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Citizen's charter Dmmmsu-sluc

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Citizen's charter Dmmmsu-sluc

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Citizen's charter Dmmmsu-sluc

  1. 1. 1
  2. 2. 2 ADMISSION AND REGISTRARSHIP’S OFFICE Undergraduate Level APPLICATION FORMS FOR GRADE 7, SENIOR HIGH SCHOOL AND COLLEGE ADMISSION TESTS (CAT) / INTERVIEW Service Time: MONDAY TO FRIDAY 8:00 AM- 5:00 PM Clients: Bonafide Students Requirements: 1. Two 2"X2" ID picture with name tag (taken within the last six months) 2. Photocopy of Form 138 (Report Card) 3. Photocopy of Certified True Copy of Grades (for college transferees) 4. ALS Certificate of Rating (ALS Passer) 5. Testing Fee of P100.00 Duration: 1 hour and 45 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Ask for an Application form Issues the CAT application form 5 mins Guidance Counselors/ Staff GSAT Form, SHAT Form, CAT Form 2 Fill out the Form 3 Present the filled out Form and requirements for perusal Checks Form 5 mins Guidance Counselors/ Staff GSAT Form, SHAT Form, CAT Form 4 Proceed to the Cashier Office, pay the testing fee Receives payment and issues OR 10 mins Cashier's Office Personnel Php100 5 Proceed to the Guidance Office, present OR Checks OR and issues exam permit 10 mins Guidance Counselors/ Staff 6 Take CAT exam at testing venue Administers CAT 1 hr Examiner 7 Proceed to the College/Institute, present CAT Results and undergo Interview Conducts interview 15 mins (As scheduled) Interviewer from the Dean’s Office ----------End of Transaction---------
  3. 3. 3 ADMISSION AND REGISTRARSHIP’S OFFICE Undergraduate Level REGISTRATION/ENROLMENT Service Time: As scheduled Clients: New and Old student applicants, transferees Requirements: New Students / Transferees a. DMMMSU College Admission Test Result b. Medical and Dental Examination Result conducted by DMMMSU or any government physician c. Enrolment Permit duly signed by the Department Chairperson d. Original Copy of Form 138 (HS Report Card)/ALS Rating e. Certification of Good Moral Character f. Birth Certificate from NSO/PSA (Photocopy) g. Original copy of Certificate of Transfer Credential/Honorable Dismissal* h. Certificates of Grades * i. (2) pcs 2x2 latest photo * additional requirements for transferees only Foreign Students a. DMMMSU College Admission Test Result b. Certificate of Completion of a Secondary Curriculum c. Original Transcript of Record d. Personal Data e. Affidavit of Support f. Alien Certificate of Registration g. Result of TOEFL/IELTS h. Student Visa i. Security Clearance from his/her Embassy j. Resident Guarantor of his/her character k. CHED permit l. Alien Fee Duration: 40 mins
  4. 4. 4 ADMISSION AND REGISTRARSHIP’S OFFICE Undergraduate Level PROCEDURE (for New Students and Transferees) STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present admission requirements Receives and evaluates Admission credentials and issues admission slip/ Enrolment 5 mins Department Chair / Principal Admission Slip Registration Form 2 Accomplish Registration Form Receives and verifies enrolment form for completeness and correctness 5 mins Department Chair/ Principal Student Registration Form 3 Proceed to MIS, present the copy of subjects to be enlisted in the Registration Form. Encodes and prints enrolled subjects and provide Assessment of fees. 10 mins MIS Head/ Staff Assessment Form 4 Proceed to the Accounting Office and pay tuition and other fees Receives payment and issues Official Receipt. 5 mins Cashier’s Office Personnel Official Receipt 5 Proceed to Registrar’s Office for official enlistment and submit copy of accomplished Registration Form and get class cards Receives Registrar’s copy of Registration Form and issues class cards 5 mins Registrar’s Office Personnel 6. For new/transferee and, proceed to MIS Office and apply for ID For continuing student, present ID for validation Processes Student’s Identification Card 10 mins MIS Personnel ----------End of Transaction---------
  5. 5. 5 REGISTRAR’S OFFICE Undergraduate Level ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS, HONORABLE DISMISSAL/ TRANSFER CREDENTIALS, DIPLOMA AUTHENTICATION/ CERTIFICATION OF GRADES Service Time: Monday- Friday 8:00 AM - 5:00 PM Clients: Bonafide Student Requirements: 1. Duly Accomplished Clearance Form 2. Student Authorization Letter 3. Representative’s Identification Card Duration: 24 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Get Clearance Form and have it signed Provides Clearance Form 2 mins Cashier Office Personnel Clearanc e Form 2 Get application form 2 mins Registrar’s Office Personnel Applicati on Form 3 Fill out form 4 Present application form. Present student ID and authorization card of authorized representative Checks if grades sheets have been submitted, encoded/posted to individual students academic worksheet 10 mins Registrar’s Office Personnel 5 Pay the corresponding fee Receives payment and issues receipt 5 mins Cashier Office Personnel Filled up applicatio n for school records form OTR (Php 50 ) 1st pp. (Php 25) succd’g pp. Diploma (Php150) Cert (Php 20) Hon. Dismissal/ Transfer Cred.(Php 50) Authentication Local (Php 20) Int’l (Php 50) 6 Present signed Clearance Form, OR and claim the certifications Prints/encodes and issues certifications 5 mins Form 137 / OTR/Diploma ( 2nd Copy)- 5 days Cert/Hon Dismissal/Transfe r Cred- 5 days Registrar’s Office Personnel ----------End of Transaction---------
  6. 6. 6 REGISTRAR’S OFFICE Undergraduate Level COMPLETION OF GRADES Service Time: Monday- Friday 8:00- 5:00 PM Clients: Bonafide Student Requirements: As required by the Subject Teacher Duration: 4 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Settle deficiencies Subject Teacher 2 Get Completion Form Issues form I min Registrar’s Office Personnel Completion Form 3 Pay the corresponding fee Receives payment and issues receipt 1 min Cashier Office Personnel Php25 4 Proceed to the subject teacher, present completion form Fills up the form 2 mins Subject Teacher Completion form 5 Proceed to the Registrar’s Office, present duly accomplished completion form and OR Records student’s grades Registrar’s Office Personnel ----------End of Transaction---------
  7. 7. 7 REGISTRAR’S OFFICE Graduate Level CGS ENROLMENT PROCEDURE Service Time: Monday – Saturday 8:00 AM – 5:00 PM (No Noon Break) Clients: Students (Old, New and Transferee) Requirements: New/Transferee Students 1.Official Transcript of Records ( Original Copy) 4. 2 pcs 2x2 pictures 2. Transfer Credentials 5. Folder 3. Medical Certificate 6. Registration Form Old Students 1. Registration Form Duration: 36 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Inquire on program offering & fill out of Admission Form Provides the student with the requirements Releases Admission Forms. 5 mins CGS Clerk Admission Form 2 Present required documents Interviews the applicant. Evaluates documents and Issues evaluation form 5 mins Dean Program Coordinator 4 Fill out enrolment form Approval of the Dean 5 mins Dean Enrolment Form 5 Proceed to MIS, present the copy of subjects to be enlisted in the Enrolment Form Encodes and prints enrolled subjects & provides assessment of fees 10 mins In-Charge Assessment: CGS Clerk 6 Proceed to the Accounting Office & pay tuition & other fees Receives payment and issues Official Receipt (OR) 5 mins Cashier 7 Claim class cards Issues class cards 3 mins CGS Clerk Class cards 8 Application for Student ID and Library card Issues Student ID/ Library Card Form and file for action. 3 mins MIS Personnel Information Sheet PhP100 Php50 ----------End of Transaction---------
  8. 8. 8 REGISTRAR’S OFFICE Graduate Level FILING AND RELEASING OF SCHOOL CREDENTIALS (TRANSCRIPT OF RECORDS/CERTIFICATIONS/DIPLOMA) Service Time: Monday – Saturday 8:00 AM – 5:00 PM (No Noon Break) Clients: Old Students, Graduates Requirements: Clearance Form Duration: 5 days & 14 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Request a clearance form Issues a clearance form 2 mins CGS Staff Clearance Form 2 Seek the approval of school officials Directs the student to the location of signatories 10 mins Librarian Assessment Officer (CGS): Registrar (CGS): Dean 3 Submit duly accomplished clearance form Checks and receives the form for action 2 mins (CGS Office) 4 Prepares/Checks /Edits the prepared documents (CGS Office) (SLUC Registrar) 5 Claim of the following:  OTR  Certificati ons  Diploma (second copy) Releases Documents 5 days 5 days 5-10 days (CGS Office) Php75.00/ page(1st page) Php50.00 (2nd page) Php50.00 Php200.00 ----------End of Transaction---------
  9. 9. 9 OFFICE OF THE DEAN/ PROGRAM CHAIR Graduate Level APPLICATION FOR THESIS/DISSERTATION PROPOSAL AND FINAL DEFENSE Service Time: Monday – Saturday 8:00 – 5:00 (No Noon Break) Clients: Students (Enrolled in Dissertation/Thesis Writing) Requirements: 1. Certification of Grades* 2. Certification of Passing the Comprehensive Examination Duration: 10 days, 3 hours and 13 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Submit the manuscript to the adviser Evaluates the quality of student’s work Indorses the manuscript for oral defense 15 mins Thesis/ Dissertation Adviser Manuscript Indorsement Letter 2 Fill out the tentative schedule of defense Finalizes of the Oral Examination Committee (OReC) Schedule date of defense 15 mins Dean OReC Form 3 Pay of fees Issues of receipt 3 mins Cashier’s Office 4 Distribute the copies to the OReC Evaluates the thesis/dissertation proposal as scheduled 5 days OReC Masters 5 Consult OReC regarding the suggestions/ recommends Assists to improve the manuscript 1 hr Adviser 6 Submit corrected thesis/dissertation proposal 5 mins Dean 2 hard copies of the manuscript 7 Administer, Retrieve, Validate Questionnaires Assists the preparation of instruments 5 mins Thesis/ Dissertation Adviser OReC Dean Validated Questionnaires Final copy of manuscript **For Final Defense
  10. 10. 10 STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 8 Do Steps 1 o 4 Subject for technical editing Evaluates the final manuscript Schedule of final defense 5 days Thesis/Dissertatio n Adviser Dean OReC Cashier’s Office Technical Editor Manuscript 9 Submit copies hard and soft bound Checks of the completeness and format of the manuscript 30 mins Dean 6 hardbound copies 2 CD-R & 2 CDRW of the Manuscript 10 Secure application for graduation Payment of fees Evaluates grades 1 hr Registrar’s Office Application from for Graduation Graduation Fee- P250.00 Diploma- P200.00 Alumni Fee- P300.00 ----------End of Transaction---------
