REF. NO.

FOR FROM DATE RE

: : : : :

MQCPI-QMS-GM-11-2012-001 MQCPI COMMUNITY QUALITY MANAGEMENT SYSTEM OFFICE NOVEMBER 12, 2012 MQCPI SECRETARIES GROUP AND AUTOMATIC SUBMISSION OF REPORTS

As recommended by the MQCPI group heads and approved by the Office of the President, attached herewith is the manuscript establishing the ad-hoc MQCPI Secretaries Group that shall be the document and information centers of the school (refer to Annex A). Furthermore, it is hereby instituted that institutional reports shall now be automatically submitted to the secretaries (refer to list of annexes below) without any need for announcement of deadlines. List of Annexes
ANNEX B - ACADEMIC GROUP REPORTS ANNEX C - ADMINISTRATIVE GROUP REPORTS ANNEX D - FINANCE GROUP REPORTS ANNEX E - IFG REPORTS ANNEX F - MQCCI REPORTS

For your information and guidance. Thank you and God Bless!

RUDOLPH D. VELASCO QMS Assistant

Recommending Approval: Rafael M. Manlutac MQCCI Executive Director Elizabeth V. Pusung IFG Head Engr. Gregorio G. Maniti II Administrative Group Head

Dr. Leticia D. Flores VPAA Approved by: Mr. Michael B. Lapid President

MARY THE QUEEN COLLEGE (PAMPANGA), INC

JOSE ABAD SANTOS AVENUE, SAN MATIAS, GUAGUA, PAMPANGA

MQCPI SECRETARIES GROUP The Quality Management System Office recommends the establishment of the ad-hoc group of secretaries for MQCPI. This document outlines the main functions of the group and the secretarys responsibilities to their respective groups.
MEMBERS The following shall compose the ad-hoc group of secretary for MQCPI with their respective groups: GROUP ACADEMIC GROUP ADMINISTRATIVE GROUP AND FINANCE GROUP INTEGRAL FORMATION GROUP FINANCE GROUP MQC-CAREER INSTITUTE SECRETARY VPAA Secretary Administrative Group Secretary Integral Formation Group Secretary Accounting Assistant Information and Referral Office Assistant

GROUP SECRETARY JOB DESCRIPTIONS

1. Level: 2. Reporting Relationship: 3. Job Summary:

Rank and File Respective Group Heads The Group Secretary is responsible for providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner.

4. Duties and Responsibilities: 4.1. Sets up and maintains the general filing system and files all correspondence and pertinent documents. 4.2. Organizes and coordinates meetings, conferences, travel arrangements 4.3. Maintains schedules and calendars 4.4. Takes, encodes, files and distributes minutes of meetings 4.5. Collates information, maintains databases and generates appropriate reports. 4.6. Prepares and manages correspondence, reports and documents 4.7. Receives, directs and relays telephone messages and fax messages to their respective departments. 4.8. Performs document control procedures and functions 4.9. Manages office space

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5. Qualification Requirements 5.1. Education : Bachelors Degree 5.2. Experience: with at least 1 year experience in performing administrative and office support activities. 5.3. Training : Extensive training both in secretarial & clerical works primarily for multiple supervisors 5.4. Skills : Excellent computer software skills as well as Internet research abilities 5.5. Others : Strong Communication skills DOCUMENT CONTROL FUNCTIONS
Communicates with employees for prompt submission of documents. Coordinates with employees in assuring that all documents are kept in the right place and in the department file archive. Checks if documents have no errors in filenames, submission, dates et al., and that they are checked and approved by their immediate supervisor and properly identified and classified according to type of documents. Communicates and routes general circulation memoranda and approved guidelines, policies and procedures. Submits required reports to the QMS document controller. Performs additional tasks as required.

MAIN PROCESSES AND FUNCTIONS As group secretaries, their main function is to be the main linkage of information and logistics among the functional groups of MQCPI. Submission and Filing of Documents Group secretaries are responsible for the collection and transmission to department or office in charge for the following documents: Semestral/Annual Reports Narrative Reports Budgets This is to ensure that documents are concentrated on document centers for the purpose of easy retrieval, accessibility, easy tracking and easy and prompt submission of documents.
Originating SGSD
SGSD in charge of Filing

DOCUMENT CENTERS (Group Secretaries)

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Communication of Information Group secretaries are responsible for the dissemination of information coming from their respective groups and from other groups as well which may deal with the following: Policies and procedures Memoranda Guidelines and announcements Group secretaries shall be the linkages among groups and facilitate faster, clearer and more efficient and effective flow of information.

