Mindanao State University

OFFICE OF THE VICE CHANCELLOR FOR RESEARCH, EXTENSION AND DEVELOPMENT

UNIVERSITY EXTENSION SERVICES CENTER (UESC)
MSU-Main Campus, Marawi City

MANUAL OF OPERATION ON MSU-MAIN CAMPUS EXTENSION

PROGRAMS AND SERVICES

I. INTRODUCTION

Mindanao State University has three important functions to achieve for the total
development of man in its service area of responsibility. The instruction to impart an existing
knowledge on peoples and organizations covering structures, systems and methods drawn from
the higher education institutions’ (HEIs) to develop people. The research to develop, generate
technology and discover new knowledge for the extension services to be shared in the
University’s community service area of responsibility. The extension services brings in framework
program agenda that would empower and improve the service community of the University. The
MSU-University Extension Services Center (UESC) at Marawi City brings in framework agenda that
are aligned to the regional and national government’s agenda for the improvement of the socio-
economic living of its clienteles and end-user beneficiaries in the University’s service area of
responsibility.

II. HISTORICAL BACKGROUND

The University Extension Services Center (UESC) was created by virtue of BOR Res. No.
128, Series of 1988 under the direct supervision of the Vice Chancellor for Research, Extension
and Development (VCRED) at MSU-Main Campus, Marawi City. Extension is one of the major
functions of the Mindanao State University along with instruction and research that is responsible
for the development of studies, transfer of technology and non-formal education programs.
Mainly UESC shall coordinate and facilitate the implementation of extension programs and
services in the different academic colleges, units or centers of the University. UESC has three sub-
units such as 1) The Training and Environmental Governance Development Unit (TEGDU) 2)
Communication and Administrative Development Unit (CADU) and the 3) Community Outreach
Unit (COU).

Legal Foundations

1. Republic Act No. 7722, known as the Commissioner of Higher Education Act of 1994,
mandates institutions of higher learning like state universities and colleges (SUCs) to respond to
the call for societal transformation. The aim is to serve the poorest of the poor, less privileged,
the deprived and the oppressed. (Elman1998)

2. Republic Act No. 8292, otherwise known as the “Higher Education Modernization Act
of 1997”, mandates states colleges and universities (SUCs) to promote the establishment of and
development of research and extension centers and to establish guidelines and procedures for
participative decision-making and transparency within the institution.
 3. A No. 1387, an original charter of the Mindanao State University (MSU) in 1955 and
amended by RA No. 1897 in 1955, amended by RA 3791 and amended by RA 3668 in 1964, the
said University shall primarily give professional and technical training, besides providing advanced
instructions in literature, philosophy, the science, and arts. More emphasis, however, shall be
given in the teaching of Filipino Native Culture, Arts, Science, Philosophy and Literature.

4. Republic Act no. 8435 otherwise known as Agriculture and Fisheries Modernization Act
of 1987 (AFMA) that state colleges and universities (SUCs) together with the Department of
Agriculture (DA) shall assist the LGUs extension system by improving their effectiveness and
efficiency through capacity-building and complementary extension activities such as technical
assistance, training of LGU extension personnel, improvement of physical facilities, extension cum
research and information support services (Section 92, RA 8435).

5. Republic Act no. 7160, otherwise known as Local Government Code of 1991, SUCs
shall become the direct partners of the local government units (LGUs) in the community
extension services.

6. Republic Act No. 3844 also known as the Agricultural Land Reform Code was signed on
August 8, 1963. The law specified the strengthening of existing agricultural extension services
through the consolidation of all promotional, educational and informational activities pertaining
to agriculture.

7. Executive Order No. 128, Series of 1968 signed on May 6, 1968, provided for the
implementing details of RA No. 5185 on the relationship of the field agricultural extension work
of the local governments and national government. Section 1 of the EO expanded the meaning of
agricultural extension to include “stimulation, promotion and organization of agricultural
cooperatives and encouragement in the formation and growth of private associations, study
clubs, committees and other groups of farmers and members of their family that will enhance
their social and economic conditions.” Extension plays crucial role in bolstering growth in the
AANR sectors. It is an important node that links research outputs to its ultimate beneficiaries.

