University of the Philippines Visayas SERVICE STANDARDS · Application for Admission of Local...

October 2015

UUnniivveerrssiittyy ooff tthhee PPhhiilliippppiinneess VViissaayyaass

CCIITTIIZZEENN’’SS CCHHAARRTTEERR

UUPPVV CCIITTIIZZEENN’’SS CCHHAARRTTEERR October 2015

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TABLE OF CONTENTS

C O N T E N T S Page

VISION 8

MISSION 8

CORE VALUES 8

GOALS 8

PLEDGE OF SERVICE 9

SERVICE STANDARDS

Health Services Unit (Miag-ao Campus)

Medical Consultation and Treatment 11-12

Pre-enrollment Medical and Dental Examination 13-15

Laboratory Services (Routine) 16-17

Laboratory Services (Blood Chemistry) 18-19

X-Ray Services 20-21

Dental Services 22-23

Office of the University Registrar

Issuance of Admission Slip 24-25

Application for Admission of Local Students to UPV 26-28


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Application for Admission of Foreign Students to UPV 29-32

Issuance of English Translation of Diploma 33-35

Issuance of Original Diploma 36-37

Issuance of Official Transcript of Records 38-41

Issuance of Certifications (Graduation), Honorable Dismissal, Transfer Credentials, Certification Authentication and Verification, Medium of Instruction, GWA/GPA, Law Aptitude Examination

42-45

Issuance of True Copy of Grades 46-49

Assessment of School Fees of UPV Dependents and Local Government Scholar 50-51

Processing of Refund of Fees 52-53

Student’s Record Verification: Verification done through email, mail/courier, walk-in representatives 54-57

Paperless Clearance 58-59

Processing of Student ID Card 60-63

Graduate Program Office

Admission into Graduate Program (with Entrance Examination) 64-66

Admission into Graduate Program (without Entrance Examination) 67-69

Issuance of Notice of Admission 70-71

Registration of Graduate Students 72-73

Office of Student Affairs

Counseling Services 74-75


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Administration of Psychological Testing 76-78

Administration of Psychological Testing – Extension (for requesting Outside Agencies/ Companies and UPV Clients) 79-80

Group Guidance/Trainings/Workshops 81-82

Appeal for Readmission of Academic Delinquent Students (College Level) 83-85

Appeal for Readmission of Academic Delinquent Students (University Level) 86-88

Application/Release/Appeal for Socialized Tuition System (STS) 89-91

Application for Private Scholarship 92-93

Application for Student Assistantship 94-95

School, Health and Related Emergency (SHARE) Loan 96-97

Filing of Application for Recognition as a University-Wide Student Organization 98-99

Filing of Application for Recognition as a College-Based Student Organization 100-101

Filing of Application to Hold Activities (for University-Wide Student Organizations) 102-104

Filing of Application to Hold Activities (for College-Based Student Organizations) 105-107

Application for Posting of Publicity Materials of Students and Student Organizations 108-109

Admission of Students at UPV Residence Halls (Iloilo City and Miagao Campuses) 110-111

Processing of Payments for Residence Hall 112-113

Manning the Counter 114

Student Welfare Services 115


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College of Arts and Sciences (CAS) - Office of the College Secretary (OCS)

Shifting from Another College of UPV 116-117

Dropping of Subjects 118-119

College of Management (CM) - Office of the College Secretary (OCS)

Request for Leave of Absence 120-121

Readmission from Absence Without Official Leave 122-123

Request for Copy of Grades, Certification, Good Moral Character 124-125

Request for Waiver of the Maximum Residency Rule 126-127

Request for Substitution of Subject 128-129

Accounting Office

Student Loan Application 130-131

Loan Payment 132

Student Loan Cancellation/Adjustment 133

UP High School In Iloilo

Application for High School Entrance Examination 134-135

High School Registration 136-137

Issuance of Replacement for Lost High School Card 138

Issuance of Official Transcript of Records (Form 137 A), Certification, and Authenticated Diploma 139-140

Cash Office


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Payment of Fees and Charges 141-142

Release of Checks/Cash 143-144

Issuance of Certification and Authentication for Lost Official Receipt (OR) 145-146

Service Bond Application of Accountable Officers and Employees 147-149

University Library

Reader’s Advisory 150-151

Lending/Borrowing of Books (Miagao/Iloilo City Campuses) 152-153

Lending/Borrowing of Periodicals and Other Serials 154

Internet Services 155-156

Request for Audio-Visual Services 157

Permit to Use Other Libraries (Outside UPV) 158-159

Collecting of Fines 160

Book Requests of Faculty 161-162

Signing of Clearance (Students) 163

Signing of Clearance (Faculty and Staff) 164

Teaching and Learning Resource Center

Total Bigtime Access Card (TBAC) 165-166

Book Club 167-168

Movie Club 169-170


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Computer Use 171-172

Photocopying 173-174

Printing 175-176

Audio-Visual Room (AVR) Reservation 177-179

Lamination, Plastic Ring Binding, Scanning, CD Burning 180-181

Borrowing of Game Pieces 182-183

Registration to the Tutorial Program 184-185

Confirmation to Attendance to the Summer Bridge Program in Mathematics 186-187

Auxiliary Services Office

Request for Use of UPV Facilities 188-191

Campus Development and Maintenance Office (CDMO) and Office of the Vice Chancellor for Administration (OVCA)

Request for Use of UPV Pooled Vehicles 192-193

Request for Minor Repairs 194-195

Security Service Force

Application for UPV Car Sticker 196-198

UPV Feedback Form 199


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VVIISSIIOONN

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PPLLEEDDGGEE OOFF SSEERRVVIICCEE We, the Officials and Employees of U.P. Visayas pledge and commit to deliver quality service. We will:

- uuphold University rules and policies;

- pperform our duties with dispatch;

- ccontinue to seek professional and personal growth;

- oobserve transparency and be accountable for our actions;

- uuse university resources with prudence;

- rrespond to clients’ concerns and complaints promptly ;

- sserve with integrity, courtesy and fairness;

- eexude professionalism at all times.


