1

REVISED EXTENSION MANUAL (DRAFT)

CHAPTER 1
GENERAL PROVISIONS
1.1. University Vision
A provider of relevant and quality education to a society where citizens are
competent, skilled, dignified, and community-oriented.
1.2 University Mission
An academic institution providing technical, professional, research and extension
programs to form principled men and women of competencies and skills responsive to
local and global development needs.
1.3 Legal and Institutional Framework
The mandates of the Extension Services of Northwest Samar State University
are grounded on pertinent legal provisions and executive issuances which serve as the
overall framework in the delivery of its programs and projects.
1.3.1 Republic Act No. 8292. This also known as the “Higher Education
Modernization Act of 1997” which mandates State Colleges and Universities
(SCUs) to promote the establishment of research and extension centers (Sec.
4m).
1.3.2 RA No. 9719. An Act converting the institution from Tiburcio Tancinco Memorial
Institute of Science and Technology to Northwest Samar State University
integrating Samar State College of Agriculture and Forestry which envisions to
be a provider of relevant and quality education to a society where citizens are
competent, skilled, dignified, and community-oriented.
1.3.3 BOT Res. No. 16, s. 2003. Creating the Office of Extension Services which shall
primarily involve in the identification, planning, implementation, and supervision
of research- based extension programs/projects/activities.
1.3.4 CHED Memorandum Order No. 52, s. 2016. The Commission on Higher
Education mandates universities or higher education institutions to create
extension programs that will provide the space to discover practical, evidence
and science-based answer that can address real-world, social, economic and
environmental challenges of partner citizens and communities. It is a set of
iterative processes that enable evolution, revision, adaptation, and change.
Along with this thrust, the Commission on Higher Education identifies extension
as one of the mandated functions of higher education institutions along with
instruction, research, and production.
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CHAPTER 2
EXTENSION SERVICES

2.1 Mission
The Extension Services of the Northwest Samar State University aims to deliver
quality and relevant extension services through advance education, higher technological,
professional instruction and training in agriculture, science, education, engineering,
forestry, technology, and management courses and other related fields to potential
stakeholders to enable them to effectively improve production and quality of life among
communities and/or institutions at the same time, enhance the University’s academic
and research programs.
2.2 Goal
Empower potential stakeholders through various sustainable extension services
that will improve their standard of living.
2.3 Objectives
The extension function of the NwSSU in collaboration with institutions/agencies
aims to improve productivity, profitability, equity, and well-being among potential
stakeholders through relevant, effective, and efficient extension services. The Office of
Extension Services of the University aims the following:
2.3.1 Utilize research outputs or technologies to potential stakeholders to develop skills
as a mechanism to stimulate economic development;
2.3.2 Increase the capacities of potential stakeholders through the delivery of relevant
and appropriate extension services vis-à-vis the needs of the community, in
general, and the stakeholders, in particular.
2.3.3 Transform values among potential stakeholders relevant to socio-economic
sustainability;
2.3.4 Intensify communication and information services to disseminate knowledge and
skills to various stakeholders; and
2.3.5 Establish strong monitoring and evaluation system that would measure the
effectiveness and impact of programs and projects implemented to various
stakeholders.
2.4 Strategic Directions
The Northwest Sate Samar University (NwSSU), just like any institution of higher
learning, shares in the responsibility to actively participate or undertake relevant,
research-based, and needs-based extension services that could contribute to the
development of various stakeholders within its service areas.
These extension services are in line with the distinctive and appropriate
technologies, expertise and other available resources that the University offers. It
becomes a development catalyst that initiates, collaborates, and sustains developmental
programs together with its partner agencies and potential stakeholders.
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2.5 Extension Agenda

Extension, as one of the mandated functions of higher educational institutions,
translates the academic institutions’ involvement in community development and people
empowerment. It is an avenue where relevance and responsiveness of curricular
programs are validated by enriched quality of people’s lives and responding to
community needs.
The Extension Program is considered as a set of programs, projects and
activities involving alumni relations, linkages, placement, community development, and
livelihood skills and technology development, literacy and education, and environmental
protection and conservation, gender and development, among others are regularly
undertaken by faculty, staff and students through the Office of the Extension Services of
the University and the College Extension Units. Essentially, extension services and
programs enable the academic institution to be a catalyst in social transformation
through social engineering or human infrastructures. The extension services and
programs are developmental, integrated, comprehensive, and sustainable.
The Extension Agenda serve as the framework in carrying out the community
extension activities/services of the University. It is guided by development extension
principles of community development through participatory approach, promotion of self-
reliance, and societal transformation by serving the poorest of the poor, the less
privileged, the deprived and the undeserved. Through its programs, projects and
activities, the school gains relevance and responsiveness to its stakeholders.
The Office of Extension Services (OES) considers proposals for funding and
evaluation of extension services that are consistent with its mandate, academic program
offerings and research programs. Particularly, the implementation of extension services
shall include the following priorities:
 Literacy and Continuing Education
 Livelihood and Skills Development
 Techno-Entrepreneurship
 Food, Health and Nutrition
 Good Governance
 Cultural and Sports development
 Disaster Risk Reduction and Management and Community Resilience
 Environmental Protection and Conservation
 Public Safety and Security
 Sustainable Agriculture/Eco-tourism
 Information Communication and Technology
 Gender and Development
2.6 Extension Services and Strategies
Planning, implementation, as well as monitoring and evaluation shall be
participated by all potential stakeholders on the following strategies:
2.6.1 Research-cum-Extension/ Technology Transfer Utilization and
Commercialization. Establishment of techno-demo will be used to make target
clientele aware of technological advancement/ innovations and to demonstrate its
importance in improving existing practices, systems, and procedures.
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2.6.2 Training Programs. Trainings are provided to strengthen and/or reorient

knowledge, skills, values and practices of various stakeholders. These trainings
are categorized into research-based, needs-based, program-based and request-
based.
2.6.3 Technical Assistance, Consultancy and Advisory Services. Extension
Agents/Technical persons shall provide technical assistance, consultancy, and
advisory services to potential stakeholders in making decisions that require
professional expertise.
2.6.4 Information Communication Services. This refers to communication and/or
dissemination of knowledge and skills thru access of digital information about
extension services online and IEC Materials Development Information Drives,
e.g. brochures, flyers, leaflets and the like. All extension materials should be
evaluated and endorsed by a designated body of experts for screening process.
2.6.5 Advocacy Campaigns. Advocacy campaigns shall be done through community
organizing and ground working to empower stakeholders to develop self-reliance
and resiliency.
2.6.6 Community Outreach. Community outreach activities shall be conducted in areas
outside the university/college, e.g. pilot projects, community-based social
services, mobile clinic, which are delivered to potential groups and/or
organizations that are deemed in need of immediate assistance and/or support.

