Article 86. Leave Without Pay and Unexplained Absences
Section 1. Leave of absence without pay, not to exceed one (1) year at a time, shall
be submitted to the President at least sixty (60) days before its
effectivity. Leave of absence without pay shall be granted only for a
maximum of one year.
Section 2. In case the leave of absence without pay is applied for by the applicant
who will pursue advanced studies, the President shall direct the unit
Head concerned to submit a written proposal duly verified and certified
on the allotment of the function of the absent faculty member so as not
to interfere with the functions of the University. Corresponding regular
written report on the progress of the absent personnel shall be
submitted to the President.
Section 3. Any academic and non-academic personnel of the University shall be
dropped from the service for unexplained absence of at least thirty (30)
days after the expiration of the period of the leave granted.
Section 4. Leave of absence without pay due to illness may be for an indefinite
period of time but not exceed one (1) year.
Article 87. Special Detail
Section 1. Any member of academic and non-academic staff of the University may
be assigned on special detail with due consultation by the President
subject to the approved policies of the University.
Section 2. Persons given such special detail shall submit a complete and detailed
report within thirty (30) days after their return to duty.
Article 88. Suspension and Removal
Section 1. Any member of the academic or non-academic personnel of the
University may be suspended or removed from the service in accordance
with existing laws.
Section 2. The President may suspend or remove any academic or non-academic
personnel only for cause as recommended by the Grievance Committee
of the University which holds jurisdiction over academic and non-
academic complaints against any personnel of the University based on
written and sworn information.
Section 3. The decision of the President to suspend or remove university personnel
based on the recommendation of the Grievance Committee is appealed
to the Board within thirty (30) days from receipt of the notice by the
aggrieved party of which such appeal shall be acted upon by the Board
within a period of thirty (30) days upon receipt.
Section 4. The composition of the Grievance Committee shall be in accordance
with law and shall be updated every even-numbered year by the
President and duly confirmed by the Board.
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Article 89. Study Privileges
Section 1. Subject to the policies promulgated by the Board, member of the
academic and non-academic personnel who is not on study leave shall
have the privilege of enrolling at the University for not more than nine
(9) units a semester/summer with exemption from payment of tuition
and laboratory fees.
Section 2. Any personnel of the University who is on study leave who enrolls in any
course within the University, must secure a written approval from the
President. Permission shall be granted to personnel whose performance
is “Very Satisfactory” with exemption from payment of tuition and
laboratory fees.
Section 3. Any personnel of the University who is on study leave who enrolls
outside the University on his/her own expense must secure a written
approval from the President.
Section 4. Dependent children of University personnel with permanent status shall
be entitled to exemption from payment of tuition fees collected by the
University when enrolled in the University except in the Graduate School.
Article 90. Insurance and Retirement
Section 1. All University personnel who qualify to the Government Social Benefit
membership shall participate in the insurance and retirement programs
as governed by existing laws and policies.
Section 2. Retired University personnel shall continue enjoying the University
library privileges and receiving University publications. As determined
by the Board, they shall also be entitled to such other privileges and
benefits granted by the University to its retirees.
Section 3. A retired professor who has rendered at least fifteen (15) years of
uninterrupted active and faithful service to the University and has shown
marked distinction as a productive scholar, scientist or educator, or is
widely acknowledged as an effective and dedicated teacher may be
appointed professor emeritus; provided that the head of the unit and
the ranking professors in his/her discipline in the University to which
such professor belonged recommend, by unanimous vote and with a
written justification, his/her appointment to the President who, in his/her
discretion, may submit the recommendation to the Board for approval.
Article 91. Merit and Awards
Section 1. The University personnel shall be entitled to the following awards:
a. Loyalty Award – to be given at the time of retirement provided
the retiree will retire at the age of sixty (60) years old and above
and with at least 15 years of continuous and satisfactory service
in the University.
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b. Service Award – to be given after ten (10) years of service and
every five (5) years thereafter.
Section 2. There shall be a committee on awards to administer the merit and
awards system.
Article 92. Organizations and Associations
Section 1. Any organization or association of Aklan State University personnel
seeking University recognition shall submit to the President for approval
a copy of its Constitution and By Laws and shall be subject to reasonable
conditions prescribed by the President and approved by the Board.
Article 93. Flow of Communications
Section 1. All official communications of the members of the academic and non-
academic staff of the Aklan State University and its campuses sent to the
President, Board of Regents or any of its member shall be coursed
through the Unit Head concerned and vice versa.
Section 2. In emergency cases, communications may be sent directly to higher
authorities, copy furnished the Unit head concerned. The person
addressed to may respond in like manner.
Section 3. In urgent cases, follow up of communications may be made through
proper authorities.
Article 94. Supervision of Buildings and Grounds
Section 1. The University motor pool shall be under the immediate supervision of
the Director for Administrative Services.
Section 2. The Director for Administrative Services shall supervise the employees
and utility workers under the general administration who are assigned to
the upkeep and maintenance of grounds and buildings.
Article 95. Use of Buildings and Grounds
Section 1. The Vice President for Academic Affairs shall schedule the use of
classrooms in the buildings of the University upon consultation with the
Deans, Directors or Unit Head Concerned.
Section 2. Except those specifically provided by law, only recognized organization
or associations in the University with prior request and approval from
the President or his duly authorized representative, have the privilege of
using a building or room or any property of the University.
Section 3. Recognized organizations or associations in the University are those
whose members are students, alumni and academic or non-academic
staff of the University duly registered under the Office of the President.
Section 4. The use of any building or premises by outside individuals or
organizations shall be in accordance with the rules promulgated by the
President and confirmed by the Board.
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Article 96. Custodianship of Buildings and Facilities. The Supply Officer shall be the
custodian of all buildings and facilities of the University. He/she shall be under
the supervision of the Vice President for Administration.
Article 97. Responsibility over University’s Property
Section 1. University properties for use in the different units shall be covered by
memorandum receipts signed by the personnel concerned and noted by
the Unit Head. Memorandum receipts can be issued only to University
personnel with plantilla positions.
Section 2. No one shall take from the buildings or grounds any University property
for private or public use without written approval of the Head of Unit
concerned or of the Vice President for Administration.
Section 3. Control and safekeeping of instructional facilities, materials, and
equipment shall be centralized. Said items may be availed of in
accordance with existing rules of the University.
Section 4. Clearance of property responsibility is effected only by transfer of
memorandum receipts to another University personnel.
Article 98. Use and Operation of Motor Vehicles
Section 1. All motor vehicles owned and operated by the University except the one
authorized for the exclusive use of the President shall be constituted
into a motorpool.
Section 2. The use and operation of motor vehicles owned by the University shall
be in accordance with the rules and regulations set forth by law and the
University.
Article 99. Solicitations
Section 1. Soliciting of funds, canvassing for the sale of merchandise and
subscribing for securities, insurance and publications, selling of tickets
and other promotional or charity schemes shall not be allowed in any of
the University buildings or grounds without previous written approval of
the President of the University or his/her duly authorized representative.
Section 2. Posting of streamers, placards and similar materials to announce,
advertise or publicize events, products or the like on any of the grounds
and buildings of the University shall require the written approval of the
President of the University or his/her duly authorized representative.
Article 100. Sale and Disposal of University Property
Section 1. The sale and disposal of University property shall be subject to pertinent
government auditing rules. Disposal/sale of items costing P5,000.00 or
more shall be referred to the Board for approval.
Section 2. Proceeds from sales of materials and products produced by a unit of the
University shall be set aside as trust fund to be used for the continuity of
such productive activities.
Article 101. Purchasing and Requisitions
Section 1. All purchases and requisitions shall be made in accordance with the
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provisions of law, this Code and other pertinent regulations of the
University.
Section 2. All requirements shall be submitted by the respective Unit Heads to the
Vice President for Administration who, together with the Budget Officer,
shall determine whether or not an appropriation is available to fill the
requisition.
Section 3. Whenever a requisition, for which funds are available as certified by the
Budget Officer of the University, is objected to by any member of the
administrative office, the latter shall state in writing the reasons for the
objection. The Unit Head concerned shall be furnished a copy thereof
and may then appeal to the President of the University for final decision.
Article 102. Procurement
Section 1. The Supply Office shall only be concerned with the purchase of supplies/
materials/equipment and fixed assets regardless of the mode of
procurement. The functions of the office are:
Section 2. The APP shall emanate from all operating units, each shall submit on the
last quarter of the current year an itemized list of supplies and materials
needed on a quarterly basis for the ensuing year based on allocation
from the Budget Office.
