MANUAL OF OPERATIONS

CAMARINES NORTE STATE COLLEGE Daet, Camarines Norte

Philippines

CONTENTS ACRONYMS AND ABBREVIATIONS v FOREWORD xi INTRODUCTION Brief History 1 Seal and Color 2 College Hymn 3 College March 3 College Mace 3 College Flag 3 College Color 3 College Advocacy 4 RULE 1 – MISSION, VISION, PLANNING CONTEXT 5 Article 1: Mission 5

2: Vision 5 3: Goals and Objectives 5 4: Guiding Values 6 5: Planning Contexts and Development Imperatives 8

2 – ORGANIZATION AND ADMINISTRATION 11 Article 1: Organization 11 2: The Governing Board – The Board of Trustees 12 3: Councils 16 3 – OFFICERS OF THE ADMINISTRATION 19 Article 1: Composition 19 2: The President of the College 19 3: The Vice Presidents 21 4: The Secretary of the College 24 5: Deans/Directors of Colleges and other Academic Unit 25 4 – THE OFFICES UNDER THE OFFICE OF THE PRESIDENT 26 Article 1: Planning Unit 26 2: Cultural and Performing Arts Center 26 3: Assistant to the Director/Trainers and Performing Groups 28 4: CPAC Operations Manual 28

5: Alumni Relations Office (ARO) 28

6: Presidential Management Staff 29 7: Terms of Office of Heads 29 5 – THE ADMINSTRATIVE, AND SUPPORT SERVICES, POLICIES, RULES AND PROCEDURES 30 Article 1: General Function 30 2: The Administrative and Support Services 30 3: The Auxiliary Services Division 33 4: Physical and Plant Division 34 5: Personnel Administration 37 6: Security Measures 68 7: General Services 70 6 – ACADEMIC AFFAIRS, UNITS, AND PROGRAMS, RULES, REGULATIONS PROCEDURES 98 Article 1: Filing up the Position of the College Deans/Directors 98 2: The Graduate School Dean 100 3: The College Secretary of the Academic Unit 100 4: The College Departments 101 5: The National Service Training Program (NSTP) 103 6: Academic-Related and Support Units 106 7: Academic Affairs Rules, Regulations & Procedures 103 8: Faculty Workload 120 9: Instructional Procedures 122 10: Faculty Benefits, Incentives & Privileges 140 11: Other Personnel Privileges, Grants and Awards 146 12: Administrative Matters 150 13: Ethical Standards 155 14: Academic Rites, Rituals and Symbols 155 15: Work Terms and Conditions for Faculty Members 156 16: Faculty and Office Publications 160 7 – STUDENT SERVICES POLICIES AND GUIDELINES 161 Article 1: Office of Student Services 161 2: Academic Guidelines and Procedures 181 3: Rules and Regulations on Student Activities 188 4: Student Code of Conduct and Discipline 211 8 – RESEARCH POLICIES AND GUIDELINES 232 Article 1: General Policies and Guidelines 232 2: CNSC Research Policies and Administration 235

3: Research Proposal development & Processing 241 4: Policies and Guidelines for Undergraduate Thesis Writing 247 5: Guidelines & Policies on Thesis & Dissertation Of Graduate 253 6: Miscellaneous Provisions 256 Annexes 258 9 – EXTENSION POLICIES AND GUIDELINES 291 Article 1: General Policies 291 2: Organization and Management 295 3: Linkages 299 4: Workload on Faculty Involved in Extension 299 5: Operational Guidelines of the Office of the Extension Services 299 6: Workload Equivalency for Personnel Involved in Extension 300 7: Extension Delivery Systems 300 8: Extension Programs/Projects Implementation and Monitoring 302 10 – PRODUCTION POLICIES AND GUIDELINES 305 Article 1: Mandates and Objectives 305 2: Thrusts and Concerns 305 3: Production Center Core Values 306 4: Duties and Functions of PBDC Personnel 307 5: Projects 313 6: Operational Guidelines and Procedures 315 7: Incentives Scheme and Guidelines 324 8: Records and Recording System 331 11 – MISCELLANEOUS POLICIES, SEPARABILITY, REPEALABILITY AND EFFECTIVITY 334 Article 1: Miscellaneous 334 Article 2: Amendment 334 Article 3: Separability Clause 334 Article 4: Repealing Clause 334 Article 5: Effectivity 334

ACRONYMS AND ABBREVIATIONS

AACCUP Accreditation Agency for Colleges and Universities of

the Philippines AAUP Academic Affair Units and Programs AC The Academic Council AFMA Agriculture and Fisheries Modernization Act AMC Average Monthly Compensation AFP Armed Forces of the Philippines ALOBS Allotment and Obligation Slip AO Accounting Office AP Assistant Professor APP Annual Procurement Plan ARSU Academic Related and Support Units ARU Academic Related Units ARD Assistant Research Director ARO Alumni Relations Office AS Academic Staff ADCO Administrative Council ASD Auxiliary Services Division AWOL Absence without Leave BAC Bids and Award Committee BDO Business Development Office BGS Building and Grounds Supervisor BMP Basic Monthly Salary Pension BO Budget Officer BOT Board of Trustees BOM Board of Management BS Bachelor of Science BU Bicol University CAD College of Administration CANR College of Agriculture and Natural Resources CAS College of Arts and Sciences CAO Chief Administrative Officer CCE Common Criteria for Evaluation CEA College of Engineering and Agriculture CE College of Education CEIT College of Engineering and Industrial Technology CEAP College Entrepreneurial and Agri-Business Programs CEO Chief Executive Officer CEP Curriculum Evaluation and Planning CHED Commission on Higher Education CNA Collective Negotiations Agreement CNNHS Camarines Norte National High School CNNAS Camarines Norte National Agricultural School

CNSAT Camarines Norte School of Arts and Trades CNSCAF Camarines Norte State College Alumni Federation CNSC Camarines Norte State College CO Cashier Officer COD Cash on Delivery COA Commission on Audit CP College Professor CPAC Cultural and performing Arts Center CRM Coastal Resources Management CS Civil Service CSC Civil Service Commission CTC Community Task Certificate CTO Compensatory Time Off COA Commission on Audit CO College Coordinator COCs Compensatory Overtime Credits COMELEC Commission on Election CRO Central Records Office CDP College Development Plan CLM Computation of Leave Monetization CVSU Cavite State University CWTS Civic Welfare Training Service DECS Department of Education Culture and Sports DA Department of Agriculture DASS Director for Administrative & Support Services DSS Director for Student Services DF Department of Fisheries DGH Dormitory/Guest House DOH Department of Health DOST Department of Science and Technology DTR Daily Time Record (CS Form 48) EBB Editorial Board of Examiners EC Employees Compensation ECC Employees ECP Employees Compensation Program ETL Equivalent Teaching Load EOT Ex-officio Treasurer EO Executive Office ESC Extension Services of the College FWD Faculty Welfare and Development FY Fiscal Year GAA General Appropriation Acts GASS General Administrative and Support Services GAD Gender and Development GC General Circular GCPO Guidance and Counseling and Placement Office GM General Memoranda GNP Gross National Product

GOCCs Government-owned and controlled corporations GS Graduate School GSIS Government Services Insurance System GSNWO General Services and Utility Work Office HEDF Higher Education Development Fund HEIs Higher Educational Institutions HRMO Human Resource Management Office IAC Internal Accreditation Committee ID Identification Card ICs Incoming Communications IGE Income Generating Enterprises IGP Income Generating Projects IIGP Instructional Incomer Generating Projects ISAR Institutional Sponsored Activity Rule IRCFE Internal Review Committee on Faculty Education ITS Incoming Transmittal Slip JAO Journal of analysis of obligation LO Letter Order LTS Literacy Training Service MA Master of Arts MAA Management Audit Analysis MCALP Monitoring and Control of Attendance and Leaves of Personnel MC Memorandum Circular MDSU Medical and Dental Services Unit MOA Memorandum of Agreement MS Master of Science MSL Military Service Leave MPL Multi-Purpose Loan NBC National Budget Circular NEDA National Economic Development Authority NEDA-MTDP National Economic Development Authority-Medium Term Development Plan NEDA-RDC-MTDP National Economic Development Plan-Regional Development Council-Medium Term Development Plan NGAS New Government Accounting System NGOs Non-Government Organizations NHERA National Higher Education Research Agenda NHIS National Health Insurance System NSTP National Service Training Program NSTP-ROTC National Service Training Program Reserve Officers’ Training Corps NSTP-LTS National Service Training Program Literacy Training Service NSTP-CWTS National Service Training Program Civic Welfare Training Service NMROSR Non-Monetary Remuneration for Overtime Service Rendered OCs Officer Circulars OCs Outgoing Communications

OES Office of Extension Services OFYA Outstanding Faculty of the Year Awards OIC Officer In Charge OM Office Memorandum OO Office Order OPPRI Office of Policy. Planning, Research and Information OPS Office of Programs and Standards OOR Office of Registration OR Official Receipt OSA Office of Student Affairs OTS Outgoing Transmittal Slip OSS Office of Student Services PASUC Philippine Association of State Universities and Colleges PAGASA Philippine Atmospheric Geophysical and Astronomical Services Administration PPMP Project Procurement Management Plan PMI Project Monitoring and Inspection PME Project Monitoring and Evaluation PBDC Production and Business Development Center PCIERD Philippine Council for Industry and Energy Research and Development PCMARD Philippine Council for Marine and Aquatic Research and Development PCE Professional Code of Ethics PCIERD Philippine Council for Industry and Energy Research and Development PCMARD Philippine Council for Marine and Aquatic Research and Development PD Presidential Decree PDT Permanent Total Disability PDS Personal Data Sheet (CS Form 212) PERA Personnel Economic Relief Assistance PERA Policies on Faculty Recruitment and Appointment Phil Health Phil Health Benefits and Service PIB Performance Incentives Bonus PLSP Parental Leave of Solo Parents POP Policies on Promotion PO Purchase Order PPD Physical Plant Division PPD Permanent Partial Disability PR Purchase Request PRS Personnel Recruitment and Selection PRC Professional Regulatory Commission PSB Promotion and Selection Board PSB Personnel Selection Board PTA Parents Teachers Associations PVP Proportional Vacation Pay

R.A Republic Act RAMC Revalued Average Monthly Compensation RDE Research Development and Extension R & D Research & Development RC Research Coordinator RD Research Director RIV Requisition and Issue Voucher RMO Records Management Officer ROA Request for obligation and allotment ROI Return on Investment ROTC Reserve Officers’ Training Corps RUV Requisition and Utilization Voucher SBM Science and Business Management SLPS Study Leave with Pay Scheme VP Vice President WID Women in Development SAI Supplies Availability Inquiry SCF Student Council Fee SDO Sports Development Office SDF Student Development Fee SER Special Errand Rule SPO Supply and Property Office SO Special Order SO Supply Officer SOS Service Obligation Served SOR Service Obligation Required SIF State Insurance Fund SPS Stock Position Sheet SUCs State Universities and Colleges SSC Student Supreme Council TCR Total Compensation Received TDD Temporary Total Disability TESDA Technical Education Skills Development Authority TLS The Library Services TLIS Teaching Load Information Sheet TO Travel Order LTHDP Long Term Higher Development Plan LTO Land Transportation Office HEMA Higher Education Modernization Act VPAA Vice President for Academic Affairs VPASSP Vice President for Administration, Support Services & Production VPRE Vice President for Research and Extension WID Woman in Development ZCC Zonal Computerization Center

FOREWORD

The existing rules, regulations and procedures in CNSC have been, in most cases, in the custody of the various units using them. The major units that have already prepared their respective operations manual are: a) Administrative and Support Services; b) Academic Affairs; c) Students Services; d) Research; e) Extension; and f) Production There is a need for the whole academic community to be aware of and have an easy access to the overall manual of operations of CNSC. This manual of operations is a compendium of the existing policies, rules, regulation and procedures being used in the day to day operations of the Camarines Norte State College (CNSC). These were prepared and implemented by the different major units in charge of implementing the key functions of the College. Most of the provisions are based on various sources such as orders and memorandum circulars from the Civil Service Commission (CSC), Department of Budget and Management (DBM), actions of the CNSC Board of Trustees, Commission on Higher Education (CHED), and promulgations relative to the operation of State Colleges and Universities (SCUs) by the Philippine Association of State Colleges and Universities (PASUC). Where applicable, recent rules, regulations and procedures agreed upon by the College Administrative Council are also included in this compendium. The provisions in this compendium are consistent with the existing CNSC College Code. In many cases, the latter is used as a direct reference. However, this compendium is more comprehensive than the CNSC College Code. Moreover, this conforms to the PASUC Guidelines on the Manual of Operation although there are provisions uniquely tailored for CNSC due to its unique conditions. The manual consist of several sections. The brief history and the mission – vision of the college take priority and including the guiding principles or development planning inherent in the operation of the college. The major areas of operations are: administrative services, academic affairs, student’s services, research and extension, and production. Miscellaneous provisions, where appropriate, are also included in this manual. There are certain degrees of overlaps in some provisions but these could not be avoided due to the style of presentation of the unit where individual manual of operations emanate. However, care was taken that these provisions are consistent with each other. It should be noted that some provisions herein are already in line with the operation of a state university. This Manual of Operations shall be a major contribution toward the realization of that CNSC dream. Any BOT approved amendment to any of the provisions in this manual shall be immediately and properly inserted as an addendum, amendment, or deletion in the appropriate section with a footnote stating the legal basis and the date for such revision. The efforts of past administration and particularly the heads of major units in preparing their respective operations manual are greatly appreciated. This compilation is put together by the CNSC Operations Manual Task Force.

It is hoped that this Manual of Operations shall be a firm and lasting guide for the collective efforts and actions of the CNSC academic community and its stakeholders. More importantly, this manual shall be, in the years to come, the “bible” for fast and equitable decision-making toward effective and efficient management of the institution.

WENIFREDO T. OÑATE, Ph.D. President

INTRODUCTION

Brief History

For decades, responsibilities of government in providing higher education have been in the hands of private institutions. With the intent of bringing educational blessings to the masses in Camarines Norte, a Republic Act was enacted to provide quality and affordable tertiary education. Republic Act was enacted to provide quality and affordable tertiary education. Republic Act 7352 was signed into law on April 2, 1992, integrating the then Camarines Norte National High School (CNNHS) and Abaño Pilot Elementary School, both in Daet; School of Fisheries, in Mercedes; Camarines Norte National Agricultural School (CNNAS), in Labo and Camarines Norte School of Arts and Trades (CNSAT), in Jose Panganiban into the Camarines Norte State College (CNSC). Through this Act, CNNHS (with an area of 8.33 has) became the main campus; the one hectare Abaño was converted into a Laboratory High and Elementary Schools; the School of Fisheries was incorporated in the College of Agriculture as Department of Fisheries (DF); CNNAS, as the College of Agriculture (CA) and CNSAT became the College of Engineering and Architecture (CEA). On August 13, 2001, during its 50th meeting, the Board of Trustees (BOT) passed Resolution No. 18 changing the names of CA, DF, SBA, and CEA into College of Agriculture and Natural Resources (CANR), Institute of Fisheries and Marine Sciences (IFMS), College of Administration (CAD), and College of Engineering and Industrial Technology (CEIT), respectively. Then, recently, through Board Resolution No. 65 dated December 13, 2006, CANR, IFMS, CEIT were renamed into Labo Campus, Mercedes Campus, and Jose Panganiban Campus, respectively. This move was to expand the coverage of higher education and professional instruction and training in the fields of economics, agriculture, health, engineering, business and public administration as well as short-term technical and vocational courses, research and extension services. Accordingly, the CNSC offered advance studies particularly in public administration and management. With the appointment of its first president, Dr. Lourdes Apuya-Cortez, the institution was guided in the pursuit of its vision of turning the College into a center for education and research true to the ideals of Philippines 2000. The College has assumed the task of providing students with knowledge and skills towards more responsive and competitive individual capable of promoting changes for their own welfare and of belonging to the world community as “Globally-Competitive Filipinos.” In mid-July 2000, the second president, Dr. Floria P. Tagarino, was appointed and a re-visioning for the state college was set-forth. The installation of the current president, Dr. Wenifredo T. Oñate, paved the way for the reorganization of the College – a bold step to respond to the challenge of planned university status for global competitiveness and self-sufficiency.

Seal and Color The CNSC seal is visualized with the following figures: a pentagon, a circle, a triangle, an open book with quill and torch, an atom, a gear, fish in a microscope, a farm tractor, and panicle of ice and forest trees. The sides of the pentagon stand for the five integrated campuses of the college. The word “CAMARINES NORTE STATE COLLEGE” inscribed at the outer circle inside the pentagon shows its geographical concern toward development. The approval of the Bill creating CNSC (known as R.A. 7352) was indicated by the year 1992. On both sides of the year are laurels symbolizing the institution’s monumental achievements and quest for Excellency in various fields. In the inner circle is an isosceles triangle, which symbolizes the college trilogy of functions, namely: Instruction, Research and Extension. Inside the triangle is an open book with flaming torch representing the main objectives of the institution by promoting and enhancing student’s faculty to become useful and productive citizens. Behind the symbols of the curricular programs of Science and Business Management is the First Rizal monument in the Philippines. It stands as an edifice for the discipline in Engineering and as a geographical identity for the province of Camarines Norte. Each curricular program is represented by the following symbols: a quill and a half atom for Arts and Sciences; a gear for Business Management; an open book for the College of Education; fish and microscope for the Fishery Science; trees for Environmental Management and the panicle of rice with farm tractor for Modem Agriculture, characterized by advanced mechanized farming technology. Maroon is the dominant color of the seal, depicting aggressiveness; firmness and venerability, while the triangle is yellow, reflecting the idea that Camarines Norte is like a treasure abundant in natural and other resources. The CNSC’s seal symbolizes a shining gem tasked to provide the highest possible technologies, scientific, professional instruction and leadership to promote necessary services in its areas of discipline and responsibilities.

College Hymn

The CNSC HYMN, composed by Mr. Amador V. Novero, Jr., a CNSC faculty of the College of Education, shall be sung in all commencement exercises and community week celebrations and other major activities in the College as part of the program. O Ye CNSC we sing to thee Chorus Arise forever more Behold, oh Noble and bliss Thy portals be God seat, Divine though assay dim our way In one accord arise. Thy laurels crown We pledge and see With lighted torch I grim less search CNSC our legacy Heed the call of life’s conquest Thy hopes will be

In one spirit blaze thy trail our fervor and might Go forth to awe-inspiring deeds. CNSC, in God will Trust.

College March

There is no particular college march to be played during commencement exercises. Any musical piece suggestive of marching can be used to accompany the processional part of commencement rites.

College Mace

The College Mace is part of the processional and recessional portion of the graduation rites. It is carried by the College Registrar and placed at the left portion of the stage.

College Flag

The College Flag is made of a white satin cloth with maroon tassels. Found at the center is the College Seal that may be neatly sewn or drawn on the cloth. This flag is displayed prominently during major or minor activity of the College.

College Colors

The colors of the institution are gold, green, blue, red, yellow and aqua blue. Each of these colors represent the Colleges of Engineering & Industrial Technology, Agriculture & Natural Resources, Education, Arts & Sciences, Administration, and Institute of Fisheries & Marine Sciences, respectively. The College can also be identified with maroon as it dominates the color of the College seal. It is also the color of the Academic Gown for graduates of Diploma courses.

Advocacy

The CNSC campuses and their premises are declared nuclear and drug-free, and ecological sustainable zones. Gambling, and use/carrying of drugs, firearms and other dangerous weapons inside the school premises is strictly prohibited. The CNSC academic community and campus visitors should abide by this advocacy.

RULE 1

MISSION – VISION, PLANNING CONTEXT

Article 1. Mission

The Camarines Norte State College, as part of the country’s educational system shall provide advanced studies, higher technological and professional instruction in the fields of arts, science and technology entrepreneurship, administration, and education. It shall also provide and promote research, production, extension services, culture and arts, and progressive leadership in all areas of discipline and responsibilities. Article 2. Vision In pursuit of this mission, the Camarines Norte State College envisages. “A dynamic, sustainable and comprehensive institution of higher learning in the Bicol region producing quality and value-laden graduates.” This is a restatement of the collective desire of the CNSC academic community to become the only state university in the province. This can only be achieved through a well-planned action and concerted effort of all concerned. Article 3. Goals and Objectives CNSC shall pursue the following goals and objectives: Section 1. Ensure that Quality and Excellence are foremost in all its undertakings. As such, CNSC shall:

a) Offer undergraduate and graduate programs with standards comparable with those offered by leading SUCs/HEIs

b) Pursue vigorously the accreditation of its curricular programs

c) Strive as center of excellence and development in areas CNSC has edge over the others

Section 2. Operations are geared towards Efficiency and Effectiveness Hence, CNSC shall:

a) Ensure optimum utilization of higher education resources and identify mechanisms for income generation

b) Make policies and guidelines designed to optimize all the resources of the College

c) Strengthen linkages, resource generation and complementation with other government and private institutions.

Section 3. CNSC continues to be Relevant and Responsive to the needs of various stakeholders Towards this end, CNSC shall:

a) Strengthen its research and extension functions b) Retool its faculty and staff through massive faculty and staff development program c) Ensure that facilities, infrastructures and equipment for learning are in place

Section 4. CNSC as a public tertiary institution shall ensure Accessible and Equitable higher Education As such, CNSC shall:

a) Provide deserving and qualified students opportunities for affordable quality tertiary programs and services

b) Identify alternative modes of program delivery to widen access to undergraduate and graduate education.

Article 4. Guiding Values

In the pursuit of the above-mentioned mission and vision, CNSC will adhere to and shall be guided by the following values:

Section 1. Quality and Excellence – Among the important parameters of quality and excellence include performance in licensure examinations; accreditation; and employability of graduates. With this in mind, CNSC will sustain its good performance in licensure examination through effective teaching and learning process; continues review and enhancement of academic programs; and shall gear itself towards accreditation of its all academic programs to continuously produce employable graduates. In sum, CNSC shall strive in maintaining the highest standards of instruction, research, extension, production and governance or administration.

Section 2. Relevance and Responsiveness – Relevance and responsiveness are evaluated in terms of the match between the outputs of the system and the external social and economic requirements. Producing graduates that will aptly match the needs and capacities of the labor markets is one of the challenges confronting higher education (LTHDP, 2001 – 2010). This has also something to do with the internal efficiency of the organization. Accordingly, CNSC shall continue to be relevant and responsive by offering curricular programs anchored on the needs of the labor market. Only viable academic programs shall be maintained to ensure this match between graduates and industry needs. Section 3. Access and Equity – Access and equity is assured through various financial assistance programs and alternative modes of delivery (LTHDP, 2001 – 2010). To achieve this, CNSC shall institute a comprehensive and systematic student support services program that would range from the rationalization of student financial assistance, liberalization of admission for top high

school graduates, and establishing linkages with the world of work through a job link program. The net effect of this is to provide deserving and qualified Filipinos equal opportunities for affordable quality tertiary education programs and services. Section 4. Efficiency and Effectiveness – Adherence to the values of efficiency and effectiveness in the system shall ensure optimum returns from the utilization of higher education resources. In connection with this, the internal and external and efficiency of the collage shall be thoroughly reviewed to determine that the process that are put in place such as procedures, guidelines and finally the operations manual, utilization of academic and non-academic staff, incentives, and other inputs work well within the system. The absorption of graduates and the relevance of their employment to their background training is one measure of internal efficiency. Their performance on the job and the perception of stakeholders on the performance and integrity of CNSC graduates are indicators of external efficiency. a) Research and Development Oriented – Recognizing its important role in research and

development needs of the province in particular, CNSC will see to it that R&D will be foremost in its priorities. Being the only SUC in the province, CNSC is expected to be always at the forefront of any research and development endeavors. As such, continuous tooling and retooling of faculty and staff in necessary to meet this expectation that will lead to producing graduates who are research and development-oriented vital to the over-all growth of the province and of the country as a whole.

b) Value-Laden – In addition to the afore-cited values, CNSC will further produce graduates

who possess positive Filipino values. Knowledge is not enough to become successful; it should be coupled with the right attitude and values. Indeed, it is better to be cultured and educated rather than educated but not cultured. With this as one of the guiding values, CNSC shall ensure that it will only produce graduates who are not only professionally and technically capable but love their work as well.

Article 5. Planning Contexts and Development Imperatives

Within the next ten years (from 2007), the development of CNSC shall be guided by the planning contexts and imperatives below. These shall serve as major guides but shall be appropriately revised and attuned to the demands and challenges of the environment.

Section 1. Globalization – The reality of globalization participated regional and global integration of countries ranging from socio-cultural, political, educational, scientific and economic aspects calls for a need for HEIs to reevaluate its tasks of molding its students. The country’s human resources, society and culture must adapt to the future liberalization of trade, commerce and industry. The fluidity of capital in the global market would have a profound impact on the nation’s ability to respond to theses changes. The intense nature of competition in the global arena is a reality that the College has to confront head on if it is to be relevant I this so-called global village.

However, local conditions and responsibilities must not be ignored in our nearest to join the global bandwagon. It is equally important to put into consideration the balance between local responsibilities and the demands of internalization. Globalization poses challenges, threats and opportunities to which the College must craft its strategic response. As such, CNSC need to reengineer its programs foremost in mind to offer quality education. Hence, the pursuit of global competitiveness should focus not only on producing high-end technologies but also of quality graduates imbued with Filipino cultural values and can compete globally. Section 2. Role of CNSC in Bicol Development – The data gathered by NEDA (Bicol Region Development Plan, 2004-2010) puts the Bicol region as the third poorest region in the Philippines with Camarines Norte as the tenth poorest province in the country. In the Bicol region, Camarines Norte has the lowest life expectancy of 65.75 years and functional literacy rate of only 79.7%, the lowest in the region. The key issues/challenges in education identified by NEDA for the Bicol Region: are: 1) low quality of elementary and secondary education; 2) low level of skills acquired in tertiary education; 3) inadequate employment opportunists; and 4) mismatch between skills acquired and the skills required by the available job market An irony is that while Camarines Norte is rich in natural resources, the province has remained poor. The province has the biggest deposit of gold in the region and possesses enormous amounts of deposits of various minerals such as iron, ball clay/quartz, diatomaceous earth, kaolin clay, limestone, marble, red clay, and silica clay. This has tremendous industrial potential. Taking his into consideration, the College should not confine itself to enhance/upgrade the existing curricular offering and offer trendy courses but also to explore the viability of offering courses that can exploit strategically the challenges and opportunities posed by the above-mentioned fact. Research and extension has to be refocused also by coming up with research and extension agenda that will really explore the potentials of the province, thereby contributing to the economic development of the province and consequently play a crucial role in poverty alleviation. Section 3. Diminishing State Subsidy – It is said that higher education is no longer a right but a privilege. Hence, a continuing budget cuts to the operations of SUCs and calling for their rationalization and privatization. They are now encouraged to generate their own income to finance their operations. CHED observed however, that the combined SUC revenues for the last ten years averaged only 1.29% of the SUCs yearly appropriation. The College has to explore and mobilize other external and internal sources of funding to confront the diminishing state subsidy. CNSC needs to be prudent in its finances and that revenue mechanisms must be in place to service the burgeoning needs of the College especially if it is to continuously exist exist as an institution that caters to what is called – “iskolar ng bayan” . Section 4. Corporatization of CNSC – One answer recommended by CHED to the above-mentioned problem is the SUCs corporatization. It endeavors to develop among SUCs the capabilities to be financially and fiscally autonomous from national government subsidies. However, revenues must be generated without shifting the burden on the students. A

corporatized SUC must still be affordable higher education institution but they must maximize the use of their resources to generate income. Section 5. PASUC 10-Year Development Plan Advisory – In 2005, the PASUC released an advisory on development plans and strategies that needs prioritization among its members. This advisory is seen as a strategic response to the current reality of globalization that poses threats and opportunities for SCU. The advisory can be summed up as for the SUCs to be relevant and adapt to the requirements and realities of the global society. One suggestion is for the maximization of the use of information technology in all aspects of SUCs’ operation and service delivery. These in turn will enable its stakeholders to grab the opportunities brought about by the information society. Considering the competitive nature of the global economy, SUCs need to equip their graduates with the necessary skills and competence needed by the global job market. Research also needs to be strengthened by giving emphasis on culture and arts, natural and social sciences, policy advocacies and gender and peace concerns. Equity and access should also be broadened through expanded scholarship programs and alternative modes of service delivery. Such alternative modes could be open learning, accreditation and equivalency, enhanced programs through computer aided instruction, to name only a few. All in all, planning emphasis over the years to come is toward strengthening CNSC toward fiscal self-sufficiency and global competitiveness.

RULE 2

ORGANIZATION AND ADMINISTRATION

Article 1. Organization The College is headed by a president and assisted by three (3) vice presidents: vice president for administration, vice president for academic affairs, and vice president for research, extension and production. The vice presidents lead the key functions of the College assisted by the college deans and directors.

Figure 1. Shows the Organizational Chart of the College:

Legend: COA – Commission on Audit SDO – Sports Development Office PMS – Presidential Management Staff NSTP – National Service Training Program CAS – College of Arts & Sciences R & E – Research & Extension Council CE – College of Education RC – Research Center CAD – College of Administration ESC – Extension Services Center OSS – Office of Student Services ARO – Alumni Relations Office CEIT – College of Engineering & Industrial Technology

BOARD OF TRUSTEES

Consultant COA PRESIDENT

Academic Council Administrative Council

Planning

Culture & Arts

PMS

Internal Audit

VP FOR ADMIN., SUP. SRV. & PRODN. VP FOR RES & EXTENSION VP FOR ACADEMIC AFFAIRS

R & E Council

RC ESC

Admin. & Sup Serv. Auxiliary

Production Physical Plant

CAd

J.Pang. Campus

Labo Campus

Mercedes

Campus

CE

CAS

Grad School

NSTP

SDO

Registrar

Admission

OSS

CEIT

ARO

Article 2. The Governing Board – The Board of Trustees Section 1. Composition and Terms of Office

a. The governing body Camarines Norte State College shall be the Board of Trustees (BOT). it shall be composed of the Chairman of the Commission on Higher Education (CHED) as Chairman; the College President as Vice Chairman; and the members are the Chairman of the Committee on Education and Culture of the Senate, Congress of the Philippines, Chairman of the Committee on Education and Culture of the House of Representatives, Congress of the Philippines, Regional Director of the National Economic Development Authority (NEDA) for Bicol Region, President of the Faculty Association of the Camarines Norte State College, President of the Supreme Student Council of the Camarines Norte State College, President of the Alumni Association of the Camarines Norte State College, and two prominent citizens of the province of Camarines Norte who have distinguished themselves in their professions or fields of specialization representing the private sector (R.A. 8292, Section 3, Par. A)

b. The two representatives from the private sector shall be chosen from a list of at least five

qualified persons and shall be appointed by the BOT upon recommendation of a search committee duly constituted by the President and in consultation with the Chairman of the Commission on Higher Education based on the normal standards and qualifications for the position. (R.A. 8292, Section 3, Par. A).

c. The BOT shall appoint a Secretary who shall serve as such for both the BOT and the College

and shall keep all records and proceedings of the BOT. He/she shall communicate to each member of the BOT notice of meetings.

Section 2. Meetings a. A majority of all members holding office shall constitute a quorum for BOT meetings,

provided that the Chairman of the Commission on Higher Education who is the Chairman of the BOT or the President of the College is among those present in the meeting. In the absence of the Chairman of the Commission on Higher Education, A Commissioner of the Commission on Higher Education, duly designated by him/her, shall represent him/her in the meeting with all the rights and responsibilities of a regular member. (R.A. 8292, Section 3, Par. C).

b. Regular meetings of the BOT shall be held at least once every quarter.

c. Special meetings of the BOT may be called by the Chairman whenever necessary, provided,

that members are notified in writing at least three days prior to the said meeting.

d. Meetings of the BOT may be held within Camarines Norte State College Campus in Daet, Camarines Norte or in a designated place agreed by the BOT.

e. The members of the BOT shall serve without compensation, but they shall be reimbursed of all necessary expenses incurred in their attendance of meeting of the BOT or in connection with their official business authorized by a resolution of the BOT.

Section 3. Powers and Duties a. The governance of the College is vested upon the BOT as established in R.A. 7352 (CNSC

Charter), as amended by R,A, 8292 (Higher Education Modernization Act). The administration of the same and the exercise of general powers as set forth in the Corporation Law are vested exclusively in the BOT.

b. The BOT shall exercise policy-making functions, promulgate and implement policies in

accordance with the declared state policies on education and other pertinent provisions of the Philippine Constitution on education, science and technology, arts, culture and sports, as well as policy standards and thrusts of the Commission on Higher Education. Under R.A. 7722 (CHED Charter), (R.A. 8292, Section 5).

c. The BOT shall have the following specific powers and duties in addition to its general powers

of administration and 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 Coe of the Philippines; R.A. 7352 and R.A. 8292.

1. To enact rules and regulations not contrary to law as may be necessary to carry out the purpose and function of the College;

2. To receive and appropriate all sums as may be provided, for the support of the College in the manner it may determine, in its discretion, to carry out the purpose and functions of the College;

3. To receive in thrust legacies, gifts and donation of real and personal properties of all kinds, to administer and dispose the same when necessary for the benefit of the College, subject to limitations, instruction of the donors if any. Such donations shall be exempt from all taxes and shall be considered as deductible items from the income tax of the donor.

4. To fix the tuition fees and other necessary school charges, but not limited to matriculation fees graduation fees and laboratory fees after due consultants with the involved sectors

i. Such fees and charges including government subsides and other

income generated by the College shall constitute special trust fund and shall be deposited in any authorized government depository bank, and all interest that shall accrue the from shall form part of the same fund for the use of the College.

ii. Any provision of existing laws, rules and regulations to the contrary notwithstanding any income generated by the college

from tuition fees and other charges, as well as, from the operation of auxiliary services and land grants, shall be retained by the college and may be disbursed by the BOT for instruction, research, extension, or other programs/projects of the College and that all fiduciary fees shall be disbursed for the specific purposes for which they are collected.

iii. If for reasons beyond its control, the College shall not be able to pursue any project which funds have been appropriated and allocated under its approved program of expenditures, the BOT may authorize the use of said funds for any reasonable purpose which in its discretion may be necessary ad urgent for the attainment of the objectives and goals of the College.

5. To adopt and implement scheme of payment of tuition fees and other school fees for greater access to poor but deserving students;

6. To approve curricula, institutional programs and rules of discipline drawn by the administrative and academic councils;

7. To set policies on admission and graduation of student 8. To award honorary degrees upon persons in recognition of outstanding contribution

in the field of education, public service, arts, sciences and technology or in any field of specialization within the academic competence of the College and to authorize the award of certificates of completion of non-degree and non-traditional course;

9. To establish research, extension and production centers and others where such will promote the development of the College;

10. To appoint/designate upon the recommendation of the President of the College, Vice Presidents, Deans, Directors, Department Heads, faculty members, and other officials and employees;

11. To establish chairs in the College and to provide fellowship/scholarship for qualified personnel and students;

12. To fix and adjust salaries of faculty members, administrative officials and employees subject to the provisions of the revised compensation and classification system and other pertinent budget compensation laws governing hours of service;

13. To authorize the construction or repair of tis buildings, machineries, equipment and other facilities and the purchase and acquisition of real and personal properties including necessary supplies and materials and equipment. Purchase and other transactions entered by the College through the BOT shall be exempt from all taxes and duties;

14. To delegate any of its powers and duties provided herein above to the president and / or other officials of the College as may deem appropriate so as to expedite the administration of the affairs of the college;

15. To authorize an external management audit of the institution to be financed by the CHED and to institute forms, including academic and structural changes, on the basis of the audit results and recommendations;

16. To collaborate with other governing boards of SUCs within the province or the region, under the supervision of CHED and in consultation with the Department of Budget and Management, the restructuring of the College to become more efficient, relevant, productive, and competitive;

17. To enter into joint ventures with business and industry for the profitable development and management of the economic assets of the college, the proceeds from which to be used for the development and strengthening of the College;

18. 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 College;

19. To develop academic arrangements for the institution’s capability building with appropriate institutions or agencies and to appoint experts/specialist as consultants, visiting or exchange professors, scholars, researchers, as the case may be;

20. 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;

21. To establish policy guidelines and procedures for participative decision-making transparency within the institution;

22. To privatize, where most advantageous to the institution, management of non-academic services such as health, food, building or grounds or property maintenance and similar such other activities; and

23. To extend the term of the President of the College 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 by the search committee for the President if the institution concerned.

Section 4. Submission of President’s Report – On or before the 15th day of the second month after

the opening of regular classes each year, the President of the College shall file with the Office of the President of the Philippines, through the chairman of the Commission on Higher Education (CHED), and with the Senate and House of Representatives a detailed report on the progress, conditions, needs of the College. (R.A. 8292, Sec. 14)

Section 5. Committees – The BOT may create standing or special committee, as it may deem

necessary or convenient for the proper performance of its functions. The College President shall be the ex-officio member of all standing committees created by the BOT.

Section 6. Ex-officio Treasurer – The Treasurer of the Philippines shall by the ex-officio treasurer of

the College.

Section 7. Audit – All accounts and expenses of the College shall be audited by the Commission on Audit (COA) or its duly authorized representative.

Article 3. Councils

Section 1. Academic Council – There shall be an Academic Council with the President of the College

as Chairman and all members of the instructional staff with the rank of not lower than assistant professors as members. (R.A. 8292 Sec. 10)

a. Powers – Subject to existing laws, the Academic Council shall have the following powers:

i. Evaluate existing curriculum and prescribed relevant and updated courses

of study;

ii. Establish the requirements for admission to the College;

iii. Implement the set of rules of discipline for the academe;

iv. Determine the requirements for graduation and Conferment of degrees

and recommend the same to the BOT; and

v. Exercise disciplinary power over students, through the President of the

College or his/her duly authorized representative with the limits

prescribed by the rules of discipline as approved by the BOT.

b. The College President shall be the presiding officer but in his/she absence, the Vice President for Academic Affairs (VPAA) shall preside.

c. In coursing all proposals for presentation to the College Council, the following

procedures shall be followed:

i. The proponent shall submit the proposal one week before the scheduled Academic Council meeting to the office of the VPAA who in turn shall refer the proposals to the President for possible inclusion in the agenda.

ii. Proposals, which are included in the agenda, will be reproduced by the

Office of the VPAA to provide copies for each member of the Academic Council.

d. The Academic Council shall meet at such times as the President may determine. The President may call a special meeting upon written request of one third of the Council members.

e. All members of the council are required to attend every meeting but maybe excused

from being absent for valid and justifiable reasons determined by the President. Section 2. Administrative Council (ADCO) – There shall be an Administrative Council (ADCO) consisting

of the President of the College as chairman, the Vice Presidents, Deans, Directors and other officials as members.

a. Duties – Subject to existing laws, the ADCO shall have the following duties:

1. Review and recommend to the BOT policies governing the administration, management and development planning of the College for appropriate action;

2. Act in an advisory capacity to the President of the College;

3. Formulate policies for the delivery of auxiliary services and fix charges for the same; and

4. Create standing or special committees deemed necessary for the proper performance of its function.

b. The President shall be the presiding officer but in his/her absence, the Vice

President for Administration (VPAD), may preside. c. The ADCO shall meet at the call of the President of the College or in his/her

absence, that of his/her designated Officer-In-Charge or upon the written request of the simple majority of the Council members.

d. In coursing all proposals for presentation to the College Council, the following procedures shall be followed:

1. The proponent(s) shall submit the proposal(s) one week before the scheduled ADCO meeting to the office of the President, who in turn shall refer the proposals to the Vice Presidents for possible inclusion in the agenda; and

2. Proposals, which are included in the agenda, will be facilitated by the Office of the VPAD to provide copies for each member of the ADCO.

e. The ADCO shall meet at such times as the President mat determine. The President may call a special meeting upon written request of one-third of the Council members.

f. All members of the Council are required to attend every meeting but may be

excused from being absent for valid and justifiable reasons determined by the President.

g. A quorum of the Council shall consist of a simple majority of its members.

RULE 3

OFFICERS OF THE ADMINISTRATION

Article 1. Composition

Section 1. The officers of the administration in the College shall be the President, Vice-Presidents, Deans, Directors, Registrar and other officials that may be designated by the BOT.

Article 2. The President of the College Section 1. The president who is the Chief Executive Officer of the College shall be appointed by the

BOT for a term of four years and may be reappointed upon approval of the BOT. Section 2. Leadership in the college is vested on the President and he/she shall be the ex-officio

head of the College faculty and personnel in all offices and colleges. Section 3. The general supervision of all academic, administrative and financial operations of the

College shall be under the Office of the President. Section 4. The President shall carry out the general policies laid down by the BOT and shall have

exclusive power to act, direct and assign the details of executive action. Section 5. The President determines and prepares the agenda of all meetings of the BOT, the

Academic Council and the ADCO; provided, however, that any member of the BOT shall have the right to suggest any matter for inclusion in the agenda.

Section 6. He/She shall preside at commencement exercises and other public affairs of the College,

and confer such degree and honors as are granted by the BOT. All diplomas and certificates issued by the College shall be signed by him/her, respective Deans, and the Registrar.

Section 7. He/She shall be the official link of communication between the faculty, employees and

students of the College on one hand, and the BOT, on the other. Section 8. He/She shall appoint competent and qualified persons to fill all vacancies and new

positions. He/She shall have the authority to fill vacancies temporarily and to make such arrangement as are necessary to meet all emergencies that may occur between the meetings of the BOT so that the work of the College will not be hampered.

Section 9. In the exigency of the service he/she shall have the power to transfer faculty members

and employees from one department or college to another, subject to confirmation by the BOT, and in accordance with law.

Section 10. He/She shall have the authority to recommend to the BOT the change of leave status of

the faculty from teacher’s leave to cumulative leave and vice-versa. Section 11. The President shall hold all the officers, faculty and employees of the College

responsible to the full discharge of their respective duties; when necessary and in the interest of

public service, he/she shall, after consultation with the Dean or Head concerned, initiate the appropriate proceedings of the separation from service of erring faculty members or administrative support personnel.

Section 12. He/She shall submit an annual report to the BOT highlighting the accomplishments of

the past year and the needs of the current year. He/She shall also present to the BOT the proposed annual budget of the College.

Section 13. He/She shall execute and sign on behalf of the College all contracts, deeds, and other

documents necessary for the proper conduct of the business in the College. However, in recurring undertakings and transaction where the action is virtually ministerial, and the conditions and terms for which have been fixed in accordance with the College’s existing regulation and general laws of the land, he/she may direct through appropriate written instructions that approval in specified cases be made in his/her behalf by the officers of administration or heads of college’s offices or units, subject to such safeguards as he/she may impose.

Section 14. He/She shall have general responsibility over the enforcement of discipline in the

College and maintenance of satisfactory academic standards in all units. Section 15. He/She may disapprove or suggest modification on any action or resolution of any

college faculty or administrative section or both, if in his/her judgment the general interest of the College so requires. In the exercise of such authority, the President shall communicate in writing his/her decision to the body concerned, stating the reasons for his/her action; and thereafter he/she shall accordingly inform the BOT.

Section 16. He/She may invite, from time to time, eminent scholars and other persons who are

experts on their chosen fields to conduct seminars or a series thereof; he/she may authorize the payment of honoraria for such service in accordance with existing policies.

Section 17. He/She shall have such other powers as elsewhere provided in this Code by the College

Charter and RA 8292 or as may be authorized by the BOT. He/She may delegate in writing of his/her specific functions to any other officer of the College.

Section 18. He/She shall create various departments or offices serving other academic, research,

extension and production-related functions each to be headed by a Dean or Director whom he/she shall appoint or designate and confirmed by the BOT.

Section 19. He/She shall be authorized in case of his/her absence, to designate a ranking officer of

the administration to act as Officer-in-Charge of the President, who shall carry out the management of the College affairs in his/her name and according to his/her instructions and the policies of the BOT.

Article 3. The Vice Presidents

Section 1. The Vice Presidents for Academic Affairs (VPAA) shall be appointed/designated by the President and confirmed by the BOT. He shall be directly responsible to the President for carrying out all the education policies, programs, and projects of the College, and for supervising

curricular, instructional, and other academic activities of the College. He/She shall preside at meetings of the Academic Council in the absence of the President. The duties and responsibilities of the VPAA are the following:

a. Assist the President in the day-to-day operation of the College particularly in the

management and/or supervision of heads of the Academic Units, Student Services, Research and Extension Centers, Admissions and Registration, and other academic functions;

b. Advise the President on matters pertaining to academic affairs of the College;

c. Evaluate work performance of all heads of academic units and Directors under his/her supervision and recommend to the President appropriate personnel action;

d. Sign as recommending approval, and/or initial on requisitions, vouchers, payrolls, travel

requests, leaves, appointments and designations, contracts, memoranda of agreement and sign daily time records, basic communications, and similar papers and certifies expenditures/expenses incurred by his/her department/office;

e. Evaluate and recommend development plans/projects submitted by all colleges and

departments for inclusion in the annual institutional budget proposal;

f. Formulate and submit to the President for approval of the BOT, guidelines and policies relative to academic programs and other activities of the College;

g. Review and submit to the President institutional programs/action plans and other

similar called for reports;

h. Review and submit to the President reports of accomplishments of every college;

i. Review the faculty profile of every college and recommend action plan for faculty development and evaluate credentials of faculty members recommended for attendance, to seminars, training and conferences;

j. Review the curricular programs and see to it that all general education courses offered

are equivalent in description and credit units;

k. Review the faculty loading, faculty productivity and student-faculty ratio;

l. Sign as recommending approval on the hiring of contractual and/or emergency personnel and part-time instructors;

m. Coordinate with other officials of the College in order to achieve the institution’s

instruction, research and extension goals;

n. Act as Chairman ex-officio of all special academic committees of the College; and

o. Perform such other duties and functions that may be assigned by the President from time to time.

Section 2. The Vice President for Administration, Support Services & Production (VPASSP) shall be appointed by the President and confirmed by the BOT. He/She shall be directly responsible to the President for administrative operation and finance and preside at meeting s of the ADCO in the absence of the President. The duties and responsibilities of the VPASSP are the following:

a. Assist the President in the day-to-day operation of the College particularly in the

management and/or supervision of heads of the Administrative & Support Services, Physical Plant, Auxiliary Services and Production and Business Development Center.

b. Advise the President on matters pertaining to administrative, financial management and

external affairs of the College;

c. Evaluate work performance of all Division Chiefs and Directors under his/her supervision and recommend to the President appropriate personnel action;

d. Sign as recommending approval on all requests, vouchers, payrolls, travels, leaves,

appointments and designations, contracts, ,memoranda of agreement and sign daily time records, basic communications, and similar papers and certified expenditures/expenses incurred by his/her department/office;

e. Prepare and recommend to the President, for approval of the BOT, guidelines and policy

proposals relative to administrative and financial manners;

f. Prepare and recommend system and procedures for the smooth coordination among units/divisions and for the effective and efficient performance of different tasks and functions;

g. Sign as recommending approval on all work programs (individual program of work) and

review the bill of estimates, plans, designs and specifications of every infrastructure project prepared by the Physical Plant Division;

h. Also see to it that local area network (LAN) and the adoption of e-NGAS are put in place

in the College to enhance efficiency and effectiveness of management processes, and

i. Perform such other functions that may be assigned to him/her by the President.

Section 3. The Vice President for Research & Extension (VPRE) shall be appointed by the President and confirmed by the BOT. He/She shall be directly responsible to the President for research and extension and other development projects including alumni affairs. The duties and responsibilities of the VPRE are the general supervision and coordination of all units under his/her office. These include the following:

a. Assist the President in the day-to-day operation of the College particularly in the management and/or supervision of the research Center (RC), Extension Services Center (ESC) and Alumni Relations Office (ARO);

b. Advise the President on matters pertaining to research and development, extension

and external and alumni affairs of the College;

c. Evaluate work performance of all Divisions Chiefs and Directors under his/her supervision and recommend to the President appropriate personnel action;

d. Sign as recommending approval on all requests, vouchers, payrolls, travels, leaves,

appointments and designations, contracts, memoranda of agreement and sign daily time records, basic communications, and similar papers and certified expenditures/expenses incurred by his/her department/office;

e. Prepare and recommend to the President, for approval of the BOT, guidelines and

policy proposals relative to research, extension and alumni matters;

f. Prepare and recommend system and procedures for the smooth coordination among units/divisions and for the effective and efficient performance of different tasks and functions;

g. Chair the Research and Extension Council

h. Perform such other functions that may be assigned to him/her by the President.

Section 4. Term of Office. The Term of Office of the VPAA, VPAP and VPRE shall be co-terminus

with that of the President without prejudice to the revocation of their designation before the expiration of their respective terms.

Article 4. The Secretary of the College Section 1. (a) The Secretary of the College shall be appointed by the President and confirmed

by the BOT. He/She shall act as the College Secretary. (b) The College President however upon his/her discretion may appoint personal secretary as a

member of his/her personal staff. Section 2. Board and the Board Secretary so appointed shall, among others, keep all the

records and the minutes of the proceedings of the BOT and shall communicate to the Chairman, Vice Chairman and members of the BOT notice of all regular meetings, special sessions and other undertakings of the BOT.

Article 5. Deans/Directors of Colleges/Academic Units and Other Units Section 1. Each academic unit shall be headed by a Dean or Director. The President shall

designate a Dean for each college, a Director of an academic unit operating independently or of a department offering academic-related services. The Dean or Director shall act as

presiding officer of the faculty and non-teaching staff oh his/her college, institute or department as provided by the College Charter, and to execute such other administrative duties as the BOT or the President may prescribe. No Dean or Director shall serve as a chairman or head of another department, division or any other unit.

Section 2. Other non-degree granting units shall be headed by a Director designated by the

President and confirmed by the BOT.

RULE 4

THE OFFICERS UNDER THE OFFICE OF THE PRESIDENT

Article 1. Planning Unit Section 1. The planning unit shall be under the office of the President and shall perform the

following mandates:

a. Lead as far as the over-all plan of the College is concerned; b. Assist the President in identifying the major thrusts of the College in formulating

the College Development Plan;

c. Gather and analyze basic background information with emphasis on the socio-economic profile and existing programs and projects relative to instruction, research, extension and production functions of the College for the formulation of the College Development Plan;

d. Coordinate with all Unit/Department Heads, Deans and Directors on the

formulation of programs and projects of the College;

e. Make available to the President vital information/data and plan of action for policy formulation and decision-making

f. Supervise the monitoring and evaluation of all infrastructure projects;

g. Monitor and evaluate the implementation of development plan;

h. Coordinate with the Physical Plant the physical development planning of the

institution;

i. Assist the President in the management of special projects/linkages governed by MOA, and

j. Perform such other functions that may be assigned to him/her by the President.

Article 2. Cultural and Performing Arts Center Section 1. The Cultural and Performing Arts Center shall be headed by the Cultural and Performing

Arts Director who shall be designated by the President subject to confirmation of the BOT. Section 2. The Cultural and Performing Arts Center Director shall have the following duties and

responsibilities:

a. Exercise supervision cultural (non-academic) and performing arts activities of the College; b. Recommend programs faculty and students in the performing arts and develop/inculcate

moral and cultural values in them;

c. Create and maintain linkages community, NGOs and other agencies through the promotion of cultural and performing arts for purposes of extension service and possible fund sourcing for the cultural and performing arts development of the College;

d. Coordinate, evaluate cultural and artistic performances of organized performing groups of

the CNSC;

e. Manage student’s participation in various cultural arts and competition;

f. Submit quarterly reports to the Office of the Presidents;

g. Recommend trainers to handle particular performing group(s);

h. Coordinate with other sectors as regards the presentation of various cultural and performing arts activities;

i. Sign purchase requests, travel requests, leaves, daily time records, basic communications,

and similar papers that pertains to transactions and/or activities of the Cultural and Performing Arts Center, disbursement vouchers and payrolls as certifying official on expenditures/expenses incurred by his unit/office.;

j. Prepare and submit annual procurement plan for Cultural and Performing Arts equipment

and establish procedures regarding its utilization;

k. Recommend policy proposals through the Administrative Council on matters pertaining to cultural and Performing Arts;

l. Initiate the establishment of a museum on Camarines Norte cultural heritage in

collaboration with the concerned agencies, and

m. Perform other functions that may be assigned to him by the President. Article 3. Assistant to the Director/Trainers of Performing Groups Section 1. There shall be an Assistant to the Director of the Office Cultural Performing arts which

will cater to the creative and artistic demands of the Center. Section 2. There shall be one (1) trainer every performing group to be designated by the

President upon the recommendation of the CPAC Director. Article 4. CPAC Operations Manual shall guide the day to day operations of the Center.

Article 5. Alumni Relations Office (ARO) Section 1. The Alumni Relations Office (ARO) shall be headed by a Director who shall be

designated by the President subject to confirmation of the BOT.

Section 2. The ARO Director shall have the following duties and responsibilities:

a. Established the general directory of all members of the alumni associations: b. Coordinate closely with the officers of all alumni association in five (5) campuses

including secondary and elementary graduates prior to the conversion of the College; c. Coordinate with every alumnus/alumna of the College on matters pertaining to the

development of the College; d. Coordinate closely with the officers of the Camarines Norte State College Alumni

Federation (CNSCAF) particularly its president as representative to the BOT on matters pertaining to the welfare and status of all alumni and problems encountered by the CNSCAF;

e. Act as the coordinator during election of officers of CNSCAF and ensure that the provisions of R.A. 8292 are followed;

f. Submit a quarterly report to the President regarding the accomplishment and activities of his/her office:

g. Maintain harmonious relationship and understanding between the College and the alumni and encourage participation among alumni in all the activities involving the College academic community; and

h. Perform other functions that may be assigned by the President. Article 6. Presidential Management Staff (PMS). The Presidential Management Staff Office will

be directly under the Office of the President. It directly receives orders from the President and is responsible to the former. The staff shall work by virtue of special orders issued by the President.

PMS being under the Office of the President is mandated to perform all tasks that are of great

importance to the College and everything that affects it. Article 7. Terms of Office of Heads

Section 1. The heads of offices under the Office of the President shall be co-terminus with the President and shall serve a term of office of two (2) years subject to renewal and confirmation by the BOT.

RULE 5

THE ADMINSTRATIVE AND SUPPORT SERVICES, POLCIES, RULES AND PROCEDURES

Article 1. General Function – The Administrative, Auxiliary and Physical Plant Divisions shall function

to support educational programs of the College. Its relationship with the faculty should, therefore, be based on an intelligent interest in the work of all departments with due consideration to the policies and needs of the College as an academic institution of higher learning.

Article 2. The Administrative & Support Services (ASS) – The ASS shall be the main responsibility of

the Director for Administrative & Support Services (DASS). Such services shall be delivered through the following offices: Human Resource Management Office (HRMO), Accounting, Budget, Cashier, Central Records, Supply and Property Office, Motor pool and Security Units.

Section 1. The Administrative & Support Services Office. This Office shall be headed by the

Director for Administrative Services and shall have the following functions:

a) Assist the VPASSP in the management and supervision of administrative services of the College;

b) Direct the procurement, receipt and allocation of equipment, supplies, and materials

and provide support for the security, repair, and maintenance of buildings, equipment, and facilities;

c) Assist the Legal Officer in providing the President and the VPASSP in the (1) formulation

and proper interpretation and implementation of College policies, rules, and regulations; (2) initiation of legal action against parties who commit unlawful acts against the College; (3) review of all contracts or memoranda of agreement; and (4) conduct of legal research and submission of options and/or recommendations on appropriate cases; and in representing the College in court hearings, if necessary;

d) Keep and maintain a registry of College contracts available for inspection,

reproduction, and the like during office hours and under reasonable regulation; and

e) Perform other functions that may be assigned by the President or the VPASSP.