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SERVICE STANDARDS


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HEALTH SERVICE UNIT (HSU), UPV MIAGAO CAMPUS SERVICE: MEDICAL CONSULTATION AND TREATMENT Schedule of availability of service: 24 hours (Monday to Sunday, including holidays) No Noon Break Who may avail of the service: Faculty, Staff and Dependents What are the requirements: 1. Identification Card of Employees, 2. Birth Certificate/Certificate of Marriage for Dependents (1st Consultation) Duration (under normal circumstances): 23 minutes How to avail of the service

Step Customer/Applicant Service Provider Duration of the

Activity Fee

Person Responsible

Form/s

1 Present Identification Card (I.D.)

Receive I.D. Card and pull out Medical Health Record

1 minute None Administrative Aide

Medical Health Record

2 Patient proceed to the consultation room/waiting area

Take vital signs and writes complaints. Hand in medical health record to the doctor

5 minutes None Nurse Medical Health Record

3 Submit to physical examination

Takes patient's history, performs physical examination and write prescription

15 minutes None Physician None


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4 Receive starter dose of medicines prescribed and sign the logbook

Dispense prescribed medicines and countersign the logbook

1 minute None Nurse None

5 Leave consultation room Record chart entry, diagnosis and medications/procedure

1 minute None Nurse None

END OF TRANSACTION


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HEALTH SERVICE UNIT (HSU), UPV MIAGAO CAMPUS SERVICE: PRE-ENROLLMENT MEDICAL AND DENTAL EXAMINATION Schedule of availability of service: 9:00 a.m. -11:00 a.m. and 2:00 p.m. - 4:00 p.m. Monday to Friday, except holiday Who may avail of the service: Upperclassmen: June to July Freshmen and Transferees: April to May What are the requirements:

Upperclassmen Freshmen Transferee

1. Identification Card 1. UPCAT Notice 1. Notice of Admission

2. Request for Physical Examination

2. Laboratory and Chest X-ray Result

2. Laboratory and Chest X-ray Result

3. Updated Data Sheet 3. One (1) 2x2 picture 3. One (1) “2x2” photo

4. White Long Folder 4. White Long Folder

Duration (under normal circumstances): 25 minutes How to avail of the service


Activity Fee

Person Responsible

Form/s

1 Submit required documents at Records Area (Room I, Window 2)

Receive and check documents

3 minutes None HSU Staff Medical and Dental records/ Updated Data


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Issue medical and dental record forms (for freshman and transferee) and Updated Data Sheet (for Upperclassmen)

Update Medical Health Record with data submitted and give priority number

Sheet

2 Submit the following accomplished forms:

Medical and dental record forms (for freshman and transferee only)

or

Updated data sheet (for upper class students)

Review accomplished form and check completeness of information

Pull out medical record (upper class students)

Issue Medical Dental Certificate form

Instructs applicant to proceed to dental room with dental record (for freshman/transferee only)

5 minutes HSU Staff

Medical and Dental Certificate

3 Submits dental record form (for freshman and transferee only), Medical/Dental Certificate form, and priority number.

Pull out Dental Record for upper class

Perform dental examination

Forward medical/dental

3 minutes Dentist and Dental Aide


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certificate.

4 Proceed to waiting area in front of the Consultation Room and wait to be called

Take vital signs, conduct visual acuity test

Instruct student how to wear patient's gown.

3 minutes Nurse

5 Wear patient's gown (freshman/transferee)

Hand in medical record to the doctor

2 minutes Nurse

6 Submit to physical examination

Conduct physical examination

7 minutes Doctor

7 Receive medical/dental certificate and leave consultation room

Record in the logbook the medical/dental certificate

Release the certificate

2 minutes Doctor and Nurse

END OF TRANSACTION


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HEALTH SERVICE UNIT (HSU), UPV MIAGAO CAMPUS SERVICE: LABORATORY SERVICES (Routine) Schedule of availability of service: 7:30 -11:00 a.m. and 12:30 - 4:00 p.m. (Monday to Friday excluding holidays) Who may avail of the service: Student, Faculty, Staff, Dependents & Non-UPV Constituents What are the requirements: Laboratory Request Duration (under normal circumstances): 48 minutes How to avail of the service

Step Customer/Applicant Service Provider Duration of the Activity

Fee Person

Responsible Form/s

1 Present laboratory request to cashier and pay the prescribed fees

Receive payment and issue official receipt

3 minutes Per approved rate

Administrative Aide VI

2 Present request and OR to the medical technologist

Receive request and specimen (urine, stool)

Encode OR number

Extract blood sample

Performs the laboratory examination based on the request

40 minutes

Medical Technologist


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3 Sign the logbook and receive the result

Record and encode the result

Print the result

Release the result to the client

5 minutes Medical Technologist

END OF TRANSACTION


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HEALTH SERVICE UNIT (HSU), UPV MIAGAO CAMPUS SERVICE: LABORATORY SERVICES (Blood Chemistry) Schedule of availability of service: 7:30 – 8:30 a.m. (Tuesday and Friday, excluding holidays) Who may avail of the service: Student, Faculty, Staff, Dependents and Non-UPV Constituents What are the requirements: Laboratory Request Duration (under normal circumstances): 53 minutes How to avail of the service


Fee Person

Responsible Form/s

1 Present laboratory request to cashier and pay the prescribed fees




2 Present request and OR to the medical technologist

Receive request and extract blood samples

Record OR number

Extract blood sample

Performs the laboratory examination based on the

45 minutes

Medical Technologist


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request

3 Sign the logbook and receive the result (Results are release at 2:00 pm of the same date)

Record and encode the result

Print the result

Release the result to the client

5 minutes Medical Technologist

END OF TRANSACTION


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HEALTH SERVICE UNIT (HSU), UPV MIAGAO CAMPUS SERVICE: X-RAY SERVICES Schedule of availability of service: 8:00-12:00 a.m. and 1:00-4:00 p.m. Who may avail of the service: Student, Faculty, Staff, Dependents and Non-UPV Constituents What are the requirements: X-Ray Request Duration (under normal circumstances): 43 minutes How to avail of the service


Fee Person

Responsible Form/s

1 Present request and pay at the cashier the required amount





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2 Present the request and official receipt to the Radiologic Technologist

Receive the request

Perform x-ray procedure

Process the exposed film

Dry the exposed film

Send developed x-ray film to Radiologist for interpretation

35 minutes Radiologic Technician

3 Present official receipt Received result of the x-ray the next working day. Sign the logbook

Type/Encode result

Release result and file the record

10 minutes Radiologic Technician

END OF TRANSACTION


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HEALTH SERVICE UNIT (HSU), UPV MIAGAO CAMPUS SERVICE: DENTAL SERVICES Schedule of availability of service: 8:00-12:00 a.m. and 1:00-4:00 p.m. Who may avail of the service: Student, Faculty, Staff, Dependents & Non-UPV Constituents What are the requirements: Laboratory Request Duration (under normal circumstances): 53 minutes How to avail of the service