Section 3. Purchase Request (PR) shall be prepared in four (4) copies by the
Requisitioner/end-user and approved by the designated approving
authority. Proper distribution of the form shall be observed.
Article 103. Bidding
Section 1. Based on approved requisitions, invitations to bid are prepared with
specific descriptions and quantities of items called for.
Section 2. At least one week before bidding day these invitations are sent to
prospective qualified and reputable bidders.
Section3. On bidding day, which is usually on the 1st month of the quarter, the
committee convenes for the opening of the bids in the presence of
attending bidders.
Section 4. Bid tenders are abstracted as they are opened and read, at the same
time verifying whether bond requirements are complied with.
(Acceptable bonds are either CASH, CERTIFIED CHECKS OR GSIS SURETY
BONDS, equivalent to 10% of the total bid and 10% performance bond
in case of award.).
Section 5. Tenders are initiated by the members of the committee to indicate that
they have passed upon such offers.
Section 6. Based on the tenders and abstracts of bids, award is made to the offer
which the committee considers most advantageous to the University,
considering among others, 1) price, 2) quality, and 3) reliability of the
supplier.
Section 7. The members of the committee sign the abstract to signify their
approval of the award.
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Section 8. The COA representative signs as witness to the proceedings of the
bidding.
Section 9. Based on the award made by the committee the Procurement Division
prepares a Letter Order (LO) in six copies and Obligation Slip (SO) in six
copies.
Section 10. The Head of the Procurement Unit reviews and initials LO.
Section 11. The Accounting Unit certifies to availability of funds.
Section 12. From the accounting division, documents are forwarded to Internal
Audit Division for attestation.
Section 13. The Authorized official approves the same.
Section 14. The Procurement Unit transmits the L.O. to winning bidders. A fine of
1/10 of 1% for each day of delay is charged to the dealer in case of
delays.
Article 104. Negotiated Purchase
Section 1. Negotiated purchases are resorted to when the items requisitioned are
exclusively manufactured or distributed and there is no substitute
available in the market.
Section 2. Procedures on Negotiated Purchase
a. Quotations are secured from the exclusive manufacturer or
distributor with a certification as exclusive manufacturer or
distributor applicable to their respective status.
b. Based on the price quotations and certificate of manufacturer or
sole distributorship, supported by the approved requisition, a
negotiated form to purchase is prepared by the procurement
unit.
c. The Procurement Officer reviews records and initials documents.
d. Documents (Request to negotiate, requisition, quotation and
certificate of manufacturer or sole distributorship) are recorded
in the logbook and forwarded to the Chairperson of the Bidding
Committee.
e. Chairperson of the Committee on Bids and Awards endorses the
request for negotiation with the OVPA/Campus Director
otherwise, the request is returned with comments.
f. The President/Campus Director approves the negotiated
purchase/contract.
g. The Procurement Division prepares notices of approval to all
units concerned.
h. The Procurement Division prepares LO based on supporting
documents.
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Article 105. Emergency Purchase
Section 1. Emergency purchases without public bidding is allowed under Section 6
of Executive Order No. 302, S-1940 in any of the following instances:
Section 2. Whenever the supplies, materials, furniture, equipment or repair of
equipment are exceptionally urgent or absolutely indispensable to
prevent immediate danger to, or loss of, life and/or property.
Section 3. Whenever the suppliers are to be used in connection with the project or
activity which cannot be delayed without prejudice to public service.
Section 4. Procedure
a. Canvass of prices is obtained from at least three reputable
suppliers.
b. Based on the lowest responsive offer and amount up to
P1,000.00. The unit may be purchased directly without the need
for a requisition or PO, provided there are available funds for the
purpose.
c. Reimbursement or direct payment may be effected by
accomplishing a disbursement voucher (General Form 5A)
supported by a ROA, an official Receipt or invoice duly signed by
the company, taxpayer’s certificate, report of inspection and a
statement by the unit head that:
The price paid or contracted for is reasonable and that it is the
lowest obtainable at the time of purchase or order.
d. For amounts over P1,000.00 up to P5,000.00 a requisition has to
be accomplished and supported by at least three canvass of
prices plus statement of the department head on the emergency
nature of the purchase and a certification that the price is the
lowest obtainable at the time of canvass.
Article 106. University Budget
Section 1. The annual budget of the University shall be prepared in accordance
with the University approved rules and the Department of Budget and
Management policies and guidelines.
Section 2. The preparation of the annual budget shall be done in consultation with
heads of the different units and shall be based on need. The Heads of
Units may be invited to defend their proposals during budget hearings.
Section 3. Pending the approval of the annual budget for the ensuing fiscal year,
the University shall operate from January of a given year, using the
budget of the previous fiscal year as basis.
Section 4. The President of the University is authorized at his/her discretion to
order the closing of accounts of finished and dormant project and the
reversion of any balance to the original funds from which these were
drawn or to general unassigned funds of the University. Dormant
projects are those activities or special programs whose budgetary
allocation does not reflect any withdrawal for nine months after
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approval.
Article 107. Records Management
Section 1. The University shall strictly adhere to the efficient, effective and
economical implementation of the records management program as it is
a vital tool for the provision of an accurate and timely information
whenever and wherever it is needed in the university system.
Article 108. Records Maintenance
Section 1. All official correspondence intended for the University whether
addressed to the President or any other official, shall be coursed
through the Records Section for recording and routing to proper action
units.
Section 2. There shall be no direct deliveries of incoming communications to action
units by individuals. All communications delivered directly will first be
made to pass through the Records Section for proper recording. As
much as possible, there shall be no hand carrying of correspondence
within the university by outside parties. All officials and employees shall
inform the transacting public of this regulation and shall adhere to it.
Section 3. The Records Section shall adopts the following standard operating
procedures:
a. Receiving
b. Sorting
c. Opening
d. Stamping
e. Routing
f. Assigning of correspondence numbers
g. Recording
h. Logging
i. Delivery to action units.
Article 109. Records Classification and Filing
Section 1. Records should first be filed according to their subject classification.
Section 2. The file copy shall be marked “File” or “Released” and signed or initialed
by the appropriate official to show that the paper has been officially
released and is ready for filing.
Section 3. Complete filing designation shall be written on the upper right hand
corner of the materials, in clear, legible writing.
Article 110. Records Disposition
Section 1. Permanent records which are worthy of preservation usually reflect
those of the administrative history of the agency, the policies they
follow, the reasons for their adoption, the working methods, specific
individual transactions, including personnel service and the general,
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social, economic, or other conditions which the agency is dealing with.
Section 2. Non-current records have varying periods of usefulness to the agency
that maintain them. Because of this, it is necessary to determine how
long they should be retained in retirement to satisfy their administrative
and legal requirements. Non-current records awaiting the termination
of their prescription period may be transferred to less expensive storage
areas. Non-current records which are of no record value to the agency,
or temporary records whose retention periods have expired, should be
disposed of.
Section 3. All requests for storage of non-current records submitted by units of the
agency shall reflect information containing a brief description of the
record series turned over, and inclusive dates covered by the record and
volume.
Section 4. The University shall observe the standard procedure in disposing of
records:
a. The university shall prepare an inventory of its records holding in
the prescribed form as an initial step in developing the Records
Disposition Schedule (RDS) and for whatever purpose it may
deem necessary.
b. The University shall observe the General Disposition Records
Schedules in determining the disposal of its valueless records.
c. The University first secures authority from the Director of the
Records Management and Archives Office before destroying or
selling any record.
d. Upon receipt of request for authority to dispose of records, the
Chief of the Current Records Division, acting for the director,
shall assign a Records Management Analyst to appraise and
examine the disposable records of the University and
recommend the manner or method of disposal, such as by
burning or direct sale or shredding before sale in the prescribed
form.
e. The Records Officer who is in custody of the records holding
shall be responsible for the safekeeping of the valueless records
until their disposal is authorized.
f. The Records Management and Archives Office together with
representatives of CHED and COA may reappraise and reexamine
records for disposal as the need arises.
g. To safeguard the sanctity of the records and to check that
records to be disposed of are of the same records which were
appraised and examined and that no insertions had been done,
the actual disposal of records shall be witnessed by a
representative of the University, the RMAO and COA.
h. A Certificate of Disposal shall be prepared in triplicate by the
University and witnessed by the representatives of the
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Commission on Audit, Records Management and Archives Office
and the owning agency upon the delivery of the disposable
records to the paper mills or warehouse of the winning bidder.
i. The Certificate shall indicate the nature of the records, the
manner, place and date of disposal and their approximate
volume in cubic meters and weight.
j. The original copy goes to the University, a copy for the Records
Management and Archives Office and a copy for the Commission
on Audit.
k. The University shall submit a report on the disposal of valueless
records to the Records Management and Archives Office.
l. All proceeds realized from the sale of disposed valueless records
shall be remitted to University Funds.
m. The University shall determine when to have its file breaks. File
breaks are generally set during the slack periods of filing and
servicing. A file break may be set at the end of the fiscal year or
calendar year.
n. Records shall be disposed of periodically, usually once a year,
soon after a file break.