CHAPTER 3
ORGANIZATION AND MANAGEMENT

3.1 The Organizational Structure

The Office of Extension Services shall be under the Vice President for Research
and Extension to be manned by the Extension Director, College Coordinators and
Extension Services Personnel and other faculty members identified to be members of
the different program components of the Office. The organizational structure of OES is
shown in Figure 1.
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UNIVERSITY PRESIDENT

VICE PRESIDENT FOR RESEARCH, EXTENSION, AND EXTERNAL AFFAIRS

RESEARCH DIRECTOR FOR EXTENSION SERVICES

SERVICES

MONITORING AND EVALUATION COMMITTEE

SECRETARY

TECHNOLOGY PACKAGING, EDUCATION AND

INFORMATION DISSEMINATION COMMITTEE

UNIVERSITY EXTENSION PROGRAM COMMITTEE RESEARCH-BASED EXTENSION SPECIAL PROJECTS AND LINKAGES
(Barangay-based) PROGRAMS COMMITTEE COMMITTEE

COM EXT. COE EXT. CAS EXT. CET EXT. CCIS EXT. CGS EXT.
COORD COORD COORD COORD. COORD. COORD

Figure 1: Office of Extension Services Organizational Structure

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3.1 Scope of Program Components

3.1.1 Need-Based/Community-Based Extension Program
This is the regular extension program/project adapted by the Office of
Extension Services and facilitated by the Extension Coordinators in every
college. Proponent/s of the program/project come/s from the college and
membership in the committee is therefore project-based. The program/project is
based on the needs-assessment conducted for the purpose by the OES prior to
the implementation of the program/project. The identification of the
program/project to be implemented is also based on the prioritization and thrust
of the Office of Extension Services of the University.
The Extension Coordinators of every college are the ones primarily
responsible in encouraging and facilitating their colleagues to submit extension
project proposals to the Office of Extension Services.
3.1.2 Research-Based Extension Program/Project
The Committee shall be responsible for facilitating the submission of
research-based extension program and/or projects. The members shall
coordinate with the Research Office for research undertakings in which an
extension project can be developed or conceptualized. This is a project-based
committee and therefore, membership is based on the actual project being
approved.
3.1.3 Special Projects and Linkages Committee
The Special Projects Committee shall be responsible for facilitating the
submission of potential special projects to the Office of Extension Services. They
shall be linking with agencies like Department of Science and Technology,
Department of Trade and Industry, Department of Environment and Natural
Resources, Department of Agriculture, Local Government Unit of Calbayog, and
other agencies/institutions which may have some programs and projects that are
deemed potential for partnership and/or tie ups with the extension
programs/projects of the university. They shall identify appropriate personnel
(faculty and non-teaching) as takers of the project and help facilitate in the
development, submission, approval and implementation of the project/program.
The Special Projects Committee is a project-based committee and
therefore, not all regular members shall be automatically considered as members
of the program/project. Their membership to the actual project shall be based on
the expertise and necessity of the project/program.
3.1.4 Education, Information and Dissemination
This Committee is responsible for the development, production, and
dissemination of technology and extension programs and projects information
materials intended for education and training to the beneficiaries and potential
adapters. They shall prepare various information education materials such as
brochures, flyers, manuals, and the like.
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The Committee shall be independent from the project, but the production
of the different materials shall be credited as one extension project of the
Extension Service Office and before they proceed with their project, a project
proposal shall first be made and approved by the University. Corresponding
terminal report for every technology package or education, information and
dissemination undertakings shall also be submitted before another round of
production is ventured into.
3.1.5 Monitoring and Evaluation
This Committee shall be primarily responsible for the monitoring and
evaluation of the various extension programs and projects implemented by the
University. Specifically, they should ensure that planning, implementation, and
post-implementation activities of extension programs and projects are effectively
and efficiently conducted. They shall prepare and submit progress reports and
validate the terminal report submitted by project implementers. They shall
conduct an external evaluation to ensure the checks and balances in the
implementation a program/project and when necessary, develop and submit
impact assessment report/s.
The members of the Monitoring and Evaluation Committee shall be fixed
but their involvement shall be project-based. As such, not all members of the
committee are automatically members of all extension programs and projects to
be implemented by the Office of Extension Services. It is the Extension Director
who shall determine as to who will be involved as a member for M and E in the
project, taking into consideration the availability and the nature of the project to
be implemented vis-à-vis the expertise/area to be monitored.
3.1 Composition, Duties and Responsibilities
The following are the duties and responsibilities of the different positions as
reflected in the organizational structure, to wit:
3.1.1 The Extension Service Office
3.1.1.1 Composition
The Director of Extension Service is the Head of the Office of Extension
Services and is responsible for the management of the Extension Service
Program of the University. The Director for Extension Services is assisted by and
coordinated with College Extension Coordinators and members of the different
program components.
3.1.1.2 Functions
The Extension Service Office is tasked to perform the following specific
functions:
1. Carry out the extension service function of the University
2. Implement policies, guidelines and mechanisms in performing
extension service
3. Manage the University’s Extension Service Program
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4. Conduct research on the varied aspects of the extension service and