Fee Person

Responsible Form/s

1 Clients present their ID’s Check ID card and verify the schedule in the logbook

Prepare the instrument and materials needed


Dental Aide

2 Sit on the dental chair and avail of the services

Dentist examines and treats patient

45 minutes Dentist

3 Receive charge slip and proceed to the Cashier

Dentist endorses patient to the Dental Aide

2 minutes Dental Aide


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The Dental Aide issues charge slip

4 Present the charge slip and pay at the Cashier (Room1, Window1) to obtain the official receipt.

Clients leave HSU premises

Cashier receive payment and issue official receipt

3 minutes Administrative Aide VI

END OF TRANSACTION


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OFFICE OF THE UNIVERSITY REGISTRAR (OUR)

SERVICE: ISSUANCE OF ADMISSION SLIP Schedule of availabiltiy of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break), prior to registration Who may avail of the service: New Students What are the requirements:

New/Beginning Freshmen

New Transfer/Second Degree/ Non-Degree/Special Students

1. Original High School Card (Form 138) 1. Original copy of Official Transcript of Records

2. Secondary Permanent Record (Form 137)

2. Certificate of Honorable Dismissal/Certificate of Transfer Credential

3. NSO Copy of Birth Certificate 3. NSO Copy of Birth Certificate

4. Two (2) pieces 2x2 /passport size photos 4. Two (2) pieces 2x2 or passport size photos

5. Medical Certificate 5. Medical Certificate

6. Special Power of Attorney for Legal Guardian (for student whose provincial address is outside Iloilo province)

6. One (1) long cream-colored folder

7. Student Directory 7. Marriage Certificate (for married female applicants only)

8. One (1) long cream-colored folder

9. Bridge Program Certificate (if applicable)

Additional Requirements (For Transfer Students from UP Constituent Units) 1. Approved Permit to Transfer 2. University and College Clearances


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Additional Requirements for Foreign Students 1. Official TOEFL results 2. Valid passport and acceptable visa 3. Alien Certificate of Registration or ID 4. Certificate of Identification or Updated Philippine Passport for Students with Dual Citizenship. Duration (under normal circumstances):` 15 minutes How to avail of the service


Activity Fee(s)

Person(s) Responsible

Form(s)

1 Inquires on how to receive admission slip

Responds to request 5 minutes NA OUR Staff NA

2 Submits complete requirements

Posts at the CRSIS the submitted documents

6 minutes NA OUR Staff NA

3 Updates enrolment data in the CRS

Checks completeness of entries in the Student Directory in the CRS Prints the Student Directory


4 Signs and submits duly accomplished Student Directory

Receives duly signed Student Directory

1 minute NA OUR Staff Student Directory

5 Receives Admission Slip Issues Admission Slip 1 minute NA OUR Staff Admission Slip

END OF TRANSACTION


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SERVICE: APPLICATION FOR ADMISSION OF LOCAL STUDENTS TO UPV Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Deadline of application: Local Applicants - one month before registration period Who may avail of the service: Applicants for Transfer/Second Degree/Non-Degree/Special Students What are the requirements: Local Applicants 1. Duly Accomplished U.P. Form 3.1 2. Official Transcript of Records (OTR) or True Copy of Grades with original signature of authorized official 3. Two (2) pieces 2 x 2/passport size photos Duration (under normal circumstances): 1. Non-Qualified Applicants (Registrar Level) – 38 minutes 2. Qualified/Non-Qualified Applicants (College Level) – 13 working days How to avail of the service:


Activity Fee(s)


Form(s)

1 Inquires regarding admission process

Responds to inquiry 5 minutes NA OUR Staff NA

2 Fills out Application Form Bills application fee 5 minutes NA OUR Staff U.P. Form 3.1


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3 Pays fee Accepts payment and issues Official Receipt

5 minutes P 100.00 Cash Office Staff Official Receipt

4 Submits requirements and duly accomplished Application Form with Official Receipt Number reflected

Accepts Application Form and checks completeness of requirements

10 minutes NA OUR Staff Application Form and Official Receipt

5 Evaluates academic credentials Computes General Weighted Average (GWA)


6 If qualified, prepares transmittal slip and turns over to in-charge of outgoing communication If not qualified, refer to item number 12 or 13

3 minutes NA OUR Staff Transmittal Slip

7 Delivers/Pouches transmittal slip with attachments to the Office of the College Secretary

1 hour NA OUR Staff (In-charge, Outgoing

Communications)

Transmittal Slip

8 Receives the transmittal and the Application Form with copies of student credentials and forwards them to division/ department/ college admission committee concerned

30 minutes NA College Secretary’s Staff

Transmittal Form


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9 Deliberates/evaluates/checks availability of slots; Approves/Disapproves and forwards recommendation to the College Secretary

2 weeks NA Division/Dept Program Coordinators/ Members of the College Admission Committee

Transmittal Form

10 Endorses the application and forwards to OUR

2 working days NA College Secretary Transmittal Form

11 Prepares Notice of Acceptance/Non-Acceptance


12 Signs the Notice of Acceptance/Non-Acceptance

5 minutes NA University Registrar

Notice of Acceptance/Non-Acceptance

13 Prepares mails/emails or calls applicant to notify Acceptance/ Non-Acceptance


14 Receives Notice of Acceptance/Non- Acceptance

Issues Notice of Acceptance/Non-Acceptance to walk-in applicants

2 minutes NA OUR Staff Notice of Acceptance/Non-Acceptance

END OF TRANSACTION


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SERVICE: APPLICATION FOR ADMISSION OF FOREIGN STUDENTS TO UPV Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Deadline of Application: Foreign Applicants - six months before registration period Who may avail of the service: Applicants for Transfer/Second Degree/Non-Degree/Special Students What are the requirements: Foreign Applicants 1. Duly Accomplished U.P. Form 3.2 2. Official Transcript of Records 3. Course Syllabus/catalogue/handbook of examination 4. Certification re capability to finance the Travel 5. Official TOEFL results 6. Copy of passport (duly authenticated) Duration (under normal circumstances): 1. For Non-Qualified Applicants (Registrar Level) – 38 minutes. 2. For Qualified/Non-Qualified Applicants (College Level) – 13 working days How to avail of the service