Article 111. Reference Service
Section 1. Non-current records stored in the record storage center shall be made
available to office personnel in the government agencies and the public
in general.
Section 2. Reference service in the record storage center shall be made in
accordance with the approved procedures to avoid loss or misplacement
of records.
Section 3. Priority in the request for non-current records should be given to those
coming from government agencies. Other requests should be attended
to on a “first come, first served” basis.
Section 4. A reference service request slip shall be accomplished and prompt
return of borrowed records at the prescribed period after use should be
observed.
Article 112. Medical Services
Section 1. The University shall maintain a Medical Unit which shall be managed by
a Physician and a Nurse.
Section 2. Medical consultation and check-up for students, faculty and staff shall
be free of charge.
Section 3. All new students shall undergo medical examination upon enrollment
and old students shall undergo medical examination on schedule.
Section 4. Outsiders may be entertained by the unit for medical consultations free
of charge but have to pay for the cost of the medicine and other
medical supplies and materials used.
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Article 113. Dental Services
Section 1. Dental check-up including general cleaning, extraction, and cementing
of damaged tooth shall be free to all students of the University.
Section 2. Faculty and staff of the University shall be free from paying services fee
for dental check-up, general teeth cleaning, cementing of damaged
tooth but shall pay the cost of medicines and other dental supplies and
materials used.
Section 3. Dental check-up for outsiders may be rendered free of charge as a form
of extension activity of the unit. However, the medicine and other
supplies and materials shall be paid at cost.
Section 4. Artificial dentures ordered by outsiders shall be charged for the cost
including the service fee. Such charges should be paid directly to the
campus casher who shall issue an official receipt. It shall be deposited in
a Trust Fund. This fund shall be used by the Medical/Dental Unit to
purchase dental supplies and materials, and maintenance or purchase of
dental equipment upon approval of the Board of Regents/Trustees.
Article 114. Financial Management
Section 1. The annual budget of the SUC shall be prepared in accordance with the
budgetary policies of the government and the rules and regulations
prescribed by the Board of Regents.
Section 2. Budget preparation shall start at the unit level of the different operating
units of the SUC.
Section 3. The Budget Officer of the University shall consolidate the estimates/
budgetary requirements for approval by the Board of Regents/Trustees.
Article 115. Budget Implementation
Section 1. No transfer of funds shall be allowed/authorized except for justifiable
and actual emergency situation. In such emergency cases, the SUC
President with the approval of the Board of Regents/Trustees may direct
the transfer of funds from one item to another but not to exceed 33 1/3
percent of the amount appropriated for such item.
Section 2. Pending the approval of the budget for the ensuing year, the SUC shall
operate based on the previous year budget.
Section 3. Any additional request for fund made by any of the operating units
should not be paid without being out as authorized by the Board of
Regents. In cases where it is no longer possible to sub-allot to the
requesting operating units, emergency expenditures shall be processed
at the Administration or at the operating unit, which as generated
savings at the end of the fiscal year.
Section 4. The SUC President shall be authorized to order the closing of accounts
of completed and dormant projects and direct the reversion of any
balance to the original funds from which these funds were drawn or to
the general unassigned funds of the SUC.
Section 5. Income from tuition fees and other necessary charges such as:
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matriculation fees, graduation fees, laboratory fees, medical and dental
fees, library fees, athletic fees and other similar fees, and the net income
from auxiliary services shall be deposited in an authorized government
depository bank as special trust fund. The said trust funds shall be used
to augment the maintenance and other operating expenses and capital
outlays fund of the SUC. They may also be used to pay authorized
allowances and fringe benefits to teachers, employees, and students.
Article 116. Internal Accounting Control for Disbursement
Section 1. No money shall be paid out to any public treasury or depository except
in pursuance of an appropriation, law or other specific statutory
authority.
Section 2. Government funds shall be spent or used solely for public purposes.
Section 3. Trust funds shall be available and may be spent only for the specific
purpose for which the trust was created on the funds received.
Section 4. Fiscal responsibility shall, to the greatest extent, be shared by all those
exercising authority over the financial affairs, transactions and
operations of the government agency.
Section 5. Disbursement or disposition of government funds or property shall
invariably bear the approval of the proper officials.
Section 6. Claims against government funds shall be supported with complete
documents.
Section 7. All laws and regulations applicable to financial transactions shall be
faithfully adhered to.
Section 8. Accounting and disbursement functions should not be vested on one
individual. An employee should not have control of the operations
giving rise to entries in the records i.e., the general ledger bookkeeper
should not have access to the cash or to the records of cash sales.
Section 9. Payments should be properly approved and be made by check
whenever necessary and issued to the name of the payee.
Section 10. All collections should be properly receipted and deposited intact and
promptly in accordance with pertinent regulations.
Section 11. Accountable officers should be properly bonded.
Article 117. Accounting and Auditing
Section 1. All accounts and expenses of the Aklan State University shall be audited
by the representative of the Commission on Audit (COA) and all
disbursement shall be made in accordance with the rules and
regulations prescribed by the COA.
Section 2. All vouchers and warrants shall be submitted to the President of the
University for his/her approval.
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Article 118. Donations and Endowments
Section 1. All donations to the University shall be accepted by the President for
and on behalf of the BOR in the name of the University subject to the
confirmation of the Board. Donations involving additional expenditures
or onerous conditions shall first be referred to the Board for deliberation
and final action.
Section 2. All donations to the University shall be registered in the “Book of
Accounts” reflecting the donor , beneficiary unit, and value which shall
be submitted to the Office of the University Secretary as part of public
records and shall be included in the University Inventory. The list of
donated items shall be forwarded to the Supply officer who shall then
issue memorandum receipts to the personnel who will take
accountability of the donated items.
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The Aklan State University subscribes to the intellectual property rights conferred by law upon
individuals and institutions for new works and inventions in discharging its quadruple functions in
instruction, research, extension and production.
The University, therefore, promulgates these policies on the generation, protection, and
commercialization of intellectual property to attain its vision of sustainable development in the
community while maintaining its integrity as a pillar of academic excellence.