its management
5. Create effective mechanisms that ensure productive extension
services.
6. Establish partnerships with industries and government and non-
government agencies and organizations for the attainment of
sustainable development and economic upliftment of the
beneficiaries.
7. Develop and implement a continuing program of skills enhancement
for extension workers
8. Augment the University’s budgetary provision for extension service by
tapping external sources of funds
9. Maintain effective linkages with government and non-government
agencies for successful extension activities/programs, particularly
forging a Memorandum of Agreement/Memorandum of Understanding
(MOA/MOU).
10. Establish monitoring and evaluation system for the effective and
efficient implementation of programs and projects.
3.1.2 Extension Services Council
The Extension Service Council (ESC) is the policy-making body of the
Office of Extension Services. All extension proposals are subject to its
evaluation.
3.1.2.1 Composition
The Extension Services Council (ESC) is headed by the University
President, Vice President for Research, Extension, and External Affairs, as vice-
chair, and the Director of the OES, University Budget Officer, Head of Research
and Extension Services of the external campus as members.
3.1.2.2 Functions
The Extension Services Council is tasked to perform the following
specific functions:
1. Formulate policies related to the conduct of in-house review and other
related services.
2. Evaluate proposals and recommend approval for institutional or
external funding to the Board of Regents
3. Ensure the relevance of the extension program to research,
instruction, and production.
3.1.3 Director for Extension Services
The Director for the Office of Extension Services manages all extension
services of the University.
3.1.3.1 Functions
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The Director for the OES is tasked to perform the following specific
functions:
1. Plan and prepare, in consultation with College Extension Coordinators
and other concerned individuals, the necessary targets and output
indicators to be accomplished in the academic year.
2. Coordinate with all the Extension Services Units of the various
colleges of the University, including external campuses;
3. Publish notice for the submission of extension proposals and
schedule for in-house review;
4. Identify technical experts and convenes the members of the ESC for
In-house review;
5. Facilitate allocation of funds to the different colleges in coordination
with the university budget officer;
6. Maintain effective linkages/partnership with government and private
organizations carrying on extension-type activities;
7. Disseminate information on the extension services of the university
through the university’s publication office.
8. Prepare and submit report to the Vice President for Research,
Extension, and External Affairs or University President on matters
related to extension service.
9. Submit monthly/annual report and plan of activities to the office of
Vice President for Research and Extension and External Affairs and
concerned offices.
10. Conduct periodic monitoring and evaluation of extension problems
affecting technology and rural communities particularly those in the
service areas;
11. Plan and prepare training development programs for the members of
the Office of Extension Services and other extension agents; and
12. Perform such other functions as may be assigned by the Vice
President for Research, Extension and External Affairs , or the
University President.
3.1.4 College Extension Coordinator
There shall be a College Extension Unit for every college/department of
the University headed by the College Extension Coordinator who shall at the
same time serve as the coordinator to the Office of the Extension Services of the
University. The College Extension Coordinator shall be designated by the Dean
of the College at the start of every academic year.
3.1.4.1 Functions
The Extension Service Office is tasked to perform the following specific
functions:
1. Initiate regular extension planning sessions for the college/campus;
1.1 Call for the submission of project proposals from the area chairs
based on the thrusts and priorities of the program;
1.2 Consolidate the project proposals submitted by the proponents in
the college;
1.3 Present the mother proposal to the college faculty for deliberation
to avoid overlapping of activities including students’ participation.
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2. Submit reports of all on-going and/or completed extension activities to

the OES;
3. Lead the implementation of approved extension activities of the
college;
4. Conduct periodic monitoring and evaluation of the activities
implemented by the college;
5. Manage community outreach services and activities either in-campus
or community-based;
6. Keep and manage records of college extension programs, projects
and activities in the College; and
7. Disseminate results of completed extension programs/projects and
activities to concerned offices, stakeholders and recipients of the
program/project or activities in coordination with the Office of
Extension Services and assisted by the Information, Education, and
Dissemination Committee.
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CHAPTER 4
EXTENSION PROGRAMS AND SERVICES

4.1 General Provisions

Extension is one of the four-fold functions of the Northwest Samar State
University. Hence, all faculty members are mandated to be involved in and implement
extension projects or programs in their fields of expertise. These projects or programs
must be in accordance with the University’s extension thrusts and agenda. Conduct of
extension activity procedures must strictly comply with this Extension Manual.

4.2 Membership to Extension Programs/Projects

Membership to any extension program/program must comply with the following
guidelines:
a. Membership to extension programs and projects in one academic year shall
be for a maximum of three programs/projects.
b. Any faculty member may take the lead or become a program/project leader.
c. The maximum number of members for one project shall not exceed five (5)
except when the project requires more than the allowable number subject to
valid grounds and justification and duly approved by the evaluators of the
project during the in-house review.
d. A non-teaching staff or personnel and job order employees may participate in
any extension project provided he/she has to serve or render his/her services
beyond the regular working hours. Provided further that a maximum of two
(2) extension projects in one academic year shall be allowed.

4.3 Minimum Number of Hours and Days for Extension Work

a. As mandated, all faculty members are required to indicate in their teaching

loads a minimum of three (3) hours for extension work within the 40-hour
requirement in a week.
b. Faculty members who are members of extension projects shall, as much as
possible, schedule their extension work beyond the regular three-hour
requirement within the work week, i.e. on weekends and other days of the
week when classes are not held or during holidays.
c. However, at times when there is a necessity for extension workers to hold the
extension activity within the regular work week, the concerned faculty
member/s shall seek approval first from the University President to hold such
activity duly endorsed by the Extension Director and the usual procedures
applied in going out of the premises of the University, i.e. pass slip or official
time shall apply.
4.4 Planning and Setting of Targets
The Office of Extension Services shall initiate the planning and consultation in the
setting of targets for extension programs and projects vis-à-vis the targets set by the
University in every academic year. Based on the targets and institutional plan, the
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Director shall then advise the College Extension Coordinators to plan out their respective
programs and projects in line with the institutional plan and targets.
4.5 General Process in the Submission and Approval of Extension Programs and
Projects
a. The Office of Extension Services announces the call for proposals for
extension programs and projects at the beginning of every quarter for
interested proponents.
b. Proponents prepare the proposals using the Extension Project Proposal
Format (See Appendix A) and submit them to the college extension
coordinators for the latter’s notation.
c. The OES consolidates the submitted proposals and schedules an in-house
review to determine the viability and relevance of the proposals vis-à-vis the
Extension thrusts and agenda.
d. The Research and Extension Council reviews the proposals for finalization
and endorsement to the Research and Extension Council; which in turn
makes the necessary endorsement to the Board of Regents for approval.
e. The OES prepares the special order to project/program implementers duly
signed by the University President.
f. The OES consults with the implementers of approved projects/programs to
settle period of implementation and other concerns.
g. The OES facilitates the preparation and submission of Project Procurement
Management (PPMP) and Approved Budget for the Contract (ABC) of the
supplies and materials needed for implementation to the Procurement Office.
h. The needed supplies and materials for the program/project are provided to
implementers.
i. Preparatory activities and other social preparation are conducted for the
recipients through the Education, Information, and Dissemination Committee.
j. The extension projects/programs are implemented in the given time frame.
k. The OES monitors the implementation of the programs/projects through the
Monitoring and Education Committee.
l. The project/program implementers prepare the Progress Monitoring Report
(See Appendix C) to be submitted to the OES.
m. The OES receives the External Project/ Program Terminal Report from
implementers.
n. The OES issues endorsement for acceptance and release of honoraria to
program/project implementers.
o. The OES require the M & E Committee to submit progress and terminal
report of every program/project.
p. The OES consolidate the reports of the M & E.
q. The OES conducts impact assessment of the program/projects conducted.
r. The OES submits report to concerned University officials.
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Figure 2. General Extension Process Flow

