BICOL UNIVERSITY CITIZEN’S CHARTER

CITIZEN’S CHARTERBICOL UNIVERSITY2017 Edition

1BICOL UNIVERSITY CITIZEN’S CHARTER

Messages

Bicol University, as the premier state university in the Bicol region, is, first and foremost, a service-

provider for the educational needs of the society to which it belongs. With Service as one of its pillars, along with Scholarship, Leadership, and Character, its call to discharge its duties to the satisfaction of its clients is further emphasized.

This Citizen’s Charter is a manifestation of the university’s desire to fulfil its mandate, to serve the public, the citizens of the country.

With its commitment to excellence in instruction, research, and extension, achieved with clientele satisfaction and the adherence to quality standards as embodied in its Quality Policy, Bicol University declares, through this document, its eagerness to serve its clients the best way possible.

This Charter details the various offices in the institution and the corresponding frontline services they offer. It allows both clients and service providers, here the Bicol University employees, to be fully aware of guidelines, procedures, and mutual expectations towards more efficient and effective transactions.

It is the university’s desire to have the best civil servants in the region, if not the nation. This BU Citizen’s Charter shall their guide towards this end, as it prevails in its pursuit for excellent service.

ARNULFO M. MASCARIÑAS, Ph.D.SUC President IV


Messages

Bicol University’s Citizen’s Charter is an embodiment of its commitment to excellence in service delivery. As

an institution of higher learning, Bicol University values the standards of Scholarship, Leadership, Character and Service, the four pillars of Bicol University education and adheres to its quality policy of continual journey of excellence. As BU expects its graduates to act as responsible individuals committed to service excellence hence, its faculty and employees must exemplify the same qualities and commit to continually strive for excellence in instruction, research, extension and support services while adhering to quality standards.

This revised edition of the BU Citizen’s Charter contains the BU Vision, Mission and Strategic Goals of this present administration and outlines in detail the Service Guides in every significant function to deliver the services to our clients. The Service Guide begins at the start of a student’s engagement with the Bicol University upon application for admission, subsequent admission, and their interaction while they are students specifically the services rendered by the different student services offices. It likewise includes the Administrative support systems and other services of the University. With the Citizen’s Charter we expect to provide excellent service to our external and internal clients.

As a BU family, we express our gratitude to the trust and confidence you have continually given the Bicol University and we reciprocate that trust with an efficient and effective service. We likewise give our trust that you will help us become better by sending us your feedback using the client feedback mechanism designed for the purpose. Rest assured that the officials of the University are within reach in order to continually serve you in the best way that we can.

AMELIA A. DOROSAN, Ph.D.Vice President for Administration


The Bicol University, in its quest for excellence in instruction, research

and extension through quality delivery of services to its clientele, has formulated the Citizen’s Charter as a systematic guiding principle to facilitate service delivery. With this, the University hopes to achieve its vision of “a world-class University producing leaders and change agents for social transformation and development”.

It is, therefore, imperative that the personnel adhere to these guiding principles in the discharge of their functions. With the right policies and maximum implementation of the same productivity and efficiency can best be achieved.

HELEN M. LLENARESAS, Ed. D.Vice President for Academic Affairs

Messages


Bicol University commits to continually strive for excellence in instruction,

research and extension by meeting the highest level of clientele satisfaction and adhering to quality standards as stated in our Quality BU Policy. This is an indicator that BU binds itself to the public to deliver good quality service. We are continually promoting for the development of local communities and establishing mutually beneficial linkages with industries and institutions at the local, national and international level. We continue to ensure the transparency, accountability and delivery of good governance as well as to the whole university.

BU pursuit of its mandates of providing quality instructions, research and extension services will be continued and prioritized. We are confident to be able to provide quick and optimal service to our clients.

In every unit we also encourage clients to give inputs or feedback by adopting the Clients Feedback Mechanism which is very helpful in the improvement of services. Let us work together as with tremendous efforts and achievements to reach our goals. Let us also continue meeting our clients and bring in the revenue, hence would always like everyone to be motivated and enthusiastic.

Prof. JERRY S. BIGORNIAVice President for Resource Generation and Assets Management

Messages


Table of Contents

Vision and Mission 6Quality Policy 8Strategic Directions 9Rationale 1 0 Objectives 1 1Performance Pledge 12Service Guide 1 3 Admissions Office 14 Medical and Dental Clinic 23 University Registrar’s Office 27 Finance Management Office 60 Office of Students Services 65 University Library 73 Auxillary Services 77 Human Resource Management Office 81 Administrative Office 8 7 Bids and Awards Committee 91 Supply and Property Management Office 94Client Feedback Form 1 02Directory 1 04


Vision

A World-Class UniversityProducing Leaders and Change

Agents for Social Transformation and Development.


Mission

It is declared policy of the State to establish and support a complete and integrated

system of education relevant to the needs of the people and society (Republic Act No. 8292).

The University shall primarily give professional and technical training and

provide advanced education and specialized instruction in literature, philosophy, sciences and arts, besides providing for the promotion of scientific and technological researches (Republic Act 5521).


Quality Policy

Bicol University commits to continually strive for excellence in instruction,

research, and extension by meeting the highest level of clientele satisfaction and adhering to quality standards.


Strategic Directions

1. Promote a Responsive and Efficient Academic Governance. Organizational re-structuring, rationalization of personnel assignment, strengthening administrative process, and, innovative mechanism to enhance efficiency of services.

2. Enhance the Resource Endowment of the University. Consolidation of land resources and secure legal ownership, establishment of S & T Hub and commercialization center; partnership with private sector in developing business potential of land assets; enhancing partnership with alumni; fund endowment and research contracts from public/private sector.

3. Offer Market-Driven and Relevant Academic Program. Offering of programs responsive to market needs, ASEAN Integration, and K-12; adoption of alternative learning systems (e.g. OL/DE, ETEEAP, MOOCS, & LMS); accreditation of remaining academic programs; adoption of outcome based education; and establishment of additional COEs/CODs.

4. Strengthen the Foundation for Research, Development, and Extension. Creation of additional R & D Centers with TG and TD functions; Enrolling BU with scientific career system of DOST; commercialization of research outputs in partnership with private sector; implementation of community development program using home-grown mature technologies; and RD & E policy enhancements and reforms.

5. Develop a Critical Mass of Top Students and Outstanding Faculty. Provision of scholarship to highly qualified students; other financial support for poor but deserving students; admission of qualified foreign students in BS/undergraduate; support for cutting edge research of students; sandwich program with other top universities in the world; hiring of highly qualified graduates from top HEIs; scholarship for professional and career enhancement of faculty in top HEIs; support for scholarly/IP work of faculty members; faculty exchange program; and adopt “balik - siyentista” program of CHED and DOST .

6. Modernize Physical/Infrastructure Facilities. Improving academic support for students and faculty; enhancing IT capability making BU a wi-fi zone area; improving teaching – learning and research facilities; build/upgrade facilities for students; and construction of climate – proof, and disaster resilient infrastructure facilities.


Rationale

Bicol University, with its vision to be a world-class university, commits to

provide excellent service to its external and internal clients. Excellent service means efficiency effectiveness in the delivery of frontline and support services, and continuous effort to innovate its client-oriented services.


Objectives

The Bicol University Citizen’s Charter is designed to provide excellent frontline

services to the clients. Specifically, it intends to:

1. Create awareness among employees of the procedures for the efficient, effective and client-friendly delivery of frontline and support services;2. Provide procedural guidelines to assist clients of the processes for each frontline service; and3. Institutionalize internal and external feedback mechanisms to ensure client satisfaction and continual improvement of frontline services.


Performance Pledge

We, the employees of Bicol University, in the spirit of genuine public service, commit to

serve with utmost dedication and professionalism, guided by this Charter and the University’s policies and applicable laws of the land.

SERVICE GUIDE

1. Admissions Office2. Medical and Dental Clinic3. University Registrar’s Office4. Finance Management Office5. Office of Student Affairs and Services6. University Library7. Auxillary Services8. Human Resource Management Office9. Administration Office10. Bids and Awards Committee11. Supply and Property Management Office


1. Admissions Office

WHEN TO AVAIL OF THE SERVICESMondays to Fridays(8:00am to 5:00pm)

WHO MAY AVAIL OF THE SERVICESGeneral Public

Outside Creditors (contractors, Suppliers, Job Order Personnel, etc.)

Bicol University PersonnelSERVICES OFFERED

1. Bicol University College Entrance Test (BUCET)2. High School Entrance Test (HiSET)3. Kindergarten Admission Test (KAT)4. Evaluation and Processing of Shifters5. Evaluation and Processing of Transferees6. Psycho-educational Testing7. Senior High School Admissions Test (SHAT)

CONTACT INFORMATIONDR. HAZEL VERGARA

Dean, BU Admissions OfficeTel. Number: (052)[email protected]

HOW TO AVAIL OF THE SERVICES


STEP ACTIVITY OF THE APPLICANT/ CLIENT DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Secure an

Application Form

A. Secure Application Form (BUCET AF) at the BU Admissions Office

B. Download the BUCET Application Form (AF) and the information bulletin from this website: www.bicol-u.edu.ph

3 mins. Admissions Staff

BU-F-ADMISSION-13C(BUCET Application Form)

2 Filing-up of Application Form

A. Pay the non-refundable testing fee of One Hundred Fifty pesos (P150.00) at the BU General Administration building University Cashier’s Office.B. Provide all the information indicated in the application form. If the course(s) you have chosen is/are offered in two or more campuses, you are to indicate the campuses of your chosen course-first campus and the second campus.C. Check that no item is left unanswered in the Application Form. Make sure to indicate/attach the needed requirements upon filing.D. Present the original receipt (OR) to any staff of the Admissions Office and get your test permit

For Downloaded AFA. For verification purposes, file the completed AF together with the requirements at the BU Admissions Office two (2) weeks before the scheduled date/s of examination. Please take note that you can only take the BUCET in test centers within or nearest your place of residence.B. Pay the non-refundable testing fee of One Hundred Fifty pesos (P150.00) at the BU General Administration building University Cashier’s Office.C. Present the original receipt (OR) to any staff of the Admissions Office and get your test permit.

SERVICE: BICOL UNIVERSITY COLLEGE ENTRANCE TEST (BUCET)

SCHEDULE OF AVAILABILITY OF SERVICE:• Monday – Friday from 8:00am – 5:00pm (No Noon-Break).

WHO MAY AVAIL OF THE SERVICE?• Graduates of High School recognized by the Department of Education may be admitted as freshmen into the

University.• High School graduates who have not taken and/or are not taking any college subject.• Holder of the Education Placement Test (PEPT) certificates who are eligible to college.

WHAT ARE THE REQUIREMENTS?• Correctly and completely accomplished Application Form (AF)• Two copies of 1x1 identical recent photograph of the applicant to be attached in the application form.• First to Third Year high school academic ratings affixed at the reverse side of the AF and duly signed by the

school principal and/or photocopy of PEPT results if a qualifier.• One long-sized window envelope and two (2) pieces of 40.00 pesos worth of stamps for mailing of test results.• Photocopy of Form 138 for high school graduates who have not taken any subject beyond college. (Original

copy of Form 138 should be presented for authentication).

Admissions Office




ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDEDFor Mailed AFA. Mail the completed AF and attach the testing fee paid in Postal Money Order Payable to Admissions Office, Bicol University, or Bicol University, Legazpi City.B. Test permit will also be mailed to the applicant. (include in the application form (2) long window envelopes w/ P60.00 stamps).C. Applicants are advised to see or call the Admissions Office a week before the scheduled examination if test permit has not been received.

3 Scheduling of BUCET: Applicants scheduled for testing; Test permit released.

3-5 mins. Napoleon Kris A. Venus

Rey M. MapusaoAnaley E. Encinares

Doris B. Malate

BU-F-ADMISSION-13E(TEST PERMIT)

Admissions Office




ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Secure an

Application Form

A. Pay the non-refundable testing fee of One Hundred pesos (P100.00) at the BU General Administration building University Cashier’s Office.B. Present the original receipt (OR) to secure the HISET Application Form from the BU Admissions Office.

3-5 mins. University Cashier’s Office

Napoleon Kris A. VenusRey M.

MapusaoAnaley E. Encinares

Doris B. Malate

P100.00 Original Receipt

BU-F-ADMISSION-14A(HISET Application Form)


A. Provide all the information asked in the application form. B. Check that no item is left unanswered in the Application Form. Make sure to indicate/attach the needed requirements upon filing.

3 mins. Napoleon Kris A. VenusRey M.


Doris B. Malate

3 Scheduling of the HISET

Applicants scheduled for testing; test permit released.

3-5 mins. Napoleon Kris A. VenusRey M.


Doris B. Malate


SERVICE: HIGH SCHOOL ENTRANCE TEST


WHO MAY AVAIL OF THE SERVICE?• Graduates of Elementary School recognized by the Department of Education.

WHAT ARE THE REQUIREMENTS?• Correctly and completely accomplished Application Form (AF)• Two copies of 1x1 identical recent photograph of the applicant to be attached in the application form.• Original copy of Form 138 should be presented for authentication (after Graduation) or 1st week of April

Admissions Office



SERVICE: KINDERGARTEN ADMISSION TEST


WHO MAY AVAIL OF SERVICE?• Children who are 4 years and eight months to 5 years and 7 months old by June

WHAT ARE THE REQUIREMENTS?• Correctly and completely accomplished Application Form (AF)• Two copies of 1x1 identical recent photograph of the applicant to be attached in the application form.• Original copy of Birth Certificate (NSO) should be presented for authentication.


ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Secure an

Application Form

A. Pay the non-refundable testing fee of Two Hundred Fifty pesos (P200.00) at the BU General Administration building University Cashier’s Office.B. Present the original receipt (OR) to secure the KAT Application Form from the BU Admissions Office.

3-5 mins. University Cashier’s Office



Doris B. Malate


BU-F-ADMISSION-15-A(KAT Application Form)





Doris B. Malate3 Scheduling of the KAT


3-5 mins. Napoleon Kris A. VenusAnaley E. Encinares

Doris B. Malate


Admissions Office




ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Filing of Letter of

Intent to ShiftA. Present Letter of Intent to ShiftB. Present Certification of Grades from previous college attended



Doris B. Malate2 Securing

and filing of application form for shifters

A. Payment of processing feeB. Provide all the information asked in the application form. C. Check that no item is left unanswered in the Application Form. Make sure to indicate/attach the needed requirements upon filing.

30 mins Napoleon Kris A. VenusRey M.


Doris B. Malate

P100.00 BU-F-ADMIS-SION-02(Application Form for Shifters)

Official Receipt

3 Evaluation of grades and verification of the number of units previously taken

A. Present Certification of Grades to Evaluator



Doris B. Malate

Evaluated and Certified Grades

4 Administration of required aptitude test by the college

A. Pay required testing feeB. Take the test

1.5 hours Ray Artimus Hinlo

P200.00 per test

Original Receipt Notice of Test Result

5 Endorsement to the college where the shifter wants to enroll in

5 mins. Dr. Hazel B. Vergara

Completely filled out application form with required attachments duly signed by the Dean of Admissions

SERVICE: EVALUATION AND PROCESSING OF SHIFTERS

SCHEDULE OF AVAILABILITY OF SERVICE:• Monday – Friday from 4th week of May to 2nd week of June, 8:00am – 5:00pm (No Noon-Break).

WHO MAY AVAIL OF THE SERVICE?• A student of any college in the University who has not obtained two or more failing grades in his present course/program.• The student has not finished 50 percent or more of the required units of his present course.• General Weighted Average must be 2.4 or better• Receiving college must have a slot available for the shifter.

WHAT ARE THE REQUIREMENTS?• Letter of Intent to Shift• Certification of Grades duly signed by the sending College/Unit Registrar

Admissions Office




ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Filing of Letter of

Intent to TransferA. Present Letter of Intent to TransferB. Present Transcript of Records or Certification of Grades from previous school attended



Doris B. Malate

2 Securing and filing of application form for transferees

A. Payment of processing feeB. Provide all the information asked in the application form. C. Check that no item is left unanswered in the Application Form. Make sure to indicate/attach the needed requirements upon filing.



Doris B. Malate

P100.00 Official ReceiptBU-F-ADMIS-SION-04(Application Form for Transferees)

3 Evaluation of grades and verification of the number of units previously taken

A. Present Transcript of Records or Certification of Grades to Evaluator



Doris B. Malate

Evaluated and Certified Grades

4 Administration of required aptitude test by the college

A. Pay required testing feeB. Take the test

1.5 hours Ray Artimus Hinlo

P200.00 per test

Original Receipt Notice of Test Result

5 Endorsement to the college where the transferee wants to enroll in

5 mins. Dr. Hazel B. Vergara

Completely filled out application form with required attachments duly signed by the Dean of Admissions

SERVICE: EVALUATION AND PROCESSING OF TRANSFEREES

SCHEDULE OF AVAILABILITY OF SERVICE:• Monday – Friday from 4th week of May to 2nd week of June, 8:00am – 5:00pm (No Noon-Break).

WHO MAY AVAIL OF SERVICE?• A student from any higher learning institution recognized by CHED who has not finished 50 percent or more of the re-

quired units of his present course/program • Has General Weighted Average (GWA) of 2.0 or 89.00 or its equivalent, or better for all the academic units he/she has

earned outside of Bicol University.• No failed subjects.

WHAT ARE THE REQUIREMENTS?• Official Transcript of Records or Certification of Grades from sending school.• Letter of Intent to Transfer

Admissions Office




ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Securing the testing

request formA. Secure a request form from Psychologist

2 mins. ClientRay Artimus

Hinlo

Request form

2 Filling-in the testing request form

A. Fill-in the request form properly

10 mins. Client Request form

3 Seeking the approval of the BUAO Dean

A. See and consult BUAO Dean with regards to testing needsB. Seek for the approval of the request form

15 mins. ClientDr. Hazel Vergara

Approved request form

4 Paying the required testing fee

A. Pay required testing fee 15 mins. ClientUniversity

Cashier

P200.00 to P500.00 per test

Original Receipt

5 Test administration A. Client takes psychological tests

1 hour to 1 day Ray Artimus Hinlo

Psychological test materials

6 Test result release A. Individual/group conference conducted for test interpretation

15 mins. Ray Artimus Hinlo

Psychological test report

SERVICE: PSYCHOLOGICAL TESTING

SCHEDULE OF AVAILABILITY OF SERVICE:• Monday – Friday from 8:00am – 5:00pm (No Noon Break)

WHO MAY AVAIL OF SERVICE?• Any individual or organization, referred or otherwise, that has a need for psychological testing

WHAT ARE THE REQUIREMENTS?• Properly filled-out request form or letter.• Official receipt of payment of testing fee

Admissions Office




ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Secure an

Application FormA. Pay the non-refundable testing fee of One Hundred pesos (P200.00) at the BU General Administration building University Cashier’s Office.

B. Present the original receipt (OR) to secure the SHAT Application Form from the BU Admissions Office.

3-5 mins University Cashier’s Office



Doris B. Malate


BU-F-ADMISSION-26(SHAT Application Form)



3-5 mins Napoleon Kris A. VenusRey M.


Doris B. Malate

Official ReceiptBU-F-ADMIS-SION-04(Application Form for Transferees)

3 Scheduling of the SHAT


3-5 mins Napoleon Kris A. VenusRey M.


Doris B. Malate


SERVICE: BICOL UNIVERSITY SENIOR HIGH SCHOOL ADMISSIONS TEST (SHAT)


WHO MAY AVAIL OF THE SERVICE?• Have completed junior high school;• Not have taken senior high school in another school;• Have completed Non-formal Education (NFE) Accreditation and Equivalency or Alternative Learning System (ALS);• For Foreign nationals who completed their junior high school education abroad, except from Philippine schools under

DepEd.WHAT ARE THE REQUIREMENTS?• Correctly and completely accomplished Application Form (AF)• Two copies of 1x1 identical recent photograph of the applicant to be attached in the application form.• Grade 7 to Grade 9 academic ratings affixed at the reverse side of the AF and duly signed by the school principal and/or

photocopy of PEPT results if a qualifier.• Original and photocopy of junior high school grade (Grade 10 report card);• Certification from the high school Principal stating that the applicant’s Form 137-A is still in the school file and has not

been forwarded to another school;• One long-sized window envelope and two (2) pieces of 40.00 pesos worth of stamps for mailing of test results.• For Foreign National, Scholastic records or transcript of record duly authenticated by the Philippine Embassy in the appli-

cant’s country of origin;• Alien Certification of Registration (ACR) or Special Study permit (SSP);• Original and photocopy of passport and authorized stay;• Photocopy of birth certificate from the country of origin.