Section 2. The Human Resource Management Office (HRMO). This office shall be headed by the Human Resource Management Officer (HRMO) whose functions shall include the following:

a) Coordinate and supervise overall aspects of personnel activities; b) Interpret laws, rules and regulations, policies and precedents for application to

prevailing problems pertinent to personnel matters;

c) Direct or participate in the review of action on personnel matters in conformance with legal requirements and established policies;

d) Initiate plans to promote career and employee development, employee welfare and

morale, and improve working conditions and relationships;

e) Undertake or share operational responsibilities for inter-departmental programs in personnel areas where coordination can best be achieved by some degrees of centralized administration as: employment, training, and development employee benefits and services, performance evaluation, employee motivation and morale development and related services;

f) Keep and update all pertinent records of all employees of the College,

g) Plan and implement faculty and staff development program in coordination with the

VPAA and VPASSP offices, and

h) Perform such other functions that may be assigned to him/her by the President. Section 3. The Accounting Office. The Accounting Office shall be headed by an Accountant III who

shall be appointed by the President subject to confirmation of the BOT. The office shall be responsible in keeping book of accounts, controlling and planning fiscal activities, updates and reviews financial transactions of the College.

Section 4. The Budget Office. The Budget Office shall be headed by the Administrative Officer V

(Budget Office III) who shall be appointed by the President subject to confirmation of the BOT. He/She shall be directly responsible to the DASS. The office prepares budget estimates of the College, examines, and consolidates budget requirements and justification, and prepares budget reports and accomplishments.

Section 5. The Cashier Office. The Cashier Office shall be headed by the Administrative Officer V

(Cashier III) who shall be appointed by the President subject to confirmation of the BOT. He/She shall be directly under the DASS. The office shall be responsible for receiving, keeping and disbursing money. It shall maintain records of financial transactions for accounting and auditing purposes.

Section 6. The Central Records Office. The Central Records Office shall be headed by the

Administrative Officer V (Records Officer III). He/She shall be directly under the DASS and performs the following functions:

a) Keep and update all institutional records (incoming and outgoing);

b) Handle the functional phase of records management activities of the office including the

maintenance of an active continuing program for the management, preservation and disposition of records;

c) Conduct a periodic assessment of the records keeping activities in the office and

recommend ways and means to improve its effectiveness;

d) Certify to the correctness and authenticity of the records; and e) Perform other duties assigned by the College President.

Section 7. The Supply and Property Office. The Supply and Property Office shall be headed by the

Administrative V (Supply Officer III) who shall be appointed by the President upon confirmation of the BOT. He/She shall be directly responsible to the DASS. The office shall be responsible for the procurement, receipt and allocation of supplies, materials and equipment, and update inventory of all College property.

Section 8. Motorpool Unit. There shall be Motor pool established within the College where all its

vehicles and other motorized equipment are deposited and maintained. The Motor pool is under the supervision of the DASS.

Section 9. Security Units.

a) The Security shall be headed by Security Officer designated by the President subject to confirmation of the BOT. it shall maintain peace and order so that life and property inside the campus are protected. It shall coordinate with the local police command concerning police matters in the campus.

b) The College may hire the security services from an accredited security agency. All

security units of the College shall be directly responsible to the DASS. Article 3. The Auxiliary Services Division. The Auxiliary Services shall be headed by Director of Auxiliary

Services Division who shall be designated by the President and confirmed by the BOT. He/She shall be directly responsible to the VPASSP. Auxiliary Services consists of the following units:

Section 1. The Medical and Dental Services Unit. This unit shall be headed by a resident physician

whose appointment by the President shall be confirmed by the BOT. It shall be composed of the Medical, Dental, Nursing and Infirmary Sections. The functions of the Medical and Dental Services Unit are as follows:

a) Conduct an annual medical examination of all students and all members of the

academic and non-academic staff of the College; Conduct physical and dental examination of students prior to their admission to the College;

a) Examine and treat patients at the infirmary; refer serious cases to hospitals for further

medical attention; b) Determine the physical fitness of the students who will participate in school related

activities such as sports and athletics, military training and other field works;

c) Provide information on health matters as the need arises;

d) Plan program of action for the prevention or control of any occurrence of epidemics within the vicinity of the College;

e) Assist in the general supervision and improvement of environmental sanitation; f) Update medical and dental records of students and staff;

g) Formulate policies that will promote health and fitness among the students, faculty,

employees and officers of the College;

h) Submit annual reports and other records and documents that may be required by the President or duly authorized representative;

i) Coordinate with the extension office(s) for off campus outreach programs, medical and

dental missions; and

j) Perform such other duties as may be prescribed by the President.

Section 2. The Dormitory/Guest House. (a) There shall be a dormitory established exclusively for the students of the College. Rates, house rules and other pertinent guidelines hall be issued by the Director of the Auxiliary Services Division subject to approval of the Administrative Council and confirmation of the BOT.

(b) The existing guest house(s) is/are exclusively for the use of the College visitors and guests.

The resource speakers/persons, visiting fellows, members of BOT, SUCs presidents, SUCs officials and government officials shall pay minimum fee as determined by the Director of Auxiliary Services.

(c) It shall coordinate with the Office of Business Development in its operational aspects. Section 3. The College Canteen. (a) There shall be a canteen operated by the College. The Director

of the Auxiliary Services Division shall authorize the operation thereof. (b) Other canteens authorized by the College to operate shall be guided by the rules and

regulations promulgated by the Director of the Auxiliary Services Division and shall be directly responsible to it.

(c) It shall coordinate with the office of Business Development in its operational aspects. Article 4. Physical Plant Division

Section 1. The Physical Plant Division shall be headed by a Director, who shall be designated by the President subject to confirmation of the BOT and who shall be directly responsible to the VPASSP. The Director of the Division shall be licensed engineer.

Section 2. The duties and responsibilities of the Physical Plant Director are as follows:

a) Exercise direct supervision over all personnel of the Physical Plant Department; b) Supervise the conduct of periodic inspection of sites and building structures to assess

status and evaluate the over-all condition;

c) Exercise direct supervision and monitor the implementation of all infrastructure projects;

d) Coordinate with Bids and Awards Committee (BAC), Deans and other officials of CNSC,

other agencies and individuals on matters pertaining to smooth implementation or execution of infrastructure projects; and

e) Perform other functions that may be assigned by the President from time to time.

Section 3. There are four main concerns of the Physical Plant Office namely: a) Design, Program

and Plans; b) Construction and Maintenance; c) Project Monitoring and Inspection; and d) Building and Grounds Maintenance.

Section 4. The tasks under Design, Program and Plans are as follows:

a) Perform all the Planning functions, including investigation survey and drafting works of the proposed projects of the College;

b) Perform all the programming functions of the office related to the construction, repair,

restoration, maintenance and improvement thereon which shall embrace the beautification and strengthening of the existing structure.

c) Undertake data gathering evaluation and research of material sources concerning planning

and programming; and

d) Investigate and survey land belonging to the College.

Section 5. The tasks under Construction and Maintenance are:

a) Establish quality projects with regards to construction, repair/restoration/maintenance and improvement of all facilities of the College; and

b) Provide and prepare programs of work and reports pertaining to infrastructure projects of

the College.

Section 6. The tasks under the Project Monitoring and Evaluation are:

a) Provide up-to-date information in the overall status of the project implementation; b) Provide a system for coordination between units/colleges;

c) Identify problems/issues which impede project implementation for remedial actions;

d) Provide information in lessons learned in project implementation for planning of future

similar project; and

e) Ascertain whether projects implemented are supportive of goals, plans of the College.

Section 7. There shall be a Building and Grounds Supervisor who shall be designated by the President subject to approval of the BOT and shall be directly responsible to the Director of Physical Plant.

Section 8. The Building and Grounds Supervisor who shall have the following duties and

responsibilities:

a) Formulate administrative policies regarding the maintenance and security of all properties including grounds and buildings of all colleges/departments/schools in coordination with its respective Deans and in consultation with the VPASSP;

b) Supervise the building maintenance, cleanliness and beautification in the College;

c) Take charge of the upkeep of all buildings and facilities, and evaluate applicants for the

rental of the College’ facilities to outsiders, and so it that all business establishments inside the campuses are authorized and paying for rental, electricity and water utilities, etc.;

d) Monitor the security and status of all properties such as building facilities and ground

landscapes;

e) Develop and formulate measures to prevent vandalism and destruction of school properties; and

f) Perform other functions that maybe assigned by the President.

Section 9. General Services and Utility Work Office. The General Services and Utility Work office

shall be headed by a Supervisor who shall be designated by the President subject to confirmation of the BOT. This unit shall have the following functions:

a) Maintain the cleanliness of the campus grounds and buildings, classrooms and

comfort rooms; b) Keep and maintain landscaping activities within the campus and its surroundings;

c) Check and report areas, which need immediate maintenance and repair; and

d) Implement proper sanitation and waste disposal program.

Article 5. Personnel Administration

Section 1. Personnel Selection and Promotion Board (PSPB) There are two (2) separate bodies to select and promote non-teaching and teaching

personnel known as the Personnel Selection and Promotion Board (PSPB). The PSPB for non-teaching personnel is composed of the Vice President for Administration (VPASSP) as chairperson, and the following as members: Director for Administrative Services (DASS), one representative each from the first and second level employees and the Human Resource Management Officer III (HRMO) as secretary.

The PSPB for teaching personnel is composed of the Vice President for Academic Affairs (VPAA) as the chairperson, and the following as members: DASS, the Dean of the requesting unit, the president of the Faculty Association and the HRMO III as secretary.

Section 2. Procedure in Personnel Selection and Promotion There is a common system and procedures followed for recruitment and selection for

filling-up of vacant permanent positions for non-teaching personnel; however additional guidelines are provided for the selection and promotion of the latter group. (Please refer to Sections 2 & 11, Art. 1, and Rule 9)

The system and procedures detailed below are consistent with the Civil Service Rules

and Regulations:

a) The vacant position to be filled-up is published in accordance with RA 7041 (Publication Law) for transparency. The published vacant positions shall also be posted in at least three (3) conspicuous e.g., the bulletin board of the administration office in every campus, in the Office of the Civil Service Commission and in a newspaper of general circulation within ten (10) working days before selection of applicants is made;

b) All applicants are required to submit the Personal Data Sheet (CS Form 212) to the Human

Resource Management Officer (HRMO) who shall, in turn, conduct a preliminary interview to get initial the impression on the applicant. The applicant may also be given pre-qualification examination, oral or written, with the help by the Section Chief where the vacancy exists;

c) The HRMO conducts initial assessment of the qualifications of the applicants and submits to the

Personnel Selection Board (PSB) the list of qualified applicants, together with all the necessary information;

d) The PSPB then evaluates the qualifications of the applicants and determined their knowledge,

skills and abilities through tests and when deemed necessary, conducts interviews and reference check of the applicant’s work experience, school records and personal references;

e) The PSPB submits a comprehensive evaluation report of all the candidates screened for

appointment so that the appointing authority will be guided in choosing the one who can efficiently perform the duties and responsibilities of the position be filled. This evaluation report specifies the following: whether the candidates meet the qualification standards of the position; and, observations and comments on the candidates’ competence and other qualifications that are important in the performance of the duties and responsibilities of the positions to be filled. The PSPB determines and recommends in writing to the appointing authority the applicants, who may be considered for the vacant position;

f) The appointing authority assesses the merits of the recommendation of the PSPB and selects the applicants who are deemed best qualified for the position;

g) The HRMO prepares the appointment papers for signature of the appointing authority and sees

to it that all the requirements prescribed by the Civil Service Commission had been complied with.

h) The HRMO submits to the CSC the appointment papers within thirty (30) days from the date of issuance of appointment. Pursuant to Rule VII of CSC Memorandum Circular No. 40, s, 1998 as amended by MC 24, s, 2002 per CSC Res. No. 021480, the HRMO has the following responsibilities:

1. Review thoroughly and check completeness of all the requirements and supporting

documents in connection with all cases of appointments before submission of the Commission.

2. Sign the following certifications at the back of the appointment:

i. Certification as to the completeness of the requirements ii. Certification that the vacant position to be filled has been duly published

3. Ensure that the Chairperson of the PSPB has signed the certification at the back of the

appointment, when applicable. The Human Resource Management Officer shall be a regular member of the PSPB.

4. Ensure that all questions in the Personal Data Sheet (CS Form 212) of the appointee are

answered properly and completely with his recent photograph attached, his right thumb mark affixed, and his current Community Tax Certificate indicated in therein.

5. Furnish appointee with a photocopy of his appointment for submission to the

Commission. Ensure that appointee acknowledges receipt of a photocopy of said appointment by signing on the duplicate and other copies thereof.

6. Submit appointments with the prescribed transmittal form indicating the names of the

appointees, their position and the corresponding date of issuance.

7. Officially transmit to the appointee original copy of his/her appointment acted upon by the Commission.

8. Submit a quarterly report of employee accession and separation to the Commission.

9. The hiring of casual employees is resorted to when there are no permanent position

available and the services of the additional employees to perform specific functions are needed.

10. The same procedure for recruitment and selection of permanent personnel are to be

followed I the recruitment of contractual personnel. A plantilla of casual employees is prepared every quarter and submitted to the Civil Service Commission for record purposes.

Section 3. Policies on Promotion – Promotion means that advancement of an employee to a

higher position with increased duties and responsibilities and usually with corresponding increase in salary.

The following procedures on promotion shall be observed by the college:

a. The head of the unit where the vacancy exists shall submit to the HRMO the names of personnel who are competent and qualified for promotions for the Personnel Officer. Form the list, the unit head may indicate his choice to fill the vacancy.

b. The HRMO, on the basis of the system ranking positions and the personnel

qualifications index, shall identify other employees within the agency who are deemed competent and qualified for promotion.

c. The HRMO, taking into consideration the qualification standards, job recruitments of

the vacant position shall make a preliminary evaluation of the qualifications of all the candidates and submit a promotional line-up to the PSPB;

d. The PSPB shall then evaluate the qualifications of those employees included in the

promotional line-up. If necessary, the Board may prescribe the conduct of interview, selection test and/or other requirements;

e. The PSPB shall then determine the most qualified and competent next-in-rank or other

qualified employees and submit a list of recommended employees from which the appointing authority may choose the person to be promoted; and

f. A notice announcing the promotion shall be posted on the bulletin boards of the

various campuses. Section 4. Monitoring and Control of Attendance and Leaves of Personnel a. Policies on Attendances:

1. It shall be the duty of each unit head to require all officers and employees under him to

observe the prescribed office hours.

2. All members of the faculty and administrative staff including those who are paid by the hour

shall accomplish the Daily Time Record form (C. S. 48), which shall be submitted through the

Dean to the Personnel Officer at the end of each of month.

3. Heads of units require a daily time record of attendance of all officers and employees under

them.

4. (a) Official time shall be recorded in an appropriate Daily Time Record form (CS form 48) and

whenever possible, registered through a Bundy clock. (Book V of E. O. 292, Rule XVII, Sec. 2)

(b) Administrative and Support Staff shall render eight (8) working hours for five(5) days a

week or a total of forty (40) hours a week exclusive of lunch time;

(c)Office hours shall be observed from 8:00 to 12:00 in the morning and 1:00 to 5:00 in the

afternoon, Mondays through Fridays.

(d)Teaching Staff shall also render eight (8) working hours in accordance with their class

schedule;

(e)Flexi-time shall also apply for Administrative and Support Staff and the Teaching Staff

whenever applicable. This is provided for in MC No. 14, s.1989 (April 21, 1989) which

prescribes the adoption of flexible working hours for all officials and employees in the

government service subject to certain conditions.

5. Employees who transact or conduct researches outside of their offices shall be required to

secure locator’s slip from their supervisors.

6. Frequent absences and habitual tardiness is a ground for disciplinary action.

b. Keeping of Attendance /Time Records:

1. Each official employees shall log his time of arrival in the morning and departure in the afternoon by punching his Bundy card in the Bundy clock machine in the case of the main campus employees and departure in the afternoon. In other campuses.

2. From the print out of the time logged by swiping I.D. card, each official or employees is

required to fill up the Daily Time Record (CS Form 48) and submit two (2) copies of it

monthly.

3. All time cards and Form 48 employees should be kept in a card rack placed in a conspicuous

place and upon departure shall be left in the same rack.

4. All unit’s heads shall have the Form 48 collected at the end of the month and attached to the payroll for the succeeding month.

Section 5. Salary Increase upon Retirement - Faculty members having fulfilled the age and service

requirements of the applicable retirement laws shall be given one range salary raise upon retirement,

which shall be the basics of the computation of the lump sum of the retirement pay and the monthly

benefits thereafter subject to DBM guidelines. (Section 26, Article V, Magna Carta for Public School

Teachers)

Section 6. Leave privileges - Leaves of absence in the College are classified as teacher’s leave, maternity

leave, vacation or sick leaves and leave of absences for study.

a. Teacher’s Leave. Teacher shall not be entitled to the usual vacation and sick leave credits

but to proportional vacation pay (PVP) of 70 days of summer vacation plus 14 days of

Christmas vacation. A teacher who has rendered continuous service in a school year without

incurring absences without pay of not more than 1 ½ days is entitled to 84 days of

proportional vacation pay.

b. Teacher’s Sick Leave. This shall consist of not more than fifteen (15) days including

Saturdays, Sundays and Holidays, in any one academic year. Absence of five days at a time

shall not be approved unless a doctor’s certificate is submitted.

c. Indefinite leave. An indefinite sick leave of absence shall be granted to teachers when the nature of the illness demands a long treatment that will exceed one year at a time.

d. Vacation Service Credits. Vacation Service Credits refer to the leave credits earned for

services rendered on activities during summer or Christmas vacation (Section 9, Rule XVI of

Book V of E.O. 292) as authorized by the President. These vacation service credits are used

to offset absences of a teacher due to illness or to offset proportional deduction in vacation

salary due to absences for personal reasons. The granting of vacation service credits shall be

limited to the following activities/services rendered during summer or Christmas vacation

(Approved Board Res. No. 14, s. 2001): 1) acting as facilitators in seminars/training

sponsored by the college; 2) services rendered in preparation for program accreditation; 3)

performing research and extension work; and, 4) services rendered during enrollment

period. Services as Board of Election Inspector during local and national elections shall also

be given credit in accordance with COMELEC.

e. Cumulative Leave. This shall be granted to members of the faculty who regularly perform

administrative functions. Administrative functions pertain to offices which are normally

necessary in the management of the affairs to the College and its units.

Faculty members who are engaged in assignments which involves reporting for work

beyond the normal office hours, and which prevent them from taking advantage of the

teacher’s vacation leave, both condition being certified by the appropriate dean or director,

may enjoy cumulative leave status. This privilege may be granted only when the assignment

caries an official designation or appointment with the previous approval of the President.

Faculty members involved in research projects, as Project/Study Leaders should

request transfer to cumulative leave status if they cannot enjoy the teacher’s leave

privilege. This is equivalent to 1.25 days sick leave and 1.25 vacation leave a total of 2.5 days

for summer period.

f. Leave Without Pay and Unexplained Absence. Leave of Absence without pay not to exceed

one year at a time shall be granted for good cause, the absence to be timed in advance so as

not to interfere with the work of the College.

Any member of the academic staff, officer, or employee of the College shall be

dropped from the service for unexplained absence for at least thirty days after the

expiration of the period of leave granted.

g. Maternity Leave. Maternity leave of two months of sixty (60) calendars with full pay shall be

granted to married women members of the faculty who have rendered an aggregate of two

(2) or more years of government service.

1. Maternity leave of those who have rendered one (1) year or more but less than (2) years

of service shall be computed in proportion to their length of service, provided, that

those who have served for less than one (1) year shall be entitled to 60-days maternity

leave with half pay.

2. 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.

3. A married woman may be granted maternity leave more than once a year. It shall be

granted to female employees in every instance of pregnancy irrespective of its frequency. (Provided under CSC MC No. 41, s. 1998)

4. It is understood that enjoyment of maternity leave cannot be deferred but should be

enjoyed within the actual of delivery in a continuous and uninterrupted manner to exceeding sixty (60) calendar days.

5. The leave, however, may be extended if the health of the mother of the child as

evidenced by a medical certificate requires it. In no case shall the period of leave be more than thirty days.

h. Paternity Leave. Every married male employee is entitled to paternity leave of seven (7)

working days for the first hour (4) deliveries of his legitimate spouse with whom he is cohabiting.

Paternity leave of seven (7) days shall be non-cumulative and strictly non-

convertible to cash. The same may be enjoyed either in a continuous or in an intermittent manner by the employee on the days immediately before, during and after the childbirth of miscarriage of his legitimate spouse. (Provided under CSC MC No. 41, s. 1998 and amended by CSC MC No. 14, s. 1999)

Section 7. Special Leave Privileges. In addition to the vacation, sick, maternity and paternity leave,

faculty members with administrative designations are granted the following special leave privileges subject to the conditions hereunder stated:

a. Personal milestones such as birthdays/wedding/wedding anniversaries celebrations and other

similar milestones, including death anniversaries. b. Parental obligations such as attendance in school programs, PTA meetings, graduations, first

communion; medical needs, among others, where a child of the government employee is involved.

c. Domestic emergencies such as sudden urgent repairs needed at home, sudden absence of a yaya or maid, and the like.

d. Personal transactions to cover the entire range of transactions an individual does with government and private offices such as paying taxes, court appearances, arranging a housing loan, etc.

e. Calamity, accident, hospitalization leave pertain to force majeure events that affect the life,

limb, and property of the employee of his immediate family.

f. Military Service Leave. This shall be granted to members of the faculty, officers and employees who may be called in accordance with the National Defense Act or any other law for trainee instruction or for regular active duly training. He/She shall be paid his/her salary during his/her absence for such purpose. However, when he/she goes on voluntary training with the AFP without being obliged to go, he/she shall apply for leave of absence without pay.

Section 8. Leave Administration

a. Policies on Leave Credits of Non-teaching Staff and Teaching Staff with Administrative Designation

1. In general, officers and employees of the college whether permanent, temporary, or casual, who

render work during the prescribed office hours shall, after six months continuous, faithful and satisfactory service, be entitled to fifteen (15) days vacation and fifteen (15) days sick leave with full pay, exclusive of Saturdays, Sundays and public holidays without limitation as to the number of days of vacation and sick leave that they may accumulate. (Commonwealth Acts (CA) 220 and 490 (November 29, 1936; June 18, 1938)

2. Vacation and sick leave shall b cumulative and any part thereof, which may not be enjoyed

within the calendar year in which it is earned, may be carried over to the succeeding year. R.A. 611 (July 1, 1947)

3. A transferee from another branch of the government service to the college may also transfer

his/her unused vacation and/or sick leave credit.

4. Any official or employee whose application for sick leave is for employment in private or other office, either inside or outside the country, will not be allowed. MC No. 15, s, 1989 (May 2, 1989)

5. All officials and employees shall be required to go on vacation leave for a minimum of five (5)

working days annually, which need not be successive. The mandatory five-day vacation leave shall be forfeited if not taken during the year. However, in cases where the scheduled leave has been cancelled in the exigency of the service by the President of the college, the scheduled leave not enjoyed shall no longer be deducted from the total accumulated vacation leave. (E.O. No. 1077 (January 9, 1986); MC No. 6, s. 1986 (July 28, 1986) & MC No. 8, s. 1987 (October 30, 1987)

6. When an officer or employee retires voluntary resigns or is allowed to resign or is separated from the service through no fault of his own, he shall be entitled to commutation of all

accumulated vacation and/or sick leave to his credit, provided his leave benefits are not covered by special leave.

7. The President, with the approval of the Board of Trustees may in his/her discretion authorize

the commutation of the salary that would be received during the paid of vacation and vacation and sick leave of any appointive officer and employee and direct its payment on or before the beginning of such leave.

8. Officers and employees whether permanent, provision, temporary or casual who have

accumulated at least 15 days vacation leave/service credit shall be allowed to monetize. The maximum number of days for monetization is thirty (30) days vacation leave credits.

9. Computation of Leave Monetization. Either of the following formula shall be used for the

computation of Monetization of Leave Credits: (CSC MC No. 08, s. 2003, Section 24)

Monthly salary x No. of money value of the days to be monetized x CF (.0478087)* = monetized leave

OR

Monthly salary No. of days money value of ________ x to be = the monetized leave 20.916667** monetized

*Constant Factor based on Section 40 of CSC MC No. 14, s. 1999 *Equivalent number of days in a month for computation of MLC based on the total number of working days per year (251) [Section 40 of CSC MC No. 14, s. 1999] divided by the number of months in a year (12).

10. Married women who rendered an aggregate of two (2) or more years of service, shall, In

addition to the vacation and sick leave granted them, be entitled to maternity leave of sixty (60) calendar days with full pay.

11. Every married male employee is entitled to paternity leave of seven (7) working days for the first

four (4) deliveries of his legitimate spouse.

12. “Actual service” refers to the period of continuous service from the date of appointment of the official or employee concerned, including the period or periods covered by any approved leave with pay.

13. Tardiness and under time are deducted from vacation leave credits and shall not be charged

against sick leave credits, unless the under time is for health reasons supported by medical certificate and application for leave.

14. Officials and employees who have pending formal administrative charges against them shall not

be granted vacation leave with pay during the pendency of the case.

b. Policies on Leave Benefits of Teaching Staff:

1. Faculty members shall not be entitled to the usual vacation and sick leaves credits but to proportional vacation pay (PVP) or 70 days of summer vacation plus 14 days of Christmas vacation. A faculty member who has rendered continuous service in a school year without incurring absences without pay of not more than 1 ½ days is entitled to 84 days of proportional vacation pay. (Chapter II, Rule XVI, Section 6 of Omnibus Rules on Leave)

2. Faculty members’ vacation service credits refer to the leave credits earned for services rendered

on activities during summer or Christmas vacation, as authorized by the President of the college. These vacation service credits may be used to offset absences due to illness or to offset proportional deduction in vacation salary due to absences for personal reason or late appointment. (Chapter II, Rule XVI, Section 9 of Omnibus Rules on Leave)

3. Faculty members 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. (Chapter II, Rule XVI, Section 8 of Omnibus Rules on Leave)

4. Faculty members who have accumulated service credits may also avail of the benefit provided

that their service credit shall be converted to vacation and sick leave in accordance with the Conversion Rate of Service Credits prescribed in item 2.2 of CSC MC No. 9 s. 1998.

5. Married women who have rendered an aggregate of two (2) or more years of service, shall, in

addition to the vacation and sick leave granted them, be entitled to maternity leave of sixty (60) calendar days with full pay. Maternity leave of those who have rendered one (1) year or more but less than two (2) years of service shall be computed in proportion to their length of service, provided that those who have served for less than one (1) year shall be entitled to 6-days maternity leave with half pay. Maternity leave shall be granted to female employees in every instance of pregnancy irrespective or its frequency.

Enjoyment of maternity leave cannot be deferred but should be enjoyed within the actual period of delivery in a continuous and uninterrupted manner not exceeding 60 calendar days. (Chapter II, Rule XVI, Section 11 of Omnibus Rules on Leave)

6. Every married male employee is entitled to paternity leave of seven (7) working days for the first

hour (4) deliveries of his legitimate spouse with whom he is cohabiting. 7. The first four deliveries shall be reckoned from the effectivity of the Paternity Leave Act on July

15, 1996. (Chapter II, Rule XVI, Section 19 of Omnibus Rules on Leave)

8. Paternity leave of seven (7) days shall be non-cumulative and strictly non-convertible to cash. The same may be enjoyed in a 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. (Chapter II, Rule XVI, Section 20 of Omnibus Rules on Leave)

c. Parental Leave of Solo Parents: (CSC Memo Circular No. 08, s. 2004)

Any individual in the government service who falls under any of the following categories shall be considered a Solo Parent for the availment of Parental Leave.

1. A woman who gives birth as a result of rape and other crimes against chastity, even without a

final conviction of the offender: Provided, that the mother keeps and raises the child; 2. Parent left solo or alone with the responsibility of parenthood due to any of the following

circumstances;

a. death of spouse; b. detention of the spouse of serving sentence for a criminal conviction for at least one (1)

year;

c. physical/mental incapacity of spouse as certified by a public medical practitioner;

d. legal separation or de facto separation from spouse for at least one tear provided he/she has custody of the children;

e. declaration of nullity or annulment of marriage as decreed by a court or by a church,

provided, he/she has custody to the children; and

f. abandonment of spouse for at least one year;

3. Unmarried person who has preferred to keep and rear the children instead of having others care for them or give them up to a welfare institution;

4. Any other person who solely provides parental care and support to a child or children provided

said person is duly licensed as a foster parent by the DSWD or duly appointed legal guardian by the court;

5. Any family member who assumes the responsibility of head of family as a result of the death,

abandonment, disappearance or prolonged absence of the parents or solo parent: Provided, that such abandonment, disappearance, or absence lasts for at least one (1) year.

d. Conditions for Availing of Parental Leave of Solo Parents

The parental leave of seven (7) days in addition to existing leave privileges shall be

granted to any solo parent-employee subject to the following conditions:

1. The solo parent must have rendered government service for at least one (1) year, whether continuous or broken, reckoned at the time of the effectivity of R.A. 8972 on September 22, 2002 and regardless of employment status.

2. The parental leave shall be availed of every year and shall not be convertible to cash unless

previously agreed upon. If not availed of within the calendar year, said privilege shall be forfeited within the same year.

3. The parental leave shall be availed of an staggered or continuous basis, subject to the approval

of the head of the agency/office. In this regard, the solo parent shall submit the application for parental leave at least one (1) week prior to its availment, except on emergency cases.

4. The solo parent employee may avail of parental leave under any of the following circumstances:

a) attend the personal milestone of a child such as birthdays, first communion, graduations

and other similar events; b) perform parental obligations such as enrollment and attendance in school programs, PTA

meetings and the like;

c) attend to medical, social, spiritual and recreational needs of the child; and

d) Other similar circumstances necessary in the performance of parental duties and responsibilities, where physical presence of a parent is required.

Section 9. Non-Monetary Remuneration for Overtime Services Rendered (CSC & DBM Joint Circular No. 2, s. 2004 dated October 4, 2004) Guidelines:

1. Employees are required to render forty (40) hours of work in a week, subject to the work schedule adopted by the agency. In the exigency of the service, employees may be required to render services beyond regular working hours.

2. The Head of Office shall determine the need for overtime services. In this regard, the Office

concerned shall issue an office order specifying the date and time for rendering of overtime, and its purpose.

3. Overtime services may be authorized for the following activities:

a) completion of infrastructure and other projects with set deadline when due to unforeseen

events the deadline cannot be met without resorting to overtime work; b) relief, rehabilitation, reconstruction and other related work or services during calamities and

disasters;

c) work related to school graduation/registration where the additional work cannot be handed by existing personnel during regular working hours;

d) work involving the preparation for and administration of government examinations, including the prompt correction and release of results thereof where existing personnel are not adequate to handle such work during regular working hours;

Section 10. Non-Monetary Remuneration for Overtime Services Rendered (CSC-DBM Joint Circular No. 2, s. 2004 (October 4, 2004)

I. Computation of Compensatory Overtime Credit (COC) a. Computation – The Compensatory Overtime Credit (COC is expressed in number of hours,

computed as follows:

1. For overtime services rendered on weekdays or scheduled work days:

2. COC = number of hours of overtime service x 1.0

3. For overtime services rendered on weekends, holidays or scheduled days off:

4. COC = number of hours of overtime services x 1.5

b. Accrual and Use of COCs 1. Each employee may accrue not more than forty (40) hours of COCs in a month. In no

instance, however, shall the unexpended balance exceed one hundred twenty hours (120) hours.

2. The COCs should be used as time-off within the year these are earned until the immediately

succeeding year. Thereafter, any unutilized COCs are deemed forfeited.

3. The COCs shall be considered as official time for the following purposes:

a) compliance with compensation rules relative to the entitlement to PERA, Additional Compensation, year-end benefits, and other benefits received on a regular basis; and

b) Computation of service hours for entitlement to sick and vacation leave credits, and

step increment due to length of service.

II. Availment of Compensatory Time-Off (CTO)

a. The Compensatory Tine-Off (CTO) may be availed of in blocks of four (4) or eight (8) hours. Agencies adopting alternative work schedules should make parallel adjustments in the availment blocks, tantamount to either a half or full day lave from work.

b. The employees must first obtain approval from the head of the agency/authorized official

regarding the schedule of availment of CTO. The management shall accommodate, to the extent practicable, all applications for availment of CTO at the time requested by the employee. In the exigency of the service, however, the schedule may be recalled and subsequently rescheduled by the Head of Office/authorized official within the year.

Section 11 – Separation from the Service

a. Resignation 1. Officer or employee shall tender his resignation addressed to the College President

2. Upon approval, the same shall be returned to the HRMO who shall notify the employee/official concerned for the approval of his resignation and advice him to file an application for terminal leave if he has leave credits.

3. Application for terminal leave shall be forwarded to the College President for approval.

4. If all the requirements have been complied with, the benefits due to the resigning employee

shall be granted.

b. Retirement Options - The following retirement options are available to those who were in government service before June 1, 1977: 1. RA 8291 and PD 1146 – for those who have rendered at least fifteen (15) years service and is

at least sixty (60) years of age upon retirement. 2. RA 1616 – for those who have rendered at least twenty (20) years in service.

3. RA 660 – for those who pass the “Magic 87” criteria, that is, when the length of service and

age at retirement are summed up, the total is at least “87”.

For those who came into the service after May 31, 1977, the two options available to them are RA 8291 and PD 1146.

For those who came into the service on or after June 24, 1997, the two options open to

them is RA 8291.

c. Contribution: 1. All members are mandated to pay contributions in accordance with the following schedule.

Monthly Compensation

Percentage of Monthly Compensation Payable by

First P11, 000.00 Member Employer

9.00% 12.00%

In excess of P11, 000.00 2.00% 12.00%

2. The accounting section of the college is responsible for the direct remittance of both the

employee and employer’s share of the compulsory contributions to GSIS.

3. Contributions must be remitted to the GSIS within the first ten (10) days of the calendar month to which the contributions apply.

Section 12. Benefits under the GSIS Act of 1997 (8291): Republic Act (RA) 8291 revised the 20-year old charter of the GSIS, P.D. 1146 to expand

and increase the coverage and benefits of the GSIS; and introduce institutional reforms for the GSIS to have more flexibility and thus perform its mission providing social security protection more effectively. This RA took effect on June 24, 1997. All laws or parts of laws specifically inconsistent with RA 8291 were repealed or modified accordingly, provided that the rights under existing laws, rules and regulations vested upon or acquired by an employee who is already in the service as of the effectivity of this Act shall remain in force and effect. The affected laws include: 1) P.D. 1146; 2) R.A. 660; and, 3) R.A. 1616. Membership to the GSIS shall be compulsory for all receiving compensation, irrespective of employment status, who have not reached the compulsory retirement age at the time of election or appointment. All members of the GSIS shall be covered with life insurance and social security protection including retirement, disability, survivorship, separation and unemployment benefits, and such other benefits and protection as may be extended to them by the GSIS, subject to the limitations provided by law. The benefits under RA 8291 can be availed of by an eligible member in the event of the following contingency occurring on or after June 24, 1197:

a. Retirement b. Unemployment c. Separation d. Disability

Permanent total Permanent Partial Temporary total

e. Survivorship f. Death (Life Insurance and Funeral g. Unemployment benefit will be payable to eligible members who will be voluntarily

separated from the service due to reorganization, merger or privatization. h. The separation benefit consisting of cash payment of 18 times the BMP at time of

separation and a life pension to start at age 60 will be given to those who separate from the service with at least 15 years service and are below 60 years of age. Under PD No. 1146, the old law, the separated member will have to wait until he is 60 years of age to receive any separation benefit.

i. A member who has rendered at least 15 years service and who is below 60 years of age ` at time of resignation or separation is eligible for separation benefit in the form of a cash payment equivalent to 18 times the Basic Monthly Pension payable at time of separation plus the basic monthly pension for life starting at age 60.

The following are the benefits paid to a GSIS member:

- Maturity - Burial - Death Claim - Dividends - Cash Surrender Value - Retirement - Accidental Death - Unemployment - Separation - Disability (permanent, partial and temporary) Loans that may be availed of by a GSIS member: - Salary loan - Educational Loan - Housing loan - Policy loan - Calamity loan

Retirement benefits of government employees are covered by republic acts (RA) as follows:

a. RA 1616 The members must have completed at least 20 years of government service

irrespective of age and status of appointments. = The last 3 years of age service must be continuous = Leave of absence without pay should not exceed one year during the last three

years of service. = The members must be in the service as of May 31, 1977.

*For those covered under R. A. 8291 only

Benefits payable by GSIS under RA 1616: Refund of retirement contributions, personal

share with 3% interest and government share without interest which shall be processed by the GSIS including the maturity of policy contract or cash surrender value of the policy.

b. RA 8291 – otherwise known as the GSIS Act of 1997 was enacted last May 30, 1997 and took

effect on June 24, 1997. Eligibility: He/She has rendered at least 15 years of service He/She is at least 60 years of age at time of retirement. He/She is not receiving a monthly pension benefit from permanent total disability. Under this law, a retiree may choose any of the two options: 1) The 5-year lump sum (60 x basic monthly pension) plus the basic monthly pension for

life starting at the end of the 5-year guaranteed period; or 2) The cash payment (18 x basic monthly pension) plus the basic monthly pension for life

starting immediately upon retirement.

c. RA 660 He/She must pass the “Magic 87” criteria, that is, when the length of service and age

of retirement are summed up, the total is at least “87”. The last 3 years of service must be continuous.

Options:

a. For those who come into service before June 1, 1977 a.1 RA 8291 and PD 1146 may be availed of if an employee has rendered at least fifteen (15) years service and is at least sixty (60) years of age upon retirement a.2 RA 1616 may be availed of if he/she has rendered service for at least twenty years (20) years a.3 RA 660 – if he/she has passed the “Magic 87” criteria that is, when the length of service and age of retirement are summed up, the total is at least “87”

b. For those who come into service after May 31, 1977, the two options available to

them are RA 8291 and PD1146. c. For those who come into service on or before June 24, 1977, only option open to

them is RA 8291. Section 13. Retirement Benefits:

a. Five-Year Lump Sum. Available to those who are at least 63 years of age or over on date of retirement. After five years, if still living, a retiree will be paid monthly annuity for life.

b. Initial three-year lump sum. Available to those who are at least 60 but less than 63 years of age

on date of retirement. The subsequent two-year lump sum shall be paid to retiree in his 63rd birthday. If after the five-year period the retiree is still living, he will be paid the monthly annuity for life.

Section 14. Computation of Average Monthly Compensation (AMC)

a. Total Compensation received during the last thirty-six (36) AMC = months of service preceding separation/retirement/disability death

Thirty – six (36)

b. Computation of the Revalued Average Monthly Compensation (RAMC) RAMC = 170% AMC, if the RAMC is P1, 000 or less; or = AMC = P7, 000, if the AMC is more than P1, 000. = P10, 000 = P7, 000 = P10, 700

c. Computation of the Basic Monthly Salary Pension (BMP): BMP = 37.5 x RAMC, if the total service is fifteen (15) yrs or Less; or = 37.5 x RAMC + 2.5% RAMC x (YOS – 15), if the total Service is more than 15 yrs. But the BMP shall not exceed ninety – percent (90%) of

the AMC.

d. Computation of the Lump sum (Retirement Option 1): Lump sum = 60 x BMP = 60 x P9, 000 = 540, 000 to be paid at retirement (age 60) and he will receive the P9, 000 BMP for life after 5 yrs. or, in this case, at age 65.

OR

e. Computation or the Cash Payment (Retirement Option 2): Cash Payment = 18 x BMP = 18 x P9, 000 = 162, 000 to be paid at retirement (at age 60) and he will receive the BMP for life after 5 yrs. or in this case, at age 65.

f. Retirement benefit is given when the employee satisfies the following conditions:

1. He/She shall rendered at least 15 years of service. 2. He/She is not receiving a monthly pension benefit from permanent total disability. 3. Under the new law, a retiree has two (2) options:

The 5-year lump sum (60 x Basic Monthly Pension) plus the basic monthly pension for

life starting at the end of the 5-year guaranteed period. The cash payment (18 x BMP) plus the basic monthly pension for life starting

immediately upon retirement.

g. Other features of the retirement benefit are the following: 1. Retirement shall be compulsory at age 65. 2. Employees who entered the service before June 1, 1977 and who have not received any

separation or retirement benefits have the option to retire under Republic Act Nos. 1616, 660 or 8291.

3. Retirement benefits shall be paid on the last day of service in Government if all

requirements are submitted to the GSIS at least thirty (30) days prior to the effective date of retirement.

4. A member who becomes permanently and totally disabled when he/she is in the service and

has paid at least 180 monthly contributions shall be paid the permanent total disability benefit in the form of a monthly income benefit for life equivalent to the basic monthly pension effective on the date of disability.

5. A member who becomes permanently and totally disabled are eligible for permanent total disability benefits in the form of a monthly income benefit for life equivalent to the basic monthly pension when:

6. He/She is in the service at the time of disability, or

7. He/She is separated from the service and has paid 36 monthly contributions within the last

5 years immediately preceding the disability or has a total of at least 180 monthly contributions.

8. A member who becomes permanently and totally disabled when he/she is separated from

the service with at least 3 years of service but has not paid 36 monthly contributions within the last 5 years immediately preceding the disability is eligible for permanent total disability benefits in the form of a cash equivalent to 100% of the average monthly compensation (AMC) for every year of service he paid contributions but less than 12, 000.00.

h. Considered permanent total disabilities are the following:

1. Complete loss of sight in both eyes; 2. Loss of two (2) limbs at or above the ankle or wrist; 3. Permanent complete paralysis or two (2) limbs; 4. Brain injury resulting in incurable imbecility or insanity; and 5. Other cases as may be determined by the GSIS.

A member who becomes permanently and partially disabled is eligible for permanent partial disability benefits in the form of a cash payment equivalent to the basic monthly pension time times the number of months specified in the schedule of disabilities or Table of Loss Percentages when:

1. He/she in the service at the time of disability; or 2. He/she is separated from the service and has paid 36 monthly contributions within the last 5

years immediately preceding the disability or has paid a total of at least 180 monthly contributions.

i. Considered permanent partial disabilities of the following:

Complete and permanent loss of the use of: 1. any finger 2. any toe 3. one arm 4. one foot 5. one leg 6. one or both ears 7. hearing of one or both ears 8. sight of one eye 9. Such other cases as may be determined by the GSIS.

A member who suffers temporary total disability for reasons not due to grave misconduct, notorious negligence, habitual intoxication, or willful intention to kill himself or another may be entitled to benefits if:

1. he is in the service at the time of his disability and has exhausted his sick leave credits; or 2. if separated, he has rendered at least three (3) years of service and has paid at least six (6)

monthly contributions in the twelve-month period immediately preceding his disability. The temporary total disability benefits in the form of a daily benefit equivalent to 75% of his current daily compensation (=monthly compensation/22) for the duration of the disability starting on the fourth day of the disability but not to exceed 120 days. For more extensive cases, duration may be extended up to a maximum of 240 days. Minimum benefit is P340.00 per day.

j. Survivorship Benefits – The following are the eligibility requirement and the corresponding survivorship benefits: 1. If at the time his death, a member was in the service and has rendered at least three (3)

years of service; 2. his primary beneficiaries shall receive the survivorship pension plus a cash payment; or 3. in the absence of primary and secondary beneficiaries, the legal heirs of the member shall

receive the cash payment. If at the time of his death the member was in the service with less than three (3) years service or was separated from the service with at least three (3) years of service and has paid thirty six (36) monthly contributions within the five-year period immediately preceding his death; or has paid a total at least one hundred eighty (180) monthly contributions prior to his death:

a) his primary beneficiaries shall receive the survivorship pension; or: b) in the absence of primary secondary beneficiaries, the secondary beneficiaries shall be

entitled to the cash payment; or c) in the absence of both primary secondary beneficiaries, the cash payment shall be paid to

his legal heirs. Upon the death of a retiree-pensioner or a member receiving the monthly income benefit for permanent total disability;

1. his primary beneficiaries shall receive the survivorship pension 2. In the case of pensioner who dies within the period covered by the lump sum, the

survivorship pension shall be paid only after the expiration of the said period. The survivorship pension shall be paid as follows:

1. the basic survivorship pension which is fifty percent (50%) of the basic monthly pension; and 2. the dependent children’s pension not exceeding fifty percent (50%) of the basic monthly

pension; and/or 3. a cash payment equivalent to one hundred percent (100%) of his average monthly

compensation for each year of service the deceased member has paid contributions but not less than twelve thousand pesos (P12, 000).

The following are eligible for funeral benefits:

1. an active member 2. a member who has been separated from the service, but who may be entitled to future

separation or retirement benefits; or a pensioner 3. a retiree who at the time of his retirement was at least 60 years of age but who opted to

retire under RA No. 1616 4. Those who retired under RA No. 1616 prior to the effectivity of this Act with at least twenty

(20) years service regardless of age. The amount of the funeral benefit shall initially be Twelve thousand pesos (12, 000). It shall be increased to at least Eighteen thousand pesos (P18, 000) after five (5) years. Life insurance shall be compulsory for all employees. The following are the benefit features of the coverage:

a. Maturity Benefit Upon maturity of the life Insurance, the face amount, less any indebtedness shall be paid to the member;

b. Death Benefit when a member dies prior to the maturity of his insurance and during its

continuance the GSIS shall apply to the designated beneficiaries or to his legal heirs, as the case maybe, the face amount less any indebtedness.

c. Accidental Death Benefit When the death of the member is accidental, the GSIS shall pay

the designated beneficiaries or the legal heirs, as the case may be, an additional amount equivalent to the face amount of his compulsory insurance.

d. Waiver Premiums When the member is separated from the service due to permanent total

disability as may become due and payable during the period of disability shall be deemed waived and considered paid.

e. Cash Surrender Value After his insurance shall have been in force for one (1) year, a

member separated from the service prior to the maturity of insurance may be paid the cash value less any indebtedness thereon unless the terms of his separation provide otherwise;

f. Dividends an annual dividend may be granted to all members of the GSIS whose life

insurance is in force for at least one (1) year in accordance with a dividend allocation formula to be determined by the GSIS.

Section 15. Phil Health Benefits and Service (Phil Health) The coverage for this is compulsory to all members of the College except to Non-Government Workers. Among the benefits that can be availed of are hospitalization expense and surgical expense benefits (like room and board, drugs and medicines, x-ray/laboratory test/others, operating room fee, medicines bought and laboratory performed outside the hospital during confinement period). The following dependents are also entitled to the above benefits: legitimate spouse who is not a Phil Health member; parent who is 60 years old and above, not a Phil Health Member; parent who is 60 years old and above, not a Phil Health member; unmarried children above 21

years old with physical/mental disability, congenital and/or acquired before reaching 21 years old; unmarried and unemployed legitimate, legitimated, acknowledge and legitimate children or legally adopted/step children below 21 years old.

a. Benefits 1. Room and Board 45 per year. 2. Dependents to divide among themselves 45 days. 3. Prescription medicines and biological.-rate is fixed depending on the illness and category of

hospital. 4. Diagnostic, laboratory and other medical examination services – has fixed rates. 5. Professional fee – paid only to accredited professionals 6. Use of hospital facilities 7. Surgical family planning procedures – may be availed only by member and spouse. 8. hem dialysis 9. radiotherapy 10. chemotherapy 11. surgical operations, which does not need hospital confinement i.e., cataract extraction. b. Benefit Package – For members and their dependents the following specific package of benefits

are available.

BENEFIT OF ITEMS

CLASSES OF HOSPITAL

PRIMARY SECONDARY TERTIARY

Room & Board (not exceeding 45 days for each member and another 45 days to be shared by his

90

170

255

Drugs and medicine (per single period of confinement) Ordinary Intensive Catastrophic

1,095 2,050 0

1,550 2,650 5,745

1,955 5,610 8,750

X-ray, Laboratoy, etc. (per single period of confinement) Ordinary Intensive Catastrophic

230 495 0

590 1,360 2,550

1,295 2,650 8,520

Doctors fee (per single period of confinement shall not Exceed ;) Ordinary General Practioner Specialist Intensive/Catastrophic General Practioner Specialist

425 600 600 990

425 600 600 990

425 600 600 990

Others

Hospital (OR) a.RUV 5 & below b.RUV 5.1 Doctor of Surgeon Anesthesiologist

235 Maximum of 10,620 RUV = 420 Maximum of 3, 185

405 885 2,020

645 1,050 2,710

Surgical Family Planning Vasectomy Tubal Ligation

660 825

660 825

660 825

c. How to Avail of Phil Health Benefits

1. Accredit hospitals only 2. In emergency cases, benefits may be availed if it is licensed by the DOH 3. Must have at least three (3) monthly contributions within six months following confinement. 4. Does not apply to retirees or pensioners. 5. Illness needs hospital confinement 6. The 45-day allowance per year is not yet consumed. 7. Fill up the necessary forms to claim Medicare benefits. 8. Submit to the hospital for claims processing.

d. Non-Compensable Procedures Expenses for the following services are not covered by the program:

Non-prescription drugs and devices; Outpatient psychotherapy and counseling for mental disorders; Drug and alcohol abuse or dependency treatment; Cosmetic surgery Home and rehabilitation services; Optometric services; Normal obstetrical delivery; and Cost-ineffective procedures as defined by the Corporation.

Section 16. PAG-IBIG Fund This is an acronym, which stands for Pagtutulungan sa Kinabukasan: Ikaw, Bangko, Industriya at Gobyerno. Pag-ibig harnesses these four sectors of our society to provide its member with adequate housing through an effective savings scheme. GSIS members earning P4,000 and above are mandatorily covered by this fund. Employees contribute a certain percentage of their monthly compensation, which is matched by their employees with an amount equivalent to 2% of the employee’s monthly compensation. Among the benefits from Pag-ibig memberships are: savings, short-term loan, housing loan and livelihood loan benefits.

a. Membership Coverage

1. All GSIS members earning P4, 000 and above monthly. 2. Unemployed spouses 3. Optional for those earning less than P4, 000.

b. Contribution Rates – Maximum monthly compensation of P5, 000 x 2% Employees are obliged to

match their employee’s monthly contribution with the amount equivalent to 2 percent of the monthly compensation of each covered employee.

c. Withdrawal of Public Savings:

1. Membership maturity of 20 years 2. For new members, after 10 or 15 years of continuous membership, provided the member

has no outstanding housing loans. 3. Retirement

age 45 (early retirement plan)

age 60 (optional retirement)

age 65 (mandatory retirement)

4. Permanent departure from the Philippines 5. Permanent total physical disability or insanity 6. Termination from service by reason for health as provided by law 7. Death 8. The fund provides the legal heirs of the deceased member an additional P6, 000 death

benefit grant.

d. Pag-ibig fund Multi-Purpose Loan (MPL) Program

Loan Purposes 1. Medical 2. Educational 3. Livelihood 4. Minor Home Improvement 5. Purchases of Appliance and Furniture 6. Other important needs

e. Eligibility

1. Must have made at least 12 monthly membership contributions 2. Must be an active/contributing member upon loan application. 3. Loan Amount 4. 60 percent of member’s total accumulated value 5. Interest rate 6. 10.75 percent per annum 7. Loan Period 8. Payable in 2 years (24 equal monthly amortizations)

9. Loan Payment 10. Payable thru salary deductions 11. Direct payment allowed in case of separation from employer 12. Payment to be remitted to Pag-ibig on or the 15th day of each month.

Section 17. Employees Compensation Program The new EC Program establishes a separate State Insurance Fund (SIF) in the GSIS. The SIF is funded by mandatory contributions from the Employers alone, at the rate of one (1) percent of the employees’ average monthly salary of wages, otherwise termed as the wage base.

1. Maximum monthly wage base for contribution has been pegged at P3, 000 for government employees

2. Maximum monthly contribution of P30.00 for GSIS covered employees. The Employees Compensation Program (ECP) is the government’s compensation benefits package for workers and their dependents in cases of work-related disability or death due to illness or injury. The program assures workers of total protection through the provision of a comprehensive benefits package encompassing the preventive and the occupational health and safety aspect, the curative or medical and compensation grant, and rehabilitation phase and employment assistance to return handicapped workers to the society’s economic mainstream.

a. Prescriptive Period

No claim for compensation shall be given due course unless said claim is filled with the Systems with three (3) years from the time the cause of action occurred (Article 201, PD 626). In Case of Denial Where the System denied the claim, the claimant may appeal the denial to the ECC by informing the system / ECC in writing thirty (30) days from his receipt of the decision of the denial.

b. Where to file a Claim

GSIS – for the employees in the National Government, its political subdivision or instrumentalities, and in government owned and controlled corporations.

c. Settlement of Claims The system shall have original and exclusive jurisdiction to settle any dispute arising from this Title with respect to coverage, entitlement to benefits, collection and payment of contributions and penalties thereon or any other matter related thereto.

d. EC Benefits 1. Daily cash income for temporary total disability (TTD) per ECC schedule;

2. Lump sum of monthly pension for permanent partial disability (PPD) per ECC schedule; 3. Monthly cash income benefit for permanent total disability (PTD) on a lifetime basis;

e. Medical Benefits

1. Medical Services

ward services domiciliary care medicine

2. Ward Services

bed meals regular nursing services medicines furnished by the hospital laboratory services radiology service medical supplies such as splints and casts use of appliances and equipments furnished by the hospitals anesthetic services operating room charges surgery doctor’s services

f. Disability Benefit

1. Temporary Total Disability

Income benefit paid by the System for work-connected injuries or illnesses lasting not more than 120 days.

2. Permanent Total Disability

Monthly income benefit for work connected injuries or illnesses paid by the System to worker’s dependents. The following disabilities shall be deemed total permanent: a) TTD lasting continuously for more than 120 days

Complete loss of sight of both eyes Loss of two limbs or above ankle or wrist Permanent complete paralysis of two limbs Brain injury resulting in incurable imbecility or insanity Such cases as determined by the Medical Director of the System and approved by

the Commission.

g. Permanent Partial Disability

Monthly income benefit paid by the System based on the following schedule:

Complete and permanent loss of the use of No. of Months One thumb 10

One index finger 8

One middle finger 6

One ring finger 5

One little finger 3

One arm 50

One hand 39

One foot 31

One leg 46

One ear 10

Both ears 20

One eye (sight) 25

Hearing of one ear 10

Hearing of both ears 50

One big toe 6

Any toe 3

h. Double Recovery

The payment of compensation under the EC program does not bear the recovery of benefits under the other pertinent laws in the Philippine Social Security and Government Insurance. Thus, a claimant who has received benefit from the GSIS may still file a claim for EC benefits for

the same contingency is work-connected.

i. Coverage under ECP

Coverage shall be compulsory to an employee who are covered by the GSIS, including the members of the AFP, elective officials who are receiving regular salary, and any person employed as casual, emergency, temporary, substitute or contract

j. Compensability

1. For the injury and the resulting disability or death to be compensable, the injury must be the result of accident arising out of and in the course of employment.

2. For the sickness and the resulting disability or death to be compensable, the sickness must be the result of an accident disease listed by the Commission with the conditions set therein satisfied. Or if the sickness is not listed as occupational disease, then proof must be shown that the risk of contracting the disease is increased by the working conditions.

k. Compensable Injuries – An injury is compensable when it was sustained

1. while the employee was performing his official function; 2. at the place where is work required him to be, and 3. if sustained elsewhere, the employee must have been executing an order from the

employer. Exception:

1. Going to and coming from office rules. This provides that any injury sustained an employee while going to or coming from the place of work shall be compensable, provided that the act of the employee of going to, or coming from, the workplace, must have been a continuing act, that is, he had not been diverted there from by any other activity, had not departed from his usual route to, or from, his workplace.

2. Personal Comport Rule. Acts performed by an employee within the time and space limits of

his employment to minister to personal comfort, such as satisfaction of his thirst, hunger or other physical demand, or protecting him from the excessive cold shall be deemed incidental to all employment, and injury sustained in the performance of such acts shall be considered compensable as arising out in the course of employment.

3. Shuttle Bus Rule. Where an employees sustains injuries or dies as a result there from while

he is going to or coming from work on board a company vehicle purposely used in shutting employees to and from work is considered work-related, hence, compensable. This is so, because the said company vehicle is deemed an extension of his employer’s working premises.

4. Institutional Sponsored Activity Rule. The rule cover field trips, outings and picnics given to

employees by the employer and which the employees are required to attend. Whatever contingency occurred while in any of such undertakings are deemed work-related and thus, compensable.

5. Special Errand Rule. An injury sustained by an employee outside premises is compensable if

his being out is covered by an office order or a locator slip or a pass for official business.