Administrative Group Secretary

IFG Secretary

Secretary to the VPAA

Respective Groups

Information and Referral Office Assistant

Finance Group Secretary

Secretarial Duties As secretaries, secretarial duties are also assigned to group secretaries which includes but is not limited to the following: Meetings for each group o Scheduling of meetings o Preparation and distribution of the agenda o Note taking and distribution of the minutes of the meeting Filing and archiving o Organizing and filing of group documents o Agenda, minutes of the meeting and other pertinent documents related to meetings
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 Clerical duties o Preparation of correspondence for the departments in their respective groups. o Answering and relaying of phone calls. o Receiving and transmission of correspondence from external sources. o Routing of documents.

PREPARED BY: (Original Signed) Rudolph D. Velasco QMS ASSISTANT RECOMMENDING APPROVAL: (Original Signed) Dr. Leticia D. Flores VPAA (Original Signed) Engr. Gregorio G. Maniti II ADMINISTRATIVE GROUP HEAD

(Original Signed) Elizabeth V. Pusung, RGC IFG HEAD

(Original Signed) Rafael M. Manlutac MQCCI EXECUTIVE DIRECTOR

APPROVED BY:

(Original Signed) Michael B. Lapid, MBE, MAT PRESIDENT

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OFFICE REPORTS (AUTOMATIC SUBMISSION)

ACADEMIC GROUP
Secretary: Ms Joane C. Penaranda OFFICE/DEPARTMENT DOCUMENT DATE OF SUBMISSION

Academic Group

Narrative Report & Evaluation per Activity

As per Policy on Documentation of school activities Last Monday of July Last Monday of December Last Friday of June Last Friday of November
Second Monday of August Second Monday of January

Enlistment (First Semester) Enlistment (Second Semester) Total number of students (First Semester) Total number of students (Second Semester) Drop-outs (First Semester) Drop-outs (Second Semester) Registrar List of Graduates Faculty Loadings (First Semester) Faculty Loadings (Second Semester) Class Schedules (First Semester) Class Schedules (Second Semester) Room Schedules (First Semester) Room Schedules (Second Semester) Plans and Programs and Budget (Academic Year) GENERAL REPORTS Accomplishment Reports <Narratives> (First Semester)* Accomplishment Reports <Narratives> (Second Semester)* *To be passed on a per Institute basis.
Approved by:

First Friday of March Last Monday of July First Monday of December Last Monday of July First Monday of December Last Monday of July First Monday of December First Monday of April First Monday of November First Monday of April

Dr. Leticia D. Flores VPAA

OFFICE REPORTS (AUTOMATIC SUBMISSION)

ADMINISTRATIVE GROUP
Secretary: Ms Jacqueline N. Lozano OFFICE/DEPARTMENT Administrative Group DOCUMENT DATE OF SUBMISSION

Narrative Report & Evaluation per Activity Inventory of Medicines (First Semester) Inventory of Medicines (Second Semester) Health Profiling (First Semester only) Policy and Procedures Summary of Health Cases (First Semester) Summary of Health Cases (Second Semester) Library Holdings Per Program (First Semester) Library Holdings Per Program (Second Semester) Summary of Library Collections Internet Usage Statistics (First Semester) Internet Usage Statistics (Second Semester) Room assignments of Maintenance Janitor (First Semester) Room assignments of Maintenance Janitor (Second Semester) Insurances (student,vehicle,building) Floor Plan Accountability Forms (First Semester) Accountability Forms (Second Semester) Inventories (First Semester) Inventories (Second Semester) Disaster Management Activities Updated Evacuation Plan

As per Policy on Documentation of school activities First Monday of November First Monday of April Third Monday of October Automatically copy furnish QMS First Monday of November First Monday of April First Monday of November First Monday of April First Monday of April First Monday of November First Monday of April Last Monday of May Last Monday of October Automatically copy furnish QMS As per MEMO First Monday of November First Monday of April First Monday of November First Monday of April As per Policy on Documentation of school activities Within 10 days from approval

Clinic

Library

General Services Office

Property Management Office (Custodians)

Safety and Security Office

Security risks report Inventories of Safety Equipment (First Semester) Inventories of Safety Equipment (Second Semester)
Printing Office

As per Policy on Documentation of school activities First Monday of November First Monday of April

General Reports ISP Certification Inventory of Computer Laboratories (First Semester) Inventory of Computer Laboratories (Second Semester) General Reports List of Teaching and Non-teaching Personnel (First Semester) List of Teaching and Non-teaching Personnel (Second Semester) Notarized contracts and updated credentials (to be filed) First Semester Notarized contracts and updated credentials (to be filed) Second Semester General Reports Narrative Report & Evaluation per Activity General Reports General Reports Plans and Programs and Budget (Summer) Plans and Programs and Budget (Academic Year) Accomplishment Reports (Summer) Accomplishment Reports (First Semester) Accomplishment Reports (Second Semester) Last Friday of January First Monday of April First Monday of June First Monday of November First Monday of April
Within 10 days from approval of application