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4.6 Program Component Planning, Implementation and Evaluation

4.6.1 Community-Based Extension Programs
4.6.1.1 Fundamental Provisions
a. The Community-Based Extension Program (CBEP) is a regular
program of the university that aims to provide extension service
programs, activities, and projects that will enable local communities to
achieve sustainable development.
b. The CBEP may include (but not limited to) capability-building training,
community outreach, and high-impact and long-term integrated
community-based development programs.
c. The beneficiary (e.g. local community or barangay) is chosen based
on results of the Needs Assessment conducted by the University
through the Office of Extension Services.
b. The college extension coordinators facilitate the CBEP; thus, the
proponents of the program/projects come from the college and
membership is project-based.
c. The program or project to be implemented must be based on the
prioritization and thrust of the Office of Extension Services of the
University.

4.6.1.2 Planning, Development and Implementation

Community-Based Programs development and implementation
follow the procedures stipulated in the general extension process the
planning, implementation, and evaluation of programs/projects (refer to
Figure 2).

4.6.2 Research-Based Extension Programs

4.6.2.1 Fundamental Provisions
The research-based extension program covers research activities
of faculty, staff and students geared towards the delivery of extension
programs and projects of the University. The research-based extension
programs are anchored in the university research, extension, and external
affairs (REEA) agenda which focus on the assessment, analysis of data,
and resolution of the needs and concerns of the target clientele or groups.
The research activities involve generation of new knowledge and ideas
aimed to contribute to the socio-economic, political, and cultural
development of the target communities.
4.6.2.2 Scope
The approved extension project under this program shall be under
the Research-based Extension Program Committee and the same shall
be responsible for facilitating the submission of research-based extension
program and/or projects generated from various colleges and/or units.
The members shall coordinate with the Research Office for research
undertakings in which an extension project can be developed or
conceptualized. This is a project-based committee and therefore,
membership is based on the actual project being approved. The
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submitted program/s and project/s shall be based on the areas of

specialization of every college within the University priority areas.

4.6.2.3 Process, Prioritization, and Implementation of Program/s and

Project/s
a. Faculty member/s with the participation of the students may submit
their proposed research-based extension proposal/s for funding of
the University provided that the proposed project/s or program/s shall
undergo the In-House Review Committee (IHRC) and as long as the
proposal is within the thrust of the REEA Office identified as priority
agenda or areas.
b. The main proponent of the proposed project/s or program/s shall a
faculty member with the participation of students and/or non-teaching
staff who have the necessary skills and competence to do a research
work project/s or program/s along their specific area of specialization
and/or expertise.
c. The research-based project/s and program/s shall be based on the
priority thrust of the University including the research conducted the
faculty-students collaboration. The assessed possible research-
based extension program/projects shall be evaluated by the following
set of criteria:
Criteria Rating
1. Research Agenda Thrust - 25%
2. Adaptability (Socially acceptable) - 25%
3. Expertise (Technical know-how) - 10%
4. Sustainability - 10%
5. Feasibility - 10%
6. Resources (human, financial, material) - 20%
Total 100%
d. The evaluated research-based extension program/projects shall be
ranked based on the over-all rating for prioritization of the
program/project to be recommended in formulation of the proposal
for in-house review.
Rating Scale:
Rating Interpretation
90 – 100 = Highly Priority
80 – 89 = Most Priority
70 – 79 = Average Priority
60 – 69 = Less Priority
59 and below = Not Priority
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e. Research-based extension program/s and/or project/s which are

approved by the In-House Review Committee (IHRC) and Extension
Services Council (ESC) shall be implemented and be given
corresponding funding support from the University or from other
external funding agencies, whichever is applied. The implemented
program/s and project/s shall be under the monitoring and evaluation
committee during and after the extension implementation to monitor
the delivery of extension services to the target communities
 17

INVENTORY OF UNIVERSITY
RESEARCHES

THEMATIC ANALYSIS OF THE

RESEARCHES

Yes CONDUCT NEEDS

ASSESSMENT OF Within No
Agenda / ASSESMENT AND
RESEARCHES BASED ON THE Thrust? BASELINE STUDY
GENERAL CRITERIA

RECOMMEND FOR
Meet and No VALIDATION/
Passed the
Criteria? RECONDUCT OF
RESEARCH
Yes
PRIORITIZATION OF COLLABORATIVE
SUBMISSION OF
RESEARCH-BASED FORMULATION OF
PROGRAM/PROJECT
EXTENSION PROGRAM / PROJECT
PROPOSAL FOR IN-
PROGRAM/PROJECT PROPOSAL PER AREA OF
HOUSE REVIEW
SPECIALIZATION

IMPLEMENTATION OF
REVISE PROPOSAL THE APPROVED
No Yes PROJECT/PROGRAM
BASED ON REVIEW Approved?
COMMITTEE PROPOSAL
SUGGESTIONS

Figure 3. Process Flow of Research-Based Extension Program/Projects Activities

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4.6.2 Special Projects and Outreach Activities