  11. 11. 11 OFFICE OF THE DEAN/ PROGRAM CHAIR Graduate Level COMPREHENSIVE EXAMINATION Service Time: As scheduled in the Approved University Academic Calendar Clients: Graduate Students who have completed Academic Requirements Requirements: Receipt Payment and Approved application for Comprehensive Examination Duration: 3 hours & 5 Minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present Official receipt of payment Prepares and issues test and test booklet 5 mins Dean's Office Personnel 2 Take the Comprehensive Examination Administers the Examination 3 hrs per area Dean's Office Personnel ----------End of Transaction--------- Note: release of Comprehensive Exam result is after 30 days *Comprehensive examination is given in the three (3) areas for Thesis Program Area I- Required Subjects Area II- Major Subjects Area III- Cognate Subjects ** Comprehensive examination is given in the four (4) areas for Non Thesis Program Area I- Required Subjects Area II- Major Subjects Area III- Cognate Subjects Area IV- Alternative Subjects
  12. 12. 12 OFFICE OF THE DEAN/ PROGRAM CHAIR Undergraduate Level ISSUANCE OF EXAMINATION PERMIT Service Time: Monday- Friday, 8:00 AM- 5:00 PM Clients: Bonafide Students Duration: 5 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Submit approved clearance to the Dean or Authorized Representative Accepts and validates student's clearance Issues examination permit 3 mins Dean's Authorized Representative Approved Clearance Form 2 Receive examination permit 2 mins Dean's Authorized Representative Permit Form ----------End of Transaction---------
  13. 13. 13 OFFICE OF THE DEAN/ PROGRAM CHAIR Undergraduate Level RELEASE OF CLASS REPORT/ CARDS WITH GRADES TO THE STUDENTS* Service Time: Monday- Friday, 8:00 AM- 5:00 PM Clients: Bonafide Students Duration: 5 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Get class cards with grades from the Dean's Office Releases the class cards with grades 5 mins Dean's Authorized Representative Class Cards ----------End of Transaction--------- *Grades will be ready at least 10 working days after Final Examination
  14. 14. 14 OFFICE OF THE DEAN/ PROGRAM CHAIR Undergraduate Level SIGNING OF CLEARANCE Service Time: Monday- Friday, 8:00 AM- 5:00 PM Clients: Bonafide Students Duration: 30 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Get two copies of Clearance Form from the Dean's Office Provides clearance form 3 mins Dean's Authorized Representative Clearance Form 2 Present Clearance to the Director/ Coordinator of Student Affairs or his/ her Authorized Representative Checks accountabilities and signs the clearance form 7 mins Student Affairs Coordinator/ Authorized Representative Clearance Form 3 Proceed to the Library and present clearance Checks the accountabilities of students for borrowed books (signs the clearance form if cleared) 5 mins Librarian/ Authorized Representative Clearance Form 4 Present clearance to the accountant or his/ her Authorized Representative Checks the accountabilities (and signs the clearance form, if cleared) 5 mins Accountant/ Authorized Representative Clearance Form 5 Proceed to the Cashier's Office to seek signature Pay for account balance Checks for accountabilities Signs the Clearance Form *Receives payment and issue official receipt 5 mins Cashier/ Authorized Representative Clearance Form 6 Present clearance to the Dean or his/ her Authorized representative Validates the signatures, approves the clearance, and returns one copy to the student 5 mins Dean/ Authorized Representative ----------End of Transaction--------- * For students with financial and other accountabilities
  15. 15. 15 OFFICE OF THE DEAN/ PROGRAM CHAIR Undergraduate Level VALIDATION OF SUBJECTS Service Time: Monday- Friday, 8:00 AM- 5:00 PM Clients: Transferee Students Requirements: 1. Assessment Form from the Department Chairman 2. Official Description of Subjects Duration: 1 hour and 38 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Secure validation Form from the Department Chairman Issues Validation Form 5 mins Registrar's Office Personnel Validation Form 2 Fill out Validation Form 3 Submit validation Form to the Dean Checks the Validation Form and Assigns subject teacher to validate 15 mins Dean/ Department Chairman 4 Go to the subject teacher validation Determines the subject for validation 15 mins Subject Teacher 5 Pay validation fee Receives payment and issues official receipts 3 mins Cashier 6 Take the examination Administers the examination 1 hr Assessment Form ----------End of Transaction---------
  16. 16. 16 OFFICE OF THE DEAN/ PROGRAM CHAIR Undergraduate Level REQUEST FOR CROSS REGISTRATION TO OTHER SCHOOLS Service Time: During the Enrolment Period Monday- Friday, 8:00 AM- 5:00 PM Clients: Bonafide Students Duration: 10 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Fill out and submit request form for the subject evaluation and cross registration to the Dean Evaluates subjects and recommends cross registration of the student 10 mins Dean/ Program Chairman Cross Registration Request Form ----------End of Transaction---------
  17. 17. 17 OFFICE OF THE DEAN/ PROGRAM CHAIR Undergraduate Level SHIFTING OF COURSE Service Time: Monday- Friday, 8:00 AM- 5:00 PM Clients: Bonafide Students Duration: 20 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Submit letter request with attached documents to the Dean Evaluates documents and endorses letter request 10 mins Dean Shifting of Course Form 2 Secure a copy of the endorsement from the Dean of the school of origin Issues endorsement 5 mins Dean 3 Submit copy of the endorsement to the Dean of the school the student intends to shift Evaluates and approves/ denies 5 mins Dean 4 Attach copy of approved endorsement to the Enrolment Form and follow the procedure of admission registration ----------End of Transaction---------
  18. 18. 18 OFFICE OF THE DEAN/ PROGRAM CHAIR Undergraduate Level CONDUCT OF CLASSES Service Time: Monday- Friday (As scheduled on the Regular Program) 8:00 AM- 12:00 PM; 1:00PM- 5:00 PM Clients: Students Requirements: 1. Class Cards 2. Other Requirements* Duration: 1 hour/ Lecture 3 hours/ Laboratory Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Report at room assignment and attend classes Checks the attendance and conducts classes 1 hr/ Lecture 3 hrs/ Laboratory Faculty Class Cards 2 Participate in the class discussion/ activities Conducts lecture and other activities as prescribed Syllabus/ Course Outline Handouts 3 Comply with the subject requirements Monitors and evaluates student performance Returns filled out/ signed class cards Class Card Report on Rating ----------End of Transaction--------- * As the subject/ course instructor may require
  19. 19. 19 OFFICE OF THE DEAN/ PROGRAM CHAIR Undergraduate Level MEETING / COURTESY CALL Service Time: Monday- Friday, 8:00 AM- 12:00 pm; 1:00 PM - 5:00 PM Occasionally even after office hours and or even Saturdays/ Sundays as needed arises Clients: All College visitors who wish to meet the Dean and/or the Chairman of any of the department. Duration: 20 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 May call to the office of the Dean/ Chairman The OD/ OC acts on the on call or message 1-5 mins Deans Secretary 2 Visitors may come personally The Dean/ Chairman meets the clients on the first- come first-served basis 5-15 mins per group or case to case basis Dean/ Chairman ----------End of Transaction---------
  20. 20. 20 OFFICE OF THE DEAN/ PROGRAM CHAIR Undergraduate Level INFORMATION AND COLLEGE TOURING SERVICES Service Time: Monday- Friday, 8:00 AM- 5:00 PM Clients: All visitors particularly those who come in groups who wish to see the College and wish to know its different programs Duration: 15 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Call or write in advance for proper scheduling OC acts on the on call or message promptly 5-15 mins after receiving the message / call or case to case basis Dean/ Chairman ----------End of Transaction---------
  21. 21. 21 OFFICE OF THE DEAN/ PROGRAM CHAIR Undergraduate Level TUTORIALS Service Time: Monday- Friday, base on the availability of the Faculty Specialist Clients: Professional/ Non- Professional; Student/ Pupils; Interested Parties, who are willing to undergo the tutorials Requirements: Request Letter Duration: 55 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Inquire regarding the assistance/ request for tutorial by calling or writing The clients shall act or call on inquiry / request 10 mi ns case to case basis Chairman 2 Communicate to Faculty specialist A request letter should be forwarded to the concern program chair for the tutorial needed 15-30 mins Chairman 3 Signing of MOA and confirmation of schedule Upon approval, the chancellor will signs the MOA for both parties concern 5-10 mins Chairman ----------End of Transaction---------
  22. 22. 22 FINANCE SERVICES ISSUANCE OF STATEMENT OF ACCOUNT/ BALANCES Service Time: MONDAY TO FRIDAY 8:00 AM- 5:00 PM Clients: Bonafide Students Duration: 15 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Fill out request form and present student I.D Checks student's payment record in file 5 mins Accountant Request Form 2 Client advise to sign the log book to express that the request has been given Requests students to fill out the log book 5 mins Accountant 3 Pay at the Cashier’s Office Processes the payments and issues Official Recepts 5 mins Accountant ----------End of Transaction---------
  23. 23. 23 FINANCE SERVICES LOAN CERTIFICATION (LAND BANK/ DEVELOPMENT BANK/ PAG - IBIG) Service Time: MONDAY TO FRIDAY 8:00 AM- 5:00 PM Clients: Faculty and Staff Duration: 20minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present to the loan form duly filled up Verifies data entered in the form, acts on the request 15 mins Accountant Loan Form 2 Receive the duly signed form Records transaction in the log book the date/ time of receipt 5 mins Accountant ----------End of Transaction---------
  24. 24. 24 FINANCE SERVICES BUDGET VERIFICATION Service Time: MONDAY TO FRIDAY 8:00 AM- 5:00 PM Clients: Bonafide Students Duration: 30 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present request to the Accountant Attends to the request. Advises client to wait while calling the Budget Officer to prepares the necessary records for examination/ verification 30 mins Accountant/ Budget Officer 2 Acknowledge records given by the office whereby the will indicate in the log book the time and date of receipt Facilitates the releases of records requested. Indicates in the log book that signature/ time/ date is in it Finance Services Unit 3 Advises client to be back after 2 to 3 hours while further assessment on the item requested Case to case basis Accountant ----------End of Transaction---------