8. MSU Code of Governance, 1987, the University Extension Services Office shall be
responsible for the development and implementation of extension service and training programs
along development studies, technology transfer and non-formal education with emphasis on
indigenous resources of the campus area of responsibility. It shall monitor, review and coordinate
the extension service programs attached to the academic colleges or units and shall facilitate the
implementation of the same (BOR Res. No. 92, S 1988).

9. Executive Order No. 117, January 30, 1987, under section 3: Declaration of Policy. – It
is hereby declared as a basic State policy that the education system shall make a maximum
contribution to the attainment of national development goals; that the State shall promote and
maintain equality of access to education and enjoyment of the benefits thereof by all citizens,
and that the State shall use education as an instrument for the development of the cultural
communities of the nation and the deprived community to enrich their participation in the
community and national life and to unify all Filipinos into a free and just nation. Letter of
Instruction No. 606 Whereas, there is a need for the State colleges and universities to intensify
their efforts in their present endeavors to transfer to the community their expertise, scientific
and technological knowledge so that the barangays will be able to benefit from these expertise
and advance scientific and technological knowledge relevant to their communities.
 10. Letter of Instruction No. 607, S. 1977, whereas, private schools, colleges and
universities, in view of their altruistic and public service orientation, may find it propitious to join
cause with the government in these programs for our least fortunate communities and share with
them the expertise and technology which is available in these educational institutions.

1.1. Article XIV, 1987 Constitution, under sec. 2 par. 4 “Encourage non-formal, informal,
and indigenous learning systems, as well as self-learning, independent, and out-of-school study
programs particularly those that respond to community needs.”

III. OPERATIONAL GUIDE

1. VISION
UESC is proactive to engage an extension service delivery for inclusive and sustainable
growth of the community service area of responsibility by the University.

2. MISSION

1. Facilitate the delivery and transfer of technology resources of the University in its
service area of responsibility through the utilization of available resources and providing
technical assistance of situation-specific technologies;
2. Disseminates useful information for the improvement of the socio-economic well-being
of its clientele, most especially to the less fortunate and underprivileged populace of the
University’s service area;
3. Promotes poverty alleviation and socio-economic development through livelihood skills
enhancement;
4. Serves as catalyst of development through the conduct of needed as well as relevant
undertakings such as seminars, workshops, training, fora, etc;

3. OBJECTIVES:

1. To harmonize collaboration and strengthen networking with the various POs, GAs, LGUs
and NGOs for the socio-economic well-being of the University’s service area;
2. To enhance development through proper and timely orchestration of indigenous and
new resources;
3. To enhance productivity of the University’s community service area.
4. To bring and translate the message of wholesome development to places within its
service area regardless of distance, terrain and other adverse conditions as long as the
University’s technical assets, capabilities and expertise are seen needed, useful and
relevant.
5. To develop long term and continuing programs/projects/activities for the advocacy,
promotion and institutionalization of sustainable environment, socio-economic,
livelihood and cultural preservation.

4. MSU RDE AGENDA AND PROGRAMS

1. Food Security and Safety

2. Socio-Economic Development and Poverty Alleviation
3. Natural Resources Conservation
4. Health and Environmental Governance
5. Cultural Diversity Preservation and Development
6. Teaching Innovation
7. Emerging Technology
 8. Gender and Development
9. Information technology
10. Peace and development
11. Sports and Physical Development

5. UESC PRIORITY PROGRAMS

1. Enhancing capability building on technology transfer (specialized community-based training

that are focus on the identified needs of the community
1.1. Food security and safety
1.2. Food processing
1.3. Organic agri-fishery technologies
1.4. Good agricultural practices
1.5. Production technology of small ruminants
2. Strengthen advocacies and media information (IEC martials, forum and symposium)