I. Non-Compensability

Work-related disability or death arising from injury or sickness is not compensable when due to the employee’s; 1. Intoxication or drunkenness 2. Willful intention to injure or kill himself or another 3. Notorious negligence

Article 6. Security Measures The security premises of the five (5) campuses of the college are an overriding concern of the administration. For the purpose of providing protection and security to government property (building, vehicles, equipment, furniture, supplies, farm implements, etc.) from being damaged, tempered, taken

away without permission or stolen, and also for maintaining peace and order inside the campuses, the college is staffed with security personnel which is reinforced by a private security agency. The blue guards coming from the contracted private security agency are assigned to the main campus where the bulk of the assets of the college are situated. The organic guards are stationed in the other campuses. Section 1. Basic Policies

a. As a rule, in order to define responsibility and jurisdiction, will be no combination of organic and blue guards. Where guards for the college are assigned, blue guards will not be on duty. b. The security guards are expected to wear clean complete uniform while on duty and must observe personal hygiene.

c. They shall observe basis courtesy in maintaining their posts with respect to dealing with officers, staff, employees, faculty and student of the college as well as with visitors.

d. There should be proper turnover of responsibilities to the incoming guards at the end of every tour of duty. A logbook should be used to document turnovers.

e. All unusual events that occurred during one’s tour of duty should be recorded in the logbook and reported to management.

f. The ins and outs of personnel should be properly monitored through a logbook. A locator/pass slip should be required to be presented of the concerned personnel.

g. A visitor’s logbook is also required to be maintained to keep record of visitors, their purpose in coming, office if applicable, residence and signature.

h. All property (furniture/equipment) should be covered by a pass when being taken out of the premises.

i. There must be an inspection of vehicles going in to detect the entry of explosives/deadly weapons, which may hurt the staff and students. Unless surrendered/left with the guard, the vehicle will not allow entry.

j. Likewise, vehicles leaving the campus should also be subjected to inspection to prevent property of the college from being taken out without permit.

k. No guard should go on duty when under the influence of alcohol/drugs. Any intoxicated guard caught on duty will be summarily dismissed/recommended for dismissal to the private security agency.

Article 7. General Services Section 1. Vehicle Use, Office Equipment Procurement Repair and Maintenance

a. Maintaining Government Vehicles

1. DASS assigns supply officer to:

Register vehicles with LTO Prepare papers required in the resignation; and Facilitate payment of resignation fees on time to avoid penalty

2. The property Officer sees to it that:

All registered vehicles have their corresponding plate numbers placed legibly visible,

firm and secure, one in front and another at the rear of each vehicles. The plate number shall neither be transferred from one vehicle to another, soiled or

blurred so as not to hinder readability; it must always be clean, clear and readable. The use unregistered vehicles shall be prohibited. Motor vehicles shall be marked on both sides (or in front or back wherever it is

convenient) with “For Official Use Only” (3 inches) and Camarines Norte State College.

3. The DASS exercises close supervision over the maintenance of all vehicles. The vehicles are

assigned to the care of licensed and regularly appointed drivers who shall be held responsible for the aforesaid vehicles in the following manner:

Proper maintenance/conditioning (cleaning, polishing, fueling, etc.) Exercise maximum degree of prudence and care in driving to accidents and

breakdown. Responsible and liable for breakdown of vehicle, due to his negligence, such as, lack

of water, lack of oil, reckless driving, and others. Servicing of the vehicle at least once a month and properly sheltering it in the

garage, if there is any, especially at night when not in use, to minimize deterioration and wear and tear. Proper scheduling should be done in maintenance. Each driver shall be assigned two vehicles each for doing minor repair or maintenance work. Not in any instance shall any unauthorized employee be allowed to drive even if he has a professional driver license, except in extreme necessity or emergency, but with prior written authority permission of the DASS, President, and Vice Presidents. Driver licensed employee who drives without permission or authority from the above mentioned officials shall be administratively charge for violation of existing regulations and be held responsible and liable for damages / loss that may result from any accident related thereto.

4. The Property Officer sees to it that vehicles in running condition are insured with the

Government Service Insurance System against damage and/or losses. All vehicles in running condition are listed, with their corresponding plate number, for insurance and registration in accordance with the schedules of the Land Transportation Office based on the ending of the plate number of each vehicle. Vehicles that become defective or out of order after they are insured or become defective within the effectivity period of their insurance must be duly reported so that proper representation could be made with the GSIS for the cancellation of their respective policies and/or adjustment of their corresponding insurance premiums. Repaired vehicles not previously insured shall be reported to the Administrative Officer in order that they could be re-insured properly.

5. The DASS sees to it that all insurance premiums are duly paid on time and that all refunds

for discontinued or cancelled insurance are duly credited.

6. The Supply Officer reports without delay through the fastest means of communication (telegram, telephone, etc.) to the GSIS, all accidents involving damages and/or loss of vehicles, their accessories and spare parts thereon duty to the following:

Accidental collision or overturning, or caused by mechanical breakdown, or

consequent wear and tear. Fire, external explosion, self-ignition or lighting or burglary or theft. Malicious act. Accident while in transit by road, rail inland waterway, lift or elevator (including the

processes of loading and unloading incidental to such accident) and To submit later a written and detailed report of the accident and written request for

the claim of compensation for such damage or loss. The Supply Officer shall notify the GSIS on the repair to be undertaken with a list of

spare parts needed for replacement and approximate cost of repair.

7. The DASS files the claim with the GSIS, supported by the following documents.

Vehicles Accident report to be accomplished in quintuplicate. Affidavit in quintuplicate of the driver of the vehicle at the time or accident or loss,

stating the date, place, names, driver’s license number, vehicle motor number and/or plate number, nature and purpose of the trip and comprehensive declaration of how the accident happened.

Trip ticket issued for the purpose of the trip.

Police investigation Report of the accident or loss.

In case of damage, three (3) copies of the picture showing the damaged vehicle with its plate number visible.

b. Repair of College Vehicles

1. Supply Officer inspects the vehicle to determine the scope of repair to be undertaken, which

is indicated in the technical inspection report to be submitted in three (3) copies the DASS. 2. Based on the inspection report, a request for Job Order is prepared by the Supply Officer

specifying the nature of repair to be done. 3. Upon approval of the Job Order, the Property Officer directs the preparation of the request

for Quotation forms to be served by a canvasser to at least three (3) duly accredited reputable private motor repair shops.

4. Sealed request for Quotation forms duly accomplished by the repair shops are submitted, which are opened by the Committee on Bids and Awards created for the purpose. The request for quotation forms shall be invariably by the canvasser or server of the same.

5. Bidding Committee then prepares an Abstract of Bids after determining the most reasonable

and complying quotation. The Committee is guided by an estimate prepared by the three (3) technical employees knowledgeable on repair business. Thereafter, the same is forwarded to the Property Officer for the preparation of the corresponding Job Order addressed to the winning bidder.

6. Thereafter, the Job or Work is forwarded to the Accountant for funding and finally to the

President for approval.

7. After approval of the Job Order, it is served to the winning bidder who thereafter undertakes the repair in compliance with the conditions set therein.

8. After completion of the work, Property Officer together with Inspection Committee inspect

the repair undertaken, and if found to be satisfactory.

c. Use of College Vehicles 1. College officials and employees must use the office vehicles exclusively for official business.

When the vehicles are not in use, or during Saturdays, Sundays, and Holidays, they must be kept in the office garage except when they are officially used on these days or when such officials and employees are duly authorized by the President in writing. Any loss or damage on a vehicle not kept in the office garage, the authority notwithstanding, shall be the sole responsibility of the official or employee concerned.

2. An official shall be assigned with only one vehicle except when the exigency of the service

requires the issuances of more than one vehicle.

3. Request for the use of vehicle shall be:

Made in three (3) copies of trip ticket and supported by a Permission Slip; Duly signed by the Requesting Officer; Approved by the DASS, for trips outside the province; Filed a day in advance.

4. d.) To avoid unnecessary delay or disapproval thereof, all information required in the form,

(names, designation, offices, duration, time, etc.) especially the purpose of the trip, should be stated in concise but comprehensive manner. The requisitioned shall be notified immediately of whatever action is taken on his request.

5. Whenever the nature of the trip requires continuous driving even after the regular office

hours and on the Saturdays and Sundays or Holidays within his permanent station, the request for the use of the vehicle shall be accompanied by an authority for the driver to render overtime service duly approved.

6. Each trip shall be supported by a trip ticket, which shall be accomplished in accordance with COA Circular No. 75-6.

7. Trip tickets shall be prepared in four copies to be distributed as follows:

i. Administration Division ii. Security Guard iii. Driver iv. Voucher

8. The security shall make entries in his logbook, namely, driver’s name, kind of vehicle, plate

number, date of departure and speedometer’s reading of vehicle upon departure. 9. No vehicle shall be used unless trip ticket is issued and is fit for the road.

10. Upon completion of the trip, the driver shall accomplish paragraph B (1-8) and the itinerary

of travel at the back of the trip ticket form.

11. Passenger shall sign on the trip ticket, in collaboration with the statement of the driver concerning the use of the car, itinerary of travel, and the date and time of the arrival from the trip.

12. In case of any considerable delay/or excess of time consumed due to an unavoidable

circumstances, especially when the parties involved will make use of such delay or excess of time consumed due to unavoidable circumstances, especially when the parties involved will make use of such delay or excess of time consumed as basis for claiming their per diems, the drivers and the passengers shall make a comprehensive explanation therefore on the space provided for “remarks” below the itinerary of travel. The explanation shall be part and parcel of the statement made by the aforesaid parties on the trip tickets and covered by their signature thereon.

13. Unusual observation of the condition of the vehicle during the trip shall be reported

accordingly to the Property Officer.

14. Driver must clean and check the vehicle upon arrival from a trip shall before returning it to the garage.

15. A logbook wherein all expenses incurred for each vehicle are recorded shall be kept and

maintained by the Property Officer.

d. Guidelines to be observed by the Requesting Officer/Personnel in the Use of College Vehicles

1. Trips and other activities that necessitate the use of the college vehicle shall not be held unless there is a permit duly approved by the Office of the President.

2. Requesting personnel should submit the said office a written request for permission to use

vehicle and work for its approval at least one day before the scheduled trip to give the Office of the Administrative V or Supply Office time to inform drivers of their assignment

and to give ample time for processing of trip tickets of request for fuel withdrawal if there is a need to do so. However, the above-sated one day reglementary period maybe waived justifiably urgent or emergency cases. Prior scheduling of the vehicle should be arranged by the Supply Office.

3. Personnel bound for the regional offices an Metro Manila taking the same route and date of

trip should travel using the same vehicle based on seating capacity for economy sake.

4. Activities requiring the use of vehicle within the province shall be scheduled during regular working days except in cases where the faculty and students need to use it in school activities like National Service Training Program (NSTP) and other extension activities scheduled on Saturdays, Sundays and emergency use of ambulance, provided, guidelines in the use of ambulance is strictly adhered to. Regular working day travels need to be observed to be able to cut down on budget for overtime payment of drivers and to give them also time to attend their personal concerns on non-working days.

5. Wherever possible campuses located in distant places engaged in Income Generating

Projects shall observed economy in transporting their products. Where the cost of hiring private utility vehicle is lower then when a College vehicle is used on hauling, the former shall be considered. This manner of transporting products will lower the operational cost of the projects and, consequently, increase its net income considering that fuel consumption for college vehicle has to be paid out for the income generated from the project.

e. Procedure to be Observed in Request for Withdrawal of Fuel and Cash Purchase in Other

Places 1. Requesting Officer accomplishes CNSC Form S-00-1 filling all information called for and gets

signature of official whose names are stated in the Blank Form. 2. He submits duly accomplished form to the DASS for signature.

3. DASS sends Supply and Property Inspector or her designated representative to Gasoline

Supplier to personally confirm the quantity of fuel sold by supplier as actually registered in the gasoline meter.

4. Inspector/Representative gets the triplicate (yellow) copy sales invoice for corresponding

purchase and immediately submits the same to DASS as reference for approval of payment. He writes the notation “No. of liters sold correct” and affixes his signature in said copy. In no case shall payments be made if the triplicate is not submitted to Office of the DASS immediately after said mode purchase. Original sales invoice receipts submitted by claimants to the supply office without the triplicate copy on file with he office of the DASS shall not be honored.

5. In case of official trips using college vehicles where cash purchase in other places is made, the driver requests one authorized passenger to take a look at the gasoline meter to confirm the quantity of the fuel sold as registered in the gasoline meter. Without his signature, reimbursement claims will not be approved for payment.

f. Repair of Office Equipment

1. Chief of the Division or office requesting a repair of equipment makes his request. 2. After accomplishing said form, submits it to the Property Officer.

3. Property Officer processes the accomplished form, requests the office or division concerned

to make the necessary requisition if the repair requires purchase of spare parts and sees to it that the Supply Officer promptly acquires the said spare parts.

4. If the equipment cannot be repaired by office personnel, Property Officer prepares the

request for pre-repair inspection. If amount involves more than P50, 000, calls for bidding for its repair with any private repair shop, otherwise requests for quotation from the three (3) qualified repair owners. He prepares abstract of bids/canvasses and Bids on Awards Committee awards it to the lowest bidder. After said repair, Property Officer prepares the request for post-repair inspection to be performed by the Inspection Committee.

5. Property Officer disposes properly all spare parts replaced in accordance with the existing

accounting and auditing rules and regulations.

g. Procurement of Supplies, Materials and Equipment 1. Requisition

End user accomplishes Purchase Request specifying therein the items requested, purpose of request and other details.

Requisitioned submits duly approved Purchase Request to authorized recommending and approving officials.

End-user submits duly approved Purchase Request to Supply Officer for action.

Supply Officer checks availability of item thru STOCK POSITION SHEET (SPS).

2. Purchase/Procurement

If items are not available, purchase is made through: Items requested may be purchase through the Purchase Order of not available in stock.

Supplies Officers prepares three (3) Request for Quotation forms and distributes to qualified suppliers of materials, equipment and supplies needed.

Upon receipt of the sealed quotation, the Supply Officer evaluates the quotations for the items requested through abstract of Bids.

The abstract together with the quotations are submitted to the Committee on Bids and Awards which selects/awards to lowest complying supplier and its choice is indicated in the abstract.

3. Delivery and Inspection

Inspection and Acceptance Report is prepared by the Supply Officer.

Upon issuance, end-user acknowledges receipt of items requested by affixing his signature in the Requisition and Issue Slip. Supply Officer adjusts/updates stock balance in the Supplies Ledger Card for every issuance to requesting party.

4. Payment

Supply Officer prepares voucher for payment of articles purchased, with Purchase Order, Delivery Receipt, Inspection and Abstract of Bids Attached, as supporting documents. Voucher is duly certified and recommended for payment.

Budget and accounting sections process Disbursement Voucher covering payment for items purchased.

Cashiering Unit prepares check signed by authorized officials.

Cashier releases the check to supplier/dealer upon presentation of credential/identification and official receipt.

h. Processing of Payment for Deliveries of Supplies, Materials and Other Items Ordered from

Suppliers

1. Generally, all deliveries shall be made by suppliers during regular working days and within office hours for a more transparent transaction. This will ensure the availability of the system-wide Supply Office Personnel and Supply Property Inspector to determine the quality and quantity of item delivered based on specifications contained in the Purchase Order.

2. In case of fingerlings and livestock for Income generating Projects, Supply Office shall give

instructions to the supplier to deliver these during office hours. However, if this is not possible for reasons that they find it more appropriate for these products to be transported in the evening, suppliers shall notify that office at least two days before the scheduled deliveries to make sure that the Property and Supply Inspector is available on the date of delivery.

3. In such case, the Supply Officer and Property and Supply Inspector shall be entitled to

overtime payment chargeable against General Fund. As to animal feeds, the Project Manager shall see to it that stocks are always available for a certain consumption period to avoid emergency purchase and rush deliveries.

4. For purposes of delineating functions and for a more systematic flow of transactions, the

different administrative support offices shall have the following responsibilities: Supply Office

To provide requesting officer/personnel with requisition from have it approved by the Office of the President;

Canvass the items requisitioned from at least three (3) suppliers in accordance with specification;

Submit sealed canvass to Bid Awards and Committee;

Prepare Purchase Order and send it to winning bidder;

Have supplier deliver the items on the date specified in the Purchase Order;

Have Property and Supply Inspector inspect the items delivered based on the specification in the Purchase Order;

Have inspector sign the Sales Invoice together with the Inspection Form; and

Prepare allotment and obligation slip and have accountable officials sign them; upon completion of signatures prepare Disbursement Vouchers.

Cashiering Section

Prepare checks for complaint-supplier

Have the President/Vice President sign checks; and,

Release checks to complaint-supplier. 5. In no case shall the DASS sign Disbursement Vouchers with incomplete attachments. For

purposes of this policy framework, the term Cash on Delivery (COD) shall mean payment of purchase materials and supplies in the form of checks upon delivery, inspection of all requirements for that matter.

i. Withdrawal of Fuel to be Used in Machine/Equipment and College Vehicles Equipment

Request for withdrawal of fuel for equipment like grass cutter, machine for use in production and income generating projects, generator, laboratory equipment and similar facility shall be made by accomplishing duplicate copies of CNSC Form S-00-1 (Fuel Withdrawal Form). Said form, which contains control number assigned by the DASS, shall be distributed to academic units for a easier processing of requests.

Requesting officers for equipment described below shall be as follows: Grass cutter for use of utility and farm workers in cleaning land areas – Building and

Grounds Supervisor/Coordinator of requesting unit. Machine for use in Project – Himself/Herself Laboratory Equipment/Gadget for instructional purposes – Laboratory Instrcutor Generator (as necessary) – Building and Grounds Supervisor/Coordinator

Farm Tractor – Operator Others – Personnel in Charge of the Project

Required fuel consumption for particular equipment or scope of work shall be certified by Dean/Campus Director/Heads of the requesting Administrative Unit to the effect that the specification of the requested fuel and quantity are sufficient to complete the scope of work stated in the request, and attested by Supply officer.

For every mode of purchase done through withdrawal of fuel, the Property and Inspector or the DASS designated representative shall be physically present to confirm the quantity of fuel being sold to CNSC as registered in the gasoline meter. In case of fuel for machine/equipment, the inspector shall receive the triplicate (yellow) copy of sales invoice and sign it with the following notation “no. of liters sold correct”. He must submit the copy to the DASS immediately after the purchase for reference purposes. For vehicles, the driver submits the triplicate copy to that office upon completion of trip.

Cash Fuel Purchase for College Vehicles In case of official trips using college vehicle where cash purchase in other place is made, the driver requests one authorized passenger to take a look at the gasoline meter to confirm the quantity of the fuel sold as registered in the gasoline meter. He affixes his signature in the official receipt issued. Without his signature, reimbursement claims will not be approved for payment. j. Specific Procedures in Procurement The following are the specific policies on procurement:

1. Preparation of Annual Procurement Plan (APP)

All procurement should be within the approved budget of the institution and should be meticulously and judiciously planned. No procurement shall be undertaken unless it is in accordance with an approved Annual Procurement Plan (APP).

Preparation and updating of Project Procurement Management Plan (PPMP) and the consolidated APP shall be undertaken every six months or as often as may be required by the President. Implementation of any project not included in the APP shall not be allowed.

The PO/LO/Contract is delivered by the agency personnel concerned to the contractor/supplier within a reasonable time after its approval.

6. Delivery, Inspection and Acceptance of the Items

Regardless of the mode of procurement resorted to, deliveries of supplies, materials and equipment being requisitioned must be made by the supplier/contractor in accordance with the specifications, terms and conditions provided in the Contract/PO/LO. Failure to deliver

within the prescribed period shall render the supplier/contractor liable for penalty, usually in the form of liquidated damages, specified in the Contract/PO.LO.

All inspection and acceptance of supplies and services shall be conducted in the most economical and expeditious manner consistent with the best interest of the government and, shall conform to the provision of applicable regulations and standards, sampling procedures (statistical), quality control procedures, policies relating to interchange of services and uniform method of interpreting specifications.

Inspection shall be conducted in all cases prior to acceptance, except as otherwise permitted by regulation. Inspection shall be accomplished by or under the supervision of government qualified personnel.

Where a trend of shortage in quantity, deficiency, or defectiveness in quality is established, the inspector may recommend for rejection or reduction in price.

k. Property Inventory, Control, Record Keeping and Disposition

1. How to Accomplish Inventory and Inspection Report of Unserviceable Property and Dispose those

beyond economical repair.

Accountable officials in possessions of unserviceable properties and/or equipment submit to the Disposal Committee thru their respective heads, Inventory and Inspection Report (General Form No. 17-A), supported by individual equipment survey reports and current photographs (two views each). In the case of waste materials and worn-out obsolete spare parts, the Waste Materials Report (General Form 64-A) shall be used.

After processing such reports, the same is referred to Disposal Committee for verification, study and recommendation.

The reports together with the recommendations from the Disposal Committee shall be submitted to the DASS for notation, verification and/or evaluation and forwarded to the VPASSP and finally to the President for approval.

Upon completion of the IRR, same is returned to the Disposal Committee which decides on any of the following modes of disposal:

2. Sale thru public bidding, which shall be widely publicized. The appraised value decided by the

Disposal Committee shall be at realistic levels considering market demand, physical condition, obsolescence and all relevant factors;

3. Should the public bidding be not successful, the Committee may disposed these properties at

any manner deemed most advantageous to the government, including thru barter or negotiated sale but not less than the Committee – appraised value; and

4. Transfer without cost to other government agencies and government agencies and government-

owned or controlled corporation.

5. Disposal Committee then prepares a memorandum/resolution for approval of the Chairman recommending to the VPASSP the approval of the notice of award on the winning bidder.

6. In case of transfer without cost or donation to other government agencies, the Invoice Receipt

of Transfer and Memorandum of Agreement shall be approved by the President before the transfer is affected.

7. Committee Chairman thru the Supply Officer coordinates with Accounting Section for the

Dropping from the books of accounts of disposed properties which shall be subject to existing accounting rules and regulations.

I. How to Report Loss of Property

1. The officer/employee/faculty member concerned

Prepares immediately a written report of any property in is office/room that contains description of the lost to the DASS.

Notifies the police for appropriate action.

2. The officer/employee/faculty member concerned within 30 days from the date of loss, prepares and forwards thru channel the letter request for relief from property accountability to DASS, supported by the following documents:

Copy of the report on the findings of the police when available;

His affidavit giving complete description of articles lost and stating the facts or circumstances surrounding the loss;

Affidavits of at least two (2) disinterested person’s familiar of the facts and circumstances surrounding the case. If only one person is cognizant of the facts and circumstances about the loss, such conditions are fully stated in the affidavit of the person seeking relief, giving the reasons therefore; and

Evidence that a report was made immediately to the agency.

3. DASS reviews the request and prepares an endorsement to the VSAAP which includes his own report stating the facts and circumstances surrounding the case specifying among other things, the Book Value, Property Number, Classification Number and Warrant or Voucher Number Covering the acquisition cost of the lost asset and any additional information and his own recommendation.

4. The VPASSP further reviews the request and endorsees for appropriate action of the President, which is either a denial or a favorable endorsement to the Commission on Audit thru the Resident Auditor. m. How to Process Clearance from Property Accountability

1. The employee seeking clearance presents clearance paper to Property Officer to check on any property issue to him.

2. The Property Officer sees to it that priority action for clearance must be based on the date of

submission of clearance papers and on the nature or purpose for which the clearance is requested. In case the property will be transferred to another employee, the corresponding memorandum receipt shall be prepared and signed by the new end-user.

3. The Property Officer finalizes his action within five (5) days from date or receipt thereof on all

matter and papers concerning clearance from property accountability of personnel to him for action and presents it to the DASS for approval.

4. In case, he fails to finalize this action five (5) days for any reason, he must apprise the DASS, who

must act on it accordingly, in case no employee would not like to receive the property, said item shall be brought to Property Office and the corresponding clearance shall be issued to the employee.

n. Records Management

Written communications are documents received or sent containing information but not

limited to a letter, telegram, radiogram, memorandum or report.

1. How to handle Written Communications

It shall be the responsibility of each unit to identify the type/nature of written communication it wants the Records Section to retain as backup to the office file.

Written communications requiring the signature of the President shall be endorsed to the Office of the President and handled in accordance with procedures in handling communications.

Once a document has been assigned a number by a unit, no other unit shall assign any other code.

Only authorized officials and employees may handle and route official documents as well as papers related to matters under the jurisdiction of the college.

2. Responsibility for Communications

Receipt for Communications

It shall be the responsibility of the Records Management Officer (RMO) to receive, sort, record and distribute to the unit concerned all incoming communications (ICs) received thru mails or by messengers.

ICs addressed to a particular unit and received directly by that unit can be processed by said unit subject to the procedures herein defined.

Processing of Communications

It shall be the responsibility of the unit concerned upon receipt of the communication from RMO to process or act upon the same in the shortest possible time as in a letter-query, letter request or letter-complaint.

If another unit has to process/act upon the same communication mentioned in IC, it shall be the responsibility of the unit to forward said communication to the unit has to process/act upon it.

3. Mailing/Handling of Outgoing Communications

It shall be the responsibility of the RMO to receive, sort, record and send-out either thru

the mails or by messenger all Outgoing Communications (OCs) received by it from the different units of the college.

Procedures:

Receiving clerks receive and stamp “received” on face of document. Stamp contains the following information: a) Month, Day, Tear received b) Document Code No. (Starting with 001) c) Signature of receiver acknowledging receipt in the space provided therein.

Receiving Clerk logs in logbook showing following information:

a) Month, Day, Year received b) Document Code Number c) Name of Writer/Sender d) Addresses e) Subject-Brief Description of content of communication.

RMO maintains logbook for each of the following type of incoming communication. a) For ICs b) For telegrams c) For registered mails or hand carried communications

RMO prepares pre-numbered transmittal slips in duplicate which documents shall be used to distribute all IC’s to various units.

It contains the following information:

a) Document Code No. (Starting with 001) b) Name of Writer/Sender c) Subject-brief description of content of communication d) Remarks column

e) Signature of person preparing Transmittal slip and signature of person receiving documents

f) Month, Day, Year received g) Regional Communications are classified and segregate in transmittal slip.

One copy of ITS is retained by RMO. Other copy is given to the unit together with corresponding IC’s.

It is the responsibility of RMO to distribute all IC’s as follows:

a) ICs received in the morning – to be received by unit concerned not later than 5:00 noon of the following day.

b) ICs received in the afternoon – to be received by unit concerned not later than 12:00 noon on the following day. Exemptions to the above schedule are allowed in meritorious cases such as when the ICs are received in bundles in which case it shall be distributed within a reasonable time.

General Procedures:

a) Upon receipt of Incoming Communications from RMO, receiving unit detaches incoming Transmittal Slip from document and files same according to date and serves as reference in its logbook.

b) All ICs addressed to a particular unit and received directly by said unit without passing

thru RMO are stamped “received” on the face of document. Stamp (annex A) contains the following information:

Month, Day, Year received

Document Code No. (Starting with 001)

Signature of receiver acknowledging receipt in space provided

Unit as in “Accounting Section”

c) All ICs addressed to particular unit whether directly received or referred by other units are logged/recorded as they are received in logbook of each unit. This is known as Incoming logbook (Annex B) which contains following information:

Month, Day, Year received

Document Code No.

Name of writer/sender

Addressee-Name of Office the document is addressed to

Subject-Brief description of content of communication

Remarks Column – other information and action taken

4. Handling Out-going Communications/Documents

a) RMO receives an records all outgoing communications from units for delivery thru mails or by messenger or thru telegrams on logbook which contains following information:

Month, Day, Year

Document Code No.

Source/Sender

Addressee

Subject

Remarks Column

b) RMO maintains logbook for each mode of delivery such as by mail, messenger, telegram and other.

c) All OCs sent by mail are sent not later than the day following date of receipt from office

sender.

d) OCs to be sent by telegrams or by messenger are attended to by taking into consideration the urgency of delivery. Telegrams to be sent by RMO must be received at RMO not later than 3:00PM in order to allow RMO before 12:00PM so that same can be mailed within the same day.

e) RMO maintains an Outgoing Transmittal Slip (OTS) file for all OCs received from various

units filed chronologically according to date received which serve as permanent reference file.

5. Classification of Administrative Issuances

a) Office Memorandum – an issuance addressed exclusively to particular group of officials

and/or employees for a particular unit or division. They are intended for internal administration, and usually contain administrative instruction, which are directory, advisory or informative in nature, temporary in duration, limited in application and requiring definite compliance.

b) General Circulars – contain administrative instructions prescribing certain rules, and

requirements or disseminate information regarding ruling, precedents, laws or regulations of general interest and the opinions of the Department of Justice; resolutions and decisions of courts and the Civil Service Commissions.

c) Office Circulars – contain administrative instruction requiring compliance by personnel

of the originating agency.

d) Office Orders – issuances involving assignments and other related matters affecting the status of personnel to include details such as designations, commendations, supervisions, reinstatements, demotions, creation of committee of temporary allied matters.

e) Special Orders – orders that the treat of assignments or missions to be accomplished by officials and employees concerned for a definite period.

f) Travel Orders – used exclusively for travel assignments personnel.

g) General Memoranda – used for issuances intended as follow-up or calling attention to

or reminder on a previous General Circular, Office Circular and Office Order.

o. Processing of Vouchers

Vouchers for payment/reimbursement will not be processed unless the documents required are attached. The following are the supporting documents required from common transactions: Presented below is a checklist of mandatory supporting documents for common transactions affecting personnel and students:

A. For Vouchers with Allotment and Obligation Slip (ALOBS), the documents required are:

1. For travel

Approved Travel Order duly certified by the Budget Officer for funds taken from GAA Communication or invitation from Sponsoring Agency with itinerary of travel duly

indorsed by proper government agency, e.g., COA, CSC

2. For projects

Plans and specifications Program of work and detailed cost estimates of the project If by contract, bidding for contractors is necessary to include –

Advertisement/call for bid Abstract of bids with winning bidder’s offer and bid tenders of other participants Letter of award/acceptance of bid/proposal Contract documents performance bond & contractor’s accreditation Notice to commence work Certificate of inspection and acceptance report

If by an administration, supplies delivered or purchased which undergone the bidding process should be based on approved program of work

Certification of the BAC the procurement is included in APP

3. For salaries

Daily time Records (DTR) of personnel Approved form 6 (if with leave of absence) Certificate of appearance (if personnel has an approved travel for the month) Payroll

4. For benefits (13th month pay, CAN, PIB, Clothing, PRAISE, etc.)

Payroll Document to support that benefit is allowed, ex.: memorandum circular, BOT approval,

etc.

5. For reimbursement of travel

Approved travel order Communication of sponsoring agency Bus ticket or trip ticket Official receipt of registration if any Certificate of appearance Itinerary of travel Liquidation report if amount spent exceeded the budget for the approved travel

6. For reimbursement of emergency purchases

Canvass Certificate of emergency purchase Official receipt of purchase Purchase Order (Various supplier) Inspection report In accordance with RA 9184

B. For Vouchers without Allotment and Obligation Slip (ALOBS), the documents required are:

1. Student activities

a) Travel Resolution for the Supreme Student Council allowing the use of the trust fund Approved Travel Order duly certified by the Accountant for funds taken from Trust. Communication from sponsoring agency or institution with an itinerary of travel.

b) Seminars/workshops, sports activities Resolution from the Supreme Student Council allowing the use of the trust fund Approved budget proposal

Procedure in the Processing of Vouchers:

a) Processing of Vouchers with ALOBS: 1. Requesting Party/Unit forwards voucher to the Certifying Officer with the needed

attachments. 2. If documents are complete, Certifying Officer forwards voucher to the Budget Office; if

incomplete, Certifying Officer returns voucher to Requesting Office.

3. If found in order, Budget Office forwards voucher to the Management Audit Analysis (MAA) Office for auditing; if not, MAA returns the document back to the Requesting Unit.

4. If found in order, MAA office forwards voucher to the Accounting Office for signature; if not, Accounting Office returns document to the appropriate Office/Unit.

5. If found in order, Accounting Office forwards voucher to the Office of the President for

signature; if not, AO returns document to the appropriate Office/Unit.

6. Office of the President forwards voucher to the Cashier’s Office for check preparation that in turn forwards voucher with check for signature by the President.

7. Office of the President Returns check attached to the voucher to the Cashier’s Office for

release to requesting party/unit.

b) Processing of Vouchers without ALOBS:

1. Requesting Party/Office forwards voucher to the Certifying Officer with the needed attachments.

2. If documents are complete, Certifying Officer forwards voucher to the Management Audit

Analysis (MAA) Office for auditing; if incomplete, Certifying Officer returns voucher to Requesting Party/Office.

3. If found in order, MAA Office forwards voucher to the Budget Office for signature; if not,

MAA returns document to the requesting Party/Office.

4. If found in order, Budget Office forwards voucher to the Accounting Office; if not, Budget Office returns the document back to the appropriate Office/Unit.

5. If found in order, Accounting Office forwards voucher to the Office of the President for

signature; if not, returns document to the appropriate Office/Unit.

6. Office of the President forwards voucher to Cashier’s Office for check preparation that in turn forwards voucher with check for signature by the President.

7. Office of the President Returns check attached to the voucher to the Cashier’s Office for

release to requesting party/unit. Forms to be attached to the Voucher:

Requesting party need to follow-up results of transactions/claims/reimbursements. It is the job of the Certifying Officer to monitor said transactions/claims/reimbursements. For easy monitoring of the voucher, the following forms should be used. Aside from these forms, a logbook using similar format must be maintained.

CNSC Form A-1 (Vouchers with ALOBS)

Office/Unit

Received Action/ Remarks

Released Action/ Remarks Date Time Initial Date Time Initial

Requesting Office

Certifying Office

Budget Office

Accounting Office

MAA Office

Office of the Pres

Cashier’s Office

CNSC Form A-2 (Vouchers without ALOBS)

Office/Unit

Received Action/ Remarks

Released Action/ Remarks Date Time Initial Date Time Initial

Requesting Office

Certifying Office

MAA Office

Accounting Office

Office of the Pres

Cashier’s Office

Flow Chart in the Processing of Vouchers (For Vouchers with ALOBS)

1

2

3

4

5

6

7

8

Requesting Office submits/forwards voucher for travel/funding of activity of Personnel/students to the Certifying Officer.

If documents are complete, Certifying Officer

forwards voucher to the Budget Officer

If not, Certifying Officer Returns voucher to Requesting

Office

If found in order, Budget Office forwards voucher to MAA Office for review

If not, Budget Office returns voucher

to appropriate Office

If found in order, MAA forwards voucher to the Accounting Officer for auditing

if not, MAA returns voucher to appropriate Office

Accounting Office forwards voucher to the Office of the President for signature

Office of the President forwards voucher to the Cashier’s Office for check preparation

Cashier’s Office returns voucher with check to the Office of the President for signature

Office of the President returns check with the voucher to the Cashier’s Office for release to

requesting party/unit.

Flow Chart in the Processing of Vouchers (For Vouchers without ALOBS)

1

2

3

4

5

6

7

8

Requesting Office submits/forwards voucher for travel/funding of activity of personnel/students to the Certifying Officer.

If documents are complete, Certifying Officer

forwards voucher to the MAA Office

If found in order, MAA Office forwards voucher to Budget Office for signature

Budget forwards voucher to the Accounting Office for auditing

Accounting Office forwards voucher to the Office of the President for signature

Office of the President forwards voucher to the Cashier’s Office for check preparation

Cashier’s Office returns voucher with check to the Office of the President for signature

Office of the President returns check with the voucher to the Cashier’s Office for release to

requesting party/unit.

If not, Certifying Officer returns voucher to Requesting

Office

If not, MAA Office returns voucher

to appropriate Office

FLOW OF COMMUNICATION For Request/Proposals

Note: 1 All communications are addressed to the Office of the President through proper channels. 2 Activities that concerning academic should pass through the Office of the VPAA.

Students’ activities within the province that do not need funding could be approved by her Office. 3 Activities that concerns the use of facilities and approval of budget should pass through the

Letter of request should be forwarded to

the Office of the Dean/Head

If found in order

Unit/dep’t head forwards the letter of request to the Office of the Dean/Head

If found in order

Dean/Office Head endorsers request to the President through the VP

If found in order

VP endorses request to the President

President approves or disapproves request

If letter request comes from a teaching/non-teaching personnel

If not

Unit/dep’t. head returns letter to requesting party

If not

Dean/Office Head returns the request to head of unit to complete requirement

If not

VP returns to the Dean/Office Head to complete requirement

If approved, request is returned to the VP for information

If disapproved, request rerred to the VP to complete requirement or for

information

RULE 6

ACADEMIC AFFAIRS UNITS, PROGRAMS, RULES, REGULATIONS AND PROCEDURES

Article 1. Filling Up the Position of the College Dean/Director

Section 1. A committee shall be created by the President for the College who shall be tasked to screen/evaluate the nominees. Composition of the screening committee shall be in accordance with the rules and policies approved by the BOT. It shall be composed of the following:

(a) Deanship/Campus Directorship: VP for Academic Affairs - Chairman Representative of the teaching staff - Member HRMO - Member (b) Directorship (Academic/Administrative Related

Offices): VPASSP - Chairman DASS - Member Representative of the teaching staff - Member (BOT Res. 25, s. 2000)

Section 2. After evaluation of nominees, the recommendation of the committee shall be forwarded to the President for approval. Section 3. The Dean/Campus Directors and Directors shall be appointed by the President subject to confirmation of the BOT and shall have a term of office co-terminus with the President of the College. However, it is subject to the President’s revocation during the incumbency as he/she sees fit. Section 4. The Deans/Directors shall be an ex-officio member of all committees of his/her academic/respective unit. His/Her duties include the following:

a) Supervise the admission and classification of students and their assignment to classes; b) Be responsible for the discipline of students and the decorum of faculty members and

employees within the unit and shall cooperate with the Director of the Office of Student Services (OSS) in the general supervision and administration of the affairs of students of the college;

c) Submit to the President an annual report and such other reports which he/she may

require;

d) Submit a written report to the President at the beginning of each semester on the vacancies in the faculty, stating the position to be filed and the expertise needed;

e) Submit a written report to the President within thirty (30) days after the end of the academic year on the efficiency rating of the members of the faculty of his/her unit in consultation with the Chairperson of the departments concerned;

f) Propose to the President the demotion, transfer, or removal of members of his/her

staff, provided, however, that in case of serious misconduct on the part of any member of the faculty of his/her unit, the Dean shall, if he/she deems it a matter of immediate necessity, recommended the offender for suspension to the President stating the reasons thereof. The President shall take such action; the BOT may take any actions it deems appropriate under the circumstance with consideration to due process as provided in the Grievance Machinery for the College;

g) Consult with the Department Heads on any matter pertaining to that unit. In case of

disagreement between him/her and the chairperson, his/her judgment shall prevail, without prejudice to the right of the Head/Chairperson to appeal to the President for intercession; the latter’s decisions on the matter shall be final and binding to all concerned;

h) Transmit together with comments or recommendation, all proposals affecting course of

study, instructions, scholarships, scholarship exchange, fellowships, grants, offers of aid, and similar matters received by his/her unit from any source within or outside the College to the President for whatever action the latter may deem proper; and

i) Facilitate the conduct of student evaluation at the end of the school year.

Article 2. The Graduate School Dean

Section 1. There shall be a Graduate School (GS) Dean designated by the President subject to confirmation of the BOT. The process if selection of the Graduate School dean shall conform the provision of Article 1 of this Rule. He/She shall have a term of office co-terminus with the President of the College. However, it is subject to President’s revocation during the incumbency as he/she sees fit.

Section 2. The selection of the GS Dean shall follow the same process as that of other Deans and

Directors. Article 3. The College Secretary of the Academic Unit

Section 1. There shall be a Secretary of each academic unit who shall be chosen from among the faculty members upon the recommendation of the Dean/Campus Director. He/She shall be designated by the President for a term co-terminus with that of the Dean.

Section 2. The duties of the Secretary in relation to the faculty shall be the following:

a) Receive from faculty members suggestions for the improvement of the college/unit and bring the matter of the Dean;

b) Help undertake and coordinate all activities of the faculty committees:

c) Maintain file copies of permanent records of the college faculty;

d) Help prepare the annual budget and requisitions of the unit and render to the Dean such administrative assistance as may be required; and

e) Keep record of the minutes of meetings called by the Dean.

Section 3. The duties of the Secretary in relation to the studentry shall be the following:

a) Inform registering students of their schedules, curriculum and other related matters; b) Help execute the decisions of various committees formed within the unit and other

persons in authority, particularly those that affect the students, and

c) Maintain records of students scholastic status and classification

Section 4. The Secretary shall also perform such other duties as may be assigned to him/her by the Dean.

Article 4. The College Departments

Section 1. The President may recommend to the BOT the organization of departments in the various units on the basis of fields of study or disciplines.

Section 2. The department staff shall consist of members of the teaching or research staff with the

rank of Instructor and above, including lecturers who teach or do research work in the department.

Section 3. A given department shall be a part of the unit where the major part of its work is done

and shall be assigned to such unit by the President. Section 4. The Department Chairperson of the discipline shall be designated by the President with

the confirmation of the BOT upon recommendation of the Dean concerned who underwent faculty consultation.

Section 5. The term of office of the various department heads of academic disciplines in all units of

the College shall be two years without prejudice to re-designation, provided that after the second term, the department chairmanship shall be assumed by other duly available qualified faculty of the department. The former may be considered for another tenure of chairmanship for at least two terms after the expiration of their respective incumbency.

Section 6. The Department Chairperson shall determine the administrative organization and nature

of work of his/her department. He/She shall also function as academic supervisor, coordinating the different disciplines or fields of the faculty and students within his/her department for the purpose of academic efficiency and the avoidance of duplication of subjects or superfluous courses.

Section 7. The Department Heads shall be alert on faculty absences and shall undertake measures to ensure the continuity of instruction in the department.

Section 8. The following fall under the jurisdiction of the departments:

a) Recommend the institution, revision, moratorium and abolition of courses and curricula. These involve academic policies and should be undertaken with an eye to suppress and prevent the proliferation of subjects or disciplines and a balanced accommodation of subsidiary subjects;

b) The selection of textbooks and syllabi for use in the different courses as provided for in

this Code;

c) Prepare schedules and teaching load of the faculty under his/her department;

d) Prepare the departmentalized examination and administer the same;

e) Shall coordinate with the College Registrar concerning course offering for every semester; and

f) Perform such other matters that may be assigned by higher authorities in line with the

purposes of the College.

Section 9. Student specialization in a particular subject or discipline shall be submitted to the Department Head for consideration and approval together with the subsidiary subjects prescribed for the student.

Section 10. Meetings of the department staff may be held at least twice a semester and such other

times as may be determined by the Head or at the request of its members. Section 11. The domicile of each department shall be within the college where the discipline falls:

a. Humanities – Arts and Sciences b. Languages – Arts and Sciences c. Mathematics – Arts and Sciences d. Physical/Natural Sciences – Arts and Sciences e. Social Sciences – Arts and Sciences f. Professional Education – College of Education g. Physical Education – College of Education h. Business Administration – College of Administration i. Entrepreneurial Management – College of Administration j. Public Administration – College of Administration k. Accountancy – College of Administration l. Food Service Management – College of Administration m. Information Technology – College of Engineering

and Industrial Technology n. Office Administration – College of Administration o. Civil Engineering – College of Engineering and Industrial Technology

p. Mechanical Engineering – College of Engineering and Industrial Technology q. Electrical Engineering – College of Engineering and Industrial Technology r. Industrial Technology and Education – College of Engineering and Industrial Technology s. Agriculture – College of Agriculture and Natural Resources t. Environment Management – College of Agriculture and Natural Resources u. Fishery – Institute of Fisheries and Marine Sciences

Section 12. There shall be an office for each department located within the appropriate college. Section 13. Departmentalization shall apply in all campuses.

Article 5. The National Service Training Program (NSTP)

Section 1. The NSTP shall be implemented for tertiary level students to motivate, train, organize and mobilize them in military training, literacy, civic welfare and other similar endeavors in the service of the nation. (R.A. 9163, Sec. 2, Par. 3).

Section 2. NSTP is a program aimed at enhancing civic consciousness and defense preparedness in

the youth by developing the ethics of service and patriotism while undergoing training in any of its three components. (R.A. 9163, Sec. 3, Par. a).

Section 3. The three components of the NSTP are the following:

a) Reserve Officers’ Training Corps (ROTC). This is a program institutionalized under Sections 38 and 39 of R. A. No. 7077 designed to provide military training to tertiary level students in order to motivate, train, organize and mobilize them for national defense preparedness;

b) Literacy Training Service (LTS). This is a program designed to train students to

become teachers of literacy and numeracy skills to school children, out-of-school-youths, and other segments of society in need of their service; and

c) Civic Welfare Training Service (CWTS). This refers to programs or activities

contributory to the general welfare and the betterment of its facilities, especially those devoted to improving health, education, environment, entrepreneurship, safety, recreation and morals of the citizenry.

Section 4. There shall be an NSTP Director designated by the President subject to confirmation of

the BOT. The NSTP Director shall have the following duties and responsibilities:

a) Oversee the implementation of the NSTP of the College; b) Submit quarterly and annual reports to the VPAA on the status of the

implementation and activities of NSTP;

c) Prepare the NSTP annual budget and program of activities;

d) Review and consolidate NSTP action plans; e) Coordinate with Deans of colleges on matters pertaining to NSTP activities,

programs, and projects in relation to the plans and policies of the College; and

f) Perform other related functions that may be assigned by the President.

Section 5. An ROTC Coordinator shall be designated by the President. He/She shall have the following duties and responsibilities:

a) Coordinate with the Deans and ROTC Commandant and other military personnel of

ROTC department regarding the enrolment and implementation of NSTP-ROTC programs;

b) Submit a periodic report to the Over-all Coordinator on the implementation and

status of the NSTP-ROTC;

c) Prepare the action plan and other program of activities concerning ROTC;

d) Monitor the implementation of NSTP-ROTC programs in all campuses;

e) Develop ROTC course outline and coordinate the matter with ROTC Instructors;

f) Conduct orientation seminar to new students regarding the NSTP-ROTC;

g) Orient faculty members involved in the NSTP Program regarding syllabus and learning tasks of ROTC; and

h) Perform other related functions that may be assigned by the President.

Section 6. There shall be a CWTS Coordinator designated by the President. The Coordinator shall

have the following duties and responsibilities:

a) Coordinate with the Deans and other government and non-government agencies on matters pertaining to enrolment and implementation of NSTP-CWTS programs;

b) Submit a periodic report to the over-all Coordinator on the implementation and

status of the NSTP-CWTS;

c) Prepare the action plan and other program of activities concerning NSTP-CWTS.

d) Monitor the implementation of NSTP-CWTS programs in all campuses;

e) Develop CWTS course outline and coordinate the matter with the faculty teaching CWTS component with regards to planned activities of the students;

f) Conduct orientation seminar to new students regarding the NSTP-CWTS;

g) Orient faculty members involved in NSTP regarding syllabus and learning tasks CWTS; and

h) Perform other related functions that may be assigned by the President.

Section 7. There shall be a LTS Coordinator designated by the President. The Coordinator shall have

the following duties and responsibilities:

a) Coordinate with the Deans and other government and non-government agencies on matters pertaining to enrolment and implementation of NSTP-LTS programs;

b) Submit a periodic report to the over-all Coordinator on the implementation and

status of the NSTP-LTS;

c) Prepare the action plan and other program of activities concerning NSTP-LTS.

d) Monitor the implementation of NSTP-LTS programs in all campuses;

e) Develop LTS course outline and coordinate the matter with the faculty teaching LTS component with regards to planned activities of the students;

f) Conduct orientation seminar to new students regarding the NSTP-LTS;

g) Orient faculty members involved in NSTP regarding syllabus and learning tasks LTS;

and

h) Perform other related functions that may be assigned by the President.

Section 8. ROTC is an optional and voluntary program of the NSTP. (R.A. 9163 Sec. 4, Par. 1) Section 9. NSTP Manual of Operations. Implementation of the NSTP shall be guided by its Manual of

Operations. Article 6. Academic-Related and Support Units Offices that serve the students shall be under the Vice President for Academic Affairs.

Section 1. The Office of Student Services (OSS)

a. There shall be an Office of Student Services (OSS) headed by a Director designated by the President and confirmed by the BOT.

b. The overall operations of the OSS are subject to the general supervision of and under

such regulations as may be promulgated by a duly constituted committee and approved by the President of the College.

c. The duties of the Director of OSS are the following:

i. Supervise and implement disciplinary procedures in the College concerning students;

ii. Participate in policy making activities concerning student welfare and interests;

iii. Take charge of the Freshmen Orientation Programs;

iv. Help foster harmonious relationships and professional relations between the faculty, staff, and students;

v. Take charge of student scholarships, student loan fund and student organizations, publications, and co-curricular activities;

vi. Submit an annual report and such other reports as may be required by the President;

vii. Supervise the conduct of elections of student governments and facilitate the proclamation of winners in the said elections;

viii. Implement the Student Assistantship Program; and

ix. Perform such other duties as may be prescribed by the rules issued by the President.

d. Offices under the direct supervision of the OSS Director are the following:

i. Guidance and Counseling and Placement Office. ii. Library

Section 2. The Office of Student Affairs (OSA) Coordinator

There shall be OSA Coordinators chosen from among faculty members of the different units of the College recommended by the Dean. The OSA Coordinator shall coordinate with the OSS in the implementation of programs, activities and other related matters pertaining to student affairs in his/her unit. His/Her term of office shall be one year renewable upon recommendation of the OSS Director.

Section 3. The Guidance and Counseling and Placement Office.

a. There shall be a College Guidance and Counseling and Placement Office headed by the Guidance Coordinator to be appointed by the President subject to confirmation of the BOT.

b. He/She shall have the following duties and responsibilities:

i. Supervise the guidance and counseling services in the College through constant

coordination with the Guidance Counselors of the different academic units;

ii. Conduct in-service training of personnel to enhance their guidance and counseling skills;

iii. Establish testing and placement programs geared towards helping students

while studying and after graduation;

iv. Conduct researches such as tracer studies that will provide feedback on the quality of graduates the College is producing; and

v. Perform such other duties as may be assigned by higher authority.

Section 4. The Library Services

The library shall be headed by the College Librarian whose appointment shall be confirmed by the BOT upon the recommendation of the President.

Section 5. The College Librarian shall have the following functions:

a. Exercise custody of materials acquired by the College to support its instructional, research, and extension programs;

b. Safeguard and oversee library materials deposited in the main library and other unit

libraries;

c. Coordinate with the unit librarians on a regular basis to monitor quality of library services rendered to the students, faculty and other library users;

d. Prepare the budget for the library and manage the disbursement of library funds;

e. Recommend the acquisition of library materials, supplies and equipment through

purchase from library funds or through gifts and donations;

f. Recommend and implement approved policies, rules and regulations to maximize utilization of library resources;

g. Plan programs for the growth and maintenance of library collection;

h. Submit annual report of library activities and updated inventories of library holdings to the President; and

i. Perform such other duties as may be assigned by higher authority.

Section 6. The library shall be furnished with copies of theses, feasibility studies and dissertations

submitted by undergraduate and graduate students. Section 7. The Office of Registration

a. The office shall be headed by the College Registrar who shall be appointed by the President upon the confirmation of the BOT.

b. The College Registrar shall have the following duties and responsibilities:

c. Facilitate the registration of all students and ascertain the fulfillment of registration

requirements;

d. Reproduce and provide prospectus to requesting students;

e. Maintain an information system updated student records;

f. Supervise the preparation of different registration forms and manage distribution of same to students;

g. Keep an updated record of scholarship grantees;

h. Evaluate records of students for academic placement, graduation granting of honors

or awards;

i. Prepare diplomas of graduating students and assist in their distribution during commencement exercises;

j. Prepare and authenticate all student record such as transcript of records, diplomas

and certifications that may be requested by a student pertaining his/her registration/enrolment; and

k. Submit reports of student enrolment at the beginning of academic year or semester

or as required by the President or his/her representative.

Section 8. The Sports Development Office (SDO)

a. The Sports Development Office shall be headed by a Director who shall be designated by the President subject to confirmation of the BOT.

b. The SDO Director shall have the following duties and responsibilities:

i. Coordinate closely with other departments of campuses and other personnel to carry out the sports objectives of the College;

ii. Prepare sports development plans and programs in line with regional and

national sports program;

iii. Prepare programs and activities such as identification and selection of prospective athletes from within the academic community based on the qualification standard set by the Philippine Sports Commission;

iv. Sign requisitions, vouchers that pertains to transactions and/or activities of the

Sports Development Office and certify all expenditures/expenses incurred by the same office;

v. Prepare and submit annual procurement plan for the sports equipment and

formulate policies regarding its utilization in consultation with the students;

vi. Establish and maintain linkages with public and private agencies/institutions on various sports activities;

vii. Prepare financial reports and proposals on matters regarding Sports

Development;

viii. Submit a quarterly report to the President regarding the activities and accomplishments of the Sports Development Office; and

ix. Perform such other duties and functions that may be assigned by the President.

c. There shall be Sports Coordinators chosen among faculty members of the different

units of the College designated by the respective Deans/Campus Directors. The Sports Coordinator shall initiate sports activities in his/her respective unit. His/Her term of office shall be two (2) years renewable upon recommendation of the SDO Director.

Section 9. Academic-Related Units – The Academic-Related Units shall be created to enhance other

academic-related programs of the College. To accomplish this task the following committees shall be created:

a. Internal Accreditation Committee (IAC) – The Chairperson of the IAC shall be

designated by the President and confirmed by the BOT who shall have the following duties and responsibilities:

i. Initiate the conduct of self-survey of the various programs of the College seeking accreditation;

ii. Plan and schedule the consultancy visit/preliminary survey visit/formal survey of

AACCUP accreditors in coordination with the concerned Dean and VPAA;

iii. Link and coordinate with other institutions and access support terms of expertise and resources;

iv. Submit monthly accomplishment report to the President; and

v. Perform such other functions as may be assigned by higher authority.

b. Internal Review Committee on Faculty Evaluation (IRCFE)-

The Chairperson of the IRCFE shall be designated by the President and confirmed by the BOT who shall have the following duties and responsibilities:

i. Act as chair of the IRCFE composed of five members;

ii. Review evaluated documents of faculty for promotion in accordance with NBC

461;

iii. Submit result of evaluation to the Zonal Computerization Center;

iv. Inform faculty regarding updates/result of the evaluation;

v. Recommend appropriate actions to the President in matters relative to faculty evaluation; and

vi. Perform other functions that may be assigned by the College President.

c. Curriculum Planning and Evaluation (CPE) – The Chairperson on CPE shall be

designated by the President and confirmed by the BOT who shall have the following duties and responsibilities:

i. Initiate the formulation of curriculum development policies;

ii. Conduct situational analysis to identify the need for curriculum revision, change

and/or enrichment.

iii. Review and evaluate all curricular programs of the College;

iv. Recommend measures and prepare proposals for the development of curricular offerings/programs;

v. Evaluate and examine syllabi, module and other instructional materials

prepared by faculty and recommend approval of the same to the VPAA;

vi. Initiate the conduct of training and seminar-workshop on syllabi improvement, revision, module preparation, and instructional material development;

vii. Coordinate with the Chairperson for Faculty Welfare Development in the

conduct of trainings and seminar workshop;

viii. Coordinate with the Deans on the preparation of project proposal for courses/program offerings;

ix. Maintain and manage data bank of curricular offerings and other related

information;

x. Submit monthly report to the VPAA in line with her function/duties; and

xi. Perform other functions that may be assigned by the College President.

d. Faculty Welfare and Development (FWD) – The Chairperson for FWD shall be designated by the President and confirmed by the BOT. The duties and responsibilities of the Chairperson are the following:

i. Prepare proposals relative to faculty welfare;

ii. Conduct training needs assessment of faculty and identify their strengths and

weaknesses in terms of capabilities as regards to the area of specialization;

iii. Prepare a comprehensive faculty development program in terms of capability building through a rational training package;

iv. Develop training designs in accordance with the results of evaluation conducted

in response to identified gaps in skills and capabilities of the teaching staff

v. Schedule trainings and coordinate with the Deans in the different colleges for identification of the participants;

vi. Develop modules as output of workshop/seminar;

vii. Link and coordinate with other training institutions and access support in terms

of funding and materials;

viii. Establish and maintain linkages with local and foreign institutions of learning for faculty scholarships/fellowships and exchange faculty programs;

ix. Submit monthly report to the VPAA in line with his/her function/duties;

x. Coordinate with the Union President for the institutionalization of the approved

Collective Negotiations Agreement (CNA); and

xi. Perform such other functions as may be assigned by the President. Article 7. Academic Affairs Rules, Regulations & Procedures

Section 1. Classification, Recruitment, Appointment, Promotion and Advancement

a. Academic Staff – The Academic Staff are personnel engaged in actual teaching and/or research assignments either on full-time or part-time. The academic staff of each College or unit constitutes its faculty. They are employed by the Institution to carry out its instruction, research, production, and extension functions.