  25. 25. 25 FINANCE SERVICES CONSULTANCY SERVICES Service Time: MONDAY TO FRIDAY 8:00 AM- 5:00 PM Clients: Faculty, Staff and Students Duration: 30 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Seek advises of the Accountant on matters relating to accounting rules- specifically bookkeeping/ disbursement or payment of procured items Attends to the request. Advises client appropriate solutions on the issue/ concerns presented 30 mins Accountant ----------End of Transaction---------
  26. 26. 26 LIBRARY SERVICES LIBRARY CARD APPLICATION Service Time: Monday- Friday, 8:00 AM- 5:00 PM (No Noon Break) Clients: New Students Requirements: 1. Official Receipt with Library Card (LCL) 2. Registration Form (RF) 3. Student’s Record Form (SRF) Duration: 6 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present the LC/RF Checks the LC/RF Returns the LCRF together with the SRF 1 min Library Staff LC RF SRF 2 Fill out form Submit the accomplished SRF and required documents Countersigns/marks the RF “LC applied” and the date of application Returns the LC/RF to the student 3 mins RF SRF 3 Facilitates the printing of library card 2 mins Library Staff ----------End of Transaction---------
  27. 27. 27 LIBRARY SERVICES VALIDATION OF LIBRARY CARD Service Time: Monday- Friday, 8:00 AM- 5:00 PM (No Noon Break) Clients: Old Students Requirements: 1. Registration Form (RF) 2. Library Card (LC) Duration: 5 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present LC & RF Verifies information in the RF and Attaches validation sticker in the enrolled year 1 min Library Staff RF SRF 2 Sign in the Student’s Record and Receive the validated LC Issues validated LC 4 mins Library Staff RF SRF ----------End of Transaction---------
  28. 28. 28 LIBRARY SERVICES RE-ISSUANCE OF LIBRARY CARD Service Time: Monday- Friday, 8:00 AM- 5:00 PM (No Noon Break) Clients: Students Requirements: 1. Library Card Replacement Form (LCRF) 2. Registration Form (RF) 3. Official Receipt (OR) Duration: 10 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Notify the library staff and Fill out the LCRF Checks/verifies the student record Gets the LCRF-File Copy and maintains for records purposes Advises student to return to the library after one week for processing of required documents 5 mins Library Staff LCRF 2 Present: RF Accomplished LCRF- Student’s Copy Issues payment slip and Advises the student to pay at the Cashier’s Office 3 mins Library Staff LCRF- students copy RF 3 Present OR Facilitates the printing of library card 2 mins ----------End of Transaction---------
  29. 29. 29 LIBRARY SERVICES CLAIMING THE LIBRARY CARD Service Time: Monday- Friday, 8:00 AM- 5:00 PM (No Noon Break) Clients: Students Requirements: 1. Registration Form (RF) – (new students) 2. Library Card Replacement Form (LCRF) – Student’s Copy (Re-Issuance) Duration: 8 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present: RF for new students Library Card Replacement Form (LCRF) -Student’s Copy for re- issuance Verifies, writes necessary information in the Students’ Record/LCRF- File copy and Releases the LC 5 mins Library Staff SRF LCRF- Student & File Copy 2 Sign the Student Record/ LCRF – File Copy and Receives the LC Files the Student’s Records alphabetically by the student’s surname and year applied 3 mins Library Staff SRF LCRF - File ----------End of Transaction---------
  30. 30. 30 LIBRARY SERVICES BORROWING OF BOOKS Service Time: Monday- Friday, 8:00 AM- 5:00 PM (No Noon Break) Clients: Students, Faculty & Employees Requirements: 1. Library Card for Student 2. Borrowers Card (Yellow Card) for Faculty/Staff Duration: 6 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present student LC / Borrowers Card (Yellow Card) for Faculty and Staff Manual Procedure: Presents e-library card Searches at Card Catalog Fills-up the book card together with e-Library Card Computer Procedure Log-in at Online Public Access Catalog (OPAC/KOHA) Searches at Online Public Access Catalog (OPAC/KOHA Fills-up the book card together with eLibrary Card 3 mins Library Staff LC 2 Manual Procedure:  Search at Card Catalog Computer Procedure  Search at Online Public Access Catalog (OPAC/KOHA) Fill-up the book card together with e-Library Card Manual Procedure: Searches at Online Public Access Catalog Writes in the borrowers card (yellow card) Title of the book, Accession Number, date of borrowing 3 mins Library Staff Borrower s Card (Yellow Card) ----------End of Transaction---------
  31. 31. 31 LIBRARY SERVICES RETURNING OF BOOKS Service Time: Monday- Friday, 8:00 AM- 5:00 PM (No Noon Break) Clients: Students, Faculty & Employees Requirements: 1. Library Card for Student 2. Borrowers Card (Yellow Card) for Faculty/Staff Duration: 6 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present borrowed materials Pulls out LC with the book card receipt Manual Procedure: Checks the accession number of the book borrowed and date due 3 mins Library Staff Payment Slip Students: Php 30.00 per day (non- reserve books) Php3.00 per hour For Xerox: Php5.00 per hour 2 Pay the overdue charges at the Cashier’s Office Cashier’s Office 3 Present OR Records the OR. No. in the logbook and Issues the LC 3 mins Library Staff Returns the books in the shelves Library Staff ----------End of Transaction---------
  32. 32. 32 LIBRARY SERVICES REQUESTING FOR LIBRARY REFERRAL Service Time: Monday- Friday, 8:00 AM- 5:00 PM (No Noon Break) Clients: Students, Faculty & Employees Requirements: Library Card for Student Duration: 12 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present library card and accomplish a referral request slip Provides slip Encodes and prints the referral letter and forwards the letter to the Head Librarian 7 mins In-Charge Referral request slip 2 Checks and signs the referral letter 2 mins Head Librarian 3 Sign the library file copy and Receive the referral letter Issues the referral letter Files the library copy 3 mins Library Staff ----------End of Transaction---------
  33. 33. 33 LIBRARY SERVICES AUDIO-VISUAL ROOM SERVICES Service Time: Monday- Friday, 8:00 AM- 5:00 PM (No Noon Break) Clients: Students, Faculty & Employees Requirements: Audio-Visual Reservation (AVR) Form Duration: 5 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1 Secure AVR reservation form Checks the availability of the Audio-Visual Room Issues AVR request form 5 mins Library Staff AVR Request Form 2 Accomplish and process request form AVR Request Form ----------End of Transaction---------
  34. 34. 34 LIBRARY SERVICES COMPUTER ACCESS Service Time: Monday- Friday, 8:00 AM- 5:00 PM (No Noon Break) Clients: Students Requirements: Library Card Duration: 2 minutes (as required) Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present LC Checks the availability of computers and If current student using the computer has exceeded it time limit 2 mins Library Staff LC 2 Log-in in the computer logbook Conduct research As required Library Staff LC ----------End of Transaction---------
  35. 35. 35 STUDENT AFFAIRS SERVICES (SAS) APPROVAL OF PERMITS FOR STUDENT ACTIVITIES Service Time: 1 week before the activity Clients: Student Organization Requirements: 1. Letter request to conduct activities 2. Submit waivers if the activity is after 5:00 PM outside 3. Submit budget plan as the needs arises 4. Must have approved letter from the administrative to use the school facilities Duration: 20 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Submit needed requirements Checks documents, Parents Consents (if the activity is after 5:00 PM and outside SLUC Campus) 5 mins Student Organizations' Coordinator/ SAS Clerk Letter Request to conduct Activity 2 a. For Non-Academic activities, applicant must secure signature of SAS Head/ Dean/ Chancellor b. For academic activities, applicant must secure signature of the SAS Head/ Dean/ Chancellor c. For activity outside the province of La Union Province, applicant seek approval of the Chancellor & University President Signs permit 15 mins a. Adviser/ Dean/ Head of Student Affairs/ Chancellor b. a. Adviser/ Dean/ SAS Head Affairs/ Chancellor c. University President ----------End of Transaction---------
  36. 36. 36 STUDENT AFFAIRS SERVICES (SAS) ACCREDITATION OF STUDENT ORGANIZATION Service Time: University and College Student Councils Other Organization and Interest Groups Clients: Officers of Student Councils and various Requirements: 1. Application papers for accreditation 2. Constitution and by Laws 3. Named of Proposed Adviser 4. Other school based organization Duration: 2 days and 35 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Submit the requirements to the USC/ CSBO for evaluation in order to be accredited as a student organization Checks forms and requirements; if deficient returns papers for completion 15 mins USC/ CSBO/ SBO/ SAS Student Organizatio n Form 2 Reviews documents 2 days SAS Follow-up status of application if approved wait for the issuances of certifications Updates the application with the status of application 10 mins SAS Head 3 Receive the Certification Issues the certification for the qualified student organization 10 mins SAS/ Clerk ----------End of Transaction---------
  37. 37. 37 STUDENT AFFAIRS SERVICES (SAS) STUDENT ASSISTANSHIP Service Time: Monday- Saturday (8:00 AM- 5:00 PM) Clients: Bonafide Students Requirements: 1. Application Letter 2. Request / Recommendation Letter from the Unit Heads, Students Assistantship 3. Personal Data Sheet 4. Schedule of Classes Duration: 10 days and 8 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1 Present and submit application letter, class schedule, ID picture Receives application letter, class schedule and ID picture and issues form 5 mins SAS / Clerk Personal Data Sheet Form 2 Fill out Form Sheet Issues Personal Data 5 days Personal Data Sheet 3 Submit Personal Data Sheet Screens applicants and recommends qualified applicants students to Unit Heads needing assistants 5 days SAS Head None 4 Notifies qualified applicants after the approval of the immediate supervisor or Chancellor 3 mins SAS Head ----------End of Transaction---------