Admissions Office


2. Medical and Dental Clinic


Saturday 8:00am-12:00nnWHO MAY AVAIL OF THE SERVICES

Students Bicol University PersonnelSERVICES OFFERED

1. Medical Consultation and Treatment2. Dental Consultation and Treatment3. Annual Dental Examination4. Medical/Dental Examination and Issuance of

Medical Certificate for Incoming 1st year students and transferees.

5. Physical Examination and Issuance of Medical Certificate for OJT, RLE, and Practice Teaching Students.

6. Physical Examination and Issuance of Medical Certificate for Tour, Field Research and Intramurals/Olympics.

7. Physical Examination and Issuance of Medical Certificate to employees. a. Newly hired b. Reinstatement c. Permit to practice profession

CONTACT INFORMATIONDR. JULIO M. ABAINZA

University PhysicianTel. Number: (052) [email protected]@bicol-u.edu.ph



Medical and Dental Clinic

STEP APPLICANT/ CLIENT

ACTIVITY OF THE SERVICE

PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Present student/

employee ID -Fill up/get patient record-Interview-Take vital signs

5 minutes Nurse BU-F-Clinic-08

2 Proceed to consultation room

-Conduct consultation-Give treatment or prescription *perform procedure *make referrals

10 minutes Physician

3 Report to the nurse -Give medicine (starter dose)-Conduct health counselling.

5 minutes Nurse

1. MEDICAL CONSULTATION AND TREATMENTWhat are the requirements: Student and Personnel ID



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Present student/

employee ID - Fill up/get patient record- Interview-Take vital signs

6 mins Dental Aide

DentistDental Aide

BU-F-Clinic-39

2 Proceed to consultation room

-Conduct consultation, give prescription and starter dose medicine.-Perform procedures: a. Prophylaxis b. Extraction*make referrals if needed- Conduct dental counseling.

1 hour and 44 mins

Dentist

2. DENTAL CONSULTATION AND TREATMENTWhat are the requirements: Student and Personnel ID



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Student present ID

and Individual dental health record

Receive and evaluate the form

1 min Dentist BU-F-Clinic-21

2 Proceed to dental room Conduct dental examination and counselling

4 mins Dentist

3. ANNUAL DENTAL EXAMINATION (ELEMENTARY ANG HIGH SCHOOL STUDENTS)What are the requirements: Student ID






PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Student presents chest

x-ray film and health record(3) as required

Receive and evaluate the forms

Take vital signs

4 mins Nurse BU-F-Clinic-05

2 Proceed to examination room

Conduct physical examination-gives treatment/ prescription if needed-makes referrals if needed

12 mins Medical Officer

3 Proceed to dental roomPresent dental form

Conduct dental examination

2 mins Dentist BU-F-Clinic-21

4 Report to the nurse Release of medical certificate

2 mins Nurse BU-F-Clinic-01

4. MEDICAL/DENTAL EXAMINATION & ISSUANCE OF MEDICAL CERTIFICATE FOR INCOMING 1ST YEAR STUDENTS & TRANSFEREES

What are the requirements: 1. BUCET result 2. Chest Xray Film and Result 3. Hepatitis B Screening (Nursing, Food Service Mgt, Food Technology, Entrepreneurship, Fisheries, and Medicine courses only) 4. Ordinary long brown envelope



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Student presents

chest x-ray film and Hepatitis B Screening Result

Receive andtake vital signs

2 min Nurse





1 min Nurse BU-F-Clinic-01

5. PHYSICAL EXAMINATION AND ISSUANCE OF MEDICAL CERTIFICATE for OJT, RLE & PRACTICE TEACHING STUDENTSWhat are the requirements: 1. Chest X-ray film and result 2. Hepatitis B screening result (Nursing, Food Service Mgt, Food Technology, Entrepreneurship, Fisheries, and Medicine courses only)





PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Student presents

master list/properly filled up form

Receive/evaluate the form

Take vital signs

2 mins Nurse





1 min Nurse

6. PHYSICAL EXAMINATION AND ISSUANCE OF MEDICAL CERTIFICATE for TOUR, FIELD RESEARCH, INTRAMS AND OLYMPICS


What are the requirements: -Master list of students (tour and field research) -Intramurals/Olympic medical certificate form with Parent’s Consent/Permit Waiver form (atheletes)


ACTIVITY OF THE SERVICE PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Employee presents the

requirements stated above

Receive/evaluate

Take vital signs

2 mins Nurse -for A. CSC-Form-211 s.1997-for B. & C.- BU-F-Clinic-06





1 min Nurse

7. PHYSICAL EXAMINATION AND ISSUANCE OF MEDICAL CERTIFICATE TO EMPLOYEES

What are the requirements: a. Newly hired (chest x ray film and result, CBC, Urinalysis and drug test) b. Reinstatement (medical certificate from the attending physician) c. Permit to Practice Profession (none)


3. University Registrar’s Office

WHEN TO AVAIL OF THE SERVICES

COLLEGE REGISTRARMonday - Friday from 8:00 a.m. to 5:00 pm

(No Noon Break) (except Holidays)

UNIVERSITY REGISTRARMonday to Friday (except Holidays) from

8:00 a.m. to 5:00 p.m. (No Noon Break)

(Payment at the Cashier- OUR Window 4/Counter 4 (8:00 a.m. to 5:00 p.m.)

(Payment of fees at the College/Campus Cashier, 8:00 a.m. to 5:00pm)

WHO MAY AVAIL OF THE SERVICES

COLLEGE REGISTRAR1. New, Old, Returning, Shifter and Transfer Students2. Students who wish to temporarily leave/ quit due to

financial constraints, illness, employment, pregnancy, etc..

3. Students who wish to transfer to other schools;4. Students who have completed all the requirements

for the course/program of study;5. Students who wish to secure their Certification

of grades, good moral and Official Transcript of Records and other credentials for reference or employment purposes.

6. New Graduates of the College/Campus7. Faculty of the College/Campus

UNIVERSITY REGISTRAR1. New graduates from the various colleges/units of BU;2. Previous graduates/students from the various

colleges of BU;3. Previous graduates/students of Bicol Teachers’

College and Albay Normal School;4. Currently enrolled students from the various

colleges/units of BU;5. BU students who wish to transfer to other schools;6. BU students who discontinue their studies; and,7. Benefactors/offices/requesting agencies and other

schools/universities.

SERVICES OFFEREDCOLLEGE REGISTRAR1. REGISTRATION/ENROLMENT OF STUDENTS• Registration/Enrolment in the Undergraduate

Programs using the Manual Process • Registration/Enrolment in the Undergraduate

Programs using the Intranet/Electronic Registration System

• Registration/Enrolment in the Graduate Programs using the Intranet/Electronic Registration System

• Enrollment of Subjects on Cost Recovery Basis for Undergraduate Programs

• Shifting to other Programs/Courses • Transferring to Bicol University from Other

School/University • ID Validation • Dropping of Subjects • Adding or Changing of Subjects • Application for Leave of Absence (LOA)• Permit to Cross-Register within the University

and Permit to Cross-Enroll outside the University

2. GRADUATION OF STUDENTS• Application for Graduation3. ISSUANCE OF STUDENTS’ CREDENTIALS• First Issuance of Official Transcript of Records

(OTR) • First Issuance of Diploma • Authentication of Academic Credentials for

Scholarship Purposes • Application for Honorable Dismissal • Issuance of Certifications - Grades, Registration,

GWA, Good Moral,Course Description/s, Graduation, Units Earned,Official Enrolment/Bonafide Student, Completed Academic Requirements (CAR)

• Issuance of Certification of Grades (COG) through E-Registration System

• Clearance System for the Issuance of Academic Credentials to Undergraduates and Graduates

• Correction of Grades • Completion of Incomplete Grade


SERVICES OFFEREDUNIVERSITY REGISTRAR1. Re-Issuance of Official Transcript of Records

(OTR)1-1. First Issuance of Official Transcript of Records (OTR) from Colleges/Campuses to the Office of the University Registrar (OUR)2. Re-Issuance of Diploma3. CAV (Certification, Authentication and

Verification) Issuance for DFA Purposes4. Authentication of Academic Credentials5. Issuance of the following Certifications:• General Weighted Average (GWA)• Good Moral Character (GMC)• Graduation• PD 907 • Number of Units Earned• Subjects Taken• Medium of Instruction• Related Learning Experience (RLE) with

Grades Theoretical, Laboratory and Clinical Hours Language Translation

6. Issuance of Transfer Credentials: Honorable Dismissal from the Colleges/Campuses to the Office of the University Registrar (OUR)

7. Issuance of Honorable Dismissal to Bicol University Graduates and non-graduate.

8. Request for Transfer of Credentials by Other Schools/Universities to BU graduates and non-Graduates.

9. Approval of the University Registrar to Cross-Enroll Outside the University

10. Related Learning Experience (RLE) for Nursing Graduates

11. Course Description/s12. Education Verification 13. Certifying Data on Foreign Forms for BU

Graduates/Non-Graduates14. Other Requests

DURATION OF ACTIVITIES/PROCESSING TIME:

The duration/processing time for the different services vary from 30 minutes to three (3)

working days. During peak seasons (enrolment and

graduation), the maximum total duration for each service may have a few hours and/or days extension considering the fact that

the Registrars and staff have to attend to these urgent activities.

Unforeseen events such as brown-outs, typhoons, strikes, etc. beyond the control of

this Office may cause for allowable extension of services.

IMPORTANT NOTICE:The first request of Academic Records begins at the respective colleges where the student is/has

enrolled or graduated.Then, the Academic Records are being endorsed/submitted to the Office of the University Registrar (OUR) for review,

for final approval and signature and for release.

The second or succeeding requests of Academic Records are issued at the OUR.

Any request for Academic Records after a student was Granted Honorable Dismissal

or has transferred to other school requires a “Certificate of No Objection” from the said

school and vice-versa.Processing of documents begin upon

submission of complete requirements/ documents needed.

CONTACT INFORMATIONSOPHIA A. ROMERO

University RegistrarTel. Number: 742-6477

[email protected]@bicol-u.edu.ph

[email protected]



University Registrar’s Office COLLEGE REGISTRAR

STEP APPLICANT/ CLIENT ACTIVITY OF THE SERVICE

PROVIDER

DURATION OF ACTIVITY

PERSON IN CHARGE

1 Submits requirements and fills-outadvising slip form and BU F-100

Note: Foreign Student must secure endorsement from the International Relations Office, BU General Admin. Bldg., 2nd Floor or call (052) 481-1389

a. Receives and checks the requirements and issues advising slip form and BU F-100b. Identification of subjects and approval of academic load

b.1 Regular studentsb.2 Irregular students

5-10 minutes

30 minutes to 1 hour

Registrar/Prog./Dep’t. Chair

2 Submits approved enrolment formfor assessment and verification

*If Scholar, a. Presents approved academic load/BU F-100 to OSAS for issuance of Notice of Scholarship discountb. Submits the Notice of Scholarship discount to the designated assessor/ Registrar for re-assessment

a. Assessment of Feesb. Verification of fees and academic load

* Tags discount of fees and issues Notice of Scholarship discount

* Re-assessment of fees

10-15 minutes DesignatedAssessor/Registrar,

Accounting

Please see service guide of OSAS

* OSAS Personnel

5-10 minutes * Designated Assessor/ Registrar

3 Pays the fees a. Receives order of paymentb. Issuance of Official Receipt (OR)

3-5 minutes College/CampusCashier

4 Presents BU F-100, Official Receipt (OR) for validation/posting

a. Validation of payment/posting of Official Receipt to the ledger

3-5minutes

Bookkeeper/Accountant

5 Presents BU F-100 for subjectlisting

a. Enlists name of student in the respective subject areas and schedule

5-10 minutesminutes

Enrolling Committee/ Dep’t. Chair

6 Presents BU F-100 and OfficialReceipt (OR) for issuance ofstudent’s copy and class cards

a. Stamps “REGISTERED” in the BU F-100 copy and class cardsb. Affixes signature and date issued c. Counts the subjects for issuance of class cards

5-10 minutes Registrar/ Regis-trar’s Staff

7 Pays the authorized CSC Fees a. Receives payment for Insurance and other approved CSC Feesb. Issuance of the Official Receipt (OR)

3-5 minutes CSC Treasurer

Maximum Total Duration of Activity: 1 hour, 10 minutes (regular students), 2 hours (Irregular Student) (This excludes duration of activity at OSAS)

HOW TO AVAIL OF SERVICE 1-1: REGISTRATION/ENROLMENT IN THE UNDERGRADUATE PROGRAMS USING THE MANUAL PROCESS



University Registrar’s Office

*DOCUMENTS NEEDED **FEES* DOCUMENTS NEEDED

1. Enrolment/Admission Requirement specified as follows: 2. Preliminary form/advising slip3. Official Receipt of Payment for tuition and miscellaneous fees4. Authorization letter and valid IDs (if represented)

**Fees: P175/unit of subject P125 - Entrance fee P252 - average total of misc. fees this excludes Laboratory and other feesP200 - average Laboratory fee/unit P20 - late enrolment fee P10/subject for dropping/changing P10/subject for addingAdded Fees for Foreign Students *** Foreign Student Fees/ Out-of-State Fee: $500 - Non-Resident Alien (1st and 2nd semester)$400 - Resident Alien (1st and 2nd semester) $250 - Non-Resident Alien (1st and 2nd semester)$200 - Resident Alien (Summer)

*** Tuition, misc., lab., and other fees for the semester/term are not yet included/computed.

For New Students (Incoming/Freshmen/***Transfer Students)1. Original BUCET Result2. Form-138 (HS Report Card)3. Official Transcript of Record***4. Honorable Dismissal***5. Personal Data Sheet6. Two (2) clear copies of NSO Birth Cert.7. Certificate of Good Moral Character8. Medical Certificate from BU-Physician9. Police Clearance10. Two (2) copies of 2 x 2 picture11. Two (2) long folders12. One (1) long brown plastic envelope13. Proof of Scholarship (if scholar)14. English Plus Result (if necessary)

For Shifter***/Returning****/Old Students:1. Accomplished Clearance2. Approved application for shifting issued by the Dep’t. Chair of the Dep’t./Prog. where to shift***3. Approved Leave of Absence****4. Evaluation of grades & subjects issued by the College/Campus Registrar5. Certification of Grades issued by the College Registrar of former college***6. One (1) piece 2 x 2 picture with white background***7. One (1) piece long hard folder***8. One (1) piece long brown plastic envelope9. Medical Certificate issued by the BU-Physician applicable for Food Tech, Shifters, and Returning students.

Foreign Student/s Requirements:1. BI and Admission Requirements *Please coordinate with GLOBU Office at (052) 481-1389

COLLEGE REGISTRAR




PROVIDER


PERSON IN CHARGE

1 Submits requirements and fills-out advising slip form and BU F-100


*If Scholar, presents assessment print out and other requirementsfor the availment of discount

a. Receives and checks the requirements and issues advising slip form b. Identification of subjects and approval of academic load

b.1 regular studentsb.2 irregular students

c. Encoding of data into the system and effect assessment of fees

5-10 minutes Registrar/Prog./Dep’t. Chair

30 minutes to 1 hour5-10

minutesRegistrar/

Registrar’s Staff* Receives and checks completeness of requirements and tags scholarship discount in the E-Registration system

Please seeservice guide

of OSAS

OSAS Personnel


3-5 minutes

College/Campus Cashier

3 Presents Official Receipt (OR) forvalidation

a. Validation of payment 3-5minutes

Internal Audit Service Personnel

4 Presents Official Receipt (OR) forissuance of Certificate of Registration (COR)

a. Checks the Official Receipt (OR)b. Prints and signs the CORc. Issuance of Certificate of Registration

5-10minutes

Registrar/ Registrar’s Staff

5 Pays the authorized CSC Fees a. Receives payment for Insurance and other approved CSC Feesb. Issuance of the Official Receipt (OR)

3-5 minutes CSC Treasurer

Maximum Total Duration of Activity: 45 minutes (regular student) 1 hour, 35 minutes (irregular student)(This excludes duration of activity at OSAS)

HOW TO AVAIL OF SERVICE 1-2: REGISTRATION/ENROLMENT IN THE UNDERGRADUATE PROGRAMSUSING THE INTRANET/ELECTRONIC REGISTRATION SYSTEM






1. Enrolment/Admission Requirement specified as follows:2. Preliminary form/advising slip 3. Official Receipt of Payment for tuition and miscellaneous fees 4. Authorization letter and valid IDs (if represented) **Fees: P175/unit of subject P125 - Entrance fee P252 - average total of misc. fees this excludes Laboratory and other fees P200 - average Laboratory fee/unit P20 - late enrolment fee P10/subject for dropping/changing P10/subject for adding Added Fees for Foreign Students

*** Foreign Student Fees/ Out-of-State Fee: $500 - Non-Resident Alien (1st and 2nd semester)$400 - Resident Alien (1st and 2nd semester) $250 - Non-Resident Alien (Summer)$200 - Resident Alien (Summer) *** Tuition,misc., lab., and other fees for the semester/term. are not yet included/computed

For New Students (Incoming/Freshmen/***Transfer Students)1. Original BUCET Result2. Form-138 (HS Report Card)3. Official Transcript of Record***4. Honorable Dismissal***5. Personal Data Sheet6. Two (2) clear copies of NSO Birth Cert.7. Certificate of Good Moral Character8. Medical Certificate from BU-Physician9. Police Clearance10. Two (2) copies of 2 x 2 picture11. Two (2) long folders12. One (1) long brown plastic envelope13. Proof of Scholarship (if scholar)14. English Plus Result (if necessary)

For Shifter***/Returning****/Old Students:1. Accomplished Clearance2. Approved application for shifting issued by the Dep’t. Chair of the Dep’t./Prog. where to shift***3. Approved Leave of Absence****4. Evaluation of grades & subjects issued by the College/Campus Registrar5. Certification of Grades issued by the College Registrar of former college***6. One (1) piece 2 x 2 picture with white background***7. One (1) piece long hard folder***8. One (1) piece long brown plastic envelope9. Medical Certificate issued by the BU-Physician applicable for Food Tech, Shifters, and Returning students.

Foreign Student/s Requirements:1. BI and Admission Requirements*Please coordinate with International Relations Office at (052) 481-1389

COLLEGE REGISTRAR





PROVIDER


PERSON IN CHARGE

1 Presents all requirements needed for evaluation, approval and admission


a. Receives and checks the submitted requirements b. Evaluation and assessment of documentsc. Approval of admission

1 hour to 1 day Registrat, Prog./Dep’t. Chair, Admission

Committee, Dean of Graduate School

2 Fills-out preliminary form/advising slip for approval of subjects

a. Approval of subjects 5-10 minutes Prog./Dep’t. Chair, Adviser/Registrar

3 Submits preliminary form/advising slip

*If Scholar, presents assessment print out and other requirementsfor the availment of discount

a. Receives preliminary form/advising slipb. Encoding of data into the system and effect assessment of fees

5-10 minutes Registrar/ Registrar’s Staff

* Receives and checks completeness of requirements and tags scholarship discount in the E-Registration system

Please seeservice guide

of OSAS

OSAS Personnel


3-5 minutes BUGS Cashier

5 Presents Official Receipt (OR) forvalidation

a. Validation of payment 3-5minutes

Internal Audit Service Personnel

6 Presents Official Receipt (OR) forissuance of Certificate of Registration (COR)

a. Checks the Official Receipt (OR)b. Affixes signature on the CORc. Issuance of Certificate of Registration


7 Pays the authorized GSSB Fees a. Receives payment for GSSB feesb. Issuance of the Official Receipt (OR)

3-5 minutes GSSB Treasurer

Maximum Total Duration of Activity: 1 day and 45 minutes (This excludes duration of activity at OSAS)

HOW TO AVAIL OF SERVICE 1-3 : REGISTRATION/ENROLMENT IN THE GRADUATE PROGRAMS USING THE INTRANET/ELECTRONIC REGISTRATION SYSTEM

COLLEGE REGISTRAR





1. Enrolment/Admission Requirement specified as follows:2. Approved Application for Admission3. Preliminary form/advising slip4. Official Receipt (OR) of payment for tuition and misc. fees5. Authorization letter and valid IDs (if represented) **Fees: P100 - Entrance fee P100 - Admission fee P400/unit - Tuition for the Master’s degree P500/unit - Tuition for the Doctorate degree P825 - average total misc. fees for Masteral degreeP1025 - average total misc. fees for Doctorate degreeP100 - late enrolment fee P50/subject for dropping and changing P50/subject for addingAdded Fees for Foreign Students *** Foreign Student Fees/ Out-of-State Fee: $600 - Non-Resident Alien (1st and 2nd semester)$500 - Resident Alien (1st and 2nd semester) $300 - Non-Resident Alien (Summer)$250 - Resident Alien (Summer)*** Tuition, misc., lab., and other fees for the semester/term are not yet included/computed.