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ANNEXES
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Republic of the Philippines
AKLAN STATE UNIVERSITY Banga, Aklan
5601 Philippines
University Research Operation Manual
Prepared by:
Roberto L. Saladar
Ersyl T. Biray
Elsa I. Abayon
Realm R. Alis
November 10, 2009
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Table of Contents
1. Introduction ....................................................................................................................139
1.1 Vision ...................................................................................................................139
1.2 Mission ...............................................................................................................139
1.3 Goals ....................................................................................................................139
2. University Research Thrusts and Agenda ...........................................................140
3. University Research Framework ............................................................................141
4. University Research Strategies of Implementation ........................................142
5. University Research Management and Supervision .......................................143
6. Research and Development Services Staff ..........................................................149
7. Research Fund Generation and Utilization ........................................................151
8. Classifications of Researches....................................................................................152
8.1 Nature of Research ........................................................................................152
8.2 Research based on Structural Distributions .......................................152
8.3 Research Focus ................................................................................................153
8.4 Research on Stages of Technology Development .............................153
8.5 Research by Location ...................................................................................153
8.6 Scope of Research Work ..............................................................................154
9. University Research Grants .......................................................................................154
9.1 Institutional Research ..................................................................................154
9.2 Collaborative Research ................................................................................154
9.3 Co-funded Research ......................................................................................154
10. Institutional Research Proposal ...........................................................................155
11. Collaborative Research Proposal .........................................................................158
12. Researcher Service Contract ..................................................................................161
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13. Research Project Implementation .......................................................................162
14. Research Project Personnel ...................................................................................164
15. Appointment of the Research Project Staff .....................................................165
16. Research Supplies, Materials and Equipment ................................................166
17. Use of University Common Service Facilities .................................................167
18. Researcher’s Travel Expenses ...............................................................................167
19. Research Progress Reports.....................................................................................169
20. Extension and Termination of Research Projects .........................................169
21. Presentation and Publication of Research Outputs .....................................170
22. Application for Intellectual Property Rights ...................................................170
23. Incentives of Faculty-Researchers .......................................................................171
24. Honoraria of Researchers .......................................................................................172
25. Participation in Conferences, Seminars and Trainings ..............................173
26. Awards and Other Incentives ................................................................................173
27. Repealing Clause .........................................................................................................175
28. Amendments ................................................................................................................175
29. Effectivity .......................................................................................................................175
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List of Acronyms
BOR Board of Regents
COA Commission on Audit
CRDS Chairpersons of Research and Development Services
DRDS Director for Research and Development Services
EO Executive Order
ETLs Equivalent Teaching Loads
ICTS Information and Communications Technology Services
IP Intellectual Property
MDGs Millennium Development Goals
MOA Memorandum of Agreement
MTPDP Medium-Term Philippine Development Plan
ODF Office of the Director of Finance
ODRDS Office of Director for Research and Development Services
OVPRE Vice President for Research and Extension
RDS Research and Development Services
RC Research Contract
SO Special Order
STF Special Trust Fund
SUC State Universities and Colleges
TOR Terms of Reference
UIPR University Intellectual Property Rights
URC University Research Council
VPAA Vice President for Academic Affairs
VPRE Vice President for Research and Extension
WVCST Western Visayas College of Science and Technology
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List of Figures
Figure 1. University research thrusts, agenda and the processes to expected output of researches ............................................................................................................................. 140
Figure 2. Research Convergence Model with Extension, Training and Information and Communication Technology Services of the University ..................................... 141
Figure 3. Framework for the development of policies and guidelines to strengthen the implementation of research programs and projects of the university ......... 142
Figure 4. Flow of preparation and approval of the institutional research proposal...157
Figure 5. Administrative process for collaborative research proposals ......................... 160
Figure 6. Flow of processing of MOA for collaborative research ........................................ 161
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UNIVERSITY RESEARCH OPERATION MANUAL
This University Research Operation Manual contains policies for general
research administration, management and implementation of research projects. Its
purpose is to give specific focus and direction to the researchers of the university
for the realization of its research vision, mission and goals.
Excellence in Research for Sustainable Development
Provide opportunity for the faculty and students to conduct intellectual
works, develop and promote inter-disciplinary research, and generate
creative knowledge and appropriate technologies for the advancement of
industries and realization of the vision and mission of the university.
Establish a dynamic research environment that will promote a high standard
of professional conduct among researchers, and a culture of research
practice that is ethical, competent, safe and responsive to the needs of the
stakeholders.
Conduct researches that can generate new knowledge, best practices and
appropriate technologies, and improve policies for the sustainable
development of industries and stakeholders.
Present research outputs in local, regional, national and international
venues.
Publish new knowledge and technological breakthroughs in local, regional,
national and international refereed journals and other scientific publications.
Strengthen the research network of the University with local, regional,
national and international institutions through collaborative research
programs and projects.
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The university researches are centered on quality education, sustainable
agriculture and fisheries, enterprise development, and health and social welfare.
These shall be focused on specific fields that may cut across disciplines, but
not limited to the following identified research agenda: food security, facilities and
services modernization, forest and environmental conservation, disaster and
health awareness/advocacy, renewable energy maximization, human capability
building, tourism development and promotion, and gender and development. The
framework of the university thrusts, agenda and output are shown in Figure 1.
Figure 1. University research thrusts, agenda and the processes to expected output
of researches
These research thrusts and agenda are based on the research edges of the
University, the Medium-Term Philippine Development Plan (MTPDP), and the
Millennium Development Goals (MDGs) in support of the mandate of the
Commission on Higher Education and the implementation of Republic Act 8435 or
the Agriculture and Fisheries Modernization Act of 1997.
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The Convergence Model of Research, Extension, Training, and Information
and Communications Technology Services Units shall be used to develop and
implement policies in harmonizing the research programs and projects of different
degree granting units of the university as shown in Figure 2.
This model provides the researchers a breadth and depth articulation of the
integration of resources from the four service units, and the use of inter-
disciplinary services of the university.
Figure 2. Research Convergence Model with Extension, Training and Information
and Communication Technology Services of the University
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The University Research Development Strategy is articulated in the
University’s Five Year Strategic Plan with detailed specific objectives and
implementation to realize the vision and mission of the university. It shall be inter-
disciplinary and participatory approach using the Input, Process and Output Model
illustrated in Figure 3.
Figure 3. Framework for the development of policies and guidelines to strengthen
the implementation of research programs and projects of the university
This framework provides direction in the formulation of research policies
and guidelines to achieve excellence in research programs based on, but not
limited to the following provisions:
Development of research policies to pursue the research thrusts and
agenda of the university, harmonize the research programs and projects,
and promote the efficient use of human resources and research fund.
Enhancement of knowledge and skills of faculty, staff and students to
undertake quality research works by building the university’s research
human infrastructure.
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Empowerment of Research Chairpersons to develop and implement
research strategic plans that shall utilize the expertise of the faculty, staff
and students in their respective college/school.
Modernization of research facilities and equipment to provide the faculty,
staff and students a dynamic working environment that is conducive to
the conduct of research.
Multi-disciplinary research approach to provide opportunities for
effective collaborations among faculty, staff and students from the
different colleges/schools and from other institutions.
Utilization of the research fund of the University and the research grants
of other institutions to implement the approved research proposals of the
faculty, staff and students.
Publication of research findings in local, regional, national and
international refereed journals to disseminate new knowledge and
technological breakthroughs to the stakeholders and the scientific
community.
Packaging of research outputs to secure the University Intellectual
Property Rights (UIPR) on developed technologies that shall be
commercialized by industries and other stakeholders.
Research collaborations with local, regional, national and international
institutions to expand the research network of the University.
Integration of gender and development in the implementation of
research programs and projects of the University.
Provision of incentives to the researchers who present and publish their
research findings in local, regional, national and international scientific
gatherings and publications.
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University Research Council
The University Research Council (URC) shall be the research policy-making
body of the university. The URC shall be composed of the University President as
Chairperson, the Vice President for Research and Extension (VPRE) as Co-
Chairperson, the Director for Research and Development Services (DRDS), and the
Chairpersons of Research and Development Services (CRDS) from the different
degree granting units of the university as members.
The University Board Secretary shall be the Secretary of the University
Research Council who shall disseminate the notice and agenda of the meetings at
least 48 hours in advance and shall keep the records of the minutes of meetings.
The minutes of the previous meeting shall be distributed with the notice of
meetings.
The URC meeting shall be called by the University President, or his
representative, or upon the request of the majority of all the members of the
Council.
A quorum of meeting shall be a majority of all the members of the Council.
The duties and functions of the URC are:
Review and recommend to the Board of Regents policies, guidelines, rules
and regulations governing the development of research plan, administration
management and implementation of research programs and projects of the
colleges, schools and other degree grating units.
The URC specific duties are as follows:
Serve as an advisory body to the President on the development of
research in the university;
Act as coordinating committee for the various committees of the
university for more effective and efficient implementation of the
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research programs and attainment of its vision and mission;
Review research programs and projects of the different degree
granting units or create a special committee as it may deem necessary
to review and evaluate research proposal for funding; and,
Review research policies and guidelines, utilization of research funds,
and recommend for approval by the Board of Regents.
Office of the Vice President for Research and Extension
In close coordination with the Office of the University President, Vice
Presidents, Executive Directors, Deans, Directors and Unit Heads, the Office of the
Vice President for Research and Extension (VPRE) is mandated to assist the Office
of the Director for Research and Development Services Unit to orchestrate and
harmonize the research programs and projects of Colleges, Schools and other
degree granting units of the university.
The VPRE is directly responsible to the President of the university. He/she
shall serve for a term of two (2) years without prejudice to re-designation for
another two (2) years or until he/she reaches retirement age whichever comes
first. However, the designation/appointment could be withdrawn anytime for a
cause. His/her major functions are the following:
1. Coordinates with the President of the university and other Vice Presidents
regarding the research and extension programs of the university.
2. Provides effective liaison between the university and the research and
extension community; local, provincial, national and international.
3. Initiates and undertakes activities that shall keep the university updated
with recent developments in the research and extension affairs.