Section 2. Policies on Faculty Recruitment and Appointment – The prospective faculty member is screened for appointment on the basis of merit and fitness. Master’s degree holders in the area of specialization are most preferred. In the absence of master’s degree holders, Bachelor’s degree holders with appropriate specialization may be considered following the criteria below:

a. Those with academic honors; b. Those with acceptable rating in their respective board examinations; c. Those who have submitted for PASUC evaluation and have earned 65 points and

above as provided for under PASUC Criteria; d. Those who passed their respective board examination with at least 18 master’s

degree units along his line of specialization; e. Those with a very good experience in their field of specialization.

Candidates for appointment shall be screened by the Promotion and Selection Board (PSB) of the College except for substitute positions due to their short duration and emergency nature. Assessment of candidates for appointment shall be based on performance, education and training, experience and outstanding accomplishments, psychosocial attributes and personality traits, potential and performance in demonstration teaching. The PSB shall maintain fairness in the assessment of candidates. The appointing authority (President) shall assess the merits of the PSB’s recommendation 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. A permanent appointment shall be issued to a person who meets the qualification standards established for the faculty rank of academic staff position and who successfully completed the probationary period subject to the approval of the Board of Trustees. The probationary period shall not be less than one year but no more than two years or until such time that the respondent’s credentials are evaluated by PASUC and assigned corresponding academic rank. Those on probationary status shall either be retained in the services or dropped from the service within the probationary period for unsatisfactory conduct or want of capacity. This policy ensures that only those who are fit to serve as faculty or academic staff of the institution be retained in the service. The PASUC Common Criteria for Evaluation and the pertinent guidelines, rules and procedures relative thereto shall be used by the Institution to supplement established policies and guidelines on recruitment and appointment. Section 3. Types of Faculty Appointments – The regular members of the academic staff include the Professors, Associate Professors, Assistant Professors and the Instructors. The non-regular members are part-time instructors hired by the College to teach specific subjects.

a. The Graduate Faculty – A qualified member may be issued an appointment as a Graduate Faculty based on the following criteria:

i. He must be a holder of relevant doctorate degree. A holder of master’s degree

may be allowed to teach in case there are no regular faculties who meet the doctorate degree requirement;

ii. He must have at least two (2) years experience in teaching his field of

specialization or seven years of college teaching with experience in thesis advising;

iii. He must have an academic rank of at least Assistant Professor based on PASUC

evaluation and must car regular items in the CNSC plantilla of personnel;

iv. He must have undertaken researches and other developmental activities geared towards professional growth, in addition to his doctoral dissertation and master’s thesis;

v. He must have published at least two (2) scholarly activities in national journals.

vi. He must be a person of good moral character and has never been convicted of

administrative charges and crime involving moral turpitude.

Section 4. Guidelines on the Appointment of Regular Full-Time Faculty A prospective faculty member is screened for appointment on the basis of merit and fitness. Master’s degree holders in the area of specialization are most preferred. In the absence of master’s degree holders, Bachelor’s degree holders with appropriate specialization may be considered following the criteria below:

a. Those with academic honors; b. Those with acceptable rating in their respective board examinations; c. Those who have submitted for PASUC evaluation and have earned 65 points and

above as provided for under PASUC Criteria; d. Those that passed their respective board examination with at least 18 master’s units

along his line of specialization; e. Those with an extensive experience in their field of specialization

Section 5. Effectively of Appointment – The affectivity of appointment shall be the date of actual assumption by the appointee but not earlier than the date of issuance of the appointment which is the date of signing by the appointing authority. No appointment shall be made effective earlier than the date of issuance. No official/employee shall be required to assume duty without furnishing him with a copy of his appointment after it is issued and signed by the appointing authority. The effectively of appointment of an employee can be affected by any of the following:

a) Date of issuance of the residence certificate; b) Date of result of medical examination; and c) Date of issuance of NBI clearance.

Section 6. Transfer from an Outside Government Agency – An employee from another government agency on permanent status who seeks transfer to the College shall be issued a temporary appointment; provided however, that a faculty member of another state university or college on permanent status may transfer to a similar position in the College and retain his permanent status, subject to any test of fitness that the College may impose Section 7. Academic Ranks. The academic ranks are based on NBC 461 Evaluation. * Points required to reach certain rank may be changed following guidelines none recent than those in NBC 461.

a. Instructor – A faculty may be appointed to the position of Instructor II and III if he has earned the CCE points of at least 66 points for the higher sub-rank of the Instructor position and 77 points, respectively. He should also satisfy the Qualitative contributions in instruction, otherwise known as teaching effectiveness.

b. Assistant Professor – Appointment to the position of Assistant Professor I to IV shall

be subject to the following requirements:

i. CCE points of at least 88, 97, 106, and 115 points for AP I, II, III and IV, respectively;

ii. Earned MA degree for Assistant Professor II to IV; and iii. Qualitative contributions in instruction.

c. Associate Professor – Appointment to the position of Associate Professor shall be

subject to the following requirements:

i. CEE points of at least 124; ii. Earned MA degree; and,

iii. Qualitative contributions in instruction, research, extension and production. (Must have contributed significantly in a least of two of the four functional areas.)

d. Professor – Appointment to the position of professor shall be subject to the following

requirements:

i. CCE points of at least 159; ii. Earned doctorate for Professor 4 to 6;

iii. Qualitative contributions in instruction, research, extension and production. (Must have contributed significantly in a least three of the four functional areas.)

iv. Interview and written examination in the area of specialization.

e. College/University Professor – The following are deemed qualified for entitlement to appointment as College Professor:

i. Deserving faculty members occupying Professor Positions duly accredited by the PASUC Accreditation Committee who have complied satisfactory with all the requirements for Professor.

ii. Requirements:

1. CCE points of 195 – 200 2. Earned Doctorate 3. A pass from screening committee duly constituted by PASUC 4. Professional accreditation in case of the faculty 5. Qualitative contributions in instruction, research, extension and production.

(Must have contributed significantly in at least three of the four functional areas.)

iii. Limitations:

Only one (1) position of College Professor per College shall be authorized for every six (6) years, the total of which shall not exceed the number of authorized colleges and external campuses of the SUC.

Section 8. Point Allocation and Salary Grade Faculty Rank Sub-Rank Salary Grade Pt. Bracket

Instructor I 12 65-below

II 13 66-76

III 14 77-87

Assist. I 15 88-96 Professor

II 16 97-105

III 17 106-114

IV 18 115-123

Asso. I 19 124-130 Professor

II 20 131-137

III 21 138-144

IV 22 145-151

V 23 152-158

Professor I 24 159-164

II 25 165-170

III 26 171-176

IV 27 177-182

V 28 183-188

VI 29 189-194

Coll.Univ. 30 195-200 Professor

Section 9. Temporary Appointment

a) The initial appointment in the Institution to the rank of instructor shall be probationary for a period not is less than one year but not more than two years or until such time that the respondent’s credentials are evaluated by PASUC and assigned corresponding academic rank.

b) Those on probationary status shall either be retained or dropped from the service

within the probationary period for unsatisfactory conduct or want of capacity. This policy ensures that only those who are fit to serve as faculty or academic staff of the institution shall be retained in the service.

c) Contractual appointment may be issued to a faculty member or academic staff when

the exigency of the service requires, subject to existing policies.

Section 10. Promotion

a. Advancement in rank or position of faculty member shall be by promotion or appointment to an upgraded position, based on NBC 461. The following are the policies and procedures to be observed.

i. The primary basis for promotion shall be established policies under the NBC 461, s.

1998 and other pertinent civil service rules and regulations.

ii. Upgrading of faculty ranks and/or academic staff positions shall be done at least once in every two years to conform to the performance appraisal-rating period unless warranted by circumstances beyond control of the institution.

iii. A person shall be promoted to a higher faculty rank/sub-rank on the basis of the

extent which he meets the specific requirements or standards as provided for in the PASUC Criteria for Evaluation.

b. In making promotion to a vacant teaching position, insiders who meet the desired

qualification and the discipline to be filled up shall be given priority. The comparative degree of competence and qualification of candidates for appointment shall be determined on outstanding accomplishments, psycho-social attributes and personality traits, and potential. In case where competence and qualification of two or more

faculty or academic staff are comparatively at par, preference shall be given to the candidate in the department where the vacancy exist.

c. An academic staff that 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 leaves. If promoted, the effectivity date of the promotional appointment shall be on the assumption to duty.

d. Pendency of an administrative case does not disqualify a faculty member from

promotion.

e. Qualification standards for promotion of faculty and academic staff shall be those as provided for under Executive Order No. 292, and National Budget Circular No. 461, s. 1998.

Article 8. Faculty Workload

Section 1. Academic Teaching

a. Teaching Load

i. Assignments of faculty members in addition to instruction shall be given workload equivalents for purposes of equal distribution of workloads, determination of work overload with pay and rational basis of faculty performance rating. (Board Res. No. 67, s. 2003 as amended by BOT Res. No. 34, s. 2004).

ii. A faculty member should carry a minimum regular workload of 18 units Equivalent

Teaching Load (ETL) of actual teaching and quasi-teaching assignments.

iii. All workloads will be recorded in the workload forms for the determination of actual faculty workload units; overload and/or overtime pay if applicable;

iv. Credits for co-curricular activities must be reflected in terms of equivalent

teaching load units;

v. Any assigned work/activity that involve honorarium will not be given Equivalent Teaching Load unit;

vi. Others designated/assignments without corresponding ETL, hereto presented will

be assigned equivalent load unite as determined by the Dean and approved by the President.

vii. If faculty workload fails to reach 18 units of equivalent teaching load, he/she

considered under loaded;

viii. If faculty workload is in excess of 18 Equivalent Teaching Load units, he/she is overloaded and is entitled to overload pay. In case of teaching overload, only 6

units in excess of 18 shall be paid subject to approved rate and availability of funds and the usual accounting and auditing procedures, provided however that no faculty in the discipline where the overload exists is under loaded.

ix. Faculty members with administrative functions who are on vacation and sick leave

basis are not entitled to overload pay. Academic load are normally fixed and assigned at the start of the semester;

b. Working Hours and Report of Service – Full-time members of the faculty and

employees of the Institution shall be on duty for a minimum of forty hours during each week. When the interest of the service for the institution so require, the head of any office may request the proper authorities to extend the daily hours of labor for any or all of the employees under him, and may likewise require any or all of them to do overtime work not only on workdays but also on holidays.

Section 2. Academic Non-Teaching

Credit for Non-teaching Activities. The normal teaching load requirement may be partially satisfied by non-teaching activities such as for research, extension or production activities shall be six (6) units. Outside Teaching Load

a. Teaching by the faculty in other educational or training institutions* shall be allowed provided that said educational or training institution has filed an official request for the teaching services of the CNSC faculty or staff; provided further that teaching schedule will not come in conflict with the teaching schedule of the faculty in the mother institution.

b. As a general rule, faculty members with administrative or research load credits shall

not be allowed to teach in other educational or training institutions. However, they may be allowed to teach in these educational or training institutions if schedule of teaching is done outside office hours.

*N.B. Only those with standing MOA with our institution.

Administrative work as a non-teaching activity of a faculty may be credited as follows:

1. President - 18 units 2. Vice President - 15 units 3. Dean, Director - 12 units

Asst. Dean/Director, College Secretary - 9 units 4. Guidance Counselor/Registrar - 9 units 5. Department Chairperson - 6 units 6. Student Teaching Supervisor - 6 units 7. Coordinators - 3 units

8. Other designations (System wide) - 6 units SSC & College Paper Adviser - 3 units Class Adviser in the secondary/elementary - 3 units

Section 3. Guidelines for Computation of Workload – The teaching load is computed on the basis of contact hours devoted to handling a class. Laboratory courses shall be given ETL units of 0.75 per hour of laboratory activity. High School courses shall have the following credits: a) 40-minute course is equivalent to 1 unit; b) a one-hour course is equivalent to 1.5 units (BEC Primer). Faculty members teaching in the Laboratory Elementary School shall have a minimum load of 320 minutes (BEC Primer) Faculty members are required to accomplish the Teaching Load Information Sheet (TLIS) every semester. This excludes faculty members on scholarship who will only present their rating report cards and approved enrolment form/registration card.

Article 9. Instructional Procedures

Section 1. Schedule of Classes

a. Course Scheduling – Scheduling of courses is done by the respective units a month before the start of the semester. The registrar’s office is provided with a copy of said schedule for easy reference during enrolment.

b. Change of Class Schedule – In case of conflicts as regards time and schedule of

faculty, the students and the registrar’s office shall be notified of such change to avoid waste of time, money and effort.

Section 2. Conduct of Classes

a. First Day of Classes – Classes starts as scheduled and as reflected in the approved Academic Calendar. Absence of students on the first day of classes shall be reflected in the class record of the faculty.

b. Class Meetings – Complete attendance of students during the semester is equal to 54

hours for non-laboratory courses. A course of five (5) units (usually a laboratory course) requires a nine hours per week meeting while a course of four (4) units needs a six (6) hours per week meeting. A three (3) unit laboratory course requires a four hours meeting during the week.

c. Make-up Classes – In case make-up classes will be conducted in lieu of classes not

held during the week, the Dean’s Office shall be provided with prior and proper notice of such make-up class if held on a Saturday. Make-up class should not in any way come in conflict with schedules of other teachers handling the same class.

d. Substitution – Substitution of subject is not allowed unless it is registered with the Registrar’s Office and does not go beyond the allowable number of units for the semester.

e. Suspension of Classes – Suspension of classes is announced by higher authority and

not by a particular faculty member or any other personnel.

Section 3. Examination and Quizzes

a. Schedule of Examinations – There are two major examinations administered per semester: mid-term and final examinations. Every examination is scheduled after nine (9) weeks of meetings which is reflected in the approved academic calendar prepared by the Registrar’s Office.

b. Types of Examinations – Examinations administered may be oral, written or of

performance type depending upon the course. The faculty has the option to select/choose the item type to use, though, the multiple choice type is more preferred, if ease of administration and objectivity are to be considered.

c. Preparation and Reproduction of Examination Questions – The Department

Chairman or a committee created by his/her Office shall be in-charge of the preparation and reproduction of examination questions taken from the submitted test items of the teachers under him/her. The basis of the test items is a common/uniform list of competencies for the course prepared by said teachers.

d. Examination Proctors and Correctors – A Committee of Proctors/Correctors created

by the Dean shall take charge of the administration and checking of the test papers.

e. Guidelines for Reported Cheating and other Cases of Dishonesty

A student caught cheating during examination shall be dealt with in accordance with the following circumstances:

i. If caught for the first time, teacher approaches and advices student to refrain

from cheating; ii. If caught for the second time, calls his/her attention and gives warning;

iii. If student insists, he/she shall no longer be qualified to take the test and suffer the consequences of not being able to pass the course.

Section 4. Admission and Registration

a. Admission – The College accepts all students seeking enrolment subject to admission policies. The College also reserves the right to refuse admission or readmission.

i. Only students who are officially enrolled shall be admitted to their classes upon

presentation of class cards. In exceptional cases, the College Registrar may, upon the recommendation of the Dean/Director concerned, authorize the admission on a visitor to a class for not more than five sessions.

ii. Graduates of any accredited high school in the country and abroad, including honor students, recipients of scholarships, and direct dependents of the college employees may be admitted as freshmen in the college on the basis of the following:

1. passing the College Admission test; 2. choice of specific course; 3. Form 138 or its equivalent in case of foreigners 4. Birth certificate; 5. Certificate of good moral character; 6. Police clearance; and 7. Medical certificate

iii. Transfer students who are classified as new students are required to submit the

credentials listed in the preceding section. (BOT Res. 115 s. 1996).

iv. A transferring student may be admitted provided:

1. He/she has completed not more than 50 percent of the units required to finish his/her previous school; and not more than 12 units for graduate course;

2. That the quota set by the Dean of the college concerned has not yet been

filled up; and

3. He/she has presented his/her honorable dismissal and transcript of records or an official copy of his/her grades for evaluation purposes one month before enrolment time.

v. Units earned from a recognized college/university shall be duly accredited in the

College at a maximum of eighteen (18) units per semester, provided that the admission requirements and the following conditions are met: 1. That the school from where the credits were earned is Recognized by the

government; 2. That the validation examination given by the Dean/Director for subjects with

a rating below 2.5 or its equivalent is satisfied before accepting them for credit, otherwise, they should be re-enrolled;

3. That the subjects for which the credit are claimed has the same description

as the corresponding subject in the Curriculum offered in the college; and

4. That the rules on sequencing of subjects (prerequisite) in the curriculum are observed. The concerned student shall not be allowed to enroll in a subject, the prerequisite of which taken elsewhere, have not been validated for repeated. (BOT Res. 115 s. 1996)

vi. Regular sophomore students may transfer from one campus to another without re-taking the admission examination but shall be required to take qualifying examinations to be administered by the respective unit.

vii. There shall be an enrolment quota of 500 students each for secondary and

elementary level by ranking the student-applicants based on the total equivalent points. Cut off marks will be based on total equivalent points, which is determined based on 40% of average grade and 60% of the entrance result.

viii. Applicants in the elementary and secondary levels are required to take the

entrance test including honor graduates, recipients of scholarships (private or public), and dependents of College employees. Both Filipino and foreign students who graduated from elementary schools abroad shall also be required to take the entrance test.

ix. Admission shall be granted to new entrants in the elementary and secondary

level upon compliance of the following:

1. Passing the CNSC admission test; and 2. Submission of Form 138, birth certificate, certificate of good moral

character and medical certificate.

x. No admission shall be granted to those who are found to be suffering from communicable or contagious diseases and or found to be users or dependents of dangerous and prohibited drugs. Drug test results and other supporting documents to show proof of physical and mental fitness may be required as deemed necessary.

b. Non-regular admission – A degree holder or undergraduate student who is not

currently enrolled in any other institution of higher learning may be allowed to take credit courses on the graduate and/or undergraduate level, respectively, provided that this student satisfies the appropriate requirements for admission to the College. He shall not be allowed to enroll for more than one semester, except by special permission of the Dean of the college concerned and the College Registrar.

c. Re-admission of Returning Students

i. Students who leave the College should file a leave of absence with the

Dean/Director and College Registrar. ii. Those who left the College for at least one semester shall return on the

specified time. Failure to return on the specified time disqualifies him/her from re-admission unless he/she files an extension of his/her leave.

iii. Leaves should not be more than two years unless under very meritorious cases. She/he must present his/her clearance and grades of the subjects taken during the last semester of his/her attendance as certified by the College Registrar.

iv. Returning students shall be readmitted upon presentation of his/her college clearance duly signed by the school official concerned.

vi. Graduates of the College who wish to enroll shall be classified as new students and shall pay the scheduled tuition fee and other fees.

d. Readmission of Students Dropped from the Rolls

i. A student who is dropped from the rolls due to academic deficiency may apply

for readmission. ii. Application for readmission may be obtained from the Office of the College

Registrar. Readmission of students who are dropped from the rolls shall be decided by the concerned Dean, only upon the favorable recommendation of the College Registrar. Cases in which the action of the Dean conflicts with the recommendation of the College Registrar may be elevated to the VPAA whose decision is final.

iii. Readmission to any unit of the College is allowed only once.

e. Official Registration

i. In order to receive credit for course work, a student must be officially registered.

The official registration which is a record of subjects wherein a student has enrolled is submitted to the Office of the College Registrar for file. Copy furnished the Deans and other concerned offices.

ii. A graduating student must officially register for residency and pay only the

miscellaneous fees even if there are no more required subjects to be taken. Residency status applies students who are expected to finish certain course work, e.g., thesis or dissertation which will require him/her to avail of the College facilities and services.

f. Cross Registration

A student’s program of study must be approved by the Dean and the College Registrar. No student is officially enrolled until he/she has a) accomplished enrolment from duly approved by the registrar; b) paid the required fees; c) secured his/her class cards and actually reported for classes; and d) submitted his/her credentials within the prescribed period. i. Within the college. No student shall be registered in any other unit of the

college without the permission of the Dean or Director where he/she is presently enrolled. A form is accomplished for cross-registration purposes. A student who requests permission to cross-register for courses is another college should first complete his/her registration and payment of fees in the college where he/she is presently enrolled. The total number of units of credit for which a student may register in two or more colleges in the College should not exceed the maximum number allowed in the rules on academic load.

ii. From another institution. A student who is registered in another institution and who wishes to cross-register in the College must present a written permit from his/her Dean and College Registrar. The written permit should state the total number of units for which the student is registered and the subjects that he is authorized to take in the College.

iii. To another institution. The college gives no credit for any course taken by any

of its students in any other institution unless taking such course was duly authorized by the President upon recommendation of the Dean concerned. The written authorization is to be recorded by the College Registrar and should and should specify the subjects authorized.

Section 5. Academic Calendar, Academic Load and Classes

a. Academic Calendar. The general framework of the academic Calendar shall be approved by the Academic Council and the details thereof prepared by the College Registrar. It shall also be in consonance with the Academic Calendar issued by CHED.

b. Class size

i. The class size shall be based from the approved Board Resolution. ii. No class shall be divided into sections for either of the following causes:

1. to suit personal preference of the individual instructors in regard to time and place; and

2. to enable the instructors to comply with the regulations governing teaching load.

c. Academic load

i. The regular load of graduate and undergraduate students shall be in accordance with the prescribed curriculum in a semester for a certain program/course.

ii. A graduating student with satisfactory academic record may be permitted to

carry an additional load of one or two subjects in his/her last semester provided that the total number of allowed loads does not exceed the maximum of thirty (30) units, and provided further, that his/her college Dean allows it.

iii. The normal load of six (6) units during the summer term is prescribed, but in

justifiable cases the college Dean may allow up to nine (9) units. (BOT Res. 07 s. 2005).

iv. On the graduate level full-time students are allowed the normal load of 9 units

or a maximum load of 12 units. A graduate student employed on a full-time

basis is allowed an academic load of not more than 9 units in any semester, unless he has the prior approval of his Dean for a heavier load.

d. Change of class schedule – No faculty member shall postpone the holding of

his/her class to any other time than that officially scheduled nor shall he/she meet his/her students for class or consultation purposes in an unassigned room or place except when expressly permitted to do so by the Dean concerned.

e. Dismissal of classes – Classes in a college shall not be dismissed by the

Dean/Director without authority from the President except in unusual cases after which reports shall be submitted immediately to the president, giving the reasons for such action taken.

f. Medium of Instruction – English is used as a medium of instruction in courses

taught in English, e.g., English, Literature, Mathematics, Social Sciences and other Science subjects. Filipino can be used to teach subjects taught in Filipino.

g. Attendance

i. Regular attendance is required of all students. Attendance is counted from the

first day of regular classes to the end of the same as reflected in the approved academic calendar year, regardless of the student’s enrolment.

ii. A student who has incurred absences of more than 20 percent of the required

total number of class hours and laboratory periods in a given semester should not be given credit and considered “Dropped”. When the number of hours lost by absence of a student exceeds 20% of the class hours, he shall be automatically dropped by the instructor from the subject. Twenty (20) percent is 10 or more absences for a three-days meeting per week, 7 or more for a two-days meeting, and 4 or more for a day meeting per week.

iii. Rules for attendance shall be strictly followed in all academic units of the

College, including the NSTP and Physical Education. In the graduate studies and other courses, however, the Dean may make modifications with the approval of the VPAA.

iv. Excuses for absences shall be made in accordance with the rules and

regulations of the College. Excuses shall be valid for time missed only. All work covered by the class during the absence should be made up to the satisfaction of the instructor within a reasonable period of time.

v. When the of hours lost due to absences reaches twenty percent of the

prescribed hours of the scheduled work in one subject, the faculty concerned may prescribed a longer attendance requirement to meet the special needs otherwise the student shall be dropped.

h. Certificate of Illness - Student absent from classes due to illness are required to

get excuse slips from the College Dental/Medical Service Center.

Section 6. Curricular Change

a. Changing of subjects/transferring the other classes. Change of subject or transfer to other classes shall be made only for valid reasons which shall be stated in writing and approved by the college Dean. Changing of subjects shall be within one week after the close of registration and shall only be allowed upon payment of the corresponding fee. After this period, no changing of subjects or transferring to other classes shall be allowed. The subject to be changed shall be considered dropped. (BOT Res. 125 s. 1996)

b. Adding of subject/s. A subject added to one’s academic load unofficially or

without prior approval by the dean shall not be given credit. Adding of subject(s) for valid reasons shall be stated in writing for approval by the Dean of the college where one is enrolled. This shall be made within one (1) week after the close of registration. The total allowed however, shall not exceed the maximum under the rule on academic load, or that which is prescribed for his curriculum during the term/semester. (BOT Res. 125 s. 1996)

c. Dropping of subject/s. A student may, with the consent of his/her instructor drop

subject by filling out the prescribed form in four copies one copy for the registrar, dean, accounting office and the concerned students. Refunds of fees and grades shall be governed by existing policies. (BOT Res. 105 s. 1996, and BOT Res. 125 s. 1996)

d. Withdrawal of registration. A student who withdraws his registration before the

opening of classes is entitled to a full refund of the fees paid, except matriculation and entrance fees. He may also be entitled to withdraw his credentials submitted as requirements for enrollment. After this period the request shall be for dropping of subject and the rules for dropping shall apply.

Section 7. Examination and Grades

a. Examination Guidelines i. No student shall be allowed to take an examination without any examination

permit. ii. During examinations, students must observe the following: iii. Requirements must first be complied with. iv. Cheating of any kind during examination is prohibited and considered a grave

offense. v. Strict silence is required during examination. vi. No student is allowed to leave the examination room after the test has started.

vii. Violation of any of the above becomes a basis of giving the erring student a failing grade for the examination aside from other penalties.

b. Grading System.

The College shall have a uniform grading system using numbers from 1.0 to 5.0, where 1.0 is the highest. The performance of graduate and undergraduate students shall be graded at the end of each term or semester in accordance with the following system:

1.0 -99%-100% 1.7 -91% 2.3 -83% 3.0 -75%

1.1 -98% 1.75 -90% 2.4 -82% 4.0 -Conditional (for Mid-term only)

1.2 -97% 1.8 -89% 2.5 -81% 5.0 -Failed

1.25 -96% 1.9 -88% 2.6 -80% UW -Unofficial Withdrawal

1.3 -95% 2.0 -87% 2.7 -79% Drp. -Officially Dropped

1.4 -94% 2.1 -86% 2.75 -78%

1.5 -93% 2.2 -85% 2.8 -77%

1.6 -92% 2.25 -84% 2.9 -76%

c. Removal of Incomplete (Inc.) Grades

The grade of “Inc.” shall be given if a student fails to take the mid-term of final examination or fails to comply with other requirements of the course. A student who receives an “Inc.” as a final grade shall be given two (2) semesters to remove his/her deficiency otherwise such “Inc.” shall automatically become a “5.0” (Failed). A form for removal of “Inc.” shall be available at the Registrar’s office. The cumulative grading system is used for computing the final grades. (BOT Res. 80 s. 2004) A passing mark of “3.0” shall be given to students with “Inc.” in justifiable cases such as instructors going on absence without leave or when the physical presence of the faculty is not possible. In graduate courses, the requirement for graduation shall be grade point average (GPA) of “2.0” or better in all formal courses. If the student fails to obtain grades which carry graduate credit as required by the particular graduate program, the College rules on scholastic delinquency shall be applied. d. Changes of Grades – No faculty shall change any grade after the report of grades has been filed with the College Secretary or the College Registrar. In exceptional cases, as where an error has been committed, the President or VPAA may authorize change of grade through resolution of the Academic Council. If the request is granted, the faculty shall make the necessary change(s) upon presentation of the approved request to the College Registrar for recording and filing.

The request for reconsideration shall be made within 30 days after the receipt of the final grade by the student concerned. e. Submission of grades. Every faculty shall submit his/her report of grades within two weeks after the final examinations at the end of each term.

Rules on Submission of Grades:

i. Reports of grades should be submitted within ten (10) days after the administration of the final examinations with the following considerations:

ii. Faculty with six (6) loads/subjects should submit within seven (7) days after

the final examinations; iii. Those with seven (7) to eight (8) loads/subjects should submit within eight

(8) days after the final examinations; and iv. Those with nine (9) or more loads/subjects may submit within ten (10)

days. v. Such report should be prepared in five copies, the original copy of which

should be submitted to the registrar, one for the VP for Academic Affairs and the remaining copies to the Dean, Department Head and the concerned faculty.

vi. Failure to submit reports of grades on due dates would be meted

accordingly. In cases where the delay could be justified, deviation from the rule may be authorized by the VP for Academic Affairs.

f. Penalties for late submission of grades. In cases where the faculty member failed

to submit his/her grades on the due date, the following implementing rules and regulations shall be imposed: i. Prompt submission of grades shall be enforced by the Deans to bend all

efforts towards compliance with provisions regarding deadlines for submission of grades;

ii. Faculty members who fail to meet deadlines for the submission of grades

should be reported to the appropriate authorities in the College. The delinquencies should be entered in the personal records of the erring faculty member; and

iii. Upon recommendation of the Dean and subject to the approval of the

President, a faculty member who, without justifiable cause, fails to submit grades on time, shall be liable to any of the following penalties:

If faculty submits report of grades: Action of official:

1. one day after the deadline -issuance of a memorandum 2. two days after the deadline -warning 3. three days after the deadline -sanction-reprimand to be included in personal

file of the erring faculty

4. repeated delinquency -suspension without pay for a period not exceeding one Semester

The procedure below shall be followed in the imposition of any penalty for delayed

submission of report on grades: i. Notification of deadline by the Dean, including request for an explanation; ii. Report of delinquency to the President through the VP for Academic Affairs; and, iii. Order imposing the penalty. Instances that are considered justifiable:

1. sickness to be supported by a certification from a government physician; 2. pregnancy-related problems; 3. unscheduled official travel; and 4. force majeure

g. Release of grades

i. The Office of the Registrar shall be responsible for the release of students’

grades. Grade sheets should be submitted to said Office within a minimum period of two weeks after the final examination.

ii. Class cards are mailed to the parents/guardians of students within three weeks

after the final examination.

h. Scholastic Delinquency – A student who fails in one (1) subject at any time shall in the succeeding term carry a load which is one subject (of equivalent unit) less the load allowed for his course during the current semester.

i. Probation – A student who obtained two (2) failing marks at the end of the term

shall be under probation during the following semester and may be allowed to take not more than 12 units.

Probation may be removed upon passing all the subjects carried during

the semester. A student may be allowed to repeat a subject up to a maximum of two (2) times.

ii. Honorable Dismissal

A student in good standing who desires to leave the College shall present his/her clearance and a receipt for a transcript of records to the College Registrar for the preparation of a certificate of Honorable dismissal. The certificate indicates that the student leaves the College in good standing as far as character and conduct is concerned.

A student who leaves the College due to suspension or expulsion shall

be entitled or permitted to receive the transcript of records or a statement of the disciplinary action rendered against him/her. She/he shall not be entitled to a certification of honorable dismissal.

iii. Dismissal – A student who is under probation and still obtains a failing grade in one

of his/her academic subjects during the semester shall be dropped from the rolls of the college.

A student who obtains three (3) or more failing grades at the end of the

term shall be dropped from the roll of the college, however, he/she may be re-enrolled upon petition in writing approved by the College Dean, provided the failure is for the first time. The maximum academic load that may be granted to the student is nine (9) units.

iv. Permanent Disqualification – Any student shall be permanently disqualified from

the re-enrolment in any unit of the College on the following grounds:

1. Poor academic performance – student is dropped from the rules of any of the units due to poor academic performance as governed by rules on dismissal;

2. Complete failure – the student failed in all his subjects for the semester; and

3. Dismissal – the student commits culpable violation of the rules and regulations of

the College due to violation of the rules and regulations of the college. Permanent disqualification shall not apply to cases in which the failing

grades of the student was due to his unauthorized dropping of the subjects and not due to poor scholarship as certified by the instructors concerned.

i. Scholarship Privileges – In order to benefit from the scholarships offered in the College, qualified students must submit their application together with the requirements during the time of enrollment/registration. Except for valid reasons, failure on the part of any scholarship applicant to file the application with the supporting evidences on time shall mean forfeiture of his rights for scholarship. i. Entrance scholarship – New students or freshmen who fall under the following

categories are qualified to apply:

Valedictorians and salutatorians are awarded entrance scholarships These consist of free tuition for valedictorians and one-half tuition fee for salutatorians for one semester, provided, that these students present the following:

1. Form 138 – Report card indicating the honor received as valedictorian or salutatorian; 2. Certification from the Principal/School Head that the student belongs to a graduating

class consisting of 50 or more students; and 3. Certification that the student passed the College Admission Test.

High School salutatorians in a class of not less than fifty (50) students – one half of the tuition fees for one semester or partial scholarship. A student who meets the above mentioned qualifications must apply for entrance scholarship upon enrolment by presenting his form 138 (fourth year) and a certification as to the size of the graduating class and honors obtained from the High School Principal or Head of the Secondary School where he graduated and must pass the entrance examination. Entrance scholars should meet the qualifying average rating at the end of the semester. i. Academic scholarship. Students who obtained high average rating during the

preceding term in the College are granted academic scholarship. The college Registrar determines the recipients of the academic scholarship subject to the following conditions:

ii. Full scholarship or free tuition fee for one whole semester for a weighted

average rating of 1.25 or better; and iii. Partial scholarship or fifty (50%) percent free tuition for one semester for a

weighted average rating of 1.75 or better. To be entitled to college or academic scholarship, the student must have carried

an academic load of not less than 18 units, or that which is prescribed in the curriculum of his course for the semester when the rating was earned. Have no final grade lower than 2.2 (85%) and or Incomplete (Inc.) grade in any academic subject whether prescribed or not in his curriculum which he has taken in the College or any educational institution.

Average will be computed on the basis of the grades as given by each subject

instructor and reflected on the grading sheets and permanent records. iv. Other Scholarships. Other scholarships granted by the College shall be any of

the following:

1. Performing Arts Scholarship. Bona fide full time students who are willing to attend regular training, rehearsals and group performances, with general weighted average of 2.5 or better and without “Inc.” or failing grades in any subject sand have passed the audition will enjoy free tuition fee privilege;

2. College Drum and Lyre Corps or College Band Members Scholarship; 3. Athletic Scholarships for College varsity players

(a) Applicants who pass the screening will be given full scholarship or free tuition fee

for one semester; (b) Guidelines on other scholarship

i. Any student enrolled in any unit of the College, who is granted scholarship is

subject to the following conditions: ii. That he/she pass the College Admission Test and other requirement for

admission: iii. That he/she shall carry the academic load prescribed for his/her course and

curriculum year during a particular semester; iv. That he/she shall not obtain a failing grade or an “Inc.” mark at the end of the

semester. This automatically disqualifies the student enjoying the privilege; v. That he/she shall strictly adhere to the College policies; and vi. That the athletic scholars should have represented the College during athletic

meets held outside the province.

(c) The grantee’s entitlement to the scholarship privilege is co-terminus with the terms and conditions upon which it was granted by the sponsor, sanctioned by the College.

(d) All students who have availed of the aforementioned scholarships must be bona

fide students of the College during the preceding semester.

j. Maximum Residence Rule – Residence refers to the number of years or terms required of a student to finish a course. An undergraduate student must finish the requirements of a course in any college within a period of actual residence equivalent to a maximum of 1.5 times the normal length prescribed for the course otherwise he shall not be allowed to re-enroll further in the college.

k. Graduation Requirements – No student shall be recommended for graduation

unless he/she has completed all academic and other requirements prescribed for graduation. i. Clearance of Deficiencies

1. During the first three (3) weeks after the opening of classes in each of the first two (2) semesters or in the first week of the summer session, the Dean or his/her duly authorized representative shall certify to the Registrar, a list of candidates for the next commencement exercises. The registrar, in consultation with the department heads concerned in the case of student majoring in his/her respective department, shall inquire into the academic records of each candidate with a view of ascertaining whether he/she has fulfilled all other requirements which qualifies him/her to be a candidate for graduation.

2. All candidates for graduation must have their deficiencies made up and

their records in order not later than five (5) weeks before the end of the last semester in which the student is currently enrolled.

l. Graduation with Honors

i. Students who completed their courses with the following weighted average,

computed on the basis of credits, shall graduate with honors inscribed in their diplomas.

1) Cum laude 1.75 To 1.50 2) Magna cum laude 1.49 To 1.25 3) Summa cum laude 1.24 To 1.00

ii. Computation of the average grade should be carried to the 3rd decimal and

rounded up to the second decimal place; provided, that there is no final grade lower than 2.2 and or Incomplete in any academic subject whether prescribed or not in his curriculum which he has taken in the College or any other educational institution and no grade of “5.0” in his curriculum taken at the College and have not repeated a subject in other educational institution.

iii. Grades obtained in all enrolled academic subjects prescribed in the curriculum

including Physical Education shall be included in the computation of the grade. The term academic subject does not include Social Arts subjects and NSTP subjects.

iv. Students who are candidates for graduation with honors must have completed

in the College at least 75% of the total number of academic credit units for graduation and must have residence therein for at least two (2) years immediately prior to graduation.

v. In the computation of the final weighted average of students who are

candidates for graduation with honors, only credits earned while in residence shall be considered.

vi. Students who are candidates for graduation with honors must have taken

during each semester not less than fifteen (15) units, unless the taking of a lighter load was due to justifiable causes, e.g., health reasons.

m. Commencement Exercises – Attendance during the general commencement exercises is compulsory. Students maybe excused from participation for valid reasons. Graduating students who are absent during the general commencement exercises shall obtain their diplomas or certifications and transcript of records from the Office of the Registrar provided that they comply with the above provision on the graduation fees and students’ clearance.

Section 7. Policy on Student Records – Students’ records are considered confidential except the

Directory of currently registered students. The directory provides information on each student’s name, ID. Number, college, course, classification and college address.

a. Transcript of records. Student records are confidential and information is released

only at the official request of the student or of appropriate institutions. Official transcripts of records obtained from other institutions and submitted to the College for admission and/or transfer of credit become part of the student’s permanent record and are issued as true copies with the College transcript.

Application for transcript of records shall be filed at the Office of the

College Registrar upon presentation of the student clearance. A certain fee for transcript preparation will be charged to the concerned party.

b. Withholding of records. When a student has pending financial obligations to the

College, or when he/she has been charged with an official disciplinary action, the appropriate College official may request that the student’s records, e.g. transcript of records, registration form, be withheld. Records can only be released if there is a written authorization from the official who originally requested the action, indicating that the student has met the obligation.

Article 10. Faculty Benefits, Incentives & Privileges

Section 1. Incentives

a. Study privileges i. Enrollment Privilege. Faculty members may be allowed to enroll in the College

or other universities subject to the approval of the President. The interested faculty members should be recommended by their Dean through a duly filled-up study permit form to be submitted by the former.

Faculty members may avail of the privilege to study in the College in not

more than 9 units perm term/semester with free tuition fee and exemption from all miscellaneous and laboratory fees except Student Fund Fees (e.g. Student Council fee, Student Publication fee).

ii. Study Leave. Faculty member may avail of a study leave to pursue advanced studies in fields that are within the academic priorities of their department/college.

iii. Study Leave with Pay Scheme – The Study Leave with Pay Scheme (SLPS) is

open to all permanent employee of the Camarines Norte State College who wants to shift to another line of expertise needed by the college or pursue advanced studies. Faculty members interested to enroll in short term or diploma courses may avail of the Study Leave with Pay Scheme from six (6) months to not more than one (1) year.

To avail he/she of this study leave, a CNSC faculty member

requirements:

1. She/he must have permanent status of appointment at the time of the application;

2. She/he must have at least two years of experience in the institution;

3. She/he must have obtained at least a satisfactory performance for the last

two years;

4. She/he should not be more than 50 years of age for doctorate and 45 for masters;

5. She/he should have no pending administrative case;

6. She/he should be in the best of health; and

7. She/he should have been admitted for enrolment in any government

institution or school of his/her choice in any of the following fields of specialization:

7.1 agriculture 7.2 fisheries 7.3 sciences 7.4 mathematics 7.5 technologies 7.6 humanities / social science

8. The school may be a SUC or an accredited private school.

Section 2. Every college is entitled to have not more than two grantees per year in accordance with the criteria below:

a. That the course or line of specialization can be completed within a year or two depending on the term applied for;

b. That the course to be taken is approved by the College; and

c. That the grantees will be chosen in accordance with the priority need of the College.

Section 3. The benefits for the grantees of the SLPS are the following:

a. study on official time for a year or two whichever term is applied for; b. relief from official duties and responsibilities for the duration of the grant;

c. the time devoted to the program or grant is considered as a continuous service; and

d. Salary and other allowances shall be continuously received.

Section 4. The responsibilities of the SLPS grantees are as follows:

a. prepare all the admission requirements for enrolment for the approved course or line of specialization;

b. sign a contract with the institution covering the terms and conditions of the grants;

c. Complete all requirements for the course within a year or two whichever is applicable.

This means completion of all academic units, term papers, examinations and project/research study needed to earn a bachelor’s degree or diploma course;

d. upon completion of the course, serve his/her college for a period of not less than two

years; and

e. Submit a copy of academic records or grades to the institution at the end of each semester/duly certified by the registrar or official concerned.

Section 5. Enrolment Privileges of Children of Faculty – Children and non earning spouse of full-time faculty members and other CNSC personnel with at least 5 years of aggregate service in the CNSC are entitled to a certain percent waiver of tuition and other miscellaneous fees (except student development fees). The percentage discount depends on the nature of appointment of the faculty. This shall apply only to dependents of personnel in actual service to the College and shall not apply when personnel are on leave without exception if the personnel are on Sick leave with or on leave without pay. Dependents of deceased CNSC personnel who qualify for admission to the College or who are already enjoying enrolment privileges prior to the death of the personnel are allowed to continue enjoying the privileges until he/she finishes the degree. The continued entitlement od a dependent shall be subject to his/her passing at least 60% of all units enrolled in the previous semester or term, unless the dependent’s failure to meet the condition is due to illness – in which case the full entitlement shall still be given in the next semester or term.

If the dependent fails to pass at least 60% of all units enrolled and illness is not a reason, then the dependent shall pay for the number of units enrolled in but not passed in the previous semester or term – before the entitlement is resumed in the succeeding semester or term. Section 6. The CNSC Scholarship Program is open to all permanent employees upon compliance of the following qualifications:

a. Selected by a local screening committee of the College/Department nominated by the Dean of the college;

b. Have the ability to carry on academic work in the university/college as indicated by the

previous scholarship performance and must be of good moral character;

c. Satisfy the admission requirements for the degree program offered by a CHED recognized University/College;

d. Physically fit for a serious study program as attested by a government physician;

e. Bona fide faculty member/employee of the CNSC for the last two consecutive years; and

f. Must not be more than 45 years old, in the case of applicants for Master’s Degree and

not more than 50 years old in the case of applicants for Doctoral Program.

g. The recommended faculty must have already been admitted to the university/College where they intend to enroll before they are recommended to the CNSC Scholarship Committee for final evaluation (must show a proof of admission or acceptance).

Section 7. The grant shall also be awarded according to the following system of priorities as to degree programs:

a. Agriculture, Fisheries or Environment Management; b. Science (Physics, Chemistry, Mathematics), Computer Science/Programming, Marine

Sciences;

c. Education (including Health and Physical Education);

d. Engineering (Computer Engineering, Agricultural Engineering, Mining Engineering, Metallurgical Engineering, Land and Water Resources Engineering, Mechanical Engineering, Civil Engineering, Electrical Engineering, and Chemical Engineering);

e. Home Economics/Food Service;

f. Social Science (History, Sociology, Political Science, Psychology);

g. Public Administration, Business administration Law; and

h. Arts and Letters (English, Filipino Language Teaching and Literature).

Section 8. CNSC Short-Term Scholarship. This is another component of the SLIPS which is an adoption of the Study Leave privilege provided for under Section 68 of CSC Memorandum Circular No. 14 s. 1999. Likewise, same has been adopted under BOT Res. 12, s. 2002 which states among others, that teaching and non-teaching personnel of the College may be entitled to study leave subject to the following qualification requirements:

a. She/he must have graduated with a bachelor’s degree which consequently requires the passing of government bar or board licensure examinations. For thesis writing or comprehensive examination, the personnel must have completed all the academic requirements for a master’s degree;

b. The profession or field of study to be pursued must be relevant to the agency or to the

official duties and responsibilities of the concerned personnel;

c. She/he must be a permanent employee;

d. She/he must have rendered at least two (2) years of continuous service with at least very satisfactory performance for the last two (2) rating periods immediately preceding the application;

e. She/he must have no pending administrative or criminal cases;

f. She/he must not have any current foreign or local scholarship grant, and

g. She/he must have fulfilled the service obligation of any previous scholarship ad training

contract.

h. This study leave privilege is also open to faculty members who are interested to enroll in short term or diploma courses from six (6) months to not more than one (1) year.

i. Those completing their master’s degree are entitled to tuition and other fees,

thesis/dissertation writing assistance and reimbursable transportation expense for one round trip only for the whole period of scholarship. (BOT Res. 19 s. 2001)

j. Those preparing for bar or board examination are entitled to a review fee and

reimbursable transportation expense. The review center selected by the applicant should be included in the list of centers recommended by the College.

k. The grant can only be availed of once by bar/board examination takers, those

completing their master’s degree and those pursuing diploma courses.

Section 9. Service Obligation of Scholarship Grantees

a. Service obligation shall be based on the following formula:

Period Service Obligation

Below one (1) year of scholarship One (1) year For every year of scholarship Two (2) years

b. In no case shall the grantee be allowed to go on leave of absence with or without pay during the period of service obligation. In the event the grantee fails to render in full the service obligation referred to in the contract on account of voluntary resignation, optional retirement, separation from the service through his/her own fault, or other causes within his/her control, he/she shall refund the gross salary, allowances and other benefits received while on study leave based on the following formula: (SOR – SOS)

R = SOR X TCR Where: R = Refund

TCR = Total Compensation Received (gross salary, allowances and other benefits received while on study leave) SOS = Service Obligation Served SOR = Service Obligation Required

(CSC MC No. 14 s. 99)

Section 10. CNSC Thesis/Dissertation Subsidy (BOT Res. 26, s. 2000)

a. To qualify in this privilege, applicant must meet the following requirements: i. She/he must have no grade lower than 1.75; ii. She/he ha no incomplete grade in any subject;

iii. The performance rating for the last two (2) rating periods must be very satisfactory; iv. She/he must have served the College for at least two (2) years; and v. She/he must not be a recipient of the CNSC Scholarship Grant.

vi. In case the grantee fails to finish the course, he/she must refund the subsidy given by the College consistent with existing guidelines.

Article 11. Other Personnel Privileges, Grants and Awards

Section 1. Study Privilege – Personnel occupying Regular (Permanent) employment status shall enjoy the privilege of enrolling not more than nine (9) units per semester in the College with seventy-five percent (75%) tuition fee discount in undergraduate or graduate courses relevant to their official functions. Relevance shall be determined by the Personnel Development Committee.

Section 2. Library privileges – Faculty members may borrow a maximum of 5 books from the CNSC Library for a period of one month. Fines are imposed for late return of borrowed materials. Section 3. Health Services – Every employee is entitled to health services at the CNSC Medical/Dental Service Center from the start of employment until separation from service. All dependents are entitled as well at the rates fixed for dependents. Section 4. Sabbatical Leave – A sabbatical may be granted to a member of the faculty to encourage them to study, conduct investigation and researches that may improve their competency to serve the College. A sabbatical leave not longer than one year with full or partial payment of salary maybe granted to a member of the faculty, if, in the judgment of the President and the BOT, his/her record as faculty member or researcher shows reasonable assurance of fulfillment of the purposes of the assignment; provided, however, that he/she has satisfactory served the College for not less than six years. If assigned abroad, full transportation payment shall be provided by the College. Extension of leave may be granted if found meritorious. Section 5. Grants

a. Dissertation/Thesis Grants – Faculty members in the final stages of dissertation/thesis writing can avail of this grant subject to availability of funds. Applicants must satisfy the following requirements: a) He must not be a recipient of the CNSC Scholarship Grant; b) The institution wherein the is enrolled is a duly CHED recognized HEI particularly its graduate school; c) The research study must be relevant to the mission/vision/goals of the CNSC and to the government’s development thrusts; and, d) The results of the study must have a direct impact on the CNSC academic community, e.g., improve the quality of life of the people. Masteral students availing this grant are given a subsidy of twenty thousand pesos (P 20,000.00) while doctoral students, thirty thousand pesos (P 30, 000.00).

b. CNSC Scholarship Grant – An applicant for the scholarship must:

i. Be selected by a local screening committee of the College/Department and

nominated by the Dean of the College; ii. Have the ability to carry on academic work in the university/college as indicated

by the previous scholarship performance and must be of good moral character; iii. Satisfy the admission requirements for the degree program offered by a center of

excellence or development commissioned by CHED; iv. be physically fit for a serious study program as attested by the government

physician; v. Be a bona fide faculty member/employee of the CNSC for the last two consecutive

years; and,

vi. Must not be more than 45 years old, in the case of applicants for Masteral Degree and not more than 50 years old in the case of applicants for Doctoral Program.

The recommended must have already been admitted to the university/college where they

intend to enroll before they are recommended to the CNSC Scholarship Committee for final evaluation (must show a proof of admission or acceptance).

c. Grants for Research and Creative Work – The grant shall support research and

creative projects in any field (basic and applied) provided the proposed project is within the discipline/field of the applicant. Applicants may apply individually or as a group. In the case of a group, the total amount of the grant shall be pro-rated according to the rank of the applicants and the proportion of work to be done by each.

d. Textbook Writing Grant – The grant shall support the writing of textbooks of core

courses of undergraduate degree programs, including reference books, workbooks and laboratory manuals, in print or other media, in whatever language the course is taught. Regular, full-time faculty may apply for this grant.

Section 7. Awards and Recognition

a. Outstanding Teacher Awards – As a token of appreciation for exemplary work, CNSC

gives public recognition to outstanding teachers through the Outstanding Faculty of the Year Awards (OFYA) which consists of a plaque of recognition and cash award. The OFYA is usually awarded during the CNSC Community Week celebration held in April of each year.

b. Recognition for Services Rendered to the College.

A loyalty award is granted to all officials and employees who rendered ten (10)

years of continuous and satisfactory service in the government. The awardees shall receive a loyalty memorabilia/souvenir as follows: 10 and 15 years - bronze service pin 20 and 25 - silver service ring 30, 35 and 40 years - gold service medallion N. B. This is a provision under CSC Res. No. 2 dated February 26, 2002 and amended by

CSC MC No. 6 series of 2002.

Section 8. Revised Policies on the Grant of Loyalty Award

Pursuant to CSC Resolution No. 02 0215 dated February 26, 2002, the Commission amends the policies on the grant of loyalty award. These policies were formulated to recognize the continuous and satisfactory service rendered in the government by officials and employees for a period of ten years. The revised policies are as follows:

a. A loyalty award is granted to all officials and employees in the national and local governments including those in the state college and universities (SUCs) and government-owned and controlled corporations (GOCCs) with original charter who rendered ten (10) years of continuous and satisfactory service in the government.

b. The particular agency where the employee of official completed the ten (10) years of

continuous and satisfactory service shall grant the award.

c. An official or employee who incurred an aggregate of not more than 50 days authorized vacation leave without pay within the 10-year period shall be considered as having rendered continuous service for purposes of granting the loyalty award.

In the same way, an official or employee who incurred an aggregate of not more

than twenty-five (25) days authorized vacation leave without pay within the 5-year period may quality for the 5-year milestone loyalty award.

d. Effective January 1, 2002, continuous and satisfactory services in government for

purposes of granting loyalty award shall include services in one or more government agencies prior to January 1, 2002 shall not be considered for purposes of granting the loyalty award.

e. The awardees shall receive a loyalty memorabilia/souvenir as follows:

10 and 15 years - bronze service pin 20 and 25 years - silver service ring 30, 35 and 40 years - gold service medallion

f. In addition to the loyalty memorabilia/souvenir, a cash gift which shall not be less than Php500.00 but not more than Php1, 000.00 for every year of service shall be given to qualified officials or employees.

Section 9. Promotion

a. Salary promotion is given to deserving faculty members after consideration of their teaching ability, research competence and productivity, scholarly performance, dedication to service, positive evidence of educational interest and marked academic growth, moral integrity and good personal character and conduct. A salary promotion may be given to a faculty member beyond the regular scale when his services are greatly needed even if for valid reasons his academic performance and scholarly competence do not justify promotion in rank. No person may be appointed or promoted to full professorship unless and unless pass accreditation of panel of experts commissioned by PASUC. Recommendation for merit promotions are usually considered when there is a call for promotion.

Article 12. Administrative Matters

Section 1. Conduct of Extra and Co-Curricular Activities – Extra and co-curricular activities initiated by either faculty or student should be requested through the OSA and approved by the Dean of done within the school or municipality; if it is a system wide activity the approval should be by the President through the OSS Director and the VPAA. If the activity is done outside the municipality or province, approval of the President should be sought.

Section 2. Conduct of Official Business

a. Travels – Before any vouchers for official travel can be processed, a travel order should first be approved by the President. The personnel on official travel is entitled to one day travel time before and after the actual activity. Travel on official time only should also be approved by the president more especially when it is outside the province.

b. Field Trips – Before any request in the conduct of fieldtrips is approved, the following

guidelines should first be met: i. Request for fieldtrips should be submitted to concerned authorities at least one

month before the scheduled trip. ii. No classes are disrupted/paralyzed as a result of the activity. iii. No field trips should be scheduled after the last day of holding class activities.

iv. The fieldtrip should push through until the request for such has been approved by the President. vi. Students should be notified of such fieldtrip at the start of the semester so they could make the necessary preparation for said activity. vii. Academic performance in other subjects is not sacrificed in favor of the fieldtrip. viii. A financial statement should be submitted to the Dean, copy furnished the OSS Director and President upon completion of the activity.

Below is the process to be followed: 1. It is reflected in the syllabus of the course as a strategy of teaching. 2. The need for it is established. The activity really provides solutions to certain problems raised that cannot be resolved by ordinary classroom activities. 3. A proposed plan of activity is presented to the Dean as early as the first month of the resumption of classes for the semester containing the following:

The objective of the trip

The relevance of such activity to the course

Observation guides for students’ use

Safety measures to follow

Itinerary of places to be visited

Evaluation technique to be used

Contact persons 4. Processing the request shall be in accordance with the following route:

o 1st Endorsement from the College Dean. o 2nd Endorsement from the Director of Students Services. o 3rd Endorsement from the VP for Academic Affairs.

o 4th Endorsement – Approval or disapproval from the President.

5. Upon approval of the request, the following documents must be prepared:

Parental consent/waiver (from attached)

Group insurance coverage of the students joining the activity

Resolution requesting release of fund, if charges will be made against Trust Fund

Budget of the trip c. Request for Use of Facilities – Any college/unit can use any CNSC facility for various activities whether

academic or non- academic for free. The facilities, however, are open for rental by outsiders, e.g., other agencies, private individuals or group following the BOT approved guidelines on rentals.

Section 3. Services to Faculty and Students a. Library Services – The library primarily serves the students, faculty, researches, officials and

employees of the College. Researches from outside the school are allowed to use its resources within the library premises. A yearly orientation is given to first year entrants.

b. Medical and Dental Services - The medical – dental conduct physical examination to first year entrants before the opening of the first semester in order to determine whether the students is physically and mentally fit to undertake his academic program, as well as to given medical assistance to those needing remedial measure for any health problem.