For New Students1. Official Transcript of Record (original for non-BU graduate or transferee and photocopy for BU gradauate, provided have not enrolled yet in other schools, otherwise, original transcript and Honorary Dismissal is required)2. Honorable Dismissal for non-BU grad.3. One (1) clear copy of NSO Birth Cert.4. One (1) clear copy of Marriage Cert. (for married women)5. Two (2) pieces of 2x2 picture with white background6. One (1) piece long folder7. One (1) long brown plastic envelope8. Certification of Proficiency in English (if English is not the medium of instruction)9. Certificate of English Proficiency from TOEFL or IELTS with the score of 460 (for foreign students)

For Shifter***/Returning****/Old Students:1. Accomplished Clearance2. Approved application for shifting issued by the Dep’t. Chair of the Dep’t./Prog. where to shift***3. Approved Leave of Absence****4. Evaluation of grades & subjects issued by the school Registrar

Foreign Student/s Requirements:1. BI and Admission Requirements *Please coordinate with GLOBU Office at (052) 481-1389

COLLEGE REGISTRAR





PROVIDER


PERSON IN CHARGE

1 Secures and fills-out Cost Recovery Form and affix signature/s

a. Issuance of Cost Recovery Formb. Reviews the student’s Certificate of Registration (COR) and academic load

10-15 minutes Registrar

2 Requests for a faculty expertto be assigned on the requestedsubject

a. Recommends the approval of the requested subjectb. Recommends/assigns faculty expert on the requested subject

5-10 minutes Dep’t. Chair,College Dep’t. Chair

Service College, Faculty Expert

3 Requests for the computation of the Cost Recovery Fee

a. Computation of faculty rate for the Cost Recovery Program

5-10 minutes Admin. Officer of the College/Campus

where the subjectshall be enrolled

4 Requests for the signature of the College Registrar

a.Affixes signature on the Cost Recovery Form


5 Submits the request to the Dean for approval

a. Approval of Cost Recovery Request

3-5 minutes Dean of College

Maximum Total Duration of Activity: 45 minutes


1. Certificate of Registration (COR) 2. Evaluation of the Registrar 3. Schedule of Classes 4. Adding Form (if necessary) 5, Cross-Registration Form (if necessary) 6. Clearance (if solo subject taken for the semester)7. Official Receipt of Payment 8. Authorization Letter and valid IDs (if represented) ** Fees: P175/unit of subject P200 - average Laboratory Fee/Unit P20 - late enrolment fee P10/subject for adding (if necessary) Added Fees for Foreign Students

*** Foreign Student Fees/ Out-of-State Fee: $500 - Non-Resident Alien (1st & 2nd semester)$400 - Resident Aien (1st & 2nd semester) $250 - Non-Resident Alien (Summer) $200 - Resident Alien (Summer) *** Tuition, misc. lab., and other fees for the semester/term are not yet included/computed.

HOW TO AVAIL OF SERVICE 1-4 : ENROLLMENT OF SUBJECTS ON COST RECOVERY BASIS FOR THE UNDERGRADUATE AND GRADUATE PROGRAMS

COLLEGE REGISTRAR





PROVIDER


PERSON IN CHARGE

1 Secures and fills-out shifting form and requests for the approval of the Dean of present course and the Dean of the intended course/program


a. Issuance of shifting form b. Approval of shifting form based on the availability of slot

5-10 minutes Registrar’s Staff/Registrar, Dean

of the present and intended course/

program

2 Requests for evaluation and approval of General WeightedAverage (GWA)

a. Computation of the General Weighted Average (GWA)b. Approval of the General Weighted Average (GWA)

Please see service guide of BUAO

Staff and Dean of BU Admissions’

Office

3 Requests for evaluation/crediting of subjects to the curriculum ofthe intended course/program

a. Evaluation/crediting of subjectb. Determines the residency and remaining subjects to be completed/enrolled

10-15 minutes Registrar of theintended course/

program

4 Submits the approved requirementsfor shifting and proceeds to Enrolment

a. Receives and checks the submitted requirementsb. Reviews subjectsc. Identification of academic loadd. Issuance of preliminary form/advising slip

10-20 minutes Prog./ Dep’t.Chair, Adviser/

Enrolling Committee

Maximum Total Duration of Activity: 45 minutes (This excludes duration of activity at BUAO and Enrollment)


1. Certificate of Grades (COG) without two (2) or more failing marks2. Approved GWA for shifting with the signature and remarks “QUALIFIED” of the Dean of Admissions3. Result of evaluation of credentials issued by the Registrar4. Shifting form with the approval of the Dean of intended course/program5. Clearance from former college/campus 6. Two (2) pieces of 2 x 2 pictures and two (2) clear copies of NSO Birth Certificate

** Fees: P175/unit of subject P252 - average total of misc. fees; this excludes Laboratory and other feesP200 - average Laboratory fee/unit P20 - late enrolment P10/subject for dropping or changing P10/subject for addingAdded Fees for Foreign Students

*** Foreign Student Fees/ Out-of-State Fee: $500 - Non-Resident Alien (1st & 2nd semester)$400 - Resident Alien (1st & 2nd semester) $250 - Non-Resident Alien (Summer) $200 - Resident Alien (Summer) Foreign Student/s Requirements: 1. BI and *Documents needed (Please coordinate with International Relations Office at (052) 481-1389

*** Tuition, misc. lab., and other fees for the semester/term are not yet included/computed.

HOW TO AVAIL OF SERVICE 1-5 : SHIFTING TO OTHER PROGRAMS/COURSES

COLLEGE REGISTRAR





PROVIDER


PERSON IN CHARGE

1 Submits Official Transcript of Records (OTR) for computation of General Weighted Average (GWA)

a. Receives OTR for evaluationb. Computation of GWAc. Approval of GWA

Please see service guide of BUAO

Staff and Dean ofBU Admissions’

Office

2 Requests for evaluation/crediting ofsubjects to the curriculum ofthe intended program/course

a. Evaluation/crediting of subjectsb. Determines residency and remaining subjects to be completed/enrolled


3 Submits the approved GWA andevaluation of credited subjects

a. Endorsement to the University President for the approval of request to transfer

3 hours to 1 day Department Chair, Dean of the

College

4 Submits the approved request fortransfer and all other enrolmentrequirements

a. Receives and checks the submitted requirementsb. Identification of subjects and academic loadc. Issuance of preliminary form/advising slip

10-20 minutes Prog./Dep’t. Chair/ Adviser/ Enrolling

Committee,Registrar

Maximum Total Duration of Activity: 1 day, 35 minutes (This excludes duration of activity at BUAO and Enrollment)

*DOCUMENTS NEEDED **FEES * DOCUMENTS NEEDED1. Official Transcript of Records (original) with GWA not lower than 2.0 (89%) and without failing marks 2. Certification/Notice of Slot Availability from the Dean of the intended course/program 3. Honorable Dismissal 4. Approved GWA for transfer with the signature and remarks “QUALIFIED” of the Dean of Admissions 5. Result of evaluation of credentials issued by the Registrar6. Certificate of Good Moral Character7. Approved request for transfer issued by the Office of the President 8. Two (2) pieces of 2 x 2 picture 9. Two (2) photocopies of NSO Birth Certificate10. Medical Certificate issued by the BU-Physician11. One (1) piece long folder 12. One (1) piece long brown plastic envelope

** Fees: P175/unit of subject P125 entrance fee P252 - average total of misc. fees, this excludes

*** Foreign Student Fees/ Out-of-State Fee: $500 - Non-Resident Alien (1st & 2nd semester) $400 - Resident Alien (1st & 2nd semester) $250 - Non-Resident Alien ( Summer) $200 - Resident Alien (Summer)

*** Tuition, misc., lab and other fees for the semester/term are not yet included/computed.

HOW TO AVAIL OF SERVICE 1-6 :TRANSFERRING TO BICOL UNIVERSITY FROM OTHER SCHOOL/UNIVERSITY

COLLEGE REGISTRAR

Foreign Student/s Requirements: 1. BI and *Documents needed (Please coordinate with International Relations Office at (052) 481-1389

Laboratory and other fees P200 - average Laboratory fee/unit P20 - late enrolment fee P10/subject for dropping/changing P10/subject for addingAdded Fees for Foreign Students






PROVIDER


PERSON IN CHARGE

*DOCUMENTS NEEDED **FEES* DOCUMENTS

NEEDED1 Presents the

Certificate of Registration (COR) and ID

a. Checks the Certificate of Registration (COR)b. Verification of the name in the E-Reg. System or in the Official List of Enrolees for the current term/semesterc. Signs the ID in the current term

5-10 minutes Registrar 1. Original copy of the Certificate of Registration (COR) 2. Identification Card (ID) for validation

** Fees: P1 ID Validation fee (pay at CSC Office)2 Signs in the logbook

and receives the validated ID

a. Release of validated ID 3-5 minutes Registrar




PROVIDER


PERSON IN CHARGE


NEEDED1 Secures and fills-

out form and attach signed clearance; and, requests for the signature of the concerned subject professor/s

a. Issuance of formb. Recommendation and approval of request

1-3 hours Subject Professor/s concerned, Program/ Dep’t. Chair and Registrar

1. Student Clearance (If all subjects are to be dropped) 2. Official Receipt of payment ** Fees: P10/subject - Undergraduate Level P50/subject - Graduate Level NOTE:Tutition and other fees are non-refundable after the end of dropping period

2 Requests for the approval

a. Approval of the request 30 minutes to 1 hour

Dean

3 Submits approved request to the College Registrar’s Offce

a. Receives approved requestb. Issuance of order of payment


4 Pays the dropping fee a. Receives order of paymentb. Issuance of Official Receipt (OR)

3-5 minutes Cashier

5 Presents Official Receipt (OR) for validation/posting

a. Validation of payment/posting of payment to the ledger

3-5 minutes

Internal Audit Service

Personnel/ Bookkeeper

6 Presents Official Receipt (OR) for issuance of certification on officially dropped subjects

a. Receives Official Receipt (OR)b. Issuance of certificate of officially dropped subjects

5-10 minutes

Registrar / Registrar’s Staff

Maximum Total Duration of Activity: 4 hours and 30 minutes

HOW TO AVAIL OF SERVICE 1-7 : ID VALIDATION

HOW TO AVAIL OF SERVICE 1-8 : DROPPING OF SUBJECTS

COLLEGE REGISTRAR






PROVIDER


PERSON IN CHARGE


NEEDED1 Secures and fills-out

form and requests for the signature of the concerned subject professor/s

a. Issuance of formb. Recommendation and approval of request

1-3 hours Subject Professor/s concerned,

Program/ Dep’t. Chair and Registrar

1. Certificate of Registration(COR)2. Official Receipt of payment

** Fees: A. Undergraduate Level: P10/subject for adding P10/subject for changingP175/unit of subject P200 - average laboratory fee/unit P800/unit of subject - College of Medicine B. Graduate Level: P50/subject for addingP50/subject for changing P400/unit of tuition (Masteral) P500/unit of tuition (Doctorate)

2 Requests for the approval

a. Approval of the request 30 minutes to1 hour

Dean

3 Submits approved request to the College Registrar’s Offce

a. Receives approved requestb. Issuance of order of payment


4 Pays the adding/ changing fee

a. Receives order of paymentb. Issuance of Official Receipt (OR)

5-10 minutes Cashier/Cashier’s Staff

5 Presents Official Receipt (OR) for validation/posting

a. Validation of payment/posting of payment to the ledger

3-5 minutes

Internal Audit Service

Personnel/ Bookkeeper

6 Presents Official Receipt (OR) for issuance of COR/class cards

a. Receives Official Receipt (OR)b. Issuance of Certificate of Registration (with the inclusion of added/changed subjects) of the actual load and class cards

5-10 minutes Registrar / Registrar’s

Staff/ Enrolling Committee




PROVIDER


PERSON IN CHARGE


NEEDED1 Fills-out LOA form,

requests for the signature of the concerned officials; presents the signed student clearance and submits ID

a. Recommendation and approval of request

10-45 minutes Registrar/ Program/Dep’t. Chair and other

concerned officials

1. Student Clearance and ID ** Fees: None 2 Requests for the

approval a. Approval of the request 3 hours to 1 day Dean

3 Signs in the logbook and receives a copy of the approved request

a. Release of the copy of approved request


Maximum Total Duration of Activity: 1 day and 48 minutes

HOW TO AVAIL OF SERVICE 1-9 : ADDING OR CHANGING OF SUBJECTS

HOW TO AVAIL OF SERVICE 1-10 : APPLICATION FOR LEAVE OF ABSENCE (LOA)

COLLEGE REGISTRAR






PROVIDER


PERSON IN CHARGE


NEEDED1 Verifies subject

deficiency and requests for permit to cross-register/enroll to other colleges/schools

a. Checks the subject and residency of the student before granting permitb. Issuance of Form


1. Certificate of Registration (COR) for the current term enolled ** Fees: None

2 Fills-out form, seeks from other colleges/schools the subject/s required to be cross-enrolled /registered and requests for endorsement

a. Endorsement of the requestb. Approval of request for permit to cross-enroll/register

30 minutes to1 hour

(within BU)

1 hour to 2 hours(outside BU)

Registrar, Dean

Univerity Registrar

3 Submits the approved permit to the college/school where the subject/s is/are available for enrolment

a. Receives the permit to cross- enroll/registerb. Approval of enrolment by the college/school

1 to 2 days BU Registrar/Registrar of

otherschools/

universities

Maximum Total Duration of Activity: 2 days, 1 hour, 10 minutes (Permit within BU only)2 days, 2 hours, 10 minutes (Permit outside BU)



PROVIDER


PERSON IN CHARGE



application form for graduation

a. Issuance of application form and list of requirements

5-10minutes


1. School ID/ Certificate of Registration (COR) 2. Two(2) pcs. “2x2” recent picture ** Fees: None

2 Submits application form for graduation

a. Checks and reviews accomplished application form for graduationb. Advise the student/s to submit the complete requirements after the University Academic Council



HOW TO AVAIL OF SERVICE 1-11 :PERMIT TO CROSS-REGISTER WITHIN THE UNIVERSITY AND PERMIT TO CROSS-ENROLL OUTSIDE THE UNIVERSITY

HOW TO AVAIL OF SERVICE 2-1 : APPLICATION FOR GRADUATION

COLLEGE REGISTRAR




PROVIDER


PERSON IN CHARGE

1 Fills-out request form and submits complete requirements

I-a. Reviews and checks submitted requirementsb. Arrange documents in chronological order according to the checklistc. Encodes and prints draft of OTR d. OTR is forwarded to the Office of the University Registrar (OUR) for review

3 hours to 1 day Registrar and Encoder

of Concerned College

a. Receives OTR for reviewb. Reviews and verifies the OTRc. Photocopying of OTR in the official form with the signature of the Reviewer, Verifier and University Registrar or Authorized Representative

2 days Receiving Staff at OUR,

Reviewer, University

Registrar or Authorized

Representative

2 Claims OTR at OUR; after 3 days;prints name and signs in the logbook

a. Affixes University dry seal documentary stamp and date issuedb. Release of OTR

20-30 minutes Releasing Staff at OUR

Maximum Total Duration of Activity: 3 days and 30 minutes


For Graduates:1. Graduation clearance (completely signed)2. Three (3) pcs 2x2 Picture with name tag w/ white back-ground3. Photocopy of NSO Birth Cert.4. Photocopy of Marriage Cert. for Married Women 5. Three (3)pcs documentary stamps for Non-Board Course(NB)6. Four (4) pcs documentary stamps for Board Course (BC)7. Authorization letter and valid IDs (if represented)8. Official Receipt for Graduation Fees

** FeesBachelor’s Degree:P105 Academic Records (NB)P195 Academic Records (BC)P235 Academic Records (BSN))P100 Academic GownP100 Diploma JacketP25 Graduation FeeP100 Alumni Fee

Master’s*/Doctorate**:P200 Academic Records P500** Academic GownP300* Academic GownP100 Diploma JacketP25 Graduation FeeP100 Alumni Fee

For Undergraduate Students/ Clients: 1. Student clearance 2. Two (2) pcs 2x2 Picture w/ name tag with white background (For 2 pages OTR) 3. Photocopy of NSO Birth Cert 4. Photocopy of Marriage Cert for Married Women 5. One (1) pc documentary stamp per set of OTR 6. Authorization letter and valid IDs (if represented) 7. Official Receipt for the Academic Records Fee Undergraduate Students: P15.00 1st page of OTR P10.00 for succeeding pages P20.00 per page of certification P30.00 Diploma of Ladderized Programs/Courses Master’s/Doctorate Students: P50 per page of OTR P50 per page of certification

HOW TO AVAIL OF SERVICE 3-1 : FIRST ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS (OTR)


For BU Alampay:P750 - SmallP850 - MediumP___ - Large





PROVIDER


PERSON IN CHARGE


NEEDED1 Fills-out request form

and submits complete requirements

a. Receives complete requirementsb. Pulls-out diploma from the files

3-5 minutes Registrar/ Registrar's Staff

1. Graduation Clearance 2. Valid ID 3. Receipt of payment for diploma fee 4. Authorization letter and valid IDs (if represented)

** Fees: P30 - for Baccalaureate degree P100 - for Doctorate and Masteral degree

2 Prints name and signs in the logbook

a. Release of diploma 3-5 minutes

Maximum Total Duration of Activity: 10 minutes (Processing is excluded)Note: Diploma of New Graduates through the University are processed within 2 weeks to 30 days for the 2nd semester graduates, and

1 to 2 weeks for the Summer and 1st Semester Graduates, all after the approval of the Board of Regents.



