CHAPTER I

GOVERNANCE OF THE
LAGUNA STATE POLYTECHNIC UNIVERSITY (LSPU)

“Section 4 of Republic Act No. 9402. Administration.” - provides that “The University shall have
the general powers of a corporation set forth in Batas Pambansa Blg. 68, as amended, otherwise known as
the “Corporation Code of the Philippines”. The administration of the University and the exercise of its
corporate powers shall be vested exclusively in the Board of Regents and the President of the University.”

A. The Board of Regents.

Section 1. The Governing Board of the University shall be the Board of Regents , hereinafter referred to
as the Board, which shall be composed of the following:

a. The Chairperson of the Commission on Higher Education (CHED), as Chairperson;

b. The President of the University, as Vice-Chairperson;

c. The Chairperson of the Committee on Education, Arts and Culture of the Senate,
Congress of the Philippines, as Member;

d. The Chairperson of the Committee on Higher and Technical Education of the House of
Representatives, Congress of the Philippines, as Member;

e. The Regional Director of the National Economic and Development Authority (NEDA),
as Member;

f. The Regional Director of the Department of Science and Technology (DOST), as

Member;

g. The President of the federation of Faculty Associations of the University, as Member;

h. The President of the federation of student councils of the University, as Member;

i. The President of the federation of alumni association of the University; as Member

j. Two (2) prominent citizens from the private sector who have distinguished themselves in
their professions or fields of specialization, as Members

The Board shall appoint the two (2) prominent citizens from among the list of at
least five qualified persons in the Province of Laguna, as recommended by the search
committee constituted by the University President, in consultation with the chairperson of
the CHED and other members of the Board, based on the normal standards and
qualifications for the position, set by the Board, as Members.

Section 2. RIGHTS AND RESPONSIBILITIES OF THE BOR MEMBERS. The BOR Members shall
have all the normal rights and responsibilities of a regular member of the Board of Directors/Board of
Regents of non-profit, non-stock corporations.

The BOR Chair, Vice-Chair, and the Members coming from the government have the
right to sit as Chair, Vice-Chair, and as Members thereof ipso facto upon their assumption into
office.

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 The right of the SSC/SG, Faculty, and Alumni Presidents/Chairs/Heads or their
Federation Presidents/Chairs/Heads, and of the Student Council President/Chair/Representatives
to become members of the BOR shall automatically rise from their election and qualification into
their respective offices.

The private sector representatives must take their oaths of office as hereinafter provided
for before they could assume as BOR Members.

Section 3. REPRESENTATIVES OF BOR MEMBERS COMING FROM THE GOVERNMENT. If

the Chairmen of the Congressional Committees on Education and Culture/Higher and Technical Education
could not personally attend any regular meeting or special session of the BOR, they may designate in
writing their representatives to the said meeting/session which the latter should present to the BOR
Secretary before the start of the said meeting or session. They shall be entitled to seat/voice, and vote.

The other BOR members coming from the government shall personally attend the BOR
meetings/sessions.

Section 4. SPECIFIC POWERS AND DUTIES OF THE BOARD OF REGENTS. The Board of
Regents (BOR) shall have the following specific powers and duties, in addition to its general powers of
administration and the exercise of all the powers granted to the board of directors of a corporation under
Section 36 of Batas Pambansa Bilang 68, otherwise known as the “Corporation Code of the Philippines”,
thus:

a. To promulgate rules and regulations as may be necessary to carry out the purposes and
functions of the University;

b. To receive and appropriate all sums as may be provided for the support of the University, in
the manner it may determine in its discretion in order to carry out the purposes and functions
of the University;

c. To import duty-free economic, technical, and cultural books and/or publications, upon
certification by the CHED that such imported books and/or publications are for economic,
technical, vocational, scientific, philosophical, historical or cultural purposes, in accordance
with the provisions of the Tariff and Customs Code, as amended;

d. To receive in trust legacies, gifts and donations of real properties of all kinds and to
administer and dispose the same when necessary for the benefit of the University, subject to
the limitations, directions and instructions of the donor, if any;

Such donations shall be exempt from the donor’s tax and the same shall be
considered as deductions from the gross income tax of the donor in accordance with the
provisions of the National Internal Revenue Code (NIRC) of 1997, as amended: Provided,
That such donations shall not be disposed of, transferred or sold;

e. To fix the tuition fees and other necessary school charges, such as, but not limited to
matriculation fees, graduation fees and laboratory fees, as the Board may deem proper to
impose, after due consultations with the involved sectors.

Such fees and charges, including government subsidies and other income generated by
the University, shall constitute special trust funds and shall be deposited in any authorized
government depository bank, and all interest that shall accrue there from shall be part of the
same fund for the use of the University;

Any provision of existing laws, rules and regulations to the contrary notwithstanding, any
income generated by the University from tuition fees and other charges, as well as from the

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 operation of auxiliary services and land grants, shall be retained by the University, and may
be disbursed by the Board for instruction, research, extension, or other programs/projects of
the University; Provided, That all fiduciary fees shall be disbursed for the specific purposes
for which they are collected.

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

f. To adopt and implement a socialized scheme of tuition and greater access to poor but
deserving students;

g. To authorize the construction or repair of its buildings, machinery, equipment and other
facilities and the purchase and acquisition of real property, including necessary supplies,
materials, and equipment;

h. To appoint, upon the recommendation of the President of the University, vice-presidents,

deans, directors, heads of campuses, faculty members, and other officials and employees of
the University;

i. To fix and adjust salaries of faculty members and administrative officials and employees,
subject to the provisions of the Revised Compensation and Position Classification System and
other pertinent budget and compensation laws governing hours of service, and such other
duties and conditions as it may deem proper; to grant them, at its discretion, leaves of absence
under such regulations as it may promulgate, any provision of existing law to the contrary
notwithstanding; and to remove them for cause in accordance with the requirements of due
process of law;

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

k. To set policies on admission and graduation of students;

l. To award honorary degrees upon persons in recognition of their outstanding contribution in

the fields of education, public service, arts, science and technology, agriculture or in any field
of specialization within the academic competence of the University; and to authorize the
award of certificates of completion of non-degree and non-traditional courses;

m. To establish and absorb non-chartered tertiary institutions within the Province of Laguna as
branches and centers in coordination with the CHED, and in consultation with the Department
of Budget and Management (DBM), and to offer therein needed programs or courses to
promote and carry out equal access to educational opportunities mandated by the
Constitution;

n. To establish research and extension centers of the University where such will promote its
development of the latter;

o. To establish professional chairs in the University and to provide fellowships for qualified
faculty members, and scholarships to deserving students;

p. To delegate any of its powers and duties provided for hereinabove to the President and/or
other officials of the University as it may deem appropriate, so as to expedite the
administration of the affairs of the University;

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 q. To authorize an external management audit of the University, to be financed by the CHED,
subject to Commission on Audit (COA) rules and regulations; and to institute reforms,
including academic and structural changes, on the basis of the audit results and
recommendations;

r. To collaborate with other governing boards of state universities and colleges within the
Province of Laguna or Region IV-A, under the supervision of the CHED and in consultation
with the Department of Budget and Management, and work towards their restructuring of the
University to become more efficient, relevant, productive and competitive;

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

t. To develop consortia and other economic forms of linkages with local government units,
institutions and agencies, both public and private, local and foreign, in furtherance of the
purposes and objectives of the University;

u. To develop academic arrangements for institution-capability building with appropriate

institutions and agencies, public or private, local or foreign, and to appoint experts/specialists
as consultants, part-time or visiting or exchange professors, scholars, researchers, as the case
may be;

v. To set up the adoption of modern and innovative modes of transmitting knowledge such as the
use of information technology, the dual learning system, open or distance education and
community laboratory, etc. for the promotion of greater access to education;

w. To establish policy guidelines and procedures for participative decision-making and

transparency within the University;

x. To privatize, where most advantageous to the University, management of non-academic

services such as health, food, building or grounds, or property maintenance, and similar such
other similar activities; and

y. To extend the term of the President of the University, beyond the age of retirement but not
later that the age of seventy (70), whose performance has been unanimously rated by the
governing board as outstanding based on the guidelines, qualifications and/or standards set by
the Board, after unanimous recommendation by the search committee.

Section 5. MEETINGS/SESSIONS. The Board shall regularly convene at least once every quarter.
However, the chairperson of the Board may, upon three days’ prior written notice, call a maximum of two
special meetings whenever necessary.

a. Frequency, Date, and Venue of Regular Meetings. The frequency over and above the
minimum stated in the above letter “a” hereof and the date and venue of regular meetings of
the BOR shall be determined by the BOR itself; provided, That only four (4) regular
meetings and two (2) special meetings shall be granted the authorized allowance.

b. Responsibility of the President. – The President of the University shall be responsible for
making the necessary preparations to ensure the smooth holding of its Board of Regents’
regular meetings or special sessions.

c. Special Sessions. – Special sessions of the BOR may be held only upon the call of its Vice-
Chair; provided, That the Members of the Board have been duly notified in writing of the said
special session three (3) days before its holding.

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 BOR Members who believe that a special session should be conducted may petition in
writing the Chair or Vice-Chair accordingly.

Section 6. QUORUM. A majority of all the members of the BOR holding office at the time of its regular
meeting or special session shall constitute a quorum for the said regular meeting or special session.

No regular meeting or special session of the BOR, however, shall be validly held or could legally
occur without the presence of either the CHED Chairman who is the Chairman of the Board or the CHED
Commissioner as the duly designated Chair, or the President of the University who is the Vice-Chairman
thereof.

Section 7. PRESIDING OFFICER. – The CHED Chairman or the CHED Commissioner as duly
designated Chair in his capacity as Chairman of the BOR shall preside over the regular meetings or special
sessions thereof, except as hereinafter provided for. In the absence of the CHED Chairman or the CHED
Commissioner as regular Chair of BOR, the President of the University, who is the Vice-Chairman of the
BOR, shall preside, except as hereinafter provided for.

Section 8. AGENDA. The President of the University shall determine and prepare the agenda of all
meetings of the Board of Regents and of the University Councils; Provided, That any member of the Board
shall be entitled to have any matter included in its agenda.

Section 9. NO COMPENSATION FOR THE CHAIRMAN, VICE-CHAIRMAN, AND MEMBERS OF

THE BOR. – The Chairman, Vice-Chairman, and Members of the BOR shall not receive any regular
compensation as such but they shall receive entitlements to actual allowances allowed by law and
reimbursement of necessary expenses incurred during or in conjunction with their attendance in the regular
meetings or special sessions of the BOR or in connection with their performance of official business duly
authorized by the BOR through a resolution.

Section 10. COMMITTEES. The Board of Regents may create committees as it may deem necessary for
the proper performance of its functions.

Section 11. PROMULGATION AND IMPLEMENTATION OF POLICIES BY THE GOVERNING

BOARD/BOARD OF REGENTS

The Board of Regents may promulgate and implement policies vis-à-vis higher education;
provided, That these are consistent with the declared state policies on education and other pertinent
provisions of the Constitution of the Philippines on Education, Science and Technology, Arts, Culture, and
Sports, and with the policies, standards and thrusts of the CHED, and of Republic Act No. 9402, “An Act
Converting the LSPC into a State University” and Republic Act No. 8292, otherwise known as the “Higher
Education Modernization Act of 1997.”

B. THE PRESIDENT OF THE UNIVERSITY:

Section 12. THE UNIVERSITY PRESIDENT. The University shall be headed by a president, who shall
render full time service. He/She shall be appointed by the Board, subject to the guidelines, qualifications
and/or standards set by the Board, upon recommendation of a duly constituted search committee. He/She
shall have a term of four years and shall be eligible for reappointment for another term: Provided, That in
order to effect a smooth transition to a state university, the incumbent president of the LSPC, if qualified,
shall serve as the first president of the University.

Within six months before the expiration of the term of office of the incumbent president of the
Laguna State Polytechnic University, the Board shall constitute the Search Committee for the Presidency.

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 In case of vacancy in the office of the president by reason of death, compulsory retirement,
resignation, removal for cause or incapacity of the president to perform the functions of his/her office, the
Board shall have the authority to designate an officer-in-charge of the University pending the appointment
of a new president.

In case of vacancy in the office of the president as mentioned in the immediately preceding
paragraph, his/her successor or the officer-in-charge shall serve only the unexpired portion of the term.

The powers and duties of the president of the University shall be in addition to those specifically
provided in this Act and Republic Act No. 8292, and those usually pertaining to the office of the president
of similar universities, and those delegated by the Board.

The salary of the president of the University shall be in accordance with the Revised
Compensation and Position Classification System and shall be comparable to that being received by the
presidents of similar educational institutions.

The president of the University shall be assisted by a vice-president for academic affairs, a vice-
president for administration, a vice-president for research and development, and a vice-president for
external affairs, who shall be appointed by the Board upon the recommendation of the president.

Section 13. RE-APPOINTMENT. – The President of the University under the IRR of Republic Act No.
8292 shall be eligible for re-appointment for another term only.

In case the incumbent President is eligible and qualified per standards set by the BOR in
accordance with Republic Act No. 8292 for re-appointment, no search need be conducted, at the discretion
of the BOR. The BOR may prescribe the terms and conditions under which this discretion may be
exercised such as but not limited to an evaluation of the performance of the incumbent.

Section 14. DUTIES AND REPONSIBILITIES OF THE PRESIDENT OF THE UNIVERSITY. The
duties and responsibilities of the President of the University, in addition to those specifically found
elsewhere in this Manual, are:

a. He shall be the ex-officio head of the University faculty and of the faculty of every unit of the
University;

b. He shall have general supervision of all businesses and financial operations of the University;

c. All officers, members of the teaching staff and employees shall be responsible to and under
the direction of the President;

d. The President of the University shall carry out the general policies laid down by the Board of
Regents and shall have the power to act within the limits of said general policies. He shall
direct or assign the details of the executive action;

e. He shall preside at the commencement and other public exercises of the University and confer
such degrees and honors as are granted by the Board of Regents. All diploma and certificates
issued by the University shall be signed by the President and attested by the Registrar;

f. Should a permission or an authority given to any person engaged in any work or activity
within the campus of the University be used by such person to arouse disloyalty to the
Government of the Philippines, or to discourage students from attending the University, or to
create by overt act, disturbance or dissension among students, faculty members or employees,
or to interfere directly or indirectly with the discipline of the University, the President shall,
after due hearing, cancel the privilege so granted and thereafter prohibit him permanently
from staying or remaining in the campus. The President shall thereafter inform the Board of

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 Regents of his action and the Board may take any action that it may deem appropriate in
connection therewith.

g. He shall be the official medium of communication between the faculty, staff, and students of
the University on one hand and the Board of Regents on the other.

h. He shall appoint qualified and competent persons to fill all vacancies and new positions as per
approve criteria of recruitment of personnel upon recommendation of an appropriate
recruitment committee. This term is used to mean only the Board of Regents, to make such
appointments necessary to meet emergencies occurring between meetings of the Board of
Regents so that the work of the University will not suffer; and to make special appointments
as are permitted by the Board of Regents.

SPECIFIC POWERS OF THE PRESIDENT OF THE UNIVERSITY. In addition to the duties

and responsibilities as aforementioned, he shall exercise the following specific powers, to wit:

a. Acceptance of resignation and authorization of transfer of faculty members and employees to

be confirmed by the Board of Regents;

b. Grant or denial of leaves of absence with pay and without pay and/or extension of such leaves
or delegate the same to duly authorized officer of the University;

c. Grant or denial of extension of fellowship or scholarships for a period beyond one academic
year if the budget permits and for reasons he may deem satisfactory;

d. Approval of retirement of members of the faculty and employees to be confirmed by the

Board of Regents;

e. Authority to renew appointments for not more than one year if the budget permits and to
make ad-interim appointments when the need of the service so requires;

f. Authority to transfer or detail faculty members and personnel from one department or unit of
the University to another or to other educational institution in accordance with their
specialization, with the consent of the transferee with proper compensation;

g. Authority to appoint, with the sanction of the Board of Regents, qualified members of the
faculty as fellows of the University, full or partial, in order to enable them to pursue graduate
studies abroad and fix the financial assistance to any such fellows in accordance with the rules
promulgated by the Board of Regents and within the lump sum appropriation for fellowships;

h. Authority to grant or deny permission for members of the faculty to accept training grants,
fellowships, scholarships, or invitation to conferences sponsored by outside agencies or
organizations without any financial obligation on the part of the University outside of the
regular salary of the person concerned;

i. Supervision and control, through the Director of Student Affairs, over extra-curricular
activities of students; and authority to issue adequate rules for the organization and
qualifications of officers thereof;

j. Authority to promulgate such rules, which in his judgment, are necessary for the safekeeping
and proper disbursement of funds or property of all student organization officially approved
or organized, designating the person whom he may authorize to examine and audit the
account pertaining to such funds or property;

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 k. He shall have the authority to change the leave status of the faculty from that of teachers leave
to that of cumulative leave, provided, however, that the change is with consent of the faculty
member concerned;

l. He shall hold officers, faculty, and employees responsible to the discharge of their duties. He
shall, after consultation with the Director concerned, initiate the necessary disciplinary action
against the erring personnel before an appropriate investigating body;

m. He shall prepare an annual report to the Board of Regents on the work of the past year and the
needs for the current year. He shall also present to the Board the annual budget of the
University with estimates of income and expenditures;

n. He shall execute and sign in behalf of the University, contracts, deeds and other instruments
necessary for the proper conduct of the business of the University. However, in regularly
recurring undertaking and transaction where his action is virtually ministerial, conditions and
terms thereof, having been fixed in the University’s existing regulations and general laws, he
may direct through appropriate written instruction that approval in specified cases be made in
his behalf by officers of administration or heads of offices or units, subject to such safeguards
as he may impose. All existing regulations inconsistent herewith are abrogated.

o. He shall have general responsibility for the enforcement of discipline in the University and for
the maintenance of satisfactory academic standards in all its units;

p. He shall have the right to modify or disapprove any action or resolution of any faculty
administrative body, if in his sound judgment the greater interests of the University so require.
Should he exercise such power, the President shall communicate his decisions, stating the
reason for his action and thereafter shall accordingly inform the Board of Regents which may
take any action it may deem appropriate in connection therewith;

q. The President may invite, from time to time, scholars of eminence and other persons of
prominence who have achieved distinction in some learned profession or career, to deliver a
lecture or a series thereof and for this purpose, he may authorize honoraria for such service, to
be taken from the miscellaneous funds and at the rate determined by him, and approved by the
Board of Regents;

r. He shall have such other powers as are elsewhere provided in this Manual or by the Charter of
the University or as may be authorized by the Board of Regents and such as are usually
pertaining to the Office of the President of the University. He may delegate in writing any of
his specific functions to any office;

s. The President of the University may authorized, in case of his absence for brief periods of
time, to designate ranking officer of the administration who may be the Vice-President to act
as Officer-In-Charge of the Office of the President, who shall carry out the management of
the University affairs in the name of the President subject to his instruction and the policies of
the Board of Regents.

Section 15. FILING OF REPORT BY THE PRESIDENT OF THE UNIVERSITY:

On or before the fifteenth (15 th) day of the second month after the opening of regular classes
each year, the President of the University shall file with the Office of the President of the Philippines,
through the Office of the CHED Chairman or the CHED Commissioner serving as the Chair of the Board
of Regents, and with the Senate and House of Representatives of the Congress of the Philippines, through
their respective heads, a detailed report on the progress, conditions and needs of the University.

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Section 16. SERVICE OF PROCESS. All processes against the University shall be served on the
President of the University or his duly authorized representative.

Section 17. HEADS OF UNIVERSITY CAMPUSES. Campus Directors shall head the University
Campuses and they shall render full-time service. They shall be appointed by the Board upon the
recommendation of the search committee and the University President, subject to the guidelines,
qualifications and/or standards set by the Board: Provided, That the incumbent college administrator s of
the extension campuses shall serve as campus directors of their respective campuses.

CHAPTER II

SECRETARY, AND EX-OFFICIO TREASURER OF THEUNIVERSITY;

AUDIT

Section 1. SECRETARY. The Board of Regents shall appoint their Secretary who shall likewise act as
the University Secretary.

The Secretary so appointed shall, among others, keep all the records and the
minutes of the proceedings of the Board of Regents and shall communicate to the
Chairman, Vice-Chairman and Members of the Board of Regents notice of all regular
meetings, special sessions, and other undertakings of the Board of Regents.

Section 2. EX-OFFICIO TREASURER. The Treasurer of the Philippines shall be the ex-officio treasurer
of all chartered State Universities and Colleges.