4. The specific duties of the Vice President for Research and Extension are as
follows:
a. serves as deputy of the ASU President on research and extension;
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b. supervises the personnel, budget and expenditures, and annual
procurement planning, and recommends to the office of the
University President the allocation of funds and personnel
appointments for the Offices of Research and Development Services,
Extension and Community Services, Training Services and
Information and Communication Technology Services;
c. ascertains that actual expenditures are in accordance with the
authorized appropriations on allotments in the offices under the
Office of the Research and Extension following the government
accounting and auditing rules and regulations;
d. certifies the disbursement that expenses/advances necessary, lawful,
and incurred by the Offices of Research and Development Services,
Extension and Community Services, Training Services and
Information and Communication Technology Services under his
direct supervision;
e. coordinates with the Vice Presidents, Deans, Directors and Unit
Heads regarding Research and Development Services, Extension and
Community Services, Training Services and Information and
Communication Technology Services of the university;
f. provides effective liaison between the university and community,
and other educational institutions, government and non-government
organizations, foundations, research and training institutions;
g. conducts in-house research and extension review and initiates
activities that shall keep the university abreast with recent
development in instruction, research, extension and production;
h. prepares and pursues programs for staff continuing development;
i. assists the President in sourcing donations and grants-in-aid and
income generation initiatives for the support of research and
development, extension and community development, training, and
information and communication development programs;
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j. conducts meetings, conferences, trainings, workshops and seminars
in coordination with the President, Vice Presidents, Executive
Directors, Deans, Directors and other Unit Heads regarding the
planning, implementation and communication development
programs of the university; and,
k. performs other functions that the ASU President or Board of Regents
may assign.
Office of the Director for Research and Development Services
In coordination with the Office of Vice President for Research and Extension
(OVPRE), the Office of Director for Research and Development Services (ODRDS)
shall direct and assist the formulation of research strategic plan and
implementation of research programs and projects of the different degree granting
units of the university. Likewise, ODRDS shall assist the OVPRE in the networking
and resourcing of research fund.
With close coordination with the Executive Directors, Deans and Unit Heads,
the Director for Research and Development Services (DRDS) shall work closely
with the RDS Chairpersons in developing research strategic plans, implementing,
monitoring, evaluating research programs and projects of the different degree
granting.
The DRDS shall be designated/ appointed by the Board of Regents upon the
recommendation of the President. He/she shall be designated for a term of two (2)
years without prejudice to renewal for another two (2) years. However, the
designation/appointment could be withdrawn anytime for cause.
1. As DRDS, he/she is directly responsible to the Vice President for Research
and Extension.
2. His/her functions are as follows:
a. initiates and supervises the planning, implementation and evaluation
of new and existing activities, projects, programs approved by the
Board of Regents;
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b. initiates and undertakes activities that shall keep the university
abreast with recent development in research;
c. supervises and administers the personnel assigned in the Research
and Development Services;
d. assists the Vice President for Research and Extension in the
formulation of policies and guidelines for the operation of the office;
e. prepares the budget, expenditures and annual procurement of the
office; and shall represent the office in the Administrative Council/
Executive Meetings/Conferences;
f. provides effective liaison between the university and community, other
educational institutions, organizations and foundations and Local
Government Units (LGUs)
g. sources funds from donations and grants-in-aid for the support of the
extension activities of the university;
h. initiates and innovates efficient extension delivery system to transfer
technologies to the community;
i. chairs the R&D Coordinators of school/colleges/units of the university;
j. ascertains that actual expenditures are in accordance with the
authorized appropriation or allotments;
k. prepares and submits periodic reports;
l. designs and conducts livelihood and professional trainings in the
dissemination of technologies;
m. recommends the use and disbursement of funds allotted to RDS under
her direct supervision for approval; and,
n. does other functions that the President or Board of Regents may
assign.
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The RDS Unit has administrative, technical and clerical staff assisting DRDS
to implement research policies and guidelines of the university. These are the
designated Research and Development Services Chairpersons from different
degree granting units, the Science Research Assistant and the Clerk.
Research and Development Services (RDS) Chairpersons. The RDS
Chairpersons are performing the research manager tasks to assist the researchers
in their respective college, school or unit. Each degree granting unit of the
University shall have one RDS Chairperson who shall work closely with the DRDS
in developing research strategic plans, and in implementing, monitoring and
evaluating researches in their respective college, school or unit.
The RDS Chairperson shall have the following duties and functions:
a. represent his/her college, school or degree granting unit in the University
Research Council;
b. act as the head of the Local Research Evaluation Committee of their
respective college, school or degree granting unit;
c. represent the college, school or degree granting unit in the R&D
committees, meetings, consultations, conferences and seminars;
d. disseminate research policies and other information from the ODRDS to
the faculty in their respective college, school or degree granting unit;
e. coordinate with the ODRDS in the formulation and implementation of
research activities in the college/school degree granting unit;
f. monitor the status of research projects and activities in their respective
college, school or unit;
g. prepare and submit the strategic, procurement and action plans, progress
reports and other research-related documents from their college, school
or unit to the ODRDS;
h. attend the RDS regular meetings; and,
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i. perform other functions as maybe assigned by higher authority.
Science Research Assistant. The SRA shall work under the Office of the RDS
Director to assist the implementation of the research programs and projects by the
different degree granting units with the following functions:
assists the DRDS Unit in the formulation and consolidation of strategic
plans, conduct of research in-house review, and validate
accomplishment reports submitted by the RDS Chairperson from the
different degree granting units of the university;
assists the DRDS to coordinate with the RDS Chairpersons and
Researchers from colleges, schools and other units to prepare research
proposals, and document research output for presentation in the
research in-house review;
provides technical assistance to the researchers in the implementation
of research projects such as data gathering, statistical analysis and
documentation of research activities;
facilitates and assists the RDS Chairperson from different colleges,
schools and other units in monitoring and evaluating the on-going
research projects;
consolidates and submits quarterly research monitoring and
evaluation reports to the DRDS ;
assists the researchers in preparing reports, presentations, posters and
press releases of the research programs, projects and activities; and
does other related tasks.
Clerk. The Clerk shall act as the custodian of documents, and facilitator of
office business transactions under the supervision of the DRDS with following
duties and functions:
a. prepares interoffice and outgoing communications;
b. files and records all incoming and outgoing communications;
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c. records minutes of meetings;
d. records budget and expenditures of the office
e. prepares reports on research-related activities; and,
f. does other related tasks that the DRDS may assign.
The generation of research fund and utilization shall be guided by the following
procedures:
The University regular research budget allocation from the national
government shall be utilized for payment of personnel services and
operating expenses of the RDS unit to orchestrate and strengthen the
research programs of the different degree granting units.
The ODRDS shall prepare the utilization of the regular research budget every
October and shall be approved by the Board of Regents.
The re-alignment of the approved research budget from the regular fund may
be requested by the ODRDS to the Director for Budget and Finance subject to
approval of the Board of Regents.
The University research fund for institutional research grants shall be taken
from the 10% of Research Share of the Special Trust Fund (STF), and other
sources of fund of the university.
The 10% STF Research Share shall be deposited in one common account as
the University Research Fund to provide funding to the approved research
proposals.
The University Research Fund shall be utilized for research grants, incentives
of faculty-researchers and payment for professional and administrative
services.
Likewise, the University Research Fund shall be used for research human
capability building, upgrading of the research facilities of colleges, schools
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and other degree granting units.
Each of the degree granting units shall have equal access to use the
University Research Fund through submission of approved research
proposal.
The University provides grant to support the institutional and collaborative
researches which maybe technical or social researches across disciplines which
focus on, but not limited to the identified University Research Agenda. The
researches can be classified as follows:
Basic Research - any systematic and creative work undertaken primarily
to acquire new knowledge of the underlying foundations of phenomena and
observable facts, without any particular or specific application or use in
view.
Applied Research - any original investigation to acquire new knowledge. It
is, however, directed primarily towards a specific practical aim or objective.
Upstream Research - any research project of basic strategic type
implemented by national centers of excellence.
Midstream Research - any systematic work drawing on existing
knowledge gained from research and/or practical experience that is
directed to producing new materials, products and devices, to installing
new processes, systems and services, and to improving substantially those
already produced or installed; these are technology verification and
technology adaptation type of research implemented by regional SUCs.
Downstream Research - these are applied research projects of technology
dissemination and technology demonstration type implemented at the
provincial level.
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Commodity - refers to research undertakings that focus on product
development of specific commodities like rice and other agricultural
products or certain research fields.
Non-Commodity - refers to research undertakings that focus on socio-
economic aspects or interdisciplinary researches with policy implications
to agriculture (e.g. Integrated Pest Management, mechanization,
biotechnology, crop protection and forest biology).