PROVIDER


PERSON IN CHARGE


NEEDED1 Fills-out application

form and presents original and photocopied documents to be authenticated

a. Receives and checks the documents to be authenticated and counts the number of pages to determine the amount to be paid by the clientb. Issuance of request form and order of payment


1. Original Documents2. Clear copy/ies of original documents to be authenticated 3. Official Receipt for Authentication 4. Authorization letter and valid IDs (if represented) ** Fees: P10/page

2 Pays the authentication fee


3 to 5 minutes College/Campus Cashier

3 Presents Official Receipt (OR)

a. Stamps with “Certified Copy” the photocopied documents for signatureb. Affixes signature to the photocopied documents


4 Prints name and signs in the logbook and receives authenticated documents

a. Release of Authenticated Documents


HOW TO AVAIL OF SERVICE 3-2 : FIRST ISSUANCE OF DIPLOMA

HOW TO AVAIL OF SERVICE 3-3 : AUTHENTICATION OF ACADEMIC CREDENTIALS FOR SCHOLARSHIP PURPOSES






PROVIDER


PERSON IN CHARGE

*DOCUMENTS NEEDED **FEES

* DOCUMENTS NEEDED

1 Secures and fills-out Honorable Dismissal form and seeks the signature of the concerned officials

a. Checks the student’s file and recommends approval of requestb. Issues Order of Payment

10 minutes to 1 day

Registrar, Prog./Dep’t. Chair,

Dean

1. Student Clearance 2. Honorable Dismissal Form3. Two (2) pieces of 2x2 picture with white background and nametag4. Two (2) pieces of documentary stamps 5. NSO Birth Certificate (clear copy)6. F-137 (if not yet submitted)7. OTR for Master’s/Doctorate(if not yet submitted)8. Mailing Stamp good for speed delivery9. Authorization Letter and Valid IDs(if represented)10. Official Receipt for HD

** Fees: P75 - Undergraduate/ Bachelor’s Degree P500 - Master’s Degree P700 - Doctorate’ Degree

2 Pays for the fees a. Receives order of paymentb. Issuance of Official Receipts (OR)

3 to 5 minutes College/Campus Cashier

3 Submits the duly accomplishedapplication form together with the Official Receipt at the Office of the University Registrar (OUR)

a. Receives duly accomplished application formb. Encodes certificate of Honorable Dismissalc. Reviews and affixes signature to the form

2 hours Receiving Staff at OUR

Encoder, Reviewer,University

Registrar orAuthorized

Representative4 Signs in the logbook

and receives certificate of Honorable Dismissal

a. Release of certification and copy of the application form and affixes University dry seal

3 to 5 minutes

Releasing Staff at OUR

Maximum Total Duration of Activity: 1 day, 2 hours and 10 minutes



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

*DOCUMENTS NEEDED **FEES

* DOCUMENTS NEEDED

1 Presents valid ID and requests for the certification

a. Pulling-out of academic record/s 5-10 minutes Registrar/ Registrar’s Staff

1. Certificate of Registration, if enrolled 2. Valid ID, if not enrolled 3. Clearance,if not enrolled 4. Application/request form for Certification5. One (1) piece of documentary stamp per certification6. Authorization letter and valid IDs(if represented)7. Official Receipt for the Certification Fee**Fees: P20/page - bachelor’s degree/non-degree student/s P50/page - doctoral and masteral student/s

2 Fills-out application form and submits completerequirements

a. Receives application formb. Issuance of the list of requirements and order of payment


3 Pays the certification fee


5-10m inutes Cashier

4 Presents Official Receipt (OR) and waits for the certification

a. Receives Official Receipt (OR)b. Reviews and signs certification (if the certification requires University dry seal, it is forwarded to the University Registrar’s Office for signature of the University Registrar)

1-2 hours Registrar/ Registrar’s Staff,

Concerned Officials

stated in the certification

5 Signs in the logbook and receives certification

a. Affixes signature, documentary stamps and University dry seal(if necessary) b. Release of certification

3-5 minutes Registrar/ Dean of College, University Registrar


HOW TO AVAIL OF SERVICE 3-4 : APPLICATION FOR HONORABLE DISMISSAL

HOW TO AVAIL OF SERVICE 3-5 : ISSUANCE OF CERTIFICATIONS - GRADES, REGISTRATION, GWA, GOOD MORAL,COURSE DESCRIPTION/S, GRADUATION, UNITS EARNED,OFFICIAL ENROLMENT/BONAFIDE STUDENT, COMPLETED ACADEMIC REQUIREMENTS (CAR)






PROVIDER


PERSON IN CHARGE


NEEDED1 Pays the certification

feea. Issuance of Official Receipt 1-3 minutes Cashier 1. Official Receipt of

payment for the Certification Fee **Fees: P20/page

2 Submits the Official Receipt

a. Receives Official Receipt (OR)b. Prints Certification of Grades from the E- Registration System


3 Signs in the logbook and receives the print out COG

a. Issuance of certification 3 minutes Registrar/ Registrar’s Staff


HOW TO AVAIL OF SERVICE 3-5.1 :ISSUANCE OF CERTIFICATION OF GRADES (COG) THROUGH E-REGISTRATION SYSTEM



PROVIDER


PERSON IN CHARGE



graduation clearance/college clearance

a. Issuance of clearance form 1-3 minutes Registrar/ Registrar’s Staff

1. Valid ID/Certificate of Registration **Fees: None

2 Seeks signature of the concerned officials stated in the form

a. Signing of clearance 1-2 days Concerned Officials stated

in the form3 Submits duly signed

clearancea. Receives, records and attach the signed clearance in the student’s record



HOW TO AVAIL OF SERVICE 3-5.2 : CLEARANCE SYSTEM FOR THE ISSUANCE OF ACADEMIC CREDENTIALS TO UNDERGRADUATES AND GRADUATES



PROVIDER


PERSON IN CHARGE


NEEDED1 Informs subject

professor/s regarding the incorrect grade/s

a. Reviews and checks record of the student

3-5 minutes Subject Professor/s

1. Certificate of Grades (COG) issued by the College Registrar (with incorrect grade/s) **Fees: None

a. Submission of Letter of Request to Dean for the correction of grades

3-5 minutes Subject Professor/s

a. Approval of request for the correction of grades

1 day Dean of College

a. Submission of two (2) copies of approved request to the College Registrarb. Makes the necessary corrections on the submitted Report of Grades

1 day Subject Professor/s

a. Effect Correction in the E-Registration System



HOW TO AVAIL OF SERVICE 3-6 : CORRECTION OF GRADES




HOW TO AVAIL OF SERVICE 3-7 : COMPLETION OF INCOMPLETE GRADE



PROVIDER


PERSON IN CHARGE



application forma. Issuance of completion form 1-3 minutes Registrar/

Registrar’s Staff1. Completion form2. Completion fee Official Receipt

**Fees: P20/page - Bachelor’s Degree/Non-degree student/s P50/page - Doctorate and Masteral student/s

2 Submits completion form

a. Receives completion formb. Approval of the request for completion/ removal of incomplete grade/s within 1 day

3-5 minutes

Subject Professor/s

3 Pays the completion fee

a. Issuance of Official Receipt (OR) 3 minutes Cashier

4 Presents Official Receipt (OR) andsubmits the requirement for completion/removal of incomplete grade/s

a. Receives Official Receipt (OR)b. Verification of records c. Issuance of grade/sd. Affixes signature in the completion form and submits to the office of the College Registrar for posting.

1 day Subject Professor/s

5 Signs in the logbook and receives certification copy of the completion form

a.Issuance of the student’s copy of completion form

1-3 minutes


Maximum Total Duration of Activity: 1 day and 14 minutes




University Registrar’s Office UNIVERSITY REGISTRAR

HOW TO AVAIL OF SERVICE NO. 1: RE-ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS (OTR)

HOW TO AVAIL OF SERVICE NO. 1-1: FIRST ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS (OTR) FROM COLLEGES/CAMPUSES TO THE OFFICE OF THE UNIVERSITY REGISTRAR (OUR)



PROVIDER


PERSON IN CHARGE



at Window 1 or 2a. Checks the accomplished request form and academic record on file b. Issuance of order of payment and list of requirements c. Advise the client to submit complete documents before the processing time

Window 1 or 2 Receiving Personnel

1. Valid ID2. Duly accomplished request form3. Two (2) pieces of 2x2 picture with name tag and white background4. Clear copy of NSO Birth Cert.5. One (1) set documentary stamp per set of OTR6. Certificate of No Objection (if already transferred to other schools)7. Authorization Letter and valid IDs (if represented)8. Official Receipt

** FeesP30.00 per page - for Baccalaureate and non-degree studentP50.00 per page - for Doctorate and Master’s student

2 Presents valid ID andsubmits duly accomplished request form with the complete documents and Official Receipt (OR) of payment (comes back after 2 hours and 50 minutes)

a. Checks and receives the duly accomplished request form together with the complete documents and Official Receipt (OR) b. Advise the client regarding the document processing time c. Endorses documents to the document processing personnel

5-10 minutes Window 1 or 2 Receiving Personnel

d. Prepares the OTR 1 hour and50 minutes

Encoder

e. Reviews and initials OTR 30 minutes Reviewer/Verifier

f. Signs OTR 20 minutes University Registrar/

Authorized Representative

3 Prints name and signs in the logbook and receives OfficialTranscript of Records (OTR)

a. Indicates the remarks and date issued b. Affixes documentary stamp and University dry seal c. Release of OTR

5-10 minutes Window 3 Releasing Personnel

END PROCESSMaximum Total Duration of Activity:3 hours



PROVIDER


PERSON IN CHARGE


NEEDED1 Presents valid ID/

clearance and follows-up request for OTR

a. Checks ID and clearance b. Checks academic record on file

10-15 minutes Window 1 Receiving Personnel

1. Valid ID/ Clearance and OR (for Graduation Fees)2. Authorization Letter and valid IDs (if represented)

** Fees: None(Charged from the Graduation Fees)

2 Prints name and signs in the logbook and receives Official Transcript of Records (OTR)

a. Indicates the remarks and date issued b. Affixes documentary stamp and University dry seal c. Release of OTR


END PROCESSMaximum Total Duration of Activity: 30 minutes




HOW TO AVAIL SERVICE NO. 2: RE-ISSUANCE OF DIPLOMA



PROVIDER


PERSON IN CHARGE



at Window 1 or 2a. Checks the accomplished request form and academic record on fileb. Issuance of order of payment and list of requirements c. Advise the client to submit documents before the processing time


1. Valid ID2. Duly accomplished request form3. Affidavit of loss or damaged (If damaged, surrender the damaged diploma)4. Official Receipt (OR)5. Photocopy of NSO Birth Certificate6. Authorization Letter and valid IDs (if represented)

** FeesP60.00 - for Bachelor’s DegreeP100.00 - for Doctorate & Master’s degree graduate

2 Presents valid ID andsubmits duly accomplished request form with the complete documents and Official Receipt (OR) of payment

a. Checks and receives duly accomplished request form together with the complete documents and Official Receipt (OR)b. Advise the client regarding the document processing timec. Endorses documents to the document processing personnel


d. Prepares the diploma 15 minutes Encodere. Reviews the contents of the diploma

10 minutes Reviewer/Verifier

f. Signs diploma 5 minutes University Registrar

g. Endorses diploma to the office of the concerned College Dean and forwards to the Office of the University President for the final signature

2 hours to 2 days

Dean of the Concerned

College, Staff of the Concerned

College, University President

h. Duly signed diploma is sent back to the Office of the University Registrar (OUR) after signing

2 hours - 1 day Staff of the University PresidentReceiving

Personnel at OUR

3 Prints name and signs in the logbook and receives diploma

a. Affixes University dry seal to the diplomab. Release of diploma


END PROCESSMaximum Total Duration of Activity: 3 days and 50 minutes




HOW TO AVAIL OF SERVICE NO. 3: CAV (CERTIFICATION, AUTHENTICATION AND VERIFICATION) ISSUANCE FOR DFA PURPOSES



PROVIDER


PERSON IN CHARGE



and presents documents at Window 1 or 2

a. Examines the documents for CAVb. Checks the accomplished request formc. Issuance of order of payment and list of requirementsd. Advise client to submit documents before the processing time


1. Valid ID2. Duly accomplished request form3. Original copies of academic credentials4. Two(2) sets of clear photocopy of credentials(OTR, Diploma, Certificate) for authentication and verification which must be exactly the same as the original copies presented5. Two (2) sets of documentary stamps6. Authorization Letter and valid IDs (if represented)7. Official Receipt for CV

** Fees:P20.00 per CertificationP10.00 per copy of document/credential for authentication

Note: Applications with only complete requirements can be processed.

2 Presents valid ID and submits duly accomplished request form and with the complete documents and Official Receipts (OR) for payment

a. Checks and receives duly accomplished request form together with the complete documents and Official Receipt (OR)b. Advise the client regarding the document processing timec. Endorses documents to the document processing personnel


d. Prepares certification, attachments and claim stub

2 hours AssignedPersonnel for

CAV processinge. Reviews and initials certification and attachments

35 minutes Reviewer/Verifier

f. Signs the certification and attachments

35 minutes University Registrar/


3 Prints name and signs in the logbook and receives claim stub and duplicate copy of CAV documents

a. Affixes documentary stamps and University dry sealb. Release of claim stub and CAV documents


END PROCESSMaximum Total Duration of Activity: 4 hours




HOW TO AVAIL OF SERVICE NO. 4: AUTHENTICATION OF ACADEMIC CREDENTIALS



DURATION OF

ACTIVITY

PERSON IN CHARGE


NEEDED1 Fills-out request

form and presents original and clear photocopied documents at Window 1 or 2

a. Checks the accomplished request formb. Checks the documents based upon the academic record on file. Examine original credentials and the photocopy if exactly the same and count the number of pages to determine the amount to be paid by the clientc. Issuance of order of paymentd. Advise client to submit documents before the processing time


1. Valid ID2. Duly accomplished request form3. Original Documents 4. Clear photocopies of original documents to be authenticated5. Official Receipt (OR)6. Authorization letter and valid IDs (if represented)7. Official Receipt

** Fees:P10.00 per copy of credentials to be authenticated

Note: Authentication can only be provided upon presenting original copies of credentials exactly the same as the photocopied documents.

2 Presents valid ID andsubmits duly accomplished request form with the complete documents and Official Receipt(OR) of payment

a. Checks and receives duly accomplished request form together with the documents and Official Receipt (OR)b. Advise the client regarding the document processing timec. Stamps with “CERTIFIED COPY” the photocopied documentsd. Endorses documents to the document processing personnel

5-10 minutes


e. Checks and signs photocopied documents

10-15 minutes University Registrar/


3 Prints name and signs in the logbook and receives authenticated documents

a. Affixes University Dry Sealb. Release of Authenticated Documents

3-5 minutes

Window 3 Releasing Personnel

END PROCESSMaximum Total Duration of Activity: 30 minutes per 5 photocopies of credential presented/ document.




HOW TO AVAIL OF SERVICE NO. 5: ISSUANCE OF CERTIFICATIONS (GENERAL WEIGHTED AVERAGE, GOOD MORAL CHARACTER, GRADUATION, PD 907, NUMBER OF UNITS EARNED AND SUBJECTS TAKEN, MEDIUM OF INSTRUCTION, RELATED LEARNING EXPERIENCE (RLE) WITH GRADES, THEORETICAL, LABORATORY AND CLINICAL HOURS, LANGUAGE TRANSLATION)



PROVIDER


PERSON IN CHARGE


NEEDED1 Fills-out

request form at Window 1 or 2

a. Checks the accomplished request form and academic record on fileb. Issuance of order of payment and list of requirementsc. Advise the client to submit the documents needed before the processing time


1. Valid ID2. Duly accomplished request form3. Official Receipt (OR)4. One (1) set of documentary stamp per certification5. Authorization letter and valid IDs (if represented)

** FeesP20.00 per page for BaccalaureateP50.00 per page for Doctorate and Master’s degree

2 Presents valid ID andsubmits duly accomplishedrequest form with the completedocuments and Official Receipt (OR) of payment

a. Checks and receives the duly accomplished form together with the complete documents and Official Receipt (OR)b. Advise the client regarding the document processing timec. Endorses documents to the document processing personnel


d. Prepares the certification 1 hour Encodere. Reviews and initials certification 45 minutes Reviewer/

Verifierf. Signs certification 10-15 minutes University

Registrar/Authorized

Representative3 Prints name and signs

in the logbook and receives certification

a. Affixes documentary stamp and University dry sealb. Release of certification

5-10 minutes


END PROCESSMaximum Total Duration of Activity: 2 hours, 20 minutes




HOW TO AVAIL OF SERVICE NO. 6: ISSUANCE OF HONORABLE DISMISSAL FROM THE COLLEGES/CAMPUSES TO THE OFFICE OF THE UNIVER-SITY REGISTRAR (OUR)



PROVIDER


PERSON IN CHARGE


NEEDED1 Presents valid ID and

submits the three (3) copies of application for Honorable Dismissal (HD)

a. Checks and receives the accomplished form, Official Receipt (OR) and records transaction in the logbookb. Advise the client regarding the document processing timec. Endorses documents to the document processing personnel

5-10 minutes


1. Valid ID2. Three (3) copies of duly accomplished application form3. Official Receipt (OR) 4. Authorization letter and valid IDs (if represented)

** Fees: Please see service guide 3-4 of the Office of the College Registrar.

d. Prepares the certification for honorable dismissal

1 hour Encoder

e. Reviews and initials certification 45 minutes Reviewer/Verifier

f. Approves and signs certification 15 minutes University Registrar/


2 Prints name and signs in the logbook and receives one (1) copy of approved HD andcertification

a. Affixes University dry sealb. Release of one (1) copy of approved HD and certification

5-10 minutes






HOW TO AVAIL OF SERVICE NO. 7: ISSUANCE OF HONORABLE DISMISSAL TO BICOL UNIVERSITY GRADUATES AND NON-GRADUATES



PROVIDER


PERSON IN CHARGE



at Window 1 or 2a. Checks the accomplished request form and academic record on fileb. Issuance of order of payment for HD and Transcript of Records (OTR)c. Issuance of list of requirementsc. Advise the client to submit the documents needed before the processing time


1. Valid ID2. Duly accomplished request form3. Official Receipt (OR)4. OTR Requirements5. Authorization letter and valid IDs (if represented)

** FeesP20.00 per page for BaccalaureateP50.00 per page for Doctorate and Master’s degree

*** OTR is included (if necessary)Please see service guide no. 1 for the requirements and fees.

2 Presents valid ID and submits duly accomplished request form with the complete documents and Official Receipt (OR)



d. Prepares the certificate of Honorable Dismissal

1 hour Encoder

e. Reviews and initials certification 45 minutes Reviewer/Verifier

f. Signs certification 10-15 minutes University Registrar/


3 Prints name and signs in the logbook and receives certification

a. Affixes University dry sealb. Release of certification*** Transcript of Records will be release upon receive of the half of Honorable Dismissal






HOW TO AVAIL OF SERVICE NO. 8:REQUEST FOR TRANSFER CREDENTIALS BY OTHER SCHOOLS/UNIVERSITIES FOR GRADUATES AND NON-GRADUATES



PROVIDER


PERSON IN CHARGE


NEEDED1 Submits transmittal

request the letter of the school/university where presently enrolled at Window 1 or 2

a. Receives transmittal/request and checks academic record on fileb. Issuance of list of requirements (if necessary)c. Advise the client to submit the documents needed before the processing time


1. Valid ID2. Transmittal or Request for Transfer of Credentials by a school/university3. One (1) set of documentary stamp4. Two (2) pieces of 2x2 recent picture with white background and nametag4. Authorization letter and valid IDs (if represented)

** Fees: None(Fees are not required for students/graduates who were issued a certificate of Honorable Dismissal.)

2 Presents valid ID and submits the completedocuments

a. Checks and receives the complete documentsb. Advise the client regarding the document processing timec. Endorses documents to the document processing personnel


d. Prepares the Transcript of Records (OTR) with theremarks: COPY FOR: (University/School Name)

1 hour and50 minutes

Encoder

e. Reviews and initials OTR 30 minutes Reviewer/Verifier

f. Signs OTR 20 minutes University Registrar/


3 Prints name and signs in the logbook and receives certification(If mailed, official receipt/return card or received copy by post office attach to file)

a. Affixes documentary stamps and University dry seal and put in a sealed envelope b. Release of OTR in a sealed envelope or mail to the requesting school


END PROCESSMaximum Total Duration of Activity: 3 hours



HOW TO AVAIL OF SERVICE NO. 9: APPROVAL OF CROSS-ENROLLMENT OUTSIDE THE UNIVERSITY



PROVIDER


PERSON IN CHARGE


NEEDED1 Presents valid ID and

submits the three (3) copies of the form and Certificate of Registration (COR) for the present enrollment

a. Receives the three (3) copies of the form and records transaction in the logbookb. Checks and reviews the accomplished formc. Advise the client regarding the document processing timed. Endorses the application form to the University Registrar for approval

5-10 minutes


1. Valid ID2. Duly accomplished and signed application form3. Certificate of Registration (COR)of current enrollment4. Authorization letter and valid IDs (if represented)

** Fees: None

e. Checks and reviews the application formf. Affixes signature

10-15 minutes University Registrar or Authorized

Representative2 Prints name and signs

in the logbook and receives one (1) copy of the approved application form

a. Affixes University dry sealb. Release of one (1) copy of approved application form

3-5 minutes

Window 3 Releasing Counter

END PROCESSMaximum Total Duration of Activity: 30 minutes




HOW TO AVAIL OF SERVICE NO. 10:RELATED LEARNING EXPERIENCE (RLE) FOR NURSING GRADUATES



PROVIDER


PERSON IN CHARGE


NEEDED1 Fills-out

request form at Window 1 or 2

a. Checks the accomplished request form and academic record on fileb. Issuance of order of payment and list of requirementsc. Advise the client to submit the documents needed before the processing time