Section 3. AUDIT. All accounts and expenses of the University shall be audited by the Commission on
Audit (COA) or its duly authorized representative.

CHAPTER III

ADMINISTRATIVE COUNCIL (ADCO); ACADEMIC COUNCIL (AC)

Section 11 of R.A. 9402. THE ADMINISTRATIVE COUNCIL (ADCO). There shall be an

administrative council consisting of the president of the University as chairperson, vice presidents, deans,
directors and other officials of the equal rank as members, whose duty is to review and recommend to the
Board the policies governing the administration, management and development planning of the University.

Section 12 of R.A. 9402. THE ACADEMIC COUNCIL (AC). There shall be academic council to be
composed of the president of the University, who shall act as chairperson, and all academic staff with the
rank of at least an assistant professor, as members.

The academic council shall have the power to review and recommend the curricular
offerings and rules of discipline of the University subject to the approval of the Board. It shall fix the
requirements for the conferment of degrees, subject to review and/or approval by the Board through the
president of the University. It shall have the disciplinary power over students of the University and shall
formulate academic policies and rules and regulations on discipline, subject to the approval of the Board.

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Section 3. MEETINGS. The University Councils shall meet at such time as the President of the
University may determine. However, the President may issue a call for special meetings when requested by
a majority vote of members upon the written request of the majority of the Council concerned;

Section 4. PRESIDING OFFICER. The President of the University shall be the Presiding Officer of the
University Councils being the Chairman of both. In his absence, the President of the University may
designate any of the Vice-Presidents, or in their absence, any of the Deans or Directors to preside over the
meetings.

Section 5. EX-OFFICIO SECRETARY. The University and Board Secretary shall act as Ex-Officio
Secretary to the Administrative Council and the Academic Council. In the absence of the Ex-Officio
Secretary, the President of the University may designate an Acting Ex-Officio Secretary to each of the
University Councils.

DUTIES OF THE EX-OFFICIO SECRETARY. It shall be the duties of the Ex-Officio

Secretary to issue notices of meetings of the Councils; to keep the minutes of each meetings; and
to send copies of such minutes to each Member of the Council. He shall also forward to each
member of the Council copy of the agenda of every meeting at least three days in advance.

Section 6. QUORUM IN COUNCIL MEETINGS. A quorum in Council meetings shall consist of the
majority of its Members and a majority of such quorum may approve any resolutions which shall be
binding upon the Council.

Section 7. ATTENDANCE TO COUNCIL MEETING. Every Member of the University Councils shall
be required to attend all of the meetings. Any Member, however, may be excused from attendance for
reason his immediate supervisor considers satisfactory. Members of the faculty who have to attend Council
meetings are authorized to assign some work to their students within the meeting time.

Section 8. COMMITTEES. Either of the Council may create committees as it may deem necessary, for
the performance of their functions. The President of the University or his authorized representative shall be
an ex-officio member of every standing committee.

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 CHAPTER IV

THE VICE-PRESIDENT FOR ACADEMIC AFFAIRS

Section 1. Appointment/Designation and Term of Office. The Vice-President for Academic Affairs shall
be designated/appointed by the President of the University subject to the confirmation of the
Board of Regents.

The Vice-President for Academic Affairs shall enjoy a term of two (2) years subject to
renewal.

Section 2. DUTIES AND FUNCTIONS. The Vice-President for Academic Affairs has the following
duties and functions, to wit:

a. He shall assist the President of the University in providing leadership and direction in the
implementation of policies and programs of the academic and related programs of the
University in all the external and satellite campuses including instruction, research, extension,
student services, and graduate studies;

b. He shall coordinate with the Office of Administrative and Support Services and
integrate/interrelate the activities of the academic programs and staff services to insure inter-
program/departmental complementation and efficient maximization of available resources;

c. Represent the University on matters of academic nature with the appropriate

agencies/bodies/offices and cause resolution of conflicts of the heads of offices under him in
accordance with established policies and sound management practices.

Section 3. SPECIFIC FUNCTIONS. Specifically, the Vice-President for Academic Affairs shall have the
following duties and functions, to wit:

a. Exercise direct supervision and control over the implementation of activities of the various
academic programs and units, namely: Graduate Studies, instruction, research, extension,
student welfare, library and student registration/admission of the University and its external
and satellite campuses in consultation with the President of the University;

b. Formulate and implement plan for faculty and academic development;

c. Provide leadership in the establishment and maintenance/development of management

information system (MIS);

d. Monitor and evaluate current curricula, courses, materials, methods of instruction, admission
requirements, and other academic matter’s recommendation;

e. Serve as Ex-Officio Chairperson of the Curriculum Committee of the Academic Council as

well as any other council or advisory body when designated by the President of the
University;

f. Visit to campuses to provide leadership in the preparation of plan, and annual budgetary
request and allocation of resources for the academic programs/projects in consultation with
the heads of academic programs/projects;

g. Prepare and submit annual report of the academic programs/projects in consultation with their
respective heads of offices of lower levels;

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h. Conduct periodic performance appraisal of the Directors under him, and review performance
appraisal made by the Directors;

i. Recommend to the President of the University priorities in the allocation of authorized funds
among specific academic programs/projects;

j. Chair and evaluate applications for appointment to any of the academic programs/projects and
recommend for promotion and training/scholarship of academic personnel;

k. Review all proposed programs/projects for internal development particularly those affecting
Graduate Studies, instruction, research, extension, and student affairs, and their subordinate
offices;

l. Review, analyze, and approve faculty workload assignments;

m. Assess all evaluation made by the Deans/Directors of instruction, research, extension, and
student welfare services;

n. Recommend travel papers of all Deans, Directors and Faculty under his direct line of
responsibility;

o. Represent the University as the person of authority may be designated by the University
President, as in the case may be, on appropriate occasions/gatherings and offices/bodies;

p. Cause resolution of conflicts of the heads of offices, within his department, in accordance
with established policies and sound management practices; and

q. Perform other related functions which may be required/delegated by the President.

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 CHAPTER V

` THE VICE-PRESIDENT FOR ADMINISTRATION

Section 1. APPOINTMENT/DESIGNATION AND TERM OF OFFICE. The Vice-President for

Administration shall be appointed/designated by the President of the University subject to the confirmation
by the Board of Regents.
He/She shall have a term of office for two years subject to renewal.

Section 2. GENERAL FUNCTIONS. The following are the general functions of the Vice-President for
Administration, to wit:

a. He shall work in close coordination with the President and shall take charge of the
administrative activities, including the preparation of budget and general supervision of the
University premises, external and satellite campuses, laboratories, libraries, and all physical
resources of the University;

b. He shall supervise the operation, repair and maintenance of physical plants of the institution;

c. He shall supervise the preparation of all financial reports of the University;

d. He shall be directly responsible for the proper functioning of the administration and operating
activities of the University.

SPECIFIC FUNCTIONS. Among the specific duties of the Vice-President for Administration are:

a. Review, analyze, and integrate plans and budget proposal of Campus Director and Budget
Officer of campuses of the University;

b. Recommend to the President of the University in consolidated form the budget of the
University showing how funds are to be distributed among the different campuses/units;

c. Direct the technical preparation of the plantilla and processing of papers concerning
personnel;

d. Ascertain that actual expenditures are in accordance with authorized appropriation or

allotments;

e. Direct the keeping of the books of accounts and the preparation of financial reports;

f. Supervise collection, disbursements, and safekeeping of money and other incomes of the
University;

g. Direct the procurement, receipts, and allocations of land, building, supplies and equipment
and provide for their maintenance;

h. Supervise the business management of auxiliary enterprises of the University such as

dormitories, students and staff housing, cafeteria, trading posts, transportation and utilities;

i. Supervise private enterprises operating within the campus;

j. Cause resolution of conflicts of the heads of offices, within his department, in accordance
with established policies and sound management practices; and

k. Perform such other functions as the President of the University may direct

13
 CHAPTER VI

THE VICE-PRESIDENT FOR RESEARCH AND DEVELOPMENT

Section 1. APPOINTMENT/DESIGNATION AND TERM OF OFFICE. The Vice-President for

Research and Development shall be appointed/designated by the President of the University subject to the
confirmation of the Board of Regents.

He shall enjoy a term of two years subject to renewal.

Section 2. GENERAL FUNCTIONS. The general functions of the Vice-President for Research and
Development are:

a. Direct planning, implementation, monitoring and evaluation of program of activities to ensure

effective development of technology packages of priority commodities to help meet
government priority needs.

SPECIFIC FUNCTIONS. Among his specific functions are:

a. Provide leadership and direction in the implementation of policies and programs of

research and development and extension services of the LSPU System;

b. Provide leadership in the preparation of plan and annual budgetary request and
allocation of resources for research and development in coordination with the Vice-
President for Academic Affairs and the Vice-President for Administration;

c. Provide leadership in the establishment of research priorities as well as extension

services programs for the whole LSPU System;

d. Coordinate with outside entities concerning cooperative ventures/linkages to

maximize available resources and complement research and extension activities and
possible funding ;

e. Cause resolution of conflicts of the heads of offices, within his department, in

accordance with established policies and sound management practices; and

f. Perform other related functions which may be required/delegated by the President.

14
 CHAPTER VII

THE VICE-PRESIDENT FOR EXTERNAL AFFAIRS

Section 1. APPOINTMENT/DESIGNATION AND TERM OF OFFICE. The Vice-President for

External Affairs shall be appointed/designated by the President of the University subject to the
confirmation of the Board of Regents.

He shall enjoy a term of two years subject to renewal.

Section 2. GENERAL FUNCTIONS. The general functions of the Vice-President for External Affairs
are:
Direct planning implementation, monitoring and evaluation of program of activities to
ensure effective development of national/international affairs and linkages according to
government priority needs.

SPECIFIC FUNCTIONS. Among his specific functions are:

a. Provide leadership and direction in the implementation of policies and programs on

academic and cultural tie-up agreements and linkage programs with educational
institutions of neighboring Asian countries;

b. Provide leadership in the preparation of plan and annual budgetary request and
allocation of resources for international programs in coordination with the Vice-
President for Academic Affairs and the Vice-President for Administration;

c. Coordinate with government agency concerned on authority for foreign students to

study in state universities like LSPU;

d. Provide leadership in the establishment of action centers for foreign students

studying at LSPU;

e. Cause resolution of conflicts of the heads of offices, within his department, in

accordance with established policies and sound management practices; and

f. Perform other related functions which may be required/delegated by the President.

15
 CHAPTER VIII

THE CAMPUS DIRECTORS

Section 1. APPOINTMENT/DESIGNATION AND TERM OF OFFICE. The Campus Director shall be

appointed/designated by the University President. Subject to the confirmation of the Board of Regents.

He shall enjoy a term of (2) two years subject to renewal.

Section 2. GENERAL FUNCTIONS. The Campus Director is In-Charge of the various functional
operation of the campus under him to make it more productive and effective in its programs and
consolidated management resources.

Section 3. SPECIFIC FUNCTIONS. Under the direct supervision of the four (4) Vice-Presidents,
namely: Vice-President for Academic Affairs, Vice-President for Administration, and Vice-President for
Research and Development, and Vice-President for External Affairs, the following are the specific
functions of the Campus Director, to wit:

a. Provides leadership in the formulation and implementation of policies, plans,

programs and projects of the campus under him to carry out the objectives of the
University;

b. Recommends recruitment and appointment of faculty members and other personnel

as authorized by the University President through the Vice-Presidents; recommends
promotions and encourages professional growth of the teaching and support staff;

c. Provides leadership in the conduct of researches and studies in curriculum

development and make appropriate proposals for improving and updating the
curriculum;

d. Prepare and submit written proposal of programs, projects, and activities to the
Administrative and Academic Councils and higher offices;

e. Together with the Vice-Presidents, organize and co-chair executive committees

within the campus and administer/supervise the organized plans, programs, and
projects;

f. Supervise the overall administrative, instructional, research, extension, production

and other support related programs, projects, and activities;

g. Initiate and motivate faculty and staff to undertake instructions, research, and
extension activities;

h. Supervise the preparation of annual plan and budget of the campus;

i. Consolidate and submit plans and budget of the campus to the Office of the Vice
President for Administration and follow up the approval of the same;

j. Recommend to the concerned Vice-Presidents program of work of the Directors and

staff in the campus;

k. Administer and supervise the overall implementation of all policies set forth and
approved by the Board of Regents;

16
l. Establish linkages and coordination with concerned officials and agencies within and
outside of the University;

m. Determine available resources and undertake procurement of needed resources of the

campus and elevate the need to top management;

n. Act on all communications including application for leave of absence and attend to
such other matters which are delegated to him by the President through the Vice-
Presidents;

o. Promote harmonious working and personal relationship between and among faculty
and staff;

p. Submit written quarterly and annual reports to the Office of the President through the
Vice-Presidents;

q. Ensure acting positions when so designated;

r. Sign memoranda to faculty and personnel;

s. Performs other duties not mentioned above and as may be directed by the University
President through the Vice-Presidents.

17
 CHAPTER IX

THE DEANS AND ASSOCIATE DEANS OF THE DIFFERENT COLLEGES

Section 1. The different LSPU Campuses have the following independent Colleges as indicated but not
limited to the establishment of a new one. Each College is headed by a Dean supported by Associate
Deans duly designated by the University President, to wit:

LSPU-Siniloan Campus:
a. College of Agriculture (CA) *
b. College of Arts and Sciences (CAS)
c. College of Teacher Education (CTE) *
d. College of Hospitality and Tourism Management (CHTM) *
e. College of Computer Studies (CCS) *
f. College of Business Management and Accountancy (CBMA) *
g. College of Criminal Justice Education (CCJE)

LSPU-Sta. Cruz Campus:

a. College of Engineering (COE) *
b. College of Industrial Technology (CIT)
c. College of Teacher Education (CTE)
d. College of Nursing and Allied Health (CoNAH) *
e. College of Computer Studies (CCS)
f. College of Arts and Sciences (CAS)
g. College of Hospitality and Tourism Management (CHTM)
h. College of Business Management and Accountancy (CBMA)
i. College of Criminal Justice Education (CCJE) *
j. College of Law (CoL) *

LSPU-San Pablo City Campus:

a. College of Industrial Technology (CIT) *
b. College of Teacher Education (CTE)
c. College of Hospitality and Tourism Management (CHTM)
d. College of Arts and Sciences (CAS) *
e. College of Engineering (CoE)
f. College of Computer Studies (CCS)
g. College of Business Management and Accountancy (CBMA)
h. College of Criminal Justice Education (CCJE)

LSPU-Los Bańos Campus:

a. College of Fishery Sciences (CFS) *
b. College of Food and Nutrition Dietetics (CFND) *
c. College of Arts and Sciences (CAS)
d. College of Teacher Education (CTE)
e. College of Business Management and Accountancy (CBMA)
f. College of Hospitality and Tourism Management (CHTM)
g. College of Computer Studies (CCS)
h. College of Criminal Justice Education (CCJE)

* - Granting Unit

18
Section 2. APPOINTMENT/DESIGNATION AND TERM OF OFFICE. The Deans shall be
appointed/designated by the President of the University subject to the confirmation of the Board of
Regents.

He shall enjoy a term of (2) two years subject to renewal.

Section 3. GENERAL ADMINISTRATIVE FUNCTIONS. The Deans may be designated as presiding

officer of the faculty of different colleges and to exercise such other administrative duties which the
President of the University may prescribe.

Section 4. SPECIFIC FUNCTIONS. More specifically, he shall have the following duties and functions:
a. Notify the Campus Director of all faculty meetings, furnishing him their agenda and
minutes of the meeting;

b. Be an ex-officio member of all committees of various departments;

c. Supervise the admission and classification of students;

d. Responsible for the orderly behavior and discipline of students, faculty members,
and employees within the College;

e. Except as to bulletins and catalogues, the Deans shall have the full in-charge over all
publications of his/her respective College;

f. Submit to the Campus Director an annual report and such other reports the President
may require;

g. Propose to the Campus Director the demotion after proper investigation by a

committee appointed for the purpose;

h. Take charge of the appropriation of the College Department subject to the rules and
regulations of the University;

i. Consult with his department heads on any matter pertaining to appropriations and
expenditures;

j. The Dean shall transmit, with his comment or recommendation, all proposals
affecting course of study/instruction.

19
 CHAPTER X

THE PROGRAM DIRECTORS

Section 1. APPOINTMENT/DESIGNATION AND TERM OF OFFICE. There shall be Program

Directors designated by the President of the University such as the following or any other appropriate
programs and projects that may be established upon sanction by the Board of Regents, to wit:

2.1 Director for Internal Control

2.2 Director for Planning, Monitoring and Evaluation /
2.3 Director for Gender and Development /
2.4 Director for Student Affairs and Services /
2.5 Director for Admission and Registrarship
2.6 Director for Curriculum, Instruction Development and Quality Assurance
2.7 Director for Library Services /
2.8 Director for National Service Training Program /
2.9 Director for Sports /
2.10 Director for Administrative Services
2.11 Director for Budget and Finance Services
2.12 Director for Physical Plant and Site Development
2.13 Director for Safety and Security Management Services
2.14 Director for Business Affairs, Production and Marketing /
2.15 Director for Research Development /
2.16 Director for Extension and Training Services /
2.17 Director for Innovation and Technology Support Office
2.18 Director for Information Communication Technology Services
2.19 Director for Local and International Affairs
2.20 Director for Alumni Affairs and Job Placement
The Directors shall enjoy a term of two (2) consecutive years subject to renewal.

Section 2. FUNCTIONS. The functions of the Directors shall include the overall supervision of
operations, maintenance, and improvements of their respective programs and projects with a view to help
fulfill current institutional, regional, and national development priorities.

1. Director for Planning Monitoring and Evaluation;

a. The overall supervision of operations, maintenance, and improvements of

various projects concerning University Planning with a view to help fulfill
current institutional, regional and national development priorities, and;
b. Perform other related functions which may be required/delegated by higher
authorities and the University Presidents

2. Director for Gender and Development (GAD);

a. Prepare the annual Gender and Development (GAD) plan and budget in
coordination with the budget officer of the university;
b. Submit the annual Gender and Development (GAD) plans and budgets to
the undersigned President for approval and endorsement to appropriate
agencies;

20
 c. Supervise implementation of Gender and Development (GAD) programs
and projects and cause monitoring and evaluation;
d. Submit report of accomplishments to the office of the undersigned
President; and
e. Perform other related and official functions as may be required by your
immediate supervisor.

3. Director for Student Affairs & Services;

a. Exercise direct supervision over the implementation of activities of various

student services of the University Siniloan Campus in consultation with
higher authorities;
b. Determine the University priorities in student services of appropriate action:
c. Formulate and recommend student services policies and strategies to
achieve institutional plans;
d. Coordinate operation of various units in-charge in personnel services, health
services, testing, guidance counseling and placement organization, athletics
and other co-curricular activities in the University;
e. Conduct periodic review of student services and submit recommendations
to the University President thru the Campus Director, and;
f. Perform other related functions which may be required delegated by higher
authorities and the University President.

4. Director for Admission and Registrarship

a. Endure the adherence to academic policy, preserving academic integrity,

safeguarding the security of academic records and effectively provides
accessible academic service to constituents;
b. Support the administration in the academic policy formulation being the
principal office to provide necessary reports and analysis required for this task;
c. Coordinate with the campus registrars concerning the policies implemented
across campuses;
d. Keep up to date records of the university’s students enrolment grades,
delinquency lists, drop out and causes and the like;
e. Submit reports to the Vice President for Academic Affairs of the necessary
documents as requested.

5. Director for Curriculum Development, Instruction and Quality Assurance

a. Assist academic departments/colleges and other campuses in the offering of

curricular programs and implementing activities to ensure quality in instruction;
b. Support the development of instructional policies and procedures to guarantee
high standards of performance;
c. Manage the University quality review processes and accreditation visits;
d. Communicate share and disseminate good practices in quality assurance
throughout the University and its campuses; and
e. Facilitate the University’s participation in curriculum preparation & quality
assurance;
f. Perform other related functions which may be required/delegated by VPAA and
the University President.

6. Director for Library Services;

a. Make recommendations to the University President concerning the

operation and conduct of the University library facilities for which the
campus is responsible;

21
 b. Recommend to the University President rules, regulations , and by-laws for
the administration and protection of the facilities;
c. Recommend to the University President the duties and qualifications of the
University Librarian and staff;
d. Recommend policies concerning acquisition, disposition, availability, and
use of publications, library resource materials and other property for
approval of the University President;
e. Prepare with the University Librarian the annual library budget and make
recommendations for approval of the University President;
f. Report to the University President within 60 days after the close of the
fiscal year, on the work accomplishment and conditions of the libraries and
reading rooms during the preceding fiscal year; and
g. To perform other function pertinent and incidental to the primary function
of your designation.