Technology Generation Research - focuses on a single factor affecting
productivity of a single commodity.
Technology Adaptation Research - evaluates the performance stability
and replicability of technologies over space and time, conducted either in
the research station or farmers’ fields and done under the supervision and
management of the researcher.
Technology Verification Research - compares performance of the
improved technologies with that of existing farmers’ practice under
existing farm environment. This research is conducted in farmers’ own
farms under the supervision and assistance of researchers.
On-station Research - trials conducted in research stations where
facilities for experimentation are excellent and accessibility to researchers
is favorable. Usually, only the researchers are involved in formulating the
research objectives and methodologies.
On-farm Research - trials conducted in farmers’ fields with the farmers
involved in formulating improved technologies to be tried or tested.
Researcher-managed - on-farm trials conducted on farmers’
fields managed by researchers who evaluated in detail the
specific management components to be assigned to the cropping
systems.
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Farmer-managed - on-farm experiments managed by farmers
to find out how they respond to suggested improvements.
This refers to the nature and coverage of research work undertaken by the
faculty-researchers in different degree granting units.
Research Program - a group of interrelated or complementing projects
usually requiring an interdisciplinary or multidisciplinary approach to
meet established goals within a specific time frame. It is composed of at
least two projects.
Research Project - a set of interrelated studies, activities or a component
of a program with predetermined objectives to be accomplished within a
specific time frame. It is composed of at least two studies.
Research Study - a basic unit in the investigation of a specific problem
identified under a research project.
The University provides grants to support the institutional research. The
research grant includes operating expenses to implement the researches and
remuneration of the researcher.
All faculty members with permanent appointments are eligible to apply for
the research grants, provided the research is in line with the university research
thrusts and identified agenda, and approved by the Board of Regents.
this is funded by the University from the ten
percent (10%) of the STF and other source of fund from the university.
– is funded by partner institutions through a
Memorandum of Agreement between the University and the funding institution.
- Co-funding or a combination of funding from the
University and partner institutions through a Memorandum of Agreement between
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the University and the funding institution, and copy furnished to the concerned
offices.
The following are the procedures in initiating and approval of the institutional
research proposal:
The research proposal shall be conceptualized and developed by the
researchers or the research project team from the different degree granting
units.
Research proposal shall be focused on, but not limited to the current
problems and researchable gaps based on the identified research agenda of
the university.
The submission of the research proposal from the different degree granting
units to the ODRDS is every 4th quarter of the year, following the prescribed
institutional research proposal format of the University.
The research proposals shall be consolidated by the ODRDS who shall
indorse to the OVPRE for review, and evaluation by the URC.
The OVPRE shall convene URC Meeting to evaluate the submitted research
proposals.
The URC comments shall be incorporated in the research proposals before
submitting it to the ODRDS for inclusion in the University In-House Review.
Both rejected and accepted research proposals shall be returned to the
proponent, and the comments from the Technical Panel during the In-House
Review shall be incorporated in the final copy of the accepted proposals by
the proponent.
The final copy of the accepted research proposals shall be submitted to the
ODRDS who shall submit the list to the OVPRE.
The OVPRE shall then indorse the list of accepted research proposals to the
University President to be included in the agenda in the Board of Regent’s
meeting for appropriate action.
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Once the research proposals are approved, the University Board Secretary
shall issue the certification of the BOR Approval, copy furnished the
Researchers, ODRDS, OVPRE and RDS Chairperson.
The ODRDS shall provide a Research Code Number to the BOR approved
research proposals which shall then forwarded to the Office of the Director of
Finance (ODF) for allocation of fund.
The funding shall be taken from the ten percent (10%) of Research Share of
the Special Trust Fund (STF) or from other source of fund of the university.
The ODF shall issue a Certificate of the Availability of Fund or For Schedule
for Release of Fund to implement the approved research proposal, copy
furnished Researchers, ODRDS, OVPRE and RDS Chairperson.
Upon the issuance of the Certificate of the Availability of Fund, the
Researcher shall submit a request letter to the ODRDS to start implementing
the project subject to the approval by the University President.
The implementation of the research projects shall be done by the
Researchers directly monitored by the RDS Chairpersons under the
supervision of their respective Dean/Executive Director.
The ODRDS shall conduct quarterly field evaluation to validate the Research
Progress Report submitted by the RDS Chairperson.
The general rule is that the faculty can undertake only two (2) researches per
year that includes institutional and collaborative researches funded by
partner institution, where the faculty-researcher is the research project
leader.
The faculty may be allowed to participate in other researches provided he/
she can complete the on-going project and submit the final research report
on time; provided further that his/her academic and other mandated
functions in the university are not affected.
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Figure 4. Flow of preparation and approval of the institutional research proposal
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The following are the procedures in initiating and processing of Collaborative
Research Proposal to be funded by the partner institutions:
The research proposal shall be conceptualized by the Researchers or the
Project Research Team from the different degree granting units based on the
identified researchable problems or research interest of the funding
institutions.
The submission of research proposal from the different degree grating units
to the ODRDS shall be 10 days before the deadline, following the proposal
format prescribed by the funding institution.
The ODRDS shall create Research Technical Committee to review and
evaluate the research proposal, and comments from the committee shall be
integrated in the final research proposal by the research proponent.
The final copy of the research proposal shall be submitted to the ODRDS for
issuance of the Collaborative Research Code Number, and this shall be
forwarded to the OVPRE who will recommend for official endorsement by
the University President to the funding institutions.
In case the first submission of research proposal will not be accepted by the
funding institutions due for improvement of the research proposal,
comments and suggestions from the funding institutions shall be integrated
by the research proponent and the re-submission of the proposal shall be
endorsed by the University President to the funding institutions.
Once the research proposal is approved, a Memorandum of Agreement
(MOA) between the funding institution and ASU shall be executed, and the
concerned offices shall be provided with notarized copy of the MOA.
The Collaborative Research Fund shall include 10% from the total budget
which shall be allocated as the Administrative Overhead Cost. The rate is
pegged at 10% of the total budget that goes to the University Research Trust
Fund, and shall be used as follows: payment of honoraria and incentive of
administrative personnel which shall be determined by the Program/Project
Leader, and the remaining amount shall be used for the upgrading of RDS
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research facilities for the degree granting unit 40%, and 60% for
international/local travel expenses of researchers, see Figure 5.
The notarized copy of the MOA shall be submitted to the Office of the Board
Secretary to be included in the agenda of the Board Meeting for notification
of the Board of Regents, after which the Board Secretary shall issue the
certification of BOR action, copy furnished the concerned offices as shown in
Figure 6.
The implementation and utilization fund of the Collaborative Research
Project shall be based on stipulated agreement in the MOA and in accordance
with Memorandum of Agreement (MOA) accounting rules and regulations.
The Project Leader of the Collaborative Research Project shall submit the
monthly progress report and final research report to the ODRDS, copy
furnished the other concerned offices.
The administrative process of preparing the Collaborative Research Proposal
is shown in Figure 5.
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Figure 5. Administrative process for collaborative research proposals
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Figure 6. Flow of processing of MOA for collaborative research
Prior to the implementation of research programs/projects, either
Institutional or Collaborative the researchers shall be issued with Special Order
(SO) /Research Contract (RC) with the following conditions:
The Office of the University President shall issue the Special Order to the
Researchers stating the Term of Reference that includes the name of
researchers, title of the research project, duration of implementation, total
amount of fund, source of fund, expertise, duties and major activities of
researchers, incentives or honorarium to be received by the researchers and
signatories of the concerned university officials.
The research proponents shall affix their signatures in the Special Order
issued by the University President in confirmation of their duties, functions
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and accountabilities to disburse research fund and implement the project.
The Research Project Leader, Dean or Executive Director who shall
implement the research project shall affix their signatures in the Research
Contract to be accountable on the disbursement of funds and
implementation research without jeopardizing the regular functions of
researchers in their respective degree granting unit.
The University President can revoke anytime the Special Order issued to the
Research Project Leader and Researchers whose research activities are
proven unethical done in misconduct and negligence in their academic
function in the university.
Extension of Research Contract or the deferment of research for a maximum
of one (1) year maybe granted to the research proponent for valid reasons,
and approved by the University President.
Incase the research proponent did not start after the deferment period has
lapsed, the rights of the proponent is forfeited, and the research shall be
implemented by other researchers.
