Merit Promotion Plan
Merit Promotion Plan
Merit Promotion Plan
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.”
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:
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;
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.
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;
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;
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;
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;
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 10. COMMITTEES. The Board of Regents may create committees as it may deem necessary for
the proper performance of its functions.
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.”
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.
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;
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.
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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
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
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.
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
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;
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;
d. Monitor and evaluate current curricula, courses, materials, methods of instruction, admission
requirements, and other academic matter’s recommendation;
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;
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
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CHAPTER V
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;
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;
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;
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
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CHAPTER VI
Section 2. GENERAL FUNCTIONS. The general functions of the Vice-President for Research and
Development are:
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;
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CHAPTER VII
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.
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;
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CHAPTER VIII
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:
d. Prepare and submit written proposal of programs, projects, and activities to the
Administrative and Academic Councils and higher offices;
g. Initiate and motivate faculty and staff to undertake instructions, research, and
extension activities;
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;
k. Administer and supervise the overall implementation of all policies set forth and
approved by the Board of Regents;
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l. Establish linkages and coordination with concerned officials and agencies within and
outside of the University;
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;
s. Performs other duties not mentioned above and as may be directed by the University
President through the Vice-Presidents.
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CHAPTER IX
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)
* - Granting Unit
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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.
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;
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;
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.
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CHAPTER X
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.
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.
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.
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.
23
methods. Designs and proposes appropriate security architectures to
mitigate and/or eliminate liabilities.
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.
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.
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.
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.
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.
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.
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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.
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.
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.
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.
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.
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.
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;
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
14.4. TRAINING
14.5. ELIGIBILITY
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:
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.
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
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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.
* 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.
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;
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. 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.
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.
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;
34
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.
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:
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.
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;
35
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;
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.
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;
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:
APPROVED:
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:
II. SCOPE:
The System shall apply to all officials and employees in the career or non-career service
of this agency.
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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;
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.
5. Discovery – is the uncovering of something previously existing but found or learned for the
first time which will improve public service delivery.
8. Intervention – the creation of something previously non-existent which will benefit the
government.
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.
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:
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:
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:
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.
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:
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.
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.
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.
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.
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.
c. Establish its own internal procedures and strategies. Membership in the Committee
shall be considered part of the members’ regular duties and functions.
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;
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.
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:
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.
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.
May 7, 2001
Date
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CHAPTER XIII
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:
45
2. Free tuition fee assistance to regular faculty members and staff enrolled at
this State University
7. Authorized Academic Overload pay of faculty members and authorized overtime pay
of selected employees
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.
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
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
Section 2. Privileges.
A. What are the rights and privileges granted to the following:
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.
---------------------------------------------------------------------------------------------------------------------
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:
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:
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:
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
2. Specific
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.
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.
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:
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;
8. Only permanent officials and employees, whenever applicable, shall be appointed or elected
as members of the grievance committee.
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.
The following instances shall be acted upon through the grievance machinery:
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:
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 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
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:
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;
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
_______________________________
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.
APPROVED BY:
56
CHAPTER XV (A)
RESULTS BASED PERFORMANCE MANAGEMENT SYSTEM (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:
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:
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:
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:
59
planned target, unless ordered or authorized by management or supervisor, should be
accordingly rated.
Submitted by:
60
CHAPTER XVI
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
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
______________x
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:
“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.
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.
“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.
“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;”
APPROVED AS AMENDED
62
CHAPTER XVII
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.
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.
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.
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 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.
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.
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.
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.
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.
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.
65
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.
Donations.
Property Clearance.
No personal clearance for any reason, shall be signed for property responsibility pending
the full settlement of their property accountability.
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CHAPTER XVIII
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 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.
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.
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 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 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
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The general functioning of records management system is illustrated in the following
simplified form:
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.
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
1. To create records that are only necessary for the efficient and successful operation of
an organization
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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.
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:
The term “paperwork” is used to signify the broaden areas of paper handling.
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.
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.
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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.
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.
Each agency shall develop a File Classification Guide or Scheme based on its
organizations and functions for a uniform filing system.
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.
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.
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.
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.
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).
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).
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.
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.
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.
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.
All proceeds realized from the sale of disposable valueless records shall be remitted
either to the National Fund or the University Fund.
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
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.
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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
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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
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
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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)
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.
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.
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CHAPTER XXI
AUXILIARY SERVICES
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.
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.
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.
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.
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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)
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.
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
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.
4. The operational guidelines shall be contained in a manual for research and extension
policies and administration.
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.
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
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.
a. University officials and faculty members who are either detailed/designated as extension
administrators and support personnel or conducting extension activities;
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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:
All of these buildings were repaired and renovated during the incumbency of President Dr.
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
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
iv) The completion of construction of the Academic Hall and Gymnasium was
The following buildings and facilities were constructed and completed at Siniloan Main Campus:
(7) Infirmary
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Further, the following buildings and facilities were refurbished::
(4) Agricultural Mechanics Building, Bio-Organic Plant and Dryer Shed (AusAID
grant)
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LSPU Sta. Cruz Campus:
The following buildings and facilities were constructed and completed at Sta. Cruz Campus:
(8) Comfort Rooms at the Activity Center, near Chapel and Dental Clinic
The following buildings and facilities were constructed and completed at Los Baños
Campus:
At the same time, the Fishery Building, Home Economics Building cum Office of the
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(3) Six Classroom Two-storey Building funded by the Office of the Governor was
constructed.
While at LSPU San Pablo City Campus, the following were constructed during the
incumbency of Dr. Ricardo A. Wagan:
3. Mini Park
4. University Canteen
CHAPTER XXIV
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.
Initiate, coordinate, monitor and evaluate the development activities of all sectors in the
University;
Serve as a data bank and the center of public information of the University;
Perform such other functions which the University President may assign.
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CHAPTER XXV
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.
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APPENDICES
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91
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