7. Director for NSTP;

a. Prepare programs/activities of all LSPU campuses in accordance with the

NSPT act for approval of the undersigned President;
b. Implement the approval programs/activities in accordance with the standard
operating procedures of the NSTP;
c. Oversee/monitor various activities to determine if training and other related
activities conducted are in consonance with the approved plans/programs of
this University;
d. Cause program resource and fund allocation to the various activities of
NSTP in all LSPU campuses;
e. Evaluate the NSTP performance in all LSPU campuses to determine the
achievement of training objective of NSTP;
f. Submit consolidated and comprehensive report on the utilization of NSTP
fund within 30 calendar days after the end of the semester;
g. Submit report of accomplishment to the undersigned President;
h. Perform other duties/functions that may be required by the higher
authorities relative to your designation.

8. Director for Sports;

a. Exercise direct supervision over the implementation of instruction and

activities pertaining to Physical Education and Fitness and all units of the
University at Siniloan Campus;
b. Promote the creative, social, cultural, and ethical derived from various
sports;
c. Provide athletic activities conducive to physical improvement of the
individual students;
d. Provide restricted exercises upon prescription of the health services division
for students with physical handicaps;
e. Conduct periodic review of sports activities and submit recommendations to
the University Presidents thru the Campus Director; and
f. Perform related functions which may be required/delegated by higher
authorities and the University President.

8. Director for Administrative Services

a. Oversees the office operations in the administrative offices like human

resources, property records, cashiering among others of your respective
campus;

22
 b. In coordination with the Director of Administration Services, implement
policies, programs, rules and regulations on administrative functions of your
respective campus;
c. Prepares office orders, memoranda, communication, etc.;
d. Conduct and/acts as resource person in training, seminars, workshops on
administrative matters;
e. Does related works.

9. Director for Budget and Finance Services

a. To regulate, supervise and implement a timely full and accurate set
of accounting books of the university reflecting all its activities in a
manner commensurate with the relevant policies, rules and
regulation in the financial operation of the university;
b. To implement continuous financial systems and control to monitor
the budget and financial performance of the university, its flow of
funds, the adherence to the budget, the expenditures, the income, and
other items;
c. To timely, regularly and duly prepare and present to immediate
supervisors and University President financial statements and reports
as required by other government agencies as deemed necessary and
demanded from time to time;
d. To comply with all reporting, accounting and audit requirements
required from time to time.
e. To prepare and present for the approval of the University President
an annual budget, other supplemental budgets, financial plans, and
all other financial documents as may be required from time to time
by immediate supervisor and the University President;
f. To consolidate and coordinate financial activities, budgets, financial
reports of the other campuses.

10. Director, Physical Plant and Site Development

a. Provides attention to maintenance, improvement and repair of university

physical plant and facilities which includes buildings, water system,
electrical, farm machinery, heavy equipment and vehicles;
b. Holds responsible for other activities such as maintenance of the
cleanliness in the campus, assistance in farmers operation and improvement
of land site;
c. Directs and oversees plans, designs, projects on physical plant and facilities
in the different campuses providing opportunity for the continuance of the
growth and development of the campus setting.
d. Other duties and functions that maybe assigned from time to time.

11. Director for Security Management and Services

a. Provides leadership in developing and maintaining a coordinated internal

security structure that is positioned to protect university populace as well as
the university’s assets, infrastructure, facilities, intellectual property and
researches, among others;

b. Develops framework to ascertain, assess, classify and resolve security

risks. Conducts security risk assessments using established evaluation

23
 methods. Designs and proposes appropriate security architectures to
mitigate and/or eliminate liabilities.

c. Manages university facility security programs and services, such as

assignment of building security personnel, site security plans, training to
facility occupants and related program budgets.

d. Oversees university wide environmental, physical and technical security

program, policies governing the selection and use of security applications,
devices, hardware, services and systems and technical standards in your
respective campus;

e. Represents the university’s security interests during the planning, design

and construction of new facilities and major building renovations.

f. Provides coordination and/or assistance for specialized security services

that serve to safeguard the organizations interest.
g. Routinely engages the academic and administrative communities to identify
issues impacting internal security functions and to facilitate problem
resolution.
i. Demonstrates commitment to the university’s affirmative action and equal
opportunity goals and plans and provides leadership within the university as
a whole security aspects of the university’s plan.
j. Other functions and responsibilities that maybe assigned from time to time.

12. Director for Business Affairs and Marketing;

a. Formulate programs for increasing income from instruction, research,

extension, production, and such other special projects and activities aiming
for fiscal autonomy (LOI No. 1461);
b. Coordinate and monitor all the activities of the various projects of the
University generating income and shall implement all rules and regulations
including directive relative thereto;
c. Submit report of accomplishments to the University President;
d. Perform other duties/functions that may be required by the higher authority
relative to your designation.

13. Director for Research and Development;

a. Provide direction in the implementation of policies and programs for

research and development;
b. Prepare plan and annual budgetary request and allocation of resources
pertaining to research and development;
c. Establish research priorities in line with institutional, provincial, regional
and national development priorities;
d. Coordinate with outside entities concerning cooperative ventures/linkages
to maximize available resources and compliment research activities for
possible funding thru the Vice President for Research and Development;
e. Perform other related functions which maybe required/delegated by the
University President.

14. Director for Extension Services;

24
 a. To direct planning, implementation, monitoring and evaluation of program
activities to ensure effective development of packages of technology of
priority commodities to help meet the national government priority needs;
b. To initiate, spearhead and facilitate technical education/non-formal
education enrichment, revision and development activities of the
University;
c. To coordinate with other Extension Directors of this State University on
extension programs and related matters to maximize available resources and
complement extension and community outreach activities;
d. To spearhead meetings, conferences and activities under your department;
e. To represent the Office in appropriate bodies and offices ; and
f. To perform other functions pertinent and incidental to your primary
function as Director of Extension Services.

15. Director for Innovation and Technology Support Office

a. Develop and recommend University policy and policy changes dealing with
IP to the University Board of Regents;
b. Review all invention disclosure of submitted by faculty/staff or students;
c. Complete al appropriate disclosure of individuals involve in the intervention
and or creation of IP;
d. Determination of IP ownership by University, originating individuals
research sponsors and or governmental agencies;
e. Examine and Recommend to the University President for disposition of
above in those cases where a dispute exist;
f. Promulgate such guidelines and procedures as may be necessary for the
implementation of this policy;
g. Establish strong coordination and linkage with IP Philippines, National
Library and related agencies in reference with patents prototypes and
copyrights;
h. Perform other related duties and functions as may be required by the
immediate superior.

16. Director for Information and Communication Technology (ICT) Services

a. Direct planning, implementation, monitoring and evaluation of information

and communication technology (ICT) services, program and activities to
ensure effective development packages of technology of priority
commodities to help meet government priority needs;
b. Prepare plan and annual budgetary request and allocation of
resources pertaining to information and communication technology
(ICT) services;
c. Coordinate with other directors/coordinators and College Deans of
the University on information and technology (ICT) services
program to maximize available resources and complement ICT
activities;
d. Coordinate with outside entities concerning cooperative
ventures/linkages to maximize available resources and compliment
information and communication technology (ICT) services activities
for possible funding thru the Vice President for Research and
Development. Forge linkages for faculty/staff development on local
and international funded projects for ICT interventions;
e. Spearhead webpage publishing and development of the University as
well as conduct online seminars (webminar);

25
 f. Supervise posting of necessary information and provision of ICT
assistance for RDE and administrative functions;
g. Supervise system administrator and computerization programs of the
University;
h. Chair staff/personnel/meetings/conference;
i. Represent the office in appropriate body/offices;
j. Perform other related duties as may be required by the immediate
supervisor.

17. Director for International/Local Affairs

a. Provide assistance to the Vice-President for External Affairs during the full
blast operations of International Programs in any of the four university
campuses;
b. Coordinate closely with foreign partners relative to the various aspects of
program operations under implementation;
c. Collaborate with partner institutions and likewise, seek assistance with the
University Officials of LSPU (in consultation with the University President)
in case of revisions and up-dating of Memorandum of Agreements between
LSPU and Foreign Partners;
d. Assist foreign students in the changing and or extension of visa status
e. Perform other related functions which may be required/delegated by higher
authorities and the University President.

18. Director for Alumni Affairs and Placement Services

a. Plan, organize and implement the institutionalization of alumni

involvement;
b. Conduct of tracers study and establishment of Alumni Directory;
c. Manage the outsourcing pledges, donations, and solicitations from
successful Alumni for the University’s project.;
d. Conduct of job hunting activities and placement services of the graduates
through tie-up and linkages with different agencies and establishment;
e. Work with chairpersons to make every efforts to find academic employment
for the graduates who seek academic positions;
f. Maintains a working knowledge of industry trends as pertains to placement
and OJT activities;
g. Performs other duties and functions that may be required by the higher
authority relative to your designation.

19. Director for Internal Control

a. Ensure that resources are use consistent with laws, regulations and policies;
b. Safeguard resources against loss or wastage through illegal or improper
disposition;
c. Ensure efficiency, economy and effectiveness in the operation of
government agency (Section 1, Chapter 1, Subtitle B, Book V
of the Administrative Code of 1987)

26
POLICIES, GUIDELINES, AND PROCEDURES

27
 LAGUNA STATE POLYTECHNIC UNIVERSITY
MERIT PROMOTION AND SELECTION PLAN
(MPSP)
Pursuant to the provisions of Section 32, Book V of Administrative Code of 1987 (Executive Order No. 292),
CSC Memorandum Circular No. 3, s. 1979 as amended by CSC Memorandum Circular No. 18, s. 1998 and CSC
Memorandum Circular No. 38, s. 1989, as further amended by CSC Memorandum Circular No. 40, s. 1998, CSC
Memorandum Circular No. 15, s. 1999, CSC Memorandum Circular No. 03, s. 2001, this Merit Selection Plan (MSP)
is hereby established for the guidance of all concerned.

I. OBJECTIVES:

It is the policy of the Laguna State Polytechnic University to strictly adhere to the principles of
merit, fitness, and equality. The selection of employees shall be based on their relative qualifications and
competence to perform the duties and responsibilities of the position. There shall be no discrimination in the
selection of employees on account of gender, civil status, disability, religion, ethnicity, or political affiliation.
In this pursuit, the agency Merit Selection Plan aims to:

a. Establish a system that is characterized by strict observance of the merit, fitness, and equality
principles in the selection of employees for appointment to positions in the career and non-
career service in all levels.

b. Create equal opportunities for employment to all qualified men and women to enter the
government service and for career advancement in the Laguna State Polytechnic University
(LSPU).

II. SCOPE:

This Merit Selection Plan shall cover career positions in the first, second, and third level in the
agency including its attached offices. It may also include non-career positions.

III. DEFINITION OF TERMS:

Agency – refers to departments, agencies, bureaus of the national government, government-owned and
controlled corporations with original charters, state universities and colleges and local government units.

Career Service – positions in the civil service characterized by the following: 1) entrance, based on merit
and fitness to be determined as far as practicable by competitive examination, or based on highly technical
qualifications; 2) opportunity for advancement to higher career positions; 3) security of tenure.

Comparatively at par – pre-determined reasonable difference or gap between point scores of candidates
for appointment established by the Personnel Selection Board (PSB).

Deep Selection – the process of selecting a candidate for appointment who is not next in rank but
possesses superior qualifications and competence.

Discrimination – is a situation wherein a qualified applicant is not included in the selection line-up on
account of gender, civil status, pregnancy, disability, religion, ethnicity, or political affiliation.

First Level Positions – shall include clerical, trades and crafts, and custodial service which involve sub-
professional work in a non-supervisory or supervisory capacity.

28
Hiring Quota – is a pre-determined ratio of applicants for appointment to ensure that one gender does not
fall short of the desired percentage of the selection rate for the other gender in equivalent position at every
level, provided they meet the minimum requirements of the position.
Job Requirements - requisites not limited to the qualification standards of the position, but may include
skills, competencies, potential, physical and psycho-social attributes necessary for the successful performance
of the duties required of the position.

Next-In-Rank Position – refers to a position which by reason of the hierarchical arrangement of

positions in the agency or in the government is determined to be in the nearest degree of relationship to a
higher position as contained in the agency's System of Ranking Positions (SRP).

Non-Career Service – positions expressly declared by law to be in the non-career service; or those
whose entrance in the service is characterized by the following: 1) entrance on bases other than those of the
usual tests of merit and fitness utilized for the career service; and 2) tenure which is limited to the duration of
a particular project for which purpose employment was made.

Personnel Actions – any action denoting the movement or progress of personnel in the civil service such
as original appointment, promotion, transfer, reinstatement, re-employment, detail, re-assignment,
secondment, and demotion.

Promotion – is the advancement of an employee from one position to another with an increase in duties
and responsibilities as authorized by law and usually accompanied by an increase in salary.

Psycho-Social Attributes – refers to the characteristics of traits of a person which involved both
psychological and social aspects. Psychological includes the way he/she perceives things, ideas, believes, and
understanding how he/she acts and relate things to others and in social situations.

Qualification Standards – is a statement of the minimum qualifications for a position which shall
include education, experience, training, civil service eligibility, and physical characteristics and personality
traits required in the performance of the job.

Qualified Next-In-Rank – refers to an employee appointed on a permanent status to a position next-in-

rank to the vacancy as reflected in the SRP approved by the head of agency and who meets the requirements
for appointment to the next higher position.

Second Level Positions – involve professional, technical, and scientific work in a non-supervisory
capacity up to Division Chief level or its equivalent.

Selection – is the systematic method of determining the merit and fitness of a person on the basis of
qualifications and ability to perform the duties and responsibilities of the position.

Selection Line-Up – is a listing of qualified and competent applicants for consideration to a vacancy
which includes, but not limited to, the comparative information of their education, experience, training, civil
service eligibility, performance rating (if applicable), relevant work accomplishments, physical
characteristics, psycho-social attributes, personality traits and potential.

System of Ranking Positions – is the hierarchical arrangement of positions from highest to lowest,
which shall be a guide in determining which position is next-in-rank, taking into consideration the following:

a. organizational structure
b. salary grade allocation
c. classification and functional relationship of positions, and
d. geographical location

Third Level Positions – generally require either Career Service Executive Eligibility (CSEE) or Career
Executive Service Eligibility (CES). This includes Undersecretary, Assistant Secretary, Bureau Director,

29
 Assistant Bureau Director, Regional Director, Assistant Regional Director, Chief of Department Services and
other officers of equivalent rank.

IV. BASIC POLICIES:

1. Selection of employees for appointment in the government service shall be open to all qualified men and
women according to the principle of merit and fitness.

There shall be equal employment opportunity for men and women at all levels of position in the
agency, provided they meet the minimum requirements of the position to be filled.

2. The Merit Promotion Plan shall cover positions in the first, second, and third level and shall also include
original appointments and other related personnel actions.

There shall be no discrimination in the selection of employees on account of gender, civil status,
disability, religion, ethnicity, or political affiliation.

3. When a position in the first, second or third level becomes vacant, applicants for employment who are
competent, qualified and possesses appropriate civil service eligibility shall be considered for permanent
appointment.

In addition to the required qualifications, applicants for third level positions must possess executive
and managerial competence.

4. Vacant positions marked for filling shall be published in accordance with Republic Act No. 7041
(Publication Law). The published vacant position shall be posted in at least three (3) conspicuous places
in the agency for at least ten (10) calendar days. Other appropriate modes of publication shall be
considered.

Filling of vacant positions in the national government agencies (NGAs), government-owned-and

controlled corporations (GOCCs) and state universities and colleges (SUCs) shall be made after ten (10)
calendar days from their publication.

The publication of a particular vacant position shall be valid until filled up but not to extend beyond
six (6) months reckoned from the date the vacant position was published.

5. The following positions are exempted from the publication requirement:

a. Primarily confidential positions

b. Positions which are policy determining
c. Highly technical positions
d. Other non-career positions
e. Third level positions (Career Executive Service) and
f. Positions to be filled by existing regular employees in the agency in case of reorganization

6. A Personnel Selection Board (PSB) for first and second level positions shall be established at the
Laguna State Polytechnic University .

7. The PSB member including alternate representative for the first, second, and third level positions shall
undergo orientation and workshop on the selection/promotion process and CS policies on appointments.

8. All candidates for appointment to first and second level positions shall be screened by the PSB.
Candidates for appointment to third level positions shall be screened by the PSB for third level positions
composed of at least (3) career executive service officials as may be constituted in the agency.

Appointment to the following positions shall no longer be screened by the PSB:

a. Substitute appointment due to their short duration and emergency in nature. However, should
the position be filled by regular appointment, candidates for the position should be screened
and passed upon by the PSB;

30
 b. Appointment of faculty members and academic staff of state universities and colleges who
belong to the closed career service;

c. Appointment to entry laborer position

d. Appointment to personal and primarily confidential positions, and

e. Renewal of temporary appointment issued to the incumbent personnel

9. The agency head shall, as far as practicable, ensure equal opportunity for men and women to be
represented in the PSB for all levels.

10. For vacancies in the first and second levels, all qualified next-in-rank employees shall be automatically
considered candidates for promotion to the next higher position.

11. The PSB shall maintain fairness and impartiality in the assessment of candidates for appointment.
Towards this end, the PSB may employ the assistance of external or independent resource persons and
may initiate innovative schemes in determining the best and most qualified candidate

12. The appointing authority shall assess the merits of the PSB’s recommendation for appointment and in
the exercise of sound discretion, select, in so far as practicable, from among the top five ranking
applicants deemed most qualified for appointment to the vacant position.

13. The appointing authority may appoint an applicant who is not next-in-rank but possesses superior
qualification and competence, and has undergone selection process.

14. The comparative competence and qualification of candidates for appointment shall be determined on the
basis of:

14.1. PERFORMANCE

14.1.1. For appointment by promotion, the performance rating of the appointee for the
last rating period prior to the effectivity date of the appointment should be at
least very satisfactory.

14.1.2. For appointment by transfer, the performance rating for the last rating period
immediately preceding the transfer from the former office or agency should be
at least very satisfactory.

14.2. EDUCATION

14.3. WORK EXPERIENCE

14.4. TRAINING

14.5. ELIGIBILITY

14.6. REQUIRED COMPETENCIES

15. An employee may be promoted or transferred to a position which is not more than three (3) salary, pay
or job grades higher than the employee’s present position except in very meritorious cases, such as: if
the vacant position is next-in-rank as identified in the System of Ranking Positions (SRP) approved by
the head of agency, or the lone or entrance position indicated in the agency staffing pattern.

16. An employee should have rendered at least very satisfactory service for the last rating period in the
present position before being considered for promotion.

17. An employee who is on local or foreign scholarship or training grant or on maternity leave may be
considered for promotion.

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 For this purpose, performance rating to be considered shall be the rating immediately prior to the
scholarship or training grant or maternity leave.

If promoted, the effectivity date of the promotional appointment shall be on the assumption to duty.

18. Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwise
provided by law.

19. A notice announcing the appointment of an employee shall be posted in three conspicuous places in the
agency a day after the issuance of the appointment for at least fifteen (15) calendar days.

20. The approved agency Merit Promotion and Selection Plan shall be used as one of the bases for the
expeditious approval of appointments, for attestation and accreditation to take final action on
appointments.

V. PROCEDURE:

1. Publish the vacant position in the CSC Bulletin of Vacant Position or through other mode of publication
and post the same in three (3) conspicuous places in the agency for at least ten (10) calendar days. Men
and women shall be encouraged to apply.

Vacant positions which are not filled within six (6) months should be re-published.

2. List candidates aspiring for the vacant position, either from within or outside the agency, including
qualified next-in-rank employees. In the process, the following should be considered:

 The pre-determined ratio of applicants for appointment or hiring quota.

 An employee may be promoted or transferred to a position which is not more than three (3)
salary, pay or job grades higher than the employee’s present position except, in very
meritorious cases, such as: if the vacant position is next-in-rank as identified in the SRP
approved by the head of agency, or the lone or entrance position indicated in the agency
staffing pattern.

 An employee who is on local or foreign scholarship or training grant or pregnant or on

maternity leave may be considered for promotion.

For this purpose, the performance rating to be considered shall be the rating immediately
prior to or after the scholarship or training grant or maternity leave.

If promoted, the effectivity date of the promotional appointment shall be after the
scholarship or training grant or maternity leave.