Activity Fee(s)


Form(s)

1 Inquires regarding admission process

Sends information pertinent to application for admission through email



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2 Fills out and mails Application Form and other requirements

Receives Application Form and sends billing of application fee through email

2 minutes NA OUR Staff U.P. Form 3.2

3 Mails the International Postal Money Order (IPMO) or Deposits payment to UPV’s dollar account.

NA NA Resident foreign: P 150.00 Non-resident foreign: $ 20.00

NA NA

4 Receives IPMO / Proof of Deposit from postal mail or courier

Pays fee at the Cash Office


5 Accepts payment and issues Official Receipt

5 minutes Resident foreign: P 150.00 Non-resident foreign: $ 20.00

Cash Office Staff

Official Receipt

6 Checks completeness of requirements;

Evaluates academic credentials;

Consults with UP Diliman regarding the conversion of

2 hours NA OUR Staff NA


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the grading system; and

Computes general weighted average (GWA)

7 If qualified, prepares transmittal slip and turn over to in-charge of outgoing communication If not qualified, refer to item number 14 or 15

3 minutes NA OUR Staff Transmittal Slip

8 Delivers/Pouches transmittal slip with attachments to the Office of the College Secretary

1 hour NA OUR Staff (In-charge, Outgoing Communications)

Transmittal Slip

9 Receives the transmittal and Application Form with copies of student credentials and forwards them to division/ department/ college admission committee concerned

30 minutes NA College Secretary’s Staff

Transmittal Form

10 Deliberates/evaluates/checks availability of slots

Approves/Disapproves and forwards recommendation to the College Secretary

2 weeks NA Division/Dept Program Coordinators/ Members of the College Admission Committee

Transmittal Form


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11 Endorses the application and forwards to OUR

2 working days NA College Secretary

Transmittal Form

12 Prepares Notice of Acceptance/Non-Acceptance


13 Signs the Notice of Acceptance/Non-Acceptance


Notice of Acceptance/Non-Acceptance

14 Prepares mails/emails or calls applicant to notify Acceptance/Non-Acceptance


15 Receives Notice of Acceptance/Non- Acceptance

Issues Notice of Acceptance/Non-Acceptance

2 minutes NA OUR Staff Notice of Acceptance/Non-Acceptance

END OF TRANSACTION


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SERVICE: ISSUANCE OF ENGLISH TRANSLATION OF DIPLOMA Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Graduated Students What are the requirements: 1. Paperless clearance (for students with enrollment from 2007) 2. College and university clearances (for students with last enrollment prior to 2007) 3. Availability of original Filipino diploma on file/ photocopy of the original Filipino diploma

For representative: 1. Duly signed authorization letter of request, 2. Valid identification card Duration (under normal circumstances): 1 hour, 17 minutes How to avail of the service:


Fee(s) Person(s)

Responsible Form(s)

1 Inquires how to acquire English Translation of Diploma

Responds to request 5 minutes NA OUR staff NA

2 Fills out Academic Document Request Form*

Provides Academic Document Request Form

10 minutes NA OUR staff Academic Document Request Form


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3 Submits Academic Document Request Form and clearance(s)

Searches records and assesses fees; Issues billing slip

10 minutes NA OUR staff Billing slip


5 minutes English Translation Fee P 50 per copy For local request: Actual mailing cost Envelope P 10.00 Administrative cost P 10.00 No mailing cost for pouch Official Transcript of Records, only envelope and administrative cost are charged

Cash Office Staff

Official Receipt

5 Submits request form with Official Receipt number reflected, Official Receipt and billing slip

Receives request form and billing slip;

Checks and returns Official Receipt; and

Issues claim stub

2 minutes NA OUR staff Request form, billing slip, Official Receipt and claim stub


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6 Prepares English Translation of the Diploma

30 minutes NA OUR staff NA

7 Signs the English Translation of the Diploma


English Translation of Diploma

8 Presents Official Receipt/claim stub/valid I.D.

Receives Official Transcript of Records; and signs logbook

Searches folder and issues English Translation of the Diploma

5 minutes NA OUR staff English Translation of Diploma

9 Receives request through mail

For English Translation of the Diploma to be mailed/pouched:

Prepares envelope and forwards to staff-in-charge for pouch or place in the mailing box


END OF TRANSACTION


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SERVICE: ISSUANCE OF ORIGINAL DIPLOMA Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Graduated Students What are the requirements: 1. College and/or University Clearances 2. Graduated student: Valid I.D. Representative: 1. Signed authorization letter from the student 2. Photocopy of valid I.D. of the student 3. Valid I.D. of the representative Duration (under normal circumstances): 22 minutes How to avail of the service:


Activity Fee(s)


Form(s)

1 Inquires on how to acquire original diploma

Responds to inquiry 5 minutes NA OUR staff NA

2 Presents required documents

Searches records and checks clearance (s)



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3 Signs logbooks and receives diploma

Seals and issues diploma 2 minutes NA OUR staff NA

4 Submits photocopy of diploma

Files photocopy of diploma 10 minutes NA OUR staff NA

END OF TRANSACTION


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SERVICE: ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS (OTR) Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Graduates/Former Students/Active Students* Note: Active students are required to secure approval of request for OTR from the University Registrar What are the requirements: 1. Paperless clearance (for students with enrollment from 2007) 2. College and university clearances (for students with last enrollment prior to 2007)

For representative: 1. Duly signed authorization letter of request 2. Valid identification card Duration (under normal circumstances): 1 hour and 47 minutes for one client being served at one time. . The time is extended when there are more clients and/or documents requested (for bulk processing of OTRs) First Time Application

Off Peak 2 weeks

Peak Season (May-August) 1 month

Succeeding Application

Off Peak 3 working days

Peak Season (May-August) 1 week


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How to avail of the service:


Fee(s) Person(s)

Responsible Form(s)

1 Inquires how to acquire Official Transcript of Records (OTR)


2 Fills out Academic Document Request Form*



3 Submits Academic Document Request Form and clearance(s)

Searches records and assesses fee; Issues billing slip



5 minutes P 50/ page for local request For international request (inclusive of mailing, exclusive of bank charges): US $ 50/set (Asia & U.S) US $ 60/set (Europe and Africa)

Cash Office Staff

Official Receipt


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For local request: Actual mailing cost Envelope P10.00 Administrative cost P 10.00 No mailing cost for pouch OTR, only envelope and administrative cost are charged

5 Submits Academic Document Request Form with Official Receipt number reflected, Official Receipt and billing slip.

Receives Academic Document Request Form and billing slip Checks and returns Official Receipt and issues claim stub

2 minutes NA OUR staff Academic Document Request Form, billing slip, Official Receipt and claim stub

6 Encodes, proofreads, checks, and prints OTR**

1 hour NA OUR staff NA

7 Signs the OTR 5 minutes NA University Registrar

NA


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8 Presents Official Receipt/claim stub/valid I.D.