4.6.2.1 General Provisions
As part of the university’s aim to provide technological,
professional, research and extension programs to the society, it is
vital to respond to the request of government and non-government
entities aimed at improving and contributing to the development of
certain sectors of the society. As such, special projects/ and other
outreach activities are programs developed in response to requests or
call for proposals from outside entities, organizations, departments or
institutions.
4.6.2.2 Scope
Special Projects and Outreach Activities are extension
programs that are developmental in nature and are instrumental in the
attainment of the university goals while improving the delivery of its
services by providing the needs of the requesting organizations or
other partner agencies and/or institutions. Likewise, the programs
aim to provide technological and/or professional services for the
enhancement of skills, processes and/or services of both the
university employees and external clients with specific timeframes and
deliverables.
Approved projects and/or activities under this program are
supervised by the Special Project Committee and closely coordinated
by the OES in the implementation of such programs.
4.6.2.3 Classifications
Special projects and outreach activities may include the
following significant projects/activities prioritized by some other
agencies and all others that are in line with the Extension Agenda
stipulated in this Manual:
a. Agricultural/Environmental Projects
b. Livelihood/Technical-Vocational Skills Development
c. Industry Development Program
d. Education/Information Training Programs
e. Community-based Development Programs

Outreach Activities

a. Food and Nutrition

b. Blood Donation
c. Coastal Clean-up
d. Tree Planting
e. Nursery and Vegetable Garden Establishment
f. Relief Goods Operation
g. Gift Giving Activity
h. Environmental/Youth Camp
i. Fund Raising for Community Development

4.6.2.4 Funding
Primarily, special projects are externally-funded projects with
minimal counterparts from the University, i.e. payment of honoraria
and other incidental expenses. The aim of these projects is not just
simply to build or create partnerships for extension services and
programs, but to source out and generate funds that could provide
support to the other programs and services of the Office of Extension
 19

Services. As such, programs and projects which require big funding

requirement that the University cannot not fully support are advised to
be submitted for external funding.

4.6.3 Information, Education and Communication

4.6.3.1 Scope
The scope of this procedure covers the education,
development of information materials, and dissemination of such
materials either research-based or extension-based that are in line
with the thrusts and agenda of the Office of Extension Services of the
University.
4.6.3.2 Definition of Terms
a. Information. This is the process of developing and creating
information materials that are either research-based or extension-
based.
b. Education. This is the process of giving training, instruction and
information dissemination to people to develop their knowledge, skills,
character, and mental power through the different types of education
whither it is formal, informal or non-formal.
c. Dissemination. This is the process of transmitting information to
the various stakeholder through the different channels of
communication.
4.6.4 Functions of Committee Members
The members of Information, Education and Dissemination Committee
are appointed by the University President upon recommendation of the
Director for Extension and VP- REEA and shall hold office for a period of two
(2) years, subject for reappointment. The committee reports to the Director for
the OES and coordinates with the Deans, Units/Division Chairmen and other
Unit/Division Directors and other line agencies.
Specifically, they shall perform the following functions:
a. Support facility for knowledge management of information,
technology and data bank, to include development of IEC materials
for training and advocacies (print, e-learning materials, and tri-
media materials);
b. Package and disseminate generated technology and useful
information to the different division, units of the institution and to the
community in coordination with the extension and trainings
divisions using print and broadcast media;
c. Facilitate dissemination of generated information and technologies;
d. Establish local and external linkages with other agencies on various
extension programs and activities of institution for effective
packaging and dissemination information and technologies;
e. Document/package and publish extension projects undertaken by
the OES; and
f. Assist in the communication activities of the office.
 20

CHAPTER 5
APPOINTMENT, DELOADING, AWARDS AND INCENTIVES

5.1 Appointment and Minimum Qualifications of Extension Director

The appointment/designation of the Office of Extension Services shall be the
discretion of the University President through a Special Order made to this effect and
confirmed by the Board of Regents. However, for purposes of establishing credibility
and standards in the selection, the following minimum requirement shall be met:
a. Education. At least earned Doctorate Degree
b. Residency Requirement. At least a holder of Permanent Appointment of
three (3) years from the time of appointment
c. Relevant Experience. At least two (2) years managerial/ supervisory
experience.
d. Performance. Obtained at least Very Satisfactory (VS) rating for two
consecutive rating periods immediately preceding the designation
5.2 Appointment and Minimum Qualifications of Extension Coordinator
The College Dean appoints/designates the College Extension Coordinator
through a Special Order made to this effect and confirmed by the University
President. The following minimum requirements, however, shall be met to warrant
appointment/designation:
a. Education. At least earned units in Master’s Degree
b. Residency Requirement. At least a holder of a plantilla appointment and
has served for at least one (1) year from the time of appointment
c. Leadership. Must possess leadership qualities that help create an
atmosphere conducive to good supervisor-subordinate relationship.
d. Performance. Obtained at least Very Satisfactory (VS) rating for two
consecutive rating periods immediately preceding the designation
5.3 Selection of Committee Members
The Director for Extension Services shall identify the faculty and/or regular
non-teaching staff who shall be members of different committees and they shall
assume their respective duties and responsibilities upon receipt of the official special
order or memorandum which will be released by the Office of the University
President to this effect. Membership in the committee shall be for two (2) years
subject to termination when deemed necessary by the Office of the Extension
Services or upon expressed resignation of the concerned personnel.
5.4 Minimum Qualifications for Program Component Membership/Committee
Membership
Membership in any of the program components of the Extension Services
shall be made by the Director for Extension Services through a Special Order and
confirmed by the University President. The following minimum requirements,
however, shall be met:
a. Education. At least earned units in Master’s Degree
b. Residency Requirement. At least a holder of plantilla appointment of one
(1) year from the time of appointment
 21

c. Relevant Experience. At least have a relevant background in the

committee to which he/she is assigned
d. Leadership. Must possess leadership qualities that help create an
atmosphere conducive to good supervisor-subordinate relationship.
e. Performance. Obtained at least Very Satisfactory (VS) rating for two
consecutive rating periods immediately preceding the designation

5.5 De-Loading, Awards and Incentives

All extension agents (teaching and non-teaching personnel) who are involved
in extension activities are entitled to Honoraria, De-loading, Service Credit or CTO
based on existing policies of the University and subject to availability of University
funds.