  38. 38. 38 STUDENT AFFAIRS SERVICES (SAS) AVAILING SCHOLARSHIP GRANT Service Time: Monday- Saturday (8:00 AM- 5:00 PM) Clients: Bonafide Students & Freshmen Requirements: 1. Latest 2”x2” ID picture 2. Certificate of Grades (for old students)/Photocopy of High School Card (for incoming freshmen) 3. Certificate of Good Moral Character Duration: 20 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Fill out the scholarship application form and prepare the needed requirements Screens and accepts scholarship application Processes scholarship application Approves scholarship application 5 mins 5 mins 5 mins Scholarship In- charge Scholarship Committee (Registrar, Guidance Counselor, Scholarship In-charge, SAS Facilitator, SAS Head, Chairman, Dean & Chancellor) Scholarship Form None Submit the approved scholarship form and other pertinent documents to the Guidance Office Records/Files the approved scholarship 5 mins Scholarship In- charge 2 ----------End of Transaction---------
  39. 39. 39 STUDENT AFFAIRS SERVICES (SAS) APPLICATION FOR CERTIFICATE OF GOOD MORAL CHARACTER Service Time: Monday- Friday 8:00 AM- 5:00 PM Clients: DMMMSU-SLUC Alumni, Students, Parents and Guardian Requirements: Official Receipts Duration: 25 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Secure request slip for good moral Complete Name Course School Year and semester the student last attended Purpose Issues request Slip 5 mins SAS Facilitators Scholarship Form 2 Present request slip for payment Issues OR 5 mins Cahier’s Office Official Receipt Php 25.00 3 Present the Official Receipt of Payment Checks record of requesting client on the Master List of Dispensed Case 10 mins SAS Facilitators/ Certificate of Good Moral 4 Present Certificate of Good Moral Character to the Registrar’s Office for stamping of the University dry seal Stamps with the University Dry Seal 5 mins Registrar’s Office Certificate of Good Moral ----------End of Transaction---------
  40. 40. 40 STUDENT AFFAIRS SERVICES (SAS) EXCUSE LETTER Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Bonafide Students Requirements: 1. Secure an application form for Editorial Board Membership at the Office of Student Affairs 2. Accomplish the applicant form 3. Submit the application form to the Office of College Publication 4. Qualifications a. Bonafide College student of DMMMSU-SLUC b. Satisfactory academic standing 5. Attended the scheduled interview and screening process Duration: 20 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Submit excuse letter signed by parent or guardian Medical Certificate is required if student’s reason for absence is due to illness Issues excuse letter 5 mins SAS Facilitator Excuse Letter 2 Secure signature of the subject teacher Signs excuse letter 10 mins Subject Teacher Excuse Letter 3 Return the admission slip for filing Receives excuse letter 5 mins SAS Facilitator ----------End of Transaction---------
  41. 41. 41 STUDENT AFFAIRS SERVICES (SAS) COUNSELING: REFERRAL Service Time: Monday- Saturday (8:00 AM- 5:00 PM) Clients: Referred Students for Counseling Duration: 1 hour and 30 minutes Requirement: Identification Card (ID) Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present the referral form to the front desk Requests the client to sign at the log book and then verifies the purpose Refers to the Guidance Counselor 5-10 mins Guidance Staff Referral Form 2 Proceed to the guidance counselor Conducts the counseling session 30mins – 1 hr case to case basis Guidance Counselor Acknowledgement Form ----------End of Transaction---------
  42. 42. 42 STUDENT AFFAIRS SERVICES (SAS) COUNSELING: WALK-IN Service Time: Monday- Saturday (8:00 AM- 5:00 PM) Clients: Students who voluntarily seeks counseling Duration: 1 hour and 10 minutes Requirement: Identification Card (ID) Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Fill up request form at the front desk Requests the client to sign at the log book and then verifies the purpose Refers to the Guidance Counselor 5-10 mins Guidance Staff Request Form 2 Proceed to the guidance counselor Conducts the counseling session 30 mins – 1 hr case to case basis Guidance Counselor Acknowledgement Form ----------End of Transaction---------
  43. 43. 43 STUDENT AFFAIRS SERVICES (SAS) MUTUAL AID APPLICATION Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Bonafide Students Requirements: Application Form, Medical Certificate, Official Receipt & Doctor's Prescription Duration: 1 day and 22 minutes & Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Request a form Issues the requested Application form 2 mins Guidance Personnel Mutual Aid Application Form 2 Fill-up application form & prepare the needed requirements Verifies and signs the application form 1 day CSBO Chairman, Campus Physician/ Nurse/ Principal/ Chairman/ Dean & SAS Head 3 Submit the accomplished Form & requirements and wait for 2 weeks for processing Checks the application form if filled up properly and if the required documents are properly attached 20 mins Guidance Personnel ----------End of Transaction---------
  44. 44. 44 STUDENT AFFAIRS SERVICES (SAS) LOAN ASSISTANCE APPLICATION (SAFE LOAN) Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: 3rd & 4th year Students Requirements: Application Form & Guarantor’s Note Duration: 3 hours & 2 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Request form Issues the requested Application Form 2 mins Guidance Personnel Safe Loan Application Form 2 Fill-up application form & prepares the needed requirements Verifies and signs the Application Form 30 mins Guarantor (Faculty/ Staff w/ Permanent Status), SAS Head, Dean & Chancellor 3 Submit the accomplished Form & Requirements and waits for 1 week for processing Checks the application form if filled up properly and if the required documents are properly attached. Consolidates the approved loan & submit to the accounting office for processing Orients the student borrowers about the guidelines 20 mins 1 hr 1 hr Guidance Personnel Guidance Personnel Guidance Personnel 4 Once the loan is ready for release the Student borrower will proceed to the Cashier’s office to get the loan Informs the applicants when to claim their loan 10 mins Guidance Personnel Cashier ----------End of Transaction---------
  45. 45. 45 STUDENT AFFAIRS SERVICES (SAS) TESTING: REQUEST FOR PSYCHOLOGICAL TEST FOR A PARTICULAR PURPOSE Service Time: Monday- Friday 8:00 AM-12:00PM; 1:00 PM- 5:00 PM Clients: Students/ Faculty and Staff Requirements: Identification Card Duration: 1 hr and 10 mins Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Fill-out request form at the front desk Requests the client to sign at the log book Refers to the Guidance Counselor 5-10 mins Guidance Staff Request Form 2 Proceed to the Guidance Counselor Asks the purpose of the test Assesses the type of test to administer Sets an appointment to conduct the test 30mins – 1 hr Guidance Counselor Request Form 3 Come at appointed date and time for the test Administers the test Sets a date for results and its interpretation Case to case basis Guidance Counselor Appointment Form 4 Come at appointed date and time for the result and interpretation Interprets the result 48 mins-1 hr Guidance Counselor Test Result ----------End of Transaction---------
  46. 46. 46 MEDICAL SERVICES REFERRAL (Emergency and Complicated Cases) Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Students, Faculty & Staff Requirements: Referral Slip Duration: 49 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present school ID Receives I.D for validation 1 min Medical Personnel 2 Fill-out Medical Record Form provided by Medical Personnel (First Timer). If with old record, no need to fill up. Provides medical Record Form. Finds the old medical record and update 5 mins Medical Personnel Medical Record Form 3 Submit for checking of vital signs Checks vital signs 10 mins Medical Personnel Medical Record Form 4 Submit for consultancy/ treatment Interviews and examines the patient. Note: if the initial findings of the attending physician/ medical personnel needs further evaluation and management, referral to the nearest hospital is advised. Notify the guardian/ parent 15 mins Physician Medical Form
  47. 47. 47 ASAP. Gives initial dose of medication as prescribed 5 Submit for referral Prepares and fills up referral form and coordinates with the Guidance / Auxiliary Service for the transport of the patient. Note: Referral to the nearest health agency/ hospital, the client must be accompanied by the Teacher-in-Charge during the time of incident 15 mins Physician Medical personnel Guidance Counselor Auxiliary Services Referral Form 6 Receive referral slip Releases referral slip with proper instructions 3 mins Medical Personnel Referral Form ----------End of Transaction---------
  48. 48. 48 MEDICAL SERVICES PROCEDURE ON THE ISSUANCE OF LABORATORY REQUEST Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Students, Faculty & Staff Requirements: Official ID Duration: 5 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present school ID Receives I.D for validation 1 min Medical Personnel 2 Write name in the patient/ client record book 2 mins Medical Personnel Log Book 3 Receive Certification Issues certification with proper instruction to provide clinic a copy of accomplished excused slip for filing 2 mins Medical Personnel Excuse slip Certification ----------End of Transaction---------
  49. 49. 49 MEDICAL SERVICES PROCEDURE ON PHYSICAL HEALTH EXAMINATION DURING ENROLLMENT (Qualified incoming First Year College Students and Transferees) Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Freshmen Students & Transferees Requirements: Laboratory Result depending on the Course taken. Duration: 31 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Retrieve and fill up Personal Information on Health Record Form together with the number Provides Health Examination Form and Number 3 mins Medical Personnel Health Examination Form 2 Write name in the patients/ clients record sheet Provides record sheet 3 mins Medical Personnel Record Book 3 Present the Forms needed Receives and reviews all the forms submitted 5 mins Medical Personnel Admission Form ,Health Examination Form, Laboratory results 4 Submit for checking of vital signs Takes body temperature, Blood Pressure, Cardiac rate, Respiratory rate, Height and Weight 10 mins Medical Personnel Health Examination Form 5 Submit for Health Examination Interviews the patient and interprets the results 10 mins Medical Personnel Health Examination Form 6 Receive the issued medical certificate/ admission form Issues medical certificate/ signs admission form Medical Personnel Health Certificate Php 20 ----------End of Transaction---------
