REVISED 2014 i FOREWORD This Citizen’s Charter of the Ilocos Sur Polytechnic State College represents the commitment and cause of the College towards standard, quality and time frame of service delivery, transparency and accountability. Since this is the proof of adherence to the good governance mandate of the government, the college is empowered to improve quality public service. Quality that makes our academic and non- academic clients knows what we do and how these are made accessible to them. The preparation of this revised Citizen’s Charter was gargantuan but did not dampen us to pursue good governance and sustaining our activities with efficiency and productivity. Not only in compliance to Memorandum Circular 2012-02 and Republic Act 9485 (Sec 6) 2007 but to enhance our frontline services streamlining procedures and cutting down time thus reducing bureaucratic red tape and prevent- ing graft and corruption in the college. This is the blueprint of delivering efficient services to our clients. RAFAEL B. QUERUBIN, Ph. D. SUC PRESIDENT II fdl/wdd2014 OVPPD
Transcript
REVISED 2014
i
FOREWORD
This Citizen’s Charter of the Ilocos Sur Polytechnic
State College represents the commitment and cause of the
College towards standard, quality and time frame of service
delivery, transparency and accountability. Since this is the
proof of adherence to the good governance mandate of the
government, the college is empowered to improve quality
public service. Quality that makes our academic and non-
academic clients knows what we do and how these are
made accessible to them.
The preparation of this revised Citizen’s Charter was
gargantuan but did not dampen us to pursue good
governance and sustaining our activities with efficiency and
productivity.
Not only in compliance to Memorandum Circular
2012-02 and Republic Act 9485 (Sec 6) 2007 but to enhance
our frontline services streamlining procedures and cutting
down time thus reducing bureaucratic red tape and prevent-
ing graft and corruption in the college.
This is the blueprint of delivering efficient services to
our clients.
RAFAEL B. QUERUBIN, Ph. D. SUC PRESIDENT II
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OVPPD
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VISION
An institution for total human development.
MISSION
The college shall primarily give professional and technical training both in the undergraduate and the graduate levels in the fields of eco-nomics, agriculture, fishery, trade, home industry, engineering, educa-tion, forest research and conserva-tion, management, finance, account-ing and business administration, pub-lic administration and other field as may be relevant, besides providing for the promotion of scientific and technological researches which the College deems necessary in carrying out its objectives. It shall also offer undergraduate, graduate and short-term technical courses within its area of specialization.
fdl/wdd2014
OVPPD
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PUBLIC ASSISTANTCE AND COMPLAINT DESK AND HOTLINES
President’s Office -DR. RAFAEL B. QUERUBIN
Look or call Mrs. JOCELYN C. LEONZON
Administrative Officer I at the President’s Office
Santiago, Ilocos Sur DR. ADELA G. ESTRAÑERO 09052784661
Campus Director,
Candon, Ilocos Sur DR. PASTY A. PANIZARES,
JR. 09353268386
Campus Director, Ta-
gudin, Ilocos Sur DR. EDERLINA M. SUMAIL
Campus Director,
Cervantes, Ilocos Sur DR. RENATO A. SAWEY
1
I. STUDENT ADMISSION OFFICE Frontline Service: Student Enrolment Clients : Incoming First Year Students and Transferees Requirements : Form 138 (Report Card) Birth Certificate Certificate of Good Moral Character 2 pcs. 2x2 ID Colored Picture with white plain background Schedule of Availability of Service: Monday to Friday 7:30 AM –5:00 P.M. Total/ Maximum Duration of Process: 20 minutes How to Avail of the Service:
STEP PROCEDURE SERVICE PROVIDED TIME PERSON RESPONSIBLE
1 Submit requirements
for enrolment.
(Window 1)
Verification and
assessment of the
requirements.
3
mins.
Mr. Alvin Ted Raguindin
Mr. Prexie Ram Roa
Miss Jennifer Florendo
2 Secure Temporary
Form.
(Window 1)
Issuance of application
form and registration
form.