 Promotion within six (6) months prior to compulsory retirement shall not be allowed except as
otherwise provided by law.

3. Conduct preliminary evaluation of the qualification of all candidates. Those initially found qualified
shall undergo further assessment such as: written examination, skill test, interview and others. After
which, selection line-up shall be prepared and posted in three (3) conspicuous places in the agency for at
least fifteen (15) calendar days. The date of posting shall be indicated in the notice.

3.1. The selection line-up shall reflect the comparative competence and qualification of candidates
on the basis of:

3.1.1. PERFORMANCE

 For appointment by promotion, the performance rating of the appointee

for the rating period to the effectivity date of the appointment should be at
least very satisfactory.

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  For appointment by transfer, the performance rating for the last rating
period immediately preceding the transfer from the former office or
agency should be at least very satisfactory.

3.1.2. EDUCATION – includes educational background, which must be relevant to

the duties of the position to be filled.

* For teaching position, must be a masteral degree holder, however in case of dearth courses, such can be
considered for the position with Temporary Status provided they should finish their masteral degree within specified
period of time.

3.1.3. WORK EXPERIENCE - include occupational history, relevant work

experience acquired either from the government or private sector, and
accomplishments worthy of special commendation.

3.1.4. TRAINING- successful completion of training courses accredited by the Civil

Service Commission, scholarships, training grants and others relevant to the
position to be filled.

3.1.5. ELIGIBILTY – a. Non-teaching , appropriate eligibility depending on the

position to be filled
b. RA 1080 ( for courses requiring BAR or BOARD
eligibility)

3.1.6. COMPETENCIES - Required competencies for the position to be filled

 For PROMOTION , a greater percentage weight shall be allocated to performance.

4. Notify all applicants of the outcome of the preliminary evaluation.

5. Submit the selection line-up to the PSB for deliberation en banc.

Appointment to the following positions shall no longer be screened by the PSB:

a. Substitute appointment due to their short duration and emergency nature. However,
should the position be filled by regular appointment, candidates for the position
should be screened and passed upon by the PSB;

b. Appointment of faculty members and academic staff of state universities and

colleges who belong to the closed career service;

c. Appointment to personal and primarily confidential positions; and

d. Renewal of temporary appointment issued to the incumbent personnel.

6. Make a systematic assessment of the competence and qualifications of candidates for appointment to the
corresponding level of positions. Evaluate and deliberate en banc the qualifications of those listed in the
selection line-up.

7. Submit the list of candidates recommended for appointment from which the appointing authority shall
choose the applicant to be appointed.

The list of recommended candidates should specify the top five ranking candidates whose overall
point scores are comparatively at par based on the comparative assessment under Procedure 3.1 hereof.

8. Assess the merits of the PSB’s recommendation for appointment and in the exercise of sound discretion,
select, in so far as practicable, from among the top five ranking applicants deemed most qualified for
appointment to the vacant position.

33
 The top five ranking candidates, however, should be limited to those whose overall point scores are
comparatively at par based on the comparative assessment under Procedure 3.1. hereof.

To determine the candidates who are comparatively at par, the PSB shall set reasonable difference
or gap between point scores of candidates for appointment.

9. Issue appointment in accordance with the provisions of the agency Merit Promotion and Selection Plan.

10. Post a notice announcing the appointment of an employee in three (3) conspicuous places in the agency
a day after the issuance of the appointment for at least fifteen (15) days. The date of posting should be
indicated in the notice.

VI. GRIEVANCE:
1. A qualified next-in-rank employee may present the grievance with the agency grievance machinery
under the following conditions:

a. Non-compliance with the selection process;

b. Discrimination on account of gender, civil status, disability, pregnancy, religion, ethnicity or
political affiliation;
c. Disqualification of applicant to a career position for reason of lack of confidence of the appointing
authority; and
d. Other violations of the provisions of this Merit Promotion and Selection Plan.

VII. COMPOSITION OF THE PERSONNEL SELECTION BOARD (PSB):

For first and second level positions:

a. As Chairperson, the Campus Director or the authorized representative from the career service;
b. Highest official responsible for personnel management;
c. Division chief or the authorized representative from the career service of the organizational
unit where the vacancy is;
d. Two representatives of the rank-and-file employees, one from the first level and one from the
second level, who shall both be chosen by the duly accredited employee association in the
state institution.

In case there is no accredited employee association in the agency, the representatives

shall be chosen at large by the employee through a general assembly or any other mode of
selection to be conducted for the purpose. The candidate who garnered the second highest
votes shall automatically be the alternative representative.

The first five representative shall participate during the screening of candidates for
vacancies in the first level; the second level representative shall participate in the screening of
candidates for vacancies in the second level. Both rank and file representatives shall serve for
a period of two (2) years. For continuity of operation, the duly accredited employee
association may designate an alternate.

VIII. FUNCTIONS AND RESPONSIBILITIES:

1. The Human Resource Management Officer (HRMO) shall have the following functions and
responsibilities:

a. Disseminate copies of the Merit Promotion and Selection Plan (MPSP) and its annexes to all
agency personnel after approval thereof by the Civil Service Commission. An orientation shall also
be conducted by the HRD unit within six (6) months upon approval of the MPSP. This orientation
is meant to ensure awareness and understanding of the Plan. A report on the same shall be
submitted to the Civil Service Field Office concerned for record purposes;

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b. Develop a System of Ranking Positions which will be submitted for approval of the appointing
authority, copy furnished the Civil Service Commission and its Field Office concerned for
reference purposes;

c. Identify vacant positions that may be enrolled in the Brightest for the Bureaucracy Program (BBP);

d. Develop and Plan which shall set forth the number, knowledge and skills of personnel needed to
achieve the organization’s goals, objectives and programs;

e. Develop and maintain an updated qualification database of employees of the agency to include
education, training experience, skills, competencies, and other similar information;

f. Develop a program to fast tract the career movement of employees with superior qualifications, and

g. Publish vacant position in the CSC Bulletin of Vacant Position or through other mode of
publication and post the same in three (3) conspicuous places in the agency for at least ten (10)
calendar days.

Vacant positions which are filled within six (6) months should be re-published.

The following positions are exempted from the publication requirement:

a. Primarily confidential positions;

b. Positions which are policy determining
c. Highly technical positions
d. Other non-career positions
e. Third level positions (Career Executive Service); and
f. Positions to be filled by existing regular employees in the agency in case of
reorganization.

h. Prepare list of candidates aspiring for the vacant position either from within or outside the agency,
including qualified next in rank employees within fifteen (15) days from the completion of the
preliminary evaluation. In the process, the following should be considered:

 The pre-determined ratio of applicants for appointment or hiring quota;

 An employee may be promoted or transferred to a position which is not more than

three (3) salary, pay or job grades higher than the employee’s present position
except, in very meritorious cases, such as: if the vacant is next-in-rank as identified
in the SRP approved by the head of agency, or the lone or entrance position
indicated in the agency staffing pattern;

 An employee who is on local or foreign scholarship or training grant or pregnant or

on maternity leave may be considered for promotion.

For this purpose, the performance ratings to be considered shall be the rating
immediately prior to or after the scholarship or training grant or maternity leave.

If promoted, the effectivity date of the promotional appointment shall be after

the scholarship or training grant or maternity leave.

 Promotion within six (6) months prior to compulsory retirement shall not be allowed
except as other provided by law.

i. Conduct preliminary evaluation of the qualification of all candidates. Those initially found
qualified shall undergo further assessment such as: written examination, skills tests, interview, and
others. After which selection line-up shall be prepared and posted in three (3) conspicuous places in
the agency for at least fifteen (15) calendar days. The date of posting shall be indicated in the
notice;

j. Notify all applicants of the outcome of the preliminary evaluation;

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 k. Submit selection line-up to the PSB for deliberation en banc. Appointment to the following
positions shall no longer be screened by the PSB:

a. Substitute appointment due to their short duration and emergency nature. However,
should the position be filled by regular appointment, candidates for the position
should be screened and passed upon by the PSB;

b. Appointment of faculty members and academic staff of state universities and

colleges who belong to the closed career service;

c. Appointment to entry laborer positions;

d. Appointment to personal and primarily confidential positions; and

e. Renewal of temporary appointment issued to the incumbent personnel.

2. The employees shall be responsible for updating their Personal Data Sheet annually, if deemed
necessary, and submit supporting documents thereto to the HRD Unit.

3. The Personnel Selection Board for the first, second, and third levels shall have the following functions
and responsibilities:

a. Adopt a formal screening procedure and formulate criteria for the evaluation of candidates for
appointment, taking into consideration, the following:

a.1. Reasonable and valid standards and methods of evaluating the competence and
qualifications of applicants competing for a particular position;

a.2. Criteria for evaluation of qualifications of applicants for appointment must suit the job
requirements of the position.

b. Disseminate screening procedure and criteria for selection of all agency officials and
employees and interested applicants. Any modification of the procedure and criteria for
selection shall likewise be properly disseminated.

c. Prepare a systematic assessment of the competence and qualifications of candidates for

appointment. Maintain fairness and impartiality in the assessment of candidates. Towards this
end, the PSB may employ the assistance of external or independent resource persons and may
initiate innovative schemes in determining the best and most qualified candidate;

d. Evaluate and deliberate en banc the qualifications of those listed in the selection line-up;

e. Submit the list of candidates recommended for appointment from which the appointing
authority shall choose the applicant to be appointed.

The list of recommended candidates should specify the top five ranking candidates whose
over-all point scores are comparatively at par based on the comparative assessment under
Procedure 3.1. hereof.

f. Maintain records of the deliberations which must be made accessible to interested parties upon
written request and for inspection and audit by the CSC; and

g. Orient the officials and employees in the agency pertaining to policies relative to personnel
actions, including the gender and development dimensions of the Merit Selection Plan.

4. The appointing authority shall have the following functions and responsibilities:

a. Establish a Personnel Selection Board and see to it that all PSB members undergo orientation
and workshop on the selection/promotion process and CSC policies on appointments. The

36
 agency head shall, as far as practicable, ensure equal opportunity for men and women to be
represented in the PSB for all levels;

b. Assess the merits of the PSB’s recommendation for appointment and in the exercise of sound
discretion, select, in so far as practicable, from among the following:

 Top five ranking applicants deemed most qualified to the vacant position;

 Applicants who have undergone deep selection and found to possess superior
qualifications;

 Pool of the Brightest for the Bureaucracy Program (BBP); and

 Issue appointments in accordance with the provisions of the agency Merit Promotion and
Selection Plan.

IX. EFFECTIVITY:
The Merit Promotion and Selection Plan and subsequent amendments thereto shall take effect
immediately after the approval by the Civil Service Commission.

X. COMMITMENT:

I hereby commit to implement and abide by the provisions of this Merit

Promotion and Selection Plan. It is understood that this MPSP shall be the basis for
expeditious approval of appointments.

NESTOR M. DE VERA, Ph. D.

University President

APPROVED:

KARIN LITZ P. ZERNA

Director IV

37
 CHAPTER XII
PROGRAM ON AWARDS AND INCENTIVES FOR
SERVICE EXCELLENCE (PRAISE)

In line with the Revised Policies on Employee Suggestions and Incentive Awards System
(ESIAS) provided under CSC Resolution No. 010112 and CSC MC No. 01, s. 2001, the LAGUNA STATE
POLYTECHNIC UNIVERSITY (LSPU) hereby adopts the herein Program on Awards and Incentives for
Service Excellence (PRAISE) to be referred to as AGENCY PRAISE.

I. OBJECTIVES:

A. General:

To encourage, recognize and rewards officials and employees of the Laguna State Polytechnic
University, individually or in groups, for their suggestions, innovative ideas, inventions,
discoveries, superior accomplishments, heroic deeds, exemplary behavior, extraordinary acts or
services in the public interest and other personal efforts which contribute to the efficiency,
economy or other improvement in government operations which lead to organizational
productivity.

B. Specific:

a. To establish a mechanism for identifying, selecting rewarding and providing incentives to

deserving employees at the start of each year.

b. To identify outstanding accomplishments, best practices of employees on a continuing

basis.

c. To recognize and reward accomplishments and innovations periodically or as the need

arises.

d. To provide incentives and interventions to motivate employees who have contributed

ideas, suggestions, inventions, discoveries, superior accomplishments and other personal
efforts.

II. SCOPE:

The System shall apply to all officials and employees in the career or non-career service
of this agency.

III. DEFINITION OF TERMS:

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 1. Agency – refers to departments, agencies of the national government, government owned and
controlled corporations with original charters, state universities and colleges and local
government units;

2. Award – recognition which may be monetary or non-monetary conferred on individual or

group of individuals for ideas, suggestions, inventions, discoveries, superior
accomplishments, exemplary behavior, heroic deeds, extraordinary acts or services in the
public interest which contribute to the efficiency, economy, and improvement in government
operations which lead to organizational productivity.

3. Career – positions in the civil service characterized by the following: 1) entrance based on
merit and fitness to be determined as far as practicable by competitive examination, or based
on highly technical qualifications; 2) opportunity for advancement to higher career positions;
and 3) security of tenure.

4. Contribution – any input which can be in the form of an idea or performance.

5. Discovery – is the uncovering of something previously existing but found or learned for the
first time which will improve public service delivery.

6. Idea Type Contribution – Refers to an idea, a suggestion or an invention or discovery for

improvement to effect economy in operation, to increase production and improve working
conditions.

7. Incentive – monetary or non-monetary motivation or privilege given to an official or

employee for contributions, suggestions, inventions, ideas, satisfactory accomplishment or
demonstration of exemplary behavior based on agreed performance standards and norms of
behavior.

8. Intervention – the creation of something previously non-existent which will benefit the
government.

9. Non-career – positions expressly declared by law to be in the non-career service; or those

whose entrance in the service is characterized by the following: (1) entrance on bases other
than those of the usual tests of merit and fitness utilized for the career service and (2) tenure
which is limited to the duration of particular project for which purpose employment was
made.

10. Performance Type Contribution – refers to performance of an extraordinary act or service in

the public interest in connection with, or related to one’s official employment or outstanding
community service or heroic acts in the public interest; or sustained work performance for a
minimum period of one year which is over and above the normal position requirement of the
individual or group.

11. Suggestion – idea or proposal which improves work performance, systems and procedures and
economy in operations that will benefit the government.

12. System - the agency awards and incentive programs for employees.

IV. BASIC POLICIES:

1. The PRAISE shall adhere to the principle of providing incentives and awards based on
performance, innovative ideas and exemplary behavior.

39
 2. The PRAISE shall give emphasis on the timeliness of giving award or recognition. Aside
from conferment of awards during the traditional or planned awarding ceremonies, the spirit
of on-the-spot grant of recognition shall be institutionalized.

3. The PRAISE shall provide both monetary and non-monetary awards and incentives to
recognize, acknowledge and reward productive, creative, innovative and ethical behavior of
employees through formal and informal mode. For this purpose, the system shall encourage
the grant only when the suggestions, inventions, superior accomplishments and other personal
efforts result in monetary savings which shall not exceed 20% of the savings generated.

V. TYPES OF AWARDS:

5.1. National Awards

The Laguna State Polytechnic University shall participate in the search for deserving
employees who may be included in the screening of candidates for awards given by other
government agencies, private entitles, NGOs and other award giving bodies such as the:

a. Presidential or Lingkod Bayan Award – conferred on an individual for consistent,

dedicated performance exemplifying the best in any profession or occupation
resulting in the successful implementation of an idea or performance, which is of
significant effect to the public or principally affects national interest, security and
patrimony.

b. Outstanding Public Official/Employee or Dangal ng Bayan Award – granted to any

public official or employee in government who has demonstrated exemplary service
and conduct on the basis of his or her observance of one or more of the eight (8)
norms of behavior described under Republic Act No. 6713 or the Code of Conduct
and Ethical Standards for Government Officials and Employees.

c. Civil Service Commission or the PAGASA Award – conferred on a group of

individuals or team who has demonstrated outstanding teamwork and cooperation,
which resulted in the successful achievement of its goals or has greatly improved
working conditions or otherwise benefited the government in many other ways.

d. Other Awards – given by other government agencies, private institutions or NGOs to

an individual or team for contributions of an idea or performance that directly
benefited the government.

5.2. Department or Agency Level Awards

The Laguna State Polytechnic University shall develop and initiate the search for
deserving employees who may be included in the screening of candidates for awards to be given
such as:

a. Best Employee Award – granted to an individual or individuals who excelled among

peers in a functional group, position or profession. A cash award of not less than the
amount provided under relevant existing laws shall be given outstanding employees
plus a certificate or recognition or other forms of incentives as the committee may
decide, e.g. Best Division Chief, Best Secretary, Best Legal Officer, Best Driver,
Best Utility Worker and other similar awards.

b. Gantimpala Agad Award – given outright to employees commended by clients for

their courtesy, promptness, efficiency and dedication to duty.

40
 c. Exemplary Behavior Award – based on the eight norms of conduct as provided under
RA 6713 (Code of Conduct and Ethical Standards). The awardees will be
automatically nominated by the agency PRAISE Committee to the Dangal ng Bayan
Award.

d. Best Organizational Unit Award – granted to the top organizational unit which may
be a section, division or office on the basis of meeting the organization’s
performance targets and other pre-determined criteria.

e. Cost Economy Measure Award – granted to an employee or team whose

contributions such as ideas, suggestions, inventions, discoveries or performance of
functions result in savings in terms of man hours and cost or otherwise benefit the
agency and government as a whole. The monetary award shall not exceed 20% of the
monetary savings generated from the contribution.

f. Service Award – conferred on retirees whether under optional or compulsory

retirement schemes held during a fitting ceremony on or before the date of their
retirement.

g. Such other awards which the agency may decide to give.

VI. TYPES OF INCENTIVES:

The agency shall continuously search, screen, and reward deserving employees to
motivate them to improve the quality of their performance and instill excellence in public service.
As such, the following types of incentives shall be regularly awarded:

a. Loyalty Incentive – granted to an employee who has served continuously and

satisfactorily the agency for at least ten (10) years. The recipient shall be entitled to
a cash award of not less than P500.00 but not more than P1,000.00 per year during
the first ten years. Succeeding awards shall be given every five years thereafter.
Beside the cash award, a lapel emblem/loyalty pin shall be given:

10 and 15 years - Bronze

20 and 25 years - Silver
30, 35 & 40 years - Gold

Other tokens such as wrist watch, ring, and others.

b. Length of Service Incentive – given to an employee who has rendered at least three
years of continuous satisfactory service in the same position. The cash award shall be
incorporated in the salary adjustments following the Joint CSC-DBM Circular No. 1,
s. 1990.

c. Productivity Incentive – given to all employees who have performed at least

satisfactorily for the year covered in accordance with the agency'’ CSC-approved
PES. This incentive shall follow relevant existing guidelines.

d. Career and Self-Development Incentive – granted in recognition of an individual

who has satisfactorily completed a course or degree within or outside the country at
one’s own expense. A plaque of recognition may be given to qualified individuals
during the agency’s anniversary celebration.

41
 e. Other incentives which the agency’s PRAISE Committee may recommend on the
basis of special achievements, innovative approaches to assignments, exemplary
service to the public and recognition by an outside group or a particular achievement.

VII. FORMS OF AWARDS AND INCENTIVES:

1. Compensatory Time Off – granted to an employee who has worked beyond his regular office
hours on a project without overtime pay.

2. Flexiplace – work arrangement allowed for qualified employee/s who has demonstrated
responsibility, initiative, and capacity to produce output/result and accomplishment outside of
the workplace subject to established guidelines.

3. “Salu-salo” Together – meal hosted by superiors or supervisors for employees who have made
significant contributions.

4. Personal Growth Opportunities – incentives which may be in the form of attendance in

conference on official business, membership in professional organizations, books, journals,
tapes, travel packages, and other learning opportunities.

5. Trophies, Plaques, and Certificates

6. Monetary Award

7. Travel Packages

8. Other Incentives – incentives in kind which may be in the form of merchandise, computers,
pagers, cellular phones, reserved parking space, recognition posted at the Wall of Fame,
feature in agency publication, and others.

VIII. PRAISE COMMITTEE

A PRAISE Committee is hereby created in this University to administer the System. The
PRAISE Committee shall:

a. Ensure the productivity, innovative ideas, suggestions and exemplary behavior can
be identified, considered, managed and implemented on a continuing basis to cover
employees at all levels.

b. Be responsible for the development, administration, monitoring, and evaluation of

the awards and incentives system of the agency. The agency, may, however, employ
an external or independent body to assist the PRAISE Committee to judiciously and
objectively implement the system or incentives and awards.

c. Establish its own internal procedures and strategies. Membership in the Committee
shall be considered part of the members’ regular duties and functions.

d. The President of the University shall be responsible in overseeing the System’s

operation and the Human Resource Management Unit shall serve ass the System’s
Secretariat.