MIS Office

First Monday of November First Monday of April

Human Resource Office

Third Monday of June Third Monday of November Third Monday of June Third Monday of November

Marketing Office Purchasing Office Quality Management System Office

As per Policy on Documentation

GENERAL REPORTS

Approved by: Engr. Gregorio G. Maniti II Administrative Group Head

OFFICE REPORTS (AUTOMATIC SUBMISSION)

Secretary: Ms Pamela Sue Y. Sunglao

FINANCE GROUP
General Reports

Budget and Collections Office

Accounting Office

GENERAL REPORTS

Business Permits Income Tax Return Financial Statements General Reports Plans and Programs and Budget (Summer) Plans and Programs and Budget (Academic Year) Accomplishment Reports (Summer) Accomplishment Reports (First Semester) Accomplishment Reports (Second Semester)

Within 10 days from approval of application Within 10 days from approval of application Within 10 days from approval of application Last Friday of January First Monday of April First Monday of June First Monday of November First Monday of April

Approved by:

Michael B. Lapid President

OFFICE REPORTS (AUTOMATIC SUBMISSION)

INTEGRAL FORMATION GROUP

Secretary: Ms Jenny Rose G. Mariano OFFICE/DEPARTMENT Integral Formation Group DOCUMENT DATE OF SUBMISSION

Narrative Report & Evaluation per Activity

Drop-outs/Reasons (First Semester) Drop-outs/Reasons (Second Semester) New Paps, Revision of Paps

As per Policy on Documentation

Second Monday of August Second Monday of January

Guidance and Admissions Office

ISQ Results Marketing Survey Narrative Report & Evaluation per Activity Profile of Enrollees (First Semester) Profile of Enrollees (Second Semester) CSC & RSO Narrative Report & Evaluation per Activity Profile of Scholars (First Semester) Profile of Scholars (Second Semester) Copy of Announcements Calendar of Activities Circular Letters CHED Memoranda List of Student Organizations Affiliations
New Paps, Revision of Paps

Automatically copy furnish QMS Second Monday of August First Monday of October As per Policy on Documentation Last Monday of August Last Monday of January As per Policy on Documentation Last Monday of August Last Monday of January As per Policy on Inter-office Communication Last Monday of May As per Policy on Inter-office Communication Automatically copy furnish QMS First Monday of April First Monday of April--previous year Automatically copy furnish QMS First Monday of April As per Policy on Documentation First Monday of April--previous year First Monday of April

Office of the Student Affairs

Summary of Cases Handled Narrative Report & Evaluation per Activity Master list of donors/sponsors per Activity Calendar of Outreach Activities

Community Extension and Development Office

Institute of Theology & Campus Ministry

Copy of courseware/module (Hard &Soft Copy) Narrative Report & Evaluation per Activity Memorandum of Agreement Narrative Report & Evaluation per Activity

Automatically copy furnish QMS As per Policy on Documentation Automatically copy furnish QMS As per Policy on Documentation

NSTP

GENERAL REPORTS

Plans and Programs and Budget (Summer) Plans and Programs and Budget (Academic Year) Accomplishment Reports (Summer) Accomplishment Reports (First Semester) Accomplishment Reports (Second Semester)

Last Friday of January First Monday of April First Monday of June First Monday of November First Monday of April

Approved by:

Elizabeth V. Pusung IFG Head

OFFICE REPORTS (AUTOMATIC SUBMISSION)

MARY THE QUEEN COLLEGE CAREER INSTITUTE

Secretary: Ms Emiliana Joy P. Galang DOCUMENT OFFICE/DEPARTMENT MQQCI DATE OF SUBMISSION

Narrative Report & Evaluation per Activity Enlistment (First Semester) Enlistment (Second Semester) Total number of students (First Semester) Total number of students (Second Semester) Drop-outs (First Semester) Drop-outs (Second Semester) List of Graduates Faculty Loadings (First Semester) Faculty Loadings (Second Semester) Class Schedules (First Semester) Class Schedules (Second Semester) Room Schedules (First Semester) Room Schedules (Second Semester) Plans and Programs and Budget (Summer) Plans and Programs and Budget (Academic Year) Accomplishment Reports (Summer) Accomplishment Reports (First Semester) Accomplishment Reports (Second Semester)

As per Policy on Documentation Last Monday of July Last Monday of December Last Friday of June Last Friday of November
Second Monday of August Second Monday of January

Registrar

First Friday of March Last Monday of July First Monday of December Last Monday of July First Monday of December Last Monday of July First Monday of December Last Friday of January First Monday of April First Monday of June First Monday of November First Monday of April

GENERAL REPORTS

Approved by: Rafael M. Manlutac Executive Director