1 min Mr. Alvin Ted Raguindin
Mr. Prexie Ram Roa
Miss Jennifer Florendo
3 Fill- up and submit
registration form
Verification and
checking entries,
Signature
5
mins
Mr. Alvin Ted Raguindin
4 Proceed to the Dean’s
Office for the
evaluation and
signature.
Reviewing and
evaluation and check
for Signature
10
mins
Dean’s Office/
representative.
Mr. Jeanno MAnzano-CTE
Dr. Anna Marie Barroga-
BHRM
Mr. Francisco Divina – PIA
Mr.Vitruvius Barayuga - ICT
5 Secure green form.
(Window 1)
Issuance and
acceptance
1 min Mr. Alvin Ted Raguindin
Mr. Prexie Ram Roa
Miss Jennifer Florendo
6 Proceed to Account-
ing Office for Assess-
ment of fees (Window
2 & 3)
Assessment of Fees 2
mins
Miss Rhea Gacutan
Mrs. Alma Alexis Bayuca
Ms. Hideliza Dar
7 Pay Tuition Fee and
other Admission fees.
(Window 4 & 5)
Issuance of receipt of
payments
1 min Miss Marisol Soliven
Miss Janine Rabe
8 Have the receipt be
recorded by the
Accounting Office for
recording of receipt.
(Window 2 & 3)
Recording of Official
Receipt (OR) in the
Permanent Files
1 min Mrs. Eden Reyes
Mrs. Rhea Gacutan
Mrs. Alma Alexis Bayuca
Ms. Hideliza Dar
9 Secure class cards
which are stamped
Officially enrolled
Issuance of class cards
as to number of
subjects enrolled
7
mins.
Mr. Alvin Ted Raguindin
Mrs. Arnumir Mangantulao
Mr. Prexie Ram Roa
Miss Jennifer Florendo
Frontline Service: ISSUANCE OF CERTIFICATION OF GRADES AND EVALUATION OF GRADES Clients :Students (Scholars) Requirements :Request Form ID card duly validated Schedule of Availability of Service: Monday to Friday8:00 AM – 5:00 P.M. Schedule of Fees : 50.00 Total/ Maximum Duration of Process : 35 minutes How to Avail of the Service:
STEP PROCEDURE SERVICE
PROVIDED
TIME PERSON RESPONSIBLE
1 Secure and fill
up request
form.
(window 1)
Verification
and
Evaluation
of Grades
15
mins
Mr. Alvin Ted Raguindin
Mr. Prexie Ram Roa
Miss Jennifer Florendo
2 Proceed to
Cashier’s Office
and pay 50.00
certification
fee.
(Window 4 or 5)
Issuance of
receipt
2 mins Miss Marisol Soliven
Miss Janine Rabe
3 Present ID card
and Official
Receipt to the
Registrar
(window 1)
Processing
the certifi-
cation of
grades
15
mins
Mr. Alvin Ted Raguindin
Mr. Prexie Ram Roa
Miss Jennifer Florendo
4 Secure the cer-
tification of
grades.