1. Valid ID2. Duly accomplished request form3. Official Receipt (OR)4. One (1) set of documentary stamp per certification5. Authorization letter and valid IDs (if represented)

** FeesP20.00 per page for Bachelor’s degree in NursingP50.00 per page for Master’s degree in Nursing

2 Presents valid ID andsubmits duly accomplishedrequest form with the completedocuments and Official Receipt (OR) of payment



d. Prepares the RLE 1 hour Encodere. Reviews and initials RLE 45 minutes Reviewer/Verifierf. Signs RLE and endorses to the Dean of College of Nursing for signature

1-2 hours University Registrar/


g. Affixes signature and sends back to the office of the University Registrar the signed RLE

2 hours to 1 day Dean of College of Nursing

3 Prints name and signs in the logbook and receives signed RLE

a. Affixes documentary stamp and University dry sealb. Release of signed RLE


END PROCESSMaximum Total Duration of Activity: 1 day, 4 hours and 5 minutes




HOW TO AVAIL OF SERVICE NO. 11: COURSE DESCRIPTION/S



PROVIDER


PERSON IN CHARGE



at Window 1 or 2a. Checks the accomplished request form and academic record on fileb. Issuance of order of payment and list of requirementsc. Advise the client to submit the documents needed before the processing time


1. Valid IDs2. Duly accomplished request form3. Official Receipt (OR)4. One (1) set of documentary stamp per certification5. Authorization letter and valid IDs (if represented)

** FeesP20.00 per page

2 Presents valid ID and submits duly accomplished request form with the complete documents and Official Receipt (OR) of payment



d. Prepares the certificate of course description

1-2 days Encoder

e. Reviews and initials certification 1-2 hours Reviewer/Verifierf. Signs certification 30 minutes to 1

hourUniversity Registrar/


3 Prints name and signs in the logbook and receives certification

a. Affixes documentary stamp and University dry sealb. Release of certification


END PROCESSMaximum Total Duration of Activity: 2 days, 3 hours and 25 minutes




HOW TO AVAIL OF SERVICE NO. 12: EDUCATION VERIFICATION



PROVIDER


PERSON IN CHARGE


NEEDED1 Submits/sends letter

request dulysigned by the Head of the agencyor its equivalent and attach the complete requirements

a. Receives the letter request and record the transaction in the logbookb. Checks and reviews academic record of the student on file


1. Letter Request of the company2. Valid IDs3. Letter of Consent/ Waiver of the Student4. Authorization letter and valid IDs (for the Authorized Representative of the Requesting Agency)5. Permit to conduct Verification6. DOLE accredited7. Official Receipt

** Fees: P20.00 per copy of certificationP10.00 per copy of credentials for authentication

c. Prepares the reply for verification 30 minutes to 1 hour

Encoder

d. Reviews/verifies and initials the reply and supporting documents

10-15 minutes Reviewer/Verifier

e. Signs the reply and supporting documents

10-15 minutes University Registrar/


2 Prints name and signs in the logbook and receives certification for education verification

a. Affixes University dry seal to the supporting documentsb. Release ofreply to the verification


END PROCESS

Maximum Total Duration of Activity: 2 hours




HOW TO AVAIL OF SERVICE NO. 13: CERTIFYING DATA ON FOREIGN FORMS FOR BU GRADUATES AND NON- GRADUATES



PROVIDER


PERSON IN CHARGE


NEEDED1 Submits verification

form duly signed by the student, and attach the list of academic credentials needed and then, fills-out request form

a. Receives letter request and records transaction in the logbookb. Checks and reviews academic record of the student on filec. Issuance of order of payment and list of requirements for the requested academic credential/sd. Advise the client to submit the documents needed before the processing time


1. Verification Form duly signed by the student2. Valid IDs3. Requirements for Re-issuance of Academic Credentials (please see service guide for each requested academic credential)4. Authorization letter and valid IDs (if represented)5. Official Receipt

** Fees: P20.00 per certification

** Please see service guide for the fee/s of each requestedacademic credentials

2 Presents valid ID andsubmits duly accomplished request form with the complete documents and Official Receipt (OR) of payment



d. Prepares the requested academic credential/s and the foreign verification form

Please see service guide of each requested

academic credential for

the duration of activity

1 hour and 30 minutes

(Foreign form only)

Encoder

e. Reviews and initials the requested academic credential/s and the foreign verification form

Reviewer/Verifier

f. Signs the requested academic credential/s

University Registrar/


3 Prints name and signs in the logbook and receives foreign verification form with supporting credentials in a sealed envelope

a. Affixes documentary stamp and University dry sealb. Release of duly accomplished foreign verification form and academic credential/s in a sealed envelope


END PROCESSMaximum Total Duration of Activity: 2 hours (For foreign verification form only) (Duration of Activity for each Requested Academic

Credential is not yet included)




HOW TO AVAIL OF SERVICE NO. 14: OTHER REQUESTS



PROVIDER


PERSON IN CHARGE


NEEDED1 Submits/sends a letter

request addressed to the Office of the University Registrar (OUR)

a. Receives letter request and records transaction in the logbookb. Advise the client regarding the document processing timec. Endorses request to the University Registrar

3-5 minutes


1. Letter Request with signature of the Head of Requesting Office/Agency2. Valid IDs

** Fees: NoneAuthentication Fee of P10 per copy will be charged if it requires authentication

a. Prepares the requested documentsb. Reviews and signs requested documents/ reports* If the requested documents/reports contain confidential records, it is forwarded/endorsed to the Office of the University President for approval

4 hours to 3 days

Concerned Personnel,University

Registrar or Authorized

RepresentativeUniversity President

2 Prints name and signs in the logbook and receive requested documents/reports

a. Affixes University dry seal (if needed)b. Release of requested documents/reports


END PROCESSMaximum Total Duration of Activity: 3 days and 20 minutes



4. Finance Management Office

WHEN TO AVAIL OF THE SERVICESMonday to Friday: 8:00 A.M. - 5:00 P.M

WHO MAY AVAIL OF THE SERVICESStudents

Outside Creditors (Contractor, Suppliers, Job Order personnel, et. al)

BU personnelSERVICES OFFERED

• BUDGET OFFICE 1. Issuance of the Certificate of Availability of Funds (CAF) 2. Issuance of Obligation Slip (BURS/ORS)

• ACCOUNTING OFFICE Pre-audit of Claims

• CASH 1. Collection of Authorized Fees 2. Payment of Claims

CONTACT INFORMATIONATTY. LOYD P. CASASIS

Chief, Administrative Officer for Finance Tel. Number: (052) 480-79-73




Finance Management Office



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Request of the Issuance

of Certificate of Availability of Funds (CAF)

Receive the documents within 10-15 minutes or

up to 3 hours after receipt of

documents

Ruth Bracamonte or anybody from the Budget Office

n/a For supplies, equipment and other MOOE: Purchase Request, Job Order, Letter Order; For Travel: Letter request for travel; Others: other required documents

2 Review completeness of the document, allocates fund

5 minutes Budget Officer in charge

n/a

3 Prepare the CAF 3 minutes Ruth Bracamon-te or anybody from the Budget Office

n/a

4 Sign the CAF 3 minutes Budget Officer in charge

n/a

5 Forward the document to the BAC Office or to the next signing officer

3 minutes Ruth Bracamonte or anybody from the Budget Office

n/a

A. ISSUANCE OF THE CERTIFICATE OF AVAILABILITY OF FUNDS (CAF)

BUDGET OFFICE



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Request of the Issuance

of Obligation Slip (ObS)

Receive the documents within 3-10 minutes or

up to 3 hours after receipt of

documents

Ruth Bracamonte or anybody from the Budget Office

n/a Depending on the type of claim. (Please see on the list below)

2 Review completeness of the document, allocates fund

5 minutes Budget Officer in charge

n/a

3 Prepare the Obligation Slip

3 minutes Ruth Bracamon-te or anybody from the Budget Office

n/a

4 Sign the Obligation Slip 3 minutes Budget Officer in charge

n/a

5 Forward the voucher to the Administrative Office or the next Authorized Signing Official

3 minutes Ruth Bracamonte or anybody from the Budget Office

n/a

B. ISSUANCE OF OBLIGATION SLIP (BURS/ORS)



Finance Management Office BUDGET OFFICE

MINIMUM DOCUMENTARY REQUIREMENTS FOR the Issuance of Obligation Slip: First Salary 1. Certified copy of Appointment 2. Certified copy of Oath of Office 3. Statement of Assets & Liabilities 4. Daily Time Record 5. Cert. of First Day of Service Subsequent salary 1. General Payroll 2. Daily Time Record 3. Remittance List Maternity Leave: (if commutation of salary) 1. Medical Certificate 2. Clearance 3. Approved Form 6 4. Other necessary documents Early Reinstatement: 1. Certificate of Live Birth 2. Clearance 3. Medical Certificate 4. Reinstatement Letter Reinstatement 1. Approved Form 62. Approved Reinstatement Letter3. Certificate of Live Birth 4. Clearance5. Medical Certificate

Honorarium 1. Appointment2. Daily Time Record3. General Payroll4. Abstract of Tax Remittance

Payment for Supplies, Materials and Services/Capital Outlay (Public Bidding) 1. Purchase Request/Job Order Payment of Wages of Job Order Personnel 2. Certificate of Availability of Funds (CAF) 1. Job Order 3. Invitation to Bid 2. Letter Order 4. Abstract of Bids 3. Daily Time Record 5. Notice of Award 4. Accomplishment Report 6. Obligation Slip 5. General Payroll 7. Contract Agreement 6. Tax Remittance List 8. Notice of Proceed 9. Sales Invoice/Delivery Receipt/Charge Invoice Payment of Bills 10. Inspection and Acceptance Report 1. Bill(Original Copy)11. BIR Forms 2306/2307 2. BIR Forms 2307/2306 Payment for Supplies, Materials and Services/Equipment (Alternative Mode of Payment) 1. Purchase Request/Job Order 2. Certificate of Availability of Funds (CAF) 3. BAC Resolution Resorting to Alternative Mode of Procurement Payment for Repairs 4. Request for Quotations/Proposals 1. Job Order 5. Abstract of Bids 2. Pre and Post Inspection Report 6. BAC Resolution Recommending Award 3. Bill/Statement of Account7. Notice of Award 8. Obligation Slip 9. Letter Order/Purchase Order 10. Sales Invoice/Delivery Receipt/Charge Invoice 11. Inspection and Acceptance Report 12. BIR Forms 2306/2307

Cash Advance for Travel1. Appendix A (Itinerary of Travel) 2. Letter/Invitation3. Travel Order

Reimbursement for Travel 1. Appendix A (Itinerary of Travel)2. Appendix B (Certificate of Travel Completed)3. Travel Order4. Plance Travel Order (if by plane)5. Certificate of Appearance (original) 6. Used Transportation Tickets7. RER for Taxi Fare8. Official Receipt for Reg.Fee



Finance Management Office ACCOUNTING OFFICE



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Students/Outside Creditors/BU Personnel

Ascertain the completeness of dicuments and signatures for the specific claim

20 minutes-24 working hours

Concerned Accountant

N/A Depending on the type of claim as indicated in the checklist

2 Ascertain the legality, validity and necessity of the claim

within 3-60 minutes

Concerned Accountant

N/A Depending on the type of claim presented

3 Determine the availablity of cash

within 3-5 minutes

Concerned Ac-countant

N/A

4 Sign Box A of the voucher

within 3-5 minutes

Concerned Ac-countant

N/A

PRE-AUDIT OF CLAIMS





PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Pays the corresponding authorized fees & charges

Review assessment of fees/order of payment made

3 minutes Concerned Cashier/Staff

Properly accomplished order of payment/assessment of fees.

2 Receive the payment & issues the corresponding Official Receipt

3 minutes Concerned Cashier/Staff

A. COLLECTION OF AUTHORIZED FEES AND CHARGES



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Request payment

of claimsReceive per-audited & properly approved claims from Accounting Office.

3-5 minutes Cashier/Staff Approved vouchers/payrolls

2 Does final review to determine completeness of documents & signatures.

5-10 minutes. Cashier

3 Determines the fund source for the claims

3-5 minutes Cashier/Staff

4 Prepare the corresponding check

3 minutes/check

Cashier/Staff Properly accomplished order of payment/assessment of fees.

5 Signs the check & routes it to authorized signatories

Within 5-10 minute

depending on the Availability

of the signatories

Cashier’s Staff

6 Prepares the Advice of Check (if claim is chargeable to FUND 101)

5 minutes Cashier/Staff

7 Signs the Advice of Checks

5 minutes depending on the availability

of the signatories

Cashier

NOTE: Skip Step Nos.6-7, if the claim is chargeable against other funds.8 Pays the client or

creditor, requires Official receipt/ acknowledgement

5 minutes Cashier/Staff

B. PAYMENT OF CLAIMS

Finance Management Office CASH


5. Office of Student Affairs and Services

WHEN TO AVAIL OF THE SERVICESMonday to Friday: 8:00 A.M. - 5:00 P.M

WHO MAY AVAIL OF THE SERVICESStudents, BU Personnel, Other Clients

SERVICES OFFERED1. Application of Scholarship2. Application for Student Assistantship3. Application for Student Loan4. Claiming of Accident Insurance Benefit5. Issuance of Student Identification Card6. Application for Accreditation of Student

Organization - UBO7. Facilitating the Travel of Students8. Facilitating the conduct of On-the-Job Training/

Affiliation/ ImmersionCONTACT INFORMATIONPROF. MA. MERLIE R. ARBO

Dean, Office of Student Affairs and ServicesTel. Number: (052) 480-03-73

[email protected]@[email protected]

[email protected]




ACTIVITY OF THE

SERVICE PROVIDER

DURATION OF

ACTIVITY

PERSON IN

CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Secure the application form for Scholarship/ Financial Grant Acknowledgment (BU-F-OSS-36)

Release the form thru www.bicol-u.edu.ph

1 minute Office Staff No fees Document requirements will vary according to the type of scholarship. Please see annex A/ B.

2 Accomplish the Scholarship Application Form

No fees

3 Submit the application form with complete documentation

Verify documents/ application. Tag applicable scholarship and/or discounts in the E-Registration System.

3 minutes Office Staff No fees

4 Sign in the Scholar's Monitoring Sheet

Release the Notice of Acknowledgment

1 minute Office Staff No Fees

ENTRANCE SCHOLARSHIP

(Valedictorian/Salutatorian)

ENTRANCE SCHOLARSHIP (Over-all Top 10)

ACADEMIC SCHOLARSHP

PUBLICATION SCHOLARSHP

1. Accomplished Scholarship form 2. BUCET Result 3. HS Report Card 4. Birth Certificate 5. Certificate of Good Moral Character 6. Certification from High School Principal that student graduated Valedictorian/ Salutatorian of a class not less than 50 students 7. Affidavit that applicant is not enjoying any scholarship 8. 1 long white folder (for new applicant 9. 1 pc. passport size ID picture

1. Accomplished Scholarship form 2. BUCET Result 3. HS Report Card 4. Birth Certificate 5. Certificate of Good Moral Character 6. Certification from BU Admission's tht student belongs to the Top Ten Over-all BUCET Qualifiers 7. Affidavit that applicant is not enjoying any scholarship 8. 1 long white folder (for new applicant 9. 1 pc. passport size ID picture

1. Accomplished Scholarship form 2. Certification of Grades for the previous semester (regular student whose GWA for previous semester is 1.75 or better and must have no grade lower than 2.4 in any subject 3. Affidavit that applicant is not enjoying any scholarship 4. 1 long white folder (for new applicant) 5. 1 pc passport size ID picture

1.Accomplished Scholarship Form 2. Certification of Grades for the previous semester 3. Affidavit that applicatn is not enjoying any scholarship 4. 1 long white folder (for new applicant) 5. 1 pc passport size ID picture

Note: Subject to other requirements that the approving authority may require.

1. APPLICATION FOR SCHOLARSHIP

ANNEX AINTERNAL SCHOLARSHIP

Office of Student Services



DEPENDENT OF BU PERSONNEL CORPS COMMANDER/

SPONSOR

UNIVERSITY ATHLETES

(For Freshman Applicant) 1. Accomplished Scholarship form 2. BUCET Result 3. HS Report Card 4. Birth Certificate 5. Certificate of Good Moral Character 6. Certification from BU ANTS/ BUUFA President that the parent is a member and in good standing 7. Affidavit that applicant is not enjoying any scholarship 8. 1 long white folder 9. 1 pc. passport size ID picture

(For Higher Yearl Level) 1. Accomplished BU-OSS Form 2. Certification of Grades for the previous semester 3.Certification from BU ANTS/ BUUFA President that the parent is a member and in good standing 4. Affidavit that applicant is not enjoying any scholarship 5. 1 long white folder (for new applicant) 6. 1 pc. passport size ID picture

1. Accomplished Scholarship form 2. Certification of Grades for the previous semester 3. Affidavit that applicant is not enjoying any scholarship 4. Certification from BU ROTC Commandant that applicant is the current Corps Commander/ Sponsor 5. 1 long white folder (for new applicant) 6.1 pc passport size ID picture

1. Accomplished Scholarship form 2. Certification of Grades for the previous semester 3. Certification from the BU Sports Development Coordinator of participation in an athletic meet (regional/nationa) 4. Affidavit that the applicant is not enjoying other scholarship 5. 1 long white folder (for new applicant) 6. 1 pc. passport size ID picture


UNIVERSITY/ COLLEGE STUDENT

COUNCIL OFFICERS

PERFORMING ARTS PRIVILEGE FOR STUDENTS OF THE

GRADUATE SCHOOL

PRIVILEGE FOR STUDENTS OF

THE COLLEGE OF MEDICINE

1. Accomplished Scholarship form 2. Certification of Grades for the previous semester 3. Certification from Adviser that applicant holds a position in the student council 4. Affidavit that applicant is not enjoying any scholarship 5. 1 long white folder 6. 1 pc. passport size ID picture

1. Accomplished Scholarship form 2. Certification of Grades for the previous semester 3. Performing Arts Contract 4. Affidavit that the applicant is not enjoying other scholarship 5. 1 long white folder (for new applicant) 6. 1 pc. passport size ID picture

1. Accomplished Scholarship form 2. Certification that the student graduated Summa/ Magna Cum Laude or Cert. from PRC/SC that student garnered 1st place in any National Board Exam 3. Cert. that the institution where the applicant graduated from has at least a Level 2 Accreditation Status or ISO 9001:2008 Certification 4.Endorsement from 2 professors/ advisers that student is of good moral character 5. NBI Clearance; 6. 1 long white folder 7. 1 pc passport size ID picture

1. Accomplished Scholarship form; 2. Certification that the student graduated Summa/ Magna Cum Laude or Cert. from PRC/SC that student garnered 1st place in any National Board Exam 3. Cert. that the institution where the applicant graduated from has at least a Level 2 Accreditation Status or ISO 9001:2008 Certification 4. Endorsement from 2 professors/ advisers that student is of good moral characteR 5. NMAT Result; 6. NBI Clearance 7. 1 long white folder (for new applicant) 8. 1 pc passport size ID picture





FOR FRESHMAN APLLICANT FOR HIGHER YEAR NEW APPLICANT

FOR HIGHER YEAR REGULAR APPLICANT

1. Accomplished Scholarship form 2. BUCET Result 3. HS Report Card 4. Birth Certificate 5. Certificate of Good Moral Character 6. Official Receipt 7. Proof of Scholarship/ Award/ Notice 8. Affidavit that applicant is not enjoying any scholarship 9. 1 long white folder 10. 1 pc. passport size ID picture

1. Accomplished Scholarship form 2. Certification of Grades for the previous semester 3. Affidavit that applicant is not enjoying any scholarship 4. Proof of Scholarship/ Award/ Notice 5. 1 long white folder 6. 1 pc passpport size ID picture

1. Accomplished Scholarship form 2. Certification of Grades for the previous semester 3. Affidavit that applicant is not enjoying any scholarship 4. 1 long white folder (for new applicant) 5. 1 pc passpport size ID picture


ANNEX BEXTERNAL SCHOLARSHIP

2. APPLICATION FOR STUDENT ASSISTANTSHIP


ACTIVITY OF THE

SERVICE PROVIDER


PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Submit application form for Student Assistant.

Check submitted Student Assistantship form.

10 minutes Office Staff No fees Accomplished apllication form for Student Assistant

Recommend for approval of the SA application.