  50. 50. 50 MEDICAL SERVICES ISSUANCE OF CERTIFICATE DUE TO ILLNESS (Qualified incoming First Year College Students and Transferees) Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: All Students, Faculty & Staff Requirements: Official I.D. issued by the University, excuse slip from the Guidance Office Duration: 15 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present school I.D. Receives I.D. for validation 1 min Medical Personnel Excuse Slip 2 Write name in the patient/ client record book 2 mins Medical Personnel Log Book Retrieves medical records for verification of clients consultation and fill up form 10 mins Medical Personnel Medical Record 3 Receive certification Issues certification with proper instruction to provide clinic a copy of accomplished school slip for filing 2 mins Medical Personnel Excuse Slip ----------End of Transaction---------
  51. 51. 51 MEDICAL SERVICES CONSULTATION AND TREATMENT OF MINOR AILMENT AND FIRST AID Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Students, Faculty & Staff Requirements: Medical Record Duration: 35 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present I.D. Receives I.D. for validation 1 min Medical Personnel 2 Write name in the patient/ client record book 1 min Medical Personnel Log book 3 Fill-out Personal Information on Medical Record Form provided by the medical personnel (first timer). If with old record, no need to fill up Provides medical record form Retrieves the old medical record and update 3 mins Medical Personnel Medical Record 4 Submit for vital signs checking Checks vital signs 10 mins Medical Personnel Medical Record 5 Submit for consultation or treatment Interviews and examines patient 15 mins Medical Personnel Medical Record 6 Get the prescribed medication Prescribes medications as necessary 3 mins Physician Prescription Pad 7 Receive initial dose Gives initial dose as prescribed 2 mins Medical Personnel Daily ----------End of Transaction---------
  52. 52. 52 DENTAL SERVICES ORAL HEALTH EVALUATION AND EDUCATION FOR NEW STUDENTS Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Freshmen Students and Transferees Requirements: Official I.D. issued by the University or Enrolment Form (Student’s Copy) Duration: 39 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present school I.D and write name in the patient / client logbook Receives I.D or Enrolment form (Student’s copy) for validation 3 mins Dental Personnel 2 Fill-out Dental Health Record Form Provides Dental Health Record Form and Assists the student in filling up 5 mins Dental Personnel Dental Health Record 3 Wait for the name to be called Calls patient 1 min Dental Personnel Dental Health Record 4 Submit for oral health examination Does oral examination/ evaluation and chairside education 20 mins Dentist Dental Health Record 5 Receive instruction and Appointment Slip Gives instruction and determines recall appointment and issue appointment slip 10 mins Dental Personnel Dental Health Pamphlets and Appointment s Slip ----------End of Transaction---------
  53. 53. 53 DENTAL SERVICES CONSULTATION AND TREATMENT Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: All Students, Faculty, Staff and Dependents Requirements: Official I.D. issued by the University Duration: 1 hour and 11 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present School I.D., Appointment Slip and write name in the patient/ client logbook. Receives I.D. for validation 5 mins Dental Personnel Appointment Slip 2 Fill-out Dental Health Record form for the first timer and no need to fill up for old patients/ clients Provides Dental Health Record form and assists the patient in filling up. Retrieves old dental health record and updates 10 mins Dental Personnel Dental Health Record 3 Wait for the name to be called Calls the patient 1 min Dental Personnel Dental Health Record 4 Submit for Oral Treatment Provides oral prophylaxis, dental restoration and tooth extraction as the need arise 30-45 mins. Depending on the severity of the case Dentist Dental Health Record 5 Receive Instruction and Appointment Slip if follow up is needed Dispense medicine Give post-operative medication and instruction 10 mins Dentist Dental Personnel Dental Health Record Appointment Slip ----------End of Transaction---------
  54. 54. 54 DENTAL SERVICES REFERRAL (Emergency and Complicated Cases) Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Students, Faculty, Staff and Dependents Requirements: Official I.D. issued by the University Duration: 29 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1 Present School I.D. and writes name in the patient/ client logbook. Receives I.D. for validation 1 min Dental Personnel 2 Fill-out Dental Health Record form for first timer and no need to fill up for old patients/ clients Provides Dental Health record form and assists the patient in filling up Retrieves old dental health record and update 5 mins Dental Personnel Dental Health Record 3 Submit for Consultancy/ Oral Treatment Interviews and examines the patient. If it needs further evaluation and management, referral is advised 15 mins Dentist Dental Health Record 4 Submit for Referral Prepares and fills- up referral form 5 mins Dentist Referral Form 5 Receive Referral Slip Releases referral slip with proper instruction 3 mins Dental Personnel Referral Form ----------End of Transaction---------
  55. 55. 55 DENTAL SERVICES ISSUANCE OF DENTAL CERTIFICATE Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Students, Faculty, Staff and Dependents Requirements: Official I.D. issued by the University Duration: 9 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1 Present School I.D and write name in the patient/client logbook. Receives I.D. for validation 1 min Dental Personnel 2 Fill-out Dental Health Record form for first timer and no need to fill up for old patients/ clients Provides Dental Health Record form and assists the patient in filling up Retrieves old dental health record and verification of clients consultation 5 mins Dental Personnel Dental Health Record 3 Receive Certification Issues certification with proper instruction 3 mins Dentist Dental Certificate ----------End of Transaction---------
  56. 56. 56 DENTAL SERVICES DENTAL APPOINTMENT Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Students, Faculty, Staff and Dependents Requirements: Official I.D. issued by the University Duration: 5 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstanc es) PERSON RESPONSIBLE FORMS FEE 1 Present School I.D and write name in the patient/client logbook and get date for appointment Assists the patient/ client in getting date for appointment 5 mins Dentist Dental Personnel Appointment Slip with date signed by a Dentist/ Authorized Dental Personnel ----------End of Transaction---------
  57. 57. 57 HUMAN RESOURCE MANAGEMENT OFFICE HIRING/RECRUITMENT Service Time: Monday- Friday 8:00 AM- 5:00 PM (No Noon Break) Clients: Person with qualifications appropriate for the vacant position such as education, relevant training, experience and eligibility Requirements: 1. Application letter signed by the applicant 2. Resume 3. Official Transcript of Records for position requiring a bachelor’s/ master’s degree 4. Diploma 5. High school diploma for position which does not require a degree 6. Certificate of eligibility such as Civil Service Professional, Civil Service Sub-Professional and RA 1080 (License) for position requiring appropriate eligibility and a license 7. Certificate of Trainings, Seminars attended and TESDA related certificate, if any. 8. Service Record if previously employed in a government and/ or Certificate of Service if services rendered are in a private entity. 9. Clearance from previous employer, if previously employed 10. Other pertinent documents which maybe required Duration: 5 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Submit application letter with resume & patient documents such as OTR/ Diploma etc. Receives and records application with the required documents 5 mins HR Staff 2 Briefs the applicant of the available vacancies, if any; the process and procedure of selection ----------End of Transaction---------
  58. 58. 58 HUMAN RESOURCE MANAGEMENT OFFICE ISSUANCE OF CIVIL SERVICE EXAMINATION-PAPER & PENCIL TEST (CSE-PPT) as authorized by the Civil Service Commission Service Time: Monday- Friday (8:00 AM- 5:00 PM)- No Noon Break Clients: At least 18 years old; Filipino citizen with good moral character; have not taken the same level of CS Exam within the last 3 months before the date of Exam Requirements: 1. Fully accomplished Application Form (CS Form No. 100 Revised 2015): 2. Four (4) pieces of identical I.D. pictures with specifications, as follows:  Taken within the last three (3) months prior to filling of application  Philippine passport picture size (4.5 cm x 3.5 cm or 1.78” x 1.38”)  Colored, with white background and printed on good quality photo paper  In standard close-up shot ( from shoulder level up with the head and face occupying at least 80% of the picture and with the name tag positioned at approximately 1 inch or 2.54 cm. below chin)  In bare face (with no eyeglasses, colored contact lens, or any accessories that may cover the facial features ( facial features not computer enhanced) Showing left and right ears Taken in full-face view directly facing the camera, with neutral facial expression and both eyes open With handwritten (not computer-generated) name tag legibly showing signature over printed full name in the format: First Name, Middle initial, Last Name, and Extension Name, if any 3. Original and photocopy of any of the following I.D. cards, which must be valid (not expired upon filing of application), and contains the name, clear picture, date of birth and signature of applicant, and the name and signature of the issuing agency’s current head/ authorized representative: Driver’s Licence, Passport, PRC ID, SSS ID, GSIS ID/ GSIS UMID ID, Philhealth ID (must at least contain the applicants name, clear picture, signature and Philhealth number), current company/office ID, current School ID, BIR ID, (ATM type/TIN card type with picture), Barangay ID, Voter’s ID, or Police Clearance/ Police Clearance Certificate (Note: Any other ID not included in the list shall NOT be accepted) 4. For applicants without date of birth in their I.D. cards, original and photocopy of Birth Certificate issued/ authenticated by the National Statistics Office should be submitted. 5. For applicants holding dual citizenship under R.A. 9225, original and photocopy of Certification of Retention/Re-acquisition of Philippine Citizenship issued by the Bureau of Immigration. Duration: 10 minutes