42
 Specifically, the PRAISE Committee shall:

a. establish system of incentives and awards to recognize and motivate employees for
their performance and conduct;

b. formulate, adopt, and amend internal rules, policies, and procedures to govern the
conduct of its activities which shall include the guidelines in evaluating the nominees
and the mechanism for recognizing the awardees;

c. determine the forms of awards and incentives to be granted;

d. monitor implementation of approved suggestions and ideas through feedback and

reports;

e. prepares plans, identify resources and propose budget for the system on an annual
basis;

f. develop, produce, distribute a System policy manual and orient the employees on the
same;

g. document best practices, innovative ideas and success stories which will serve as
promotional materials to sustain interest and enthusiasm;

h. submit an annual report on the awards and incentives system to the CSC on or before
the thirtieth day of January;

i. monitor and evaluate the System’s implementation every year and make essential
improvements to ensure its suitability to the agency; and

j. address issues relative to awards and incentives within fifteen (15) days from the
date of submission.

The PRAISE Committee shall be composed of the following:

 President/Vice-President or designated representative;

 Head of Financial Division or Unit or Equivalent;
 Head of Planning Division or Unit or Equivalent;
 Highest HRMO or the career service employee directly responsible for
personnel management; and
 Two (2) Representatives of the career rank and file employees from the
academic and non-academic staff who shall serve for a period of two years
and chosen through a general assembly or any other mode of selection to be
conducted for the purpose or designated by the registered union in the
absence of an accredited union (one from the first level and one from the
second level).

To implement the System effectively, the PRAISE Committee members

are expected to possess positive attitude; be capable of implementing submitted
ideas; open-minded; decisive; have high tolerance for stress or pressure; and
actively participate in all committee meetings.

IX. FUNDING:

43
 The agency shall allocate at least 5% of the HRD funds for the PRAISE and incorporate
the same in its annual Work and Financial Plan and Budget.

X. EFFECTIVITY:

The Agency PRAISE shall become effective after final evaluation by the CSC.
Subsequent amendments shall likewise be submitted to CSC for evaluation and shall take effect
immediately.

XI. COMMITMENT:

I hereby commit to implement and abide by the provisions of this Agency

PRAISE which shall be the basis for the grant of awards and incentives including
Productivity Incentive Bonus.

The Annual PRAISE Report shall be submitted to the Civil Service Commission
Regional Office concerned on or before the thirtieth day of January to enable our
employees to qualify for nomination to the CSC-Sponsored national awards.

(Sgd.) RICARDO A. WAGAN, Ph. D.

President

CSC Action:

I have evaluated the herein Agency PRAISE and found it to be in accordance with the
provision of CSC MC No. 01, s. 2001 and may now be implemented.

(Sgd.) REBECCA A. FERNANDEZ

CSC Regional Director

May 7, 2001
Date

44
 CHAPTER XIII

FACULTY AND STAFF WELFARE AND BENEFITS

General Provisions:

Subject to the provisions of applicable laws, rules and regulations and other pertinent
policies, the University personnel shall be entitled to the following on top of their regular basic
salary and personnel relief allowance (PERA), to wit:

A. Leave of Absence:
1. Vacation Leave
2. Sick Leave
3. Teacher’s Leave
4. Maternity Leave
5. Paternity Leave
6. Sabbatical Leave
7. Special Leave
8. Force Leave
B. PhilHealth Benefits
C. Life Insurance
D. Retirement Insurance
E. Employee’s Compensation
F. PAG-IBIG
G. Christmas Bonus equivalent to one month basic salary
H. Cash Gift
I. Clothing/Uniform Allowance
J. Productivity Incentive Benefits
K. Monetization of Leave Credits
L. Step Increment
M. Loyalty Pay
N. Salary Loan and Policy Loan to the GSIS
O. And other Benefits granted by the National Government
P. Other Privileges Extended by the University:

1. Scholarship Grant Extended to Immediate Members of the Family and Legal

Dependents of LSPU Faculty and Employees

45
 2. Free tuition fee assistance to regular faculty members and staff enrolled at
this State University

3. Grant of Thesis/Dissertation Financial Assistance to faculty and employees

who completed their Master’s degree (P10,000.00) and Doctorate degree
(P20,000.00)

4. Sending of Faculty members and staff to seminars, training-workshops and

scholarships on official business

5. Free accommodation of faculty members and staff to available Policy

guidelines housing units of the University

6. Productivity Incentive Bonus chargeable against the Production Income (Use of

Income) of the University

7. Authorized Academic Overload pay of faculty members and authorized overtime pay
of selected employees

8. Traveling allowance for authorized travel of faculty members and employees on

official business pursuant to accounting and auditing rules and regulations

Q. No political beliefs, gender preferences, cultural or community affiliation or ethnic origin, and
religious opinion or affiliation shall be a matter of inquiry in the appointment of faculty
members of the University: Provided, That said appointment shall be subject to the
guidelines, qualifications and/or standards set by the Board: Provided, further, That no
member of the faculty shall teach for or against any particular church or religious sect.

R. ACADEMIC FREEDOM AND INSTITUTIONAL AUTONOMY. The University shall

enjoy academic freedom and institutional autonomy, pursuant to paragraph 2, Section 5 of
Article XIV of the Constitution of the Republic of the Philippines.

I. IMPLEMENTING GUIDELINES ON AVAILMENT OF GRANT EXTENDED TO

IMMEDIATE MEMBERS OF THE FAMILY AND LEGAL DEPENDENTS OF
LSPU FACULTY AND EMPLOYEES
(Pursuant to Unnumbered Memorandum, s. 1984 dated June 27, 1984)

A. Introduction:

Because of the country’s present economic condition whereby the cost of education
cannot be afforded by a common government employee, LSPU has extended its assistance to the
immediate members of the family and legal dependents of its faculty members and employees.
This kind of assistance is known as the LSPU Faculty Members and Employees Scholarship
Grants – hence, this implementing guidelines.

ARTICLE I
REGULATIONS AND BY-LAWS

Section 1. Requirements for Scholarship Grant:

A. Who are eligible for scholarship grant?

A.1. Officials, faculty members and employees of this state university

46
 A.2. Wife/Husband of LSPU faculty member/employee regardless of age.
A.3. Legitimate and unmarried children of LSPU faculty member/employee below
21 years of age
A.4. Legal unmarried dependents of LSPU faculty member/employee below
21 years of age.
B. What are the Criteria of Selection of Scholars?
B.1. Omnibus Rule of Executive Order No. 292, Rule VIII, of Section 15,16,17,18
And 19 be considered as guidelines for scholarship grants.
C. How to avail the scholarship grant?
B.1. If qualified, he fills up an application form
B.2. Agrees to comply with and bound by regulations and by-laws.

D. How many units shall a scholarship grantee carry during the semester?

C.1. A scholarship grantee shall carry the regular/normal load as prescribed in the
curricular year/classification

E. Who approves application for scholarship grant?

D.1. The Officer-In-Charge/President of the University upon the recommendation

of the Scholarship Committee.

Section 2. Privileges.
A. What are the rights and privileges granted to the following:

A.1. Scholarship Grantee – Free tuition fee

A.2. Faculty Member/Employee

An LSPU faculty member/employee shall not be limited as to the

number of scholarship grants, provided, Section I-A of these regulations and
by-laws are met.

A.3. A scholarship grantee shall pay the corresponding amount of tuition fee for
every subject failed, provided, however, that it shall not exceed 50% of the
current load in which he/she shall pay 100% of the tuition fee.

Section 3. Limitations.
A. When shall the grant be forfeited?
a.1. Upon completion of the course
a.2. Voluntary withdrawal
a.3. Upon failure in more than 50% of his/her load
a.4. Upon suspension/expulsion.

Section 4. Effectivity.
A. When shall be the effectivity of these regulations and by-laws?

- These regulations and by-laws shall take effect upon approval by the Board of
Regents.

Section 5. Amendments.
These regulations and by-laws may be altered, amended, or repealed by the
LSPU Board of Regents in any regular or special meeting.
x----------------xx

47
NOTE: This was APPROVED BY THE LSPC BOARD OF TRUSTEES pursuant to BOARD
RESOLUTION NO. 4-84-19 during the 4th Meeting of the Board of Trustees held at the MECS, Palacio
del Governador, Intramurios, Manila on June 28, 1984; Submitted and presented under Annex “M” during
this meeting.

II. GRANT OF THESIS/DISSERTATION ASSISTANCE TO EACH FACULTY AND

EMPLOYEE AFTER THE COMPLETION OF THEIR MASTER’S DEGREE
(P10,000.00) AND DOCTORATE DEGREES (P20,000.00)

---------------------------------------------------------------------------------------------------------------------
Pursuant to Board Resolution No. 33, s. 1998 which was approved during the 52 nd
Meeting of the Board of Trustees held at the Rizal Polytechnic College, Morong, Rizal on April
28, 1998, as stated below:

BOARD RESOLUTION NO. 33, S. 1998

APPROVING THE GRANT OF THESIS ASSISTANCE TO EACH LSPC FACULTY

MEMBER AND EMPLOYEE PURSUING PH. D. STUDIES IN THE AMOUNT OF
PESOS FIVE THOUSAND (P5,000.00) SUBJECT TO THE AVAILABILITY OF
FUNDS, ACCOUNTING AND AUDITING RULES AND REGULATIONS. THIS IS
THE CONTINUITY OF BOARD RESOLUTION NOS. 12-87-154 AND 13-87-178
PASSED DURING THE 12TH AND 13TH MEETINGS OF THE BOARD OF
TRUSTEES HELD ON JANUARY 3 AND MARCH 30, 1987, RESPECTIVELY,
GRANTING THESIS ASSISTANCE OF PESOS THREE THOUSAND (P3,000.00) TO
EACH FACULTY MEMBER AND STAFF PURSUING MASTERAL STUDIES.

APPROVED
------------------------------------------------------------------------------------------------------------------------------------------------

The foregoing Board Resolution No. 33, series of 1996 was revised as cited
below to augment with the present socio-economic condition prevailing in the country,
thus:

CATEGORY I

Faculty Members and non-Teaching Personnel, who are pursuing Graduate and Post-Graduate
Programs in any of the campuses of this State University, are entitled to avail the following:

 Free Tuition Fee

 Thesis Assistance ranging from P10,000.00 for MA/MS
And P20,000.00 for Ed. D./Ph. D. and
 Actual transportation expenses.

48
 CATEGORY II

Faculty Members and Non-Teaching Personnel who are pursuing Graduate and Post-Graduate
Programs in other prestigious colleges/universities within the country, government or private, as per
recommendation or choice of the University Management, are also entitled to avail the following:

 Tuition Fee Assistance

 Thesis Assistance ranging from P10,000.00 for MA/MS
And P20,000.00 for Ed. D. and Ph. D. and
 Actual transportation expenses

Interested LSPU Faculty and non-Teaching Personnel are advised to apply together with the
following documents, as follows:

1. Authority to Study/Enroll;
2. Letter of Intent to Avail the LSPU Scholarship Grant; and
3. Scholarship Contract

All of the Above-mentioned categories are subject to availability of funds and government rules
and regulations.

49
 CHAPTER XIV
GRIEVANCE MACHINERY

In line with the Revised Policies on the Settlement of Grievance in the Public Sector contained in
CSC Resolution No. 010113, dated January 10, 2001 and implemented through CSC Memorandum
Circular No. 02, s. 2001, the Agency hereby adopts the herein Grievance Machinery.

I. OBJECTIVES:

1. General

Create a work atmosphere conducive to good supervisor-employee relations and

improved employee morale.

2. Specific

2.1. Activate and strengthen agency’s existing grievance machinery.

2.2. Settle grievances at the lowest possible level in the organization; and
2.3. Serve as a catalyst for the development of capabilities of personnel on dispute settlement,
especially among supervisors in the agency.

II. SCOPE:

The Grievance Machinery applies to all levels of officials and employees in the agency. It
may also apply to non-career employees whenever applicable.

III. DEFINITION OF TERMS:

Accredited or Recognized Employee Union – an employee union accredited pursuant to

Executive Order No. 180 and its implementing rules and regulations.

Bilis Aksyon Partner – is the counterpart Action Officer of the Civil Service Commission
under the Mamamayan Muna Program in every agency pursuant to CSC MC No. 3, s. 1994.

Grievance – a work-related discontentment or dissatisfaction which had been expressed

verbally or in writing and which, in the aggrieved employee’s opinion, has been ignored or
dropped without due consideration.

IV. BASIC POLICIES:

1. A grievance shall be resolved expeditiously at all times at the lowest level possible in the
Laguna State Polytechnic University. However, if not settled at the lowest level possible, an
aggrieved party shall present his or her grievance step by step following the hierarchy of
positions.

2. All agencies shall establish a grievance machinery that is the best way to address grievance
between or among government officials and employees.

50
3. The aggrieved party shall be assured freedom from coercion, discrimination, reprisal and
biased action on the grievance.

4. Grievance proceedings shall not be bound by legal rules and technicalities. Even verbal
grievance must be acted upon expeditiously. The services of a legal counsel shall not be
allowed.

5. A grievance shall be presented verbally or in writing in the first instance by the aggrieved
party to his or her immediate supervisor. The latter shall, within three (3) working days from
the date of presentation, inform verbally the aggrieved of the corresponding action.

If the party being complained of is the immediate supervisor, the grievance shall be
presented to the next higher supervisor.

6. Grievance refers to work related issues giving rise to employee dissatisfaction. The following
cases shall be acted upon through the grievance machinery:

a. Non-implementation of policies, practices and procedures on economic and financial

issues and other terms and conditions of employment fixed by law including salaries,
incentives, working hours, leave benefits, and other related terms and conditions;

b. Non-implementation of policies, practices and procedures which affect employees

from recruitment to promotion, detail, transfer, retirement, termination, lay-offs, and
other related issues that affect them;

c. Physical working conditions;

d. Interpersonal relationship and linkages;

e. Protest on appointments; and

f. All other matters giving rise to employee dissatisfaction and discontentment outside
of those cases enumerated in Item No. 6.

7. The following cases shall not be acted upon through the grievance machinery:

a. Disciplinary cases which shall not be resolved pursuant to the Uniform Rules on
Administrative Cases;

b. Sexual harassment cases as provided for in RA 7877; and

c. Union-related issues and concerns.

8. Only permanent officials and employees, whenever applicable, shall be appointed or elected
as members of the grievance committee.

In the appointment or election of the committee members, their integrity, probity,

sincerity and credibility shall be considered.

9. The agency head shall ensure equal opportunity for men and women to be represented in the
grievance committee.
10. The agency grievance committee shall develop and implement pro-active measures that would
prevent grievance, such as employee assembly which shall be conducted at least once every
quarter, “talakayan”, counseling, HRD interventions and other similar activities.

51
 11. The personnel unit, in collaboration with the agency grievance committee, shall conduct a
continuing information drive on grievance machinery among its officials and employees.

12. The grievance committee may conduct an investigation and hearing within ten (10) working
days from receipt of the grievance and render a decision within five (5) working days after the
investigation.

Provided, however, that where the object of the grievance is the grievance committee, the
aggrieved party may submit the grievance to top management.

13. A grievance may be elevated to the Civil Service Commission Regional Office concerned
only upon submission of a Certification on the Final Action of the Grievance (CFAG) issued
by the grievance committee. The CFAG shall contain, among other things, the following
information: history and final action taken by the agency on the grievance.

14. The personnel unit of the agency shall extend secretariat services to the grievance committee.

15. The grievance committee shall establish its own internal procedures and strategies.
Membership in the grievance committee shall be considered part of the member’s regular
duties.

16. The grievance committee shall submit a quarterly report of its accomplishments and status of
unresolved grievances to the Civil Service Commission Regional Office.

17. Supervisors or officials who refuse to take action on the grievance brought to their attention
shall be liable for neglect of duty in accordance with existing civil service law, rules and
regulations.

18. The agency grievance machinery shall be submitted to the Civil Service Commission
Regional Office concerned for approval. Subsequent amendments shall be subject to CSC
approval and shall take effect immediately.

V. APPLICATION OF GRIEVANCE MACHINERY:

The following instances shall be acted upon through the grievance machinery:

a. Non-implementation of policies, practices and procedures on economic and financial

issues and other terms and conditions of employment fixed by law, including
salaries, incentives, working hours, leave benefits such as delay in the processing of
overtime, unreasonable withholding of salaries and inaction on application of leave;

b. Non-implementation of policies, practices and procedures which affect employees

from recruitment to promotion, detail, transfer, retirement, termination, lay-offs, and
other issues that affect them such as failure to observe selection process in
appointment, and undue delay in the processing of retirement papers;

c. Inadequate physical working conditions such as lack of proper ventilation in the

workplace, and insufficient facilities and equipment necessary for the safety and
protection of employees whose place of work are classified as high risk or
hazardous.
d. Poor interpersonal relationships and linkages such as unreasonable refusal to give
official information by one employer to another;

e. Protest on appointments; and

52
 f. All other matters giving rise to employee dissatisfaction and discontentment outside
of those cases enumerated above.

The following cases shall not be acted upon through the grievance machinery:

a. Disciplinary cases which shall be resolved pursuant to the Uniform Rules on

Administrative Cases;

b. Sexual harassment cases as provided for in R. A. 7877; and

c. Union-related issues and concerns.

VI. GRIEVANCE PROCEDURES:

The procedures for seeking redress of grievances shall be as follows:

1. Discussion with Immediate Supervisor. At the first instance, a grievance shall be

presented verbally or in writing by the aggrieved party to his or her immediate
supervisor.

The supervisor shall inform the aggrieved party of the corresponding action
within three (3) working days from the date of presentation.

Provided, however, that where the object of the grievance is the immediate
supervisor, the aggrieved party may bring the grievance to the next higher
supervisor.

2. Appeal to the Higher Supervisor. If the aggrieved party is not satisfied with the
verbal decision, he or she may submit the grievance in writing, within five (5) days
to the next higher supervisor who shall render his or her decision within five (5)
working days from receipt of the grievance.

3. Appeal to the Grievance Committee. The decision of the next higher supervisor
may be elevated to the grievance committee within five (5) working days from
receipt of the decision of the next higher supervisor.

The grievance committee may conduct an investigation and hearing within ten
(10) working days from receipt of the grievance and render a decision within five (5)
working days after investigation. Provided, however, that where the object of the
grievance is the grievance committee, the aggrieved party may submit the grievance
to top management.

4. Appeal to the Civil Service Commission Regional Office. If the aggrieved party
is not satisfied with the decision of top management, he or she may appeal or elevate
his or her grievance to the Civil Service Commission Regional Office concerned
within fifteen (15) working days from the receipt of the decision. Together with the
appeal, the aggrieved party shall submit a Certification on the Final Action on the

Grievance (CFAG). The Civil Service Commission Regional Office shall rule on the
appeal in accordance with existing civil service law, rules and regulations.

53
VII. GRIEVANCE COMMITTEE:

The composition and responsibilities of the Grievance Committee are as follows:

Only permanent officials and employees, whenever applicable, shall be appointed or

selected as members of the grievance committee.

In the appointment or election of the committee members, their integrity, probity,

sincerity and credibility shall be considered.

The agency head shall ensure equal opportunity for men and women to be represented in
the grievance committee.

a. The highest official responsible for Human Resource Management (HRM) shall act
as chairperson.

b. Two (2) Division Chiefs or their equivalent positions chosen from among
themselves;

c. Two (2) members from the rank-and-file who shall serve for a term of two years (2)
and chosen through a general assembly or any other mode of selection to be
conducted for the purpose; one from the first level and the other from the second
level. In offices where there are accredited or recognized employee unions, the rank
and file representatives shall be those named by the employee union. The first level
representative shall participate in the resolution of grievance of second level
employees; and

d. The Bilis Aksyon Partner (BAP) duly designated.

The personnel unit of the agency shall extend secretariat services to the
grievance committee.