Article 13. Ethical Standards Section 1. Professional Code of Ethics - As stated in the preamble of the Code of Ethics of Professional Teachers (PRC Resolution No. 435, series of 1997), “Teachers are duly licensed professionals who possess dignity and reputation with high moral values as well as technical and professional competence. In the practice of their noble profession, they strictly adhere to observe, and practice this set of technical and moral principles, standard, and values.” As professional teachers, he has an obligation to the state, the community, to the profession, and the learners. He should live with dignity in all places at all times. He should place premium upon self-respect and self-discipline as the principle of personal behavior in all relationships with others and in all situations. He should maintain at all times a dignified personality which could serve as model worthy of emulation by learners, peers, and others. Above all, he should always recognize the Almighty God or Being as guide of his own destiny and of the destinies of men and nations. Section 2. Academic Freedom. As defined, academic freedom is the right of every constituent of the College to express one’s ideas, to write research and publish and act in accordance with one’s viewpoint inside and outside the classroom in the pursuit of academic ideals and in service to the Filipino people. Every teacher shall enjoy academic freedom but such freedom stops when the right of the learners are affected. He shall have the privilege of sharing the product of his researches and investigations, provided that, if the results are inimical to the declared policies of the State, they shall be drawn to the proper authorities for appropriate remedial action. Section 3. Policy on Sexual Harassment. The CNSC Committee on Decorum and Investigation shall investigate/adjudicate cases of sexual harassment whether gave, less grave or light offenses. The Committee shall receive complaint, file the formal charge, investigate and conduct hearings in

accordance with the CSC Uniform Rules of Procedure in the conduct of administrative investigation and shall submit a report of its findings with the corresponding recommendation of the President for decision. Said report shall be considered confidential. It shall also conduct meetings with officers, employees and trainees to increase understanding and prevent incidents of sexual harassment. It shall likewise, recommend measures to CNSC that will expedite the investigation and adjudication of sexual harassment cases. Section 4. Dress Code. The Dress Code shall apply to all faculty members of the Institution, both male and female, except to those regularly performing their duties and functions in the field, or those temporarily assigned in actual field operations. The official attire is the uniforms prescribed by the Institution which shall be worn in accordance with their assigned schedule. On those days when, there is no prescribed uniform for the day, faculty members shall be dressed in appropriate business attire. The wearing of “maong” pants, although generally prohibited, may be considered as appropriate attire when paired with a collared polo/shirt (for male employees), or any appropriate blouse or shirt (for female employees). The following attire shall be prohibited for all government employees when performing official functions inside the workplace:

o Gauzy, transparent or net-like shirt or blouse; o Sando, strapless or spaghetti-strap blouse (unless worn as undershirt), tank-

tops, blouse with over-plunging necklines; o Micro-mini skirt, walking shorts, cycling shorts, leggings, tights, jogging pants; o Rubber sandals, rubber slippers, “bakya”.

The following shall be prohibited during office hours and within official premises:

o Ostentatious display of jewelry, except for special occasions and during official celebrations;

o Wearing of heavy or theatrical make-up. Certain exemptions of the dress code may be allowed as follows:

o When the nature of work of the official or employee demands that he/she wears clothing other than those prescribed by above;

o When religious affiliation or creed or any legitimate practice by the employee in relation thereto, requires him/her to wear a particular clothing

o Physical disabilities, and other legitimate health reasons; o Pregnant female employees are allowed to wear maternity dress during the

period of their pregnancy; o Employees who lost a loved one can wear mourning clothes during the period

of mourning; and, o Other circumstances analogous to the foregoing.

Any violation of the provision of the Dress Code shall be considered as ground for disciplinary action, for violation of reasonable Office Rules and Regulations. Section 5. Conduct and Discipline College Activities Requiring Faculty Attendance. The following activities of the College require attendance of faculty members in as much as they demand exigency of the service: a) Academic Council activities; b) convocation; c) foundation day/community week; d) commencement activities; and, involvement in college ad-hoc committees. Non-attendance to these activities will mean absence with corresponding deduction in salary if without accrued leave credits. Section 6. Other Prohibited Activities – The following activities are prohibited:

a. Collection of Monies. Teachers are prohibited from accepting favors or gifts in any form from learners, their parents or others in their behalf in exchange for requested concessions, especially if undeserved. Teaching personnel are also prohibited from collecting any authorized contribution from students to complete the requirements of a course.

b. Tutorial and Remedial Services for a Free. Teacher shall not accept, directly or indirectly, any remuneration from tutorials other than what is authorized for such services. A teacher is also prohibited from giving tutorials services to any of his/her pupils/students in or outside the school or beyond the class hours if only to protect the interest of other pupils/students in his/her classes.

c. Unapproved Use and Sale of Textbooks. Approval by proper body (Text book board?) in the school is required before any textbook can be used or sold by any teaching personnel to protect the interest of its clients.

d. Enrollment without Permission. Before enrollment in advanced courses can be done, an approved permit to study should be secured by concerned faculty member. This is being done to control the enrollment in non- priority courses in support of the school’s program of improving its faculty profile.

e. Teaching/Working in Other Schools without Permission. A permission from the President to teach should first be secured before any faculty could render service in other institutions of learning provided that it is done off-office hours. (How about those on secondment?)

f. Textbooks by private individuals are strictly prohibited. The college has its own production center that take charge of selling uniforms to students and personnel and a supply office that is in-charge of procuring books; supplies and equipment.

Section 7. Offenses and Sanctions. The following are offenses and sanctions to be applied to violators of the foregoing rules: 1. First offense - warning 2. Second offense - reprimand 3. Third offense - suspension without pay for a period not exceeding one month

Section 8. Receiving and Accepting Invitations for Extension Service – Invitations/request from other SUCS and government or non- government agencies for

extension service should be addressed to the President of this institution and received by the Records Section for proper filling/concerned unit by said Office.

Article 14. Academic Rites, Rituals and Symbols a. Rites and Rituals

i. Baccalaureate Program – Part of the graduation exercises is the presentation of concerned Deans of the candidates for graduation.

ii. Commencement Exercises – Attendance during the commencement exercises is compulsory. Graduating students who choose not to participate in the general commencement exercises must inform their respective deans or their duly designated representatives at least ten days before the commencement exercises.

Graduating students who are absent during the general commencement exercises

shall obtains their diplomas, or certifications and transcript of records from the Office of the Registrar provided that they comply with the above provision on graduation fees and students’ clearance.

b. Conferment of Degrees The student upon recommendation for graduation by the Academic Council

and approval by the Board of Trustees, shall be officially conferred the baccalaureate and graduate degree by the president of the institution.

c. Protocol in Academic Activities/Gatherings The Office of the President through the VPAA should be informed of any

academic activity/gathering initiated by a particular college/unit. The college/unit should provide his/her Office and the Office of the VPAA copies of the program for reference and filing purposes.

d. Symbols i. Academic Costumes Candidates for graduation with degrees or titles which require four years

of collegiate instruction shall be required to wear academic costumes during the baccalaureate service and commencement exercises in accordance with the rules and regulations of the College.

Article 15. Work terms and Conditions for Faculty Members

Section 1. Workdays – The regular workdays, for those engaged in actual teaching is from Mondays to Fridays with Saturdays as the regular rest day. Attendance on Saturdays is self- discretionary unless there is preplanned or scheduled meeting, conference or in-service training, religious activity and other faculty development, or community development activities.

Section 2. Working Hours – A minimum of 40 days per week is required as a working schedule for teaching personnel. The regular working hours, including fifteen minutes break periods in the morning and in the afternoon will be indicated by each dean/department head concerned to suit the needs of each particular department/unit. Frequently, middle administrators are

expected to render more than the minimum hours in order to attend to priority needs of the office/department/unit.

Section 3. Time Keeping – Faculty members are required to punch in upon reporting for work and punch out at the end of the working hours in the morning and in the afternoon only time entries recorded by the Bundy clock will be considered valid for attendance and payroll purposes. Should there be handwritten entries on the time card, these shall be considered authentic only if validated by the Dean/Director at the actual time of arrival or departure, otherwise, a faculty member will be considered absent for the day and such absence shall be subject to salary deduction.

A five –minute late entry is allowable only if there is no classes affected which could be offset by exceeding entry up to five (5) minutes beyond the official time reflected in the time card.

Punching somebody else’s card or having somebody punch one’s card is not

allowed. Any violation shall be subject to disciplinary action such as written reprimand, suspension or dismissal.

Any faculty member who leaves the school premises during working hours for

official hours shall accomplish the form, Pass Slip during school hours, before going on official business. This should be endorsed by the immediate head and approved by the Dean/Head of Unit.

Faculty members are required to report to the Office of the Dean/ Head of Unit as

regard to the loss of their time cards for immediate replacement. Government employees are given fifteen (15) minutes break each in the

morning and in the afternoon on workdays*; these could be accumulated to two hours and thirty minutes in a week and therefore, faculty members are allowed to consume this in a week and leave school without the penalty of salary deduction. However, this privilege could only be availed of within that particular week.

*One of the negotiable items under Article on Reasonable Working Conditions

(Policies on Public Sector Unionism, CSC). Section 4. Tardiness and Under Time – Tardiness is arrival at the place of work later than the

prescribed time schedule as evidenced by the time card entries. Tardiness in the morning is distinct and separate from tardiness in the

afternoon so that this is considered as two (2) instances of tardiness. Tardiness caused by difficulty of transportation, distance of residence, and other similar circumstances are NOT considered excused. However, tardiness caused by the events which prevent a faculty member to report on time and which are unforeseen or inevitable excused. Such events or instances are:

During the typhoons, very bad weather and occurrences of other

calamities. General guidelines of such will be issued by the Dean/Head of Unit in each case.

o When prior permission, with meritorious reason for being late is secured from and approved by the immediate head. o When the faculty member undertakes official business outside the school in connections with the work.

Under time is departure from the place of work earlier than the prescribed time schedule. A faculty member may be allowed to go under time for meritorious reasons to be determined and approval by the immediate head. All unexcused tardiness and under time shall be subject to penalty and shall be reflected in the teacher’s performance rating. Faculty members who have incurred more than five (5) incidences of under time/tardiness committed in any fifteen (15) calendars day period shall be subject to penalties. Faculty members whose tardiness/under time exceed forty-five (45) minutes at any time or have accumulated to two (2) hours or more during the payroll of fifteen days shall be noted by the immediate head, approval by the Principal. Failure to accomplish this form for tardiness/under time excuse slips shall be filed in the personal file of the faculty concerned for the referral purposes in evaluating efficiency.

Section 4. Faculty Attendance and Punctuality

a. Faculty Absence – Each faculty member is expected to attend her/his classes regularly and be punctual in starting and ending her/his classes. She/he must set the example of promptness and conscientiousness for his/her student to follow.

Absences due to sickness supported by a doctor’s certificate are charged to sick leave. Other absences not due to sickness shall be deducted on a per hour basis.

All absences should be made with prior written authorization of the immediate head and approved by the Dean/Head of Unit by accomplishing the Application for Leave of Absences form at least two (2) days before the intended period of absence. In case of sudden illness or urgent family need which prevents a faculty member from filling the necessary application for leave form, a note, a telephone call or any other means of communication given to the immediate head within one day she/he is absent shall be sufficient notice to avoid being penalized. If no means of communication is possible, the faculty member should submit the leave application form not later than 12:00 o’clock noon of the day she/he reports back to work. Failure to submit the leave application form to the Human Resources Management Officer (HRMO) within the prescribed period shall be regarded as absences without leave (AWOL). Absences are considered AWOL if:

o The absence is not duly covered by an approved leave application.

o Prior notice is not given either to the Human Resources Management Officer (HRMO) or the immediate head concerned.

o Approved leave is extended without due notice.

o Reason for leave is not considered justified by the immediate head and is consequently disapproved.

o Absences are frequent and unexplained. b. Attendance during Holidays

1) In the exigency of the service, faculty members may be required by the administrative to report for work on school holidays appearing in the school calendar for the current year.

2) There is no office on Sundays and public, legal or special holidays declared by the President

of the Philippines or other authorized government official. c. Attendance during Typhoons

The revised guidelines on the suspension of classes when typhoons and other calamities occur as per DEC’S Order No. 68, s. 1999;

1) Classes, as indicated below, shall be automatically suspended, without need of any

announcement, in the following situations;

o When typhoon signal No.2 is raised by PAGASA, classes at the elementary level including pre-schools shall be automatically suspended.

o When typhoon signal No.3 or No.4 is raised by PAGASA, classes in secondary and tertiary levels shall be automatically suspended.

o Where the rains are heavy, causing floods in the community and in the area of the school,

classes in the schools affected are automatically suspended.

o Where other calamities such as floods, volcanic eruptions and earthquakes have occurred and have damaged the homes of families in the community and probable recurrences of such calamities is declared by proper authorities, classes in all level are automatically suspended.

*Faculty members are required to report during semestral breaks 2) Suspension of classes in special cases

o In cases where conditions endanger the lives and safety of pupils, students, faculty members and other personnel, Deans/Heads of Units in affected areas may use their discretion n suspending classes. Dean/Heads of Units are enjoined to use their best judgment in this regard.

o In extreme cases, such as floods, high tide, earthquake, etc., the Deans/Head of Units concerned cancel classes, and later on, inform the Head of the Institution.

3) In cases where rain is heavy, causing of floods in certain areas, parents shall make the decision on whether or not they should send their children to school, taking into consideration the health and safety of their children to this case, campus authorities should not penalize the children for the absences made. Instead, the Deans/Heads of Unit should provide opportunities for make –up classes or activities for the lessons missed.

4) Lifting of suspension of classes should be made on or before but not later than 4:30 a.m. on the date when regular classes are to be resumed.

5) The automatic suspension of classes applies to faculty members in the elementary and

secondary levels. There are not required to report to their respective work then classes are suspended since they shall be required to hold make-up classes in lieu of suspended classes.

6) Suspension of classes due to typhoon signals No.3 and No.4 will only apply to faculty

members in the tertiary level upon pronouncement by the Head of the Institution or her/his duly designated Vice President for Academic Affairs ( in case the President is absent).

Article 16. Faculty and Office Publications – Faculty or office publications shall have its own Editorial

Staff in which the members shall be elected by their peers and approval by the President. The Administration shall determine the manner by which faculty or office publications may be managed.

The funds shall be appropriated for the purpose by the authorities concerned and

shall be reflected in the budget of the College. Standard operating procedures of disbursing, accounting and auditing of funds shall be strictly followed.

RULE 7 STUDENT SERVICES POLICIES AND GUIDELINES

Article 1. Office of Student Services The Office of Student Services supervises and coordinates the different student

services offices/units of the college. Several other offices/units are directly under this Center/Office under the supervision of the Director for Student Services as the case may be. The following office/units under the scope of responsibility of the Office of Student Services: Student Development, Guidance Counseling and Placement, Student Scholarships and Financial Assistantships, Ancillary Services, Publication, Library, Grievance and Discipline, Campus Ministry, Sports Development, NSTP, Culture and Arts, and Alumni Relations.

Section 1. Guidance Counseling and Placement a. Personnel 1. A Guidance Coordinator heads the Office.

2. Each department of the College is assigned a Guidance Counselor depending on the student size/student population of the college.

b. Services 1. Individual inventory – serves as the 201 file of the students which includes records of

psychological tests taken, counseling visits, and other pertinent information about the student.

2. Information – provides an update array of educational, vocational and personal- social

materials which can be useful to the students as in the conduct of some seminars, workshops or job fairs.

3. Counseling – conducted either individually or in groups on topics ranging from personal

to career concerns.

4. In- school Placement - serves as a link between the students and the In-school Placement Office of the College where students in need of income are hired as student assistants of the College.

5. Psychological Testing and Evaluation – given to students who may be in need of such

and whose evaluation may be an aide or a tool in the helping process.

6. Referral – cases which are considered beyond the scope of expertise of the office are referred to more experienced and competent professionals as part of the helping process.

7. Follow-up – continuing service to the student include a follow-up of the progress of the

case.

8. Assists student in their career discovery 9. Conduct career counseling/advising 10. Facilitates/scouts opportunities for job placement. 11. Conducts job fairs. 12. Provides internet links. 13. Initiates program and training (career orientation).

Section 2. Student Development a. Personnel

1. Under the supervisions of the DSS, this Office is manned by the Chairperson of Student Development.

2. The Chairperson of Student Development handles the different accredited student

clubs and organizations and the student council. 3. The Screening Board for Student Organizations (SBSO) handles the accreditations

process of student clubs and organizations. This is composed of the Director of Student Services, Student Development Chairperson, OSS Chairperson, Guidance Counselor, SSC chairperson or representatives.

b. Services 1. Accredits student clubs and organizations per school year. 2. Monitors the projects and activities of the different accredited student clubs and

organizations, the different college councils and the Supreme Student Council. 3. Implements the Rules and Regulations Governing Organized Students Activities

(RRGOSA). 4. Facilitates meetings/joint activities/exchange of ideas among student

organizations. 5. Endorses student requests for funding (project, training, and seminars) and the use

of college facilities. 6. Approves the posting of promotional materials/advertisements within the campus. 7. Recommends college-wide activities geared towards the wholesome development

of the students-mentally, physically, emotionally, socially, spiritually and morally.

8. Initiates and conducts leadership training for the students to become leaders and agents of change in coordination with the academic colleges.

c. Student Clubs and Organizations 1. A student organization is any association, club, fraternity, sorority, order or any

other or any other organized group whose active officers and members are student of the College.

2. The Supreme Student Council (SSC) is the student government of the College

elected by the students every year. 3. A class organization is a student organization composed of the members of a

particular class in any college or unit. 4. Graduate students shall have their own student organization. 5. Students’ activities shall be financed out of such sums as may be allocated out of

the Student Development Fee (SDF) and Student Council Fee (SCF) and Student Council Fee (SCF) to be paid by all students.

d. Supervision of Student Organizations

1. Student Organizations of the College shall be directly under the supervision of the Office of Student Services (OSS). Student organizations in the college(s)/unit(s) shall be under the supervision of the Dean of the college concerned.

2. It shall be the responsibility of the respective college Dean to supervise and

regulate the activities of all duly recognized student organization to ensure direction as well as maximum of their objectives.

(i) Campus organizations, whether student government or not, shall be

subjected to the rules and regulations designed to protect individual and collective freedom and to preserve the right of privacy in support of the educational functions of the college.

(ii) Definitely, no hazing activities shall be allowed in and out of the

campus. The College shall not be responsible for physical injuries/deaths resulting from such activities.

(iii) Violation of the proceeding provisions shall be dealt in accordance

with The Anti-Hazing law. e. Requirement for Accreditations of Student Clubs/Organizations:

1. Any group of fifteen (15) members intending to form a student organization may apply to the OSS however, for the specific purpose of accreditations of such organizations; the total membership thereof shall not be less than twenty (20) students at the time of the issuance of Certificate of Recognition. The following documents must be submitted at the time of application.

2. Accomplished application form. 3. Constitution of By-Laws. 4. List of officers with their position, courses, majors, year level, addresses,

birthdays and specimen signatures; no officers shall be allowed to hold more than one major position in any recognized student organization, such as president, vice president and treasurer.

5. Proposed activities for the year, a brief description of each activity and tentative dates of implementation.

6. Letter of appointment of the faculty adviser. 7. List of members with their courses, major, address and specimen signatures and 2

x 2 pictures. 8. Other forms that may be required by the Office of Student Services. 9. Accomplishment Report 10. Financial Report The last two items are required of student clubs and organizations

requesting for re-accreditation f. Guidelines on Accreditations of Student Clubs/Organizations

1. Approval of the application for accreditations shall be based on the following criteria.

i. Completion of planned activities that conform to the organization’s objectives. ii. Participation in college’s programs/projects/assistance in college activities. iii. Growth in terms of increase membership/expanded programs. iv. Contribution to student welfare/service to others. 2. Based on the documents evaluated, the organization could be; i. On full accreditation for one year. ii. On probationary status and is advised to perform better. 3. Duly recognized and accreditations organization shall submit the following at the

end of semester/school-year. i. Financial Statement ii. Accomplishment Report of activities conducted with corresponding documents

(such as letters of request, certification, pictures, memorandum, etc.)

4. Non compliance of the requirements and violation of existing guidelines, rules and regulations including those in the CNSC Code of Conduct and Discipline shall cause the automatic cancellation of the certificate of recognition given to the organization, without prejudice to any disciplinary action and/or criminal prosecution against the organization and its members.

g. The Screening Board for Student Organizations (SBSO)

1. The Director of Student Services, together with the Students Screening board will deliberate on the merits of the application. The applicant organization shall be informed of the results of the deliberation (approved or disapproved) thirty days after the submission of the requirements.

2. The Screening Board will be composed of the Director of Student Services,

Student Development Chairman, OSS Chairman, Guidance Counselor, SSC Chairperson or representative.

3. The function of the SBSO is as follows:

i. Recognized, review and/or cancel the recognition granted to student organization based on pertinent and existing regulations and guidelines of the College.

ii. Formulate solution to problems/conflicts that may arise in connection with student organization and other related matters thereto.

iii. Formulate guidelines and deliberate matters related thereto, in granting of awards to deserving student organizations and student leaders in the annual Search for Outstanding Student Organization and Outstanding Student leader.

h. Student Government

1. The College recognizes the student government as an official unit that operates with specific powers and responsibilities concerning student affairs. The student government represents all the students as a whole. The highest student government is the SSC.

2. The student government is a student organization within the College that gives

students an opportunity to participate and initiate in activities under its own regulation and control.

3. The activities conducted by the student government shall be designed to

contribute to the development of students’ skills and abilities in human relations, leadership, social and academic aspects, and the development of the College.

4. The compositions of the students’ government and manner of electing its officers

shall be in accordance with the constitution and By-laws as ratified by the student body.

5. The college government shall be under the supervision of the College and shall

operate within the framework of the charter or authority given. The Fundamental powers and function of the student government shall be established, defined and limited by its constitution and by-laws.

i. General Provisions on Student Organization 1. Each student organization shall have a constitution and by-laws which shall be

submitted to the President upon recommendation of the Director of Student Services. No student organization shall be allowed to exist without prior approval in accordance with the following procedures:

2. The student organization request for recognition by submitting letter of request

with attached copy of the constitution and by-laws, list of officers, members and adviser to the Director of Student Services; and

3. The Committee chaired by the Director of Student Services evaluates the

documents and recommends to the President for approval of such request. 4. Each student organization shall have one (1) faculty adviser who shall be a full-

time regular faulty member at the time of his/her appointment. He/she should be present in every election of officers and others activities of the student organization.

5. The officers of each student organization as provided for in its approved

constitution and by-laws are elected by the members. 6. The student organization shall be liable for any damage to College property or

facilities used by the organization negligently. Section 3. Student Publication a. Personnel

1. Under the supervision of the OSS, this Office is manned by the Adviser of Publications.

2. The Adviser of Publications monitors and supervises the activities of the student publication (as the case maybe).

b. Services 1. Initiates publication and related activities; 2. Promotes enhancement training on updates on the current trends in

newspaper writing by recommending to the student body and the Director, office of student services the attendance of the student delegates to different symposia, seminars and lecture series of the same nature;

3. Provides technical assistance in publications matters; 4. oversees the timely and accurate release of the official student newspaper of

the college the BREAKTHROUGH; 5. Coordinates the activities of the students’ affairs of the official student

newspaper of the college;

6. Assist current staffers in the screening of interested students wishing to take an active part in the college student publication;

7. Oversees the handling of the finances of the BREAKTHROUGH and may recommend disciplinary action against any staffer as may be deemed important and imperative and according to the Rules and Regulations governing Organized Student Activities, Rules on Discipline and R.A. 7079

c. The term publication as used in this Code refers to all newspapers, magazines and

other printed media that are authorized, financed or sponsored by either the College or the student body. This includes the yearbook or annual publications of the faculty and student which are financed through subscription.

1. The Campus Journalism Act of 1991 (RA 7079), and the rules and regulations

necessary for its effective implementation in coordination with the officers as mentioned in Sec.9 of the Act, shall be the legal basis of student publications of the College.

The following shall be adopted in so far as they are not

inconsistent with the said Act: i. Editorial policies and content must conform to existing law; ii. There must be no image building or personalized publicity; iii. Whenever possible, a section for art and culture should be provided; iv. No society page or its equivalent is allowed; and v. The writing style must be simple and readable. 2. The student publication shall be devoted to news and other articles that are of

general interest to the students, and it shall not be used as a medium for promoting personal or sectional interest.

3. Each student publication shall have its own Editorial Board of Examiners. This

board shall have the power to determine the number of members to constitute the Editorial Staff based on the requirements and nature of the publications. They shall prepare and administer the examination for the selection of the different members of the official Student Publication Editorial Staff.

4. The Editorial Board of Examiners (EBE) shall come from the faculty of the

different colleges of the College who shall be recommended by their respective Deans on the basis of their journalistic talents, training and experience. The EBE shall be appointed by the President upon the recommendation of the OSS.

5. The publication adviser shall be selected by the President from a list of

recommended submitted by the Publication Staff for that purpose. The function of the adviser shall be limited to one of technical guidance (RA 7079, Sec.6,).

d. Selection of Editor-in-Chief of the Student Publication and Term of Office

1. Editor-in-Chief of any student publication shall be chosen mainly by means of a competitive written examination which includes the following:

i. Editorial Writing 60% ii. News Writing 25% iii. Lay-out and Headline Writing 15% This competitive examination shall be given in the last week of

June to be administered by the EBE. One month thereafter, the results shall be posted on conspicuous places in the College.

2. Only regular bona fide student having a general weighted average of “2.0” or

better who do not have any grade of “5.0” or “Incomplete” and who did not drop any subject during the previous semester are qualified to take the examination. Candidates for Editor-in-Chief shall present a written certification duly signed by the Dean concerned that they are responsible persons of good character.

3. The student who gets the highest general average in the examinations shall ipso

facto qualify as Editor-in-Chief of the student publication. In case of a tie, the journalistic training and experience of the candidates shall be taken into consideration.

4. The Editor Staff cannot hold any elective position in the student councils. The

term of office of the Editorial Staff shall be in accordance with approved policies.

5. Disqualification for Editorial Staff shall be in accordance with the grade

requirements stated in the Student handbook. e. Source and Disbursement of Funds for Student Publications 1. Student publications shall be financed out of such sums as may be allocated out

of the publication fees to be paid by all students and from whatever income the publication may receive through subscription, advertisement and other services. Such funds shall be collected and be held in trust for the purpose.

2. A student publication is published by the student body through an Editorial

Board and Publication Staff composed of students selected by fair and competitive examinations. Once the publication is established, its Editorial Board shall freely determine its editorial policies and manage the publication’s funds. (RA 7079, Sec.4)

3. The Editorial Staff of any student publication shall formulate a system of

disbursing, safekeeping and accounting of funds. Accounting and auditing procedures shall also be formulated to safeguard said funds.

f. Liability for Publication – The writer or author of any published article shall be held

personally liable for any violation of existing laws, policies, rules or regulations

governing campus publications. By the principle of command responsibility, the Editor and the Publisher shall also be held liable.

g. Propriety of Printing - The Editors shall exercise discretion as to propriety of materials

submitted for publication. When in doubt, they should consult the Bureau of Standards for Mass Media or other authorized agencies. They shall always uphold the freedom of the press within the bounds of law. Censorship shall be exercised only on materials which violate the laws governing publications of the Code of Journalism.

h. Press Articles by Students- Any student who publishes an article or writes a letter to

the press and wants to be identified as a student of the College shall affix to his/her own name of the College in which he is registered together with the word “Student”.

Section 4. Student Scholarships and Assistantships a. Personnel The Chairperson of Scholarships and Financial Assistance reports directly

to the Director of Student Services. b. Services

1. Takes charge of the different scholarship and educational grants offered to students either by the College, the national government or by any interested individual, group of persons or private company.

2. Disseminates information on possible scholarship slots.

3. Prepares and implements the Memorandum of Agreement between the grantor and the college.

4. Conducts the screening of interested students wishing to avail of the scholarship

grant. 5. Undertakes the processing of scholarship papers of the students. 6. Takes charge of the Student Assistantship Program and Student Financial

Assistance Program of the College. c. Scholarship and Financial Assistance of the College 1. Institutionally-funded Grants

i. Academic Scholars

ii. Varsity/College Athletes

iii. Cultural and Performing Arts Center (CPAC)

iv. Employees’ Dependent

2. Privately Funded Grants

i. Alliance of Volunteers Educators (AVE)

ii. Aries X-Ray Semestral Scholarship

iii. BNAA

iv. Daet-Lions Club

3. Government-Funded Grants

i. SGP-BOLD

ii. Department of Science and Technology

iii. CHED Scholarship

iv. Congressional District Scholarships

v. Provincial Government Scholarship Program (PGSP)

vi. LGU-Daet

vii. LGU-San Rogue Mercedes

viii. PDMASP-DAR

4. Financial Assistance

i. CHED Student Loan Program

ii. Student Financial Assistance Program (STUFAP)

iii. Student Loan Fund (SLF)

iv. Student Emergency Loan Program (SELP)

d. Scholarship Application Program 1. Fill up the application forms available at the Office of Scholarships and

Assistantships. 2. Present the following together with the duly accomplished application form;

i. Photocopy of high school card (for freshmen applications) or certification of grades from the Office of the Registrar (for sophomore to senior students);

ii. Photocopy of present registration form; and iii. Income Tax Return of parents/guardian. 3. Wait for the announcement of the schedule for interview. e. Student Assistantship Program

1. This program is designed to train students in the different facets of the work place and at the same time expose those to first-hand experiences which can help broaden interpersonal relationships.

2. Any bona fide student of the College who has stayed in the College for at

least one school year and whose schedule of classes allows for four consecutive hours of free time, if interested and willing, could apply for the Student Assistantship Program.

3. The College compensates the service rendered by the student on a fixed rate

as determined by the Board of Trustees. f. Student Assistantships Application Procedure 1. Present the current registration from and the duly accomplished application

from which can be obtained from this Office. 2. Be available for the scheduled interview and testing. 3. Report to the Office of Scholarships and Student Assistantships to follow-up

the application. g. Student Financial Loan Program 1. Student may apply for Student Loan. The loan may be used for payment of

school fees, medical purposes, projects and other emergencies. 2. The loan with a minimum interest is payable either in full or by installments

and should be settled before the due date when the student obtain the loan. 3. A student needs a guarantor from the faculty or administrative staff and/or

his/her parents before the loan can be granted. 4. The loan is only available on a first-come-first-served basis with preference

to students from low income families, as there are only a limited number of students who can be served for this purpose.

Section 5. Ancillary Services a. Personnel

The Chairperson for Ancillary Services reports directly to the Director of Student Services.

b. Services 1. Student Identification Card

i. Application for a College I.D.

- Present the current registration form.

- Fill up the application form (Personal Data Sheet) and pay the

I.D. Fee.

- Proceed to the ID Room for taking.

- Come back on the date specified to claim the processed I.D.

Validation of I.D.

- All students who are officially enrolled for the semester are required to have their I.D. cards validated for the current semester. They must report to the office of Ancillary Services for Validation stickers.

- No students will be allowed entry to the College premises without the validation sticker even when the student has officially paid his/her school fees.

- Upon payment of the premium, the policy is effective for 1 year.

2. Rules on the Use of I.D. - All students are obliged to display their identification card at all

times.

- No students is allowed to enter the College premises without the identification card properly signed by the College Registrar and Validated for the current semester.

- Rules and pertaining to the proper use of the college ID is set by

the College and student offenders are to treated accordingly as per the Student Code of Conduct and Discipline.

3. Replacing a Lost I.D.

- Secure an affidavit of loss from the Dean.

- Present the affidavit of loss, current registration form and one copy of the official ID picture (from the official college photographer)

- Pay the required I.D. fee including the penalty for Lost I.D. card.

- Come back on the date specified to claim your processed I.D.

c. Student Group Insurance The College makes available to students a Student Group Insurance

Package. All students are encouraged to avail of the SGI Package. However, those who are a) officially enrolled in the National Services Training Program (NSTP) and, b) Supervised Industrial Training Program (SIT) or On-the-Job Training Program (OJT) or Off Campus Student Teaching, c) those who will go on field/educational trips and related activities are required to get a Student Group Insurance.

1. Application

- Present the current registration form

- Pay the required amount for the insurance.

- Sign in the official logbook for insured students and claim insurance certificate.

d. Student Mails

1. Student can have their mails addressed to the College especially if the letters are official in nature.

2. Mail can be claimed from the record during office hours provided that the

student presents his/her ID card. 3. It is recommended that mails be addressed in the proper way as in the

example below: Ms. MA.CRISTINA CRUZ College of Engineering and Industrial Technology Camarines Norte State College Daet, Camarines Norte 4600 e. School Uniform

The College may prescribe uniform. Each unit has prescribed (color) uniform for female. For male white polo and black pants.

Section 6. Culture and Arts Services

a. Personnel 1. The Chairperson of Culture and Arts Services report directly to the Director

Student Services and coordinators with the CPAC Director all activities relative to culture & arts.

b. Services 1. Exercises direct supervision on cultural (non-academic) and performing

arts activities of the College; 2. Recommend plans and program to upgrade skills of faculty and students in

the performing arts and development/inculcate moral and cultural values in them;

3. Create and maintain linkages with the community, NGOs and other

agencies through the promotion of cultural and performing arts for purposes of extension service and possible sourcing out funds for the Cultural and Performing Arts Development of the College;

4. Coordinate, evaluate and monitor cultural and artistic performance of

organized performing groups of the CNSC; 5. Manage student’s participation in various cultural and performing arts

competition; 6. Submit quarterly reports to the Office of the President on the activities of

cultural and performing arts competitions; 7. Recommend trainers to handle particular performing group(s); 8. Coordinate with other sectors as regards the presentation of various

cultural and performing arts activities; Section 7. Library Services a. Personnel 1. The Chief Librarian reports directly to the Director of Student Services and

closely coordinates with the different College deans in determining the book needs of the students.

2. Several librarians are assigned in the library of the College to render

services to the students and faculty members alike. 3. A Computer Specialist takes charge of the Internet Facilities of the College

housed at the College library. b. Services 1. Makes available textbooks, reference books, interest and hobby books,

magazines and other periodicals at the library of the College.

2. Manages a Computer Center, which is made available to students and faculty members who wish to make use of the internet as an educational tool.

3. Updates the collection of the library by inquiring from the faculty their

needed books and other materials. 4. Facilitates the procurement of new collection. 5. Scouts for possible donors of books and other materials. 6. Offers other audio-visual materials relevant to classroom activities. c. The Use of the Library Facilities 1. All students wishing to use the facilities and resources of the library are

required to present a validated library card. 2. For faculty and administrative personnel, the college I.D. should be

presented upon entry. 3. Researches coming from outside of the College are required to present a

referral letter from the institution of origin and a researcher’s fee has to be paid. The fee is fixed at a price determined by the Board of Trustee.

4. Certain rules and regulations apply to the use of Library Center. These

rules and regulations are posted at the Library Center itself.

d. Library Card Application 1. Present the current registration from to the Librarian-in-charge. 2. Submit two (2) I.D. pictures. 3. Fill-up the application forms. 4. Come back on the date specified and claim your borrowers’ card by

presenting your registration form again. e. Internet Services 1. Internet services are made available to students not only in the Main

Library but also in the Computer Centers housed inside the campus. 2. Guidelines on the use and availability of computer units are provided by

the College administration.

Section 8. Campus Ministry a. Personnel

1. The Campus Minister reports directly to the Director of Student Services and closely coordinates with the different College Deans in the conduct of activities of the Campus Ministry.

2. The Campus Minister likewise coordinates the activities of the different

religious student clubs and organizations of the College. b. Services 1. Offers/conducts ecumenical services i.e., monthly mass, baccalaureate

mass, etc. 2. Conducts/offers retreats and recollections. 3. Organizes Bible studies and Bible sharing. 4. Conducts outreach programs. Section 9. National Service Training Program (NSTP) a. Personnel 1. The Chairperson of the NSTP reports directly to the Director of Students

Services and closely coordinators with the NSTP Director of the college in the conduct of the activities related to the program.

b. Services 1. Provides modules along the areas of physical, moral, spiritual, intellectual

and social well-being of the students. 2. Establishes linkages with various communities. Section 10. Sports Development a. Personnel 1. The Chairperson of the Sports Development Office reports directly to the

Director of Students Services and closely coordinates with the SDO Director in the conduct of activities related to their program.

b. Services 1. Coordinates closely with other departments or campuses and other

personnel to carry out the sports objectives of the College;

2. Prepares sports development plans and programs in line with regional and national sports program.

3. Prepares programs and activities such as identification and selection of

prospective athletes from within the academic community based on the qualification standard set by the Philippine Sports Commission;

4. Signs requisitions that pertain to transactions and/or activities of the Sports

Development Office and certify all expenditures/expenses incurred by the same office and endorse it to the Director, Office of Student Services for 2nd endorsement;

5. Prepares and submit annual procurement plan for the sports equipment and

formulate policies regarding its utilization in Consultation with the students;

6. Establishes and maintain linkages with public and private

agencies/institutions on various sports activities; 7. prepares financial reports and proposals on matters regarding Sports

Development; 8. Submits a quarterly report to the Director, OSS regarding the activities and

accomplishments of the Sports Development Office. Section 11. Grievance and Disciplinary Committee a. Personnel 1. The Director of Students who initiates the convening OD an investigating

panel called the Disciplinary Committee composed of: i. The college Secretary as Chairperson; ii. The college OSA Coordinators; iii. The student’s adviser or the Department Chairperson; iv. The CSC president. v. The college Faculty Association President 2. Investigation of serious or grave offenses shall be conducted by the College

Disciplinary Committee composed of the following; i. VPAA as Chairperson;

ii. Director of OSS; iii. Dean(s)/Director(s) of the student(s) involved;

iv. President of SSC; and v. Legal Officer/Chief Administrative Officer

vi. SSC Adviser vii. Faculty Association President or representative

b. Services 1. Responsible for the grievance procedure involving non-academic matters. 2. Resolve conflicts between or among students/or student’s organization. 3. Responsible to solve cases of students and imposes penalties based on

approve policies guidelines.

Article 2. Academic Guidelines and Procedures Section 1. Grading System The College shall have a uniform grading system-using numbers from 1.0 to 5.0,

where 1.0 is the highest. The performance of graduate and undergraduate students shall be graded at the

end of each term or semester in accordance with the following system; 1.0 -99-100% 1.4 -94% 1.8 -89% 2.25 -84% 2.7 -79% 1.1 -98% 1.5 -93% 1.9 -88% 2.3 -83% 2.75 -78% 1.2 -97% 1.6 -92% 2.0 -87% 2.4 -82% 2.8 -77% 1.25 -96% 1.7 -91% 2.1 -86% 2.5 -81% 2.9 -76% 1.3 -95% 1.75 -90% 2.2 -85% 2.6 -80% 3.0 -75% 4.0 -Conditional (for Mid-term only) 5.0 –Failed UW –Unofficial Withdrawal Drop. –Officially Dropped a. Removal of Incomplete (Inc.) Grades. The grade of “Inc.” shall be given if a student fails to

take the mid-term or final examination or fails to comply with other requirements of the course. A student who receives an “Inc.” as a final grade shall be given two (2) semesters to remove his/her deficiency otherwise such “Inc.” shall automatically become a “5.0” (Failed). A form for removal of “Inc.” shall be available at the registrar’s office.

b. The cumulative grading system is used for computing the final grades. (BOT Res. No. 80 s.

2004) c. A passing mark of “3.0” shall be given to students with “Inc.” in justifiable cases such as

instructors going on absence without leave or when the physical presence of the faculty is not possible.

d. A grade of “4” could only be given as amid-term grade. The student however, could be given

a passing mark or a failing grade of “5” as a final grade depending on his/her performance after the mid-term.

e. A “Dropped” mark shall be given to students who dropped subject/s either with the

permission of the College Dean or due to excused excessive absences means more than 20% of the required contact hours for the semester. A grade of “5.0” will however be given to students with unexcused excessive absences.

In graduate courses, the requirement for graduation shall either be a general grade of “2.0” or better in all formal courses. If the student fails to obtain grades, which carry graduate credits as required by the particular graduate program, the College rules on scholastic delinquency shall be applied.

Manner of Realizing Grades a. The class cards should be so designed in a manner that there is a perforation at one side for

the issuance of the mid-term grades to students. b. The Office of the Registrar shall be responsible for the release of students’ grades. Grade

sheets should be submitted to the said Office within a minimum period of two weeks after the final examination.

c. Class cards shall be mailed to the parents/guardians of students within three week after the

final examination. Section 2. Academic Load The regular load of graduate and undergraduate students shall be in

accordance with the prescribed curriculum in a semester for certain program/course. A graduating student with a satisfactory academic record may be permitted to

carry an additional load of one or two subjects in his/her last semester provided that the total number of allowed loads does not exceed the maximum of thirty (30) units, and provided further, that his/her college Dean allows it.

The normal load of six (6) units during the summer term is prescribed, but in Justifiable cases the college Dean may allow up to nine units. (BOT Res. 07, s. 2005)

On the graduate level, full-time students are allowed the normal load of 9 units

or a maximum load of 12 units. A graduate student employed on a full-time basis is allowed an academic load of not more than 9 units in any semester, unless he/she has the prior approval of his/her Dean for a heavier load.

Section 3. Attendance Regular attendance is required of all students. Attendance is counted from the

first day of regular classes to the end of the same as reflected in the approved academic calendar year, regardless of the student’s enrolment.

A student who has incurred absences of more than 20 percent of the required

total number of class hours and laboratory periods in a given semester should not be given credit and considered “Dropped”

Rules for attendance shall be strictly followed in all academic units of the

College, including the NSTP and Physical Education. In the graduate studies and other courses, however, the Dean may modify the rules with the approval of the VPAA.

Excuses for absences shall be made in accordance with the rules and regulations of the college. Excuses shall be valid for time missed only. All work covered by the case during the absence should made up to the satisfaction of the instructor within a reasonable period of time.

When the number of hours lost due to absences reaches twenty percent of the

prescribed hours of the schedule work in one subject, the faculty concerned may prescribe a longer attendance requirement to meet the special needs otherwise the student shall be dropped.

A student who for unavoidable cause absents himself from classes must obtain

an excuse letter from either the adviser or the Dean to be presented to the instructors concerned no later than the second class session following his return. In case of illness where the absence is for five days, a medical certificate must be secured from the College Medical Clinic or from a government/ private physician.

Section 4. Maximum Residence Rule Residence refers to the number of years or terms required of a student to

finish a course. An undergraduate student must finish the requirements of a course in any

college within a period of actual residence equivalent to a maximum of 1.5 times the normal length prescribed for the course; otherwise he shall not be allowed to re-enroll further in the college.

Section 5. Cross Registration A student’s program of study must be approved by the Dean and the College

Registrar. No student is officially enrolled until he/she has a) accomplishment enrolment from duly approved by the registrar; b) paid the required fees; c) secured his/her class cards and actually reported for classes; and d) submitted his/her credentials within the prescribed period.

Cross registration within the College. No student shall be registered in any

other unit of the College without the permission of the Dean or Director where he/she is presently enrolled. A form is accomplished for cross registration purposes. A student who requests permission to cross register to courses in another college should first complete his/her registration and payment of fees in the college where he/she is presently enrolled. The total number of units of credit for which a student may register in two or more colleges in this college should not exceed the maximum number allowed in the rules on academic load.

Cross registration from another institution. A student who registered in

another institution and who wished to cross register in the College must present a written permit from his/her Dean and from the College Registrar. The written permit should state the total number of units for which the student is registered and the subjects that he/she is authorized to take n the College.

Section 6. Student Transfer A student wishes to shift to another college/unit must first seek advice from

the Guidance Counselor of the releasing college. He/she must also have: a) A permit from the Dean to transfer from the college he/she attended; b) A complete copy of his/her grades; c) Passed the screening requirements in the college he/she is shifting to d) Application for shifting approved by the Dean of the receiving unit. e) Not obtained two or more failing grades in his/her present course/program. f) Not finished fifty percent (50%) or more of the required units his/her present course.

The student shall file an application for this purpose through the Dean of the

College where he/she is presently enrolled. This application shall be endorsed to the Dean of the College/Unit where the new course is being offered. Once admitted. The letter shall request for his/her records evaluation of subjects before he/she can be enrolled.

Section 7. Changing of Subjects/Transfer to Other Classes Change of subjects or transfer to other classes shall be made only for valid

reasons, which shall be stated in writhing and approved by the College Dean. Changing of subjects shall be within one week after the close of registration and shall only be allowed upon payments of the corresponding fee. After this period, no changing of subjects or transferring to other classes shall be allowed. The subject to change shall be considered dropped. (BOT Res. 125, s. 1996).

Section 8. Leave of Absence Students who will leave the College should file a leave of absence with the

Dean/Director and College Registrar. Those who left the College for at least one semester shall return on the

specified time. Failure to return the specified time disqualifies him/her from re-admission unless he/she files an extension of his/her leaves.

Leaves should not be more than two years unless under very meritorious cases. He/she must present his/her clearance and grades of the subjects taken during the last semester of his/her attendance as certified by the College Registrar.

Section 9. Incomplete Grade The grade of “Inc.” shall be given if a student fails to take the mid-term or final

examination or fails to comply with other requirements of course. A student who receives an “Inc.” as a final grade shall be given two (2) semesters to remove his/her deficiency otherwise such “Inc.” shall automatically become a grade of “5.0” (Failed). A form for removal of “Inc.” shall be available at the registrar’s office.

Section 10. Dropping of Subjects Deficiency/Retention Policy

a. One Subject Failure A Student who fails in one subject at any time shall in the succeeding term

carry a load which is one subject (of equivalent unit) less the load allowed for his course during the current semester.

b. Probation

A student who obtaining two (2) failing marks at the end of the term will be under probation during the following semester and may be allowed to take not more than 12 units.

A student who unofficially drops three or more subjects without written

consent from the parents will be under probation. Failure to drop officially the subject/s may result to a grade of “5” or “failed” in the subject/s concerned.

Probation may be removed upon passing all the subjects carried during the

term he is on probation. A student may allow repeating a subject not more than twice. c. Dismissal A student who under probation and still receives a failing mark in one of his

subjects at a particular term shall be dropped from the rolls of college. A student who obtains three or more failing grades at the end of the

semester shall be dropped from the roll of the college. However, he/she may be re- enrolled upon petition in writing approved by the College Dean, provided the failure has been incurred for the first time. The maximum academic load that may be granted to such students is nine (9) units.

d. Withdrawal from the College 1. Permanent Disqualification Any student shall be permanently barred from the re-enrolled in any unit or

school of the College on the following grounds: i. Poor Academic Performance- student is dropped from the rolls of any of the

College due to poor academic performance (handbook) as governed by rules on dismissal.

ii. Complete Failure- the student failed in all his subjects for the term/semester. iii. Dismissal due to violation of the rules and regulations of the college.

Permanent disqualification shall not apply to cases in which the failing

grades of the students were due to his/her unauthorized dropping of the subjects and not due to poor academic performance as certified by the instructors concerned.

Section 12. Honorable Dismissal. A student in good standing who desires to leave the College shall present his clearance and a receipt for a transcript of record to the Registrar for the preparation of a certificate of Honorable Dismissal. The certificate indicates that the student leaves the Colleges in good standing as far as character and conduct is concerned.

A student who leaves the Colleges, for reason of suspension or expulsion due to disciplinary action shall be entitled, permitted to receive the transcript of records or a statement of the disciplinary action rendered against him. He shall not be entitled to an honorable dismissal.

Section 11. Graduation Requirements No students are recommended for graduation unless he/she has completed all academic and other requirements prescribed for graduation.

a) Clearance of Deficiencies. During the first three (3) weeks after the opening of

classes in each of the first tow (2) semesters or in the first week of the summer sessions, the Dean or his/her duly authorized representative shall certify to the College Registrar, a list of candidates for the next commencement exercises. The College Registrar, in consultation with the departments heads concerned in the case of student majoring in his/her respective departments, which qualifies his/her respective department, shall inquire into the academic records of each candidate with a view of ascertaining whether he/she has fulfilled all other requirements, which qualifies hi/her to be a candidate for graduation.

All candidates for graduation must have their deficiencies made-up and their records cleared not later than five (5) weeks before the end of the last semester in which the students is currently enrolled.

Section 12. Graduation with hours

Students who completed their courses with the following weighted average, computed on the basis of credits, shall graduate with honors inscribed in their diplomas:

Cam Laude 1.75 to 1.50 Magna Cum laude 1.49 to 1.25 Summa cum Laude 1.24 to 1.00 Computation of the weighted average should be carried to the third (3rd)

decimal place and rounded up to the second (2nd) decimal place; provided, that there is no grade of five (5.0) in his/her subject in the curriculum taken at the Colleges.

Grades obtained in all enrolled academic subjects prescribed in the

curriculum including physical Education shall be included in the computation. The term academic subject does not included Social Arts subjects and NSTP subjects.

Students who are candidates for graduation with honors must have completed in the college at least 75% of the total number of academic credits for graduation and must have residence therein for at least two (2) years immediately prior to graduation. In the computation of the final weighted average of students who are candidates for graduation with honors, only credits earned while in residence shall b considered.

Students who are candidates for graduation with the hours must have taken

during each semester not less than fifteen (15) units, unless the taking of a lighter load was due to justifiable causes.

Section 13. Commencement Exercises Attendance during the general commencement exercises is compulsory.

Students maybe excused from participation for valid reasons. Graduating students who cannot participate in the general commencement exercises due to justifiable reasons must write a petition to the President through their Deans or their duly designated representative one month before the commencement exercises, to be recorded by the Registrar.

a. Application for Clearance

i. Students who are already graduated and those who wish to transfer to another school must submit a duly accomplished clearance form before he/she is allowed to apply for any of the following documents; transcript of records, certificate of good moral character, honorable dismissal and others.

ii. Clearance forms are available at the Office of the Registrar.

iii. No student will be issued his/her credentials unless he/she has been cleared of all accountabilities.

Article 3. Rules and Regulations on Students Activities Section 1. Organized Student Activities

These rules and regulations shall apply to all organized student activities, namely the student government, other student organizations, the student publication and all school-related activities by “bona fide” students of the College.

Section 2. General Policies a. Establishment of Organized School Activities

Subject to the limitations of these RULES AND REGULATIONS, the establishment and operation of any organized student activity in the College shall provide a forum for academic and personal interaction among students, faculty and administrative staff, as well as provide a medium for more productive endeavors towards the attainment of the goals of the College and that of society; provided, however, that the activities shall be along the psycho-physical and socio-cultural development of the student; and provided

further, that such activities shall be approved by the College President or his/her duly authorized representative.

b. Duties of the Director of Student Services

1. Takes charge of the direction and supervision of the organized student activities conducted by the students of the College.

2. Implements the rules and regulations governing organized student activities for

the purpose of maximizing the potential of students. 3. Performs other duties assigned to him/her from time to time. c. Responsibilities of the Director of Student Services

1. Formulates, recommends and implements rules and regulations governing organized student activities in accordance with the general policies of the College.

2. Participates in the formulation of College policies concerning the welfare and

interest of students.

3. Coordinates the activities of the students in educational, social and cultural affairs.

4. Structures and recommends the approval of the Calendar of student activities.

5. Oversees the use of the Student Trust Fund for duly approved organized student activities.

Section 3. Definition of Terms a. Student Government

The College recognizes the student government as an official unit that operates with specific powers and responsibilities concerning student affairs. The student government represents all the students as a whole. The highest student government is the SSC.

The student government is a student organization within the College that gives students an opportunity to participate and initiate in activities under its own regulation and control.

The activities conducted by the student government shall be designed to contribute to the development of students’ skills and abilities in human relations, leadership, social and academic aspects, and the development of the College.

The composition of the student government and manner of electing its officers shall be in accordance with the constitution and by-laws as ratified by the student body.

The student government shall be under the supervision of the College and shall operate within the framework of the charter or authority given. The fundamental

powers and functions of the student government shall be established, defined and limited by its constitution and by-laws.

b. Student Organization

A student organization shall be any approved association of students by curriculum year, by course or by special interest, whose officers and members are bona fide students of the College. Organizations shall be categorized as follows:

College-based student organizations

These refer to organizations that are academic in nature; belonging to a particular college, department or course.

Non-college-based student organizations

These refer to organizations that are extra-curricular in nature (socio-civic, community-oriented); whose officers and members are bona fide students from different colleges, courses and departments.

Fraternities and Sororities

These refer to non-political college-wide students organizations whose members belong to different colleges and whose primary aim is brotherhood and sisterhood with specific objectives and goals.

Religious Organizations

These refer to student organizations responding to the spiritual and moral concerns of the students.

c. Student Publication These refer specifically to the BREAKTHROUGH, the official organ of the

students. d. Curricular Students Activities This shall apply to student activities such as activity-project field trip, in-plant

visitations, off-campus and on-campus activities, supervised industrial training and other community-based programs which are intended to reinforce classroom learning.

e. Co-curricular Students Activities This shall apply to student activities such as seminars, symposia, for a,

workshops, school publications and leadership development programs, etc. which are designed to complement the student’s curricular activities

f. Extra-curricular Students Activities This shall apply some other extra-curricular students’ activities such as

dramatics, etc. whose goals are toward the discovery, utilization and maximization of students’ potentials.

Section 4. Operation of the Student Organization a. Accreditation This is the procedural aspect in operationalizing any organized student group

in the College campus, which provides autonomy to the respective students groups to establish their identity by applying for the grant of authority to operate as an organized group.

b. Pre-accreditation Requirements Before the end of the current school year, the Office of Student Services will

announce the start of the accreditation procedure for the coming school year. This measure is designed to give the different clubs/organizations an edge in the recruitment of their members for the coming school year. A Certificate of Pre-accreditation awarded to the student club/organization will serve as its passport in the recruitment of its members.

c. General Provisions on Student Organizations 1. Each student organization shall have a constitution and by-laws, which shall be submitted

to the President upon recommendation of the Director of Student Services. No student organizations shall be allowed to exist without prior approval in accordance with the following procedures.

2. The student organization requests for recognition by submitting letter of request with

attached copy of the constitution and by-laws, list of officers, members and adviser to the Director of Student Services; and

3. The Committee chaired by the Director of Student Services evaluates the documents and

recommends to the President for approval of such request. d. Application for recognition requirements 1. Any group fifteen (15) members intending to form a student organization may apply to

the OSS however, for the specific purpose of accreditation; the total membership thereof shall not be lees than twenty (20) students at the time of issuance of Certificate of Recognition. The following documents must be submitted at the time of application.

2. Accomplished application form. 3. Constitution of By-Laws

4. List of officers with their position, courses, majors, year level, addresses, birthdays and specimen signatures; no officers shall be allowed to hold more than one major position in any recognized student organization, such as president, vice president and treasurer.

5. Proposed activities for the year, a brief description of each activity and tentative dates of

implementation. 6. Letter of appointment of the faculty adviser. 7. List of members with their courses, major, address and specimen signatures and 2x2

pictures. 8. Other forms that may be required by the Office of Student Services. e. Guidelines on Accreditation of Student Organization 1. Approval of the application for accreditation shall be based on the following criteria:

i.Completion of planned activities that conform to the organization’s objectives ii.Participation in college’s program/projects/assistance in college activities

iii.Growth in terms of increase membership/expanded programs iv.Contribution to student welfare/ service to others

2. Based on the documents evaluated, the organization could be;

i.On full accreditation for one year. ii.On probationary status and is advised to perform better

3. Duly recognized and accredited organizations shall submit the following at the end of

semester/school year.

i.Financial Statement ii.Accomplishment Report of activities conducted with corresponding documents such as

letters of request, certificates, pictures, memorandum, etc.

4. Non compliance of the requirements and violation of existing guidelines, rules and regulations including those in the CNSC Code of Conduct and Discipline shall cause the automatic cancellation of the certificate of recognition given to the organization, without prejudice to any disciplinary action and/or criminal prosecution against the organization and its members.

f. Faculty Advisers 1. Each student’s organization shall have a faculty adviser recommended by the students’

organization concerned. Appointment will be issued by the OSS Director noted by the President.

2. Qualifications: A faculty adviser must be a full-time member of the College. For academically

related organizations, the adviser must be connected with the organization’s particular area. For non-academically linked organizations, the adviser should be acknowledgeable in that particular field.

g. Pledge of Commitment The faculty Adviser and the elected President of the student club/organization,

together with the Director of Student Services, will sign a cooperation of the student organization in carrying out the mission of the College and the government. This will be required from the student before the Certificate of Accreditation is awarded.