5.5.1 De-loading for Designations

A faculty member who is designated/assigned in the Extension Office
to assume certain positions/designations shall be entitled to reduction of
teaching load as follows:

Designation/ Position Regular Load

Director 6
15 (Pure lecture)
College Extension Coordinator
18 (with laboratory)
5.5.2 De-Loading for Involvement in Extension Work
a. Faculty members who are involved in approved extension projects may
opt for a 3-unit reduction of teaching load instead of honorarium.
However, for failure to complete the extension work within the prescribed
period, the faculty member shall be given 3-unit extra teaching load the
following semester without pay.
b. Reduction of teaching load will disqualify the faculty member from availing
honorarium incentive.
c. Faculty members with temporary status are not qualified to avail de-
loading. They may, however, collaborate with regular faculty members for
their extension undertakings and may claim for honorarium.
5.6 Payment for Honoraria for Extension Work
Honoraria for extension agents shall be given based on the duration of the
program with the following categories.

Short-term (1-3 Medium Term (4- Long-term Program

Personnel Involved
months) 6 months) (7-12 months)

Program Leader Php 6,000.00 Php 8,000.00 Php 10,000.00

Project Leader Php 5,000.00 Php 6,500.00 Php 8,000.00
Project
Php 4,000.00 Php 5,000.00 Php 6,000.00
Facilitator/Member
Lecture/Training Honorarium shall follow formula used under DBM Budget Circular
Resource person No. 2007-1, series of 2007
 22

The Board of Regents is empowered to grant honoraria, other remuneration

and financial incentives for extra services rendered to the school as provided in
Letter I, Section 18, rule No. VII of IRR, RA 9719.
5.7 Service Credits/ CTO
Faculty members and non-teaching staff involved in approved extension
programs/projects may opt for Service Credits/CTO, respectively in lieu of
honorarium and 3-unit reduction of teaching load in the case of faculty members for
services rendered beyond their official time and during nonworking as may be
governed by existing policies. Opting for service credits/ CTO shall no longer entitle
to honorarium and vice-versa.
Service credits/CTO shall not exceed the maximum allowable service credits
granted for one academic year.
5.8 Insurance
All extension agents in the performance of Extension Service project/s are
entitled to group insurance to be paid by the University.
5.9 Monetary Incentives/Awards
In order to motivate faculty members and other extension agents to come up
with quality and relevant extension programs and projects, the following monetary
incentives shall be accorded to the extension agents:
5.9.1 Publication and Presentation
Publication International National Regional Local
For extension agent(s)
whose extension work
Php 15,000.00 Php 10,000.00 Php 5,000.00 Php 3,000.00
is/’are published in a
refereed journal

5.9.2 Outstanding Extension Program Award

Outstanding Extension
Winning extension
Agent/Presenter Award
Level program/projects contest
(OEAA) cash incentives
cash incentives (Group)
(individual)
Local Php 10,000.00 Php 10,000.00
Regional
1st Place Php 15,000.00 Php 15,000.00
2nd Place Php 10,000.00 Php 10,000.00
3rd Place Php 5,000.00 Php 5,000.00
International
1st Place Php 25,000.00 Php 25,000.00
2nd Place Php 20,000.00 Php 20,000.00
3rd Place Php 15,000.00 Php 15,000.00
 23

5.10 Credit for Academic Ranking

Extension agents may claim credit for their involvement in extension service
subject to the criteria of the accrediting body concerned notwithstanding the claim of
honoraria.
Only completed extension projects that are properly documented, reported
and certified by the Director for Extension Services may be credited for academic
ranking subject to the criteria of the accrediting body concerned.

5.11 Incentives and/or Benefits of Committee Members

Primarily, faculty members and/or non-teaching staff shall be given credit in
their extension work only when they are actually involved in the implementation of a
program or project. As such, membership in the committees identified to compose
the organizational structure of the Office of Extension Services does not
automatically warrant entitlement of honorarium per se nor credited as points for
NBC 461. In addition, they are also not entitled to any additional de-loading in their
teaching loads as a result of their membership.
The different committee members of the program components of the Office of
Extension Services shall serve as standing committees but their accomplishments
shall be given credit once they become members of extension program or project.
As an additional incentive of being members to different committees, they shall be
given priority in terms of training and technical advancement in their respective areas
of assignment, i.e., monitoring and evaluation, technology packaging, and others.

CHAPTER 6
BUDGET AND FINANCIAL MANAGEMENT
 24

The purpose of this article is to ensure effective budget allocation necessary in every
extension program as mandated by the Extension Services of the Northwest Samar State
University.

6.1 General Provisions

The provisions stated below shall be observed:
a. All extension projects funded by the NwSSU shall be allocated from GAA
and Agency income to be determined by the Office of the Research,
Extension, and External Affairs in consultation with the Office of the
Extension Services.
b. Extension programs and projects funded by NwSSU must be governed by
the provisions of the COA and NwSSU order.
c. The OES shall allocate funds in the implementation of Special Projects
d. The proposed extension programs should clearly specify the source/s of
funds.
e. The release of extension project funding shall be based on the type and
nature of project/s.
f. The release of extension project funding shall be after complying all the
necessary requirements set by the university in accordance with the
current accounting and auditing procedures.
g. Realignment of fund shall be deliberated and reviewed under the OES
and approved by by the University President.
h. Other funding assistance from external partners/agencies/organizations
shall be treated as trust fund, except, otherwise, if funding is clearly
specified by external partners/agencies/organizations for a certain
purpose.
6.2 Extension Funding Process
Figure 4 shows the extension funding process.

Review of Available
Extension Proposal OES Review
funding

Compliance with
BOR Approval OES/RECO University Extension
Recommendation Requirements

Fund Releasing (Budget

Extension Project
Allocation shall be based
Implementation
on the nature of the
project of the project