Receives OTR and signs logbook

Searches folder and issues OTR


9 Receives request through mail

Prepares envelope and forwards to staff in-charge for pouch or place in the mailing box for OTR to be mailed/pouched


END OF TRANSACTION

*Forms may also be downloaded or filled out online. For details, visit www.upv.edu.ph **OTRs are prepared by batch and on a first come, first serve basis.

http://www.upv.edu.ph/


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SERVICE: Issuance of the following documents:

1. Certifications (Graduation) 2. Honorable Dismissal (HD) 3. Transfer Credentials (CTC) 4. Certification Authentication and Verification (CAV) 5. Medium of Instruction 6. General Weighted Average (GWA)/Grade Point Average (GPA) 7. Law Aptitude Examination (LAE), etc.

Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Graduates/Former Students/Active Students What are the requirements: 1. Paperless clearance (for students with last enrollment from 2007) 2. College and university clearances (for students with last enrollment prior to 2007) If claimed personally: Valid identification card If claimed by representative:

Duly signed authorization letter from the student

Photocopy of valid identification card of the student

Valid identification card of the representative


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Duration (under normal circumstances):

Documents For one client More clients and/or documents requested (bulk processing)

a. Certificates of Graduation, HD/CTC, Medium of Instruction, Units Earned, Grading System, & for Law Aptitude Examination requirement

48 minutes 1 working day

b. CAV, Course Description, & GWA/GPA

1 hour and 38 minutes 3-5 working days



Fee(s) Person(s)

Responsible Form(s)

1 Inquires request Responds to request

5 minutes NA OUR staff None

2 Submits duly accomplished Academic Document Request Form* and billing slip

Receives duly accomplished Academic Document Request Form, searches records, assesses and issues billing slip

15 minutes NA OUR Staff Academic Document Request Form & billing slip


5 minutes Honorable Dismissal P40.00 Computation of GWA/GPA

Cash Office Staff

Billing Slip


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P 100.00/request Certifications P 40.00/page For local request: Actual mailing cost: Envelope P 10.00 Administrative cost P 10.00

4 Submits Academic Document Request Form and billing slip with OR number reflected, upon presentation of the original OR

Receives Academic Document Request Form and billing slip Checks and returns OR and issues claim stub


5 Prepares requested document Certificate: (Graduation, H.D., Medium of Instruction, Units Earned, Grading Scales, LAE, etc.)


Prepares CAV, Cert. of Course Description and Computation of GWA/GPA

1 hour NA OUR staff NA


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6 Signs the requested document 5 minutes NA University Registrar

NA

7 Receives/claims requested document and signs logbook thereafter (for walk-in) or receives document through mail services

Issues requested document and returns Official Receipt to walk-in applicants


Prepares envelope and forwards to staff in-charge for pouch or places in the mailing box for certifications to be mailed/pouched


END OF TRANSACTION

*Forms may also be downloaded or filled out online. For details, visit www.upv.edu.ph

http://www.upv.edu.ph/


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SERVICE: ISSUANCE OF TRUE COPY OF GRADES (TCG) Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Active students applying for Law Aptitude Examination (LAE)

Note: Active students are required to secure approval of request for TCG from the University Registrar or the College Secretary

What are the requirements: For representative: 1. Duly signed authorization letter of request 2. Valid identification card

Duration (under normal circumstances):

Documents For one client More clients and/or documents requested (bulk processing)

True copy of grades with existing template 57 minutes Off peak: 1 week

Peak Season (May-August): 2 weeks

True copy of grades without template but with data available at the CRS

1 hour and 12 minutes Off peak: 1 week

Peak Season (May-August): 2 weeks

Note: Processing of TCG is on a first come, first serve basis.


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Fee(s) Person(s)

Responsible Form(s)

1 Inquires how to request/secure True Copy of Grades (TCG)


2 Fills out Academic Document Request Form



3 Submits Academic Document Request Form

Searches records

Assesses fees

Issues billing slip



5 minutes TCG Fee P 20/ page

For local request: Actual mailing cost Envelope P 10.00

Administrative cost P 10.00

Cash Office Staff

Official Receipt


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No mailing cost for pouch OTR, only envelope and administrative cost are charged

5 Submits Academic Document Request Form with Official Receipt number reflected, Official Receipt and billing slip

Receives Academic Document Request Form and billing slip

Checks and returns Official Receipt and

Issues claim stub


6 Prepares TCG with existing template


Prepares TCG without template but with data available at the CRS


7 Signs the TCG 5 minutes NA University Registrar

TCG

8 Presents OR/claim stub/valid I.D.

Receives TCG and signs logbook

Searches folder and issues TCG



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9 Receives requested documents through mail services

Prepares envelope and forwards to staff in-charge for pouch or place in the mailing box for TCG to be mailed/pouched


END OF TRANSACTION


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SERVICE: ASSESSMENT OF SCHOOL FEES OF UPV DEPENDENTS AND LOCAL GOVERNMENT SCHOLAR (LGS) Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Registered Students

Note: Active students are required to secure approval of request for True Copy of Grades (TCG) from the University Registrar or the College Secretary.

What are the requirements: 1. Application for Enrolment Privileges for UPV Dependents Form 2. Local Government Scholar:

a. Certificate from the Mayor b. Certificate from the Barangay Captain c. Income Tax Return d. Birth Certificate e. Copy of Grades from the previous semester

Duration (under normal circumstances): 6 minutes for one (1) client. The time is extended when there are more clients and/or

documents requested. Note: Assessment of school fees is on a first come, first serve basis.