3. Recommendation for Probationary Status The Office of Student Services may recommend the probationary status of

operation of certain student organization who has applied for accreditation based on the following grounds:

On completion of the requirements

Constitution and By-laws needs to be reviewed further by the Accreditation Committee; and failure of the student organization to accomplish at least 50% of its plans, activities, projects during previous year of its operation/accreditation.

a. Any student club/organization that has been recommended for probationary status will be placed on probation for one semester. During the course of the probationary status, the student club/organization will not be allowed to request for budgetary assistance from the Student Trust Fund. The over-all performance of the student club/organization for one semester will be the determining factor in the lifting of the probationary status.

4. Channel of Communication

All matters pertaining to the operation of the organized student activities shall be coursed through the Supreme Student Council (SSC) and the Office of the Student Services (OSS). The Director of the Student Services will then direct the matter to the Vice President for Academic Affairs then finally to the College President, when needed. 5. Procedure for the Approval of Student Activities/Projects. All accredited student organizations, whenever wishing to pursue an activity/project, should express their intention to do so in writing, and should submit a list of the projects/activities to the Office of Student Services as part of the requirements for accreditation. The Office of Student Services will prepare a semestral calendar of student activities, based on the list submitted by the accreditation student organizations. This calendar will include the date, time and venue, and the required budget of the project/activity, and will be forwarded to the Vice President for Academic Affairs for recommendation to the College President, who will approve the calendar. No accredited

student club/organization can carry out or implement a project if it is not included in the Calendar of Student Activities as prepared by the Office of Student Services. 6. Report of Activities The officers of the accredited student organization, through their respective presidents, shall render a report to the Director of Student Services, ten days before the end of the semester. The report shall include the financial statement and evaluation of the activities undertaken during the semester. The officers shall likewise render an annual report at the end of the school year.

7. Formal Dissolution When the dissolution of an organization is through deliberate and voluntary action of its members, it shall be the responsibility of its President to formally issue a corresponding written notice to the school administration, through the Director of Student Services, and prior notation of such dissolution shall be indicated in the registry book of College. a. Certificate of Clearance

Whether the dissolution of the organization is deliberate and voluntary or otherwise, it shall be the right of the College to require the officers of such organization to secure a clearance from money and property responsibilities from the College authorities concerned, through the Office of Student Services, as may be called for under existing College rules.

The accredited student organization, upon reaching the end of the school year and after submitting its accomplishment and financial reports, will be issued clearance by the Office of Student Services. Such certification will be needed should the organization apply for re-accreditation the following school year.

Graduating officers of the accredited student organization will not be issued the college clearance if the required reports have not yet been submitted to the Office of Student Services.

Section 6. Operating of the Student Government

The College Student Government The Supreme Student Council (SSC) is the highest governing body is student. This body is created for the purpose of serving as a link between the administration, the faculty and the students. a. Membership The membership to the student government shall be limited to the bona fide students of the College. Every student officially enrolled in the College automatically becomes a member of the student government.

b. Constitution and By-laws. The student government shall have a Constitution of By-laws drafted and ratified by the members which shall be approved by the College President. This will guide the operation of the student government, through its set of duly elected officers of the Supreme Student Council. No student government is allowed to function in the College without prior approval of the Constitution as required by these Rules and Regulations. c. Election of Officers The officers of the student government, as provided for in the Constitution and By-laws shall be elected by the members thereof, provided that every election of officers of the student government shall be under the Commission on Student Council Election; and provided further, that such Commission on Student Council Elections has satisfactorily met the criteria in selecting the members of the Commission and is operating according to and as provided for in the Constitution and By-laws of the student government. d. Criteria in Selecting Candidates to the Supreme Student Council (SSC) Any student who wishes to run for any position in the Supreme Student Council Election must have the following qualifications:

She/he must be a bona fide student of the College.

She/he must have a residence of at least one (1) year in the college, except first year representative College Student Council.

She/he must have a good moral character as certified by the College Guidnace Counselor.

She/he must carry at least 3 units during the time of his/her filing of candidacy; candidates should present the photocopy of his/her registration form.

She/he must have a general weighted average of 2.5 for the SSC and no failing grades for the CSC during the school year previous to the filing of the candidacy.

She/he must be physically and mentally fit as certified by the public physician.

She/he must not have criminal records.

She/he must file a leave of absence from any accredited student club/organization before filing his/her candidacy and must show proof of resignation upon proclamation as winner.

e. Channel of Communication All activities to be pursued/sponsored by the Supreme Student Council and the different college councils will have to be coursed through the Office of Student Services, then endorsed it to the Vice-President for Academic Affairs and finally to the President of the College. f. Report of Activities

The officers of the Supreme Student Council (SSC) and the different college student councils are vested with the responsibility of reporting to the student body their accomplishments for the school year that they had been elected to their posts. Likewise, they are required to report to the student body their financial standing with regard to the use of the Student Trust Fund, one month before the end of the school year. g. Accomplishment Report The Supreme Student Council (SSC) and the different college student councils are required to submit to the Office of the Student Services an accomplishment report which will be posted on bulletin boards for the information of the entire student body. h. Financial Report A financial report is likewise required from the Supreme Student Council and the college student councils. This will have to be reported by the SSC Treasurer, audited by the SSC Auditor and noted by the SSC Chairperson. This same financial report will have to be posted on college bulletin boards for the information of the entire student body. i. Deadline for Submission of Reports The Supreme Student Council and the college student councils are required to submit the reports a month before the end of the school year. j. Certificate of Clearance An officer of the Supreme Student Council or the college student councils, graduating or non-graduating, will not be granted a Certificate of Clearance by the Office of Student Services if the accomplishment and financial reports have not yet been duly submitted a month before the end of the school year. k. Financial Accountability Only the Chairperson, Treasurer and Auditor of the SSC, club or organization will be held liable to the College administration and student body with regard to the required financial report the end of the school year. In the same manner, all other persons who are proven to be directly involved in the handling of the finances of the student government, club or organizations are also to be held liable. No Certificate of Clearance will be issued to the accountable officers and persons unless the required report has been duly submitted.

Section 7. Student Publication a. Campus Publication

The institution allows a campus publication to serve as a vehicle for dissemination of information, for learning and value formation. The institution recognizes the right of the faculty, personnel, and students to form and operate campus publications for their development, welfare and other purposes in accordance with existing laws and acceptable moral standards. Student Publication- A student Publication is published by the student body through an editorial board and publication staff composed of student selected through fair and competitive examinations. Editorial Board- in the tertiary level, the editorial board shall be composed of student journalists, who have passed the qualification and standards of the editorial board. They must likewise maintain a satisfactory academic standing. Security of Tenure- A member of a publication staff must maintain his/her status as student in order to retain membership in the publication staff. A student shall not be expelled or suspended solely on the basis article he or she has written or on the basis of the performance of her duties in the student publication. Tax Exemption- Pursuant to paragraph 4, article XIV of the Constitution, all grants, endorsements, donations, or contribution used actually, directly and exclusively for the promotions of campus journalism as provided for this Act shall be exempt from donor’s or gift tax. The term publication as used in this Code refers to all newspapers, magazines and other printed media that are authorized, financed or sponsored by either the College or the student body. This includes the yearbook or annual publications of the faculty and student, which are financed through subscription. The Campus Journalism Act of 1991 (RA 7079), and the rules and regulations necessary for its effective implementation in coordination with the officers as mentioned is Sec. 9 of the Act, shall be the legal basis of student publications of the College. The following shall be adopted in so far they are not inconsistent with the said Act:

1. Editorial policies and content must conform to existing laws; 2. There must be no image building or personalized publicity; 3. Whenever possible, a section for art and culture should be provided; 4. No society page or its equivalent is allowed; and 5. The writing style must be simple and readable.

The student Publication shall be devoted to news and other articles that are of general interest to the student, and it shall not be used as a medium for promoting personal or sectional interest. Each student publication shall have its own Editorial Board of Examiners. This board shall have the power to determine the number of members to constitute the Editorial Staff based on the requirement and nature of the publications. They shall prepare and administer the examination for the selection of the different members of the official Student Publication Editorial Staff. The Editorial Board Examiners (EBE) shall be the faculty of the different College of the College who shall be recommended by the respective Deans on the basis of their journalistic talents, training and experience. The EBE shall be appointed by the President upon the recommending of the OSS. The publication adviser shall be selected by the President from a list of recommences submitted by the Publication Staff for that purpose. The function of the adviser shall be limited to one of technical guidance (RA 7079, Sec. 6,). All student publications shall be under the general supervision of the OSS.

Section 8. Guidelines on the Selection of Editor-in-Chief of the Student Publication and

Term of Office Editor-in-Chief of any student publication

i. Editorial Writing 60% ii. News Writing 25% iii. Lay-out and Headline Writing 15%

This competitive examination shall be given in the last week of June

to be administered by the EBE. One month thereafter, the results shall be posted on conspicuous places in the College.

Only regular bona fide student having a general weighted average of

“2.0” or better who do not have any grade of “5.0” or “Incomplete” and who did not drop any subject during the previous semester are qualified to take the examination. Candidates for Editor-in-Chief shall present a written certification duly signed by the Dean concerned that they are responsible persons of good character.

The student who gets the highest general average in the

examinations shall ipso facto qualify as Editor-in-Chief of the student publication. In case of a tie, the journalistic training and experience of the candidates shall be taken into consideration.

The Editor Staff cannot hold any elective position in the student

councils. The term of office of the Editorial Staff shall be in accordance with approved policies

Disqualification for Editorial Staff shall be in accordance with the grade requirements stated in the Student handbook.

a. Source and Disbursement of Funds for Student Publications

Student publications shall be financed out of such sums as may be allocated out of the publication fees to be paid by all students and from whatever income the publication may receive through subscription, advertisement and other services. Such funds shall be collected and be held in trust for the purpose. A student publication is published by the student body through an Editorial Board and Publication Staff composed of students selected by fair and competitive examinations. Once the publication is established, its Editorial Board shall freely determine its editorial policies and manage the publication’s funds. (RA 7079, Sec.4)

Funding of student publication- funding for the student publication

may include the savings of the respective school appropriations, student, subscriptions, donations and other sources of funds. Subscription feeds collected by the school administrator shall be released automatically to the student publication concerned.

The Editorial Staff of any student publication shall formulate a system of

disbursing, safekeeping and accounting of funds. Accounting and auditing procedures shall also be formulated to safeguard said funds.

f. Liability for Publication

The writer or author of any published article shall be held personally liable for any violation of existing laws, policies, rules or regulations governing campus publications. By the principle of command responsibility, the Editor and the Publisher shall also be held liable.

g. Propriety of Printing

The Editors shall exercise discretion as to propriety of materials submitted for publication. When in doubt, they should consult the Bureau of Standards for Mass Media or other authorized agencies. They shall always uphold the freedom of the press within the bounds of law. Censorship shall be exercised only on materials which violate the laws governing publications of the Code of Journalism.

h. Press Articles by Students

Any student who publishes an article or writes a letter to the press and wants to be identified as a student of the College shall affix to his/her own name of the College in which he is registered together with the word “Student”.

e. Specific Activities

All meetings, field trips, industrial visits or social functions of student held inside or outside the campus shall have prior recommendation by the Director of Student Services and approved by duly constituted authorities. f. Student Participation in Controversial Social issues Participation of students in controversial social issues shall be governed by the principle that the task of the College is to train leaders of thought and action for the general citizenry. For this purpose, the students of this College are encouraged to take intelligent interest in controversial social issues. The students shall be free to express their views with limitations, among which are: Participation of students in parades, demonstration, mass meetings, programs and similar activities that are organized or promoted by parties or interest groups authorized by the College and those that interfere with the classes and other activities of the College; Students who take part in any of the aforementioned activities shall not exhibit any symbol, which tends to give the impression that they represent the College; Opinions expressed by the students during the activities mentioned above do not reflect the official position of the College; All student shall at the times observe laws and regulations and shall always act with fairness, tolerance, moderation, and respect for opinions and feelings of others bearing in mind that education stands for broadness of views and for appreciation and understanding of principles; and All students are expected to be courteous and considerate in all occasions and to behave in a manner befitting men and women of refined and good breeding.

Section 9. Guidelines on Holding on and Off-Campus Student Functions and Assembles a. General Guidelines

1. All types of student functions and assemblies must be motivated by worthwhile objectives. Such objectives should be consistent with the objectives and mission of the institution and with the trust of sponsoring recognized student organization. 2. Student functions and assembles can be conducted and/or participated in by securing the approval of the authorities concerned through the OSS (or through the academic deans if the activity is co-curricular in nature). An application form shall be acquired from the OSS. The accomplished from shall be submitted to the same office 30 days before the conduct of the proposed activity. Submission of the other pertinent requirements and observance of all OSS prescribed rules and regulations in the conduct of such functions/assemblies are vital for the approval of the proposed activity. 3. In case the student functions/assemblies would require the use of campus facilities, a separate arrangement with the authorities concerned should be made by the

sponsoring organization, group or club, as soon as the OSS Director has approved the activity. 4. Seminar/Workshop or other related activity that will be held overnight shall require (in addition to other requirements) written permission from the parents/guardian. 5. A copy of the evaluation of the activity must be submitted to the OSS Director and OSS Chairman of the unit for reference and record purpose. b. Specific Guidelines 1. Social Affairs or Parties

i. Admission charges which may be deemed necessary should be minimal with the revenue going toward defraying the cost of the music, decorations, refreshments and the like. Receipt are needed for this purpose

ii. A social affair conducted under the school’s auspices or in school property should be properly supervised by the faculty adviser and others who may be authorized to do so. The services of an ROTC officer or two, in addition to security guards, may be employed for the occasion.

iii. A social affair may be extended beyond eleven o’clock in the evening provided; security measures submitted to OSS are strictly observed and directly supervised by the adviser and officers of the concerned student organization.

iv. Whether held inside or outside the campus, the sponsoring group, organization or club should include in the plan the safe conduct of the participants from the affairs venue to their homes.

v. Ban on social affairs and other social organization activities shall be observed one (1) week before the start of the preliminary, midterm, and final examination. This is to ensure that all academic activities.

2. Fund Raising Projects

i. A fund raising activity must be motivated by an objective that is consistent with the objectives and mission of the institution and with the thrust of the sponsoring recognized organizations.

ii. All fund-raising activities must secure the opinion of the College Treasurer, Deans, OSA Coordinator and the approval of the Director of Student Services.

iii. Tickets or any related materials must never be released without the approval from the OSS Director.

iv. In the case of a raffle project, objects to be offered as prizes must be displayed at some central place on campus before the raffle. If the prize is in the form of cash or small items, such should be publicly announced thru posters before the raffle date. The list of winners must likewise b publicly proclaimed thru the bulletin boards or blackboards around the campus.

v. Student organizations, groups or club granted permission to hold fund-raising project/activity must submit a financial report to the Office of Student Services signed by the president/treasurer and adviser of the organizations ten (10) working days after the termination of the activity

3. Symposium, Forum, and other Seminar/Workshop- type Activities

i. Activities of this nature which are intellectually stimulating must be well-planned, properly motivated by a genuine need supplement regular curricular programs and are sponsored by an organization directly connected with the institution.

ii. The need for a symposium, forum, etc. must be drawn from a desire to fulfill the objectives and mission of the College.

iii. Persons to be invited as speakers are those who have distinguished themselves in their respective discipline or endeavor and can contribute to the educational objectives of the college as well as the sponsoring organization.

iv. The institution may withhold its approval when it has established that the invited speaker is a person who advocates or espouses the use of violence and disruptive measures to achieve one’s end; and/or a person who has maliciously impugned the good name of the institution and its administration.

c. Mechanics for Securing Approval

1. The following information should be specifically presented in the said application form:

i. Social affairs or party Objectives Nature of the activity Name of the Sponsoring organization/group Place where it will be held Manner of the security to be enforced Amount (if there is monetary contribution) Expected participants

ii. Fund-raising activity Name of the sponsoring organization/group Objective/s Nature of the activity Targeted market/clientele Date/s of implementation Intended prizes (if there are prizes involved) Ticket prizes (if there is ticket involved) Venue Beneficiary Manner as to how the funds shall be used Financial projection and the budget plan Brief description of how the project shall be implemented

(mechanics) iii. Symposium, forum, etc.

Objectives Date Venue

Time List of prospective speakers and their curriculum vitae Intended participants Charges, if any Tentative program Financial plan (if necessary)

2. The application form should: i. Contain the financial budget plan ii. Signed by the president of the sponsoring organization/club/group

iii. Noted and properly endorsed by the faculty adviser iv. Approved by the authorities concerned d. Participation in Outside Activities

The student may not participate in any outside activity- contest, play, band, exhibition games, symposium, society or group as representative of the College without written authorization from the Office of the Student Services and the Dean concerned.

1. Any recognized student organization which wishes to conduct a student

activity outside the school premises should seek formal approval from the OSS.

2. Application for a permit to hold an outside activity must be submitted thirty days before the proposed activity. Such application should include the following data: name of the organization, purpose of the activity; and an endorsement from the adviser of the organization concerned.

3. All off-campus activities of recognized student organizations must be closely supervised by their respective faculty adviser.

4. Activities sponsored and/or co-sponsored by any organization outside of the institution shall not be allowed without the approval of the OSS.

e. Guidelines for Processing Out-of-Province Travels.

1. Invitation of the educational activity, if any. 2. Proposal for the educational trip based on curriculum as reflected in syllabus

of the course. 3. Student group insurance. 4. Parental consent/waiver. (Form attached) 5. If charges will be made against Trust Funds, a resolution requesting release of

fund. 6. Resolution from student organization 7. Resolution from the Parent-faculty Association 8. Strategies to carry out the objectives in places to be visited. 9. Precautionary measures/standard of behavior to be observed 10. Evaluation technique.

Processing of the request shall be in accordance with the following route:

1. 1st Endoresement from the College Dean

2. 2nd Endoresement from the OSS Director 3. 3rd Endoresement from the VP for Academic Affairs 4. 4th Endorsement-Approval from the President

Upon return submit a Narrative report including contributions received and expenses incurred duly supported by official receipts to the College Dean copy furnished the OSS. To allow ample time for review of the proposal, the request must be submitted at least one month in advance of the expected date of the trip. f. Student Assembly A student assembly shall mean convocation, symposium, seminar, workshop, procession, march, demonstration, rally or any other form of meeting held by duly recognized student organizations within the campus for such purpose as the discussion of issues, presentation of a lawful cause, expression of an opinion, or petition for redness or grievances. 1. Assemblies organized by the students shall be regarded official if they are in

accordance with the prescribed rules and regulations of the Board of Trustees and the institution.

2. No assembly will be allowed without the approval of the Office of the Student Services in consultation with the Office of the President,

i. Any recognized student organization may sponsor a student assembly and apply for a permit.

ii. The application for a permit shall be forwarded to the Director for Student Services thirty (30) working days before the proposed activity, stating the following:

Title of the activity Objectives Date, time and duration Place or area where the activity shall be held Estimated number of participants Invited guest and/or speakers, if any Leaders and/or organizers of the activity

The College reserves the right to invoke pertinent laws in cases where non-

students, outsiders or unrecognized organizations attempt to organize illegal assemblies or conduct other illegal activities.

Section 10. Socio-Cultural Program. The student government and other accredited student organizations can hold a literary, musical or socio-cultural program or debate or discussion of some public issues, provided however, that such request shall follow the calendar of College activities Section 11. College Calendar of Student Activities

All accredited student clubs and other accredited and the student government (college student councils and the Supreme Student Council) will have to submit to the College through the Office of Student Services an annual Calendar of Student Activities which will have to be completed by the Office of the Student Services. This Calendar of Student Activities should follow strictly the rules pertaining to the conduct of student activities by the students. Such calendar will have to be approved by the President through the Office of the Vice President for Academic Affairs as endorsed by the Director of Student Services. No group of students can carry out an activity or implement a project if it is not included in the Calendar of Activities of the College. Section 12. Use of College Premises and Facilities a. The use of the College premises and facilities shall have prior approval from the President

of the College or any of his/her authorized representative through the Director of Student Services.

b. Only accredited student clubs and/or organizations are entitled to the use of all available

facilities. c. The officers of the concerned student organizations shall be responsible for the damages

to college properties and facilities incurred during such student activities. Section 13. Posting of Announcements (Section XII, CNSC Code) a. All students posting announcements in the campus should bear the approval stamp of

the OSS. Posting includes notices of organizational meetings, assemblies, announcements, messages, and the like provided that they are not contrary to law and school policy.

b. The duration of posting announcement is one (1) week. If in any case the postings will exceed the time period specified, the permission of the OSS should be secured.

c. It is the responsibility of the one who does the posting to remove it after the expiration date.

d. Posting shall be made only on areas prescribed by the OSS such as the Dean’s Office and bulletin boards. Posting in unprescribed areas shall be removed and the organization/person shall be subject to disciplinary action.

e. The use of cloth streamers and the like should bear the stamps of OSS. The duration for this type of posting is eight (8) school days.

f. Students caught defacing; mutilating or removing posters within the standard posting period shall be subjected to disciplinary actions.

g. Any person/organization posting announcements without the approval of OSS shall be penalized accordingly.

h. Posters and streamers from outsiders/ outside organizations should secure approval from OSS.

i. Posting which are political propaganda as determined by the OSS are prohibited. Reference: Student Manual (Manual of Operation for State Colleges and Universities (CHED)

Section 14. Chaperonage All dances, picnics, excursions, student group activities and other social functions shall be properly chaperonage. The class advisers and/or student club/organization adviser/s have the responsibility of chaperoning such activities of students. A waiver or parental consent should be presented to the Director of Student Services when activities are to be conducted outside of the College. Section 15. Faculty Adviser All curricular, co-curricular and extra-curricular activities of the students shall be under the supervision of the faculty adviser/s. All designated faculty adviser/s shall be present in all affairs of the student organization they supervise. All decisions affecting the conduct of the activity shall be bear the approval of the faculty adviser/s. Section 16. Norms of Conduct a. Dress Code for Students. All students must wear the prescribed uniform inside the campus except on “Wash day”

Male students must maintain a neat and appropriate haircut.

Earrings for men, nose ring for men and women and other unnecessary body decorations are not allowed.

b. “Wash Day” Implementing Guidelines Every Wednesday of the week is declared as “Wash Day” for CNSC students to

enable to wash their uniforms. Hence, students could wear civilian clothes on the day mentioned subject to the following guidelines:

1. Male or female students must be in decent and appropriate attire inside the school premises. The following attire shall be prohibited:

i. short pants and sleeveless shirts for men. ii. Sleeveless, strapless or spaghetti strap and hanging blouses for women. iii. Rubber slippers, bakya iv. Miniskirts, tight fitting skirts, walking shorts, short pants. 2. The Student’s Identification Card should be worn inside the campus at all times. Lost ID

should be reported to the Office of Student Services within 48 hours who in turn will arrange for its replacement.

c. Wearing of Prescribed Uniform All students must wear the prescribed college uniform unless for certain valid

reasons he/she has written permission from the Director of OSS which he/she must present upon demand.

Students who have no classes but who come to school for research for other non – academic purposes must wear the uniform.

Students who are not in uniform shall not be allowed inside the College campuses.

Students are likewise required to wear the shop/laboratory uniforms during their shop/laboratory periods, the prescribed P.E. uniform during their P.E. classes and the NSTP uniform during their NSTP classes.

d. I.D. Requirements Every student shall wear the official identification card (I.D.) at all times inside

the College Campus. e. Hair Cut for Male Students

Male students shall maintain a clean and decent haircut regardless of whether the student is enrolled in the ROTC or not.

Article 4. Student Code of Conduct and Discipline

In all situations, CNSC Students Code of Conduct shall used on matters pertaining to students discipline and code of conduct.

Section 1. General Rules and Regulations a. Students of the CNSC are free to participate in co-curricular activities and to express their

views and positions of any public question/issue subject to the following conditions:

Their participation shall not excuse them from attending classes and fulfilling other requirements of the CNSC

Their participation thereat, if the said activity is without the knowledge and formal consent/approval of the school Administration concerned, shall be strictly on their own personal responsibility.

b. The college name and/or title shall not be used to promote a play, skit, farce or any other

similar act that shall be staged/presented outside of CNSC without the previous authorizations and approval of the Director of Student Services or the Dean of the College or Unit, as the case may be.

c. Only a CNSC student or student organization duly recognized by the Office of Student

Services during the current school year may be allowed to publish and distribute written materials, or put up posters, signs, properties or assets. Each copy (and each page) of the proposed written materials must be submitted to the Office of Student Services for review, verification and stamping of the words “Approved for Posting/Distribution” as a requirement for distribution or display.

d. No student or student organization seeking to sponsor any special event or activity

associated with the CNSC may make use of the institutional name of the CNSC unless they

are/it is authorized to do so. Generally, using the institutional name by any student organization for the solicitation of gifts or money from persons or groups, off-campus, is prohibited. Permission of such solicitation may, in exceptional cases, be obtained in writing from the Director of Student Services or the Dean of the College or Unit.

e. CNSC does not tolerate hazing, hence, no hazing or initiation rites in any form or manner by

fraternity, sorority or organization shall be allowed inside or outside the campus of the state college involving students of the college

f. Students should handle funds, mail matters, or any important papers entrusted to them,

either by the CNSC or any of the student organizations with paramount care and responsibility. g. Use of facilities & other school properties. All students have the responsibility and duty to

observe and maintain cleanliness and orderliness of its campus and facilities, exercise proper care and diligence in their use. Any damage to or loss of such facilities/properties shall be repaired, replaced or paid for by the student concerned. If done deliberately, additional penalty shall be imposed.

h. Campus Security & Curfew. Only bonafide students shall be allowed inside the campus.

Visitors shall be required to sign the logbook and are required to present and leave their ID’s for identification. Such ID’s shall be returned on their way out the campus. The security guard, may, if paraphernalia. No student shall be allowed to stay within the College premises beyond the Curfew time of 6:00 PM, unless upon a written permission from the Dean or OSS Director has been issued.

Section 2. Students’ Behavior Within the College Campus a. Student must behave properly and/or observe religiously the prescribed rules and

regulation during flag raising ceremonies and retreats. b. Every student should help maintain peace and order inside the campus at all times by being

orderly, courteous and respectful. c. Students should wear the prescribed school uniform during regular school days, school

activities and/or other days when wearing of such uniform is deemed necessary and/or required.

Wearing of a valid ID while inside the College premises is mandatory. In case of loss of ID,

such fact should be reported to the Office of the Student Services upon presentation of an affidavit of loss signed by the Dean of the unit. Upon application and payment for a replacement ID, gate pass can be secured at the Security Office. The gate pass is good only for 5 days without extension.

d. Student must exert positive effort to keep the school clean and attractive. They should not

spit just anywhere and should observe the proper use of garbage cans and wastebaskets for the disposal of waste, paper and other trash.

e. As the institution has adopted a smoke-free campus, all students are prohibited from smoking anywhere inside the school premises. They are likewise encouraged, for health reasons and environmental concerns to quit the habit of smoking.

f. Playing basketball or other similar games during class hours, except during PE classes is

prohibited, unless otherwise authorized in preparation for forthcoming athletic meets. g. No one is allowed to carry firearms, knives and other deadly weapons in the campus except

when such instruments are essential in the performance of such vocational projects sanctioned and approved by the instructors concerned and with the prior clearance from the respective Deans. However, when these instruments are used to cause alarm, panic and danger, the erring students shall be subjected to disciplinary measures.

h. Students are presumed to have read all bulletin board notices concerning them. Tampering

of duly authorized notices or posting notices that tend to incite disorder or violence is punishable.

i. Every person posting a notice: Is held responsible to remove the same as soon as it has

served its purpose;

Should take pains to avoid errors in grammar, spelling or punctuation, or logic as such errors will put the school in bad light;

Should write his name or the source and should display such notice only in those places approved by proper school authorities for posting.

j. Students should not block, obstruct or otherwise hinder or interfere with passage through

doors, corridors or stairways. k. during academic functions or activities, students;

Must refrain from making unnecessary noise

Should not enter or leave the hall while a speech or performance is going on unless it is necessary

Should give the usual courtesy of standing when the guest of honor arrives and leaves after the program.

Should help maintain peace and order. l. During vacant periods, stay in the room, student center or library and study. Loitering in the

corridors, while classes are going on is prohibited. m. For smooth flow of traffic, student should always keep right especially in corridors,

stairways. The entrance and exit marks should be followed strictly.

Section 4. Behavior inside the Classroom a. A student wearing clothes unbecoming of a student or behaving in an improper manner

inside the classroom shall be dealt with accordingly. b. A student should at all times be attentive. He should stand when reciting or addressing the

teacher. Complaints or clarifications should be asked courteously.

c. Students should be in their classroom on time. They should stand when the teacher/instructor enters the room and remain standing until asked to sit down. Visitors should be accorded the same courtesy.

d. Students who are to occupy the classroom should wait outside quietly until the students

from the other class have vacated the room. They should not leave the room at the end of the period unless dismissed by the teacher.

e. Cell phones should be switched off while inside the room f. Students violating the required behavior inside the classroom shall be sent to the guidance

office for proper actions. A misbehaving student may be sent out of class by instructor and shall be considered absent. Corresponding complaint may be reported to the OSS Director.

g. Classroom cleanliness and orderliness. All students are expected to do their part in

maintaining the cleanliness and orderliness of the classrooms by disposing litters and trash in the proper places. They shall likewise avoid writings, drawings on chairs, walls, doors, ceilings, etc. Before leaving the classroom, ensure that chairs are properly arranged and that all writings on the board have been erased.

h. Examination procedures

Requirements must be complied with first

Cheating of any kind during examination is prohibited and punishable under this code.

Strict silence is required during examination. However, students are allowed to ask only from the examination proctor for clarification on ambiguous matters without disturbing the class unless expressly permitted, the use or possession of notes and calculators is strictly prohibited

Copying and/or allowing somebody to copy one’s answer is a grave offense.

No student is allowed to leave the examination room after the test has started. Permission to leave may be granted only for personal necessities. Precautionary measures must be taken to maintain the integrity of the examination.

Violation of any of the above section is a sufficient cause to give the student a failing grade for the examination aside from other penalties.

Section 5. Attendance a. Excuse slips duly signed by proper authorities shall be required of student who were:

absent from class

cutting classes or absent from required school activities

habitually tardy

Excuse letters shall be obtained from parents and/or guardians in cases of minor students and/or students who are of majority age but still wholly dependent on their parents for support. Thereafter, said letter should be noticed/signed by the guidance counselor then presented to the teacher concerned not later than the following session of the class on the date of the student’s return. Excuses are valid for the official class

time/period missed only. All work covered by the class during the absence that shall be made up to the satisfaction of the teacher within a reasonable period of time.

b. Failure to return within a reasonable time, after permission to leave class has been granted

or leaving the room without permission, shall be considered an absence c. Students representing the school in athletic meets, seminars or co-curricular activities who

present their designations attested by school officials and approved by the dean prior to their participation in co-curricular affairs shall be considered excused in all their classes, provided they will present written permits duly signed by the proper authority

d. A student who incurs absences of more than 20% of the number of class or laboratory

periods during the school year or term shall be given a failing grade and be given no credit for the course or subject. Furthermore, the School Head may at his discretion exempt students who exceed the 20% limit for reasons considered valid and acceptable to the college. Such discretion shall not excuse the student concerned from the responsibility in keeping up with the lessons/assignments and taking examinations when indicated.

The discretionary authority is vested in the Dean of the college concerned, an d

may not be availed of by student nor granted by a faculty member without the consent of the Dean.

Section 6. Student Discipline a. Classification of offenses – Offenses are classified into three: minor offenses, less grave

offenses and grave offenses depending on the gravity or depravity and effects on the reputation and welfare of the college.

The following are considered minor offenses:

MINOR OFFENSES PENALTY

1st OFFENSE

2nd OFFENSE

3rd OFFENSE

Cheating during quizzes Reprimand 1 day suspension

3 days suspension

Non-wearing of ID Reprimand 1 day suspension

3 days suspension

Non-wearing of prescribed uniform violation of the dress code

Reprimand 1 day suspension

3 days suspension

Leaving the classroom, laboratory room without permission from instructor concerned

Reprimand 1 day suspension

3 days suspension

Littering Reprimand + cleaning the mess

1 day suspension + cleaning the

mess

3 days suspension + cleaning the

mess

Loitering along corridors that will create disturbance during classes

Reprimand 1 day suspension

3 days suspension

Unauthorized sit-in classes Reprimand 1 day suspension

3 days suspension

Possession of pornographic literatures and magazines

Reprimand +

confiscation

1 day suspension + confiscation

3 days suspension + confiscation

Smoking in the classroom and in unauthorized areas

Reprimand 1 day suspension

3 days suspension

Entering the college premises under the influence of the liquor

Reprimand 3 days suspension

5-7 days suspension

Picking of flowers and uprooting of agricultural and ornamental plants

Reprimand + restitution

1 day suspension +

restitution

3 days suspension +

restitution

Joining or recruiting students to join unrecognized clubs or organizations, fraternities, sororities

Reprimand 1 day suspension

3 days suspension

Non-attendance in flag ceremonies by students who are within the premises of the school

Reprimand 1 day suspension

3 days suspension

Violation of legally posted signs Reprimand + restitution

1 day suspension +

restitution

3 days suspension +

restitution

Misuse of school facilities which causes damage/injury to the facility/school property

Reprimand + restitution

1 day suspension +

restitution

3 days suspension +

restitution

Disturbance of public order Reprimand 1 day suspension

3 days suspension

Misbehavior during flag raising Reprimand 1 day 3 days

ceremonies suspension suspension

Commission of a minor offense for the 4th time shall warrant the suspension of the student for one (1) semester.

The following are considered less grave offenses:

LESS GRAVE OFFENSES 1st OFFENSE

2nd OFFENSE

3rd OFFENSE

Abusive and discourteous behavior toward college officials, faculty members, students use of indecent and vulgar language spitting in front of teachers slamming tables and chairs, banging doors and windows other analogous cases

8-15 days Suspension

16-30 days Suspension

Suspension for 1 semester

b. entering the college premises under the influence or prohibited drugs

16-30 days suspension

Suspension for 1 semester

Dismissal

c. verbal insult upon a member of the faculty, admin official, employee

8-15 days suspension

16-30 days suspension

Suspension for 1 semester

d. inflicting harm on a fellow student 8-15 days Suspension

16-30 days suspension

Suspension for 1 semester

e. illegal possession of deadly weapons and/or pyrotechnics

8-15 days Suspension + confiscation

16-30 days Suspension + confiscation

Suspension for 1 semester + confiscation

f. vandalism and intentional damage of property regardless of cost and includes

8-15 days Suspension + restitution

16-30 days Suspension + restitution

Suspension for 1 semester + restitution

1. tearing, defacing library books, magazines, periodicals

8-15 days Suspension + restitution

16-30 days Suspension + restitution

Suspension for 1 semester + restitution

2. writing or drawing on the walls or pieces of furniture

8-15 days Suspension + restitution

16-30 days Suspension + restitution

Suspension for 1 semester + restitution

3. breakage of windows, showcases, cabinets and malicious manipulations of electrical and mechanical device

8-15 days Suspension + restitution

16-30 days Suspension + restitution

Suspension for 1 semester + restitution

4. unauthorized erasure/removal of official notices and posters from bulletin boards

8-15 days Suspension + restitution

16-30 days Suspension + restitution

Suspension for 1 semester + restitution

5. teaching burning, tampering and falsifying official documents

8-15 days Suspension + restitution

16-30 days Suspension + restitution

Suspension for 1 semester +

restitution

g. drinking and/or bringing alcoholic drinks in the campus drunkenness or bringing intoxicating drinks within the college jurisdiction

8-15 days Suspension

16-30 days Suspension

Suspension for 1 semester

h. conducting activities inside or outside the school using the name of the institution unofficially

8-15 days Suspension

16-30 days Suspension

Suspension for 1 semester

i. irregularities in handling school funds 8-15 days Suspension + restitution

16-30 days Suspension + restitution

Suspension for 1 semester + restitution

The following are considered grave offenses

GRAVE OFFENSES 1st OFFENSE 2nd OFFENSE

3rd OFFENSE

1. cheating during major examination Grade of 5.0 in the subject/course

Suspension for 1 sem

dismissal

2. plagiarism Grade of 5.0 in the Subject/course

Suspension for 1 sem

dismissal

3. forgery or alteration of official documents

16-30 days suspension

Suspension for 1 sem

dismissal

4. knowingly furnishing false information about the College, its officials, faculty and students

16-30 days suspension

Suspension for 1 sem

dismissal

5. coercing students not to attend classes or any academic activity

16-30 days suspension

Suspension for 1 sem

dismissal

6. oral defamation committed against a person

16-30 days suspension

Suspension for 1 sem

dismissal

7. theft or damage of any college property or property of any member of the College

16-30 days suspension + restitution

Suspension for 1 sem + restitution

Dismissal + restitution

8. gross immorality 16-30 days suspension

Suspension for 1 sem

Dismissal

9. engaging in any form of gambling within the premises of the college

16-30 days suspension

Suspension for 1 sem

Dismissal

10. membership in any outlawed organizations

16-30 days suspension

Suspension for 1 sem

Dismissal

11. any conduct w/c threatens or endangers the health and/or safety of any person inside the college premises without provocation

16-30 days suspension

Suspension for 1 sem

Dismissal

12. bribery 16-30 days suspension

Suspension for 1 sem

Dismissal

13. Hazing Suspension 1 semester

Dismissal Expulsion

14. grave threats Suspension 1 semester

dismissal Expulsion

15. gross dishonesty Suspension 1 semester

dismissal Expulsion

16. asking another student to take an examination for him/her or doing it for another

16-30 days suspension

Suspension for 1 sem

Dismissal

17. lending/borrowing ID from another 16-30 days suspension

Suspension for 1 sem

Dismissal

18. habitual violation of school rules and regulations

Suspension for 1 sem

b. Penalties that can be imposed:

1. Reprimand – a reprimand is a written censure for minor violations of the rules and regulations of the college.

2. Restitution – restitution is imposed on students for loss, damage or misappropriations

of school property, property of any student, faculty member or school official. It may be in the form of payment of the value of the property lost or destroyed; or rendering of appropriate service in case of damage or injury caused to properties

3. Confiscation – consists of seizing the object of offense which shall be considered

evidence against the offender. In appropriate cases, confiscated object/s shall be turned-over to the parent/guardian or to the proper authorities.

4. Suspension – Suspension is a penalty which excludes a student from classes and other

privileges or activities for a definite period of time with possible reinstatement, a written undertaking of future exemplary performance from the student as attested to by the parent/guardian shall be required. Unless otherwise specified, number of days of suspension refers to calendar days.

The college may suspend an erring student during the semester or year.

Suspension which will exceed the 20 percent of the prescribed school days shall be subject to review by the College President. Suspension which will involve the loss of entire year or semester shall not be effective unless approved by the BOT. Absences due to suspension are unexcused absences and thus may be a cause for the dropping of the student.

5. Dismissal/dropping from the college – A college may drop from its roll during the

school year or semester, a student who is found after investigation to have violated rules and regulations of the College, CHED and the laws of the land. This penalty is equal to termination of the student’s status. Once a student is dismissed for cause, he becomes ineligible for admission. Decision for dismissal/dropping from the college needs the confirmation of BOT and CHED.

19. any act committed that will bring dishonor to the college

16-30 days suspension

Suspension for 1 sem

Dismissal

OFFENSES PUNISHABLE BY EXPULSION

1. hitting a member of the faculty/admin official, employee

Dismissal Expulsion

2. illegal possession of firearms Dismissal Expulsion

3. illegal possession of deadly weapons and/or explosives

Dismissal Expulsion

4. active offensive involvement or participation in melees (rumbles)

Dismissal Expulsion

5. engaging in drug trafficking Expulsion

6. Expulsion – This is an extreme form of administrative sanction which bans the student from all private and public schools throughout the Philippines. To be valid and effective, the penalty of expulsion requires the approval/confirmation of the BOT and CHED.

7. Other accessory penalties. Anyone who is found guilty of any violation of this code and

meted penalty of more than one week suspension shall be ineligible from receiving college academic honors and other awards. They shall likewise be disqualified from being members of or to continue as Editorial staff of the campus publication or officers of the SSC or other student organizations.

8. Awarding of diploma or issuance of copies of official academic records may be

suspended pending a disciplinary case against the student until resolved and outcome implemented

9. Penalties shall only be imposed after due process. 10. Penalties imposed by the college on/ against a student for violation of any school

regulations shall be without prejudice to any civil or criminal action that may be taken against the victims or by proper authorities under the laws of the Philippines.

11. The following circumstances shall be considered in determining the degree of violation

and the appropriate penalty to be imposed: a. previous records of student b. degree of malice involved c. the position, age, sex of the aggrieved person d. established precedence e. amount of damage caused; f. presence of mitigating and/or aggravating circumstances; and g. other circumstances, such as conduct and attitude during the investigation c. Commencement of Action 1. Written complaints duly signed are required although students may complain verbally,

provided that the Director of OSS or OSS chairman will prepare the necessary complaint, using the form for complaint and have it signed by the student complainant.

2. For minor offenses, a case is commenced by a complaint or by an official written report

from any school official filed with the Director of OSS or OSS Chairman specifying therein the acts or omissions which constitute a violation of this code or other school regulations, attaching therein evidence and other relevant materials.

3. For less grave offenses and grave offenses, a case is commenced by an official written

report of violation from any school official or a verified complaint with the Director of OSS or OSS Chairman specifying therein the acts or omissions which constitute a violation of this code or other school regulations together with relevant evidence.

4. Anonymous complaints will not be entertained.

d. Recording, assignment of case number and case name. 1. To have a complete and continuous record of all cases, they shall be recorded, assigned

a case name and number. 2. Upon filing of every case, the details of the case shall be entered in an official entry

book kept for the purpose, specifying the person/s charged, the complaint/s, his witnesses, if any, the date of filing and the substance of the charge

3. The case shall be assigned a number which shall consist of a 3-digit number, which shall

correspond to the nth order of the case based on the date of filing, and a 2-digit number which corresponds to the year which it was filed.

Example: Case No. 035-06, which means that it is the 35th case filed for the year 2006. A case shall bear the same number from its commencement until the

enforcement of decision, except those which had been appealed or under review, which shall have a corresponding suffix of A or R, as the case maybe.

e. Disciplinary Committee 1. Composition A unit Disciplinary Committee shall be charged with investigations of Minor

offenses, except those subject to summary procedures, and less grave offenses. The composition of such is as follows:

The College Secretary as Chairperson;

The College OSS Chairmen;

The student’s adviser of the Department Chairperson;

The CSC president; and

The College Faculty Association President

The College Disciplinary Committee: shall investigate serious or grave offenses. The committee is composed of:

VPAA as the Chairperson

Director of OSS

Dean (s) /Director (s) of the student(s) involved

President of SSC;

Legal Officer / Chief Administrative Officer

SSC Adviser; and

Faculty Association President or representative 2. The presence of majority of the members of the committee is required for valid

proceedings. 3. Disqualifications. Any member of either of the committees may voluntarily inhibit if

he/she is related to any party up to the 4th civil degree of consanguinity or affinity and/or for just and valid reasons.

4. Powers and Responsibilities of the Disciplinary Committee

Preserve and enforce order during the hearing

Compel compliance with its orders and processes

Compel attendance of persons to testify and/or compel production of documents

Keep an accurate record of all proceedings

After hearing and based on the evidences presented, render a decision on the guilt or innocence of the student offender and recommend the appropriate penalty. The decision should be in writing.

Forward the complete records of the case to the OSS Director f. Rights of the respondent 1. To be presumed innocent unless proven otherwise. 2. Not to be subjected to any penalty except upon due process of law 3. To defend himself personally or through a counsel or representative of his own choice. 4. To ne convicted on the basis of substantial evidence, this had been introduced at the

hearing, the burden of proof being with the complainant. 5. To face the witnesses or controvert documentary evidence against him/her 6. Pending final decision on any charge, to enjoy all his rights and privileges as student,

subject to the power of the OSS Director to order the preventive suspension of the respondent for not more than 15 days where necessary to maintain security of the college

g. Investigation procedure. All offenses, except minor offenses which are subject to summary

procedures shall follow the procedure below. 1. The OSS Director shall initiate the covering of the Unit Disciplinary Committee of the

College Disciplinary Committee as the case maybe, and endorses the complaint/official report to said body. Together with the complaint or official report of violation from a school official, the OSS Director shall include the past records of violation of the student, if any.

2. The Unit Disciplinary Committee/College Disciplinary Committee shall draw up the

charges and serve the same upon each respondent. 3. The respondent shall be required to answer in writing within three days from receipt of

the charge/s. 4. A notice of hearing shall be sent to all parties at least 2 days before the schedule. 5. Hearings shall begin not later than one week after receipt of the respondent’s answer

or after the expiration of the period within which the respondent should answer, the duration of hearing should not last beyond two months.

6. Failure of any party to appear during hearings after due notice and without sufficient cause, shall cause the hearing to proceed ex parte without prejudice however to the party’s appearance in subsequent hearings.

7. Within fifteen days from the termination of hearing, the committee shall decide on the

resolution of the case. A recommendation signed by a majority of the members, stating the findings of fact and specific regulations upon which such recommendation is based shall be forwarded to the college Dean or the OSS Director. Dissenting opinion in a resolution, if any, should be indicated in the report/resolution.

8. The OSS Director or the Dean, as the case may be, shall serve/communicate the

resolution to the parties concerned. 9. Finality of decision – any decision, other than expulsion, dismissal/dropping from

college or suspension for more than 30 days shall become final and executory after 15 days from receipt of the decision by the respondent unless within such period, a motion for reconsideration of the same or an appeal is filed, in which case the decision shall be final after 15 days from receipt of the action on the motion for reconsideration or appeal.

10. Instead of a motion for reconsideration, respondent may appeal to the President.

Decision on appeals shall be made within 10 days from receipt of such appeal. 11. All other penalties as recommended by the respective committees and imposed by the

College Dean or the OSS Director in excess of those mentioned in the preceding articles shall be subject for review of the President, who can impose a penalty of up to 1-month suspension.

12. Penalties exceeding 1 month suspension can only be imposed by the BOT subject to

approval by CHED on certain cases. h. General Guidelines on the Conduct of the Trial and Investigation and imposition of penalties The Committee shall act on any case upon the proper endorsement of the

College Dean or the Director of the OSS. 1. In case the conflict is between students of different colleges, the complainant may file

his complaint in his own college and the Unit Disciplinary Committee of his college shall coordinate with the Dean of the college of the accused for proper endorsement in proper forum.

2. Offenders, complainants and witnesses facing the weight of the penalty shall be

discouraged from giving false and malicious statements and testimonies. 3. The Disciplinary Committee where it may find suitable to the interest of its

department and for practical matters shall adopt quasi-judicial methods and principles for parliamentary procedures in its proceedings.

i. Procedure during the hearing. The chair directs the secretary to read the charge and specifications. 1. The chair ask the respondent how to pleads – guilty or not guilty – first to every

specifications in order, and then to the charge. 2. If plea of guilty is entered to the charge, there need be no trial, and the meeting can

proceed directly to the determination of the penalty after hearing a brief statement of facts.

3. If the plea to the charge is not guilty, the trial proceeds in the following order, the chair

first explaining all the steps, then calling for each of them in sequence: (1) opening statements by both sides-complainant first, followed by the respondent; (2) testimony of witnesses and documentary evidence produced by the complainants; (3) testimony of defense witnesses; (4) rebuttal witnesses on behalf of the complaint and on behalf of the defense, if any; (5) closing argument by both sides.

4. Up until the completion of the closing arguments, no one is entitled to the floor except

the counsel or representative of the complainants and respondents; and they must address the chair except when questioning the witnesses.

5. Direct examination, cross examination, re-direct examination, and re-cross examination

of the witnesses is permitted, and witness can be recalled for further testimony as the occasion may be dictate.

6. When the closing argument has been completed, the case is considered submitted for

resolution. 7. The members of the committee shall vote on the guilt or innocence of the offender. 8. In case of offenses punishable by dismissal from college and/or expulsion, a unanimous

decision of those who actually participated in the proceedings shall be required. Otherwise, the penalty next lower in degree shall be imposed.

j. Records of every case. The proceedings of all investigations shall be set down in writing by a competent

secretary. Original records pertaining to student discipline shall be under the custody of OSS Director. Such records are confidential and no person shall use and/or have access to such for whatever purpose unless he has a legal right which cannot be protected or vindicated without access to such records. For this purpose, a written request shall be forwarded to the OSS Director, who will, considering the merits of the request, shall act accordingly. Any official or employee who is found to have violated this rule will be subject to appropriate sanctions.

For cases which were decided under the summary procedures, the OSS Chairman

shall submit to the OSS a monthly report of cases acted upon, including all the records of the case.

k. Definition of terms

Persons in Authority – Teachers, professors and officials charged with the supervision of public or duly recognized private schools, college or university.

Agents of persons in authority – any person who comes to the aid of persons in authority.

Melees – a confused, often noisy mixing of people in proceedings or in a public place.

Hooliganism – an act of vandalism and violence in public places.

Drug trafficking – an illegal trade or selling of prohibited drugs

Bribery – the offering of money or other incentives to persuade somebody to do something dishonestly or illegally.

Outlawed organization – an unrecognized organization engaged in unlawful activities.

Deadly weapons – any device designed to inflict injury or death when use especially to an opponent.

Offense – an infraction of any rules and regulations of the school for which an investigation has been conducted in accordance with these rules and the student has been found guilty thereof and a corresponding penalty has been meted out in the determination of the number of offenses for the purpose of imposing the penalty, offenses committed in all units of the College shall be considered.

Plagiarism – a piece of written work or an idea that somebody has copied and claimed as his or her own.

Forgery – the act of making of producing an illegal copy of something that looks genuine, usually for financial gain.

Due process – the process by which offenders must be informed in writing of the nature and causes against them, and have the opportunity to be heard before judgment

Gambling – participation in any game of chance for money or other stakes

Hazing – as used in the Act in an initiation rite or practice as a prerequisite for admission into membership in a fraternity, sorority or organization by placing the recruit neophyte or applicant in some embarrassing or humiliating situations such as forcing him to do menial, silly, foolish and similar tasks or activities or otherwise subjecting him to physical or psychological suffering or injury.

Littering – act of disposing waste materials other than in trash cans or designated places

Loitering – the offense of standing around in a public place with the apparent intention of committing a crime.

Pending disciplinary case – a case that is still being deliberated upon by a duly constituted body

Pornographic materials – materials depicting sexual acts, behavior or parts of the human anatomy which may be in writing, photographs, magazines, videos, motion pictures an the like in order to stimulate erotic feelings, pornographic depictions exploitative of human sexuality for commercial gain.

Vandalism – malicious defacing or destruction of public or private property. l. A student tends to be identified with the college he is enrolled in wherever he goes. Hence,

the college reserves the right to refuse admission of any person who has unfavorable records as shown in his credentials or if he has been admitted, will not be entitled to remain and enjoy the privilege of education within its portal.

RULE 8

RESEARCH POLICIES AND GUIDELINES Article 1. General Policies and Guidelines Section 1. The policies and guidelines on research as provided for in this Manual shall constitute the

basic policies among which are: a. CNSC shall lead in the conduct of technology-directed and innovative/creative researchers

which are locally responsive and globally competitive; b. It shall promote national and regional development through institutional and collaborative

research, commercial application of institution-owned intellectual property and provision of research technical assistance to the community;

c. It shall create and encourage research culture by providing an open and academic

environment conducive to the faculty and provide the students with the opportunity to participate in research as part of academic training program;

d. It shall support research efforts based on their scholarly and educational merits, not on

speculation concerning the political and moral impropriety of the users which might be made on their results;

e. It shall ensure that all researches undertaken using its facilities and resources shall be in

line with its academic mandate and shall entrance the goals and mission of the College; f. It shall protect its students and personnel from exploitation and misuse by entities which

are a part to unauthorized and inappropriate research; g. It shall encourage and facilitate the interaction/collaboration of its faculty with other

scientists, colleagues and students; h. It shall assume primary responsibility for prevention, detection and investigation of

research misconduct and take action to ensure the integrity of research, the protection of the rights of research subjects and the public and the observance of legal requirements related to national and external funding.

i. The Research and Extension Council shall be the policy-making body of the CNSC for

research and extension. The Council shall consist of the Vice President for Research & Extension as Chairman, the Director of Research as Co-Chairman, ESC Director and Deans/Directors, and Managers of experimental farm as members.

j. Research programs shall be formulated in line with the mandate of the CNSC; enhance the

development of the service areas of the institution; and jibe with regional and national development thrusts.

k. Researches shall be in the areas of Biology, Physics, and Social Sciences including Humanities.

l. Research activities shall be undertaken toward the discovery or expansion of scientific

knowledge and development of appropriate technologies. The Research Center will direct its research efforts thru the extension activities in the dissemination and utilization of useful information and technologies for the improvement of the quality of life in the service areas of the College.

m. The College adopts an inter-unit, interdisciplinary, multi functional and inter-agency

strategy in undertaking research activities. n. Research plans, programs or proposals shall be in accordance to established criteria and

priorities.

Section 2. The Director of Research shall spearheaded the formulation of the research programs in collaboration with the research coordinators of each unit and deans of colleges for endorsement by the VPRE and approval by the President. All research coordinators of the different colleges/units shall consult and coordinate with the office of the Director of Research, in planning as well as implementing their research programs including the development and use of appropriate resources. Each college/unit shall organize research plans in its areas of concern and shall organize its research planning team, research team, and review team. Section 3. All research proposals, whether for the College or for an outside agency funding, shall be coursed through the office of the Director of Research for evaluation and recommendation to the VPRE and finally to the President for endorsement. Research proposals within the domain of a college or unit should be properly submitted to the research center for evaluation and incorporation in its projects/programs, which shall be endorsed accordingly. Section 4. All research programs and projects funded by outside funding agencies shall be covered by a Memorandum of Agreement (MOA) executed on behalf of the College by the President and the researchers concerned. A copy of MOA shall be furnished to the Office of Director/Deans concerned, Research Director, the Vice President for Research and Extension, the President and other offices concerned. CNSC shall engage only in collaborative research projects, which are supportive to its programs and/or beneficial to its clientele. Section 5. Each research project shall be written upon completion by the researcher concerned. Copies of terminal report shall be furnished to the division or department, or college, the Director of Research, the VPRE, the Office of the President, the funding agency (if outside CNSC) and other offices concerned. Semi-annual or annual status of progress reports of all on-going research projects shall likewise be submitted through the Center/Institute or College to be integrated by the Research Director before submission to the VPRE, the President and other offices requiring them. Section 6. An annual budget pf Php. 20, 000. to 60, 000 shall be allocated for local research to the institute and colleges with duly approved agency-funded research projects for administrative maintenance and operations known as overhead cost. No honorarium incentive or personal services will be granted for agency-funded research. Research proposals endorsed by the College and recommended for agency funding shall carry a budget for direct cost in the conduct of the project.

Proposals qualified for institutionally funded research are applied researches only. Student’s researches that will qualify for evaluation based on these guidelines and policies could also avail of the allocated local research fund. Section 7. The College/units shall concentrate on their identified thrusts and areas of concern. If they need special expertise in some field or discipline, they should tap the services of the faculty researchers from other colleges/SUC through the Research Director, who will forward the request to the Dean concerned. The Dean will also submit his recommendation of action, through the Research Director to the coordinators of College/units on the action taken. Section 8. The research facilities in all units of the College shall be opened for use by other units on a first come first served basis. Priority will be given to the college/unit that maintains or operates the facilities. Section 9. The College has strengthened linkages with BCARRD, BCIERD, BFAR, DA and LGUs and other local agencies. However new institutional linkages shall be established for possible foreign assistance. These linkages will be facilitated in close coordination with the directors and deans concerned. Section 10. The linkage between the researchers and extensionists shall be reoriented to increase efficiency and effectiveness of technology transfer and utilization. This involves four thrusts: a. Technology Evaluation System b. Technology Transfer c. An effective Organizational Arrangement of Technology Transfer d. Documentation and Evaluation of the Impact of the Utilized Technology Section 11. A technology documentation, application and promotion division shall be established. It shall assist in the documentation of mature technologies, development and preparation of the techno-packages and other technical publications and help promote mature technologies to the end users through piloting and dissemination approaches. Section 12. It shall be a policy to continue developing and building up a strong, capable and committed research corps through: a. Institutionalization of a human resource development program for researchers. b. Regular conduct of seminar-workshop on recent trends in research. c. Mobile learning activities, fellowships, immersion and local exchange programs. Section 13. An annual award system for outstanding researchers shall be institutionalized (“Gintong Saliksik Award”). Section 14. There shall be annual CNSC in-house research review of on-going and completed projects. This shall be conducted by the Research Center. Section 15. The Labo and Mercedes Campus experimental farm shall have define areas for: (a) research; (b) student theses and laboratories; (c) model-demonstration farms to showcase the application of new technologies in production projects. The management of the experimental farm shall be established. All income derived from the conduct of research activities shall accrue to the CNSC Research fund. Such income should be considered as a revolving or trust fund for research to

augment the budget or to be utilized for the conduct of projects/activities in response to the problems/needs requiring immediate attention.