3. Enhancing community productivity through intervention of program/project/activity

4. Enhancing capability building on technology transfer (specialized community-based
training)
5. Strengthen advocacies and media information (IEC martials, forum and symposium)
6. Providing expert services (create pool of experts as service providers of their field of
specializations, trainers, and resource persons from the different colleges)
7. Institutionalization and continuing program on:
7.1.Sustainable Environment Programs (Disaster risk reduction, preparedness &
management, Climate resiliency (mitigation & adaptation)
7.2.Renewable energy
7.3.Biodiversity and environmental resources protection and conservation
7.4.Organic agriculture
7.5.Solid waste management
7.6.Greening program (Agro-forestry)
8. Socio-Economic and Poverty Alleviation Programs
8.1. Health promotion and advocacy
8.2. Gender and Development
8.3. Cultural heritage preservation
8.4. Education values
8.5. Sport training and development
8.6. Agri-based halal technology and promotion
9. Strengthening Extension Services Delivery
9.1.Policies and guidelines formulation to institutionalize extension credit incentives and
benefits (Rewards system/promotion points)
9.2.Review and update extension manual based to harmonize local, regional, national
program
9.3.Institutionalize membership and networking with stakeholders
9.4.Forging MOAs, MOUs for partnership and collaborations (local, national and
international)

IV. MSU RDE AGENDA AND PROGRAMS (2020-2025)

UESC extension priority programs are based on the research development and extension
(RDE) thrust of the Office of the Chancellor for Research, Extension and Development (OVCRED0 of
the Mindanao State University-Marawi Campus.
 1. Food security and safety
2. Socio-economic development and poverty alleviation
3. Environmental governance and natural resources conservation
4. Disaster Risk Reduction and Climate Change Mitigation
5. Health education
6. Sports and physical development
7. Cultural Diversity, Preservation and Protection
8. Teaching and Innovation
9. Information technology
10. Peace and development
11. Gender and Development

V. ORGANIZATION AND MANAGEMENT OF UESC

UESC
Prof. Pandao O. Bula

College Extension
Encoder Staff (1) Coordinators
Proposal

Eco-Environmental
Livelihood Enhancement and Administrative Sertvices
Services and
Training Services Unit
Conservation Unit
Unit Head Unit Head Unit Head

Community Organizer
Special Assistant (1) Skills Trainors (2) ADA III (3)
Faculty to be designated Proposal 2 existing ADA staff 2 existing URA Staff

Duties and Responsibilities of UESC Sub-units

To ensure the implementation of the University extension program and services, the
Office of the Director for Extension shall be responsible for the development and implementation
of extension services and training programs along development studies, technology transfer and
non-formal education with emphasis on indigenous resources to the University area of
responsibility. The UESC shall monitor, review and coordinate the extension services and
programs attached to the academic colleges or units and shall facilitate the implementation of
the same (MSU Code of Governance, 1987).

A. Livelihood Enhancement Training Services Unit:

1) Responsible on the coordination and implementation of community-based training,
seminar, forum, and other community engagements;
2) Facilitate the implementation of community-based activities in the target beneficiaries or
end-users of extension services;
3) Responsible on the dissemination of strategic information education and awareness
advocacy campaign (IEC);
4) Responsible on production enhancement anfd intervention needs of the community;
5) Responsible on the promotion of agri-based halal technology;
 6) Responsible on the preparation and submission of reports to the Office of the Director of
Extension.

B. Eco-Environmental Services and Conservation Unit:

1) Responsible for strengthening advocacies and media information (IEC) materials, forum
and symposium on the protection and conservation of eco-environmental resources in
the University’s service area of responsibility;
2) Responsible on environmental governance advocacy, disaster risk reduction
preparedness and management, solid waste and greening program;
3) Responsible on the improvement of socio-economic and promotion of poverty
alleviation;
4) Responsible on the promotion of health system and sport development;
5) Responsible on the preparation and submission of reports to the Office of the Director of
Extension.

C. Administrative Services Unit:

1) Responsible to facilitate an immediate processing of UESC transactions;
2) Responsible for assisting UESC sub-units on administrative and financial matters;
3) Responsible to assist in the preparation of UESC routine activities;
4) Responsible in the safe keeping and filing of office UESC documents including in-coming
and out-going communications;

VI. IMPLEMENTING GUIDELINES AND POLICIES ON EXTENSION PROGRAMS

1. Initiating of extension program/projects

1.1. All faculty members of the MSU-Main Campus are enjoined to undertake extension
activities in their area of competence.
1.2. Extension projects/activities shall be within the extension thrust agenda of the
University
1.3. The extension fund of the projects/activities shall either come from external or internal
sources.
1.4. Extension programs/projects of the University shall governed by the Extension Manual.
1.5. Project proposals are subject to review and evaluation of the Office of the Vice
Chancellor for Research, Extension and Development (OVCRED) or created committee.
1.6. Project proposal shall be submitted in three copies to the Office of the Director of
Extension for review, evaluation and endorsement.