(Window 1)
Release the
certification
of grades
3 mins Mrs.ErlindaValido
Mr. Alvin Ted Raguindin
2
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VI. GUIDANCE AND COUNSELLING
Frontline Service: ISSUANCE OF CERTIFICATION OF GOOD MORAL
CHARACTER Clients: :Students, Alumni, Transferees, Scholars Requirements: :Official Receipt : Validated IDcard : 1 Documentary Stamp Schedule of Availability of Service: Monday to Friday7:30 AM – 5:00 PM Total/Maximum Duration of the Service: 8 minutes Fee: :50 pesos certification
STEP PROCEDURE SERVICE PROVIDED
TIME PERSON RESPONSIBLE
1 Secure fill up request form and submit to the Guidance Office
Assessment of the stu-dent as to the purpose and valida-tion based on record
2 mins Miss Princess Daproza
2 Preparation of Certificate
Issuance of certificate
3 mins Miss Princess Daproza
3 Proceed to Registrar for dry sealing and affixing documentary stamp
Assess, check and verify Dry sealing, Sign and issu-ance the cer-tification
2 mins Mr. Alvin Ted Raguindin
4 Releasing Recording and Released
1 min Mr. Alvin Ted Raguindin
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V. LIBRARY SERVICES OFFICE Frontline Service :LENDING OF BOOKS, PERIODICAL Clients : Students, Faculty, Staff Requirements : Library Card/Valid ID, Referral Schedule of Availability of Service: Monday to Friday,7:30 AM - 5:00 PM Total Duration of the Service: 8 minutes How to Avail of the Services:
STEP PROCEDURE SERVICE PROVIDED
TIME PERSON RESPONSIBLE
1 Secure fill up request form and submit to the Guidance Office
Assessment of the student as to the purpose and validation based on re-
cord
2 mins Miss Princess Daproza
2 Preparation of Certificate
Issuance of certificate
3 mins Miss Princess Daproza
3 Proceed to Registrar for dry sealing and affixing documentary stamp
Assess, check and verify Dry sealing, Sign and issuance the certifica-
tion
2 mins Mr. Alvin Ted Raguindin
4 Releasing Recording and Released
1 min Mr. Alvin Ted Raguindin
3
Frontline Service: ISSUANCES OF OFFICIAL TRANSCRIPT OF RECORDS Clients : College Students and Graduates Requirements : School Clearance, latest ID picture Schedule of Availability of Service : Monday to Friday,7:30 AM – 5:00 P.M. Schedule of Fees : 25.00 per page Total/ Maximum Duration of Process: 3-5 days How to Avail of the Service:
STEP PROCEDURE SERVICE
PROVIDED
TIME PERSON RESPONSIBLE
1 Secure and Fill up
request form. Pre-
sent duly accom-
plished clearance
form
(Window 1)
Checking and
verification of
requirements
5 mins Mr. Alvin Ted Raguindin
Mr. Prexie Ram Roa
Miss Jennifer Florendo
Mrs. Arnumir Mangan-
tulao
2 Proceed to Cash-
ier’s Office and pay
the required fee
(Window 3)
Issuance of
official receipt
5 mins Miss Marisol Soliven
Miss Janine Rabe
3 Secure releasing
slip
(Window 1)
Provide
releasing slip
5 mins Mrs.ErlindaValido
Dr. Rafael B. Querubin
4 Return to secure
authenticated OTR
(Window 1)
Recording and
Releasing the
documents
2 mins Mr. Prexie Ram Roa
4
Frontline Service: ISSUANCES OF FORM 137-A Clients : High School Students and Graduates Requirements : Letter Request from the school where they enrolled in or Letter Request for employment purposes -Complete data: Name, Inclusive Year of Graduation Schedule of Availability of Service : Monday to Friday8:00 AM – 5:00 P.M. Schedule of Fees : Php 30.00 per page Total/ Maximum Duration of Process : 2 days How to Avail of the Service:
STEP PROCEDURE SERVICE
PROVIDED
TIME PERSON RESPONSIBLE
1 Secure and Fill
up request
form.