Article 2. CNSC Research Policies and Administration

Section 1. Purpose This provides a system of operationalizing the research mandate of the College. It states the policies and defines the structure and mechanisms in the implementation of research programs. Section 2. Scope and Priority Areas of Research a. Scope of Research The scope of research that the College considers for the technical evaluation and

funding are in the areas of: 1. Crop Science 2. Crop Protection 3. Soil Science

o Queen Pineapple o Pili o Rice

4. Animal Science 5. Forestry 6. Agricultural engineering 7. Business and Entrepreneurship

o Small-Medium Enterprise 8. Fisheries Technology

o Post-Harvest

o Value Added Products

o Aquaculture

o Marine/Capture Fisheries

9. Agriculture Technology

o Post-Harvest

o Value Added Products

10. Social Science and Humanities

o History

o Archeology

o Folklores

11. Information Communication Technology

o Electronic Aided Instruction

o e-Learning

12. Biotechnology

13. Biofuel

o Jatropha

14. Environment and Natural Resources

15. GAD

o Engineering Allied Technology

o Engineering designs and concepts with social/economic impact (i.e. Q.P.

peeler)

o Aqua Farm Design and Mechanization

o Post-harvest machineries for agriculture and fisheries

b. Research Priorities

The College adopts the following criteria for establishing priorities in developing,

processing and funding of research proposals:

1. Relevance to national, regional and local needs.

2. Direct contribution to human and natural resource development and ecological

improvement.

3. Applicability and profitability of the expected research results.

4. Urgency of need for solving problems or for attending the areas of development

5. Rational and sustainable management of natural resources.

c. Programs Strategies

1. One system, one program

2. RD/E networking

3. Networking Strengthening

4. Collegial bottoms-up approach and satisfactory agenda setting and program planning.

5. Enhancing private sector participation

Section 3. Functions of the Research Center Under the direct supervision of the Research Director, the Research Center shall: a. Take leadership in developing the colleges’ Research and Development Programs b. Plan and implement priority research and development activities in response to the

needs of the stakeholders - Facilitate exchange of expertise vis-à-vis SUCs, consortia and Research network

members among others. - effect sharing of resources and equipment especially in the pursuit of a common

project - institutionalize strong linkage between and among the Research Network members,

industry, stakeholders and clientele - foster inter-agency coordination and collaborative undertaking in addressing the

needs of the communities - Facilitate responsive promotion, planning and implementation of approved research

undertakings.

c. Oversee the implementation of a comprehensive program for research to enhance,

support, consolidate and make full use of capabilities. - To set policies, in accordance to the criteria required by funding

agencies/institutions. - Fund out sourcing shall be vigorously pursued by tapping other research

development. - Serve as the clearing house for all research projects developed in the different units

for endorsement to agencies outside the college.

Utilizing the required expertise in these units, the Center will be the research arm of the administration; thus, it will take a lead role in developing and implementing institutional researches. Administration, including financial management of research programs of the academic units will be decentralized to their respective proponent unit/s. Guided by the following definition of terms, R & D agenda and program shall be pursued: Section 4. Definition of a Center. A Center is a unit for specialized services and training, including academic related program/projects in research, extension and production. It does not award degrees. It is headed by a Director (DBM NBC No. 12-13, 1982). Section 5. Duties and responsibilities of the Research Director. The Research Director shall have the following duties and responsibilities: (CNSC College Code, Art. 32). - Act as head of the research center of the college - Prepares and submits to the President operational guidelines and research policies for the

effective implementation of plans, programs and projects of the office; - Prepares and submits Comprehensive Development Plan for research programs for

inclusion in the annual budget proposal; - Prepares and submits action plan and programs for the institutionalization of research; - Evaluates work performance of personnel under his/her supervision and recommend to

the President for appropriate action; - Exercises direct supervision in the administration of the research office in the different

academic units; - Prepares and submit quarterly reports of accomplishments of the office and facilitate the

preparation of research/project proposals and initiate its submission for funding; - Conducts training workshops and seminars for the research capability building and

preparation of research(es) and project(s)/proposal(s); - Establishes linkages with government funding agencies, NGOs, foundations and

international organizations and sustain such linkages; - Coordinates with other heads of departments, Deans, Directors and other officials of the

college in order to achieve research objectives and programs; - Publishes result of researches of the College; - Advises the President on matters pertaining to research program of the college; - Recommends the appointment of another research leader if the researcher is unable to

continue the project recommends termination of project due to unsatisfactory or disrupted implementation and

- Performs such other duties and functions that may be assigned by the President. Section 6. Duties and Responsibilities of the Assistant Director for Research (CNSC College Code,

Art 33)

- Assists the Research Director in evaluating the performance and capability of the office relative to research output and activity;

- Assists in preparing a comprehensive research development plan along national, regional and institutional priority commodities and disciplines;

- Chairs the planning, evaluation and publication committees of the research office; - Represents the research director in all research activities when necessary; - Conducts independent researches relative to his/her field of specialization; and - Performs other functions as may be assigned by the President.

Section 7. Duties of the Evaluation and Monitoring Team

- Monitor the status of projects to ensure that programs and outputs are in accordance with the plans

- Monitor project resources to determine if these are being used efficiently and are available at the right time and in accordance to the prescribed/specified amount

- Provide necessary feedback on project control so that prompt corrective measures can be done

- Provide feedback necessary in planning and evaluating projects - Evaluate completed projects to identify status of technologies generated or verified.

(PCARRD Manual of Operation)

Section 8. Duties and Responsibilities of the Core Planning Team. Core Planning Team is a group of selected and identified staff of CNSC who are tasked to:

- Plan and coordinate the college research program - Review prioritizes and complements the R & D programs/projects - Identify regional/provincial flagship R & D programs/projects and their integrative

components with emphasis on complementation - Develop and design an integrated R & D agenda to support the flagship program - Formulate and recommend mechanisms for evaluating and monitoring R & D projects

(PCARRD Manual of Operation)

Section 9. Ask the Research Team. The Research Team is a group of identified faculty and staff from the different units of CNSC who are tasked to:

- Generate research proposal. - Conduct reviewed and approved researches in line with their expertise. - Present the conducted research during the agency in-house review, consortium regional

review and, if so warrant at the national level - Coordinate for the production of publication (R & D Journal) for dissemination.

Section 10. Functions of the Review Team. Review Team is composed of the Research Coordinators and commodity/discipline specialists whose functions are to:

- Review and give recommendations on research program/proposals based on relevance, feasibility, viability, and applicability and endorse them to the Research Director

- Determine the direction of research in specific commodities/disciplines and be involved in the evaluation of research

- Assess the status of a particular commodity and identify the priority R & D.

Section 11. Functions of the Research Coordinator. Research Coordinator is the representative of the College/unit to the Research Center whose functions are to:

- Spearhead/initiate research activities in his/her respective units. - Coordinate with the concerned individuals regarding the formulation of the unit’s research

directions, policies and guidelines as well as programs and projects - Coordinate and monitor research activities of faculty, personnel, graduate and

undergraduate research of the unit - Coordinate with the extension office of the unit in formulating strategies to effectively

disseminate research - Assist in the supervision and implementation of student theses, feasibility studies and

special problem - Prepare and submit to the Dean/head of unit and Research Director periodic monitoring

and accomplishments reports relative to research. - Conduct research (CNSC Research Center, Manual of Operation)

Section 11. Functions of the Research Council. The Research Council is the policy-making body of the Research Center. It is composed of the following: VPRE who acts as Chairman, Director of Research as Co-Chairman, Director of Extension, College Deans/Directors, Manager of experimental farm as members. Their functions are to:

- Formulate policies, guidelines, rules and regulations governing research for the effective and efficient operation of CNSC Research Center.

- Approve the plans of the Center - Approve and endorse plans and budget - Review and evaluate performance of the Center.

Article 3. Research Proposal Development and Processing

Section 1. Institutional Research The development and processing of research proposals follow this system: a. Research Proposal Development 1. Develop division/department research programs in accordance with priorities. 2. Encourage development of interdisciplinary research b. Processing of Research Proposals 1. Division/Department Level: i. Proponents develop proposals using standard format

ii. Division/department Review Team reviews overall relevance and technical aspects of proposals and endorses acceptable proposals to the college Dean/Director

2. Colleges or Unit Level: i. College Dean/Director reviews and comments on the proposals. ii. Dean or Director indicates comments and transmits proposals to the Director of Research

(DR) 3. Research Center: i. Director of Research transmits proposal to the Research Center Review Team (RCRT) ii. RCRT evaluates proposals. iii. RCRT transmits to DR appropriate comments and recommendations on the proposals. iv. DR reviews the proposals and returns them to the proponents together with notations

through the Dean/Director. v. Proponents take appropriate action and return them back to DR thru channel. vi. DR endorses through VPRE for funding and implementation of recommended proposals. vii. VPRE endorses to the President for funding, research implementation and deloading. Section 2. Stages/Flow of Research Proposal Evaluation Figure 2. Flow of Institutional Research Proposal

Section 3. Externally Funded Researches. These are researches where funding supports come from outside or external funding souces. a. Proponents develop proposals using the specified format by the agencies concerned.

Research proposals have to pass the same process as what have been done to institutional researches; however, the President will endorse the reviewed proposals to the concerned funding agencies for consideration and evaluation. (Please refer attached appendices for flow charts of project proposals).

RC

record

review

endorse

Research Center Review Team

for evaluation

NO, needs revision Yes, With joint recommendation of Dean and RC Director and VPRE

Proponent

Unit Review Team

With recommendation from Dean

President, CNSC

For final approval and deloading

j

Figure 3. Flow of the Externally Funded Research Proposal

Section 4. Implementation of Approved Researches To facilitate and have better communication between the researcher and the CNSC, the RD

and the offices concerned must be furnished a copy of approved researches for implementation. 1. The President through the RD shall issue appointment(s) of program/project study leaders

and copy furnishes offices concerned. 2. Fiscal Management a. Research Leader b. Prepares necessary financial requirements in accordance with approved budget. c. RD d. All requisitions, vouchers and payrolls must pass through the RD for approval by the

President or his duly delegated representative. e. Office of the Supply officer f. Procures materials and equipment g. Notes property accountability of researcher(s). h. Office of the Accountant i. Certifies the availability of funds j. Performs bookkeeping for research funds administered by the CNSC k. Office of the Internal Audit l. Inspects materials and equipment purchased. m. Audit disbursements. n. Office of the Cashier

RC

record

review

endorse

DOST Council

PCARRD-Agriculture PCMARD-Fisheries PCIERD-Energy & Industry

Yes

endorsed

DBM

funding

CNSC

implementation

NO, needs revision

Proponent

Prepare proposal

Unit Review Team

With recommendation from Dean

BCARRDD

BCI E R D

Evaluation

o. Pays the cost of materials and equipment purchased and the salaries/wages of personnel.

p. Office of the budget Officer q. Sees to it that funds are spent according to their budget of research projects/programs. 3. System of Reporting Research leaders are required to submit progress and terminal reports. a. A semi-annual or annual report (RC Form 1.1 & 1.2) concerning the progress of the

research work and submitted by the research leader to the RD. Offices concerned are copy furnished.

b. A complete terminal report (RC Form 4) is submitted to the RD and VPRE by researchers upon termination of the project.

Section 5. Means of Sharing Research Output The College encourages the sharing of data and information derived from research undertakings by: 1. Sponsoring a scheduled research reviews, symposia or for a. 2. Promoting and supporting a responsive publication directed to varied audiences. 3. Recognizing the CNSC Research journal and publication of professional societies as outlets of

research works of the College researchers. 4. Using applied communication channels to disseminate timely research results for specified

clientele. Section 6. Incentives for Promoting Research The following incentives are extended to the researchers: 1. An ETL of 9 units for program leader; 6 units for project leader; 3 Units for study leader in his

workload for research work in accordance with established policies; guidelines and procedures of the CNSC. In case of a team research ETL equivalent will be divided among the members.

2. Honorarium may be given for research services subject to the established policies, guidelines and procedures of the CNSC.

3. Credits are given as resource persons in the presentation of their research outputs and in

the publication of their research works. - The cash incentive of PhP 5,000.00 shall be given to researcher(s) who are able to

publish his/their work in a national and international journal - The cash incentive of PhP 5,000.00 shall be given to researchers who are able to publish

his/their work in a referred national and international journal (per approved BOT res. No. 69, s 2005)

4. Awards shall be given to researchers with outstanding achievements in accordance with the Gintong Saliksik Incentive per Board Resolution No. 13 S. 2005.

5. Faculty members involved in research projects, as Project/Study leaders could request transfer to cumulative leave status if they cannot enjoy the teacher’s leave privilege. This is equivalent to 1.25 days sick leave and 1.25 vacation leave or a total of 2.5 days for summer period. This could mean that accrued leave credits earned could be monetized.

Section 7. Research Income Income derived from the conduct of research projects shall accrue to the CNSC Research funds. Section 8. Research Calendar To have systematic and timely submission of research proposals and to hasten approval by various funding agencies, schedules below are to be observed. 1. For Internal Funding January – submission of capsule research proposals to the respective coordinators February – pre-evaluation by the respective coordinators March – endorsement of the research proposal by the Dean or Unit Heads to the CNSC –

Research Office Section 9. Research Reports.

To facilitate the process of implementing the policies and guidelines of research the following reports/formats are to be accomplished:

1. Research Semi-Annual report 2. Research Annual Report 3. Progress R&D Report

4. Terminal R&D Report 5. Research Terminal Report 6. Summary Report of Research Income 7. Format for Research Proposals 8. Agriculture and Fisheries Format 9. CHED Format 10. DOST Format 11. Research Proposal Routing Slip Article 4. Policies and Guidelines for Undergraduate Thesis Writing (Research 1 & 2) Feasibility Study, Business Plan and Senior Project

Section 1. Research 1 is a course offered in the College of Education, College of Arts and Sciences, College of Agriculture and Natural Resources and Institute of Fisheries and Marine Sciences, that deals with methods of research and the fundamental concepts of thesis writing. Research 2 is offered in the CE, CAS and CANR that deals with the actual conduct of study, data gathering, data analysis, interpretation and presentation of the study before a defense panel. While in the College of Administration feasibility study is the course offered in lieu of an undergraduate thesis. Section 2. Feasibility Study is a course, which deals with the fundamentals of conducting feasibility study.

One of the requirements to pass this course is the submission of a feasibility study/thesis. There must be a set of guidelines that will give direction in the preparation and or completion of the thesis or feasibility study. Section 3. Undergraduate Thesis Advisers, Research Instructors and Panel members 1. Thesis advisers must be a faculty of CNSC, preferably a master’s or doctoral degree holder. 2. A pool of advisers and panelists must be formed by the dean, the list of which must be duly

approved by the President and updated at the start of every school year. Said list shall serve as the reference of students in choosing their respective thesis advisers.

3. Research instructors are tasked to guide, advice, and rate students in thesis writing. Advising and

editing are considered part of instruction under the research course. 4. Research instructor can serve as the thesis adviser for the whole Research class provided it should

not exceed six research studies. 5. Student researchers may select their advisers from the list provided by the dean. The adviser is

responsible for whatever output his/her advisee may produce. 6. Research Instructor shall facilitate the oral defense, which will be conducted in the form of a

research seminar. The Panel Secretary must take notes the comments and suggestions of the panel.

7. The members of the Panel of Examiners recommended by the respective research coordinators

and approved by their deans shall come from a pool of experts and shall be chosen based from the nature and topic of the thesis to be presented.

Section 4. Qualification of the Advisers and Panel members The adviser or panel member must be a faculty member of CNSC 1. must have a master’s or doctoral degree and/or 2. must have technical expertise in the area of the feasibility study 3. must be listed as one of the pool of advisers or panel members by their respective Deans/Director. Section 5. Role of the Adviser The adviser is tasked to: 1. guide his advisee in the conduct of the research study 2. ensure that the topic is aligned with the college’ or unit’s research thrust and priorities 3. provide direction in the appropriate methodology 4. check on the form and style 5. coach on the statistical tool to be used 6. give moral and or technical support to his advise 7. coordinate whenever necessary with the Research Instructor or Research Coordinator

Section 6. Role of the Panel Chairman The Panel Chairman shall: 1. evaluate the research report comprehensively prior to the defense schedule with the aim of

providing constructive criticisms 2. initiate and lead the process of panel examination and inquiry after the researcher presented his

study 3. summarize the grades of panelists after proper deliberation and in reference to certain criteria

and grading system 4. announce the result of oral examination as agreed by all panel members 5. sign pertinent papers and recommend for the approval of the study 6. Resolve conflicts that may arise on matters regarding the conduct of oral defense. Section 7. Role of the Panel Members The Panel Member shall: 1. Make a pre-evaluation of the research reports that will be presented for defense based on agreed

criteria with the aim of improving the researcher’s output. 2. Exhaust all efforts to ensure that the study to be presented is original and was conducted

accordingly. 3. Give comments and suggestions that will enhance the study and recommend appropriate

exclusions or inclusions after thorough examination. Section 8. Role of the Panel Secretary (Note: The Panel Secretary may be the Research Instructor or one duly appointed by the Dean.) The Secretary shall: 1. Record the proceedings of the oral defense 2. Prepare minutes and reproduce copies of all pertinent papers such as list of suggestions and

recommendations, evaluation sheet etc. for distribution to all concerned specifically the student and the adviser.

3. Submit proceedings of the oral defense with the necessary attachments to the Dean’s Office. 4. Prepare and sign the list of suggestions and recommendation. Section 9. Role of the Research Instructor The Research Instructor shall: 1. guide, advise and rate their students in thesis writing 2. give direction on how to conduct research study in all stages starting from the

conceptualization, outline or draft preparation, manuscript writing and oral presentation 3. advise the researcher in terms of form and style and whenever possible on statistical

applications 4. Facilitate the oral defense in coordination with the Research Coordinator and the Dean. 5. The Panel Secretary may be the Research Instructor or one duly appointed by the Dean. Section 10. Procedures in Accomplishing the Requirement in Research 1

1. The individual or group of researchers, which may comprise of at most three members, must submit their title to the Research Instructor who will then submit said title to Research Coordinator for confirmation that the title is within the college’s research agenda and there is no duplication of title.

2. Once the title has been approved by the Research Instructor and confirmed by the Research

Coordinator, the proponent/s may start gathering materials. 3. The thesis proposal must be computerized, printed double spaced in an 8” x 11” bond paper. 4. The Thesis Format, Format of Feasibility Study and Business Plan Outline to be followed are

shown in the appendices: 5. May now seek help from their adviser as to content, organization, form and style. Proponents

must be given assistance only if they can show that they have initially done something. They must not approach any adviser with a mere research title only.

6. After the proponent/s has completed their proposal, the adviser can recommend to the

Research Instructor for the conduct of an oral title defense. 7. The thesis proposal must be presented and defended by the proponents before an oral

defense in the presence of their adviser. 8. The Research instructor who sits as secretary of the panel shall take notes all the suggestions

and recommendations and copy must be provided to the respective proponents. A secretary may also be designated as the need arises.

9. Proponents shall make the necessary revisions or modifications under the guidance of their

adviser. 10. The final copy of the proposal will be submitted to the Research Instructor with a

certification from adviser that the comments and suggestions of the panel were all followed. A checklist of the comments and suggestions and the corresponding page/s where these could be found must be attached to the thesis.

11. The output shall serve as the basis of the student’s grade during the final rating period. The

final grade for the subject shall be computed by getting the percentage weights of the mid-term and finals’ following the school’s grading system. (40% Mid-term and 60% Finals)

Section 11. Procedures in Accomplishing the Requirement in Research 2: 1. The proponents will be given orientation during the first month of their classes and must

pursue the thesis they have started in Research 1 with the assistance and guidance of their adviser and Research instructor.

2. The format for Materials and Specification to be followed is shown in the appendices:

3. After completing the manuscript, the adviser recommends to the research Instructor that his/her advisee/s is/are ready for final oral defense.

4. The Research instructor will compute the grade for final rating period of the students based

from the average rating given by the panel. But the final grade of the students must be computed following the existing rating system.

Section 12. Mechanics of the Oral Defense for Research 1 1. A week before the oral defense the proponents must submit four copies of their thesis

proposal to the research instructor. This is to give enough time for the panel to read the proposal.

2. No title defense shall be scheduled if the proposal is not submitted on time. 3. The Research Coordinator together with the Research Instructors shall facilitate the conduct

of the oral title defense not beyond the firs semester. 4. The Research Instructor shall take charge in the invitation of the Panel Members who have

the expertise in the area or topic of the research that will be presented. He/she will also announce the schedule of oral defense a month after the regular classes.

5. The Research Instructor shall take charge in the invitation of the Panel Members who have

expertise in the area or topic of the research that will be presented. He/she will also announce the schedule of oral defense a month after the regular classes.

6. The oral defense shall be in the form of a Research Seminar. 7. Criteria in rating the students in their defense are as follows: Mechanics…………………………………….10% Organization………………………………….15% Content………………………………………….30% Ability to defend the thesis…………… Mastery……………………………..25% Reasoning Ability……………….15% Emotional stability………………5% Total 100% Note: Students will have the same rating for mechanics, organization and content but for the

ability to defend the thesis may vary even if it is a group research. 8. The researches must secure a copy of the comments and suggestions from their Research

Instructor. This will serve as their guide in the revision of the manuscript. Section 13. Mechanics of the Oral Defense for Research 2 1. The proponents must submit four copies of their manuscript to the Research Instructor who

shall distributed them to the chairman of the panel, to its two other members and the adviser a week before the schedule defense to give enough time to read the manuscript.

2. No oral defense shall be schedule if the manuscript is not given on time. 3. The Research Instructors shall take charge in the invitation of the panel members who have

the expertise in the area or topic of the research that will be presented. He/she will also announce of the oral defense a month after the regular classes.

4. The Research Instructor acts as the secretary and panel members during the defense. 5. The oral defense shall be in the form of the Research Seminar. 6. Criteria in rating the students in their defense are as follows:

Mechanics…………………………………….10% Organization………………………………….15% Content………………………………………….30% Ability to defend the thesis…………… Mastery……………………………..25% Reasoning Ability……………….15% Emotional stability………………5% Total 100%

Note: Students will have the same rating for mechanics, organization and content but for the ability to defend the thesis may vary even if it is a group research. The average rating given to the panel shall be grade for the final rating period. The final grade for the subject shall be computed by the Research Instructor following the existing grading system of the school.

7. The researches must secure a copy of the comments and suggestions from their Research Instructor. This will serve as their guide in the revision and finalization of their manuscript.

8. Copies of the final revised thesis must be provided to the college library and their respective

Dean’s office. A copy of the abstract of the research work shall also be provided to the research Coordinator for reference purposes.

Section 14. To facilitate the process of implementing the policies and guidelines for undergraduate

thesis writing the following forms will be used to guide the student. 1. Request for the Thesis Adviser 2. Request for the Thesis Adviser (from the Dean) 3. Recommendation for Title/Oral defense 4. Recommendation for Oral Examination 5. Acceptance of the Recommendation for Oral Examination 6. Approval Sheet

Article 5. Guidelines and Policies on the Thesis and Dissertation of Graduate School (Per approved BOT Res. No. 29, s 1999)

Section 1. Scheduling of Oral Defense Upon the completion of the thesis/dissertation, the adviser certifies that the advisee is

ready for the oral defense. The student then submits this certification to the Dean and is given a checklist of requirements which he/she has to comply with before the oral defense is scheduled.

The Oral Defense is scheduled at 21 days after meeting all requirements. The Dean

distributes copies of the Thesis/Dissertation to the designated Oral Defense o give time to the panel members to read the manuscript.

Section 2. Rejection of the Thesis/Dissertation If the panel finds any major defect in the thesis/dissertation, he/she should at least one

week before the oral defense, notify the Dean who in turn notified the other members of the panel. The Dean will get the consensus of the panel members on whether or not the defense should be postponed. If the majority of the panel members decide to proceed with schedule examination, this will go on as scheduled. The panel should not give a failing grade after the oral defense, but may suspend judgment until after the major deficiencies shall have been corrected.

Section 3. Reasons for the Thesis/Dissertation Rejection 1. A specific requirements for the scheduling of the oral defense is not complied with. 2. The time interval between submission of the preliminary and submission of the finished

manuscript is shorter than the specific time. 3. A step in the development of the thesis/dissertation is different from that outlined in the

proposal/preliminary. 4. There is evidence of plagiarism. 5. The research design is questionable. 6. The thesis/dissertation may still require editing because of grammatical and mechanical flaw.

Section 4. Role of the Panel Members 1. The Dean. (1) The Dean shall introduce the Members of the panel and acquaint them of the

school’s policies on the conduct of the oral defense; (2) He/she shall take the responsibility of supervising the adviser and the advisee in the inclusion of all suggestions of the panel members in the final report of the thesis/dissertation, a guarantee to the panelist that these will be complied; (3) He/she should see to it that in case an adviser/panelist refuses to attend he student’s oral defense, a waiver on his/her right as adviser/panelist should be made two weeks before the scheduled date. If the adviser/ panelist refuses to waive, the Graduate School council should be convened to make a decision to prevent possible harassment of the examine.

2. Panel Chairperson. (1) He/she may conduct the oral defense for the master’s degree to last

for not more than one and one-half hours while the doctoral defense, not more than two hours in a manner where the academic integrity of the research inquiry is maintained and sustained; (2) He/she is tasked the summarization of the grades of the individual panelist after deliberating on the action to be taken on the student’s defense based on the school criteria and grading system and announce the results of examination; (3) After reviewing all the approved sheets and other documents, these shall be submitted to the Dean, (4) In cases

where the conduct of the defense is inimical to the person or examinee, the chairman at the request of the adviser, may call for a recess/suspension of the defense.

3. The Panel Member. The members of the panel are chosen on the bases of their professional

competence, expertise and qualifications. It is, therefore, unacceptable for designated examiners to send representatives in their stead. A Professor who accepts to sit for an examination has the obligation to make himself available at the appointed time. Should he be able to honor his appointment, he should duly inform the Dean’s Office early in order than an appropriate replacement may be appointed.

Each panel member is expected to have read the manuscript well to enable him/her to

participate actively and engage of ideas, thus contributing to the improvement of the manuscript. It is unfair for a panel member to pass judgment on the matters or dements of a manuscript he has not read critically. A panel member who has not read the study tends to ask irrelevant question, concentrates on format and style or sometimes talks lengthily his own achievement in the field.

Section 5. Oral Defense Preliminary Oral Defense. The purpose of this defense is to provide both adviser and advise a

collective feedback on the merits of the research report based on acceptable standards. Though the polishing process that preludes the Final Oral Defense, major weakness and deficiencies may be identified and corrections/suggestions offered will give the advisee an opportunity to do revisions/modifications.

Final Oral Defense. The purpose of the final defense is to ascertain the mastery of the examinee

of the research skills, and not to trap him/her. The panelists are, therefore, expected to enter into an intellectual dialogue with the examinee, the adviser and the other panel members. Thus, the defense shall be conducted in an atmosphere befitting the professionalism of the situation.

Section 6. Final Oral Defense Procedure 1. The adviser and the advisee sit in their designated places at the Oral Defense Room with the

chairman and the panel members facing them. 2. The Dean signals the start of the examination and asks the candidate to lead the prayer. The,

he introduces the panel members and acquaints them of the school policies on the conduct of the oral defense. Then, he/she presents and discusses the criteria for grading. The purpose of this is to let the candidate know he is to be rated and to remind the panel members about the focus of the questions they will ask. Then the Dean requests the adviser to introduce the candidate. After the introduction of the candidate by the adviser, the Dean endorses the floor to the Chairman of the panel.

3. The Chairman allows the candidate to briefly present the thesis/dissertation in not more than

30 minutes covering the main points of the problem, the theoretical framework and conceptual framework, its significance. Methodology, findings, conclusions, and recommendations. Cross-examination by the panel should normally not exceed 50 minutes for the defense or 80 minutes for the doctoral defense to give for the panel members to

summarize comments and suggestions and to deliberate on grad. The chairman acts as time keeper.

4. The members of the panel take turns asking question, starting with the Chairman. 5. When the Chairman declares the defense over, he/she request the candidate and the

audience to leave the room, while the panel deliberates on the candidate’s grade. Once the grade is computed, no changes shall be allowed.

6. Chairman the fills out the Oral examination form, signs this and ask the rest of the panel

members also to sign. The Chairman then calls the candidate and announces the results. 7. After the oral examinations, the adviser confers with the student to review the comments

and suggestions of the panel. 8. To maintain the academic atmosphere of the oral examinations, food should not be served to

the panel members while the oral defense is going on. Article 6. Miscellaneous Provision

Section 1. Administrative Provision a. on Travel All travels related to any research project must pass through the Office of the Research

Director. The RD will then recommend approval to the President following the usual and present system in carrying out travels, including accounting and auditing procedures. Travel overseas in connection with collaborative researches must be approved by the research council. The RD will then recommend to the VPRE who will then endorse the President for approval.

b. Research Implementation Guidelines Prior to implementation of any approved research proposals, the following must be secured: i) For internally/institutionally-funded research: 1. Duly approved research proposal 2. Notice to proceed 3. Memorandum of Agreement (MOA) 4. Others ii) For externally funded research: 1. Duly approved research proposal 2. Advice form the funding agency 3. Memorandum of Agreement (MOA) 4. Others

ANNEXES

Research Reports A. FOR INTERNALLY FUNDED RESEARCH RC Form 1 RC Form 1.1 RESEARCH SEMI-ANNUAL REPORT Period Covered: ________________ RESEARCH TITLE: RESEARCH LEADER/MEMBER: IMPLEMENTING AGENCY: COOPERATING AGENCY: FUNDING AGENCY: DURATION: PERCENT COMPLETION: SUMMARY OF ACCOMPLISHMENTS: PROBLEMS ENCOUNTERED AND ACTION TAKEN:

RC Form 1.2 RESEARCH ANNUAL REPORT Period Covered: _______________ RESEARCH TITLE: RESEARCH LEADER/MEMBER: IMPLEMENTING AGENCY: COOPERATING AGENCY: FUNDING AGENCY: DURATION: Date Started: Expected Date of Completion: Percent of Completion: SIGNIFICANCE OF THE STUDY: OBJECTIVES: METHODOLOGY: ACCOMPLISHMENTS/HIGHLIGHTS OF RESEARCH FINDINGS: PROBLEMS MET AND RECOMMENDATIONS: PLAN OF ACTIVITIES: FINANCIAL REPORT: Total Approved Budget____________________ Actual Released Budget:___________________ Budget for Current Year:___________________ Amount Released for Current Year:___________

B. FOR EXTERNALLY FUNDED RESEARCH RC Form 2 Progress R&D Report I. Project Title: II. Proponent and Address III. Implementing Agencies IV. Collaborating Agency V. Project Duration a. Date Project Started b. Expected date of Completion VI. Period Covered by this Report VII. Project Funding a. Amount approved for the year b. Amount release c. Balance of the year d. Amount disbursed VIII. Project-Background IX. Objectives X. Methodology XI. Activities Undertaken (indicate milestone) XII. Problems encountered and Action Taken XIII. Attachments a. Financial Report b. Project summary indicating percent accomplishment and date of accomplishment c. Relevant tables and figures

RC Form 3

Terminal R&D Report

I. Project Title: 1. Proponent and Address 2. Implementing Agencies 3. Collaborating Agency 4. Project Duration a. Date Project Started b. Expected date of Completion

5. Project Funding a. Amount release b. Amount disbursed 6. Executive Summary 7. Project Background 8. Objectives 9. Methodology 10. Activities Undertaken (indicate milestone) 11. Problems encountered and Action Taken 12. Attachments a. Audited Annual Financial Report a. Project summary indicating milestones and date accomplished b. Relevant tables and figures

RC Form 4 RESEARCH TERMINAL REPORT PRELIMINARIES Title: - Contains the research Code, research title, names of research leaders,

names of implementing and cooperating agencies, source of fund, and duration of the research.

Abstract - Summary encompassing salient points of the research. Acknowledgement - Indicate persons, institutions, and other entities, which contributed to the

success of the research. Table of Contents List of Tables, Figures, Pictures, Graphs, Illustrations, etc., with page

reference. TEXT Introduction Review of Literature Materials and Discussions Summary and Conclusion Literature Cited Appendices

Format for Report of Income from Research Projects RC Form 5 SUMMARY REPORT OF RESEARCH PROJECT INCOME Research Project Title: ____________________________________________________ Code No.: _____________________________________________________________ Research Coordinator/Leader: ______________________________________________ Funding Agency: ________________________________________________________

DATE OR# SOLD TO ARTICLE QTY COST TOTAL

TOTAL

Remittance OR#: ____________________ Date: ____________________________

Submitted: _________________ Project/Study Leader _________________ Date Prepared by: Noted: _________________ ______________________ Research Director _________________ ______________________ Date Date

Format for Research Proposals A. CNSC Format

RESEARCH PROPOSAL

RESEARCH TITLE: RESEARCH COORDINATOR: (Name, Field of Specialization, Highest Degree Obtained) TYPE: (Program, Project Study) COMMODITY CLASSIFICATION/RESEARCH AREA: RESEARCH DISCIPLINE(S)/SECTORAL COVERAGE: PRIORITY AREA(S): RESEARCH THRUST(S): IMPLEMENTING SCHEDULE: (Start Date, Completion Date, Duration) PROPONENT AGENCY: IMPLEMENTING AGENCY (IES): RESEARCH STATION(S)/UNIT(S): COOPERATING AGENCY (IES): TOTAL RESEARCH COST: SOURCE OF FUND: SIGNIFICANCE OF THE PROPOSAL: (Specified Problems, Development Areas and Identified

Beneficiaries) OBJECTIVES: EXPECTED OUTPUTS: REVIEW OF LITERATURE: METHODOLOGY: MAJOR ACTIVITIES: LITERATURE CITED: BUDGETARY REQUIREMENT: *Maybe omitted in the preparation of capsule research proposals but required in detailed

research proposal.

B. Agriculture and Fisheries Format

PROJECT PROPOSAL 1. Title Title should be reflective of the study to be conducted. I. Proponent The name of the proponent/s and their affiliation should be listed as well as their

contact address, telephones, fax and e-mail, whatever is available. In addition, the Proponent should attach as Annex 1 a list (in bibliographic entry) of 5 of the most recent publications, reports made as main author or as co-author.

II. Cooperating Agency The name(s) and addresses of cooperating agencies or institution should be identified

and listed. III. Sector The proponent should indicate what Sector the study is targeting whether Capture,

Aquaculture or Post-Harvest Fisheries. IV. Research Level The proponent should likewise state the level of study being proposed whether

upstream, midstream or downstream. V. Funding Source The agency (ies) where the proposal is intended to be submitted for funding should be

listed in this section. VI. Duration The duration of the actual study and analysis should also be reflected. VII. Introduction A background of the study should be summarized in this section. It should include a

clearly defined problem being addressed in accordance with the specific NFRDI Implementation Plans or as may be prioritized by the Governing Board. It should likewise state the significance of the proposed in terms of finding solution to the said problem as well as the scope and limitations (if any)

VIII. Objectives This Section should be divided into two subsections, general and specific

objectives. (a) General Objectives – These are broad statements of what to accomplish in long term.

Although broad, objectives should be attainable and likewise challenging. (b) Specific Objectives – These are short-term outcomes that are quantifiable and would

serve as indicators of measuring progress’ accomplishments. These should be (1) action oriented (to start with ‘to’), (2) clear and specific, (3) time-bound, (4) quantifiable and (5) realistic.

IX. Review of Related Literature This section should review and summarize past and present relative to the proposed

study. Literature being cited should be providing support in the understanding and elucidation of the problem being addressed.

X Materials and Methods Materials equipment/facilities needed in the study should be stated/quantified.

Furthermore, it should be indicated whether these are available/accessible or not. Of not, the proponent should explain how these could become available or accessible.

Methods to be used under the study should be clear, detailed, realistic and logical. It should fully describe the research or experimental design to include (a) study sites, (b) sampling plan, (c) appropriate statistical tool for the analysis of data, and (d) suitable data forms, if applicable.

XI. Timetable activities Schedule of project activities should be presented in a Gant Chart. XII. Manpower Component The manpower needed in the implementation of the study should be listed. Indicate the

names of the personnel to be involved and their % involvement to the project. Also state the number of the research assistants being required in lieu or in addition to he permanent staff.

XIII. Budgetary Requirement The budgetary requirement or cost of the proposed study should be reflected as

detailed as possible. Budget for Maintenance and Other Operating Expenses (MOOE) should be presented by the Object as prescribed by Budget and Accounting Circulars. Equipment or Capital Outlay shall be listed separately form MOOE and equipment being procured should have its corresponding specifications.

XIV. References A listing of all the references cited/used in the proposal should be listed in this section

following bibliography entry style. ADDITIONAL REQUIREMENTS 4. The project shall be computerized and typed in Arial Font size 12, double space. 5. A hard copy printed in Short-Sized Bond Paper and a disk copy saved at a 1.44-microfloppy

diskette should be submitted to the RFRDC (for regional proposals) and PEC (for national proposals) at a specified deadline.

PERSONAL SERVICES Contractual Honoraria Bonus Cash Gift Allowance for Salary Adjustment MAINTENANCE AND OTHER OPERATING EXPENSES 02 – Travelling expenses 03 – Communication Services 05 – Repair and Maintenance of Government Facilities 06 – Freight Services 07-1 – Spare Parts of Vehicles 07-3 – Supplies and Materials 08 – Rental 14-1 – Water Consumption 14-3 – electric 17 – Training/workshop 18 – Extraordinary Expenses

23 – Gasoline 27 – Books 29 – Miscellaneous Expenses CAPITAL OUTLAY

C. CHED Format I. Research title: (This is the distinctive name given the research proposal which describes

the work scope in specific, clear and concise terms).

II. Name of Proponent/Institution (the research proponent may be a faculty/researcher or an

institution.) Name and Designation of the Faculty/Researcher: _________________ Name of Institution _________________ Name of the Head of the Institution _________________ III. Address: (this refers to the mailing/forwarding address where communication to both

proponent/institution can be facilitated.) a. Proponent: _____________________________________ b. Institution: _____________________________________ IV. Background of the Study (this refers to his overview of the project discussing the

factors lead to the conceptualization of the problem).

V. Review/Survey of Related Literature (this refers to the body of literature related to the

study being proposed or a discussion on how the research proposal is related with the obtaining researches in the field.)

VI. Conceptual/Theoretical Framework of the Study (this includes a discussion of the

different theories and models that provide the conceptual underpinning of the study or the legitimate bases for defining its parameters).

each activity to be undertaken in the conduct of the study. The starting date and plan completion date are indicated in year and month and it may be presented via gaunt chart or others for clarity).

XV. Manpower Requirement (this specifies the number of staff needed to rationalize the

proposed budget in the conduct of the study).

XVI. Expected Outputs and Derivable (this refers to the products of the investigation which

would contribute and increase the stock of knowledge.

XVII. Credentials of Key personnel/Staff Involved. (These documents are required to establish

credibility and expertise among the staff involved in the study).

Submitted by: ____________________________________ (Printed Name and Signature of the Proponent) Date: _______________________________

Endorsed by: ___________________________ (Printed Name and Signature of the President or Head of University/ Where the Proponent is connected) Date: ______________________

D. DOST Format a. Capsule Research and Development Proposal (For the Component Project) (To be accomplished by the researcher)

(1) Title/Leader/Gender/Agency/Address/Telephone/Fax/Email Program Title: Project Title: Leader/Gender Agency/Address Telephone/Fax/Email

(2) Cooperating Agencies

(3) Research & Development Station

(4) Classification Research: Development ____Basic ____Pilot Testing ____Applied ____Tech. Promotion/ Commercialization

(5) Mode of Implementation ____Single Agency ____Multi Agency

(6) Priority Agenda ____Biotechnology ____Health Products ____ICT ____Basic Research ____Alternative Energy ____Others ____Environment

(7) Sector/Commodity

(8) Discipline

(9) Significance (State the research problem and significance of the project to the current needs of the country. The proposal should justify resource expenditure. A typical justification would include a brief introduction, a general statement concerning the historical basic for R & D, utilization of the expected output and in the impact the information generated will have on science, the target users and the country.)

(10) Objectives ( Statement of the specific purpose to address the problem areas of the project)

(11) Methodology (brief description of how the project will be implemented

(12) Major Activities (Enumerate in Chronological order the tasks to be undertaken. Use grant (chart)

(13) Expected Output (Indicate the specific products, processes or services which the project is expected to produce and how these can be used; quantity when possible)

(14) Target Beneficiaries (Who the clienteles are and what are the expected outcomes/effects of the use of the project outputs).

(15) Implementing Schedule Month Year Duration: Planned Start Date: _______________ _____________ (in months) _____________ Planned Completion Date: _______________ _____________

(16) Estimating Budget by Source

Source of Y1 Total Of fund PS MOE CO TOTAL PS MOE CO

TOTAL _____ ______ _________ ______ _______ ______ _______ ________ ___________ ________ _______ ________ _______ ________ ______ _______ ________ ___________ ________ _______ ________ _______ ________ ______ _______ ________ __________ TOTAL

Note: If the project is part of a program, this form should be submitted together with the capsule R&D proposal summary sheet. See guidelines/definitions at the back. b. Detailed Research and Development Proposal (For the Component Project) (To be accomplished by the researcher)

(1) Title/Leader/Gender/Agency/Address/Telephone/Fax/Email Program Title: Coordinator/Gender: Agency/Address: Telephone/Fax/Email Project Title: 1 2 3 . . . . n.

(2) Executive Summary

(3) Budget Summary for the whole program Duration (in months): ____________ Source Y1 Total Of fund PS MOE CO TOTAL PS MOE CO TOTAL ______ _______ _______ ______ __________ _______ ________ ______ ___________

______ _______ _______ ______ __________ _______ ________ ______ ___________ ______ _______ _______ ______ __________ _______ ________ ______ _________ TOTAL

(4) Summary of Personal Requirement Number Full-Time: __________ Part-Time: __________ Total: ___________

(5) Summary of Equipment

Existing Equipment No. of Units To be purchased No. of Units _______________ _______________ ________________ ______________ _______________ _______________ ________________ ______________ _______________ _______________ ________________ ______________

(6) Submitted by Endorsed by

Signature

Name

Designation/Title:

Date:

Note: To be submitted together with the detailed R & D proposals of the component projects. See guidelines/definitions at the back.

RESEARCH PROPOSAL ROUTING SLIP TITLE: _________________________________ PROPONENT: ____________________________ RECOMMENDED FOR APPROVAL: Division Head/Department Chairman; _______________________ Date: ______________ Remarks: ______________________________________________ EVALUATED: Technical Evaluation Committee/Date Approved Disapproved Remarks _______________ _____________ _____________ _______________ _____________ _____________ _______________ _____________ _____________ ENDORSED: Director of Research: _______________________________ Date: ____________________ Remarks; _________________________________________ RECOMMENDED: Vice President for Academic Affairs: __________________________________ Date: ___________________ APPROVED/ENDORSED: President: __________________ For Institutional Research For Funding Agency Date: ______________________ IDENTIFICATION: Code No. ______________ Source of Fund: ___________________________________ Date Endorsed: Date Approved by Funding Agency: ___________________

Thesis Format

Body (Parenthetical Documentation, No need for Endnotes or Footnotes) Chapter 1 – The Problem and Its Setting 1. Introduction 2. Statement of the Problem/s 3. Statement of the hypothesis/ses 4. Significance of the Study 5. Scope and Limitation 6. Definition of Terms End Notes Chapter 2 – Review of Related Literature and Studies 1. Related Literature 2. Related Studies 3. Synthesis of the Art 4. Theoretical Framework 5. Conceptual Framework End Notes Chapter 3 – Methodology 6. Research Method 7. Data Sources 8. Population and Sample 9. Data Gathering Instrument a. Test of Reliability b. Test Validity c. Description 10. Quantitative Tools of Analysis/Statistical Tools 11. Data Collection Design 12. Time – Activity Chart End Notes Bibliography Appendices: Matrix showing the objectives with the corresponding methods and statistics to be used.

Curriculum vitae

Format of Feasibility Study

CHAPTER I 1.1 – EXECUTIVE SUMMARY 1.2 – INTRODUCTION CHAPTER II 2.0 – MARKET STUDY 2.1 – Description of Service/Product to be provided 2.2 – Demand Analysis 2.3 – Competitor’s Capacity 2.4 – Projected Service/Product Capacity 2.5 – Marketing Strategy CHAPTER III 3.0 – TECHNICAL STUDY 3.1 – Service/Product Specification 3.2 – Technical Specification of the service/Product 3.3 – Service/Product Chart 3.4 – Tools and Equipment 3.5 – Service/Product Quality Control Strategy 3.6 – Environmental Impact (Waste Mgt, environmental hazards and their control etc.) 3.7 – Building and Facilities 3.8 – Power Consumption 3.9 – Utilities 1.0 – Location and floor Plan CHAPTER IV 1.0 – ORGANIZATION AND MANAGEMENT STUDY 1.1 – Types of Organization 1.2 – Mission and Goals 1.3 – Organizational Set-up 1.4 – Duties and Responsibilities/Qualifications 1.5 – Compensation Scheme/Incentives 1.6 – Implementation Strategy CHAPTER V 5.0 – FINANCIAL STUDY 5.1 – Financial Assumption 5.2 – Total Project Cost 5.3 – Projected Income Statement 5.4 – Projected Cash Flow Statement 5.5 – Projected Balance Sheet 5.6 – Financial Analysis 5.7 – Risk Analysis CHAPTER VI 6.0 – SOCIO-ECONOMIC STUDY 6.1 – Contribution to the Philippine Economy

6.2 – Contribution to the Government 6.3 – Contribution to the Society 6.4 – Contribution to the Employees 6.5 – Other Beneficiaries

BUSINESS PLAN OUTLINE

I. Executive Summary II. Vision/Mission III. Company Interview b. Name, nature and location of the business c. Legal Business Description i. Form of Business Organization ii. Licensing and other requirements for setting up the business iii. List of owners d. Management Team i. Organizational Structure ii. List of officers and staff iii. Job Description iv. Compensation of officers and staff v. Profit sharing policy IV. Product (Service) V. Product Description e. Importance of the Product f. Packaging, labeling and branding Vi. Market Analysis g. Market Definition i. Specific target market/market segmentation h. Competition i. List of potential competitors ii. List of competitive advantage of the product i. Demand and Supply VII. Marketing Plan j. Sales strategy, e.g. merchandising, personal selling, etc. k. Distribution channel, e.g. wholesale or retail l. Advertising and promotion m. Pricing and Pricing Policy VIII. Production Plan n. Production Process o. Machineries and Equipment p. Plant Layout q. Plant Location r. Production Schedule s. Inventory of finished good and raw materials IX. Financial Plan t. Assumptions u. Capital Requirement v. Financial Statements w. Exit/Payback Strategy X. Conclusion XI. Appendices

Materials and Specifications 7. Paper Type: White bond paper (substance 20) 8. Paper size: 8.5” x 11”

9. Cover Type: hard with sufficient space in the pivot for engraving of author, date, school, title and library code.

10. Cover color: the official color of the particular department/unit 11. Letter size: font 12 for regular texts, times new roman

5. Thesis Contents 1. Preliminaries (in the order given below) a. Abstract b. Recommendation for Oral Examination c. Acceptance of the Recommendation for Oral Examination d. Results of the Oral Examination e. Approval Sheet f. Title Page g. Table of Contents h. List of Tables, Figures and Plates i. Acknowledgement 2. Body (Parenthetical Documentation, No Needs for Endnotes or Footnotes) Chapter 1 – The Problem and Its Setting

1. Introduction 2. Statement of the Problem/s 3. Statement of the hypothesis 4. Significance of the Study 5. Scope and Limitation 6. Definition of terms End notes Chapter 2- Review of Related Literature and Studies 1. Related Literature 2. Related Studies 3. Synthesis of the Art 4. Theoretical Framework

5. Conceptual Framework End notes Chapter 3- Methodology 1. Research Method 2. Data Sources 3. Population and Samples 4. Data Gathering Instrument a. Test of Reliability

b. Test Validity c. Description 5. Quantitative Tools of Analysis/Statistical Tools 6. Data Collection Design 7. Time- Activity Chart End notes Chapter 4- Title of the Study 1. Title Form of Problem No. 1 Findings 2. Title Form of Problem No. 2 Findings 3. Title Form of Problem No. 3 Findings Chapter 5- Summary, Conclusions and Recommendation 1. Summary 2. Significant of Study 3. Conclusions 4. Recommendation Bibliography Appendices

Approved permit to conduct study Questionnaire/interview guidelines/observation checklist Supporting documents such as memorandum circulars, official list etc. Detailed computation of complex statistical formula (computation for percentages,

ranking and means will no longer be required) Matrix showing the problem with the corresponding findings, conclusion and

recommendation Vitae

Form No. 1-A Request for the Thesis Adviser

Republic of the Philippines CAMARINES NORTE STATE COLLEGE

College of __________________ Daet, Camarines Norte

_____________________

Date The Department Chair Daet, Camarines Norte Sir/Madam: I am enrolled in thesis writing this ________________ Semester, AY 200___- 200 ____________________________________________________ _________________________________________________________________________ _____________________________________. May I request for a Thesis Adviser. Likewise, may I suggest three names of faculty members arranged the order of preference, namely: First: _______________________________________________________

Second: _____________________________________________________

Third: _______________________________________________________

Thank You.

Very truly yours, _____________________ Student/s Researcher/s

ACTION ON THE REQUEST ____________________________ is assigned as your Thesis Adviser. __________________________

Research Instructor

Accepted:

______________________

Thesis Adviser

APPROVED ________________

Dean/Director

Form No. 1-B Request for Thesis Adviser (from the Dean)

Republic of the Philippines CAMARINES NORTE STATE COLLEGE

College of __________________ Daet, Camarines Norte

_______________________ Date _________________________ _________________________ _________________________ _________________________ Sir/Madam: ________________________________________________is/are student/s of this institution, wish/es to write his/her undergraduate thesis proposal tentatively entited: ____________________________________________________________________________________ ____________________________________________________________________________________ _______________________ this semester. He/They are requesting you to be their Thesis Adviser. Thank You. ________________________________ Very truly yours, Dean/Director Accepted: ____________________________ Thesis Adviser

Form No. 1-C

Republic of the Philippines CAMARINES NORTE STATE COLLEGE

College of ________________________ Daet, Camarines Norte

RECOMMENDATION FOR TITLE/ORAL DEFENSE

This thesis hereto attached entitled: “_______________________________________________________________”

Prepared and Submitted by ________________________________________________________________________ in partial fulfillment for the degree _________________________________________, Is hereby

submitted to The Thesis Committee for consideration. __________________ Adviser ____________________ Date

THESIS COMMITTEE This thesis entitled “_______________________________________________” Prepared and submitted by _____________________________________________________ in partial fulfillment of the requirements for the degree _________________________________ ______________________is hereby recommended for _____________________________ defense.

_____________________ Chairman

____________________ ___________________ Member Member

Form No. 1-D

Republic of the Philippines Camarines Norte State College

College of __________________ Daet, Camarines Norte

RECOMMENDATION FOR ORAL EXAMINATION

The thesis hereto attached entitled “_____________________________________________” prepared and submitted by _____________________________, in partial fulfillment of the requirements for the degree _______________________________ is hereby recommended to the thesis committee for consideration and approval. January _____________________ ________________________ (Name of the Adviser)

Form No. 1-E

Republic of the Philippines Camarines Norte State College

College of __________________ Daet, Camarines Norte

ACCEPTANCE OF THE RECOMMENDATION FOR ORAL EXAMINATION

In partial fulfillment of the requirements for the degree of Bachelor of ______________________________, upon recommendation of the Thesis Adviser, thesis hereto attached entitled “_______________________________ _______________________________” prepared and submitted by ___________ _________________________is hereby accepted for Title/Oral Examination by the Thesis Committee. John Doe Chairman Juan Sta. Cruz Maria Cruz Member

Form No. 1-F

Republic of the Philippines Camarines Norte State College

College of __________________ Daet, Camarines Norte

Approval Sheet

The thesis entitled “________________________________” prepared and submitted by ________________________in partial fulfillment of the requirements for the degree of Bachelor of _____________________________ ___________________________ is hereby approved. Angel T. Reyes Dean April __________________

Gloria C. Milby Vice President for Academic Affairs

Paulo D. Ocampo

President

CRITERIA FOR EVALUATING GRADUATE THESIS

A. The Graduate Thesis Manuscript as subjected during the Oral Defense (50%) CRITERIA WEIGHT RATING 1. Mechanics 5% a. General appearance including typing b. Sentence structure c. Semantics/Rhetoric d. Referencing/Bibliographic entries/footnotes/appendices 2. Organization a. Coherence/consistency (units of ideas) 15% b. Clarity (clearness of expression) c. Emphasis d. Unity of structure (from presentation/interpretation to conclusion) e. Logical presentation of the research 3. Quality of Research Content 30% a. Originality b. Appropriateness of the use of presentation materials (tables/charts) c. Relevance of the study to national/regional devt. d. Appropriateness of statistical treatment e. Soundness and depth of the interpretation of findings f. Relevance of conclusions and recommendation to the problem g. Objectivity in presentation B. The Candidate’s Ability to defend his/her Research (50%) CRITERIA WEIGHT RATING 1. Mastery of the content of the research 20% 2. Knowledge of the problem area and allied fields 10% 3. Clarity and comprehensiveness in the presentation of the 5% Research 4. Ability to orally communicate ideas well, and comprehend 5% and respond well to questions 5. Ability to keep discussion on the main issues 5% 6. Ability to demonstrate a professional attitude towards 5% suggestions and revisions sub-Total _________ Total: ___________ _________________________ _____________________________ Researcher Panelist

Research Outline / Format Graduate School

TITLE PAGE RECOMMENDATION FOR ORAL EXAMINATION RESULT OF THE ORAL EXAMINATION APPROVAL SHEET ACKNOWLEDGEMENT DEDICATION ABSTRACT TABLE OF CONTENTS LIST OF FIGURES LIST OF TABLES Chapter 1 THE PROBLEM Background of the Study Statement of the Problem Null Hypothesis Significance of the Study Scope and Delimitations of the study Notes 2 REVIEW OF RELATED LITERATURE Related Literature Related studies Synthesis of the State of the Art Theoretical Framework Conceptual Framework Definitions of Terms Notes 3 RESEARCH DEIGN AND METHODOLOGY Research Design Research Locale Respondents / Population of the Study Instruments Used Data Gathering Procedure Statistical Treatment of Data Notes 4 PRESENTATION, ANALYSIS AND INTERPRETATION OF DATA Notes 5 SUMMARY, CONCLUSIONS AND RECOMMENDATIONS Summary Findings Conclusions Recommendations Areas of Further Study (Optional)

BIBLIOGRAPHY APPENDICES CURRICULUM VITAE

RULE 9

EXTENSION POLICIES AND GUIDELINES

Article 1. General Policies – As mandated, the College shall have an Extension function along with Instruction, Research and Production. CNSC Extension Services shall accelerate rural development through the promotion and improvement of the Research and Extension and set up the open learning and community laboratory. (Sec. 4, RA 8292-the Higher Education and Modernization Act of 1992). Likewise, Extension Program must be focused on the improvement of Local Government Units (LGUs) Extension Programs by providing technical assistance and Extension and Research activities, monitoring and evaluation and information support services. (RA 8435-the Agriculture and Fishery Modernization act of 1997). It must have contribution and impact on education, economic, social and cultural political stands, and environmental perceptions and application of the people being served.