3 minutes USGAO No fees

Forward application to the Office of the VPAA.


Forward application to the Office of the President thru the VPAA for approval.


2 Claim approved SA application form.

Release approved SA form.





3. APPLICATION FOR STUDENT LOAN



PROVIDER

DURATION OF

ACTIVITY

PERSON IN

CHARGE

FEES FORM/ DOCUMENT NEEDED

1 Secure the Loan Application form

Orient student about the terms of loan.

Release form and checklist of required documents.

30 minutes Office Staff No fees 1. Accomplished BU OSS Form 2. Certification of Grades; 3. Affidavit that applicant is not enjoying other scholarships or loan grants; 4. Medical Certificate; 5. Co-makers with photo-copy of GSIS ID cards; 6. Signed and notarized Memorandum of Agreement; 7. Certification of net pay of co-makers; 8. Income tax return of parents; 9. Certification that applicant is a regular student; 10. Road Map of Residence; 11. Itemized Expenditure; 12. Certificate of Registration and Official Receipt of paid tuition and miscellaneous fee;

2 Submit application form and other required documents.

Check submitted loan application and supporting documents.


Recommend for the approval of the loan application.

15 minutes USGAO and Dean

No fees

Forward application to the Office of the President thru the VPAA for approval.


Prepare the voucher/ payroll of claimant.


3 Claims the check/ loan payment.

Inform student that check/loan payment is ready for release.



4. CLAIMING OF ACCIDENT INSURANCE BENEFIT


ACTIVITY OF THE

SERVICE PROVIDER

DURATION OF

ACTIVITY

PERSON IN

CHARGE


1 Submit application form and other required documents.

Check submitted application and other documents. Endorse documents to the university insurance provider for processing.

20 minutes Office Staff No fees 1. Student/ Personnel Accident Form; 2. Police/ Incident Report; 3. Medical Certificate; 4. Hospital’s Statement of Account with Charge Slip; 5. Statement of Witness/ Affidavit; 6. X-ray Report; 7. Physician’s prescriptions for medicine and supplies; 8. Certification EENT, if loss of sight; 9. Birth Certificate (original) for death claims; 10. Death certificate (original) for death claims; 11. Original receipts; 12. Autopsy report; 13. Certificate of Registration and Official Receipt of paid tuition and miscellaneous fee; 14. Photocopy/ Newspaper clipping; 15. Proof of relationship to the beneficiary; 16. Other requirements that the approving authority may require.

2 Claim the check/ insurance benefit payment.

Informs student/ claimant that check/ payment is ready for release.

Release the check/ insurance benefit payment.





5. ISSUANCE OF STUDENT IDENTIFICATION CARD



PROVIDER

DURATION OF

ACTIVITY

PERSON IN

CHARGE


1 Present/Submit required document.

Receive/Check submitted/presented documents.

2 minutes Office Staff No fees New ID (Freshman/ Transferee Student) 1. Certificate of Registration 2. Proof of payment for ID printing fee (Official Receipt).

2 Review entries as encoded/ reflected in the ID system.

Encode student's data.

Take student's photo.

Preview data.

5 minutes Office Staff No fees Re-printing of Lost ID (every Thurs. & Friday) 1. Affidavit of Loss 2. Endorsement from CSAC/ Dean 3. Certificate of Registration 4. Proof of payment for ID printing fee (OR)

3 Sign the signature pad.

Print ID. 2 minutes Office Staff No fees

4 Register in the ID Monitoring sheet.

Release ID with cord. 1 minute Office Staff No fees Re-printing of Mutilated/ Torn/ Faded/ Invalid ID (every Thurs. & Friday) 1. Certificate of Registration 2. Proof of payment for ID printing fee (OR) 3. Issued student ID




6. APPLICATION FOR ACCREDITATION OF STUDENT ORGANIZATION (University-based Organization)STEP APPLICANT/

CLIENTACTIVITY OF THE

SERVICE PROVIDER

DURATION OF

ACTIVITY

PERSON IN

CHARGE


1 Secure the form for Application for Recognition/ Re-accreditation of Student Organization (BU-F-OSS-18)

Release the form thru www.bicol-u.edu.ph

1 minute Office Staff

No fees For New Organization (2 sets) 1. Accomplished BU-F-OSS-18 2. Constitution-and-by-Laws duly signed by founding officers, members and adviser 3. List of Founding Officers and Members 4. Detailed program of activities for 2 semesters 5. Flyer of the Organization

For Re-accreditation of Organization(2 sets)1. Accomplished BU-F-OSS-18 2. A copy of the amendment of the Constitution-and-by-Laws signed by officers, members and advisers. 3. Updated list of officers and members 4. Detailed program of activities for 2 semesters 5. Accomplishment Reports for two semesters of year last accredited. 6. Audited Financial Reports for 2 semesters of last school year of accreditation. 7. Recent flyer of the organization 8. Photo of the bank book (cover and page of last bank transaction) 9. Evaluation every after activities conducted 10. Such other documents as may be required under the school rules and regulations. Note: College-based Organization shall submit their application and other documents to their respective College Student Council Officers.

2 Submit complete application and documents to the Office of the University Student Council.

Recommend for the approval of the application.

30 minutes USC Chairperson

No fees

3 Forward documents to the Office of Student Services.

Receive application form and its supporting documents.

15 minutes Office Staff

No fees

Evaluate submitted documents.

5 days University Accreditation Committee (UAC)

No fees

Approve application.

2 minutes Dean, OSS/ Chair, UAC

No fees

4 Receive a copy of the approved application and Certificate of Accreditation.

Release a copy of approved application and the Certificate of Accreditation.

3 minutes

Office Staff

No fees



7. FACILITATING TRAVEL OF STUDENTS (Attendance to Seminars/Training/Conventions outside the Bicol Region)

8. FACILITATING THE CONDUCT OF ON-THE-JOB TRAINING/ PRACTICUM/ AFFILIATION/ IMMERSION


ACTIVITY OF THE

SERVICE PROVIDER

DURATION OF

ACTIVITY

PERSON IN

CHARGE


1 Submit letter of intent (addressed to the President) and other required documents.

Check submitted/ endorsed request to travel.

7 minutes

Office Staff No fees 1. Letter of Intent/ endorsement of the Dean; 2. Copy of the Invitation; 3. Permit of Parents/ Guardian duly notarized (for travels outside the Bicol Region); 4. Copy of the students’ Certificate of Registratioin (COR) or Certification from Registrar that student is officially enrolled; 5. Copy of the Travel Order of accompanying faculty; 6. Other documents that the approving authority may require.

Recommend for approval the request to travel.

3 minutes

OSS Dean No fees

2 Submit letter of intent and other supportng documents for appropriate action.

Prepare the Travel Order.

45 minutes

Office Staff No fees

Forward documents to the Office of the VPAA.

15 minutes

Office Staff No fees



PROVIDER

DURATION OF

ACTIVITY

PERSON IN

CHARGE


1 Submit letter of intent (addressed to the University President) and other supportng documents.

Check OJT/ Practicum/ Affiliation/ Industrial/ Field Immersion documents.

15 minutes

Office Staff No fees 1. Letter of Intent addressed to the President 2. Copy of the duly notarized MOA 3. Training Manual/ Plan 4. Syllabus 5. Training contract 6. Evaluation sheet 7. Criteria for grading 8. Notice of orientation 9. Minutes of the orientation conducted 10. Attendance of the participants 11. Copy of the designation of the Faculty Coordinator 12. Certification from the College Registrar that student is officially enrolled 13. Certification that student has completed all academic requirements prior to OJT/ Practicum/ Affiliation/ Immersion 14. Medical Certificate duly certified by the University Physician 15. Psychological Test Result (as required by the HTE or the College) 16. Parent/ Guardian consent duly notarized. 17. Other documents that the approving authority may require.

Recommend for approval the conduct of OJT/ Practicum/ Affiliation/ Immersion.

5 minutes

OSS Dean No fees

Prepare the Travel Order.

45 minutes

Clerk-in-charge

No fees

Forward OJT/ Practicum/ Affiliation/ Immersion documents to the Office of the VPAA.

15 minutes

Clerk-in-charge

No fees



8. FACILITATING THE CONDUCT OF ON-THE-JOB TRAINING/ PRACTICUM/ AFFILIATION/ IMMERSION

6. University Library

WHEN TO AVAIL OF THE SERVICESUndergraduate students:

MONDAY-FRIDAY 9:00 am-11am to 2:00-4:00 pm SATURDAY 8:00 am-5:00 pm (NO NOON BREAK)

Graduate students, Medicine Students and BU Personnel:

MONDAY-FRIDAY 8:00 am-7:00 pm (NO NOON BREAK)

SATURDAY 8:00 am-5:00 pm (NO NOON BREAK)WHO MAY AVAIL OF THE SERVICES

BU community non-BU community or General Public

SERVICES OFFERED1. Access and Dissemination of Information2. Library Orientation/Instruction3. Book Loans and Other Library Materials (for

overnight/weekends and photocopy)4. Internet and Multimedia Services

CONTACT INFORMATIONMS. MA. VICTORIA M. OLAGUER

University LibrarianTel. Number: (052)[email protected]

[email protected]



University Library



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Inquire either- personal or online via chat, SMS or email

All libraries are always ready to respond for any queries on any information needed from schedule of services to the utilization of resources and its retrieval.

3-5 minutes Library personnel on duty.

- -



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Request for a library orientation

The librarian will check for a time slot which will suit to the time requested by the client.

3-5 minutes Librarian on duty.

- Request letter, signed/approved by the advice or department chair.

1. ACCESS AND DISSEMINATION OF INFORMATION

2. LIBRARY ORIENTATION/INSTRUCTION

WHEN TO AVAIL OF THE SERVICES: Any time of the day and any day of the week as long as the libraries are open for service.

WHO MAY AVAIL OF THE SERVICES BU community and non-BU community or general Public

HOW TO AVAIL OF THE SERVICES:

WHEN TO AVAIL OF THE SERVICES: (the first 2 months of the 1st semester, June-July)Any time of the day and any day of the week as long as the libraries are open for service.

WHO MAY AVAIL OF THE SERVICES All Freshmen, transferees and other new comer




University Library



PROVIDER

DURATION OF

ACTIVITY

PERSON IN

CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Fill out the book card which can be found at the back of the book.

The librarian will check the condition of the book or materials to be loaned to avoid problems for charging and/or charging

3 minutes Library personnel on duty

Books, library cards

2 Present book together with the library card at the counter

3 Sign in the logbook for borrowed books/ materials

4 (re-

turning with fine)

Present the book to be returned

Checking in the book into the iLib System

30 seconds Library Personnel

- Book, Library card

Issuing of temporary receipt to be presented at the cashier

30 minutes Library personnel

P2/hr(undergrad) P5/hr(gradstudent & med student) P2/day for fiction books

Present the Official Receipt to the library personnel and sign in the form for “Fines for Overdue Books”

10 seconds -

Locate the patron’s name and fill out the necessary entries in the logbook for “Charged/Discharged Books

Return the library card 10 seconds Library personnel

-

3. BOOK LOANS AND OTHER LIBRARY MATERIALS (for overnight/weekends and photocopy)

WHEN TO AVAIL OF THE SERVICES: Undergraduate students:MONDAY-THURSDAY 3:00pm-7:00 pm FRIDAY 1:00pm-7:00pmSATURDAY 8:00 am-5:00 pm (NO NOON BREAK)Graduate students, Medicine Students and BU Personnel:MONDAY-FRIDAY 8:00 am-7:00 pm (NO NOON BREAK)SATURDAY 8:00 am-5:00 pm (NO NOON BREAK)

WHO MAY AVAIL OF THE SERVICES STUDENTS, BU PERSONNEL






PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Request the IT personnel for any assistance regarding internet and IT equipment

The IT personnel attends to the needs of any client- such as downloading & saving of files, wifi connections

8 minutes IT personnel Download slip

2 Request for the multimedia services at least 3 days before the actual event

Set a schedule with the librarian for the use of multimedia room and the materials needed.

3 minutes Circulation Librarian

BU-F-Library-11

4. INTERNET AND MULTIMEDIA SERVICES

WHEN TO AVAIL OF THE SERVICES: Any time of the day and any day of the week as long as the libraries are open for service.

WHO MAY AVAIL OF THE SERVICES STUDENTS, BU PERSONNEL


University Library


7. Auxillary Services

WHEN TO AVAIL OF THE SERVICESMONDAY-FRIDAY 8:00 AM TO 5:00 PM

WHO MAY AVAIL OF THE SERVICESEmployee of requesting party or

authorized representativeHeadof agency, Students, Tenants

SERVICES OFFERED1. Receives/Endorses/Releases communications2. Business Permit Application3. Monitoring, Billing and Collection of Payment

from IGP’s (Store Tenants)4. Rental of Venues, transportation, barricades, staff

house and guestel. CONTACT INFORMATIONPROF. JERRY S. BIGORNIA

Vice President for Resource Generation and Assets Management

Tel. Number: (052)[email protected]@bicol-u.edu.ph

[email protected]



Auxillary Services

A. RECEIVES/ ENDORSES/RELEASES COMMUNICATIONS



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Colleges, Units, Agency and Employee of requesting party or Authorized Represen-tative

Receives/ Records communi-cation from the Office of the President, Colleges/Units and other agencies

10 minutes Analiza M. Moralejo

Letter and supporting documents (when necessary)

2 Acts on the communi-cation

5 minutes and days

Prof. Jerry S. Bigornia

Letter and supporting documents (when necessary

3 Prepare endorse-ment/ transmittal letter to the Office of the President or to Colleges/ Units

30 minutes Ms. Pritzie S. Rey Letter and supporting documents (when necessary)

4 Forwards endorsement/ transmittal letter to the respective office



5 Photocopy the communi-cation, if necessary, to retain file copy for the Office before releasing



6 Records and releases the communication to the respective Office, Colleges/ Units


Letter and support-ing documents (when necessary)

7 Delivers/ Sends communication thru facsimile or email to the concerned Colleges/ Units or to the respective Office





B. BUSINESS PERMIT APPLICATION



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Head of Agency/Individual/ Employees and Students

Receives/ Records Proposal for IGP from Private Individual, College Dean or IGP Coordinator


Letter and supporting documents; Business Plan/ Proposal (when necessary)

2 Evaluate the proposal and check the site for the proposed IGP

1 day to 5 days Mr. Antonio Mario B. Olaguer

Evaluation Form

3 Recommend/Approval/Dissaproval the proposal to the VP for RGAM

1 day to 5 days Mr. Antonio Mario B. Olaguer

Endorsement for approval and disapproval

4 Endorse the Project Proposal to the University President for Approval

30 minutes Prof. Jerry S. BigorniaMr. Antonio Mario B. Olaguer

Recommendation from the Vice President for Production

5 Preparation of the Memorandum of Agreement / Special Permit

4 hours Mr. Antonio Mario Olaguer

Approved by the University President

6 Review the Memorandum of Agreement

2 days Atty. Norly P. Reyes

7 Release Special Permit/ Memorandum of Agreement to the Lessee for review

1 day Mr. Antonio Mario B. Olaguer

8 Signing of the Special Permit/ MOA by the proponent and the signing authorities

2 days Analiza M. Moralejo

Approved by the University President

9 Completion of all other required documents i.e. Health Permit by the Proponent/ Applicant

20 minutes Mr. Antonio Mario B. Olaguer

10 Release the Special Permit/ MOA to the End- User duly notarized


Compliance to all documentary requirementsa

Auxillary Services



C. MONITORING BILLING AND COLLECTION OF PAYMENT FROM IGP’S (STORE TENANTS)



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Billing Prepares monthly Billings every 5th day of the month

30 to 40 minutes

Analiza M. MoralejoMs. Pritzie S. ReyMr. Antonio Mario Olaguer

variable

2 Review and approves billings

5 minutes Prof. Jerry S. Bigornia

Attached original and photo copy of the billing statement

3 Delivers billing statements to the Lessee

1 to 2 days Analiza M. MoralejoMs. Pritzie S. ReyMr. Antonio Mario Olaguer

4 Updates the billings once paid by the lessee

5 minutes Analiza M. MoralejoMs. Pritzie S. ReyMr. Antonio Mario Olaguer

D. RENTAL OF VENUES, TRANSPORTATIONS, BARRICADES, STAFF HOUSE AND GUESTEL



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Colleges, Units and Agency

Receives letter request from agency, colleges and units

5 minute Analiza M. Moralejo

variable

2 Review request and sign for approval if there is a payment. Computes then required fee.

5 minutes Prof. Jerry S. Bigornia and Mr. Antonio Mario Olaguer

3 Inform concerned units for the availability of facilities.

10 to 20 minutes

Analiza M. Moralejo

4 Record Schedule for reference purposes


Photo copy of receipt if there is a payment

Auxillary Services


8. Human ResourceManagement Office

WHEN TO AVAIL OF THE SERVICESMondays to Fridays (8:00 AM to 5:00 PM)

WHO MAY AVAIL OF THE SERVICES1. Internal Clients: Bicol University Personnel Job Order Personnel Students Separated Employees2.External Clients

SERVICES OFFERED1. Issuance of Service Record of Personnel2. Issuance of Certificates on Personnel Records3. Processing of Application for Leave (CSC Form 6)

a.Vacation Leave and Sick Leave b.Service Credits

4. Processing and Evaluating Credentials of applicants for appointment a.Teaching b.Non-Teaching

5. Processing of Retirement of Personnel a.Documents for GSIS Purposes b.Employees’ Terminal Leave Benefits

CONTACT INFORMATIONDR. JENNIFER T. BARRAMEDA

Head, Human ResourceManagement Office

Tel. Number: (052)[email protected]




STEP ACTIVITY OF THE SERVICE

PROVIDER

REQUIREMENTS DURATION OF ACTIVITY

FEES PERSON IN CHARGE

1 Receiving and recording of employee’s request for Service Record

• Records Request Form

• (BU-F-HRMO-54)• Documentary

Stamp• Authorization

Letter & ID of • Representative

of Requesting Employee

• Logbook

1 minute None Hannah C. Sentillas (Admin. Assistant)

2 Preparing and printing of Service Record

• Original Service Record

7 minutes Staff-in-Charge of Unit

3 Verifying and affixing of documentary stamp to the printed Service Record

• Original Service Record and Documentary Stamp

3 minutes Johan Marcela F. Rio (Admin. Assistant III)orAlyssa Jane F. Gabo (Admin. Assistant III)

4 Reviewing and signing of the printed Service Record

• Original Service Record & printed service record with Documentary Stamp

2 minutes Dr. Jennifer T. Barrameda(Supervising Administra-tive Officer)

5 Releasing of the printed Service Record

• Signature of requesting employee or authorized representative in the logbook

1 minute Hannah C. Sentillas (Admin. Assistant)

1. ISSUANCE OF SERVICE RECORD OF PERSONNEL

Human Resource Management Office

STEP ACTIVITY OF THE SERVICE PROVIDER



1 Receiving and recording of employee’s request for Certificate

• BU-F-HRMO-54• Documentary Stamp• Authorization Letter and

ID of Representative• Logbook


2 Preparing and printing of Certificate

5 minutes Hannah C. Sentillas (Admin. Assistant)or Janice O. Opeña(Admin. Aide VI)or Marichu Q. Julio (Admin. Aide III)

3 Reviewing and signing of the printed Certification

• Original Service Record 2 minute Dr. Jennifer T. Barrameda(Supervising Administrative Officer)

4 Affixing of documentary stamp to the printed Certification

30 seconds Hannah C. Sentillas (Admin. Assistant)

5 Releasing of the printed Service Record

• Signature of requesting employee or authorized representative in the logbook


2. ISSUANCE OF CERTIFICATES ON PERSONNEL RECORDS







1. Receiving and recording of the Application for leave (CSC Form 6)

• Leave Form / (CSC Form 6)

• Medical Certificate (If sick leave for more than five days)

• University Clearance (If more than 30 days)

• Logbook


2. Processing and signing in the cer-tification of leave balance in the CSC form 6 and updating of leave card

• Leave Card• Leave Form /(CSC Form 6)

(Leave of Absence within 1 day to 60 days only)

3 minutes Rey A. Padilla (Admin. Assistant I)(GASS)