Fig. 1: Flow Chart on the Screening and Evaluation of Extension Project Proposals
 Proponent (Prepare the proposal activity)
Proponent Proposal will be reviewed and endorsed by the College
Extension Coordinator and the Dean of the College

Proponent submits proposal to the ODE

DE: For screening, evaluation and endorsement to the VCRED: For further review and endorsement along with
VCRED draft S.O to the OP

OP: For action and approval along with issued S.O

OP: Approve and issue a S.O for impelementation and OVCRED: Forward approved S.O to the ODE to notify
notify the OVCRED and University Budget Office of the the propoent for implementation of approved
approved project/activity (with budgetary reqt.) project/activity

Proponent will submit Narrative or

Terminal Report to the UESC

2. Criteria for Funding of Extension Project/Activities

2.1 An extension project proposal/activity requesting for internal funding must satisfy the
following requirements:
a. Project proponent is a faculty member of the University who is not on study leave.
b. Extension project proposal must align to the R & D thrust program of the University.
c. Project proposal must have been reviewed and endorsed by the College Extension
Coordinator and the Dean of the College.
d. Extension project entailing huge amount of budgetary allocation shall be endorsed to
concerned funding agencies or institutions.
e. Must follow the prescribed format shown in figure 2.

2.2. Extension Project/Activity that does not require internal funding

a. Proponent shall submit in three copies the proposal project/activity to the OVCRED
through the Office of the Director of Extension with duly endorsed by the Dean of
the College following the prescribed format.
b. A Memorandum of Agreement (MOA) or communication letter from the target
clientele shall be attached.
c. The project proposal/activity shall be endorsed after review and evaluation to the
Office of the University President for issuance of Special Order.

3. Extension Credit Incentive of Faculty

All faculty members who conducted an extension project/activity with approved Special
Order shall enjoy the following extension credit incentives below:

a) Program/Project Leader/Co-Project Project Leader/Coordinator/Study Leader shall

enjoy 6 units teaching load reduction for a project/activity with a duration of 1
semester;
b) Conducted extension project/activity less than 1 semester shall be credited one (1)
unit per 24 hours for evaluation and promotion of faculty.
4. Requirements of Availing Extension Credit Incentives
a) Request letter of the Dean of the College
b) A Memorandum of Agreement or Understanding being executed;
c) Approved Special Order from the University President;
d) Copy of Journal Report including photo documentation of the activity;
e) End-user beneficiaries or clienteles are coming from the community, other institutions
(local or national government agencies), people’s organization and non-government
organizations.

5. Publication Incentives of Extension Program Output

a) Presented extension-related papers in the national and international shall be given an
incentive cash amount ranges from P25,000 to P60,000 depending on the quality of
publication determined through its impact on the socio-economic factor and among
other considerations. Provided, however that no previously granted publication
incentives as certified by the MSU Director of Research;

b) Faculty member who conducted research and extension project/activity within the period
of one (1) year shall enjoy a sabbatical leave privilege provided with a rank of an
Associate Professor and above who also served the University for a minimum period of
six (6) years with a privilege of full salary corresponding to the leave, free round trip
transportation from campus to the destination and back, and advance encashment of
salary equivalent to three (3) months of service (Art. 175, MSU Code of 1977 & BOR Res.
No. 1280, S. 1977).