Section 1. Definition – Extension is technically defined as an educational activity outside the usual school that involves formal institutions reaching out to the needs of clients to improve their health, wealth and socio-cultural well-being. It involves transfer of technology, assistance and decision-making, social support system and involvement in Development and Productivity. Section 2. Functions – As an educational process and or activity, it must have the following functions: a. Charge behavior b. Deal with problems and meet new opportunities c. Transform rural household d. Empowerment e. Strengthening local governance, and f. Synergistic interaction with other agencies providing extension services

Section 3. Vision – A well-developed division promoting the economic, social and agro-industrial welfare of the people by utilizing the matured technologies generated from various researches and innovative works of the CNSC. Section 4. Mission – An increasingly productive and self-sustained community equipped with locally developed and adaptable packaged and proven knowledge in the field of applied sciences, education and agro-industrial technologies for its growth and development in harmony with the environment. Section 5. Goals – The goals are: a. Develop top-caliber extension workforce that will serve as catalyst to mold and help

community elevate their livelihood and status.

b. Equip the division with the capability to provide and apply generated and packaged science and agro-industrial technology.

c. Establish the harmony with the people in the community by participatory approach and

technology assimilation. d. Provide a well-establish technology distribution and adoption anchored to environmental

protection and preservations.

Section 6. Objectives – The Objectives are: a. Effectively apply and utilize packaged mature technologies in science and agro-industry

sector in the community to attain self-sufficiency and economic growth. b. Promote on field trials and demonstration trainings of proven and effective generated

technologies. c. Conduct activities that will boast the social and economic livelihood of people through

community based management and development. d. Provide trainings and technical capabilities to the extension’s work force. e. Establish rapport and harmonious relationship with the clienteles to ensure a more

productive technology assimilation and distribution.

Section 7. Strategies – The Strategies are: a. Establish a state of art database package technology that will be available for the adoption

and application of the community. b. Package science and agro-industrial technology and source out funding by establishing

linkages with both local and foreign finance institutions. c. Promote community base incorporation and participatory implementation approach. d. Establish model barangay/communities that will showcase the various rural development

efforts of the division. e. Continuously educate the community by giving access to all forms of media such as radio and

TV programs, trainings/seminars, and actual field works operation and activities. f. Strongly coordinate with other agencies promoting rural and community development

especially in elevating people’s lives. g. Establish an accessible office that people in the community can partake in the realization of

the DE vision mission.

Section 8. Concentration Area - The area/field of concentration of the ESC are: a. Agriculture, Forestry and Environment

b. Industry

c. Fishery

d. Entrepreneurship and Livelihood

e. Infrastructure and Support Services, and

f. Health and Sanitation

Section 9. Thrusts – the CNSC extension thrusts shall be the following:

a. Technical and Skills Training;

b. Technology and Expertise Support;

c. Livelihood, Entrepreneurship and Values Formation/Spiritual Trainings/Support, Information Technology Dissemination;

d. Information Technology Dissemination

e. Health and Sanitation Education;

f. Agriculture, Resources and Environment Education/Training;

g. Community Application, Participation, Empowerment and Rural Development;

h. Farm of business advisory services;

i. Demonstration services; and,

j. Environmental Conservation and Protection.

Section 10. The college shall implement its extension and community involvement programs through

the office of the Extension Services and the extension services in the various campuses/ Colleges. Section 11. The Extension Service Center of the College shall have the following functions:

a.) Take the lead in formulating and initializing extension programs, projects and activities of the college and serve as the implementing division/office.

b.) Provide leadership and direction for extension projects and activities of the College. c.) Design institutional arrangement between CNSC and other related agencies/institutions. d.) Conduct in-service trainings, seminars/workshops, conferences, dialogues, consultations

and relevant extension activities and community involvement.

e.) Provide assistance to various campuses in implementing the in extension programs/projects.

f.) Assist the different campuses in establishing linkages with clientele agencies, interest

groups and NGOs and POs. g.) Monitor and evaluate the activities, resources, professionalism and quality of extension

activities of the various campuses and colleges.

h.) Maintain and improve the extension facilities, equipment, space, funding, personnel and other resources for used by various campuses in support to their extension activities.

i.) Coordinate with the College President and other Officials on matters pertaining to

extension services. Article 2. Organization and Management

Section 1. Officials of the Extension Services shall be composed of the College President, Vice President for Research and Extension, Extension Director, Deans/Director of Colleges/Campuses, Assistant Extension Director, Extension Coordinators and Project-In-Charge. Section 2. Administratively, the implementation of the College Extension program is the responsibility of the College President, through the Vice President for Research and Extension, the Extension Director in coordination with the Deans/Campus Directors. Section 3. A College Extension Coordinator shall be designated by the President as recommended by the Director/ Dean and concurred by the Extension Director. Section 4. The overall management of the College Extension Unit is the administrative responsibility of the Campus Director/Dean as delegated to the Extension Coordinator. His term of office shall be two years renewable upon the Recommendation of the Campus Director/Dean and Extension Director. Section 5. At the campus/college level, all faculty members in the college shall automatically constitute the college Extension Service Unit workforce and is called the Extension Committee chaired by the Extension Coordinator. Section 6. Duties and Responsibilities A. Extension Director – The Extension Director shall be designated by the President subject

to confirmation of the BOT. He/She shall have the following duties and responsibilities:

1. Advise the President on matters pertaining to Extension Service Center program of the College;

2. Formulate and recommend to the President, through the VPRE, operational

guidelines and extension policies for the effective implementation of

programs and projects of the ESC and initiate the implementation of the same;

3. Exercise direct supervision in the administration of the ESC in the different

academic units; 4. Initial requisitions, vouchers, that pertains to transactions and/or activities of

the ESC and certify expenditures/expenses incurred by his/her unit/office; 5. Evaluate work performance of personnel under his/her supervision and

recommend to the office of the President for appropriate action; 6. Organize committees for students in coordination with the NSTP as

participating organization; 7. Prepare and submit quarterly reports of accomplishments of his/her office; 8. Prepare and submit Comprehensive Development Plan for ESC; 9. Establish initial linkages with government organizations, NGOs and

educational foundations; 10. Prepare and submit proposals for funding and sustain linkages; 11. Coordinate with other Heads of Departments, Deans, Directors, and other

officials of the College in order to achieve extension objectives and programs; and

12. Perform other duties and functions that may be assigned by the President

from time to time.

B. Assistant Director for Extension – The Assistant Director for Extension shall be designated by the President subject to confirmation of the BOT. He/She shall have the following duties and responsibilities:

1. Report directly to the Office of the Extension Service Center; 2. Coordinate with the extension coordinators of the different colleges/units in

the formulation of plans and programs of the Office; 3. Assist in reviewing proposals submitted to the Office; 4. Prepare related proposals for the development of programs and projects for

implementation under the extension services; 5. Consolidate plans and programs for the College Extension Services Center; 6. Assist the Extension Director in the affairs of the Office;

7. Conduct monitoring and evaluation of implemented programs and projects; and

8. Perform other functions as may be assigned by the President. C. Extension Coordinator – There shall be Extension Coordinators to be designated by the

President, chosen from among faculty members of the different units of the College recommended by the Dean. The Extension Coordinator shall have the following duties and responsibilities:

1. spearheaded/initiate the implementation, monitoring and management of the

College Extension programs, projects and activities in his/her respective unit. 2. Take the lead in the planning and the operationalization of the college

Extension Program. 3. Coordinate the extension activities and related projects in the college. 4. Evaluate periodically its Extension Program/projects. 5. Advice the Director on matters related to extension through the

Dean/Campus Director. 6. Perform other functions as may be necessary for the efficient implementation

of the college extension program/projects. D. The Project Leaders – The Project Leaders shall constitute the teams that shall have the

following duties and responsibilities: d. 1 Continuing Education Team

1. Prepare training proposal anchored to the CNSC Extension Services Center’s Development Plan

2. Design and implement short term and long term training program in support

of the college extension program, provincial and regional goals. 3. Assist the other teams in the implementation of the college extension

program. d. 2 Technology Packaging and Dissemination Team 1. Translate matured technologies and innovative works developed by the

college and other institutions in to terms or materials most understandable by the extension service beneficiaries/clientele.

2. Prepare and reproduce resource and extension materials such as bulletins,

manuals, leaflets and press releases.

3. Prepare and produce audio-visual materials. 4. Organize field days, exhibits and similar activities. 5. Assists the other teams in implementing the college extension program 6. Translate matured technologies and innovative works developed by the

college and other institutions in to terms or materials most understandable by the extension service beneficiaries/clientele.

7. Prepare and reproduce resource and extension materials such as bulletins,

manuals, leaflets and press releases. 8. Prepare and produce audio-visual materials. 9. Organize field days, exhibits and similar activities. 10. Assists the other terms in implementing the college extension program d. 3 Technical Assistance and Consultancy Team 1. Programs and maintain a directory of subject matter specialists or experts in

the various fields of the college. 2. Recommend or serve as adviser, consultant or technical staff of projects

outside the college. 3. Recommend or serve as lectures or resource persons during seminars,

workshops, or conferences. 4. Attend to the visitors of the college with inquires or needs on certain specific

field of expertise. 5. Extend or promote technical knowledge and other innovations appropriate to

the needs of the target clientele groups of the college.

d. 4 Community Outreach Team 1. Prepare proposals for action-cum research projects. 2. Develop appropriate extension approach and strategies through the design

and conduct of action-cum research projects 3. Coordinate with the personnel of the action-cum research projects of the

College. 4. Conduct studies relevant to extension.

5. Assist the other extension team in the implementation of the campus extension program.

Article 3. Linkages

Section 1. The extension program of the State College shall endeavor to work in cooperation with other government and non-government agencies and people’s organization in a mutually beneficial arrangement. Section 2. Any extension activity done in cooperation with other agencies must be supported with a memorandum of agreement/understanding (MOA/MOU) to define the roles and responsibilities of the cooperating parties. Section 3. Faculty members conducting extension projects for agencies other than the College shall likewise be governed by the prescribed policies on extension except when authorized by the President or pursuant to the MOA entered into by the College and the concerned party/ies.

Article 4. Workload of Faculty Involved in Extension

Section 1. Teaching load equivalent shall be given to faculty members involved in Extension. The credit points to be given to faculty member shall be in consonance with the college policy in determining faculty workloads. Section 2. The determined number of unit hours for teaching personnel involved in extension shall be jointly recommended by the College Director, Dean, Extension Services Director, subject to confirmation by the College Board of Trustees.

Article 5. Operational Guidelines of the Office of the Extension Services

Section 1. Personnel in the Office of the Extension Services Center with academic rank and designated to perform administrative or supervisory work shall report during office hours of the week. Section 2. Staff of the Office of the Extension Services Center is required to teach in the college in accordance with the faculty workload. Section 3. Local traveling expenses of faculty/staff personnel involved in extension shall be charged to the Office of the Extension Services budget allotted to specified project.

Article 6. Workload Equivalency for Personnel Involved in Extension

Personnel Involved Teaching Load Equivalent Directors, OES 12 units Assistant Director OES 9 units (inclusive of involvement in Existing extension

programs or activities)

Extension Coordinator, CESU 3 units Article 7. Extension Delivery Systems

Section 1. Technical Assistance a. Programs and maintain a directory of subject matter specialists or experts in the

various fields of the college. b. Recommend or serve as adviser, consultant or technical staff of projects outside the

college. c. Recommend or serve as lectures or resource persons during seminars, workshops, or

conferences. d. Attend to the visitors of the college with inquiries or needs on certain specific field of

expertise. e. Extend or promote technical knowledge and other innovations appropriate to the

needs of the target clientele groups of the college. Section 2. Consultancy a. Acting as lecturer or resource persons in local, regional or national conferences,

seminars/workshops and the like. b. Recommend or serve as adviser, consultant or technical staff of projects outside the

college. c. Recommend or serve as lectures or resource persons during seminars, workshops, or

conferences. d. Attend to the visitors of the college with inquiries or needs or certain specific field of

expertise. e. Extend or promote technical knowledge and other innovations appropriate to the

needs of the target clientele groups of the college. Section 2. Consultancy a. Acting as lecturer or resource persons in local, regional or national conferences,

seminars/workshops and the like. b. Serving as consultant, adviser or technical assistant of development projects of both

government and private agencies. c. Serving as chairman or members of special committee outside CNSC.

d. Securing the services of experts from other agencies as needed. Section 3. Community Outreach a. Prepare proposals for action-cum research projects. b. Develop appropriate extension approach and strategies through the design and

conduct of action-cum research projects. c. Coordinate with the personnel of the action-cm research projects of the College. d. Conduct studies relevant to extension. e. Assistant the other extension team in the implementation of the campus extension

program. Section 4. Continuing Education a. Designing a training program on any field for the various clientele groups of College. b. Preparing training manuals and modules for the various clientele groups of CNSC. c. Conducting and/or managing training programs. d. Preparing audio-visual materials programs. e. Compiling proceedings of conferences, workshops and the like. Section 5. Action-Cum Research/Community Outreach a. Preparing proposals for action-cum research projects. b. Preparing concept paper on innovative extension strategies. c. Designing and conducting demonstration farms/projects for pilot/field testing certain

technologies. d. Modeling certain innovative strategies toward uplifting community well being. e. Establishing collaborate linkages with concerned agencies for hastening Development

of target clientele or communities. Section 6. Technology Packaging Technology packaging and dissemination undertakings may be categorized into the following:

a. Print

Preparing brochures, leaflets bulletins, monographs and the like on various topics for the different clientele groups of CNSC.

Preparing compilations, translations of teachers and other clientele outside the CNSC. Preparing of books, handbooks, laboratory manuals and similar materials for consumption outside CNSC.

b. Broadcast

Preparing scripts for radio programs of the college or any of its campuses.

Handling radio programs sponsored by the college.

Acting as announcer for the radio program of the college.

Providing “voiceover” for radio sports or audio-visual production of the college or any of its components.

c. Other Media

Preparing exhibits for development purposes

Organizing field day

Production of rural theater and similar folk media for development purposes. Article 8. Extension Programs/Projects Implementation and Monitoring

Section 1. For an extension undertaking, whether program, project or activity, to be officially recognized by the College, it must undergo the ESC requirement and procedure. At the college/campus level, proposed program/projects and or activity is reviewed through a committee chaired by the extension coordinator. It will then be endorsed to the ESC through the Dean/Campus Director to the Office of the ESC that endorses to the Office of the President through the VPRE. Section 2. The extension proposals submitted for approval and implementation must be anchored to the CNSC ESC Five-Year Development Plan approved by the BOT. This Development Plan must reviewed/revised every five years by the ESC. Section 3. The extension proposals, for uniformity and distinction from other proposals, must follow the simple outline below. Outline of an Extension Proposal for Approval and Implementation: I. Proposed Project II. Proponents III. Project Coverage IV. Project Cost

V. Project Implementer VI. Target Beneficiaries VII. Target Duration VIII. Fund Sourcing IX. Rationale X. Objectives XI. Brief Description XII. Implementation Strategies XIV. Organization and Management XV. Monitoring and Evaluation Section 4. The involvement of participation of CNSC faculty or personnel in community outreach activities could be credited as extension work if done in official capacity. Otherwise, the same cannot be considered as extension work and thus, cannot be given the corresponding credit. To make his involvement official, his College Director/Dean, through the College Extension Chairman, must approve such participation or involvement in the community undertaking. Section 5. Any faculty member or personnel of the college who wants to be involved in extension undertaking is therefore advised to see the College Director and Extension Chairman and discuss his plan. Section 6. For adequate monitoring purposes, all faculty and personnel or committees involved in extension shall prepare and submit reports to concerned officials/officers of the college on regular basis. Section 7. In the case of adopted barangays of community as extension beneficiaries, selection and adoption must satisfy its need for an extension function subject to the following parameters: a. the priority need of the community, b. accessibility, c. peace and order situation, d. financial support from the concerned LGUs, and e. other situational cases/events.

RULE 10

PRODUCTION POLICIES AND GUIDELINES

To fully operationalize the production component, the production arm/unit known as Production and Business Development Center (PBDC) of the college was established. The unit shall be headed by a director and backed-up by the assistant director and the production staff, all of them will be subject to the selection process of the college to ensure the qualified staff members will be put in the position according to their field of specialization, honesty, commitment, innovativeness, resourcefulness, productiveness and service. Article 1. Mandates and Objectives To develop business enterprise at the college by maximizing the production capability of the land, marine, and other facilities potential for business enterprise, which serve as models in entrepreneurship, farm enterprise and agribusiness based on profitable and sustainable production through: a. Establishing sustainable income generating projects; b. Increasing productivity of existing land, marine and other entrepreneurial resources;

c. Encouraging faculty and students establish model farm enterprise and other income generating projects;

d. Increase income of the college through maximum utilization of its human resource and production facilities; and

e. Refocus the development concerns on existing production projects, institute new program for income generation, and adopt participatory management and autonomous production policies and guidelines.

Article 2. Thrusts and Concerns The Production and Business Development Center (PBDC) of the college focuses on its efforts towards the following thrusts and concerns: Section 1. Agri-based and Non Agri-based Project Development PBDC attempts to pursue innovative projects competitive with big businesses or joint ventures with private entrepreneurs such as livestock and poultry, aquaculture and vegetable production projects, among others. Section 2. Faculty, Staff and Student Welfare This is the primary concern of PBDC that is indicated in its objectives. It offers products at subsidized prices and credit, giving priority to the constituents of the college. Section 3. Financial and Manpower Support PBDC provides assistance to various campuses and units of the college to strengthen its instruction, research, and extension functions while earning extra income through production process.

Section 4. Venue for Entrepreneurial Education in Agriculture and Fisheries The project serves as hands-on training venue for students’ prospective entrepreneurs. Section 5. Training of Project Managers from Government and Non-Government Agencies PBDC shares its experiences in program administration and project management to interested individuals or organization of selected TESDA-supervised agriculture and fishery schools in the country. Section 6. Employment Generation PBDC requires utility workers, laborers and skilled personnel in its operation. This excludes contractual especially during planting and harvesting activities in the farm. Article 3. Production Center Core Values To effectively operate the program and its projects, The Production Center personnel have to embody the following core values: Section 1. Commitment This is commitment to the project, working even beyond the official time. Section 2. Honesty This value is important because the project personnel handle money and saleable commodities. Section 3. Innovativeness The project manager should always be updated on new strategies to improved project output and minimize costs of operation. Section 4. Resourcefulness This pertains to the ability of the project manager to source out funds for project operation. Section 5. Productiveness This implies that project should be viable with the resources efficiently and fully utilized. Section 6. Service This core values implies that the Production Center should share its experiences and expertise to other SUCs, private entrepreneurs and others development partners. Its foremost consideration however is the welfare of the college’s constituents.

ARTICLE 4. DUTIES AND FUNCTIONS OF PBDC PERSONNEL The College shall implement its production function through the Production and Business Development Center (PBDC). Section 1. Director for Production and Business Development Center (PBDC) The PBDC shall be headed by a Director who shall be designated by the President subject to confirmation of the BOT. He/She shall have the following duties and responsibilities: a) Formulate policies and review the manual of operation of the PBDC and make

appropriate recommendations to the President; b) Review and evaluate project proposals, feasibility studies and other concept papers

for IGPs and make appropriate recommendations to the President; c) Coordinate with all Deans and Directors on matters pertaining to the operation of all

IGPs; d) Exercise direct supervision over personnel designated as Project-In-Charge or

Managers; e) Conduct analysis of production costs and income generated based on the reports

submitted by the Project-In-Charge or Managers and submit to the President the summary of findings relative thereto;

f) Submit to the President monthly assessment report of all IGPs and recommend

appropriate actions on deficiencies noted; g) Prepare and submit semestral report on the financial status of IGPs for all campuses; h) Conduct on-site inspection of IGPS whenever necessary and recommend to the

President through the VPASSP appropriate actions on findings/outcome of the inspection;

i) Sit as Chairman of the College Entrepreneurial and Agribusiness Program (CEAP)

which is the policy formulating body of the College pertaining to production and other IGPs; and

j) Perform such other duties and functions that may be assigned by the President from

time to time. Section 2. Assistant Director for PBDC The Assistant Director for PBDC shall be designated by the President subject to confirmation of the BOT. He/She shall have the following duties and responsibilities: a) Assist the Director in the supervision of all personnel involved in all IGPs;

b) Conduct analysis of production, IGPs and all other financial statements covering all IGPs and submit to the Director the summary of findings relative thereto;

c) Assist the Director in the review of manual f operation of the PBDC; d) Assist in reviewing and evaluating project proposals, feasibility studies and other

concept papers on IGPs. e) Maintain and keep records of production, physical inventory of all properties relative

to IGPs; Section 3. The Board of Management The governing body of the PBDC is the BOM which is designated and directly under the supervision of the College President who serve as the College Administrator. It is composed of 8 members representing the administration, fiscal management, agricultural management, crops and livestock production, research and monitoring and information system. The BOM has the following functions: General a. Formulate policies, guidelines and procedures for approval by the Board of Trustees; b. Formulate plans, programs, projects and studies with respect to the management and

operations of all IGPs; c. Supervise all income generating projects of all college to be able to complement with the

programs on instruction, research, extension and other development efforts. Specific a. To determine investment priorities, develop/promote such investment in accordance with

established criteria b. Make the project available as additional venue for instruction, research and extension

consistent with its policies and standard operating procedures; c. Set performance targets and standard operating procedures to effectively and efficiently

attain its targets; d. Formulate rules, policies and procedures related to the implementation of the project

including the us of funds, property and resources in accordance to auditing and accounting procedures;

e. Recommend the establishment/improvement or repair of its facilities and equipment; the

acquisition of supplies, materials and other items necessary to the achievement of its objectives;

f. Recommend to the college President the appointment/designation of personnel and suspension or dismissal of the same when found guilty or dishonesty and other offense after due process;

g. Disseminate information related to income generating project to all concerned persons; h. Promote sense of responsibility, accountability, camaraderie, cooperation among units; i. Prepare and recommend for approval and implement incentive scheme for all PBDC

personnel and support staff; j. Submit monthly and annual reports to the college President regarding the operations of

the income generating projects; and k. Performs other related functions that may be assigned by the college President. Section 4. The Chairman heads the BOM with the following Duties and Function a. To preside over all Board meetings; b. Represent the Management Board in any undertakings of the PBDC; c. Act on financial, material transactions, personnel and other resource management; d. Delegate/assign duties/responsibilities, authority to his/her subordinates; e. Consolidate and submit periodic IGP reports to the College President; f. Assume direct responsibility on the implementations of programs, policies and guidelines

in order to achieve targets with efficiency; g. Initiate program/project planning of PBDC; h. Discuss with the Management Board the program report of operation that requires

immediate action; i. Conduct regular and special meeting with IGP personnel; and j. Perform other duties designated by the College President. Section 5. Duties and functions of the Vice Chairman a. Perform the duties and function of the Chairman in the absence and/or incapacity; and b. Perform other function that may be delegated by the Chairman and/or the College

President.

Section 6. Duties and functions of the BOM Secretary a. Take minutes and keep records of all proceedings of meetings of the management board; b. Assist in the preparation of reports and communication of the management board; and c. Perform other related jobs that may be delegated by the Chairman and/or higher

authorities. Section 7. Duties and functions of the Finance Officer/Accountant – BOM Member. a. Program the funding requirement of various IGPs subject to PBDC policies and guidelines; b. Assist the Chairman and other concerned IGP personnel on the budget preparation; c. Provide technical advice on financial transactions to all concerned IGP personnel; d. Inform the Management Board on matters related to financial transactions; and e. Perform other duties as may be delegated by the Chairman/Higher Authorities. Section 8. Duties and functions of the Monitoring and Evaluation Officer/Research Director – BOM

Member. a. Monitor all projects operations in coordination with the Management Board Officers and

Project Managers; b. Gather statistical data and other valuable information needed in the analysis of the project;

and c. Participate in the planning activities of the management board. Section 9. Duties and functions of the Marketing Analyst – BOM Member a. Analyze and submit the market situation as a guide to the cropping pattern or production

plan of the PBDC. b. Recommend strategies for the marketing of PBDC products; and c. Perform other functions that may be assigned by the Management Board Chairman/Higher

Authorities. Section 10. The Division Manager Four Division Managers representing Crop section, Annual section, Fishery section and the Special Project section shall be designated by the College President with the following duties and functions:

a. Prepare plans and programs on designated IGP priorities;

b. Recommend to the President thru the Management Board the appointment of Project Managers and Caretakers;

c. Recommend to the Management policies and guidelines for effective implementation

of IGP; d. Conduct periodic checks and review on the records and information of projects within

his jurisdiction e. Attend Management meetings as may be required; f. Submit regular/progress reports to the Management Board thru the Vice Chairman; g. Submit regular/progress reports to the program Director; h. Recommend the dismissal/termination of the services of project personnel after

consultation and investigation with his immediate superior; and i. Perform other duties that may be assigned by higher authorities.

Section 11. The Project Manager The Project Manager is the direct implementer of the PBDC policies. They are designated by the College President upon the recommendation of the Dean and the Management Board with the following duties and functions: a. Assume direct responsibility, liability and accountability of project operations and

administrations; b. Plan, organize, direct and control the operation of the project; c. Implement all directives policies, guidelines and other instructions of the Division

Manager/Program Director; d. Prepare the necessary farm plan and budget; e. Conduct and evaluate the status, performance and financial records of the project; f. Develop/innovative ways and means of carrying out the task more efficiently; g. Keep the division manger informed of all activities and status of the project; h. Maintain honesty and discipline of project personnel; i. Keep and maintain farm records and submit regular reports to the Division Manager;

and

j. Perform other functions and duties that may be required by higher authority. Article 5. Projects The college will continue to operate its projects either as instructional income generating projects (IIGPs) or income generating enterprises (IGEs). profit-oriented projects under Production and Business Development Center (PBDC). Section 1. Instructional Income Generating Projects The IIGP shall be maintained and operated by the college to directly support the laboratory work of students. They will serve as student’s instructional unit and will be funded out of the regular operating expenses outlay of the college. The following shall be maintained for this purpose. a. Animal-based Projects 1. Swine Production Project, (weaner-fattener operation) 2. Egg production 3. Broiler production 4. Ruminant production b. Native chicken project b. Aqua-based Projects 1. Bangus culture 2. Mud crab fattening 3. Capture fisheries c. Crop-based Projects 1. Nursery project 2. Vegetable project 3. Rice project 4. Coconut project 5. Fruit production project i. PIli ii. Rambutan iii. Citrus iv. Banana d. Non Agri-based Projects 1. Bakery 2. Photocopying and printing services 3. Construction management and professional services 4. Catering services

5. Bookbinding Section 2. Income Generating Enterprise IGP shall be operated for the sole purpose of generating profits, hence shall be treated as a business enterprise. The college shall venture the following: a. Animal-based IGE’s 1. Feedlot fattening 2. Artificial insemination center for swine 3. Swine Production (weaner-fattener operation) 4. Broiler production 5. Egg production 6. Meat Processing b. Aqua-based IGE’s 1. Bangus production 2. Tilapia 3. Mud crab fattening 4. Fish processing 5. Capture fisheries c. Crop-based IGE 1. Rice (registered & certified palay seeds and commercial rice) 2. Coconut 3. Vegetable (off-season and seed) production 4. Nursery (forest tree seedling production) 5. Tree farming 6. Cut flowers and omamentals d. Non Agri-based IGE 1. Tools/Equipment and furniture fabrication 2. Rental of facilities (rooms, pavilion, social hall, stall, etc.) 3. Garments (PE and school uniforms, toga) 4. Risograph and Xerox 5. ID Processing Article 6. Operational Guidelines and Procedures The operation of any entrepreneurial income-generating project requires setting up of appropriate mechanism to effectively implement policy guidelines. For this purpose, the production center came up with guidelines/policies regarding the operation of different projects run by the college, be it for instruction, research or production alone. Complemented by detailed procedures, these entrepreneurial & agribusiness programs will help substantiate not only CHED but also all

colleges/universities concern for quality and excellence, relevance and responsiveness, access and quality, and efficiency and effectiveness. Section 1. Guidelines on Project Operations a. The management and operation of all projects shall be in accordance with the guidelines on

National Budget Circular Nos. 331 and 331-A and COA circular No. 842309. b. The Board of Management is task to draw the policy and rationalize production programs in

accordance with the directions set by the College President. c. In no case shall an IGP be done in school without approval by the President. d. No Agri-based project shall be implemented without an approved Farm Plan and Budget,

likewise, an approved business plan and budget is required for non agri-business project. e. Procurement of inputs, supplies and materials and equipment shall be done by the College

Procurement Officer or his authorize representative. This shall be in accordance with government accounting and auditing rules,

f. Issuance of inputs shall be based on the approved farm plan and budget and shall be

accompanied property accomplished RIV form g. Record keeping shall be required to all project managers using the prescribed forms. h. A consolidated project report/statement of operation must be submitted to the concerned

office. For crops and special projects reports must be submitted at the end of the cropping period, whereas the project report such as poultry, livestock and nursery be submitted on a monthly basis.

i. Marketing schedule and choice of outlets or buyers shall be predetermined before the

produced is harvested if necessary. j. Custom hiring of farm machineries shall be allowed only if there is no available farm

machineries in the college. A request in this regard must be approved by college/university President.

k. In case of net losses not due to force major or other unjustifiable reasons, such as losses be

deducted first from current income before the overall project ROI during the production year be computed to serve as basis for giving the incentives of the concerned personnel.

l. In case of labor shortage and necessity, pooling of manpower shall be done with the approval

of the President. Hiring of contractual labor is also allowed under this situation. m. The continuance or termination of a project shall be based o its income performance and its

instructional value. The Production Management Board should conduct evaluation and submit its recommendation to the President for appropriate action.

n. All IGP personnel shall be issued an appointment/designation. An academic faculty who is officially designated to handle any IGP activities shall receive a corresponding minimum Equivalent Teaching Load (ETL)/Contract Hours Workload (CHW) based on the following:

Designation Maximum ETL 1. Chairman Board of Management 8 2. Program Director 12 3. Member, Board of Management 4 4. Project Manager 6 5. Project Analyst 4 6. Marketing Manager 6 7. Assistant Project Manager 4 Note: The ETL received by IGP Personnel not be included in the computation of overload pay, but considered in the estimates of the workload. Section 2. Financial Management a. Project manager should not spend more than the generated income of the project. In extreme

cases, however, fund from other viable projects are loaned to the cash-starved projects in consultation with the Project Manager concerned and approved by the President.

b. There should be close coordination between the Production Director and/or Project Managers

and Accounting Office. The President may approve any fund transfer between projects’ capital build-up in consultation with the Project Managers.

c. All cash sales should be remitted to the Cashier’s Office. d. The production Director/Project Manager should be bonded to enable him to cash advance not

more than 50, 000.00 pesos as allowed by the Chief Accountant of the College. e. Interested IGP Project Manager may apply for seed capital for investment by submitting project

proposal to President. Section 3. Guidelines on Personnel Management a. All Project Managers shall be subject to screening by the BOM to determine the

qualification/expertise in the project where they have applied. QUALIFICATION: i. Preferably a faculty member on nom-academic staff. ii. At least a minimum of one year experience in managing project in line with his

specialization. iii. He/She must manifest honesty, sincerity, industry and commitment to do extra work. 1. The service of the following may be tapped by the BOM.

i. Project Analyst (Part time) ii. Marketing Analyst (Part time) iii. Project Engineers (On call) iv. Project Veterinarian (On call) v. Project Crop Protection Specialist (On call) vi. Soil Science Specialist (On call) vii. Weed Science Specialist (On call) 2. The number of laborer on Job Order status and other hired personnel working in the IGP and

other college/university offices shall be determined by the BOM. 3. Hiring of IGP Personnel i. Hiring of office personnel such as clerks, messengers, janitor, utility workers, illustrators,

security guards, etc. shall be the responsibility of the Director. ii. Project/Field Personnel (Laborer) shall be recommended by the Project Manager to the

President thru Program Director. 4. No Project Manager shall be assigned to more than one project except when no other person is

available for the project. 5. Project Manager/Laborer should not be allowed to engage in similar projects of his own in and

outside of the school. 6. Project Manager shall maintain the required number of laborers or can hire student labors with

the existing student rate subject to the approval of the President. Section 4. Guidelines on Marketing and Product Disposal a. Selling of IGP products should be given priority in all college bulletin boards. b. Faculty, staff and student should be given priority in the purchase of IGP products. c. Purchase of products by salary deduction shall be granted to faculty and staff that have a take

home pay of not less than 1,000.00 pesos per month. d. Products offered for sale to the college constituents should be of the highest quality. e. The produce of various projects should be sold primarily through the college market center. f. Marketing strategies should consider lower selling/pricing to the college constituents: i. Low selling shall mean that prices for all product be at least 5 to 10 percent lower than the

prevailing market price. ii. Constituents shall refer to faculty, staff and students of the College. g. Food products in raw, processed or manufactured form can be sold in wholesale or retail at

prices approved by the BOM.

h. An official receipts should be issued to all buyers upon full payment of the cost of goods or services bought.

i. All product packages or brochures of services should bear logo of the college. j. Prices of all products or services should be approved by the BOM. k. The marketing manager should keep and maintain an accurate record of all marketing

transactions or negotiations. l. The marketing analyst shall collect market data for appreciation of the various projects.

Research funds may be allocated by the IGP to support students’ researches along this line. m. The marketing analyst shall conduct periodic consultation/sessions with the BOM chairman,

Program Director, Project Managers and Business Managers regarding the market situation and how IGP managements reach with it.

n. The pricing of product shall either be; i. Cost of production plus mark-up (e.g. 20% mark-up) ii. Market price less 5-10% o. A pricing committee composed of the Project Manager, Program Director, Business Manager,

Marketing Analyst and Internal Control Unit (ICU) representative may be formed to decide on policies and issues of pricing.

Section 5. Guidelines on Harvesting, Threshing and Storage of Palay a. It shall be the responsibility of the Project Managers to inform the Division Manager by

filling up and submitting appropriate PBDC form of schedule of harvesting of his palay not later than 15 days from expected harvest. The Division Manager shall provide the Production Director, Warehouseman and Security Officer a copy of the harvesting schedule.

b. Under normal conditions threshing in the field during nighttime is absolutely

disallowed. Hence, all Project Managers must terminate their threshing on or before 5 p.m.

c. All harvest must be delivered to the warehouse/or any identified place for safe keeping

except the harvester’s share. Thresher’s share must be indicated in properly accomplished PBDC form and shall only be given or can be issued in the field by the Project Manager in the presence of the security guard or any representative from the inspection committee on product disposal.

d. Harvester’s share is based on the existing shares in the locality and is equal 12.5

percent while thresher share is 7.5 percent.

e. Drying, bagging and storage of palay is both the responsibilities of the Project Manager and Division Manager. The Project Manager shall supervise the drying while the PBDC Personnel shall provide the labor in bagging and hauling to the warehouse. Drying fee shall be included in the proposed budget submitted prior to the project implementation.

f. All contracting parties shall secure a gate pass from the Production Director/Division

Manager upon leaving the campus. g. All palay shall be dried at 14 percent moisture content before storage. h. If possible, sacks should be printed with the College Seal and be coded by variety. i. The inspection committee on product disposal and the Auditor’s representative shall

witness and certify as to the number of sacks and the corresponding kilogram of the harvest before and after drying.

j. Land rental, irrigation fees, and all fees accruing to the College shall be deducted

immediately from the gross harvest upon storage. k. Losses on the storage due to shrinkage and/or rodents shall be determined using actual

data after storing. l. Recording and Monitoring of Production of Palay i. The Dean/Campus Director and/or Division Manager shall record harvest together with

the assigned Security Guard upon completion of threshing during the day to be concurred/signed by the Project Manager before such harvest are turn over to the Warehouseman whenever palay are delivered to the Warehouse. The form shall be accomplished in 5 copies distributed as follows:

One copies each to: Security Guard Project Manager Division Manager Production Director Secretariat, Inspection Committee on Product Disposal iii. All production data must be submitted to the Production Director or to any authorized

representative at the end of the threshing day. iv. The Project Manager must submit a summary report on production and analysis

together with the production cost not later than four (5) days after completion of the harvest.

Section 6. Guidelines on the Use of IGP for Instruction

The IGP shall be operated in a business-like manner to which theories taught in the classroom shall be demonstrated in practice. Similarly, the project shall be the venue for in-campus internship program. To meet the objectives of agriculture curricula the courses and the projects it shall be a joint undertakings of the agriculture management faculty, technical course faculty/adviser with the studies as team approach to project management. a. General 1. Department heads concerned shall inform in advance the PBDC management as to the number

of students who will undertake actual project operations and when they would actually start fielding the students.

2. The projects assigned to students shall be managed and operated by a team composed of the

Project Manager, Faculty and Adviser teaching the course and the students. 3. Students shall share with the profit as approved guidelines/resolutions. Twenty five percent (25

%) goes to the students; Ten (10) percent to the department; Fifteen (15) percent to faculty in charge and Fifty (50) percent shall be the share of the PBDC.

4. The IGP Management shall advance the production inputs as student loan, to liquidate at the

end of the production period and after the products are sold. 5. The student shall prepare a statement of Field Practice Report, based on their farm records at

the end of the production period. 6. The period Manager and the faculty teaching the course shall prepare more detailed guidelines

for the students to follow in the project operations/implementation. b. Specific 1. The student as a group shall prepare a farm plan and budget and corresponding loan application

under the guidelines of the faculty teaching the course. 2. The PBDC Management shall have the right to review and approve the farm plan and budget,

together with the loan application. 3. The Project Manager shall prepare the RIVs of necessary inputs based on the approved farm

plan and budget. 4. The project Manager shall issue to the students the required inputs as they are needed. All

inputs shall first be deposited in IGP bodega. 5. The student shall maintain adequate farm records. 6. The student must perform most of the farm activities except in cases where their academic load

restrains them.

7. A the end of the production period, the students under the supervision of the project manager, dispose, sell and market the products.

8. Upon product disposal, a financial report is prepared reflecting the cost of production (including

land rental/irrigation fee, machineries) revenue, net profit and the student’s shares based o approved implementing guidelines.

9. Cost of inputs advanced by the IGP as student loan shall be liquidated. 10. The faculty manager likewise prepares a statement of operation for the Project as a whole at

the end of the semester. 11. Arrangement for field practice students shall be at the discretion of the Project Manager. 12. Project area/farm production facilities not actually used by students during the period when the

above-mentioned course are not offered shall be managed by the PBDC personnel and operate the same for income generation.

Section 7. Guidelines on the Use of IGP for Research

Research is one of the basic and vital functions of the college. Hence, the management of the PBDC shall encourage and allow the conduct of research work by the faculty and students with considerably affecting the project operation and income generations.

a. Proponents of approved research/thesis proposal shall provide a copy to the BOM

Chairman with corresponding letter requesting for the allocation of the needed space, area/facilities of the project to be utilized for research.

b. The BOM Chairman or his authorized representatives in consultation with the

proponent/researcher, project manager, and faculty adviser shall allocate the needed space, facilities of the project under consideration.

c. Approved faculty research proposals with fund allocation shall be given priority by

PBDC, except on special cases and arrangements. d. Student researcher seeking IGP support shall submit a proposal duly endorsed by the

adviser for consideration and action by the PBDC Management. e. Utilization of any PBDC facilities (work animal, machinery, etc.) shall be made available

for the researcher with rentals to be paid at prevailing rates. f. Animal stocks, seeds needed for research shall be made available upon request of the

faculty researcher. However, income accruing from the sale/ disposal of the produce shall be turnover to the PBDC.

g. Student researcher(s) using project supplies and inputs upon proper arrangements with

the project manager and adviser shall reimburse the costs upon disposal/sale of the produce incidental to the research undertaking.

h. The researchers shall keep records of supplies/input utilization under the utilization

under the supervision of the adviser and or project manager. i. Upon the completion of the research, a financial statement of operation shall be made,

duly approved by the project managers/adviser copy furnished the PBDC office. j. A copy of the research manuscript whenever possible should be submitted to the PBDC

office. k. Net profit the sale of output incident to the faculty research shall be shared be shared

both by the Research Unit and PBDC Office. l. Output of produce of students’ research shall be disposed/marketed by the student in

coordination with the projects manager and adviser based on PBDC guidelines. m. The sales, rental(s) cost of supplies, inputs, stocks taken in advance by the researcher

shall be reimbursed/paid to the account of the project under consideration. n. Net profit resulting from the sale of students produce after the termination of the

research shall be shared based on approved guidelines.

Article 7. Incentive Scheme and Guidelines

One of the objectives in structuring and redirecting the Income Generating Projects via the PBDC is democratization, to the extent possible of opportunities to staff and faculty alike that would contribute to the College’s productivity/entrepreneurial capabilities. The management and labor force will consciously plan and implement cost-saving and efficiency-improving measure in the project to further improve the projects performance if they have direct bearing on the amount of benefit that will be derived from the project.

What is envisioned then is to share benefits to all faculty and staff, support personnel/offices directly or indirectly contributing to the productivity and/or efficiency of all College income generating projects. To affect this scheme, all beneficiaries of the income from these projects shall only share certain percentage as stipulated in the provision of this incentive. Section 1. Coverage All projects under the Production and Business Development Center (PBDC) shall be included in this incentive scheme. Section 2. Guidelines a. General Guidelines

Incentives shall only be given if the Return on Investments (ROI) shall not be lower than ten percent (10%) during a production cycle (6 months for non-seasonal project) or production year (12 months for season projects) or production year.

The incentive and / or distribution of the incentives to all units of the production system may be revised anytime if deemed necessary subject to the approval of the College President upon the recommendation of the PBDC BOM.

b. Specific Objective The overall net profit of the PBDC shall be distributed as follows: i. Ten percent (10%) of the overall net profit of the PBDC for one production year (12 mos.)

shall be allotted as College share; ii. Twenty five percent (25%) of the net profit from each project module which have a Return

or Investment (ROI) of not less than 10% will be allocated as follows: a. Project Manager (10%) but not exceed 30,000.00 PhP per production year b. Project Laborers (15%) but not exceed 12,000.00 PhP per laborer per production year. The excess amount based on the incentives of the project managers and laborers

shall accrue to the PBDC Special Project Funds (SPF). For project/module which is manned by a Project Manager and an Assistant Project

Manager shall divide between them amount installed as incentive of the project manager. Each shall receive 60% and 40% of the incentives allocated, respectively.

iii. Apportioning the remaining sixty five percent (65%) of the overall net profit shall be

determined by the PBDC Management Board on the following items: 3.1 Capital Build-up (CBU) 50% 3.2 PBDC Special Project Fund (PSPF) 15% 3.2.1 Miscellaneous expenses such as those spelled out in the NBC 331,

incentives for PBDC Administrator, BOM members, Project Analyst, Marketing, Consultants, support staff & Offices, bonuses, cash gifts, etc.

Administrator ………………………………………. not more than P30, 000.00 per production year. Chairman/Prod. Director ………………………not more than P30, 000.00 per production year. Vice-Chairman……………………………………….Not more than P18, 000.00 per production year. Secretary ………………………………………………not more than P15, 000.00 per production year.

BOM Members …………………………………….not more than P12, 000.00 per production year. Project Analysts ……………………………………not more than P6, 000.00 per production year. Marketing Analysts ……………………………….not more than P6, 000.00 per production year. Consultants ……………………………………………not more than P6, 000.00 Production year. Excess amount of intended for PBDC Adminstration, MB and others shall accrue to the PBDC Special Project Fund. 3.3 Support Staff and Other Office Personnel of the College: Incentives of PBDC support staff and personnel of other support offices on CNSC,

which are directly, and / or indirectly servicing the PBDC. Support services include those sections of the college whose services are needed in the different PBDC Projects. Distribution of incentives shall depend on their participation to be determined by the management board and approved by the College President. Funding of these incentives shall be from the share of the PBDC Special Fund.

3.4 Year-end Bonus and Cash Gift as mandated by the national government gift shall

be given to all qualified PBDC personnel subject to the availability of funds. Fund source for this purpose (cash gift and bonus for laborer) shall cone from their respective projects while the support staff detailed in offices (e.g. clerks, security guards, utility workers, messengers, illustrator, etc,) shall take these benefits from the PSPF.

Section 3. Financial Management The management of financial resources is one of the important aspects of the program. Liquidity, profitability, and stability are the concern of the PBDC Management Board. Financial Management encompasses two distinct but closely related activities corresponding to a) al sources of funds and b) users of funds, especially those that involve financing decisions. Section 4. Sources of Funds Funds or economic resources is one of the essential elements for the Entrepreneurial Activities and Agribusiness Projects to operate, generate income and realize net profit. Funds for the operations of these income generating projects came from two types of sources, namely: a. Internal Sources – sources of funds coming from within the school/college i. Revolving fund for school agriculture operations under NBC Circular No. 331,

and 331-A.

ii. funds that maybe borrowed from other income sources of the school subjects to approval of the Board of Trustees as utilizations of school income.

b. External Sources – sources of funds coming from outside the school. i. Grants from government institution such as TAPE – DOST, etc. ii. Financial Assistance/donations from government agencies such as DA, DAR,

NEDA and other private organizations. iii. Business arrangements with private firms as in joint venture project, such as

in buying on credit. iv. Loans from financial institutions. Section 5. Steps in sourcing out funds a. Project proponent prepares a project proposal to be submitted to the Division

Manager/Production Director. b. Division Manager/Production Director evaluates the proposal for submission to the

PBDC Management Board. c. PBDC Management Board decides on the proposal and recommends the decision to the

President. d. The President discuss the proposals with the PBDC Management Board and decides

where to source out funds. Section 6. Use of Funds Funds from any of the sources can be used for the following purposes relative to the operation of Center: 1. Purchase of needed equipments/machines 2. Renovation/repairs of building/structures. 3. Purchase of raw materials, inputs, supplies 4. Working capital for the payment of utilities, services and any other expenses incurred in the

projects. Section 7. Financial Management Guidelines a. Initial capitalization of the Income Generating Projects shall be taken from the General

Fund under NBC Circular 331 and 331-A. b. Funds income generated by the projects shall be deposited in a separate bank account

under IGP (PBDC) Funds.

c. Subsidiary Ledger shall prepare for each project in the Accounting Office to be maintained by the Bookkeeper assigned.

d. Accrual method of accounting shall be followed in the preparation of income statement. e. The official income statement and other financial statement will be prepared by the

Accountant at the end of every production cycle to be reconciled with the records/reports at the Production/PBDC office.

f. Financial and economic analysis will be made by the Production Staff for submission to

the Management Board to be used as basis for giving incentives. g. Technical and financial ratios and analysis should then be prepared to determine the

efficiency of operation and every projects profitability and stability. h. Net profits are allocated for incentives and capital build – up as determined by the PBDC

Management Board and will be submitted to the President for recommendations to the Board for approval.

i. Disbursement of project funds shall be controlled following the usual accounting and

auditing procedures of the COA. Section 8. Preparation of Financial Statement

The financial statement as required by the Commission on Audit shall be prepared at the accounting office and copy furnished the PBDC office. Supporting documents and reports shall be required from each project manager before the final financial reports are prepared. The financial statement includes: a. Income statement or Statement of Operation – shows the performance of the project for a

certain period of time. It sows the profitability of a project. The statement shall be prepared for every project and consolidated at the end of the production year. The format of the statement depends upon the nature of the project re: trading, service or industry. Supporting documents on reports for the income statement includes:

b. Sales Report – this record the total amount revenues or sales generated for each project

prepared on a monthly basis. This includes sales on cash and on account. The PBDC Office shall prepare a summary of monthly sales.

c. Expenses report shows a detail of all the expenses incurred by all the project as summarized

by the PBDC bookkeeper. d. Collection Report – shows the amount of each turned over or remitted to the cashier

everyday. Summary shall be prepared at the end of the month by the cashier, copy furnished the PBDC Office.

e. Accounts Receivable Subsidiary Ledger – it shows all the credit sales unpaid during the

period. This shall maintain by the Bookkeeper at the Accounting Office.

f. Statement of Accounts – shows item taken on account by the personnel of the school prepared at the PBDC Office for payroll deduction purposes. This is prepared on a monthly basis.

g. Balance Sheet of Statement of Condition – It is a financial statement which shows the

financial position of the projects/program as a specified date. It shows the resources and properties acquired (known as assets), debts owned (liabilities), and capital invested in the program. This statement shall be supported by:

h. Account Receivable Reports – it shows all credit sales that are unpaid during the period,

showing the names of buyers and corresponding amounts due from them. i. Ending Inventory of Products, Supplies and Materials – it shows products, supplies and

materials left on hand at the end of the period, with their quantities and corresponding amount.

j. List of Fixed Assets (Inventory of Fixed Assets) – it shows the list of different assets

purchased or acquired out of the PBDC funds and income. Section 9. Financial Analysis a. Profitability Analysis – the profitability analysis of a project can be determined using some

acceptable financial ratios. This financial ratio shall be computed based on the income statement prepared for the period. Some ratios to measure to profitability include:

i. Net Profit Margin – This ratio tell us how much net profit margin the project realize

for every peso sales during the operating period. This can be computed using the formula;

Net Profit Margin = Net Income Total Revenues ii. Return on Total Operating Expenses – this is the ratio of net income over the project

total operating expenses incurred in generating the total revenues of the projects during the period.

ROE = Net Income Total Operating Expenses

b. Liquidity Analysis – the solvency/liquidity of the project is assumed since the PBDC is operating on its own funds. Liability is limited to the school resources. The center will tapped the resources from outside sources through grants from other institutions. c. Viability / Stability of the project can be determined through an economic analysis of the operation.

Article 8. Records and Recording System

Records are necessary in monitoring and evaluating projects. These are also important bases for making decision, formulating policies and calculating incentives. In project, management, three persons/offices should keep same set of records – project manager, chairman of the Board of Management (BOM) and accounting office. Monthly reconciliation of income and expense records is encouraged to minimize problem in wrong entries at the end of the production cycle. Section 1. Keeping of Records Members of the BOM must keep the following specific records: a. Chairman/Program Director i. Journal of analysis of obligation (JAO) – This is reconciled with the accounting office

annually; ii. Status report of the projects; iii. .Semi-annual and annual reports; iv. Copy of labor contract and lease contract; v. Copies of requisition and issue voucher (RIV), purchase order (PO), abstract of canvass,

request for obligation and allotment (ROA) and vouchers; vi. Copy of special order (SO) appointment and casual employees; vii. Financial analysis report of the project analysts and accounting office; viii. Cash advance ledger of the BOM; and ix. Designation of the Project Module Manager. b. Project Module Manager i. farm plan and budget; ii. Warehouse receipt or weight ship (for crop project); iii. Delivery receipts of product bought to market outlet; iv. Sales invoice; v. Status reports of projects; vi. Semi-annual and annual reports;

vii. Income statement prepared by project module manager, accounting office and project analysis; and

viii. Financial analysis report of the project analyst.

c. Accountant i. JAO; ii. General ledger; iii. Subsidiary ledger; iv. Checks paid; v. Trial balanced; and vi. Income Statement of each project; d. Cashier’s Office

i. Cash book; ii. Bank book; iii. Report of check issued and cash disbursement; iv. Monthly accountability of report; v. Daily collection report; and vi. Report or daily deposits. e. Business Manager’s / Marketing In-charge Office i. Sales invoice; ii. Collection list (for purchase by salary deduction); iii. Statements of accounts (tolling fees, rentals, electricity and water); iv. Subsidiary ledger of project. f. Procurement/Supply Office i. Bidding forms; ii. Advertising for bidding;

iii. Invitation to bid; iv. Abstract to bid; and v. POs. g. Property Office i. Inventory of stored inputs; and ii. List of equipment/machinery. h. Farm Machineries Office i. Charges of land preparation and hauling of produce; and ii. List of machinery. i. Personnel Office i. Appointment of casual employees; ii. Vacation and sick leave of employees; and iii. Copies of labor contract.

RULE 11

MISCELLANEOUS POLICIES, AMENDMENT, SEPARABILITY, REPEALABILITY AND EFFECTIVITY Article 1. Miscellaneous Policies Section 1. Policy in Smoking. – Smoking in offices and classrooms is strictly prohibited; however there are designated areas where teaching and non-teaching personnel of the College can smoke. Section 2. Use of College Names and Insignia. – College names and insignia can only be used for official communications, reports, forms, and certifications of the College. Use of the same for communications for personal use, solicitations of organizations/fraternities and the like is strictly prohibited without the approval of the Office of the President. Section 3. Use of Facilities for Commercial Purposes. – Requests for use of facilities for commercial purposes shall be acted upon by the Office on Productions following the approved rules and regulations for such purpose. Article 2. Amendment Section 1. Save as to matters specifically provided by law, any provision in this MANUAL OF OPERATIONS may be amended at any regular meeting of the Administrative Council subject to the approval of the Board of Trustees. Section 2. As a general rule, overall, formal and official revisions to this Manual shall not be made within five years of its implementation. However, policies, rules and regulations agreed by the Administrative Council and approved by the Board shall form part of pertinent section of this Manual. Should any provision herein be declared unconstitutional or contrary to provisions of existing laws, the same shall not affect the validity of the legality of the other provisions. Article 3. Reparability Clause If for any reason, any provision of this guideline has been declared invalid, unconstitutional or contrary to higher existing laws, any part of provision not affected shall remain in effect. Article 4. Repealing Clause. All orders, guidelines, rules and regulations or any part thereof which are inconsistent herewith are hereby repealed or amended accordingly. Should any provision herein be declared unconstitutional or contrary to provisions of existing laws, the same shall not affect the validity or legality of the other provisions. Since the Manual of Operations is the latest document on policies, guidelines and procedures for CNSC, the provisions herein takes precedence over the existing College Code. Article 5. Effectivity This CNSC Operations Manual shall take effect immediately upon approval of the Board of Trustees.

CNSC ADMINISTRATIVE COUNCIL MEMBERS 2006-2007

Wenifredo T. Oñate, Ph.D. - President Ela N. Regondola, Ed.D. - VP for Adminstration, Support Services & Production Erlinda J. Porcincula - VP Academic Affairs Godofredo E. Peteza, Jr. - Board Secretary/Dean-GS Cecilia B. Guevarra, Ph.D. - Dean-CAS Violeta A. Yanto, Ph.D. - Dean-CE Emilia L. Bergonio, Ph.D. - Dean-Cad Ronald S. Mancenido, MA - Dean-CEIT/J. Pang. Campus Renato B. Alber, MS - Director-IFMS/Mercedes Campus Rusty G. Abanto, MS - Planning Office Felomino Vicente T. Fernandez, MA - Director-CPAC Elmer Q. Dipasupil, MA - Director-ARO Sylvia B. Salvan, MS - Director-Research Ricardo D. Diño, MRM - Director-Extension Jesus A. Cocal, MS - Director-PBDC Noli S. Dipasupil - Director-SDO Nelia O. Llena, MA - Director-Physical Plant Emmanuel A. David, MBA - Director-Admission Roberto D. Vecida, MA - Director-Auxiliary Benmar I. Mago - Director-NSTP Adrian G. Daniel, MA - Director-CITC Sonia A. Carbonell, Ph.D. - Director-OSS Eduardo P. Dela Torre, MA - Director-Abaño Shiela P. Sapusao - College Registrar Arthur Z. Elizes - Accountant III Emma H. Sumaway - Budget Officer III Mary Ann C. Cuevas - Cashier III Martin M. Lukban - HRMO III Salvador T. Totanes - Supply Officer III

BOARD OF TRUSTEES

Hon. Nenalyn P. Defensor Hon. Wenifredo T. Oñate Commissioner, CHED President, Camarines Norte State College Chairman Vice Chairman Members Hon. Juan M. Flavier Hon. Cynthia A. Villar Chairman, Chairman, House Committee on Senate Committee on Education Higher & technical Education Hon. Romeo C. Escandor Hon. Rene N. Abrera Director, NEDA Region V President, CNSC Faculty Association Hon. Arsenio A. Fortin Hon. Antonio B. Dongon Executive Director, DA Region V President, CNSC Alumni Association Hon. Benjamin C. Dimaano Hon. Myra C. San Pablo Private Sector Representative President, CNSC Supreme Student Council Hon. Ramon C. Balante, Sr. Hon. Godofredo E. Peteza, Jr. Private Sector Representative College/Board Secretary