Activity Fee(s)


Form(s)

1 Inquires process of assessment



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2 UPV dependent and/or Local Government Scholar submits Scholarship Certificate

Encodes pertinent scholarships to the CRSIS

3 minutes NA OUR staff Application for Enrolment Privileges Form

3 minutes NA OUR Staff Scholarship Certificate

3 Proceeds to respective colleges to complete the enrolment process

Assesses school fees for the CRSIS

NA NA NA NA

END OF TRANSACTION


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SERVICE: PROCESSING OF REFUND OF FEES Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Registered Students What are the requirements: Original and photocopies of the following documents: 1. Registration Form (Form 5) 2. Official Receipt 3. ST (Socialized Tuition) result or Scholarship Certification Duration (under normal circumstances):

Batch processing of at least 10 requests being served at one time – 1 hour, 32 minutes.

The time is extended when there are more than 10 applications and/or supporting documents are lacking. Note: Processing of refund of fees is on a first come, first serve basis.



Activity Fee(s)


Form(s)

1 Inquires refund of fees processing


2 Applies and submits complete requirements for refund

Checks the requirements presented

Computes, prepares and

7 minutes NA OUR Staff Form 5, Official Receipt and scholarship certification


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issues Assessment Slip and returns documents

3 Photocopies the Assessment Slip and other supporting documents

Fills out application for refund and submits complete documents

Receives the application forms with complete supporting documents

5 minutes NA OUR Staff Assessment Slip & Application for Refund

4 Receives application for refund,

Prepares Payroll Summary of at least 10 applicants per campuses (Miagao/Iloilo)

Obligation Request and attaches other supporting documents

1 hour NA OUR Staff Obligation Request, Payroll Summary

5 Signs the Obligation Request and Payroll Summary


Obligation Request and Payroll Summary

6 Forwards documents to accounting Office for processing of refund of school fees

15 minutes NA OUR Staff Payroll Summary & Obligation Request

END OF TRANSACTION


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SERVICE: STUDENT’S RECORD VERIFICATION Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Verifying Agency What are the requirements: 1. Verification Request 2. Authorization of the student Duration (under normal circumstances): 25 - 34 minutes How to avail of the service: Verification done through email


Fee(s) Person(s)

Responsible Form(s)

1 Inquires how to verify student’s record


2 Requests for the verification of student’s through email

Checks and verifies requests and student’s records

10 minutes NA OUR Records Section Staff

NA

Drafts and sends response letter to the agency


NA


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3 Pays verification request or sends payment through money transfer/ courier/ mail

Accepts payment and issues Official Receipt

5 minutes P 100 for local request $ 20 for international request

Cash Office Staff

NA

4 Receives Verification result

Issues verification document as requested

NA NA OUR Staff NA

END OF TRANSACTION

Verification sent through mail/courier


Fee(s) Person(s)

Responsible Form(s)

1 Inquires how to verify student’s record


2 Requests for the verification of student’s record/s through mails/courier



NA

Fills out form provided or drafts response letter for the agency and prepares envelope


NA

Signs verification result


NA

Seals and sends documents in 3 minutes NA OUR Records NA


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an envelope

Section Staff

3 Pays verification request or sends payment through money transfer/ courier/ mail


5 minutes P 100 for local request $ 20 for international request

Cash Office Staff

NA


Issues verification document as requested

NA NA NA NA

END OF TRANSACTION

Verification through walk-in representatives


Fee(s) Person(s)

Responsible Form(s)

1 Inquires on how to verify student’s record


2 Requests for the verification of student’s record/s through walk-in representative



NA

Fills out form provided or drafts response letter for the agency and prepares envelope.


Verification form provided by the Agency


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Signs verification result 2 minutes NA University Registrar

NA

Seals documents in an envelope (optional)


NA

3 Pays verification request Accepts payment and issues Official Receipt

5 minutes P 50.00 for local request

Cash Office Staff

NA

4 Walk-in applicants presents Official Receipt

Records Official Receipt number


NA


Issues verification result

NA NA OUR Staff NA

END OF TRANSACTION


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SERVICE: PAPERLESS CLEARANCE* Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break), prior to registration Who may avail of the service: Graduated/Transferring Students What are the requirements: 1. Graduation fee for graduated students 2. Should not be currently enrolled for transferring students Duration (under normal circumstances):

Paperless clearance: 7 minutes (applicable to students enrolled from 2007 to present).

Students who are not covered by the paperless clearance shall go through the old process of signing clearance, wherein students proceed to designated offices and have the clearance form signed by the staff of each office.



Activity Fee(s)


Form(s)

1 Inquires how to secure/acquire clearance

Responds to inquiry 5 minutes NA OUR Records Section Staff /Other Offices

NA

2 Applies for clearance Verifies student’s records and accountabilities. Informs student of their existing accountabilities if any.

5 minutes NA OUR Records Section Staff /Other Offices

NA


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3 Settles accountabilities at the office concerned if any

Clears accountability at the CRS

Subject to student’s compliance of accountabilities

NA Staff Office/ Unit Concerned

NA

4 Receives pertinent documents

Clears, prints clearance and indorses student to Transcript section for request/issuance of pertinent documents


NA

END OF TRANSACTION


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SERVICE: PROCESSING OF STUDENT ID CARD Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: UPV Students What are the requirements: Should be currently Enrolled Duration (under normal circumstances):

One client at one time

Freshmen, Iloilo City and UPV Tacloban College(UPVTC)-based student (new file or reprint)

1 hour and 5 to 20 minutes

Upperclassmen Miagao-based student (new file or reprint)

27 - 42 minutes

Notes:

The processing time is extended when there are more clients.

ID processing is on a first come, first serve basis.