3. Reviewing of the processed leave form (leave of more than 60 days and those for travel abroad)

2 minutes Dr. Jennifer T. Barram-eda(Supervising Administrative Officer)

4. Forwarding of the processed leave form to the CAO/VPA or the President for approval

• Form 6• Medical Certificate • University Clearance for

Sick Leave and Leave of Absence with 61 days and above and those of the unit heads/Division Chiefs

2 minutes Rey A. Padilla (Admin. Assistant I)orHannah C. Sentillas (Admin. Assistant)

5. Releasing of the Approved Form 6 to concerned AO or employee

• Signature of AO or authorized Representative or Employee in the logbook

10 minutes Rey A. Padilla (Admin. Assistant I)(GASS)

3. PROCESSING OF APPLICATION FOR LEAVE (CSC FORM 6)a. Vacation Leave and Sick Leave






1. Receiving of the transmittal of the approved Employee’s request for service credits by unit/college

• Daily Time Record (DTR-Form 48)

• Accomplishment Report

• Individual Faculty Workload

• Approved request to render service credits (i.e. after regular office hours, during Saturdays, Sundays, Holidays and summer vacation)


2. Reviewing of computation and preparing of Special Order

• DTR/Form 48• Accomplishment

Report • Individual Faculty

Workload• Approved request to

render service credits

5 minutes /employee DTR

Johan Marcela F. Rio (Admin. Assistant III)

3. Reviewing of prepared Special Order for Service Credits

• DTR-Form 48)• Accomplishment




3 minutes/employee DTR

Rey A. Padilla (Admin. Assistant I)

4. Signing of prepared & reviewed Special Order for Service Credits

• DTR(Form 48)• Accomplishment




2 minutes Dr. Jennifer T. Barrameda(Supervising Administrative Officer)

5. Recording of the computed Service Credits in the Leave Card of the concerned faculty

• Leave Card• Signed Special Order

2 minutes/ employee

Rey A. Padilla (Admin. Assistant I)

6. Releasing of the copy of Special Order to the concerned unit/college

• Signature of authorized representative


3. PROCESSING OF APPLICATION FOR LEAVE (CSC FORM 6)b. Service Credits







1 Receiving of approved application for retirement

• One (1) copy of the following:• Certification of Agency

Clearance of No Pending Admin. Case

• Certification of Last Day of Service

• Filled-up application form for retirement from GSIS

• 2 pcs Documentary Stamps

1 minute None Hannah C. Sentillas (Admin. Assistant)and Janice O. Opeña(Admin. Aide VI)

2 Printing and verifying of Service Record

• Original service record• Certificate of Last day of

service

10 minutes Staff in-Charge, Johan Marcela F. Rio (Admin. Assistant III) and Alyssa Jane F. Gabo (Admin. Assistant III)

3 Signing of Service Record • Original service record• Certificate of Last day of

service


4 Preparing of Certificate of Leave of Absence Without Pay (if any)

• Leave Card 5 minutes Janice O. Opeña(Admin. Aide VI)

5 Reviewing and signing of the Certificate of Leave of Absence w/o pay

• Leave Card 5 minutes Dr. Jennifer T. Barrameda(Supervising Administrative Officer)

6 Forwarding of the GSIS Application Form for retirement to the President’s Office for endorsement/signature

• Supporting documents mentioned in No. 1 and

• Certificate of Leave of Absence w/o Pay

• Service Record• Tracking Slip

5 minutes Janice O. Opeña(Admin. Aide VI)orHannah C. Sentillas (Admin. Assistant)

7 Receiving of signed/endorsed GSIS Application form for Re-tirement by the President


8 Releasing of signed GSIS Appli-cation form to the Retiree or to authorized representative

• Signature of the Retiree or authorized representative in the file copy of GSIS Application for Retirement Authorization & ID of Representative or SPA if deceased Retiree

1 minute Janice O. Opeña(Admin. Aide VI)

4. PROCESSING RETIREMENT DOCUMENTS FOR GSIS PURPOSES







1 Receiving and recording of employee’s application for Terminal Leave

• Certificate of No Pending Criminal Case

• Leave Form (Form 6)• University Clearance• Statement of Assets,

Liabilities & Networth

2 minutes None Janice O. Opeña(Admin. Aide VI)

2 Auditing and preparing of:(a) statement of vacation and sick leave balance for Non-Teaching(b) certification of leave balance for Teaching Per-sonnel

• Leave Cards• Documentary Stamp

4 hours Rey A. Padilla (Admin. Aide IV)and Janice O. Opeña(Admin. Aide VI)

3 Reviewing of the correctness of the statement of vacation and sick leave credits prepared

• Leave Card 2 minutes Janice O. Opeña(Admin. Aide VI)

4 Checking, verifying, and signing of the statement of vacation and sick leave credits

• Leave Card 5 minutes Dr. Jennifer T. Barrameda(Supervising Administrative Officer)

5 Reviewing and signing of the Certification of Leave Balance for Teaching

• Supporting documents mentioned in Step 1

• Leave Card

1 minute Sierna L. Cedro (Admin. Officer IV/Acting Head, HRMO)

6 Forwarding of the Terminal Leave papers to Ad-min. Office for adjudication and voucher prepa-ration

• Form 6• Certificate of Leave

Absence • NOSI/NOSA/

Appointment• Service Record• Affidavit of No Pending

Criminal Case • SALN • University/Unit Clearance • Approved Request to retire • GSIS ClearanceIf deceased:1. death certificate2. cert. of survivorship3. special power of attorney (SPA) if the legal heirs cannot personally appear to submit / follow-up the claims

1 minute Janice O. Opeña(Admin. Aide VI)

7 Receiving of the Terminal Leave papers with voucher and adjudication from Administrative Office

2 minutes Janice O. Opeña(Admin. Aide VI)orHannah C. Sentillas (Admin. Assistant)

8 Preparing of the LARP Form (List of Actual Retirees to be Paid)

• Service Record• PSIPOP

10 minutes Janice O. Opeña(Admin. Aide VI)

9 Reviewing of data and computation in the LARP • Service Record• PSIPOP


10 Recording and forwarding of the Terminal Leave Papers with LARP to the BU Budget Office for submission to DBM upon verification as to the correctness of the University Accountant and approval of the LARP by the President and to be approved by the Regional Director of the Department of Budget and Management

2 minutes Janice O. Opeña(Admin. Aide VI)

5. PROCESSING OF EMPLOYEES’ TERMINAL LEAVE BENEFITS



9. Administrative Office


WHO MAY AVAIL OF THE SERVICESStudents

Outside Creditors(Contractors, Suppliers, Job Order Personnel etc.)

Bicol University PersonnelSERVICES OFFERED

1. Claim of Travelling Expenses: BOR Chairperson, Members and Students and Employees

2. Processing of Disbursement Payrolls/Vouchers (Claim of Salaries and Wages for Casuals, Job Orders and Studet Assistants/On the job Training)

3. Receipt of Payrolls and Vouchers with Obligation Slip

4. Processing of Disbursement Vouchers, Payment of other Services (Institutional Fees, Membership Fees and Registration Fees)

CONTACT INFORMATIONATTY. NORLY P. REYES

Chief Administrative OfficerAdministrative Office

Tel. Number: (052)821-79-67 [email protected]

[email protected]




DURATION OF ACTIVITY PERSON IN CHARGE

REQUIREMENTS

1 Receives pertinent documents then prepares Disbursement Voucher (DV)

30 minutes ALICIA O. MILLENA

(Admin. Assistant II)or

CYNTHIA B. ARISPE

(Admin. Aide VI)

Set A (If Cash Advance)- Travel Order- Appendix A (Itinerary of Travel)- Invitation from the sponsoring AgencySet B (If Reimb.)- Travel Order- Appendix A (Itinerary of Travel)- Invitation from the - Sponsoring Agency- Appendix B (Certification of Travel Completed)- Certificate of Appearance and Attendance- Tickets, RER- If by plane, Attach Plane Travel Order

2 Records DV in the logbook 5 minutes MA. MAE M. LLEVA (Admin.

Aide I)3 Reviews and initials Appendix A then

forwards to Admin. Officer V for signature

10 minutes CYNTHIA B. ARISPE (Admin.

Aide VI)4 Signature Appendix A 3 minutes MARIETTA P.

RODA (Admin. Officer V)

5 In case of cash advance, forwards DV to Accounting Office for Certification that claimant has no outstanding cash advance (Accounting Office forwards DV to Budget Office for OS prepara-tion)

5 minutes MA. MAE M. LLEVA (Admin.

Aide I)

6 In case reimbursement forwards DV and other documents to the Budget Of-fice for preparation of Obligation Slip

5 minutes MA. MAE M. LLEVA (Admin.

Aide I)

1. CLAIM OF TRAVELLING EXPENSES: BOR CHAIRPERSON, MEMBERS AND STUDENTS AND EMPLOYEES



PERSON IN CHARGE REQUIREMENTS

1 Receives back from Budget Office DV and OS

2 minutes MA. MAE M. LLEVA (Admin. Aide I)

2 Initials box A of the OS then forwards to Admin. Officer V

3 minutes CYNTHIA B. ARISPE (Admin. Aide VI)

3 Signs Box A of the OS 3 minutes MARIETTA P. RODA(Administrative Officer V)

4 Retains 1 copy and file 2 minutes MA. MAE M. LLEVA (Admin. Aide I)

5 Forwards DV and OS to Accounting Office for pre-audit


Administrative Office



STEP ACTIVITY OF THE SERVICE

PROVIDER


PERSON IN CHARGE

REQUIREMENTS

1 Receives & reviews documents

1 hour ALICIA O. MILLENA


JOHNOR F. BOBILES

(Admin. Aide VI)

PERMANENT EMPLOYEES1. Daily Time Record (Form 48)2. Leave Form (Form 6)CASUALS1. Approved Appointment from Civil Service Com-mission2. DTR3. Certificate of Accomplishment for individual DVs4.CSC Form 6 in case of absenceSTUDENT ASSISTANTS1. Approved appointment of assistantship2. DTR3. Certificate of AccomplishmentON THE JOB TRAINING (OJT)1. Form 48 (DTR)2. Accomplishment Report3. Approval from the President

2 Computes the no. of hours/days served & prepares payroll, DV & remittances except withholding tax then forwards to Administrative Aide I for recording

1 hour ALICIA O. MILLENA


JOHNOR F. BOBILES

(Admin. Aide VI)

Same as Step 1

updated withholding tax list from accounting Office (in cases of casuals & JOs)

3 Records DV in the logbook then forwards to Admin. Aide VI for initial

5 minutes MA. MAE M. LLEVA

(Admin. Aide I)4 Initial Payroll and abstract

of remittances10 minutes CYTNHIA B.

ARISPE(Admin. Aide VI)

5 Sign payroll and remittances 3 minutes MARIETTA P. RODA

(Admin. Officer V)6 Forwards DV and other

documents to the Budget Office for preparation of Obligation Slip

5 minutes MA. MAE M. LLEVA

(Admin. Aide I)

2. PROCESSING OF DISBURSEMENT PAYROLLS/VOUCHERS (CLAIM OF SALARIES AND WAGES FOR CASUALS, JOB ORDERS AND STUDENT ASSISTANTS/ON THE JOB TRAINING)









2 Review Initials box A of the OS then forwards to Admin. Officer V

3 minutes CYNTHIA B. ARISPE (Admin. Aide VI)

3 Signs Box A of the OS 3 minutes MARIETTA P. RODA (Administrative Officer V)

4 Retains 1 copy and file 2 minutes MA. MAE M. LLEVA (Admin. Aide I)






1 Receives & records supporting documents from claimant


Billing Statement or Statement of Account

2 Prepares DV(6 copies)

3 minutes ALICIA M. MILLENA (Admin. Asst. I)

Same as Step 1

3 Records DV in the logbook 3 minutes MA. MAE M. LLEVA(Admin. Aide I)

Record data in the logbook: name of claimant, amount, receiving person

4 Forwards DV toBudget Office for OS preparation

2 minutes MA. MAE M. LLEVA(Admin. Aide I)

Same as Step 1






2 Initials box A of the OS then forwards to Admin. Officer V

3 minutes CYNTHIA B. ARISPE(Admin. Aide VI)

3 Signs Box A of the OS 3 minutes MARIETTA P. RODA(Administrative Officer V)

4 Retains 1 copy and file 2 minutes MA. MAE M. LLEVA(Admin. Aide I)



3. RECEIPT OF PAYROLLS AND VOUCHERS WITH OBLIGATION SLIP

4. PROCESSING OF DISBURSEMENT VOUCHERS, PAYMENT OF OTHER SERVICES (INSTITUTIONAL FEES, MEMBERSHIP FEES AND REGISTRATION FEES)



10. Bids and Awards Committeeand BAC Secretariat’s Office

WHAT ARE THE REQUIREMENTS:BU Personnel and Students who are end- users of the procurement1. Approved Procurement Request a. Goods (Supplies, Materials, Equipment) – Purchase Request (PR) b. Goods (Services) – Job Order (JO) c. Civil Works -Certificate of Detailed Engineering Compliance -Scope of Works/Technical Specifications -Approved Agency Estimate, Plans -Approved Plans d.Consulting Services -Certification of HOPE -Terms of Reference (TOR)2. Certificate of Availability of Funds (CAF) Bidder (Supplier/Service Provider/Constructor/Consultant)1. Authorization Letter2. Letter Request3. Payment for the Bid and Other Documents4. Eligibility, Technical, Financial Proposals


WHO MAY AVAIL OF THE SERVICESBU Personnel (Heads of Offices, Faculty) and Students

as end-user/s of procurement projectsBidder (Supplier/Service Provider/Constructor/

Consultant)SERVICES OFFERED

1. Procurement Request Processing2. Issuance of Bid Documents (Competitive Bidding

Procedures)3. Issuance of Bid Documents (Alternative Mode –

Canvass Forms)4. Receipt of Bid Proposals (Competitive Bidding

Procedures)5. Receipt of Bid Proposals (Canvass Forms)6. Request for Refund – Bid Security, Performance

Security, Warranty SecurityCONTACT INFORMATION

MR. BENIGNO AUSTEROSecretary, University Bids and

Awards CommitteeTel. Number: (052)480-32-64

[email protected]



Bids and Awards Committee

1. PROCUREMENT REQUEST PROCESSING



PROVIDER


PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 End-user Receipt of procurement request with the required attachments

10 minutes Procurement Management Staff1

PR/JO/Plans, Specs, Scope of Work, etc. for Infra

2 Process the Procurement BAC and BAC SecretariatGoods minimum of 28 days

max of 124 daysCivil Works minimum of 28 days

max of 113 daysConsulting minimum of 34 days

max of 170 days3 Forward procurement

documents to the implementing office

10 minutes Procurement Management Staff1

Contract documents



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Bidder Receipt of authorization letter and issuance of Order of Payment

10 minutes Procurement Monitoring Staff

Min. of P500.00 (pursuant to GPPB Resolution 04-2012)

1. Authorization Letter2. PhilGEPS Bid Notice Abstract3. Valid ID

2 Preparation of bidding documents

15-30 minutes Procurement Monitoring Staff

3 Issuance of bidding documents


2. ISSUANCE OF BID DOCUMENTS (COMPETITIVE BIDDING PROCEDURES)



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Bidder Issuance of canvass forms

5 minutes Canvasser Min. of P500.00 (pursuant to GPPB Resolution 04-2012)

1. Authorization Letter2. PhilGEPS Bid Notice Abstract3. Valid ID

2 Retrieval and/or receipt of accomplished canvass forms

5 minutes Canvasser Prescribed canvass forms (with product sample and literature if necessary) and updated eligibility requirements

3. ISSUANCE OF BID DOCUMENTS (ALTERNATIVE MODE – CANVASS FORMS)



Bids and Awards Committee



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Bidder Issuance and retrieval of submission form


1. Document Submission Receipt form;2. Bid proposals.

2 Receipt of bid proposals


4. RECEIPT OF BID PROPOSALS (COMPETITIVE BIDDING PROCEDURES)



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Bidder Receipt of sealed canvass


Sealed canvass

5. RECEIPT OF BID PROPOSALS (CANVASS FORMS)



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Bidder Receipt and record of the request

5 minutes Procurement Management Staff

1. Letter request addressed to the President thru the BAC;2. Original Official Receipt (OR)

2 Review of the record of the subject transaction


3 Prepare appropriate endorsement for approval (Bid Security & Performance Security)


Prepare appropriate endorsement for processing (Warranty Security)Transmittal of endorsement to approving office


Transmittal of endorsement to implementing office for processing

6. REQUEST FOR REFUND – BID SECURITY, PERFORMANCE SECURITY, WARRANTY SECURITY


11. Supply and PropertyManagement Office

WHEN TO AVAIL OF THE SERVICESMONDAY TO FRIDAY - 8:00AM to 5:00PM

WHO MAY AVAIL OF THE SERVICESAll BU Personnel and Student

Walk-in Clients (Supplier)SERVICES OFFERED

a. Procurement of Supplies/ Materials thru DBM-PS b. Contract Implementation for the Procurement of

Supplies /Materials and Equipmentc. Preparation, Processing and Review of

Disbursement Vouchers for payment of delivered goods & services

d. Storage/Warehousing of Delivered Supplies and Materials

e. Issuance of Supplies and Materials / Equipment and Preparation of Reports

f. Issuance of Equipmentg. Disposal of Unserveable Properties and Waste

Materialsh. Physical Count of Property, Plant, and Equipmenti. Physical Count InventOries of Supplies and

Materials on Handj. Signing of Clearance

CONTACT INFORMATIONMR. BENJAMIN PAYONGA

Director, University Supply OfficeTel. Number: 821-7959/480-3669






PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Accomplished and attached Approved APP, PR and CAF

Receive and record the endorsement from BAC office with attached Approved Purchase Request and Certificate of availability of Funds (CAF)

10 to 15 min. Office Staff Approved APP, PR & CAF

2 Check or verify the availability of supplies/materials per Purchase Request into the latest price list of DBM-PS

15 min. Office Staff Approved APP, PR & CAF

3 Prepare and Sign the Agency Purchase Request (APR) and forward to Budget Office and to approving official for signature

15 min. Univ. Supply Officer & Office Staff

Approved APP, PR & CAF

4 Submit the approved APR to DBM-PS for quotation

4 hours Office Staff Approved APR

5 Prepare the Purchase Order and forward the same to Budget Office for issuance of OS and to Authorize approving officer for approval

30 min. to 2 hour

(defending on the volume of supplies to be

procured)

Office Staff Approved APP, PR, CAF, APR & Price Quotation

6 Prepare, review and sign the Disbursement Vouchers

30 min. Office Staff/ University Supply Officer

Approved APP, PR, CAF, APR & Price Quotation

7 Record and Forward D i s b u r s e m e n t Vouchers and all mandatory support for processing of payment to the Accounting Office

5 min. Office Staff Approved APP, PR, CAF, APR & Price Quotation

8 Pick-up the supplies at DBM-PS upon payment by the Cashier

4 to 8 hours Office Staff Approved APP, PR, CAF, APR & Price Quo-tation, DV & Check

A. PROCUREMENT OF SUPPLIES/ MATERIALS THRU DBM-PS

Supply and Property Management Office





PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Attached approved APP, PR, BAC Resolution, Price Quotation, Abstract of Award, PO or LO or Contract

Received & Records the original copy of Contract (PO/LO) from the Procurement Unit

15 min. Office Staff Approved APP, PR, BAC Resolution, Price Quotation, Abstract of Award, PO or LO or Contract

2 Check for the delivery terms and conditions for the Contract and the complete support documents


Quotation , PO or LO or Contract

3 Received and Check the delivery of supplies/materials and services

30 min. to 2 hours (defends on the volume

of delivery)

Univ. Supply Officer & Office Staff

Quotation , PO or LO or Contract , Delivery Receipt/Sales Invoice

4 Prepare the Inspection and Acceptance Report of the delivered supplies and materials and services for inspection

30 min. Office Staff PO or LO or Contract , Delivery Receipt/Sales Invoice

5 Notify / Inform and provide a copy of contract the designated inspector to conduct the inspection of the delivery of supplies/mater ia ls/equipment/ services

5 min. Office Staff PO or LO or Contract , Delivery Receipt/Sales Invoice, Inspection & Acceptance Report