Fund Realignment

Operational Transparency

Figure 4. Extension Funding Process

CHAPTER 7
LINKAGES, PARTNERSHIP AND RESOURCE GENERATION
 25

7.1 Definitions
In the context of Extension Services, the following terms are hereby defined:
7.1.1 Linkages
Entities that are needed in the conduct of extension projects/programs either
as stakeholders or partners that are considered as an organization such as a
community, government agency, non-government agency, and private
sectors from local, national and international level.
7.1.2 An entity that conforms on the involvement of an extension
project/program based on their mandated function, thrust and priorities
through legal undertaking.
7.2 Identification of Partner Communities, Stakeholders, And Other External
Partners
In identifying partner communities, stakeholders, and other external partners,
the Office of Extension Services shall undertake the following procedure:
1. Conduct of community visits, profiling, and needs assessment;
2. Initial meeting with local government units (LGUs), organizations,
institutions, corporations and/or individuals for possible partnership as
well as the extent of initiatives to be conducted;
3. Presentation of identified partners to the Vice President for Research and
Extension (VPREEA), and the Research and Extension and Council
(REEAC) for approval as the need arises or as may be required;
4. Drafting of a Memorandum of Agreement (MOA) or Understanding (MOU)
to be reviewed by Research, Extension and External Council (RECO) of
the University, and
5. Signing of the MOA/ MOU by the representatives from OES and the
partner communities, stakeholders, and other external partners.
7.3 Evaluation of Partner Communities, Stakeholders, and Other External Partners
In evaluating partner communities, stakeholders, and other external partners,
The Office of External Services shall undertake the following procedure:
1. The OES reviews and evaluates partnerships for possible extension,
renewal, partnership and/or termination reflected through an evaluation
report based on the initiatives or output and performance of the
stakeholders throughout the duration of the partnership;
2. The OES reviews and evaluates partnerships for possible research
project (as need arises or as may be recommended). This is reflected in
an evaluation report and recommendation/endorsement submitted to the
Office for Research, Extension and External Affairs (REAA).
3. The Office for Research, Extension and External Affairs (REAA) updates
the list and files of external partners (as the need arises or as may be
recommended).

7.4 Resource Generation

 26

Resource generation entails the support of either monetary or non-monetary

in the implementation of an extension project/program sourced out from external
funding agencies by which 10% from the total approved budget is allotted to the
University for Administrative Cost.
The University may collect fees for extension activities that cover program-
based trainings which are comparable to fees charged by other state universities and
colleges or other organizations in the locality for similar trainings. However, an
endorsement letter/memorandum from the national/regional/local offices is obtained.
The training fee computation shall be based on the expenses for the training
materials, charges for use of facilities, equipment, and honorarium for resource
persons, accommodation (board and lodging) or whichever is applicable as
determined by the program/project proponent subject to the approval of Research,
Extension and External Council (RECO).
Training fees shall be issued with official receipts, and disbursement of funds
shall follow the regulations of the university. The funds generated by each unit can be
utilized by the unit concerned subject to approved guidelines.

CHAPTER 8
 27

MONITORING, EVALUATION, AND REPORTING SYSTEM

8.1 General Provisions

The success in conducting extension and community outreach occurs when
the objectives are met and when indicators are considered in order to determine the
level of success. Monitoring is the regular observation and recording of activities
taking place in a project or program. It is a process of routinely gathering information
on all aspects of the project while evaluation is the process of judging value on what
a project or program has achieved particularly in relation to activities planned and
overall objectives, this involves value judgment (Bartle, 2011). Reporting system is a
management control system that helps capture needed data to run a program or
activity effectively. Reporting system is important to feed data needed for decision
making and further analysis of trends.
Monitoring and Evaluation is a continuing function undertaken, which uses
systematic collection of data to provide management and stakeholders of ongoing
project or program with early indications of success or lack thereof, against the
progress in the conduct of activity and use of allocated resources. Thus, monitoring
and evaluation requires the regular tracking of inputs, activities, outputs, outcomes
and impacts of activities at the project or program level. The very purpose of
monitoring and evaluation is to determine if the project is staying on its necessary
timeline and achieving its interim objectives.
8.2 Objectives
The Monitoring and Evaluation component of the Extension Services shall be
responsible for:
a. Determining the status of projects to ensure that progress and output are
in accordance with plans;
b. Assessing project resources to determine if these are being used
efficiently and effectively and are available at the right time in the required
amount;
c. Promoting coordination among participating agencies by disseminating
information on the scope, schedules and problems of on-going projects;
d. Providing necessary feedback in project control so that prompt corrective
measures can be instituted when required; and
e. Providing feedback necessary in planning and evaluation of projects.
f. Determining the impact of the project/program.

8.3 Scope
Monitoring and evaluation covers all the extension programs and projects in
the University to include research-based, community- extension, and special
projects and programs in both main and San Jorge campuses. This shall be
undertaken before, during, and after the implementation of the said projects and
programs.
8.4 Composition of the Monitoring and Evaluation Team/Unit
The monitoring and evaluation unit should be staffed by technical personnel
having specialized skills. The staff often consists of extension specialists,
economists, sociologist or anthropologists, statisticians, computer programmers, and
supporting staff. The head of the monitoring unit may come from any of these
disciplines. The staff should be no larger than necessary to accomplish the work of
 28

the unit. The leader of the monitoring and evaluation unit should report to the
Extension Director.
8.5 Functions of M and E
The following are the primary functions of the Monitoring and Evaluation Committee:
a. Prepare a Monitoring and Evaluation Plan at the beginning of the project
or program when the intervention is being designed together with the
proponents;
b. Oversee the implementation of the program’s monitoring and evaluation
activities and data reporting requirements;
c. Serve as the liaison and point of contact with external evaluation
contractors throughout the life of the project;
d. Conduct surveys;
e. Keep records of project activities and makes periodic status reports of
project; and
f. Perform other duties and responsibilities as directed/ required.
8.6 Guidelines in the Conduct of Monitoring and Evaluation
1. All programs and projects shall be subjected to monitoring and evaluation.
The M&E committee shall be involved throughout the stages of the
implementation of the program or project.
2. All proposals should have logical framework as a reference for monitoring
and evaluation.
3. The Extension Director shall decide who will be responsible as M & E
committee that will take charge of the duties in monitoring and evaluating
specific programs and/or projects.
4. The M&E committee shall decide on the appropriate evaluation design,
such as, but not limited to goal-based evaluation, goal-free evaluation,
experimental evaluation, needs-based impact evaluation, impact
evaluation for illumination, participatory evaluation, expertise-oriented
evaluation and financial analysis.
a. The monitoring team shall conduct a monitoring and evaluation (M&E) of
the project’s activity implementation, fund utilization, as well as, resource
generation, if applicable.
b. Program/project proponents shall also undertake self-monitoring and
evaluation throughout the implementation of the program/project.
c. Findings generated during the monitoring and evaluation shall be
presented and discussed with the program/project proponent in a specific
stage of the implementation to check on the attainment of the objectives
of the program projects.
d. The team shall focus on the project’s targets and accomplishments,
including the financial equivalents of the target activities and the
accomplishments.
e. Project visits shall also be done to actually see how the project runs.
f. The team shall conduct M&E on the basis of the parameters anchored on
the project objectives, activities and the targets set at the start. This is to
ensure that the goal of the project is met.
g. All programs/projects that are not implemented within the timeframe shall
submit the request for extension stating the justification of the delay
accompanied by a catch-up plan as bases for the new time frame of the
new program/projects.
h. All requests for extension should be evaluated and recommended by the
M & E Committee for approval of the Director for Extension Services
based on the merit of the justifications.
 29