Schedule of Student ID Issuance for bulk processing of student ID:

Off Peak months

March, April, May, July, November, December

Peak months January-February; June; August-October


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New Student ID application

Off-peak months Peak months

Miagao 3 working days 1 week

Iloilo 5 working days 10 working days

Tacloban 2 weeks 3 weeks

Reprint of Student ID:

Off-peak months Peak months

Miagao 24 hours 1 week

Iloilo 1 week 2 weeks

Tacloban 2 weeks 3 weeks



Activity Fee

Person Responsible

Form

1 Inquires how to process ID

Responds to inquiry 5 minutes NA CRSIS Staff NA

2 Presents Form 5

Checks Form 5 5 minutes NA CRSIS Staff NA

3 Pays the fee* Accepts payment and issues Official Receipt

5 minutes P 130.00 Cash Office Staff

NA


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4 Presents Official Receipt* and submits a 2x2 ID photo**

Checks and attaches student photo on Official Receipt* for processing

5 minutes NA CRSIS staff NA

Presents Official Receipt* and submits self for picture taking***

Takes photo*** 5 minutes NA CRSIS staff NA

5 Processes the ID (New File)


Processes the ID (Reprint)

5 minutes

6 Prepares transmittal slip**** Note: For IDs of upperclassmen Miagao based students, proceed to step 9


7 Forwards processed ID to OUR staff ****


8 Forwards processed ID to respective College Secretary’s staff or sends it through the OVCA for pouch****


9 Posts notification on the student’s account



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10 Receives ID and signs logbook

Issues ID 2 minutes NA College Secretary Staff / CRSIS Staff

NA

END OF TRANSACTION

*For student whose ID payment is not reflected on his/her Form5 **For student who opts to use a printed ID photo on his/her ID. ***For student who opts to have a new photo taken ****For Freshmen, Iloilo City based and UPVTC based students


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GRADUATE PROGRAM OFFICE (GPO) SERVICE: ADMISSION INTO GRADUATE PROGRAM (WITH ENTRANCE EXAMINATION) Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break)

Saturday, 8:00 AM– 12:00 NN

Who may avail of the service: Local and Foreign Applicants What are the requirements: 1. Accomplished Application Form 2. Original and two (2) photocopies of Official Transcript of Records for undergraduate (and graduate, if applicable) degree/s 3. Certificate of Transfer Credential/Honorable Dismissal (HD)/Certificate of Eligibility from the latest school attended 4. NSO copy of birth certificate 5. NSO copy of marriage certificate (for married female applicants) 6. Two (2) letters of recommendation from former professors/immediate supervisors 7. Entrance Examination 8. Other Requirements set for foreign students Duration (under normal circumstances): Local Applicants: 1 to 4 weeks Foreign Applicants: case-to-case basis How to avail of the service:


Fee(s) Person(s)

Responsible Form(s)

1 Secures and fills out Application for Admission Form

Issues Application for Admission Form

3 minutes None GPO Staff Application for Admission Form


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2 Submits duly accomplished Application for Admission Form along with required credentials

Receives credentials and checks entries on Application for Admission Form

3 minutes NA GPO Staff Application for Admission Form

3 Pays application fee Accepts payment and issues Official Receipt

3 minutes P 250.00 (for local applicant) $ 20.00 (for foreign applicant)

Cash Office Staff

Official Receipt

4 Presents Official Receipt Records Official Receipt Number

1 minute NA GPO Staff Official Receipt

5 Waits for the Results of Evaluation

Examines/verifies credentials; computes GWAs; prepares profile of all applicants and forwards to college/unit concerned; identifies who are qualified/disqualified; prepares entrance exam permits

2-3 days (depending on the number of applicants)

NA GPO Staff/ Director, Entrance Exam Committee/ Division/ Department Chair

NA

6 If qualified, receives Entrance Exam Permit and waits for the Exam Schedule

Issues Entrance Exam permit and prepares examination materials and venue of the examination

Within 3 days after exam permits have been released

NA GPO Staff Entrance Exam Permit


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7 Takes Entrance Examination

Administers Entrance Examination

4 hours None GPO Staff/Proctors

NA

8 Waits for the Exam Results

Prepares transmittal and forwards examination booklets to Entrance Examiners; checks examination papers; decodes examinees, prepares summary of results and forwards to College/Dean//Div/Dept Chair

1-4 weeks (depending on the number of examinees)

NA GPO Staff/ Director/ Entrance Exam Committee

NA

9 Checks Results Posts List of Qualifiers on GPO Bulletin Board and UPV Website through the Information and Publication Office

5 minutes NA GPO Staff/IPO Staff/GPO Director

NA

10 If qualified, secures Notice of Admission and waits for enrolment period

Issues Notice of Admission upon presentation of additional requirements

2 minutes NA SCE Notice of Admission

END OF TRANSACTION


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GRADUATE PROGRAM OFFICE (GPO) SERVICE: ADMISSION INTO GRADUATE PROGRAM (WITHOUT ENTRANCE EXAMINATION) Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break)

Saturday, 8:00 AM – 12:00 NN Who may avail of the service Local and Foreign Applicants What are the requirements: 1. Accomplished Application Form 2. Original and two (2) photocopies of Official Transcript of Records for undergraduate (and graduate, if applicable) degree/s 3. Certificate of Transfer Credential/Honorable Dismissal (HD)/Certificate of Eligibility from the latest school attended 4. NSO copy of birth certificate 5. NSO copy of marriage certificate (for married female applicants) 6. Two (2) letters of recommendation from former professors/immediate supervisors 7. Other Requirements set for foreign students

Duration (under normal circumstances): Local Applicants: 2-3 days Foreign Applicants: case-to-case basis How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures and fills out Application for Admission Form

Issues Application for Admission Form

3 minutes None GPO Staff Application for Admission Form


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2 Submits duly accomplished Application for Admission Form along with required credentials

Receives credentials and checks entries on Application for Admission Form

3 minutes NA GPO Staff Application for Admission Form

3 Pays application fee Accepts payment and issues Official Receipt

3 minutes P 250.00 (for local applicant) $ 20.00 (for foreign applicant)

Cash Office Staff

Official Receipt

4 Presents Official Receipt Records Official Receipt Number

1 minute NA GPO Staff Official Receipt

5 Waits for the evaluation results

Examines/verifies credentials and application form submitted and forwards to Colleges/Units concerned

5 minutes NA SCE NA

Evaluates academic records, determines qualifications of applicants, and submits results to GPO

2-3 days (depending on the number of applicants)

NA College Admissions Committee

NA

Prepares Letters of Acceptance /List of Qualifiers

5 minutes NA SCE/GPO Director

NA


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6 Checks List of Qualifiers/ Receives Letter of Acceptance

Issues Letter of Acceptance/Post List of Qualifiers on GPO Bulletin Board and on UPV website through the Information and Publication Office