(Window 1)
Checking and veri-
fication
10
mins
Mr. Alvin Ted Raguindin
Mr. Prexie Ram Roa
Miss. Jennifer Folrendo
2 Proceed to
Cashier’s Office
and pay the
required fees
Issuance official of
receipt
2 mins Miss Marisol Soliven
Miss Janine Rabe
3 Submit request
form with Offi-
cial Receipt
(Window 1)
Processing the
Form 137-A
10
mins
Mr. Prexie Ram Roa
4 Secure Form
137-A
(Window 1)
Recording and
Releasing of the
documents
2 mins Miss Jennifer Florendo
Mr. Alvin Ted Raguindin
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Frontline Service: PROCESSING OF TERMINAL LEAVE BENEFITS* Clients :RETIRED EMPLOYEES
Requirements :GSIS Clearance with Voucher (Xerox Copy only)
Schedule of Availability of Service :Monday to Friday (8:00 AM – 5:00 PM)
Total/Maximum Duration of the Service:2 weeks to 1 month (Subject to Availability of
Funds)
* no time column because it will take 2 weeks to one month
How to Avail of the Services:
STEP PROCEDURE SERVICE PROVIDED PERSON RESPONSIBLE
1
Submit a photo copy of the GSIS Clearance and benefits, Submit Form 6 (Leave Form)
Computing the earned leave credits; preparing the Leave Credit Cards and Certification
Mrs. Evelyn A. Dollente Miss Mary Ann Rebuldela Miss Cony Rose Soriano
2 Verify the Leave Credits
HRMO certifications the Earned Leave Credits of the Retired Employee
Dr. DaniloAbella
3 Verify the Service Record
Preparation and printing Ser-vice Record with the effectiv-ity Date of retirement and Expiration of Leave Credits earned Certification as to service rendered
Mrs. Eveleyn A. Dol-lente
Mrs. Crescencia C. Viloria
4 Request Cash Allocation to the Department of Budget and Man-agement
Computation of the Terminal Leave Benefits as to the num-ber of Earned Leave Credits upon retirement, letter to the DBM for the release of said benefits and a certification for Funds Availability
Mrs. Evelyn A. Dollente
For Endorsement
Dr. Rafael B. Querubin
5 Submit to the DBM-SFLU
Submission of the letter re-quest with complete support-ing documents to the DBM
Mrs. Asuncion G. Altiz or any designated Li-ason Officer
6 Prepare disburse-ment Notice of Cash Advise
Submission of supporting documents and Preparation a Disbursing Voucher for payment
Mrs. Evelyn A. Dollente Miss Eden Reyes
7 Ask Payment for Terminal Leave Benefits
Recording and Preparation of the Checks for Payment to be signed by the President
Mrs. Rosario B. Salazar
8 Releasing Recording and Releasing of checks
Mrs. Rosario Salazar Miss Janine Rabe
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Frontline Service: PROCESSING OF RETIREMENT BENEFITS
Clients :Retiring Employee
Requirements :Letter of Intention to retire (effective date of retirement)
: Ombudsman Clearance
Schedule of Availability of Service : Monday to Friday (8:00 AM – 5:00 PM) Total/Maximum Duration of the Service: 35 minutes How to Avail of the Services:
STEP PROCEDURE SERVICE PRO-VIDED
TIME PERSON RESPONSIBLE
1 Submit Letter of Intention to Retire (Effective Date of retirement)
Recording and submission to the President for ap-proval
5 mins
Ms. Cony Rose M. Soriano Miss Mary Ann Rebuldela
2 Assessment of documents for approval
Acceptance and requiring the nec-essary supporting documents
5 mins
Mrs.Crescencia C. Viloria
3 Wait for the Signature
Approval/Disapproval
2 mins
Dr. Rafael B. Querubin
4 Submit the re-quirements and request school clearance
Clearing of Money, Property and Ac-countability of the College; Clearance of Pendency/No-Pendency on Ad-ministrative Case
5 mins
Mrs. Evelyn A. Dol-lente
5 Submit Application for Retirement Benefits with the supporting docu-ments; and Duly signed Clearance