  59. 59. 59 Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstanc es) PERSON RESPONSIBLE FORMS FEE 1 Request CSE-PPT Form Briefs and gives instruction on how to accomplish the form 1 min HR Staff CSE-PPT 2 Submit application for CSE-PPT with requirements Accepts and reviews the form if properly accomplished. Checks the attached requirements if completed 8 mins HR Staff Php 500.00 3 Submits the accomplished CSE- PPT with the examination fees to the Civil Service Commission- La Union Field Office for the issuance of Official Receipt (OR) A day before the set deadline of submission to the Civil Service Commission HR Staff 4 Pick-up OR with application receipt stub Releases OR & Application Stub 1 min HR Staff ----------End of Transaction---------
  60. 60. 60 HUMAN RESOURCE MANAGEMENT OFFICE ISSUANCE OF APPLICATION FOR LEAVE Service Time: Monday- Friday (8:00 AM- 5:00 PM) No Noon Break Clients: Regilar Faculty and Staff/ Contractual Faculty with employee-employer relationship Requirements: Vacation Leave (should be filed in advance) 1. Accomplished leave form or Form 6 2. Camus & University Clearance for vacation leave of at least 30 days 3. Approved request to travel if vacation will be spent abroad Sick Leave (should be filed right after the availment of leave) 1. Accomplished leave form or Form 6 2. Medical certificates issued by a Gov’t Physician for leave of 5 days or more 3. Campus & University Clearance for leave of at least 30 days Compensatory Time-off 1. Accomplished leave Form or Form 6 Maternity Leave of 60 days (may be filed on or before date of delivery) 2. Accomplished leave form or Form 6 3. Campus & University Clearance 4. Form 41 or Medical Certificates issued by the Hospital Paternity Leave (privilege granted to a married male employee for 7 days) 1. Accomplished leave form or Form 6 5 days Mandatory or Forced Leave (FL) for those under vacation & sick leave status (availed if within the year which may be continuous or intermittent) 1. Accomplished leave form or Form 6 3 days Mandatory Privilege Leave (SPL) for those under vacation & sick leave status (availed within the year which cannot be carried over the following year, this will not be deducted from the leave balance) 1. Accomplished leave form or Form 6 Rehabilitation Leave (availed for work related injury for a maximum of 6 months) 1. Accomplished leave form or Form 6 2. Medical Certificate for work related injury Study Leave 1. Letter or intent to study, properly indorsed by the unit/ Dep’t. Head, Chairperson, Dean & Director 2. Indorsement of the following: 3. College/ Institute/ Department Scholarship Committee 4. Campus Scholarship Committee 5. Accomplished leave form, if applicable 6. Campus & University Clearance 7. Scholarship Contract, if grantee is a scholar of DMMMSU, CHED, DOST or other Sponsoring Higher Education, Institution, Local or Abroad Duration: 28 minutes
  61. 61. 61 Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1 Submit accomplished leave form specifying the kind of leave to be availed of Evaluates and processes accomplished leave form 5 mins HR Staff Leave Form Advises applicant to attach necessary requirements 1 min HR Staff Certification of leave balances 2 mins HR Staff For Study Leave Application: 1 Submit application for Study Leave with documentary requirements For Faculty applicant: Checks and reviews the completeness of all the documents submitted For Non- Teaching Applicant Prepares the indorsement to be sign by the campus Scholarship Committee 5 mins 15 mins HRMO & HR Staff 2 Submits to the University Faculty and Staff Development Committee thru the Campus Records Office ----------End of Transaction---------
  62. 62. 62 HUMAN RESOURCE MANAGEMENT OFFICE ISSUANCE OF CERTIFICATE OF EMPLOYMENT (COE)/ Service Record (SR) Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Employees (Faculty & Staff) who are still in the service Employees who are no longer in the service due to resignation/ retirement/ transfer Contractual employees (faculty members) Contract of Service/ Job Order Requirements: Requisition form/ Letter Duration: 7 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Submit the request Acknowledges the request & record to the requisition logbook Prepares request Advises employee/ client to pays fee at the Cashier’s Office if utilization of COE/ SR is for personal use/ transaction 3 mins 1 min HR Staff HR Staff 2 Pay the required fee 1 min Cashier Personnel Php 25.00 3 Present the Official Receipt to the HR Staff concerned Records Official Receipt number & releases COE/ SR 1 min HR Staff Releases COE/ SR if utilization is for official use/ transaction only 1 min HR Staff ----------End of Transaction---------
  63. 63. 63 RESEARCH SERVICES APPROVAL OF AGENCY-FUNDED RESEARCH PROPOSAL Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Faculty and Staff Requirements: Request Letter, Proposal Duration: 7 days 8 hours Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1 Submit proposal Receives proposal Coordinates with campus evaluation committee Evaluates proposal 30 mins 2 hrs 2 hrs Research Head/ Research staff Research Head/ Research staff Campus Evaluation Committee 2 Receive result of evaluation Releases evaluation report of campus evaluation committee 30 mins Research Head 3 Submit final copy of proposal Endorses to the University president for approval thru the Chancellor Follows up approval of proposal 30 mins 1 week Research Head 4 Get approval of proposal Releases approved proposal 30 mins Research Head 5 Prepare and submit Operational Plan and Annual Plan Endorses to the University President for approval thru the Chancellor 30 mins Research Head 6 Get approved OPLAN and Annual Plan Releases approved OPLAN and Annual Plan 30 mins Research Head 7 Implement Research Coordinates supplies and materials needed 1 hr Research Head ----------End of Transaction---------
  64. 64. 64 RESEARCH SERVICES CONDUCT OF TRAINING/ CAPABILITY BUILDING Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Faculty/ Staff/ Students/ Government Agencies/ NGOs Requirements: Request Letter, Training Design Duration: 16 days and 2 hours Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Submit request letter Receives and evaluates request Prepares training design Recommends to the Chancellor for approval 30 mins 3 days 1 hr Research Head/ Staff 2 Get approval of request Releases approved request 30 mins Research Head/ Staff 3 Prepare for the conduct of training Requests supplies and materials needed Prepares training materials Coordinates with resource persons 10 days Research Head/ Staff 4 Attend training Give feedback evaluation Conducts training Gets feedback evaluation 2-3 days Research Head/ Staff ----------End of Transaction---------
  65. 65. 65 PLANNING- INFRASTRUCTURE SERVICES REQUEST OF CIVIL WORKS (Estimated Cost of 2M and below) Service Time: Monday- Friday (8:00 AM- 12:00 PM) (1:00 PM- 5:00 PM) Clients: Chancellor, Deans, Directors and Chairmen of Colleges/ Institutes/ Departments, Principals and Heads of Operating Units Requirements: PPMP, Approved Request Duration: 24 days, 7 hours and 40 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Check if the project/ repair is included in Project Management Procurement Plan (PPMP)/ Annual Procurement Plan and Budget availability Ensures that request is included in the PPMP 10 mins Head of Unit requesting the civil work Maintenance Request Form 2 Communicate the request to the Chancellor/ President Approves of the request 10 mins President/ Chancellor Approved Request 3 Forward approved request to the Head, Infrastructure Development Office Accepts request and conducts initial verification of the repair work/ project 10 mins Head, Infrastructure Planning Approved Request 4 Provide inputs upon consultation of Person in-charge Consults with end- user, Prepare program of works, Scope of Work, Technical of new major Infrastructure projects 15 days Head, Infrastructure Planning/ Technical Assistant for Infra/ Draftsmen/ Autocad Scope of Work/ Program of Work/ Technical 5 Forwards Technical Documents (Scope of Work, Program of Work, Estimates and Plans) to CBAC 5 mins Head, Campus Infrastructure Planning Office
  66. 66. 66 6 Attend pre- procurement conferences Conducts pre- procurement Conference 4 hrs CBAC/ Head, Campus Infrastructure Planning Office/ TWG Approved Technical Documents 7 Prepares and advertises Invitation to Apply for Eligibility and to Bid 2 days CBAC Secretariat ITB/ Philgeps 8 Attend Eligibility Screening Conducts Eligibility Screening 4 hrs CBAC As per ITB 9 Attend Pre-Bid Conference Conducts pre-bid conference 4 hrs CBAC/ TWG As per ITB 10 Attend Opening of Bid Conducts Opening of Bid 30 mins CBAC/ TWG/ Head, Planning and Infrastructure As per ITB/ CBAC Checklist 11 Join visit to offices of bidders with the lowest calculated and responsive bid Visits Offices of new bidders with the Lowest calculated and responsive bid Within 5 days after determination of LCB (4 hrs) CBAC/ TWG Post- Qualification Forms 12 Attend Post- Qualification Meeting Conducts Qualification Meeting Issues Resolution declaring the Lowest Calculated Responsive Bid (LCRB) Prepares and facilitates the approval of Bidding results Notifies bidders of bidding results 4 hrs CBAC Secretariat Chancellor Post- Qualification Forms
  67. 67. 67 13 Attend Contract Signing and Awarding Conducts Contract Signing and Awarding 1 hr CBAC Secretariat / Chancellor/Infra Planning Head NA/Contract/ NTP/ 14 Attend monitoring, documentation, and evaluation of projects as basis for billing Conducts monitoring, documentation and evaluation of projects as basis for billing 4 hrs Head, Planning/TWG/T echnical Assistant for Infra/Internal Auditor 15 Attend project inspection Inspects projects upon completion 1 hr Head, Infra Planning/Technic al Assistant for Infra /TWG/Contractor Accomplish ment report 16 Receive approval of completion Approves completed project 5 minutes Chancellor Accomplish ment report 17 Attend turn-over of completed projects Turns-over completed project to end-user 30 minutes Chancellor ----------End of Transaction---------
  68. 68. 68 BUSINESS AFFAIRS SERVICES RENTALS FOR FACILITIES, STALLS, SPACE AND EQUIPMENT Service Time: Monday- Friday (8:00 AM- 12:00 PM) (1:00 PM- 5:00 PM) Requirements: Letter of Intention Duration: 15 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Submit/ present the letter of intention To dis approved or approved the intention 2 mins Chancellor 2 Proceed to BAO Office Notes the schedule and availability of the facilities 3 mins Head, BAO 3 Proceed to facilities in- charge for transaction Discusses the details of transaction 5 mins Bldg /Venue Managers: JDA Hall-Gym Manager MSC-Head, Sports EC- Dean, CE MPH CAS – Dean CAS Stalls and Space Head, BAO 4 Enter into MOU/ MOA Signs MOU/ MOA 3 mins Bldg/ Venue Managers 5 Payment of necessary fees Cashier office receives payment and issues an official Receipt 2 mins Cashier’s Office Personnel 6 Use rented facilities Monitors the proper use of the facilities As needed Bldg/ Venue Managers ----------End of Transaction---------