6. Categories of Extension Services

Extension services are categorized below but not limited to the following activities:
6.1. Innovation Capacity Building – those activity that are designed to promote greater
awareness of the value of innovation which include the conduct of trainings, seminars,
fora conferences, symposia, speaking engagement, and community outreach.
6.2. Technology Needs Assessment- an assessment needs to identify appropriate
technologies, business opportunities, and requirements of clientele.
6.3. Consultancy and Technical Advisory Services – an activities that ensure successful
adoption of technologies.
6.4. Rapid Assessment and Technology Matching Services – an activities that ensure
promotion and utilization of technology towards community needs.
6.5. Technical assistance – an activities to ensure encouragement of the clientele to carry
out technological innovation and goal attainment.
6.6. Social community organization and mobilization (SOCMOB)

7. Prescribed Guidelines for Honoraria of Personnel Involved in the Project

DOST Memorandum Circular No. 001 Series of 2009 or Revised Implementing

Guidelines on the grant of honoraria:

A. Program Leader:
1-2 projects) PhP 10,200/month
3-4 projects 11,600/month
4 or more 14,600/month
 B. Project Leader PhP 8,800/month/project
Project Staff:
Level 3, SG 24 PhP 7,500/month/project
Level 2, SG 18 6,000/month/project
Level 1, SG 15 4,800/month/project

C. Program/Project Coordinator:
1-3 programs/projects PhP 4,400/qtr.
4 or more projects 6,600/qtr.
Project Support Staff:
Level 2 1,500/qtr.
Level 1 1,000/qtr.

D. Consultant on-call basis PhP 3,000/consultation

E. Commodity Team Leader PhP 6,000/month

Team Member 3,000/month

F. Working Group
Chairperson PhP 3,000/month
Member 2,700/month
Support Staff
Level 2 PhP 1,400/mtng.
Level 1 900/mtng.

G. Training
Training Coordinator PhP 1,400/day
Training Resource Person 1,400/day
Training Support Staff
Level 2 1,100/day
Level 1 600/day

H. Board of Judges
Chairperson PhP 3,000/mtng.
Member 2,700/mtng.

VII. Release of Project Fund

The release of project fund shall be in accordance of with the accounting

and auditing rules and regulations of the University.

Fig. 2. Project proposal format

A. Project/Activity Title
B. Proponent
C. Type of Project/Activity
• Training/Seminar
• Forum
• Symposium
• Conference Meeting
• Technical Assistance
 • Others: ______________________
D. Duration
E. Venue
F. Target Group/Beneficiaries
G. Rationale
H. Objective
I. Expected Result
J. Methodology
K. Line item budget
• To be endorsement by the Dean of College

Fig. 3. Progress or Narrative Report

A. Project/Activity Title
B. Proponent (s)
C. Type of Project/Activity Conducted
• Training/Seminar
• Forum
• Symposium
• Conference Meeting
• Technical Assistance
• Others: ______________________
D. Project Activity/Background
H. Significant Result
K. Problems Encountered and Action Taken
L. Recommendations

VIII. DEFINITION OF TERMS

1. Activity - Refers to specific/detailed actions to be undertaken to achieve the project

objective.

2. Applied Research – concern on making practical application of new knowledge with the
purpose of improving product or process toward the use of scientific knowledge (Dr.
Adela Cano-Beringuela, UP, 2008).

3. Basic Research – referred to as pure research or fundamental research (more concern on

developing theories by discovering broad generations or principles than in the practical
application of results (Dr. Adela Cano-Beringuela, UP, 2008).

4. Capacity Building - Refers to interventions aimed at giving new knowledge or skills to the
Institute’s stakeholders.

5. Capital Outlay (CO)- This includes all equipment necessary for the implementation of the
Project.

6. Conference/Symposium/Seminar/Workshop/Forum - a science and technology activity

where participants coming from other agencies, local or foreign, are invited to provide
assistance, guidance and expertise in the resolution or discussion of a given issue/
problem/ topic.
 7. Database/Databank - A systematic and organized collection of information related to a
particular subject or purpose.

8. Direct Cost – It broken down into three: PS, MOOE, and CO.

9. Documentation - Refers to the process of recording the highlights of the activities of a

training, workshop, conference, convention, among others. This may take the form of
print, photo or video documentation.

10. Educational Tour - An activity wherein participants are brought to a successful and
established farm or organization, where they could gain first-hand knowledge and
experience. Also referred to as exposure trip, lakbay-aral, mobile training, or field
trip/tour.