To strengthen and institutionalize uniform implementation of Research
Programs/Projects in the different degree granting units, the following policies and
guidelines are hereby adopted:
1. Only BOR approved Research Program/Research Project Proposal shall be
implemented by the researchers in their respective degree granting units,
following the program of activities defined in the proposal.
2. Funding of the approved Institutional Research Programs/ Projects shall
be charged to the University Research Fund from the10% STF Research
Share of the respective academic units and/or sourced out from GAA or
linkages.
3. The Research Program/Project Leader shall prepare a program of
activities matrix with corresponding budget per activity, and signed by
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the respective Budget Officer, Dean and Executive Director and approved
by the University President.
4. The Research Program/Project Team shall accomplish the Research
Service Contract in the ODRDS in which the functions and duties of the
RDS Program/Project Team such as team leader, facilitator, trainer,
documenter and project consultant shall be defined.
5. The Research Service Contract shall be signed by Research Program/
Project Team and their respective RDS Chairperson, noted by the Dean
and the Executive Director, and approved by the University President.
6. All Research Programs/Projects with attached Research Service Contract
shall be submitted by the RDS Chairperson to the ODRDS for
consolidation and submission to the OVPRE. The contract shall then be
endorsed for approval to the University President.
7. The mode of Research Program/Project implementation shall be divided
into different phases of activities by semester. In case some of the
activities require to be conducted during summer, this should be reflected
in the program of activities.
8. The implementation of the Research Programs/Projects shall be properly
documented, particularly the processes, procedures, challenges, lessons
learned and efficient use of project funding following the government
rules and regulations.
9. RDS Chairpersons shall have regular meetings and monitoring of projects
implemented by their respective college, school or unit.
10. Research Program/Project Leaders are required to submit quarterly
Research Progress Report, and consolidated progress report at the end of
the semester to the ODRDS who shall provide certification to the
researchers to justify their claims of research services rendered for that
semester.
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The qualification of the project personnel who shall be hired must conform
to the qualification and technical expertise needed to implement the research
project. The research project personnel shall be hired following the university
hiring procedures for project-based personnel. Below are positions of personnel
who may be hired to assist the researchers.
Research Assistant. The applicant must possess a baccalaureate or
graduate degree, with related work experience, and has undergone at
least 8 hours of relevant training. The duties and functions include but are
not limited to: assist the faculty-researchers in the conduct of research
activities, such as laboratory analysis, data gathering, report writing, etc.;
and provide technical assistance to the field workers, data gatherers and
encoders.
Research Aide. The applicant must possess a baccalaureate or graduate
degree, with related work experience, and has undergone at least 8 hours
of relevant training. The duties and functions of a laboratory aide include
but are not limited to: assist the researchers in setting up laboratory
experiments and analyzing samples; and maintaining the utility of
equipment and materials in the laboratory.
Statistical Aide. The applicant must possess a baccalaureate or graduate
degree, with related work experience, and has undergone at least 8 hours
of relevant training. The duties and functions of statistical aide include but
are not limited to: encode data and operate the statistical programs like
CROPSTAT, SPSS, Minitab, and Microsoft Excel; and prepare statistical
tables, charts and graphs for data analysis.
Enumerator/Interviewee. The applicant must have at least two years of
college education relevant to the nature of the study, preferably with
experience in conducting interviews and surveys. The duties and
functions of an interviewer/enumerator include but are not limited to: -
conduct interview with the respondents; and transcribe the interviewed
data.
Laborer. The applicant must possess at least two (2) years of college
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education relevant to the nature of the study, and with related work
experience. The duties and functions of a laborer include but are not
limited to: work on the field on tasks assigned by the faculty-researchers;
and constructing facilities needed in the project.
Encoder. The applicant must possess at least two (2) years of college
education relevant to the nature of the study, computer literate, and with
related work experience. The duties and functions of an encoder include
but are not limited to: - encoding data gathered in the course of the
research; and encoding and formatting reports and communications such
as progress and annual reports, reports to funding agencies and reports
for publication.
Consultant. The services of a consultant may be contracted if the project
requires a level of expertise or attention beyond the optimum in-house
capability (Sec. 24.3, AAMRO). The consultant must possess the necessary
expertise needed in the research as shown by his/her educational
qualifications, technical expertise and experiences. The function of
research consultant must be well-defined in the terms of reference subject
to the approval of the University President.
The appointment of the research projects staff shall be classified into:
Contractual. The research project proponent accomplishes the request to
hire a contractual employee and submits the request to the Dean/Unit
Head for approval. The approved request is then attached to the contract
of service and program of activities of the contracted employee, which is
processed through channels for the approval of the concerned higher
authorities of the university.
Local Job Order. Hired laborers, utility workers and “pakyaw” shall be
hired for a maximum of one month. Approved Local Job Order request
shall serve as the appointment, which is processed through channels for
the approval of the concerned higher authorities of the universities.
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The documents needed to process the payment of wages include:
Contractual Project Staff:
Approved request to hire the project staff
Project staff contract of service
Project staff Daily Time Record
Project staff accomplishment report for the month
Approved request to render overtime with pay
Local Job Order:
Approved Job Order request
Approved scope of work and billing of materials
Approved program of work and accomplishment report
Pre- and post-repair inspection forms
Consultant:
Approved Special Order or Terms of Reference by the University
President
Certification for the Research Project Leader on the services rendered
Consultant’s narrative report based on the TOR
The wages of research project staff shall be claimed from the cashier’s office.
In case the research project personnel cannot claim his/her paycheck personally, a
representative can claim it by presenting a written authorization.
The procurement of research supplies, materials and equipment and
disposal of the non-serviceable materials and equipment shall observe the
following:
Procurement of research supplies, materials and equipment, and
reimbursement expenses shall follow the University procurement
procedures based on R.A. Procurement Law and it’s IRR,
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Equipment purchased for use in the project shall be considered property
of the University or the degree granting unit and shall be returned to the
Supply Office upon termination of the project.
The non-serviceable equipment must be returned to the Supply Office and
the Memorandum Receipt issued to the researcher shall be cancelled.
The University Common Service Facilities in the different campuses can be
utilized in research activities; provided, that the use of such facilities shall be
approved by the concerned authorities following standard operating procedures
on the use and utilization of the common service facilities of the university.
The traveling expenses of the researchers to conduct their research projects
shall follow EO 298 dated March 23, 2004, amending further EO 248 dated May 29,
1995 as amended by EO 248-A dated August 14, 1995, which prescribes rules and
regulations and new rates of allowances for official local and foreign travels of
government personnel, states that the travel expenses of government personnel
regardless of rank and destination shall be in the amount of eight hundred pesos
(Php800.00) per day which shall be apportioned as follows: 50% for hotel/lodging,
30% for meals, and 20% for incidental expenses.
Entitlement to travel expenses shall start only upon arrival at the place of
destination and shall cease upon departure at the following percentage:
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A researcher on official travel/assignment within 50 km radius of his/her
permanent official station or place of work, shall be allowed to claim
payment of travel expenses only upon presentation of proof, duly
supported by bills or invoices with official receipts of expenses incurred,
that he/she stayed in the place of his/her assignment for the whole
duration of his/her official travel. If he/she commutes daily from the place
of his/her assignment to the place of his/her residence or permanent
official station, he/she shall be allowed only the reimbursement of actual
fare at the prevailing rates of the authorized mode of transportation from
the permanent official station to the destination or place of work and back
and a reasonable cost for meals. The total actual fare and cost of meals
and incidental expenses shall in no case exceed four hundred pesos (Php
400.00) per day.
Within thirty days of the researcher’s return to his/her permanent official
station he/she shall render an account of the cash advance received by
him/her in accordance with existing applicable rules and regulations
and/or such rules and regulations as may be promulgated by the
Commission on Audit for the purpose. Failure to do so will mean the
suspension of the researcher’s salary from the University until he/she
complies therewith.
The researcher shall also be allowed reimbursement of premium for
accident insurance coverage, not exceeding two hundred thousand pesos
(Php200,000.00) for the duration of his/her official travel. Under no
Particulars Percentage To Cover
Arrival not later than 12:00 100% Hotel/lodging (50%); meals (30%)
Arrival after 12:00 noon 80% Hotel/lodging (50%); meals (10%)
Departure before 12:00 noon 30% Breakfast (10%) and incidental ex-
Departure at 12:00 noon and
later
40% Breakfast (10%), lunch (10%) and
incidental expenses (20%)
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circumstances, however, shall premiums on insurance of personal or
household effects be charged to government funds.
The URDS Unit shall establish the monitoring and evaluation procedures to
determine the status of researches implemented by the different degree
granting units.