  69. 69. 69 ADMINISTRATIVE SUPPORT SERVICES CERTIFICATION OF NO PENDING ADMINISTRATIVE CASE/ CERTIFICATION OF EMPLOYMENT/ GOOD MORAL CHARACTER Service Time: Monday- Friday (8:00 AM- 12:00 PM) - (1:00 PM- 5:00 PM) Clients: Faculty and Staff Requirements: None Duration: 10 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Client/ Applicant present request Receives and checks records and Issues certification 10 mins Head, Administrative Support Services HRMO Chancellor ----------End of Transaction---------
  70. 70. 70 ADMINISTRATIVE SUPPORT SERVICES CONSULTANCY SERVICES: Service Time: Monday- Friday (8:00 AM- 12:00 PM) - (1:00 PM- 5:00 PM) Clients: Staff Requirements: None Duration: 30 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1 Client present their concerns- be it on GSIS issues, PAG- IBIG, Civil Service concern, conflicts with other person in the organization, job related issues. Administrative Officer attends to client concerns and issues. Evaluates/ assesses the issue and come up with a doable recommendation about what is referred 30 mins Head, Administrative Support Services Adhoc Committee Chancellor ----------End of Transaction---------
  71. 71. 71 ADMINISTRATIVE SUPPORT SERVICES FACILITATING ACTIVITIES; CLEARANCE; LEAVES; ENDORSEMENT/ OTHER RELATED MATTERS Service Time: Monday- Friday (8:00 AM- 12:00 PM) (1:00 PM- 5:00 PM) Requirements: None Duration: 35 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1 Present request attends to the request, provides the appropriate action/ recommendations 30 mins Head, Administrative Support Services 2 Receive duly acted request/ recommendation Applicants/ client advises to acknowledge the duly acted request by indicating in the log book date, time/ month 5 mins Head, Administrative Support Services ----------End of Transaction---------
  72. 72. 72 ADMINISTRATIVE SERVICES AUTHORITY TO TRAVEL (A.T.) Service Time : Monday – Friday 8:00 a.m. – 5:00 p.m. (No Noon Break) Clients: Faculty, Staff, Students Requirement: Letter of Invitation, Certificate of Appearance, Other supporting documents Duration: 10 minutes Procedure: ----------End of Transaction--------- STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1. Fill Out online travel order form and attach supporting documents Approves/Disapprov ed request to travel (online) 10 minutes Deans/Directors/He ads /Students/ Faculty /Staff /Chancellor travelorder.d mmmsu- sluc.com 2. Prints travel order Deans/Directors/He ads /Students/ Faculty /Staff /Chancellor Travel Order Form
  73. 73. 73 AUXILLARY SERVICES USE OF VEHICLES Service Time : Monday – Friday 8:00 a.m. – 5:00 p.m. (No Noon Break) Clients: Faculty, Staff, Students Requirement: Travel Authority and other supporting documents Procedure: ----------End of Transaction--------- STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1. Fill out Vehicle reservation form Checks the availability of the vehicle; confirms the vehicle reservation; releases trip ticket form 5 minutes Chancellor’s Secretary/ Head Auxillary Chancellor Trip Ticket form 2. Proceed to the Office of Finance Services and get the gas slip Issues gas slip 3 minutes Finance Services Personnel Gas Slip
  74. 74. 74 RECORDS OFFICE PREPARATION OF MEMORANDA AND ENDORSEMENTS, RECEIVING , RELEASING AND DISSEMINATING COMMUNICATIONS ( INTER- UNIVERSITY AND FROM OTHER AGENCIES) Service Time : Monday – Friday 8:00 a.m. – 5:00 p.m. (No Noon Break) Clients: Faculty, Staff, Students Duration: 20 minutes ----------End of Transaction--------- STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1. Draft/receives/records memoranda endorsements and other forms of communications 5 minutes Chancellor’s Secretary 2. Faculty/ Staff/Concerned Personnel follow up requests Reviews / approves/disapproves/comment on the communications 5 minutes Chancellor Referral Slip 3 Releases,reproduces & disseminates communications to concerned personnel 10 minutes Chancellor’s Personnel
  75. 75. 75 SUPPLY OFFICE CLEARANCE: FOR RETIREES; TRANSFER OF OFFICE; OTHER RELATED MATTER Service Time: Monday- Friday (8:00 AM- 5:00 PM) Requirements: Clearance Form Duration: 10 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Present request form/ request to the office Accepts request/ assesses/ evaluates, advice client to wait 5 mins Supply Office, Head Request Form 2 Accept/ acknowledge duly facilitated/ signed request Advices client to sign the log book indicating the time received and affixing the signature 5 mins Supply Office, Head/Supply Office Personnel ----------End of Transaction---------
  76. 76. 76 SUPPLY OFFICE RECONCILIATIONS OF RECORD WITH THE ACCOUNTING Service Time: Monday- Friday (8:00 AM- 5:00 PM) Duration: 1 hour and 30 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Accountant forward request to Supply Office Supply Office assesses/ receives all pertinent records of procured supplies/ materials with appropriate disbursement voucher 30 mins Supply Office, Head 2 Review records to determine/ validated congruity of transactions Accepts/ discusses result of review/ assessment 30 mins Supply Office, Head 3 Request for any adjustment in order that books/ ledger accounts will tally with the records of Supply Office Accepts request/ makes necessary adjustment in accordance with accounting and auditing rules/ standards 30 mins Supply Office, Head ----------End of Transaction---------
  77. 77. 77 SUPPLY OFFICE PROCUREMENT OF COMMONLY USED SUPPLIES Service Time: Monday- Friday (8:00 AM- 5:00 PM) Requirements: Purchase request duly signed by end user indicating availability of funds Duration: 3 days, 1 hour and 15 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances)) PERSON RESPONSIBLE FORMS FEE 1 Submit duly signed purchase request with fund availability certified by Budget office & Accountant to the supply Office. Receives request indicates in the log book date/time receipt 15 mins Supply Office, Head and Personnel PR Form 2 Advise to wait for 3 days for the requested commonly use supplies. (for normal circumstances) Prepares necessary supporting papers for the requested commonly use supplies including the check to payments to DBM - for normal circumstances where supplies are available at DBM 3 days Supply Office, Head and Personnel 3 Receive/accept supplies/check specification/quantity and sign acknowledgement receipt for supplies issued. Records what has been received- provides Accounting/COA records of purchases made to comply with accounting and standards. 1 hr Supply Office, Head and Personnel ----------End of Transaction--------- *Under circumstances whereby end users request are not available at DBM. *Client is advised to stand by for 7-9 working days
  78. 78. 78 SUPPLY OFFICE PROCUREMENT OF OFFICE EQUIPMENT AND OTHER MACHINERIES Service Time: Monday- Friday (8:00 AM- 5:00 PM) Requirements: Purchase request duly signed by end user indicating availability of funds Duration: 20 days, 3 hours and 30 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 Forward request to BAC of the campus to be schedule for public bidding, following the standing Operating Procedure prescribed RA 9184(28 days) Receives result of Bidding and Provides the necessary supporting records- Purchase order Notice of Award and other related records. 28 days (10-days part of the 28 day period) Supply Office, Head and Personnel 2 Participate during the bidding process(pre bid conference/ bidding conference Participates during the bidding conference/pre bid conference (3 hrs-part of the 28 days) Supply Office, Head 3 Wait for the delivery of equipment requested Informs end user to wait for the delivery of requested items 10 working days-after issuance of P.O (part of the 28 days) Supply Office, Head and Personnel 4 Accept delivered equipment/ verify specification/acknowle dge receipt of equipment issued Issue equipment, issues memorandum receipt, let end user signed the log book indicating the time and date of receipt 30 mins(part of the 28 days) Supply Office, Head and Personnel ----------End of Transaction---------
  79. 79. 79 SUPPLY OFFICE PROCUREMENT OF OFFICE EQUIPMENT AND OTHER MACHINERIES COMMONLY USE, SUPPLIES NOT AVAILABLE AT DBM Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: All Administrative Staff/ Deans/ Directors/ Student Organization/ Head of Units of the Campus Requirements: 1. Proof the the item are in the APP Duly signed purchase request with availability of funds Duration: 16 days and 40 minutes Procedure: STEP CLIENT SERVICE PROVIDER DURATION ( Under Normal Circumstances) PERSON RESPONSIBLE FORMS FEE 1 End User/ Client forward request to supply office for shopping canvass of the requested items with all the information and availability of funds Prepares the request for quotation of the requested items to be signed by chancellor and end user in 3 copies - shopping canvass of items requested within local market(local suppliers) - retrieval of request of quotation for bids and awards action - prepares purchase order for the requested items/ served it to winning suppliers 10 minutes 9 days- for normal circumstances 15 days for abnormal circumstances 1 day 1 day Supply Office, Head and Personnel
  80. 80. 80 -Shall inform suppliers that deliveries is within 3 days upon receipt of Purchase Order - Deliveries will be checked by internal audit/ end user/ supply officer - Memorandum Receipt is prepared for end user/ other paper works to be done to be submitted to COA accounting office 3 days 1 day 1 day 2 End user accepts/ acknowledge items procured and signed the log book. - Supply office acknowledged items received get copy of the Memorandum Receipt 30 minutes Supply Office, Head and Personnel ----------End of Transaction---------
  81. 81. 81 EXTENSION SERVICES REQUEST FOR TRAININGS Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Faculty/ Students/ GOs/NGOs/ other HEIs Requirements: Letter Request Duration: 2 days Procedure: 1. Client submits letter of request to the Office of the Chancellor. 2. Chancellor’s office staff receives letter of request. The Chancellor notes the letter of request. 3. The client is advised to proceed to the office of the Extension Head. 4. The client fill up the Request for Services Form. 5. The Extension Head coordinates with the Dean/ Director/ Extension facilitator concerned. 6. Client follows up the action results of request. 7. The Dean/ Director/ Extension Head/ Extension Facilitator plan, coordinate and prepare the necessary documents for implementation.