Responsibilities:

In addition to finding the best way to address specific grievance, the committee
shall have the following responsibilities:

1. Establish its own procedures and strategies. Membership in the grievance

committee shall be considered part of the members’ regular duties;

2. Develop and implement pro-active measures or activities to prevent

grievance such as employee assembly which shall be conducted at least
once every quarter, “talakayan”, counseling and other HRD interventions.
Minutes of the proceedings of these activities shall be documented for audit
purposes;

3. Conduct continuing information drive on Grievance Machinery among

officials and employees in collaboration with the personnel unit;

4. Conduct dialogue between and among the parties involved;

5. Conduct an investigation and hearing within ten (10) working days from
receipt of the grievance and render a decision within five (5) working days
after the investigation. Provided, however, that where the subject of the
grievance is the grievance committee, the aggrieved party may submit the
grievance to top management;

54
 6. Direct the documentation of the grievance including the preparation and
signing of written agreements reached by the parties involved;

7. Issue Certification on the Final Action on the Grievance (CFAG) which

shall contain, among other things, the following information: history and
final action taken by the agency on the grievance; and

8. Submit a quarterly report of its accomplishments and status of unresolved

grievance to the Civil Service Commission Regional Office concerned;

VIII. GRIEVANCE FORMS:

The following forms shall be used:

1. Grievance Form

5555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
5555555555 GRIEVANCE FORM

__________________________ _____________________________
Date Filed Section/Division/Office

__________________________ ______________________________
Name of Aggrieved Party Aggrieved Party’s Higher Supervisor

__________________________ _______________________________
Position /Title Signature of Aggrieved Party

Nature/ Subject of Grievance:

________________________________________
________________________________________
________________________________________
555555555555555555555555555555555555555555555555555555
Action Desired:
________________________________________
555555555555555555555555555555555555555555555555555555555555555555555555
2. 555555555555555555555555555555555555555555555555555555555555555555555555
Grievance Agreement Form
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
GRIEVANCE AGREEMENT FORM
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
Name of Parties to a Grievance ____________________________________________
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
Nature555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
55
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
555555555555555555555555555555555555555555555555555555555555555555555555
55
555555555555555555555555555555555555555555555555555555555555555555555555
5555555555555555555555555555555555555555555555
 3. Certificate of Final Action on the Grievance:

CERTIFICATE OF FINAL ACTION ON THE GRIEVANCE

This certifies that the grievance filed by ___________________________

Aggrieved Party
on _______________________________ has been acted upon by this Committee
on _______________________________.

Final Action Taken: ___________________________________________

_______________________________
Chairman, Grievance Committee

Date: __________________________

IX. EFFECTIVITY:

This Grievance Machinery shall take effect immediately upon approval by the Civil
Service Commission Regional Office concerned.

X. COMMITMENT:

I hereby commit to implement the provisions of this Grievance Machinery and take
necessary action in accordance with existing civil service law and rules against supervisors of
officials who refuse to act on a grievance brought before their attention.

(Sgd.) RICARDO A. WAGAN, Ph. D.

President

APPROVED BY:

(Sgd.) REBECCA A. FERNANDEZ

Regional Director
CSC Regional Office

56
 CHAPTER XV (A)
RESULTS BASED PERFORMANCE MANAGEMENT SYSTEM (RBPMS)

The Result Based Management System shall includes the formulation of

implementing guidelines on the adoption of a performance based incentive system,
provision of assistance to government agencies in the identification of performance
indicator targets , and implementation of validation system for agency reports and
accomplishments.

To ensure the institutionalization of the RBPMS, all government agencies are

directed to create a Performance Management Team or PMT that will serve as the
counterpart of the Inter-Agency Task Force (IATF) (created by virtue of
Administrative order no. 25 on the harmonization of national government
performance monitoring, information and reporting system) in the development of
the agency’s internal guidelines in the implementation of the performance-based
incentive system and in the review of the performance indicators, targets and
accomplishments from the department down to the individual level. This is
consistent with CSC Memorandum Circular No. 6, s. 2012 on the Guidelines in the
Establishment and Implementation of Agency Strategic Performance Management
System (SPMS).(see Appendix H RBPMS)

CHAPTER XV (B)
PERFORMANCE EVALUATION SYSTEM (PES)

With the implementation of Memorandum Circular No. 13, s. 1999 in pursuance to CSC
Resolution No. 99-1792 dated August 11, 1999 requiring all agencies in the government to revise their
Performance Evaluation System (PES) subject to different policies set forth therein, the Laguna State
Polytechnic University hereby adopts its new PES in accordance to the prescribed guidelines and
requirements.

As defined, Performance Evaluation System (PES) is a system that provides for identification of
major and minor responsibilities of a job or a position, development of methods and procedures to appraise
performance against established standards and use of appraisal information in making personal decisions.
In line with this, this institution adopts the following features of the Revised Performance Evaluation
System.

I. Objectives:

1. Continuously foster improvement of employees’ performance and efficiency;

2. Enhance organizational effectiveness and productivity;
3. Provide an objective performance rating which shall serve as basis for incentives and rewards,
promotions, training and development, personnel actions and administrative sanctions.

II. PROCEDURES/MECHANICS:

The Performance Evaluation System which is basically concerned with the output
requirements of every individual employee/faculty member involves the following procedures:

57
1. The Laguna State Polytechnic University shall establish its Performance Evaluation Review
Committee whose functions are as follows:

a. Review Employee’s Performance Targets – For the purpose of ensuring maximum

manpower utilization and rationalization of workload in the different organizational
units, the PERC may initiate a review and a comparative assessment of approved
employees’ performance targets particularly of those holding similar positions and
may recommend necessary modifications or corrective action;

b. Review of Performance Standards – The PERC shall take the final review of
performance standards adopted for each position in the different organizational units
in the state institution. This is to ensure adoption of uniform standards of
measurement by the different organizational units in rating employees holding
similar positions, performing similar functions and working under the same
conditions;

c. Determination of Final Rating – At the end of the rating period, the PERC is
empowered to review documents, evaluate work accomplishments and performance
ratings, conduct hearings, provide opportunities for employees’ or supervisors to
defend particular ratings and eventually determine employees’ final rating. The
PERC shall determine the period within which to complete the review and approval
of employees’ ratings based on the peculiar structure and operation of the state
institution; and

d. Monitoring and Evaluation of the PES – The PERC shall establish methods and
procedures to evaluate periodically the effectiveness of the system and shall effect
and implement improvements essential to ensure its continued suitability to the
different positions and needs of the state institution.

2. The employee/teacher then prepares programs of performance targets for his job one (1)
month before the start of the rating period. The list of targets should embody his plans in all
of the major areas of job/position. The preparation of performance targets shall be based on
the Approved Work Program of the division/unit there.

3. The employee and his/her immediate supervisor meet to discuss the target plan the employee
has prepared. The supervisor may suggest improvement of the targets in such a way that the
employee has no doubt that he has the freedom to establish his work goals. Said performance
targets/work shall be based on the Approved Work Program of the division/unit where the
employee belong and shall be submitted in four (4) copies to the PERC.

4. The employees’ performance targets shall be confirmed by the PERC before the rating period
but not later than the 15th day of the start of each rating period. Performance targets submitted
shall become final or valid should the PERC fail to act on these within 15 working days. In
instances of obvious disparity in the distribution of assignment and workload among
employees, the PERC through the concerned division chiefs and department heads shall cause
the necessary corrective action in consultation with the concerned employees.

However, employees’ performance targets for a given rating period which are duly
confirmed by the PERC may still be modified based on changes brought about by new
mandates and programs conceived and determined as may be necessary and priority by
agency management. The PERC shall be duly notified or furnished copies of such
modifications to server as guide in the review of the ratings of affected employees at the end
of the evaluation period.

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III. RATING PERIOD:

There shall be different rating periods for the teaching and non-teaching groups, as
follows:

1. Non-Teaching Group – January-June and July-December

2. Teaching Group: Semestral: June to November and December to May

IV. MANNER OF RATING:

Part I – Performance, refers to the actual job planned and accomplished by the
employees. The rating derived from Part I reflects the level of performance the employees are able
to achieve during the rating period based on any or all of the criteria of quantity, quality, and time,
as measured against pre-set standards agreed upon between the employees and the supervisors
duly confirmed by the PERC. Part I accounts for 70% of the overall rating of the employees.

Part II – Critical factors, refers to the behavioral dimension that affect the performance of
the job of the employees. This part accounts for 30% of the overall rating of the employees. Cross
rating is done in Part II – Critical Factors which include the evaluation of the following:

Supervisor-Rater -50%
Self (Employee) - 20%
Subordinate Rater(s) - 10%
Peer Rater(s) - 10%
Client Rater(s) - 10%
The range of each adjectival or numerical rating shall be as follows:

Outstanding – performance exceeding targets by 30% and above the planned

targets.

Very Satisfactory – performance exceeding targets by 15% to 29% of the

planned targets.

Satisfactory – performance of 100% to 114% of the planned targets. For

accomplishments requiring 100% of the targets such as those pertaining to money or
accuracy or those which may no longer be exceeded, the usual rating of either 10 for
those who met targets or 4 for those who failed or fell short of the targets shall still be
enforced.

Unsatisfactory – performance of 51% to 99% of the planned targets.

Poor – performance failing to meet the planned targets by 50% or below.

General information on the final rating of the employees or the number of

employees who got a particular rating (O, VS, S, US, and Poor) per organization unit
shall be made known to both the management and the rank and file employees. This is to
foster competitive spirit among offices or units and a way to validate the rating of the
employees against the perceived accomplishment of the unit, thus, providing employees
basis for assessment and feed-backing on the PES administration.

Rating for a particular task shall always be supported by reports, documents, or

any outputs as proofs of actual performance. In the absence of said bases or proofs, a
particular intervening or additional task may not be rated and may be disregarded while a

59
planned target, unless ordered or authorized by management or supervisor, should be
accordingly rated.

Submitted by:

(Sgd.) RICARDO A. WAGAN, Ph. D.

President

60
 CHAPTER XVI

DELEGATION OF POWERS OF THE BOARD OF REGENTS

(BOR) TO THE LSPU PRESIDENT

EXCERPTS FROM THE MINUTES OF THE 50TH MEETING OF THE LSPC BOARD OF
TRUSTEES WHICH WAS HELD AT THE CONFERENCE ROOM OF THE MAX’S
RESTAURANT, EDSA-CROSSING, MANDALUYONG CITY ON FEBRUARY 13, 1998

PRESENT:
HON. ANGEL C. ALCALA Chairman and Presiding Officer
CHED Chairman

HON. RICARDO A. WAGAN Vice-Chairman

LSPC President

HON. SENATOR EDGARDO J. ANGARA Member

Chairman, Senate Committee on Education
Represented by: Former UP Chancellor DIONISIA ROLA

HON. OSKAR D. BALBASTRO Member

NEDA-IV Regional Director

HON. HIPOLITO B. AYCARDO Member

DOST-IV Regional Director

ATTY. ESTHER R. REALEZA Member

President, LSPC Alumni Association

PROF. RIC L. MENDOZA Member

President, LSPC Faculty Association

MR. MARTIN LUTHER J. ELERIA Member

President, Supreme Student Council

ABSENT:
HON. CONGRESSMAN JOSE CARLOS P. LACSON Member
Chairman, House Committee on Higher and Technical Educ.

OTHER PRESENT:
MRS. MARICEL S. CRUCILLO
College and Board Secretary

MISS THELMA A. FISCAL

Clerk III and Secretary to the LSPC President

______________x

BOARD RESOLUTION NO. 15, SERIES OF 1998

APPROVING the delegation of powers of the Board of Trustees to the LSPC President, DR. RICARDO
A. WAGAN, pursuant to Republic Act No. 8292 “The Higher Education Modernization Act of 1997”,

61
particularly the provisions of Section 4 under letters “b”, “f”, “g”, and “h” as earlier approved under Board
Resolution No. 22, s. 1997, such that:

“b” of the said provision, as herein quoted:

“To receive and appropriate all sums as may be provided, for the support of the
university or college in the manner it may determine, and in accordance with its
discretion, to carry out the purposes and functions of the university or college”

is delegated to the LSPC President, provided, that the interest of the state institution (LSPC) are
protected and said delegated provision is subject to the limits imposed by higher authorities.

“f” of the said provision, as herein quoted:

“To authorize the construction or repair of its buildings, machinery, equipment

and other facilities and the purchase and acquisition of real and personal properties,
including necessary supplies, materials, and equipment. Purchases and other
transactions entered into by the university or college through the Board of
Regents/Trustees shall be exempt from all taxes and duties;”

is delegated to the LSPC President, provided, that the amount of contract is in accordance with the
limits imposed by higher authority, subject to the accounting and COA rules and regulations.

“g” of the said provision, as herein quoted:

“To appoint, upon the recommendation of the president of the college, the
institution’s vice-president(s), deans, directors, heads of departments, faculty members,
and other officials and employees;”

is delegated to the LSPC President, provided, that the appointments are up to the level of Assistant
Professor and below, and other positions of employees of equal rank and salary grade. The
appointments of Associate Professors and designated positions from the level of Deans and up
shall be approved by the Board of Trustees through the recommendation of the LSPC President.

“h” of the said provision, as herein quoted:

“To fix and adjust salaries of faculty members and administrative officials and
employees, subject to the provisions of the revised compensation and classification
system and other pertinent budget and compensation laws governing hours of service,
and such other duties and conditions as it may deem proper, to grant them, at its
discretion, leaves of absence under such regulations as it may promulgate, any provision
of existing law to the contrary notwithstanding; and to remove them from cause in
accordance with the requirements of due process of law;”

is delegated to the LSPC President based on existing laws.

APPROVED AS AMENDED

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 CHAPTER XVII

ADMINISTRATION OF UNIVERSITY PROPERTY AND SUPPLY

Names of Buildings and Other Structures:

The University buildings, grounds, streets, and other structures may be named after land
donors, Filipino heroes, outstanding past administrators and personnel of the University,
educational discipline, or significant historical events or places particularly in the Philippines. A
committee shall recommend to the University President the proper names to be given to such
buildings, grounds, streets and structures.

Custody of Buildings.

The custodianship of all buildings in the University shall be the responsibility of the
Supply Officer.

Quarters and cottages assigned to faculty and staff shall be under their immediate
custody. They shall be responsible for their proper use and maintenance.

The duties of the custodians shall be in accordance with existing laws of government
property and such other rules and regulations as may be prescribed by the University.

Supervision of Grounds and Buildings.

The University buildings and grounds located in the campus shall be under the immediate
supervision of the Director for Plant Site and Development, who shall be responsible for their
proper use and maintenance.

The college buildings used for academic purposes shall be under the direct supervision of
the college deans/principals/department chairmen and other officials who shall be responsible for
the upkeep and maintenance of such buildings.

Other University buildings used for other purposes shall be under the direct supervision
of the building-in-charge of such buildings who shall be designated accordingly.

Use of Buildings and Other Facilities.

College Deans in coordination with the Vice-President for Academic Affairs shall assign
classroom spaces in the different buildings to the various departments in accordance with the
actual need and maximum use of the same.

No solicitation of funds, canvassing for sale of merchandise, subscription for securities,

insurance, publications, sale of tickets, and any other promotional or charity schemes shall be
conducted in the University campus, buildings or premises without prior approval of the
University President, except when such fund raisings are duly authorized.

Streamers, placards, and similar materials which are used to announce, advertise, or
publicize events, products or the like shall not be posted or placed in any of the buildings and

63
 grounds of the University without the written permission of the University President or his duly
authorized representative.

The assignment and use of buildings and other facilities of the University shall be in
accordance with established rules and regulations of government and in other instances shall be
subject to the written approval of the University President.

For the purpose of this Manual, facilities shall include bridges, roads, water rights, farms,
pathways, riverbanks, parks, trees, and other improvements within the University property.

Unless otherwise provided, only recognized University or school organizations may have
the privilege of using a building or portion of a building or any other property belonging to the
University.

No sale of liquor and other prohibited items and no gambling of any form shall be
allowed in the University buildings and premises.

Requisition and Purchase.

Requisitions are required to anticipate the supply requirement of the University in

accordance with its procurement program approved by the University President.

Requisition for supplies, materials and equipment shall originate from the project heads,
department chairmen and chiefs and offices and from such other authorized personnel of the
University.

All requisition shall have the approval of the University President and the certification of
the Budget Officer/Accountant as to the availability of funds before the same is forwarded to the
Supply Officer for consolidation and purchase.

All requisition and purchases shall be in accordance with existing laws and other
pertinent rules and regulations of the University.

Bids and Awards.

Bidding and awarding of University projects, supplies/materials/equipment shall be

conducted in accordance with existing provisions of law.

There shall be a Campus Pre-qualification, Bids and Awards Committee (Local PBAC)
to undertake the processing of all bids for supplies, materials, and equipment for award by the
University.

The Campus BAC shall be constituted in accordance with pertinent laws on the matter.

There shall be a University Pre-Qualification, Bids, and Awards Committee (PBAC) to

undertake the processing and screening of all bids for infrastructure projects for award by the
University. The constitution of said “PBAC” shall be made pursuant to pertinent laws on the
matter.

All infrastructure projects and other contracts made and entered into by the University
President shall be subject to approval by the Board of Regents.

64
PROPERTY INVENTORY.

A physical inventory of University properties shall be conducted once a year in

accordance with existing laws, and other rules and regulations promulgated by the University.

The University President shall constitute an Inventory Committee who will be

responsible in undertaking inventory of the University property as required by law and to perform
all other inventory activities and related thereof.

The University President shall at any time order a test inventory of semi and non-
expendable properties to ascertain the correctness of property records and determine the possible
losses or shortage occasioned by fire, theft or other calamities.

Perpetual inventory of properties in the University in cases of transfer of property

responsibility shall be undertaken between the outgoing and incoming accountable officers with
the supervision of the Supply Officer In-Charge of his/her authorized representative.

Property Insurance.

University Properties such as permanent buildings, motor vehicles and other equipment
shall be reported and insured with the Government Service Insurance System (GSIS) against
insurable risks.

It shall be the duty of project heads directly in-charge of the University properties to
immediately report property losses or damages to the Resident Auditor and other officials
concerned for the purpose of possible claim against the property insurance fund and relief from
property accountability.

Property Responsibility/Accountability.

The President of the University is immediately and primarily responsible/accountable for

all University projects, and the personnel entrusted with the possession or custody of such
properties shall immediately be responsible/accountable to him without prejudice to the liability of
either party to the government. All accountable officers of the University shall be properly bonded
in accordance with law.

University properties such as equipment, supplies, and other instructional materials shall
be under the immediate custody and responsibility of the project heads, directors, principals or
deans who shall designate a property custodian to take charge of properties issued to the
Department; Provided, however, that at the request of the College Dean with the approval of the
President, property responsibilities shall be assumed by Department Chairmen for the property in
their respective departments.

No official, faculty, and employee or any other person shall take away from the College
ground or buildings any property for private or public use without prior knowledge of the property
officer and in-charge of buildings and grounds and the written authority and approval of the
University President.

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Sale and Disposal of University Property.

The sale and disposal of unserviceable property of the University such as buildings, semi
and non-expendable equipment shall be in accordance with the existing provisions of laws on
government disposal, and the rules and regulations of the University.

The mechanics of disposal or sale of unserviceable properties shall be undertaken in the

manner of sale or disposal when University properties become obsolete or no longer needed.

Donations.

Donations, contributions, grants or gifts in cash or in kind from foreign governments,

international or local agencies, private entities or individuals shall be duly accepted by the
University. Such receipts shall be properly recorded in the books and taken up in the inventory,
and shall be subject to pertinent accounting and auditing rules and regulations, the utilization of
which shall be in accordance with existing provisions of applicable laws.

Property Clearance.

Clearance from property responsibility shall be in accordance with existing provisions of

laws, and regulations prescribed by the University.

No personal clearance for any reason, shall be signed for property responsibility pending
the full settlement of their property accountability.

66
 CHAPTER XVIII

RECORDS MANAGEMENT SYSTEM

I. INTRODUCTION:

The whole purpose of an office operation is to account for the control the activities of an
organization. This accounting and control is accomplished primarily through the medium of
paper, the records and information it contains. Records management is the discipline which
accounts for and controls all such information.

Not only must information be properly controlled and managed to ensure effective
administration; it must also be managed well so that the ever increasing demands of regulatory
agencies and other governmental bodies and satisfied.

A records management program strives to achieve an orderly and efficient flow of

information when it is needed, and in the form needed to facilitate the management problem
solving and decision-making process. Therefore, the records management program will have a
direct bearing on whether the University has effective or ineffective management.

A records management program of the Laguna State Polytechnic University varies from
one department to another. A department’s activities may be restricted to maintenance and
disposition of records. In the University, it may include a variety of concepts including
correspondence, forms, reports, directives and mail management; retention scheduling, records
storage; vital records; and file maintenance. Each of those concepts plays a part in the flow of
information throughout the University.

II. DEFINITION OF TERMS:

Administrative Value – the usefulness of records to the originating or succeeding agency

in the conduct of current business.