Guidance in Filling up Forms, Retire-ment Counselling, for preparation of indorsement letter
5 mins
Mrs. Evelyn A. Dol-lente
6 Have Certification as to Mode of Re-tirement
Preparation and process Certifica-tion by the Person-nel Officer as to his/her Mode of
5 mins
Mrs. Evelyn A. Dol-lente
Mrs. Crescencia C. Viloria
7 Have the docu-ments be indorsed for submission to the GSIS
Indorsement and submission and filing to the near-est GSIS office
5 mins
Dr. Rafael B. Querubin
8 Submission and Filing of Applica-tion Form
Verification of completeness before submission to GSIS Office
3 mins
Mrs. Evelyn A. Dol-lente or Personal Ap-pearance to GSIS
5
Frontline Service: ISSUANCES OF SECOND COPY OF LOST/DAMAGED DIPLOMA
Clients : Graduates Requirements : Letter Request Duly notarized affidavit of loss/damaged Diploma Form 137-A/OTR Complete data: Name, Inclusive Year of Graduation Schedule of Availability of Service: Monday to Friday8:00 AM – 5:00 P.M. Schedule of Fees : Php150.00 per page Total/ Maximum Duration of Process: 3 days How to Avail of the Service:
STEP PROCEDURE SERVICE
PROVIDED
TIME PERSON RESPONSIBLE
1 Secure and Fill
up request form
(Window 1)
Checking and
verification
records
5 mins Mr. Alvin Ted Raguindin
Mrs. Arnumir Lara Mangan-
tulao
2 Proceed to
Cashier’s Office
and pay the
required fees
(Window 4&5)
Issuance of
the official
receipt
2 mins Miss Marisol Soliven
Miss Janine Rabe
3 Submit request
form
(Window 1)
Processing 5 mins Mr. Prexie Ram Roa
4
Wait for the
preparation of
documents
(Window 1)
Affixing sig-
nature to the
documents
1 min Dr. Rafael B. Querubin
5 Release the
documents
(Window 1)
Record and
Release the
documents
2 mins Mrs.Erlinda P. Pastor
Miss Cony Rose Soriano
6
Frontline Service : AUTHENTICATION OF SCHOOL RECORDS
Clients : Graduates Requirements : Fully accomplished Application Form : Photocopies of Original Transcript of Records Schedule of Availability of Service: Monday to Friday 8:00 AM – 5:00 PM Schedule of Fees : Php20.00 /per record Total/Maximum Duration of Process: 20-25 minutes How to Avail of the Services:
STEP PROCEDURE SERVICE PROVIDED
TIME PERSON RESPONSIBLE
1 Secure and Fill up request form (Window 1)
Checking and verification
10 mins Mr. Alvin Ted Raguindin Mr. Prexie Ram Roa
2 Proceeds to Cashier’s Office and pay the appropriate fees required (Window (4&5)
Issuance of Official receipt
5 mins Miss Marisol Soliven Miss Jennifer Florendo
3 Submit request and OR and wait for the release of documents (Window 1)
Processing and releasing
10-15 mins
Mrs.ErlindaValido
11
Frontline Service: REQUISITION OF EMPLOYMENT SERVICE RECORDS Clients: : ACTIVE EMPLOYEES/RETIREES
Requirements : Request Form
Schedule of Availability of Service : Monday to Friday (8:00 AM – 5:00 PM)
Total/Maximum Duration of the Service: 20 minutes
How to Avail of the Services:
STEP PROCEDURE SERVICE PROVIDED
TIME PERSON RESPONSIBLE
1 Secure, fill up and submit request form
Assessment of the Employment Status
7. 5 mins
Ms. Cony Rose M. Soriano Miss Mary Ann Rebuldela
2 Present Filled Request Form
Preparation and Printing of Ser-vice Record of Employment
7.5 mins
Mrs. Evelyn A. Dollente
3 Wait for the preparation of the service record
Sign the prepared Service Record
3 mins Mrs.Crescencia C. Viloria
4 Wait for the release of the document
Recording and Releasing of the document
2 mins Ms. Cony Rose M. Soriano
10
IV. ADMINISTRATIVE OFFICE
Frontline Service: REQUISITION OF CERTIFICATE OF EMPLOYMENT Clients ::ACTIVE EMPLOYEES Requirements :Request Form Schedule of Availability of Service : Monday to Friday (8:00 AM – 5:00 PM) Total/Maximum Duration of the Service:30 minutes How to Avail of the Services:
STEP PROCEDURE SERVICE PRO-VIDED
TIME PERSON RESPONSIBLE
1 Secure fill up re-quest and submit
Assessment of Employment Status
5 mins Ms. Cony Rose M. Soriano/ Miss Mary Ann Rebulda
2 Present Filled Re-quest Form
Preparation of Service Record of Employment
10 mins Mrs. Evelyn A. Dollente
3 Get action Slip Preparation of Certification as to status of employ-ment and com-pensation
10 mins Mrs. Crescencia C. Viloria
4 Recording and Releasing
Recording and Releasing of documents
5 mins Ms. Cony Rose M. Soriano
Frontline Service: ISSUANCES OF TRANSFER CREDENTIALS
Clients : Students Requirements : Fully accomplished Application Form Schedule of Availability of Service: Monday to Friday8:00 AM – 5:00 PM Schedule of Fees : Php20.00 /per record Total/Maximum Duration of Process: 40 minutes How to Avail of the Services:
7
STEP PROCEDURE SERVICE PROVIDED
TIME PERSON RESPONSIBLE
1 Secure and Fill up request form
Checking and verification of records
10 mins
Mr. Alvin Ted RAguindin Mr. Prexie Ram Roa Miss Jennifer Florendo
2 Proceeds to Cashier’s Office and pay the appropriate fees required
Collecting and Issuances Official receipt
10 mins
Miss Marisol Soliven Miss Janine Rabe
3 Submit request and OR and wait for the release of docu-ments
Processing and releasing
20 mins
Mrs.ErlindaValido
8
III. ACCOUNTING OFFICE Frontline Service: VERIFICATION OF OUTSTANDING BALANCES Clients : Students Requirements : Registration Form, OR Schedule of Availability of Service : Monday to Friday7:00 AM – 5:00 P.M. Schedule of Fees : 50.00 Total/ Maximum Duration of Process: 10 minutes How to Avail of the Service:
STEP PROCEDURE TIME PERSONS RESPONSIBLE
1 Verify Balances as Against Ac-counting Records. (Window 2 or 3)
Frontline Service : COLLECTION OF FEES Clients : Students, Scholars Requirements : Fully Accomplish Form, ID Schedule of Availability of Service : Monday to Friday7:00 AM – 5:00 P.M. Schedule of Fees : depending upon the course Total/ Maximum Duration of Process: 7 minutes How to Avail of the Service:
STEP PROCEDURE TIME PERSONS RESPONSIBLE
1 Presentation and Verification of form (Window 4 or 5) 1min
Miss Marisol Soliven Miss Janine Rabe
2 Issuance of receipt (Window 5)
5mins Miss Marisol Soliven Miss Janine Rabe
3 Recording (Window 1) 1min Mr. Prexie Ram
9
Frontline Service: CERTIFICATE OF ENROLMENT AND BILLING
Clients : Students, Scholars Requirements : Registration Form, OR Schedule of Availability of Service : Monday to Friday7:00 AM – 5:00 P.M. Schedule of Fees : 50.00 Total/ Maximum Duration of Process: 35minutes How to Avail of the Service:
STEP PROCEDURE SERVICE P
ROVIDED
TIME PERSON RESPONSIBLE
1 Secure and Fill
up request form
(Window 1)
Checking and
verification
records
2
mins
Mrs.ErlindValido
2 Proceeds to
Cashier’s Office
and pay the ap-
propriate fees
required
(Window 1)
Collecting and
Issuance of
Official
receipt
2
mins
Miss Marisol Soliven
Miss Janine Rabe
3 Submit request
and OR for
Preparation
(Window 1)
Processing/
Preparation
30
mins
Hideliza Dar
Mrs.Asuncion Altiz
4 Wait for the
release of docu-
ments
(Window 1)
Releasing 1 min Mrs.ErlindaValido
Feedback and Redress Mechanism
Please let us know how we have served you: Accomplish our feedback available at the
Public Assistance and Complaint Desk. Send your Feedback through email or text
at our hotline numbers. If you are not satisfied with our service, your
written/verbal complaints shall immediately be attended at the Public
Assistance and Complaints Desk.
THANK YOU FOR HELPING US CONTINOUSLY IMPROVE OUR SERVICE.