The RDS Chairpersons shall be responsible in conducting regular monitoring
of researches in their respective college, school or unit.
The RDS Chairpersons shall submit quarterly Research Progress Report of
their respective college, school or unit to the ODRDS using the monitoring
instrument.
The DRDS shall or may create a Technical Evaluation Team to review and
validate the submitted progress reports.
The RDS Chairpersons and the Research Project Leader shall be provided a
copy of the results of the evaluation.
The ODRDS and OVPRE shall be furnished copy of the results of evaluation
for official submission to the concerned offices and to the funding
institutions.
The on-going research project could be extended or terminated for valid
reasons subject to the approval of the University President.
The Research Project Leader may request extension of research, with a grace
period of two months, granted to a project from the date of its expected
completion to complete final report.
In case the proponent failed to submit final report after the grace period, the
researchers may request for a maximum of another two months extension
period subject to the evaluation of the URC and approval of the University
President.
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No additional funding shall be granted during the extension period and the
researcher shall not be entitled to receive honorarium or service credit in the
extension period.
If the proponent still fails to finish the project after the extension, the
researcher shall be required to submit a final report and a letter explaining
the reasons of failure to complete the research project.
Failure to complete the research project given the extension period shall
result reverting of the remaining amount left of the research fund to the
University Research Fund, and the honorarium received by the project
proponents shall be refunded to the University.
For collaborative researches, the proponent may request for extension to the
funding institution with transmittal letter from the University President.
The Research Projects shall be terminated by the University President and
fund released shall cease when the researchers leave of duty without the
approval of the concerned authorities of the university were suspended from
duties in the university offense, and failed to submit final copy of research
report.
Final reports submitted by the researchers are considered property of the
University. The ODRDS, after duly notifying the author, has the right to disseminate
results in its own publications.
However, the researchers may publish the full or partial results of the
research in other local, regional, national or international publications with the
written consent for publication which shall be approved by the concerned
authorities of the university.
The Office of the Director for Intellectual Property provides procedures and
application for Intellectual Property Rights. The Intellectual Property (IP) Code of
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the Aklan State University approved on the 33rd Regular Board Meeting of the
Board of Regents last March 14, 2009 at the WVCST Function Room, Western
Visayas College of Science and Technology, La Paz, Iloilo City, Iloilo shall be adopted
to protect the intellectual property of the university and rights of researchers.
The University IP Code covers all researches, research contracts, tangible
research properties or outputs with or without patent or copyright protection,
whether for commercial and non-commercial purpose, undertaken using any
university resource and including all material transfer and license arrangements.
The University’s IP Code also covers all types of intellectual property rights
enumerated under the IP Code of the Philippines (RA 8293): copyright and related
rights, trademarks and service marks, geographic indications, industrial designs,
patents, layout designs (topographies) of integrated circuits, and protection of
undisclosed information, as well as the plant breeders’ rights under the Plant
Variety Protection Act of 2002.
The University shall adopt the following awards and incentives for
researchers in addition to those stipulated in RA 8439 or the Magna Carta for
Scientists, Engineers, Researchers and Other S &T Personnel in Government:
Workload Credits of Faculty-Researcher. The Faculty-researcher load
credit shall be based from the Faculty Manual of the University on Workload
conducting research work with no honoraria shall be given research work credits
which shall not exceed 9 Equivalent Teaching Loads (ETLs) per semester.
College/School Research Chairperson - 3 units
Program Leader - 9 units
Project Leader - 6 units
Study Leader and Other Researchers - 3 units
For administrators who have 6 ETLs for their administrative loads, a
maximum of 3 ETLs for research shall be given and credited upon submissions of
periodic and final outputs.
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Faculty-researchers are required to submit monthly research progress report
that shall be consolidated at the end of the semester to the ODRDS, copy furnished
OVPRE, VPAA and their respective Dean and Executive Directors of proponents to
justify credit claims for research services for the semester.
The honoraria of the faculty doing institutional research shall be based from
the DBM Budget Circular No. 2007-2 dated October 1, 2007 prescribes guidelines
on the grant of honoraria due to assignment in government special projects.
The honoraria of faculty-researcher shall be released upon the submission of
Progress Report to the ODRDS, and the releases of honoraria shall be in three
payments based on the following percentages:
1. First payment: 30% of the total honoraria upon submission of first
quarter progress report based on the approved work plan;
2. Second payment: 30% upon submission of revised final report based on
recommendations generated in the annual review;
3. Final payment: 40% upon submission of an acceptance receipt for
manuscript publication from the editor of a local, regional, national or
international research journal within six months after the completion of
the project, and the research equipment shall be returned to the supply
office of respective college, school or unit.
4. For Institutional Research Project, the minimum rates of honoraria of the
Project Leader, Study Leader and Researchers per month are as follows:
Project Leader: PhP3,000.00
Study Leader: PhP2,500.00
Researcher: PhP2,000.00
5. For Collaborative Research Project, the rate and the releases of honoraria
shall be based from the MOA, and the Terms of Reference approved by the
University President.
6. Likewise, the administrative personnel who rendered administrative and
support services to this special project, including but not limited to
personnel, financial, records and supply management, and other auxiliary
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services shall be entitled to receive the incentives subject to the approval
of the university president.
Researchers are encouraged to attend local, national and international
conferences, seminars, trainings and study tours to promote exchange of
knowledge and scientific information.
Their participation shall be funded by the University Research Fund or
sponsored by the sponsoring agencies subject to the approval of the University
President.
Awards and incentives shall be given to the deserving researchers, who
presented researches with scientific body of knowledge, innovative research
methods, and generates new knowledge and technologies that shall contribute to
realize the vision and mission of the university.
The new knowledge and technologies generated shall have an impact and
useful to food security, facilities and services modernization, forest and
environmental conservation, disaster and health awareness/advocacy, renewable
energy maximization, human capability building, tourism development and
promotion, and gender and development.
The following are the awards and incentives of researchers subject to the
availability of funds:
In-House Review
Best Completed Research Php 5,000.00 + Certificate
Best Presenter Php 2,000.00 + Certificate
Best On-Going Research Php 4,000.00 + Certificate
Best Presenter Php 2,000.00 + Certificate
Best Poster Php 3,000.00 + Certificate
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Incentives for Poster and Research Presenters
Category Presentation With award
Regional 2,000.00 3,000.00
National 4,000.00 5,000.00
International 8,000.00 10,000.00
Publication of Paper
ISI Journals Php 30,000.00
International refereed Journal ISSN/ISBN Php 25,000.00
National refereed Journal ISSN/ISBN Php 15,000.00
Regional refereed Journal ISSN/ISBN Php 10,000.00
Local refereed Journal ISSN/ISBN Php 5,000.00
The wards and incentives shall be awarded to the researchers with the
following provisions:
1. Awards and Incentives for the publication of full papers shall only be
given to regular faculty-researchers who are in active service in the
university.
2. The published research output must fall within the discipline or related
field of the author and must be a solid piece of research.
3. If the work is included or cited in an article authored by another, the cited
portion shall not qualify for the incentive.
4. In the case of co-authorship, the incentive shall be divided equally among
the number of the authors, but only ASU authors shall be awarded,
provided that the output must be fall within the discipline or related field
of the author.
5. Should a publication for which an employee was awarded later be
withdrawn or retracted by the publisher owing to misrepresentation of
data or authorship, plagiarism or some unethical act, the authors shall
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return the full amount of the incentive, without prejudice to the
application of other University sanctions.
6. To apply for the research awards and incentives, the researcher shall
submit the copy of published article and other pertinent documents to
the ODRDS as evidence for the claim of awards and incentives.
7. The submitted documents shall be evaluated by URC or Research Awards
and Incentives Committee, and the releases of awards and incentives shall
be subject to the availability of funds and approval of the University
President.
All other University guidelines inconsistent with these policies are deemed
amended and/or repealed accordingly.
The rules and guidelines set out in this manual may be amended by the
University from time to time. The University shall undertake to notify University
personnel and students as soon as practicable of the amendments so made. In any
case, the amendments shall be in full force and effect on the date the amendments
have been announced by the University to take effect.
This University Research Operation Manual shall take effect upon approval
by the ASU Board of Regents.
A Compilation of the
Aklan State University Code,
Operation Manual, and
Policies
Aklan State University Code……………………………...………….…………..5
The Intellectual Property (IP) Policies …………………………………..71
The University Extension Manual …………………………….…………...91
The Research Operation Manual …………………………………………133