  82. 82. 82 EXTENSION SERVICES REQUEST FOR TECHNICAL ASSISTANCE AND ADVISORY SERVICES Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Faculty/ Students/ GOs/NGOs/ other HEIs Requirements: Letter of Request Duration: 45 minutes Procedure: 1. Client submits letter of request to the Office of the Chancellor. 2. Chancellor’s Office staff receives letter of request. The Chancellor notes the letter of request. 3. The client is advised to proceed to the Office Extension Head. 4. The client fills-up the Request for Service Form. 5. The Extension Head coordinates with the Dean/ Director/ Extension facilitator concerned. 6. The client follows up the action/ result of request. 7. The Dean/ Director concerned sends technical experts.
  83. 83. 83 EXTENSION SERVICES REQUEST FOR COMMUNICATION/ INFOPRMATION SERVICES Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Faculty/ Students/ GOs/NGOs/ other HEIs Requirements: Letter of Request Duration: 30 minutes Procedure: 1. Client submits letter of request to the Office of the Chancellor. 2. Chancellor’s Office staff receive letter of request. The Chancellor notes the letter of request. 3. The client is advised to proceed to the Office Extension Head. 4. The client fills-up the Request for Service Form. 5. Extension staff checks availability of materials. 6. Client signs logbook and receives information/ communication materials.
  84. 84. 84 EXTENSION SERVICES REQUEST FOR COMMUNITY OUTREACH ACTIVITIES Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Faculty/ Students/ GOs/NGOs/ other HEIs Requirements: Letter of Request Duration: 2 days Procedure: 1. Client submits letter of request to the Office of the Chancellor. 2. Chancellor’s Office staff receive letter of request. The Chancellor notes the letter of request. 3. The client is advised to proceed to the Office Extension Head. 4. The client fills-up the Request for Service Form. 5. The Head of Extension refers to the College/ Institute concern. 6. Client follows up the actions/ results of the request. 7. The Dean/ Director/ Extension Head/ Extension Facilitator plan, coordinate and the necessary documents needed for implementation.
  85. 85. 85 EXTENSION SERVICES REQUEST FOR TECHNOLOGY TRANSFER AND UTILIZATION Service Time: Monday- Friday (8:00 AM- 5:00 PM) Clients: Community members/ Famers/ Fisherfolks/ GOs/NGOs/ other HEIs Requirements: Letter of Request Duration: 2 days Procedure: 1. Client submits letter of request to the Office of the Chancellor. 2.Chancellor’s Office staff receive letter of request. The Chancellor notes the letter of request. 3.The client is advised to proceed to the Office Extension Head. 4.The client fills-up the Request for Service Form. 5.The Head of Extension coordinates with the Dean/ Director/ Extension Facilitator concern. 6.Client follows up the actions/ results of the request. 7.The Dean/ Director/ Extension Head/ Extension Facilitator plan, coordinate and the necessary documents needed for implementation.
  86. 86. 86 SAMPLE FORMS
  87. 87. 87 GRADE SEVEN ADMISSION TEST (GSAT) APPLICATION FORM
  88. 88. 88 SENIOR HIGH SCHOOL ADMISSION TEST (SHAT) APPLICATION FORM
  89. 89. 89 COLLEGE ADMISSION TEST (CAT) APPLICATION FORM
  90. 90. 90 CLEARANCE FORM
  91. 91. 91 COMPLETION FORM
  92. 92. 92 APPLICATION FORM FOR GRADUATION
  93. 93. 93 LIBRARY CARD REPLACEMENT FORM
  94. 94. 94 STUDENT REGISTRATION FORM
  95. 95. 95 PAYMENT SLIP
  96. 96. 96 REFERRAL SLIP (LIBRARY SERVICES)
  97. 97. 97 AUDIO VISUAL ROOM (AVR) REQUEST FORM
  98. 98. 98 STUDENT ASSISTANTSHIP PERSONAL DATA SHEET SCHOLARSHIP FORMS
  99. 99. 99 ACADEMIC SCHOLARSHIP FORM
  100. 100. 100 DMMMSU DEPENDENTSSCHOLARSHIP FORM
  101. 101. 101 GOVERNMENT CODE SCHOLARSHIP FORM
  102. 102. 102 GOVERNMENT SPONSORED SCHOLARSHIP FORM
  103. 103. 103 STUDENTS WITH LEADERSHIP CAPABILITIES SCHOLARSHIP FORM
  104. 104. 104 PRIVATE SPONSORED SCHOLARSHIP FORM
  105. 105. 105 STUDENT WITH SPECIAL TALENTS SCHOLARSHIP FORM
  106. 106. 106 COUNSELING: REFERRAL FORM
  107. 107. 107 COUNSELING: ACKNOWLEDGEMENT FORM
  108. 108. 108 COUNSELING: REQUEST FORM
  109. 109. 109 MUTUAL AID FORM
  110. 110. 110 SAFE LOAN APPLICATION FORM
  111. 111. 111 COLLEGE ADMISSION TEST RESULT FORM
  112. 112. 112 MEDICAL FORM
  113. 113. 113 REFERRAL SLIP (MEDICAL SERVICES)
  114. 114. 114 APPOINTMENT SLIP (DENTAL SERVICES)
  115. 115. 115 DENTAL HEALT RECORD
  116. 116. 116 REFERRAL FORM
  117. 117. 117 LEAVE FORM
  118. 118. 118 MAINTENANCE REQUEST FORM
  119. 119. 119 PURCHASE REQUEST FORM
  120. 120. 120 TRIP TICKET FORM
  121. 121. 121 FEEDBACK FORM Please let us know how we have served you. You may use this form for compliments, complaints, or Suggestions. Simply check the corresponding box. Ipaalam po ninyo sa amin kung paano naming kayo napaglingkuran. Maaaring gamitin ito para sa papuri, reklamo, o mungkahi. Mangyaring i-tsek lamang ang kahong naaayon. COMPLEMENT COMPLAIN SUGGESTION Person(s)/ Unit/ Office Concerned or Involved: (Mga tao/ pangkat/ tanggapan na may kinalaman sa papuri, reklamo, o mungkahi) Facts or Details Surrounding the Incident: (Kaganapan o detalyeng bumabalot sa pangyayari) (Please use additional sheet/s if necessary) (Mangyaring gumamit ng karagdagang papel kung kinakailangan) Recommend(s)/ Suggestion(s)/ Desired Action from our Office (Rekomendasyon/ Mungkahi/ Nais na aksyon mula sa aming tanggapan) (Please use additional sheet/s if necessary) (Mangyaring gumamit ng karagdagang papel kung kinakailangan) Name (OPTIONAL): Office/ Agency: (Pangalan) (Tanggapan/ Ahensiya) Name (OPTIONAL): Office/ Agency: (Pangalan) (Tanggapan/ Ahensiya) Name (OPTIONAL): Office/ Agency: (Pangalan) (Tanggapan/ Ahensiya) Name (OPTIONAL): Office/ Agency: (Pangalan) (Tanggapan/ Ahensiya)

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