i. After the final evaluation, the M & E report shall be submitted to the
Director of Extension Services.
8.7 Process of Conducting Monitoring and Evaluation
The monitoring and evaluation of the programs and projects of the Extension
Services shall be before, during and after the completion of the project.
8.7.1 Ex ante or before implementation - to identify and define a potential project
and appraise its likely results. This requires identification of a problem that the
project will aim to alleviate, and an assessment of the environment within
which the project will be implemented.
8.7.2 During implementation – to monitor project activities as they are being
implemented or at least to make periodic checks that implementation is
covering planned activities. Monitoring includes field evaluation, agency in
house reviews and integrated reviews.
8.7.3 Ex post or after completion – to demonstrate that the objectives of the
project have been achieved as planned or to verify whether

Preliminary Monitoring Checklist

Example
Parameters Yes No
1. Is there an objective-specific / indicator-specific
monitoring form provided by the proponent?
2. Are the resources needed for implementation in
place?
3. Are there any external conditions that may affect
implementation?
4. Do the target groups (usually providers) accept and
use the interventions?
5. Is the leadership currently supportive?
6. Does the capacity to implement the interventions
exist?
6.1. If not, is there a strategy in place to develop
the capacity
Others

o Note: Objective-Specific / Indicator-Specific Monitoring Form shall be

developed and provided by the project/program proponent or project team.
The form specifies required or necessary indicators (process and outcome
indicators) based on the objectives of the program/project.
 30

Equipment and Materials Monitoring Checklist

Not
Equipment Available
Available
1
2
Not
Materials Available
Available
1
2

o Note: Equipment and Materials Monitoring Checklist shall be developed and

provided by the project/program proponent or project team. The checklist
specifies required or necessary materials and equipment which are
necessary in the conduct of the program/project.

8.8 Reporting System

1. Extension agents or Team shall be required to submit terminal

reports/manuscripts of project results/ outputs in the prescribed format.
2. All project outputs shall be presented in an in-house review, seminar or
forum.
3. All data, information and reports arising from the extension and/or
community outreach activity shall acknowledge the contribution of the
host institution.
4. The extension agents shall be given the right to publish the results of the
project, with acknowledgement of the host institution.
5. Reports on the progress of on-going projects and/or activity must be
submitted within the period(s) specified in the timetable as approved by
the approving Extension Service Council of the implementing unit based
on the following:
a. Approved projects with a duration of more than six (6) months
shall submit Quarterly Progress Reports;
b. Proponents of approved projects with a total duration of six (6)
months or less shall submit only one progress report in the
middle of its project timetable or at the time determined by the
Research/Extension Office;
c. A final report shall be accomplished in the prescribed format that
can be obtained from the Research/Extension Office.
d. Project Leaders are required to submit at least five (5) copies of
their final project output to the Research/ Extension Office, which
shall evaluate and later turn over such outputs to the
research library for future reference.
6. At any time during the conduct of a project, coordinators/ leaders may
report and discuss with the Director of Research/Extension and Vice
President for Research and Extension the developments and/or problems
directly affecting the conduct of the project.
 31

7. The Director for Extension Services may appoint other program

coordinators/ leaders if the implementation of the project is unsatisfactory
or disrupted. If the project has to be terminated, the approving Council/
Committee review the circumstances to determine whether the
termination of the project is justifiable or not.
8. Aside from the final project output, a terminal report is required of all
completed approved projects to be accomplished in the prescribed format
and which will include a report on the conduct of a seminar on the findings
of the project.
9. The terminal reports and final outputs of all approved projects shall be
evaluated by the Research and Extension Office.
10. All terminal reports and final outputs approved by Office of the Research
and Extension shall be presented to the Research and Extension
Committee for final approval and acceptance.
 32

Sample Monitoring and Evaluation Framework

INDICATOR DEFINITION BASELINE TARGET DATA FREQUENCY RESPONSI REPORTIN
How is it calculated? What is the What is the SOURCE How often will BLE G
current target How will it be it be Who will Where will
value? value? measured? measured? measure it? it be
reported?
Goal Percentage Number students 50% 60% Primary and Annual Program Annual
of Grades 6 who start the first high school manager enrolment
primary day of Grade 7 enrolment report
students divided by the total records.
continuing on number of Grade 6
to high students in the
school. previous year,
multiplied by 100.
Outco Reading Sum of all reading Average Average Reading Every 6 Teachers 6 monthly
mes proficiency proficiency test score: 47 score: 57 proficiency months teacher
among scores for all tests using reports
children in students in Grade 6 the national
Grade 6. divided by the total
assessment
number of students
in Grade 6. tool.
Outpu Number of Total number of 0 500 Summer End of every Teachers Camp
ts students who students who were camp camp review
completed a present on both the attendance report
summer first and last day of records.
reading the summer reading
camp. camp.
Number of Total number of 0 500 Survey of End of every Program Survey
parents of parents who parents. camp officer report
children in answered “yes” to
Grade 6 who the question “Did
helped their you help your child
children read read at home any
at home in time in the last
the last week. week?”
 33

CHAPTER 9
EFFECTIVITY AND REPEALING CLAUSE

9.1 Effectivity
This Extension Manual shall take effect upon its approval by the NwSSU Board
of Regents.
9.2 Amendments
Amendments, modifications, and/or changes in any of the provisions in this
Manual shall only be done upon presentation and adoption of the proposed revisions,
amendments and/or changes by the Research and Extension Council and duly approved
by the Board of Regents.
9.3 Saving Clause
Any other provisions or issuances that are inconsistent herewith shall be deemed
amended and/or repealed accordingly.