11. Evaluation - An activity which aims to assess and measure the degree of accomplishment
of a planned/targeted output/deliverable. This is an important part of any planning
activity. Impact Evaluation - an activity which aims to determine the outcome of the
results of the activities on economic and social status. This is undertaken 3 to 5 years
after the implementation of a program/project.

12. Extension – The act of communicating, persuading and helping specific sectors of the
community and institutions in attaining quality of life.

13. Extension Services – include any or a combination of the following: training programs,
technical assistance and advisory services, communication/information services,
community outreach activities and technology transfer, speaking engagement and
utilization and commercialization.

14. Extension Program – a set of projects and activities in extension, community outreach or
similar functions regularly undertaken by the University intended to improve the quality
of life of the people.
15. Extension Work – any activity of a specific duration governed by objectives, strategies of
implementation, targets and expected results that are geared towards individual and
social transformation and/or contribution of local regional and national development.

16. Extension Project – a series of activities carried out to implement an Extension Project.
Two or more project make up a program.

17. Extension Proposal – it is a plan showing the details how the project is to be carried out.

18. Facilitator - A person or specialist who structures and implements learning situations and
experiences with the end result of enhancing the learner’s capabilities to be sensitive to
his/her own processes and behavior. Also referred to as trainer.

19. Forum/Symposium - A formal meeting held for the discussion of a subject of general
interest during which individual speakers may make presentations.

20. Indicator - A quantifiable unit of measurement of a particular input or

output/deliverable.

21. Indirect Cost- Refers to Administrative and Management Costs of the project.
22. Journals - A publication issued by a society or institution; contains news, proceedings,
transactions, and reports of work conducted in a particular field; usually technical in
nature and treatment.

23. MOOE – Is broken down into the following: 1) Traveling Expenses 2) Repair and
Maintenance of Vehicles 3) Transportation and Delivery Services 4) Supplies and
Materials 5) Utilities 6) Training and Scholarship Expenses 7) Advertising Expenses 8)
Printing and Binding Expenses 9) Rent Expenses 10) Representation Expenses 11)
Subscription Expenses 12) Survey Expenses 13) Professional Services 14) Taxes and 15)
Other Maintenance and Operating Expenses.

24. Networking - An activity which aims to set-up linkages and arrangements which would be
of mutual benefit to parties concerned.

25. Orientation - An activity to inform a group about a new program.

26. Policy - A high-level definition statement indicating top-level direction, commitment or

description of what is desired.

27. Policy Research - A study triggered by recurring problems for improvement or

development of institutional policy in relation to its P/P/A.

28. Research – a systematic attempt to discover answers to meaningful questions, or to

search for reliable knowledge by using different methods that are universally considered
systematic and objective (Dr. Adela Cano-Beringuela, UP, 2008).

29. Sabbatical Leave – a privilege of leave not exceeding one (1) may be granted to a faculty
member with a rank of associate professor and above who has served the University for a
minimum period of six (6) years with a privilege of full salary corresponding to the leave,
free round trip transportation from campus to the destination and back, and advance
encashment of salary equivalent to three (3) months of service (Art. 175, MSU Code of
1977 & BOR Res. No. 1280, S. 1977).

30. Seminar - An activity devoted to presentations on and discussion of a specialized topic.

31. Synthesis - A process of combining different ideas from the activity and highlighting
learning/insight and resolution to issues rose.

32. Technical Assistance (TA) - Refers to the provision of technical knowledge or skill to
stakeholders. For FBAS, TA refers to services on RBO development, marketing-related
assistance, feasibility study preparation, project proposal development, technology-based
information and on-farm visits.

33. Technology Transfer - are those activities that are basically designed to support,
promote, facilitate or fast-track the transfer of technologies developed.

34. Workshop - Refers to the hands-on paperwork application of learning immediately after a
lecture.

35. Write-shop - An activity focused on the development of a knowledge material.

13. EFFECTIVITY

This Manual of Extension shall be applied to the MSU-Main Campus and shall be
adopted by other system campuses of the Mindanao State University for uniformity. This
Manual shall takes effect upon approval by the MSU Board of Regents.