6 Acceptance of supplies, materials and equipment and service delivered


Delivery Receipt/Sales Invoice, Inspection & Acceptance Report

B. CONTRACT IMPLEMENTATION FOR THE PROCUREMENT OF SUPPLIES /MATERIALS AND EQUIPMENT AND SERVICES






PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Attached the necessary documents for the processing of payment

Check and review the completeness of the supporting documents indorsed by the Univ. BAC Secretariat Office


Approved APP, PR, BAC Resolution, Price Quotation, Abstract of Award, PO or LO or Contract, IAR, Delivery Receipt, Invoice, RIS, ICS or PAR

2 Review / Recommend / Compute for penalty in case of late delivery


PO or LO or Contract, IAR, Delivery Receipt, Invoice

3 Prepare, review, and signs the Disbursement Voucher and necessary breakdown of deductions for taxes withheld to proceed the payment and retain file copy

30 min. Office Staff/ Univ. Supply Officer

Approved APP, PR, BAC Resolution, Price Quotation, Abstract of Award, PO or LO or Contract, IAR, Delivery Receipt, Invoice, RIS, ICS or PAR

4 Forward Disbursement Vouchers and all mandatory support for processing of payment to the Accounting Office

5 min. Office Staff Approved APP, PR, BAC Resolution, Price Quotation, Abstract of Award, PO or LO or Contract, IAR, Delivery Receipt, Invoice, RIS, ICS or PAR

C. PREPARATION, PROCESSING AND REVIEW OF DISBURSEMENT VOUCHERS FOR PAYMENT OF DELIVERED GOODS & SERVICES




PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Record the supplies/ materials in Stock Card and Bin Card

1 hour Office Staff Inspection and Accept-ance Report, Purchase Order

2 Proper warehoursing and storage of supplies/ materials

daily Office Staff

D. STORAGE/WAREHOUSING OF DELIVERED SUPPLIES AND MATERIALS





PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Prepare list of supplies needed or attached approved PR

Prepare, Approval and Issuance of the Requisition and Issue Slip


Requisition and Issue Slip (RIS)

2 Release / Issue of supplies requisitioned by the end-user

15 min. Office Staff Requisition and Issue Slip (RIS)

3 Record the issuance of supplies in the Bin Card and Stock Card.

15 to 30 min. Office Staff Requisition and Issue Slip (RIS)

4 Consolidate the items issued thru RIS into RSMI for the month with corresponding control number and date

1 hour Office Staff Requisition and Issue Slip (RIS)

5 Review and Submit the Report of Supplies and Materials Issued for the month


Requisition and Issue Slip (RIS) & Report of Supplies and Materials Issued (RSMI)

E. ISSUANCE OF SUPPLIES AND MATERIALS / EQUIPMENT AND PREPARATION OF REPORTS




PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Prepare list of equipment neeeded or attached approved purchase request

Prepare and sign property Acknowledgement Receipt (PAR), record, assign property members and issue/ release the equipment to the end user

20 mins. Office Staff, University Supply Officer

Property Acknowledgement Receipt (PAR), Property Card/ Property Sticker

F. ISSUANCE OF EQUIPMENT





DURATION OF

ACTIVITY

PERSON IN

CHARGE

FEES FORM/ DOCUMENT

NEEDED1 Accomplish list

of Unserviceable Properties to be return and end -user copy of PAR

Receive and Records the returned unserviceable equipment/property and waste materials in the record book

10 min. Property Acknowledgement Reciept (PAR), Report of Waste Materials

2 Check and verify the returned unserviceable equipment in the Property Acknowledgement Receipt

10 min. Property Acknowledgement Reciept (PAR)

3 Prepare the Inventory and Inspection Report of unserviceable Properties and Waste Materials Report for approval of the President

4 hours Property Acknowledgement Reciept (PAR), Report of Waste Materials

4 Endorsed the Approved Inventory and Inspection Report of unserviceable Properties and Waste Materials Report to the Disposal and Appraisal Committee for action

5 min. Inventory and Inspection of Unserviceable Property, Report of Waste Material

5 Conduct Inspection and Appraisal of Unserviceable Property for Disposal together with the Committee and with the presence of COA representative

3 to 4 hours Inventory and Inspection of Unserviceable Property, Re-port of Waste Material

6 Provision of technical support to the Disposal Committee (e.g. preparation of resolution, Prepare & Post Invitation to Bid and Schedule for the Disposal of Unserviceable Properties and Waste Materials; Prepare and Release the Quotation; Receive the Quoation from the Bidders ; Prepare Abstract of Bids& Notice of Award; Issue Notice of Award to winning bidder )- Prepare Resolution for Mode of disposal- Prepare and Post Invitation to Bid- Prepare Request for Quotation- Release Request for Quotation- Opening of Bid / Sale- Prepare and Sign Abtract of Bid

- Prepare and forward Notice of Award for approval of the President

15 min.15 min.20 min.5 min.3 hours

15 min. to 30 min. (defend on the avail.

of the signing committee)

15 min.

Inventory and Inspection of Unserviceable Property, Re-port of Waste Material

7 Conduct Actual Disposal 8 hours Inventory and Inspection of Unserviceable Property, Report of Waste Material, Notice of Award

8 Prepare the Sales Report 15 min. Abstract of Bids, Notice of Award

9 Submission of Approved Inventory and Inspection Report & Waste Materials Report with attached complete supporting documents of disposal to COA Office and Accounting Office and Request for Dropping of Items from the Book of Account

4 hours Inventory and Inspection of Unserviceable Property, Report of Waste Material, Resolution, Invitation to Bid, Quotation, Abstract of Bids, Notice of Award, Offi-cial Receipt

10 Reflect all the properties disposed in the respected PAR's , Property Card and Inventory of PPE of accountable personnel

3 to 5 days Inventory and Inspection of Unserviceable Property, PAR, Property Card

G. DISPOSAL OF UNSERVEABLE PROPERTIES AND WASTE MATERIALS







PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Prepare and submit for approval of the President the Inventory Plan and Schedule

20 mins. Office Staff Inventory Plan and Schedule

2 Prepare Notification to the Inventory Committee, Heads of Offices and COA Office for the conduct of inventory taking upon the approval of the President

15 mins. Office Staff/ Supply Officer

Letter to the Inventory Committee, Heads of Offices and COA Office to conduct inventory taking

3 Conduct Physical Count of Inventory of Property, Plant, and Equipment(PPE) and verify in the Property Acknowledgement Receipt (PAR) signed by the concerned accountable personnel including updates of newly acquired equipment for the current year

2 to 3 hours per office

Office Staff/ Supply Officer

Existing Inventory Report, PAR

4 ` Prepare, review, sign and submit the approved Report on the Physical Count of Inventory of Property, Plant, and Equipment

2 days Office Staff/ Supply Officer

Report on the Physical Count of Property, Plant, and Equipment

H. PHYSICAL COUNT OF PROPERTY, PLANT, AND EQUIPMENT





PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Accomplish / attached the unit clearance signed by the unit Supply Officer

Check Property and Accountability of the accountable personnel and or students in Property Ac k n o w l e d g e m e n t Receipt (PAR)


Property Acknowledgement Receipt (PAR)

2 Record and Release of signed clearance


Unit and University Clearance

J. SIGNING OF CLEARANCE



PROVIDER

DURATION OF

ACTIVITY

PERSON IN CHARGE

FEES FORM/ DOCUMENT

NEEDED

1 Prepare letter request for approval of the President to conduct Physical Count of Inventories of Supplies and Materials on hand

5 mins. Office Staff, Sup-ply Officer

Letter requesting for approval of the President to conduct Physical Count of Inventoriesof Supplies and Materials on hand

2 Prepare and sign the notification to the Inventory Committee and COA Office for the schedule of inventory taking

5 mins. Office Staff, Supply Officer

Letter to the Inventory Committee and COA Office for the schedule of inventory taking

3 Conduct actual count of the supplies and materials on hand in the stock room

2 to 4 hours (depending

onthe volume of the stocks)

Office Staff, Supply Officer

Report of the Physical Count of Inventories of Supplies and Materials, Stock Card, Bin Card

4 ` Prepare, review , and submit Report on the Physical Count of Inventories of Supplies and Materials on Hand

2 hours Office Staff, Supply Officer

FInal Report on the Physical Count of Inventories of Supplies and Materials on Hand

I. PHYSICAL COUNT INVENTORIES OF SUPPLIES AND MATERIALS ON HAND


Client Feedback Form

NAME POSITION TEL. NUMBER

EMAIL ADDRESS

OFFICE OF THE PRESIDENTDr. Arnulfo M. Mascariñas SUC President IV 480-0167 [email protected]

[email protected]. Reina O. Habalo Chief Presidential Management 480-0167 [email protected] Atty. Norly P. Reyes Acting University & Board

Secretary 480-0181 [email protected]

[email protected]. Norly P. Reyes University Legal Officer 480-5464 [email protected]

[email protected]

Dr. Dimson M. Rivero Global Linkage Office @ Bicol University (GLO@BU), Director

481-1389 [email protected]

Mr. Cyrus A. Barrameda Internal Audit Services, Chief 480-1898 [email protected]@bicol-u.edu.ph

Prof. Laarni D. Pancho Information Management Office, Director

480-0973480-0974


OFFICE OF THE VICE PRESIDENTSDr. Helen M. Llenaresas VP for Academic Affairs

480-0179 [email protected]

[email protected]. Amelia A. Dorosan VP for Administration 480-0176 [email protected]

[email protected]@gmail.com

Prof. Jerry S. Bigornia VP for Resource Generation and Assets Management

742-2707 [email protected]@bicol-u.edu.ph

Directory

ACADEMIC, DIRECTORS, ASSOCIATE DEANS/DIRECTORS & COLLEGE REGISTRARS

TOP MANAGEMENT


EMAIL ADDRESS

GRADUATE SCHOOLDr. Victor S. Soliman Dean 742-3758


Dr. Liwayway R. Ables Associate Dean [email protected]. Veronica O. Gomez Registrar 481-7881 [email protected]

[email protected] OF AGRICULTURE AND FORESTRYGerardo O. Ocfemia Dean 484-6336 [email protected]

[email protected]. Lourdita A. Llanto Associate Dean [email protected]. Ada O. Camba Registrar 483-4428 [email protected]

[email protected] OF SOCIAL SCIENCES AND PHILOSOPHYAtty. Alex B. Nepomuceno Dean 483-4441 [email protected]

[email protected]. Ma. Vida Teresa O. Sales Associate Dean [email protected]. Catherine D. Lagata Registrar 483-4428 [email protected]

[email protected]

DirectoryNAME POSITION TEL.

NUMBEREMAIL ADDRESS

COLLEGE OF BUSINESS ECONOMICS AND MANAGEMENTDr. Eddie S. See Dean 483-4406 [email protected]

[email protected]. Sonnie A. Ramos Associate Dean [email protected]. Salvador M. Abiño Registrar 483-4360 [email protected]

[email protected] OF EDUCATIONDr. Lorna M. Miña Dean 483-0487 [email protected]

[email protected]. Renelyn E. Bautista Associate Dean [email protected]. Jane B. Siapno Registrar 481-5975 [email protected]

[email protected] OF EDUCATION INTEGRATED LABORATORY HIGH SCHOOLProf. Sandra A. Casitas Head 481-1404 [email protected] OF EDUCATION INTEGRATED LABORATORY ELEMENTARY SCHOOLProf. Rita J. Lina Head 483-0392 [email protected] OF ENGINEERINGAtty. Eduardo M. Loria Dean 481-1468 [email protected]

[email protected]. Denise T. Legaspi Associate Dean [email protected]. Ruby L. Rivero Registrar 742-4091 [email protected]

[email protected] OF NURSINGDr. Ruby L. Mediona Officer-In-Charge 480-0610 [email protected]

[email protected]. Judilla B. Abion Registrar 480-2760 [email protected]

[email protected] OF INDUSTRIAL TECHNOLOGYProf. Jonathan Arroco Dean 480-4595 [email protected]

[email protected]. Christian Calleja Associate Dean [email protected]. Ana B. Del Ayre Registrar 480-4593 [email protected]

[email protected] OF ARTS AND LETTERSDr. Maria B. Sarte Dean 481-5280 [email protected]

[email protected]. Letecia M. Lopez Associate Dean [email protected]. Antonio R. Lleva Registrar 481-6192 [email protected]

[email protected] OF SCIENCEProf. Jocelyn E. Serrano Acting Dean 742-1479 [email protected]

[email protected]. Jocelyn E. Serrano Associate Dean 742-1479 [email protected]. Sharlene A. Mendizabal Registrar 481-1455 [email protected]

[email protected]


NUMBEREMAIL ADDRESS

COLLEGE OF MEDICINEDr. Ruben Caragay Dean (052) 742-0076 [email protected]

[email protected]. Luis Domingo B. Mendoza Associate Dean [email protected]. Sheila Marie Magalona Registrar 480-0700 [email protected]

[email protected] OF PHYSICAL EDUCATION SPORTS AND RECREATIONProf. Analiza Pasano Officer-In-Charge 483-0758 [email protected]. Judilla B. Abion Registrar [email protected]

[email protected] OF ARCHITECTUREAr. Reynaldo O. Nacional, Jr. Director [email protected]

[email protected]. Elviro T. Apuya Associate Director [email protected]. Ruby L. Rivero Registrar 742-4091 [email protected] CAMPUSDr. Arnulfo P. Malinis Dean 437-2852

(052) [email protected]@bicol-u.edu.ph

Ms. Mary Joy B. Catangui Associate Dean [email protected]. Lily Lolo Registrar [email protected]

[email protected] CAMPUSProf. Maria Asuncion V. Oronan Dean 487-5247

(052) [email protected] [email protected]

Prof. Ma. Luisa U. Tango Associate Dean [email protected]. Wilhelmina B. Henson Registrar 486-2035 [email protected]

[email protected] CAMPUSDr. Rosemarie R. Jadie Director (056)311-1145 [email protected]

[email protected]. Erlinda O. Lorino Registrar [email protected]

[email protected]

ACADEMIC CENTERSNAME POSITION TEL.

NUMBEREMAIL ADDRESS

RESEARCH AND DEVELOPMENT CENTERProf. Ronnel R. Dioneda Sr. Director 480-1325


EXTENSION SERVICE CENTERDr. Antonio P. Payonga Director 481-1621

[email protected][email protected]

BICOL CONSORTIUM FOR HEALTH RESEARCH & DEVELOPMENT (BCHRD)Prof. Michael V. Montealegre Director 742-4291 [email protected]

Directory

STUDENT SUPPORT SERVICES OFFICES


EMAIL ADDRESS

BICOL CONSORTIUM FOR AGRICULTURAL & AQUATIC RESEARCH AND DEVELOPMENT (BCARRD)Dr. Marissa N. Estrella Director 742-1909 [email protected] CENTER FOR FOOD SAFETY & QUALITY ASSURANCE (RFSQA)Prof. Ida F.H. Revale Director 480-1325 [email protected] CENTER FOR TEACHING EXCELLENCE (CTE)Dr. Rebecca Rosario O. Bercasio Director 483-0487 [email protected] FOR TECHNOLOGY COMMERCIALIZATION AND ENTERPRISE DEVELOPMENT(CTCED)Engr. Christopher O. Pacardo Director 742-2587 [email protected] CENTER FOR SCIENCE AND MATHEMATICS EDUCATION DEVELOPMENTProf. Magnolia Vida A. Cano Director 435-4739 [email protected] CENTERDr. May Antoinette S. Imran Director 742-0947 [email protected]


EMAIL ADDRESS

OFFICE OF ADMISSIONSDr. Hazel Vergara Dean 483-0719 [email protected]

[email protected] REGISTRAR’S OFFICEMrs. Sophia A. Romero University Registrar 480-0700

[email protected] [email protected] [email protected]

OFFICE OF STUDENT SERVICESProf. Ma. Merlie R. Arbo Dean 480-0373 [email protected]

[email protected] SCHOLARSHIP & GRANT-IN-AID OFFICERDr. Baby Boy Benjamin Nebres III University Scholarship &

Grant-in-Aid Officer480-0373 [email protected]

UNIVERSITY GUIDANCE CENTERMs. Rosario C. Frick Director 480-0396 [email protected]

[email protected] LIBRARYMs. Ma. Victoria M. Olaguer University Librarian 481-7481 [email protected]

[email protected] MEDICAL & DENTAL CLINICDr. Julio M. Abainza University Physician 480-0462 [email protected]

[email protected] SERVICE TRAINING PROGRAMProf. Domingo Ll. Nace Director 481-3645 [email protected] OFFICERS’ TRAINING CORPS (ROTC)LTC Alwin M. Nobora, (CAV) PA Commandant, ROTC/WATC

Unit481-3645 [email protected]

OFFICE OF THE SPORTS COORDINATORDr. Celerino Palacio Director [email protected]


NUMBEREMAIL ADDRESS

OFFICE OF THE CHIEF ADMINISTRATIVE OFFICERAtty. Norly P. Reyes Chief, Administrative Officer 480-0182 [email protected]

[email protected] OFFICEMr. Benigno Austero Secretary, University BAC 480-3264 [email protected] AND PROPERTY MANAGEMENT OFFICEMr. Benjamin Payonga University Supply Office 480-3669 [email protected]

[email protected] RESOURCE MANAGEMENT OFFICEMrs. Jennifer T. Barrameda Head of the Human Resource

Management Office480-0451437-8693


Mrs. Jennifer T. Barrameda International Scholarship Liaison Officer 480-0451437-8693

[email protected]

MOTORPOOLMr. Edgardo M. Sevilla Head 480-0182 [email protected] SECURITY OFFICEMr. Romeo L. Rognao OIC, Civil Security Unit [email protected]

[email protected] OF THE ADMINISTRATIVE OFFICER FOR FINANCEAtty. Loyd P. Casasis Chief, Administrative Officer for Finance 480-7973 [email protected]

[email protected] OFFICEMs. Crisanta A. Botin University Budget Officer 480-0580 [email protected]

[email protected] OFFICEMr. Joseph Lopera University Accountant 480-7973 [email protected]

[email protected] CASHIER'S OFFICEMs. Cheryl Del Prado University Cashier 480-0498 [email protected]

[email protected] OF THE CHIEF OF PHYSICAL DEVELOPMENT MANAGEMENTEngr. Ulysses R. Bello Chief, Physical Development

and Management Office 480-0460 [email protected]

[email protected] SECTIONArch. Adrian J. Grageda Head 480-0460 [email protected]

[email protected] SECTIONEngr. Vincent A. Orozco Head 480-0460 [email protected]

[email protected] SECTIONEngr. Daniel M. Llenaresas I Head 480-0460 [email protected]

[email protected] PLANNING AND MANAGEMENT OFFICE Dr. Joseph L. Bartolata University Planning and Management

Office [email protected]@bicol-u.edu.ph

ADMINISTRATIVE SUPPORT SERVICES OFFICES


NUMBEREMAIL ADDRESS

ALUMNI RELATIONS OFFICEDr. Rosana L. Madrona Director, Alumni Relations Officer [email protected] COMPUTERIZATION OFFICEEngr. Medel E. Aligan Director [email protected] OF THE BU-ASSOCIATION OF NON-TEACHING STAFFMr. Salvador Bilono President, BU Association of

Non-Teaching Staff [email protected]

OFFICE OF THE BU UNION OF FACULTY ASSOCIATION, INC.Prof. Noel Rafer President, BU Union of Faculty

Association, Inc. [email protected]

OFFICE OF THE QUALITY MANAGEMENT REPRESENTATIVEDr. Lorna M. Miña University Lead Auditor [email protected] OF THE UNIVERSITY DOCUMENT CONTROLLERMs. Janet N. Ariola University Document Controller 480-0167 [email protected] OF THE EXPANDED TERTIARY EEDUCATION EQUIVALENCY AND ACCREDITATION PROGRAM(ETEEAP) Prof. Reina O. Habalo Director 480-0167 [email protected] OF THE UNIVERSITY RESIDENT AUDITORMs. Cynthia B. Barajas State Auditor IV (Unit Auditor) 480-4458

OTHER OFFICES

CITIZEN’S CHARTERBICOL UNIVERSITY2017 Edition

BICOL UNIVERSITY4500, Rizal St., Legazpi City

Albay, Philippineswww.bicol-u.edu.ph

+52 480-01-67

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