Agency – the Laguna State Polytechnic University.

Appraisal – the study of records, their relationships and contents, to determine their
administrative, fiscal, legal, archival values and time values whether temporary or permanent.

Archival Value – the determination by appraisal of the vital worth of records for purposes
of permanent preservation and storage by an archival agency.

Disposal – the act of selling, burning, or any other way of getting rid of valueless
records in accordance with the provisions of these guidelines.

Disposition Schedule – a listing of records series by organization showing, for each

records series, the period of time it is to remain in the office area, in the storage (inactive) area and
its preservation or destruction.

File Breaks – the termination of filing activity for a particular file at a pre-determined
time, or after the lapse of specific event and the beginning of a new file period.

67
 Fiscal Value – the information on the usefulness of records about the financial
transactions and obligations of agencies and organizations.

General Records Schedule – a records control schedule governing the retention and
disposition of a specified recurring records series.

Infidelity of Records – loss of records under the custody of the agency including the loss
of valueless records before its actual disposal.

Inventory – a descriptive listing of the records holdings by records series indicating its
specific location, inclusive dates and volume in cubic meters.

Legal Value – the use of records containing evidence of legally enforceable rights or
obligations of government and/or private persons.

Records – All books, papers, maps, photographs, or other documentary materials,

regardless of physical form or characteristics made or received by any agency of the Philippine
government in pursuance of its law or in connection with the transaction of public business and
preserved or appropriate for preservation by that agency of this legitimate successors as evidence
of the organization’s functions, policies, decisions, procedures, operations, or other activities of
the government or because of the information value of data contained therein. This definition
applies to all records regardless of the means of recording used.

Records Disposition – systematic removal from office storage of records that are not
needed in everyday operation, identification and preservation of permanently valuable records and
the destruction of valueless records.

Records Management – is the application of systematic and scientific control to recorded

information which is required in the operation of an organization’s business. This systematic and
scientific control involves the creation , use transmission, retention, maintenance, storage,
retrieval, protection, preservation, and disposition of records of the organization.

Records Series – A group of related records arranged under a single unit or kept together
as a unit because they deal with a particular subject, result from the same activity, or have a
special form such as maps, blueprints, etc.

Retention Period – the specific period of time established and approved by the Records
Management and Archives Office as the life span of files, after which a given set of files is
deemed ready for permanent storage or destruction.

Valueless or No Value Records – include all record materials that have reached their
prescribed retention periods and usefulness to the agency or the government as a whole.

III. FUNCTION

The function of records management is many – phased. It should be designed to program

the records life cycles, to simplify and eliminate paper work, to ensure improved quality of
information and to aid management in its fundamental responsibilities. It is therefore, considered a
major branch of management/ administrative and services. It should encompass the latest
techniques for controlling forms, reports and correspondence; for developing and maintaining
retention and storage programs and for maintaining a quality level in all paperwork operations.

68
 The general functioning of records management system is illustrated in the following
simplified form:

i. Records originate internally or externally from mail, telecommunication and system,

word processing system, etc.; they may take any size, shape or form.
ii. Records are transmitted to function, departments or section for action or information.
At this point, positive control of the information should be initiated and maintained.

iii. Records are filed in a system and equipment which will provide quick access and
positive control of the records at all times.
iv. Records are reviewed, a retention schedule is needed to indicate how long specified
records are to remain in active area, which records are to be sent to inactive or archival
storage and for what period of time.

v. Records are transferred with documentation enabling quick recall of needed items.

vi. Records are checked by the records center or manager with appropriate executive
decision for destruction when no longer needed or required.

vii. Records are destroyed with appropriate proof as required.

The above is a basic records management system. These also are basic tools and procedures
necessary to properly execute and control such system. These include:

1. A responsive records classification system to provide the basic organization and structure
for the control of the records and information;

2. Filing equipment and supplies which properly and effectively hold and control the records,
providing for easy filing and quick access to the information.

3. Filing and paper handling procedures which ensures the efficient handling of the records
and information in the paper and work flow of the organization.

4. A records retention schedule which specifies how long the records should be transferred to
inactive storage in a records center, how long they should be retained in the records center:
whether or not a record is an official copy the duplicate copy to be retained after active
use; whether or not a record is a vital record; whether or not a record has
historical/archival value; and if and when a record should be destroyed;

5. Written procedures and forms needed to transfer records from active to inactive storage,
and to approve destruction of records no longer needed or required.

Information is an important resource and must be given the same management attention
and control as the other more obvious resources. Good information and records management
ensure that the investment in people, facilities and equipment provides the return and results
desired.

Purpose

The purpose of records management can be stated simply as follows:

1. To create records that are only necessary for the efficient and successful operation of
an organization

69
 2. To produce the records when they are requested and keep them for as long as they
are needed.

3. To save the records that are necessary for the continuous operation of an
organization dispose those that are no longer useful.

Concepts of Records Management

The scope of records management range from the “filing concept” to very broad area,
including functions of systems and procedures. The main concepts of records management are the
following:

1. Filing is a Major function of records Management

Since records management is involved in the systematic arrangement and

keeping of government business records, the term “records management” is
immediately associated with the term “filing”. It is term used to connote highest
administration concept of filing activities, which is the placing of records into
containers so that they can easily and quickly be retrieved.

2. Records Management is the Control of Records Retention

Records management was originally conceived in terms of records retention

and disposition control. Under this concept, an effective records management
program considers filed material to be necessary piece of information, has for its
main objective the integration of files in an organization wide basis, makes essential
objectives of early disposal of worthless/valueless paper, and facilities the control of
forms systems and procedure.

3. All Paperwork is Managed

The term “paperwork” is used to signify the broaden areas of paper handling.

4. Records management is the control of the creation, use, maintenance, storage,

restoration, protection, preservation, and disposition of records.

Requirement of a Sound Records Management Program

1. Establishment of new Records Office

Each agency shall establish a Records Office for its records holdings and shall coordinate
with the Records Management and Achieves Office in planning the office lay-out of the
Records Unit.

2. Agency’s Records Officer

Each agency shall appoint a qualified records officer who shall coordinate across the
department lines on their records activated and shall have the responsibility and control
of the agency in his or her possession and custody.

3. Records Management Improvement Committee: It’s Composition

Each agency shall create Records Management Improvement Committee as an advisory

body on the improvement of all phases of records management, the Chairman and
members of which shall be designated by the Head of the agency.

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 4. Agency Records Management Manual

Each agency shall develop and maintain records management operations manual which
shall contain the functions, organizational chart of the records unit, policies and standard
operating procedures on records activities.

Records Maintenance and Control

1. Operation of Incoming and Outgoing Mails

Each agency shall have a centralized receiving and releasing unit of all communicators
for proper recording and routing procedures under the accountability of the Record
Division, section or unit.

2. File Classification Guide for Uniform Filing System

Each agency shall develop a File Classification Guide or Scheme based on its
organizations and functions for a uniform filing system.

3. Personnel Security and Access to the File

The records Officer and/or his duly authorized personnel shall have the sole access to the
office files and shall be responsible for the security of records at all time.

Confidential records shall be kept separately from the general files in secured file
containers.

IV. RECORDS DISPOSAL PROCEDURES:

Rule 1: Inventory of Records

The University shall prepare an inventory of its record holdings in the prescribed
form (Form I) as an initial step in developing the Records Disposition Schedule (RDS)
and for whatever purpose the University may deem necessary.

Rule 2: General Records Disposition Schedules

2.1. The University shall observe the enclosed General Disposition Records Schedule in
determining the disposal of their valueless records. (Annex 1)

2.2. The University shall not dispose of their records earlier than the period indicated for
each record series. However, records may be retained for longer periods if there is a
need to do so.

Rule 3: University’s Records Disposition Schedule

The University shall have a Records Disposition Schedule, to be accomplished in the prescribed form
(Form 2) covering its substantive records and those records not included in the General Records Schedules
to serve as its guide in the disposition of records, subject to the approval of the University President;

71
 Any revision or change in the Schedule shall likewise be submitted for approval by the University
President.

Rule 4: Request for Authorization.

4.1. The University shall not destroy or sell any record without having first secured
authority from the University President;

4.2. The University shall submit to the Records Management and Archives Office four
(4) copies of accomplished “Request for Authority to Dispose of Records” (Form 3).

4.3. Appraisal and Examination of Disposable Records

Upon receipt of the authority to dispose records, the Chief of the Current
Records Division, acting for the Director shall assign a Records Management
Analyst, to appraise and examine the disposable records of the requesting agency
and recommend the manner or method of disposal, such as by burning or direct sale
or shredding before sale in the prescribed form (Form 4).

Rule 5: Authority to Dispose:

5.1. The Director of Records Management and Archives Office, with the concurrence of
the President of the University is authorized to direct destruction or disposal of records in
accordance with the recommendation of the Records Management Analyst of Records
Management and Archives Office who appraised the records;

5.2. The Director of Records Management and Archives Office shall issue the authority
to dispose of records and the manner of disposal using the prescribed form (Form 5);

5.3. All records pertaining to claims and demands by the government of the Philippines
either as a debtor or creditor, and are required to be audited by the Commission on Audit
shall not be destroyed or disposed of by the head of any entity under the authorization
granted without the necessary clearance, from the Commission on Audit, certifying
among other things that the records for disposal are not involved in any case.

Rule 6: Custody of Valueless Records:

The Records Officer who is in custody of the records holding of this state institution shall
be responsible for the safekeeping of the valueless records until its disposal is authorized.

Rule 7: How Disposals Are To Be Accomplished:

2.1. The Records Management and Archives Office together with the COA may re-
appraise and re-examine records for disposal as the need arises.

2.2. To safeguard the sanctity of the records and to check that the records to be disposed
are of the same records which were appraised and examined and that no insertions
have been done, the actual disposal of records shall be witnessed by representatives
of this state institution, the RMAO, and COA.

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Rule 8: Authority to Conduct Public Bidding:

8.1 The University shall conduct public bidding for the disposal of valueless records
once a year following pertinent provisions on public bidding and awarding of
contracts of P. D. 1445. Preferably, the public bidding should be conducted towards
the end of the calendar year so that the effectivity of the contract of the winning
bidder shall be in January of the following year.

8.2. The Records Management and Archives Office shall be furnished with a copy of the
contract.

Rule 9. Certificate of Disposal:

9.1. A Certificate of Disposal (Form 6) shall be prepared in triplicate by the University

and witnessed by the representatives of the Commission on Audit, Records Management
and Archives Office and this University upon the delivery of the disposable records to the
paper mills on warehouse of the winning bidder.

9.2. The certificate shall indicate the nature of the records the manner, place and date of
disposal and their approximate volume in cubic meters and weight.

9.3. The original copy goes with this University, a copy for the Records Management and
Archives Office and a copy for the Commission on Audit.

9.4. The University shall submit a report on the disposal of valueless records to the
Records Management and Archives Office.

Rule 10. Proceeds of Sale:

All proceeds realized from the sale of disposable valueless records shall be remitted
either to the National Fund or the University Fund.

Rule 11. File Breaks and Disposal Periods:

11.1. The University shall determine when to have its file breaks. File breaks are
generally set during the slack periods of filing and servicing. A file break may be set at
the end of the fiscal year or calendar year.

11.2. Records shall be disposed of periodically, usually once a year, soon after a file
break.

Rule 12. Any act or omission in relation to the rules and regulations promulgated in
the guidelines shall be punishable under the provisions of Article 226, 234 and 235 of the
Revised Penal code or any specific rule which may be considered a violation of the
specific provision of criminal laws without prejudice to the filing of administrative case
against the offender.

Rule 13. All orders, rules and regulations or part thereof which are inconsistent herewith are
hereby repealed or amended accordingly.

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 GENERAL RECORDS DISPOSITION SCHEDULE

AUTHORIZED DISPOSITION PERIOD

SIX MONTHS:
1. IBM Cards and Continuous Forms, after data are transferred to magnetic tapes.

ONE YEAR:
1. Applications for Employment/Position
2. Application for Leave of Absence, after absences have been recorded in the leave card
3. Application for resignation/transfer/retirement
4. Blotter for arrival/departure
5. Certificate of Appearance
6. Certificate of Clearance
7. Curriculum Vitae, if superseded/updated
8. Daily Time Records (CS Form 48) after absences have been posted in the leave card
9. Delivery Receipts
10. Employee Interview Reports, after separation of employee
11. Gate Pass
12. Job Orders
13. Locator Slips
14. Memorandum Receipts for Equipment, Semi-Expandable and non-expandable property (GF
32-A) after equipment has been returned/cancelled
15. Mailing lists
16. Minutes of Staff Meetings
17. Press Releases
18. Performance Ratings
19. Performance Appraisal Reports
20. Performance Target Worksheets
21. Position Classification Papers (job descriptions, request for classification and
recommendation, notices of classification), if superseded
22. Recommendation for Employment
23. Requests (Approval of promotion, change of status, reinstatement , transfer) after date of
correspondence
24. Requests and authorization to teach, after date of authorization
25. Requests for bonding officials/employees, after clearance
26. Shipping and packing list on items purchased from dealers, after shipment
27. Signatures and handwriting specimens
28. Supplies and adjustment sheets, after post audited
29. Telegrams
30. Training Plans/Designs/Calendar, after superseded
31. Training Programs/Courses Syllabi after revision/superseded
32. Trip Tickets.

TWO YEARS:
1. Authorization (overtime, salary, transfer of funds)
2. Authority for allowance, after authority has been terminated
3. Canvass of Prices
4. Certificate of Eligibility, after date of certificate
5. Directives/Issuances issued by or for the head of the agency reflecting routinary information
or instruction, if superseded
6. Directories of Officials/Employees, if superseded
7. General Appropriations
8. Inventory of Supplies and Equipment of different agencies, after superseded
9. Inventory tag cards

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 10. Logbooks of Incoming/Outgoing Communications, after the last entry
11. Monthly Reports of Income
12. Monthly Settlement of Monthly Subsidiary Ledger Balance (GF 65-A)
13. Permission to engage in business/private practice and/or teach after approval
14. Personal Data Sheet, after superseded
15. Queries on Prices of Articles, additional funds to meet quotations (BSC Form 11)
16. Semi-Annual Efficiency Reports
17. Supplier’s Identification Certificates with procurement, after renewal
18. Training Reports

THREE YEARS:
1. Acknowledgment (Inquiries/requests) after date of correspondence
2. Advice of Allotment
3. Application for Bonding Officials/Employees (GF 58-A) after cancellation
4. Auditor’s Contract Cards (GF 53-A)
5. Bonds of Indemnity for Issue of Due Warrants (GF 18-A)
6. Budget Ceiling
7. Budget Estimates including Analysis Sheets
8. Cash Disbursement Ceilings
9. Daily Cash Reports
10. Estimates of Monthly Income
11. Invoices of Receipt for Property (GF 30-A), after issuance of clearance
12. Invoices and Receipts of Accountable Forms (GF-33-A) after issuance of clearance
13. Invoices and Receipts for Transfer (GF-10-A), after property has been transferred
14. Notices of Cash Disbursement Ceilings
15. Plantilla
16. Plan of work and request for allotment
17. Reports of Examination (GF-74-A, after superseded)
18. Reports of Operations and supplement including analysis (BF 13)
19. Requests for Obligations of Allotment
20. Schedule of Accounts Receivable (Quarterly)
21. Statements of Accounts Current
22. Statement of Accounts Payable (BF 304)
23. Stock Cards on Supplies, after the last entry
24. Subpoena/Subpoena Duces Tecum
25. Special Budget (GF 91-A)
26. Supplemental Budget
27. Work and Financial Plan
28. Work Programs, after superseded

FOUR YEARS:
1. Abstract of Sub-Vouchers (GF 26-A)
2. Purchase Orders
3. Reports of Examination of paymaster (GF 54-A)
4. Requisition and Issue Vouchers covering emergency purchase of supplies (GF 45-A)
5. Requisition for Equipment of Supplies (BSC Form I)
6. Requisition on Direct Purchase with supporting papers
7. Withholding tax certificates, after superseded

FIVE YEARS:
1. Administrative Cases, from the date of decision, except with documentary evidence presented
in the case which is of value for the protection of the civil, legal, property and other rights of
the citizen. DECISIONS ARE PERMANENT.
2. Application for Relief of Accountability, after death/retirement
3. Bill of Lading (GF 9-A), after acceptance of delivery

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 4. Inventory and Inspection Reports of Unserviceable Property (GF 17-A), after settlement of
credit
5. Invitation to Bid and Bid Tenders (BSC Form 706), after termination of contract
6. Invoices of Deliveries on Supply-Open-End Order Contract
7. List of Supplies under Supply Open Order Contract
8. Performance Rating Cards, after compulsory retirement/death
9. Reports of Overdraft and Misuse of Trust Funds, provided not involved in any case
10. Report of Waste Materials (GF 64-A) after settlement of credit
11. Sworn Statements of Assets and Liabilities, if superseded

TEN YEARS:
1. Bills, after receipt of accounts receivable
2. Certificates of Shortage, provided post-audited, finally settled and not involved in any case
3. Certificates of Settlement and Balances, provided post-audited, finally settled and not
involved in any case
4. Checks and Checks Stubs, provided post-audited, finally settled and not involved in any case
5. Disbursement Vouchers, provided, post-audited, finally settled and not involved in any case
6. General Payrolls, provided post-audited, finally settled and not involved in any case
7. General Vouchers, provided post-audited, finally settled and not involved in any case
8. Journal Vouchers (GF 20-A), provided post audited, finally settled and not involved in any
case
9. Journals of Warrant Issued, provided post-audited, finally settled and not involved in any case
10. List of Remittances
11. Official Receipts (GF 13-A) provided post audited, finally settled and not involved in any
case
12. Quarterly Statement of Charges to Accounts Payable, provided post-audited, finally settled
and not involved in any case
13. Reconciliation Statement
14. Reimbursement Expenses Receipts (GF 3-A) provided post-audited, finally settled and not
involved in any case
15. Reports of Checks Issued and Cancelled
16. Reports of collections and deposits
17. Reports of Disbursement (GF 99-A)
18. Reports of Income
19. Remittance Advice (GF 14-B)
20. Summary of Unliquidated Obligations and Accounts Payable, after payment
21. Sundry Payments
22. Supply Purchase Journal (GF 81-A)
23. Time book and Payroll Vouchers, provided post-audited, finally settled and not involved in
any case
24. Travelling Expense Vouchers, provided post-audited, finally settled and not involved in any
case
25. Treasury Checking Accounts of Agency, provided post-audited, finally settled and not
involved in any case
26. Treasury Drafts (Acctg. Form # 60), provided post-audited, finally settled and not involved in
any case
27. Treasury Warrant, provided post-audited, finally settled and not involved in any case.

TWENTY FIVE YEARS:

1. Acceptance of Resignation, after death/retirement
2. Approval of Retirement/GSIS, after death/compulsory retirement
3. Certificate of Rural Service, after death/retirement
4. GSIS, PhilHealth/Pag-Ibig Membership, after death/retirement
5. Leave Credit Cards, after retirement/death

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 6. Medical Certificate in support of absence on account of illness/maternity, after
death/retirement
7. Personnel Folder (201 Files), after compulsory retirement/death
Appointments
Change of Status/names
Delegation of Authority
Designation/Details
Incentives
Awards
Notice of Salary Adjustments
Oath of Office
Service Records
Training and Career Development (Local and Foreign)
8. Relief from Accountability, after death/retirement
9. Rural Service Records, after compulsory retirement/death
10. Statement of Duties and Responsibilities, after death/retirement

DISPOSAL NOT AUTHORIZED:

1. Annual Reports
2. Annual Statement of Accounts Payable
3. Annual Summary Report for Replacement Program for Non-Eligible
4. Balance Sheets
5. Directives/Issuances issued by or for the head of the agency-documenting policies, functions,
programs of the agency
6. Equipment Ledger Card
7. Expenditures (CF 91-B)
8. Expense Ledgers (GF 80-A)
9. Financial Reports of Operations
10. General Ledgers
11. Index of Sundry Payment by Warrants (GF 83-A)
12. Index Payment of Employees (GF 82-A)
13. Journals of Analysis of Obligations
14. Journals of Bills Rendered
15. Journals of Checks Issued (GF 96-A)
16. Journals of Collection and Deposit (GF 98-A)
17. Journals of Disbursements
18. Minutes of Meetings – Board
19. Official Cash Book for Bank Cash Book (GF 104)
20. Official Cash Books (GF 51-A)
21. Profit and Loss Statements
22. Registry Books of Checks Released
23. Reports of Accountability
24. Statement of Accounts Receivables
25. Statement of Operations
26. Subsidiary Ledgers (GF 67-A)
27. Supplies Ledger Card “Double” (GF 48-A)
28. Supplies Ledger Card
29. Trial Balance
30. Trial Balance Sheet
31. Warrant Control Register
32. Warrant Register (GF 105)

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 CHAPTER XIX

MOTOR POOL

All motor vehicles, owned and operated by the University shall be used strictly and exclusively for
official business and must be plainly marked “For Official Use Only”.

Motor vehicles except those authorized for the exclusive use of the University President and
specified officials, shall continue a pool of vehicles under the direct supervision and control of the Chief of
the Motor Pool or the Director for Physical Plant and Site Development.

Under no circumstances shall a motor vehicle be used without the corresponding trip authorization
certified by the Chief of Motor Pool as to its road worthiness and approved by Campus Director and/or
other officials duly authorized by the University President. Non-compliance by any official driver and
University personnel using said motor vehicle shall hold them liable for any violation committed thereof.

Vehicles specifically assigned to a particular office, official or employee shall be directly under
his responsibility as to proper use, care and maintenance.

The use and operation of motor vehicles registered in the name of the University shall be in
accordance with existing laws, and the rules and regulations of the University.

CHAPTER XX

ADMINISTRATION OF UNIVERSITY’S FINANCES

I. THE UNIVERSITY BUDGET:

The annual budget of the University shall be prepared in accordance with the provisions of laws,
decrees, rules and regulations prescribed by the Department of Budget and Management and the Congress.

Budget Committee with the Budget Officer as Chairman and representatives of the various
programs as members shall be constituted to consolidate and submit to the University President the annual
budgetary request or budget proposal of the University for recommendation and submission to the Board of
Regents and the Department of Budget and Management for approval.

All Chairmen of the various academic departments and chiefs of division/offices of the University
shall submit to the committee through channels the annual budgetary requirements of their respective units
to be prepared in accordance with the guidelines required, which requirements shall be justified on the basis
of the actual needs of each department or division concerned and the development programs of the
University.

Before the beginning of the budget year, the University President shall submit for confirmation by
the President of the Philippines through the Department of Budget and Management the internal operating
budget of the University, as approved by the Board of Regents, observing such rules and regulations
prescribed by the Department of Budget and Management.

Pending approval of the Annual Budget for the ending year, the University shall operate using as
basis the budget of the previous calendar year, savings or income of the University derived from collection

78
of fees, and other sources may be made available for the purpose subject to the guidelines, rules and
regulations prescribed by the Department of Budget and Management.

The University President shall be authorized to order the closing of accounts of completed projects
and direct payment of any and all obligations therefore so as to put the records in order.

Under Section 4d of Republic Act No. 8292, the Higher Modernization Act of 1997, SUCs are
likewise authorized to deposit in any AGDB and treat as Special Trust Funds (STF), income from tuition
fees and other necessary school charges, such as, matriculation fees, graduation fees, and laboratory fees.
The law further authorized the Board of Trustees/Regents of SUCs to disburse such income and other
charges, as well as those generated from the operation of auxiliary services and land grants, for instruction,
research, extension or other programs/projects of the University. Such disbursements require its special
budget duly approved only by the Board of Trustees/Regents which is now empowered by R. A. 8292 to
appropriate the income of the college/university and allocate funds with flexibility.

(Source: COA Circular No. 2000-002: Accounting Guidelines and Procedures on the Use of Income of
SUCs pursuant to R. A. 8292)

II. TRAVELLING EXPENSES:

As authorized by the Board of Regents, the University President may approve the travel of any
University officer, faculty member or non-teaching personnel on official business or official time to attend
such activities as seminars, conferences, workshops, research studies, observation/study tours, and other
worthwhile travel to promote or enhance the instructional, research, extension and production functions of
the University.

All officers, faculty and non-teaching personnel travelling on official business shall be entitled to
travelling expenses in accordance with the provisions of the Travel Law.

III. ACCOUNTING AND AUDITING:

All accounts and expenditures of the University shall be audited by the Commission on Audit, and
all disbursements shall be made in accordance with laws, rules and regulations of the Commission.

All disbursement vouchers and checks shall be submitted to the University President for approval
or in his absence his duly authorized representative may sign and approve such disbursement vouchers,
within the limits as determined by the University President.

IV. I NTERNAL CONTROL SYSTEM:

A sound system of internal control shall be installed, implemented

and monitored in carrying out the programs of the University which concept shall embrace the
administrative, operational accounting, and financial aspects of the University, responsive to the provisions
of P. D. 1445, Section 2 and 124 and Section 1a of P. D. No. 898.

79
 CHAPTER XXI
AUXILIARY SERVICES

Under the Auxiliary Services are two offices/departments, namely:

1) Plant Site and Development, and

2) Business Affairs

The Office of Auxiliary Services, likewise, assumes responsibility in their operation and
establishment of various income-generating enterprises of the University such as store, canteen, bakery,
animal projects, palay seeds, and commercial palay projects.

Objectives:
1. To provide logistical support in areas of physical planning, repair, and maintenance and
construction to all programs of the University;

2. To provide assistance support for instruction and community services through agri-business
operation and most importantly to generate income for the university.

I. THE OFFICE FOR PLANT SITE AND DEVELOPMENT:

The Auxiliary Services through the Plant Site and Development Office provides attention
to maintenance, improvement and repair of University physical plant and facilities which includes
buildings, water system, electrical, farm machinery, heavy equipment, and vehicles. The Office
holds responsible for other activities such as maintenance of the cleanliness in the campus,
assistance in farmers operation and improvement of land site.

II. THE BUSINESS AFFAIRS OFFICE:

The Business Affairs Office shall be headed by a Director to be assisted by Project

Managers.

SCOPE:

The Business Affairs Office shall formulate programs for increasing income from
instruction, research, extension, production, and such other special projects and activities aiming
for fiscal autonomy (LOI No. 1461).

The Business Affairs Office shall coordinate and monitor all the activities of the various
projects of the University generating income and shall implement all rules and regulations
including directive relative thereto.

RULES AND POLICIES:

1. Operating income from tuition fees and other school fees such as laboratory, library,
identification card, medical/dental entrance, athletic, matriculation, diploma,
cottages, dormitories/guestel, late registration, rent of toga, water and electric bills,
land rentals and miscellaneous fees such as transcript, certification, validation,
adding and dropping of subjects shall be deposited with the national treasury and
recorded as special account (151) of the University in the General Fund (101)
pursuant to existing laws. Included in this category are the book binding and the
duplicating machine and all other similar operating incomes.

80
 2. Under Section 4d of Republic Act No. 8292, the Higher Education Modernization
Act of 1997, SUCs are likewise, authorized to deposit in any AGDB and treat as
Special Trust Funds (STF) income from tuition fees and other necessary SUC
charges such as matriculation fees, graduation fees, and laboratory fees. The law
further authorized the Board of Trustees/Regents of SUCs to disburse such income
and other charges as well as those generated from the operation of auxiliary services
and land grants for instruction, research, extension or other programs/projects of the
University. Such disbursements require a special budget duly approved only by the
Board of Trustees which is now empowered by Republic Act No. 8292 to
appropriate the income of the College and allocate funds with flexibility. (Source:
COA Circular No. 2000-002)

3. To augment the operating income, the University shall engage in commercial

agribusiness programs that shall operate under the revolving fund concept. The
program shall constitute a diversified crop and farms should include multiple
vegetable and other production, food processing, cafeteria, animal raising, bakery,
floriculture, pomology and other similar projects generating income from for the
University.

4. All sales from crops and animal production and manufacturing programs shall be
reconstituted as Revolving Fund (161) pursuant to LOI Nos. 872 and 1026 to be
accounted for in a separate set of Book of Accounts (Fund Codes 161 and 163) and
deposited in authorized government depository bank (AGDB) under current account
and shall be made available to cover expenses directly incurred in the activities,
withdrawals on a joint signature of the authorized representative of the University
and the Commission on Audit without need of a special budget for the purpose.
Whenever possible, an amount can be deposited in authorized government
depository bank under time deposit; provided, that any interest shall accrue to and
form part of the Revolving Fund (161) to be used for the same purpose for which the
fund is authorized (NCC No. 331, LOI No. 1026, COA Circular No. 84-239).

In addition, Fund 164 was issued by the DBM for use of the University which
was granted authority to use all income accruing to it by virtue of Executive Order
No. 714.

5. University personnel applying for the sariling sikap program and other programs of
the University shall be required to submit the feasibility study/project
proposal/prospectus at the start of the ensuing school year or cropping season for
approval of the University President as recommended by the Business Affairs Office.

6. Honoraria of Project/Production Manager shall be determined in accordance with

existing laws and regulations.

III. THE BUSINESS AFFAIRS COUNCIL:

The Business Affairs Council shall be the governing body of the Business Affairs
Division and in-charged with the formulation of policies for effective implementation of the
University’s production program.

The Business Affairs Council shall consist of the University President as Chairman, the
University Vice-President as Vice-Chairman, the Director of the Business Affairs Division as
Secretary, and the Vice-President for Academic Affairs, Vice-President for Research and
Development, Dean of Agricultural Science and Technology, Legal Office, Principal of the
Laboratory Secondary Department, and Internal Control Unit Chief, as Members.

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 CHAPTER XXII

RESEARCH AND EXTENSION SERVICES

Scope:

1. Research and extension programs shall be formulated in line with the mandate of the
State University; to enhance the development of the service areas of the University;
and to jibe with regional and national development thrusts.

2. Researches at the University shall be in the areas of, but not limited to, agricultural
production, animal nutrition and production, animal and plant breeding, to name a
few. Technology information dissemination, skills and leadership training, specialist
support, outreach projects, and extension advancement are recognized as legitimate
extension and training activities.

3. Research activities shall be undertaken toward the discovery and/or expansion of

scientific knowledge and development of appropriate technologies. Extension
activities shall be geared to the dissemination and utilization of useful information
and technologies for the improvement of the quality of life in the service areas of the
University.

Rules and Policies:

1. Overall administration and supervision of research and extension affairs shall be

vested in the Vice-President for Research and Development.

2. The University adopts an inter-unit, inter-disciplinary, multi-functional, and inter-

agency strategy in undertaking research and extension activities

3. Research and extension plans, programs or proposals shall be in accordance with

established criteria and priorities;

4. The operational guidelines shall be contained in a manual for research and extension
policies and administration.

Research and Extension Council:

 The Research and Extension Council shall consist of the Vice-President for Research and
Development as chairman, the Director for Research and Development as Secretary, the
Directors of Extension Services, Vice-President for Academic Affairs, College Deans,
Director for Publications and media Services, and Manager of Experiment Farm, as Members.

 Representatives of other government and private research, extension and development

institutions/agencies may be invited to participate in the Council meetings;

 The Research and Extension Council shall formulate policies, guidelines, rules and
regulations governing research and extension and recommend to the Administrative Council
for approval.

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Research and Extension Personnel

The Research Staff shall be composed of:

a. University officials and faculty members who are detailed and/or designated as research
administrators and support personnel or conducting research projects;

b. Full-time research personnel as research administrators, researchers or support staff and having
positions as Science Research Specialist, Science Research Analyst, Statistician, Science Aide,
Educational Researcher, Research Assistant, Equipment Operator, Driver, Utility Worker,
Laborer, Security guard, Secretary and Clerk and other positions as may be created.

The Extension Personnel shall be composed of:

a. University officials and faculty members who are either detailed/designated as extension
administrators and support personnel or conducting extension activities;

b. Full-time extension personnel as extension specialist, communication specialist, information

editor, training specialist, subject matter specialist, print media editor, artist illustrator,
photographer, driver-mechanic, secretary, clerk, and other positions as may be created.

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 CHAPTER XXIII

INFRASTRUCTURE

LSPC became LSPU through REPUBLIC ACT NO. 9402 “AN ACT CONVERTING THE
LAGUNA STATE POLYTECHNIC COLLEGE IN THE PROVINCE OF LAGUNA INTO A STATE
UNIVERSITY, TO BE KNOWN AS THE LAGUNA STATE POLYTECHNIC UNIVERSITY (LSPU),
AND APPROPRIATING FUNDS THEREFOR” during the 13 th Congress. It was the result of struggle in
Congress thru House Bill No. 5953 (introduced by Laguna Representatives, namely: Hon. Benjamin C.
Agarao, Jr., 4th District; Hon. Danton Q. Bueser, 3rd District of Laguna; Hon. Joaquin “Timmy” Chipeco,
2nd District; and Hon. Uliran Joaquin, 1st District.) and Senate Bill No. 293 when it received the Certificate
of Urgency signed by Her Excellency President Gloria Macapagal Arroyo. Thus, on February 8, 2007,
Republic Act No. 9402 was approved in Congress. It was signed into law by Her Excellency President
Gloria Macapagal-Arroyo on March 22, 2007.

The law became effective on April 10, 2007, that was, fifteen (15) days after its publication in two
newspapers of general circulation, e.g. Malaya, dated March 24, 2007 and The Daily Mirror on March 26,
2007. By operation of the new law, Dr. Ricardo A. Wagan received a new mandate as the first University
President, and LSPU-Sta. Cruz Campus in Barangay Bubukal, Sta. Cruz, Laguna becomes the Main
Campus.

It should be noted that the conversion was coupled with hard work and cooperation of all LSPU
constituencies, parents, townspeople, community and officials of this State Institution, government leaders and die-hard
political supporters.

During its humble beginnings, the following infrastructures were already in existence, as follows:

i) Administration (Agritech) Building,

ii) Vocational-Agriculture Building,

iii) Related Subjects Building,

iv) Science Building/Complex, and

v) Gymnasium (under construction).

All of these buildings were repaired and renovated during the incumbency of President Dr.

Ricardo A. Wagan from 1985 to present, to wit:

i) The Administration Building was repaired and rehabilitated and Extension Wings

were constructed housing the following: (2 nd Floor) Board of Trustees Hall, Function

Room, Conference Room, and Office of the President and Staff; while in the Ground

Floor are offices of the Deans, Directors and other Senior Officials, including offices

of student organizations such as SSC, Student Organ, and Student Teachers.

ii) The Vocational Agriculture Building was dismantled, as per recommendation of the

DPWH and a new building was constructed, now housing the Computer Center,

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 Speech Laboratory, Chemistry Laboratory, Physics Laboratory, Typing Room, among

others;

iii) The Related Subjects Building was also totally dismantled and a new complex was

put up known as the Agritech Complex funded by the Australian Agency for

International Development (AusAID), with a total grant of US $50 Million (estimate),

including faculty development and other facilities;

iv) The completion of construction of the Academic Hall and Gymnasium was

completed during the incumbency of Dr. Wagan.

lSPU Siniloan Host Campus

The following buildings and facilities were constructed and completed at Siniloan Main Campus:

(1) The AGRITECH Complex (AusAID grant)

(2) The Animal Science Project Complex

(3) The Miriam Santiago Research Building Complex

(4) LSPU Guest House

(5) LSPU College Library

(6) Community Outreach Center (AusAID grant)

(7) Infirmary

(8) Extension of THE Building

(9) Faculty Duplex Housing Unit

(10) LSPU Main Campus Computer Laboratories (three)

(11) Tissue Culture Laboratory

(12) Physics Laboratory Room

(13) Chemistry Laboratory, and

(14) Speech Laboratory

(15) LSPC Business and Trade Center

85
 Further, the following buildings and facilities were refurbished::

(1) LSPU Multi-Purpose Gymnasium and Academic Hall

(2) LSPU Multi-Purpose Covered Court

(3) LSPU High School Library

(4) Agricultural Mechanics Building, Bio-Organic Plant and Dryer Shed (AusAID

grant)

(5) LSPU Canteen

(6) Agricultural Engineering Building

(7) Entomology Building

(8) Pathology Building

(9) LSPU Nursery (AusAID grant)

(10) LSPU Main Campus Gate and Fences

(11) LSPU Road and Electric Networks, and

(12) LSPU Water Systems

(13) Men’s Dormitory

(14) Women’s Dormitory

(15) Student Center

(16) LSPU Faculty Housing Units

Furthermore, the following buildings/facilities were refurbished and/or constructed under

the incumbency of Pres. Nestor M. de Vera:

(1) Old Administration Building

(2) Dr. Ricardo A. Wagan Building

(3) Extension of Home Economics Kitchen

(4) LSPU AGRIBUSINESS Store and Canteen

(5) Additional Parking area for motorcycles

86
LSPU Sta. Cruz Campus:

The following buildings and facilities were constructed and completed at Sta. Cruz Campus:

(1) College Administration Building

(2) Stage at the Activity Center

(3) Four PE Rooms with Toilets

(4) Technology and Home Economics Building

(5) School Canteen Kitchen

(6) FPA Canteen’s Mini Warehouse

(7) Math Mini Library

(8) Comfort Rooms at the Activity Center, near Chapel and Dental Clinic

(9) Study Sheds and Benches

(10) Pathway and Pathway Sheds

(11) Drainage Canal Systems

(12) Improved Water Piping Installation

(13) Lean-Off Roofs and Roofing Extension

(14) Garage for Mini-Bus, and

(15) DMST Office Ceiling and Sink Cabinets

Moreover, the following buildings were completed:

(1) LSPU Sta. Cruz Campus Dormitory

(2) Engineering Building

LSPU Los Baños Campus

The following buildings and facilities were constructed and completed at Los Baños

Campus:

(1) HRM Guest House, and

(2) Three-room Building beside HRM Guest House

At the same time, the Fishery Building, Home Economics Building cum Office of the

President and other facilities were refurbished.

87
 (3) Six Classroom Two-storey Building funded by the Office of the Governor was

constructed.

LSPU San Pablo City Campus

While at LSPU San Pablo City Campus, the following were constructed during the
incumbency of Dr. Ricardo A. Wagan:

1. Teacher Education Building;

2. Covered Walk; and

3. Mini Park

4. University Canteen

CHAPTER XXIV

PLANNING AND DEVELOPMENT COMMITTEE

The Planning and Development Committee shall be headed by the University President with the
following as Members: The four (4) Vice-Presidents, namely: for Academic Affairs, for Administration,
for Research and Development, and for External Affairs; The Deans of the different Colleges; and
Program Directors.

The Committee shall:

 Initiate, coordinate, monitor and evaluate the development activities of all sectors in the
University;

 Coordinate the preparation of project/program plans and proposals;

 Provide assistance in packaging program plans and proposals;

 Serve as a data bank and the center of public information of the University;

 Perform such other functions which the University President may assign.

88
 CHAPTER XXV

BIDS AND AWARDS COMMITTEE

The Bids and Awards committee (BAC) shall have at least five (5) members, but
not more than seven (7) members. It shall be chaired by at least a third ranking permanent
official of the procuring entity other than its head, and its composition shall be specified
in the IRR. Alternatively, as may be deem fit by the head of the procuring entity, there
may be separate BACs where the number and complexity of the items to be procured
shall so warrant. Similar BACs for decentralized and lower level offices may be formed
when deem necessary by the head of the entity. The members of the BAC shall be
designated by the Head of Procuring Entity. However, in no case shall the approving
authority be a member of the BAC.

Unless sooner removed for a cause, the members of the BAC shall have a fixed
term of one (1) year reckoned from the date of appointment, renewable at the discretion
of the Head of the Procuring Entity. In case of resignation, retirement, separation,
transfer, re-assignment, removal, the replacement shall serve only for the unexpired term.
Provided, That in case of leave or suspension, the replacement shall serve only for the
duration of the leave or suspension. For justifiable causes, a member shall be suspended
or removed by the Head of the Procuring Entity.

Function of the committee:

 Advertise and/or post the invitation to bid;
 Conduct pre-procurement and pre-bid conferences;
 Determine the eligibility of prospective bidders;
 Receive bids;
 Conduct the evaluation of bids;
 Undertake post-qualification proceedings;
 Recommend award of contracts to the Head of Procuring Entity or his duly authorized
representative. That in the event the Head of Procuring Entity shall disapprove such
recommendation, such disapproval shall be based only on valid, reasonable and
justifiable grounds to be express in writing , copy furnished the BAC;
 Recommend the imposition of sanction in accordance with Article XXIII of RA no. 9184;
 Perform such other related functions as may be necessary, including the creation of a
Technical Working Group from a pool of technical, financial and/or legal experts to
assist in the procurement process.

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 APPENDICES

 Batas Pambansa Bilang 482

 Republic Act No. 9402
 Republic Act No. 8292
 CSC MC No. 8 s.2013(RBPMS)
 LSPU SPMS OF 2011

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