3 minutes NA GPO Staff/ IPO Staff

Letter of Acceptance

7 If qualified, secures Notice of Admission and waits for the enrollment period

Issues Notice of Admission upon presentation of additional requirements

3 minutes NA SCE Notice of Admission

END OF TRANSACTION


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GRADUATE PROGRAM OFFICE (GPO) SERVICE: ISSUANCE OF NOTICE OF ADMISSION Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM, on or before enrollment period (No noon break) Who may avail of the service: Incoming Students What are the requirements: 1. Medical Certificate 2. Two (2) passport size photos 3. Student Directory 4. Approved Permit to Study and Application for Privilege to Study at Reduced Fees (for UPV employees) Duration (under normal circumstances): 3-4 hours How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures request forms for physical/medical examination from GPO

Issues Physical/Medical Examination Request Forms

1 minute NA GPO Staff Physical/Medical Examination Request Forms

2 Undergoes medical/physical examination and gets medical certificate

Performs medical/physical examination and issues medical certificate

Within 3-4 hours (depending on the availability of laboratory results)

NA Any clinical laboratory staff/University Dentist and Physician

Medical Certificate


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3 Submits medical certificate and other requirements to GPO staff for issuance of student number

Receives documents, assigns student number, and records on logbook

1 minute NA SCE Medical Certificate and other Requirements

4 Updates/encodes data in the CRS and signs Student Directory

Adds/encodes student data in the CRS and prints out Student Directory

5 minutes NA SCE/GPO Staff Student Directory

5 Receives Admission Slip

Signs Notice of Admission and releases Admission Slip

2 minutes NA SCE Admission Slip

END OF TRANSACTION


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GRADUATE PROGRAM OFFICE (GPO) SERVICE: REGISTRATION OF GRADUATE STUDENTS Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: New and Old Students What are the requirements: 1. Admission Slip for New Students 2. Medical Certificate (for Old students) – application every first trimester/semester 3. Approved Permit to Study and Application for Privilege to Study at Reduced Fees (for UPV employee) Duration (under normal circumstances): 3-4 hours How to avail of the service:


Activity Fee(s)


Form(s)

1 New student Secures Notice of Admission before enrolment and presents this for class listing and assessment

Encodes subjects to take, assesses student fees in the CRS, and issues bill for payment

5-15 minutes None GPO Staff

Notice of Admission Medical Certificate/ Permit to Study NA

Old student Submits medical certificate (applicable every first trimester/semester)


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and/or permit to study (if UPV employee) for class listing and assessment

MEd Program Adviser

MEd student Proceeds first to Program Adviser before class listing

2 Pays registration fees (full payment)

Receives payment and issues Official Receipt

10 minutes Amount varies (depending on number of units enrolled)

Cash Office Staff/Student-Loan-Board In-Charge/College Dean/OSA Director/Lawyer

Official Receipt

Pays registration fees (with student loan)

30-60 minutes

3 Presents Official Receipt for printing of Form 5, signs Form 5, and secures signature of Program Adviser

Prints Form 5, checks subjects enrolled in and signs Form 5

5-10 minutes NA CM Staff for CM student; GPO Staff for CAS student and Program Adviser for MEd student

Form 5

4 Presents duly signed Form 5 for “Registered” stamping and receives Student’s Copy

Stamps “Registered” on Form 5 and issues Student’s Copy

5 minutes NA CM Staff for CM student and GPO Staff for CAS student

Form 5 Student’s Copy

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: COUNSELING SERVICES Schedule of availability of service: Monday – Friday, 8:00 AM – 4:30 PM (No noon break) Who may avail of the service: UPV Students, Parents, Faculty, Staff and Alumni What are the requirements: Individual Inventory Records Duration (under normal circumstances): 3-7 hours (case-to-case basis) How to avail of the service:


Activity Fee(s)


Form(s)

1 Sets appointment for counseling

Attends to client and sets schedule for counseling

5 minutes NA Guidance Services Specialist (GSS) or OSA staff

Appointment Schedule Form

2 Comes for initial interview Conducts initial interview to assess problems and needs Establishes rapport with client

30 minutes – 1 hour

NA Guidance Services Specialist

Counseling Form, Cumulative Record

3 Gathers information about client and coordinates with faculty, parents, peers and significant others





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4 Studies test results and background information about the client, analyzes test results and correlates with other information gathered



Counseling Form, Cumulative Record Test Results

5 Comes for counseling Conducts counseling Interprets test Presents options Presents counseling goals Sets follow up session




6 Comes for follow up session

Helps client implement counseling goals



Counseling Form

7 Participates in the evaluation of counseling

Evaluates outcomes of counseling

10 minutes NA Guidance Services Specialist

Evaluation sheets

8 If counseling goals is not achieved, comes for a follow-up counseling

If counseling goals is not achieved, repeat the process starting from Step 5 If counseling goals is achieved, terminate counseling

NA NA NA NA

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: ADMINISTRATION OF PSYCHOLOGICAL TESTING Schedule of availability of service:

Beginning Freshmen Before Registration Period of the 1st Semester

Upperclassmen Anytime within the school year (upon request)

Who may avail of the service: Students, Staff, Applicants, and Outside Agencies What are the requirements: 1. Freshmen: Pencil (Mongol #2) with eraser 2. ID picture (2x2) 3. Secondary Grade Form 4. Transcript of Records Duration (under normal circumstances): 3 to 9 hours How to avail of the service:


Activity Fee(s)


Form(s)

1 Requests appointment for psychological testing

Schedules appointment for psychological testing



2 Prepares test materials and venue for testing


Test materials Psychological tests Answer


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OSA staff sheets

3 Takes psychological tests Administers psychological tests 1 hour/test or 3 hours


Cumulative Record Test summary form

4 Processes psychological tests (scoring, norming, profiling)

1 -2 hours per test

NA OSA staff under the supervision of the Guidance Services Specialist

Cumulative Record Test summary form Psychological Test Answer sheets

5 Records psychological tests in individual cumulative record


Cumulative Records Test Summary Form

6 Sets appointment for test interpretation

Schedules appointment for interpretation

5 minutes NA Guidance Services Specialist OSA staff


7 Studies test results. Correlates with background information Analyzes test results

30 minutes - 1 hour per test


Psychological Test Results Background Info Sheets Cumulative


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records

8 Comes for interpretation of test results

Interprets test results to client or student



Psychological Test Results Background Info Sheets Cumulative records

9 Requests for written interpretation or recommendation

Makes written interpretation or recommendation



Cumulative records Test results Certificate for transfer/Shifting form

10 Claims/Receives written interpretation or recommendation

Releases written interpretation or recommendation to client.

5 minutes NA OSA staff Written Interpretation

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: ADMINISTRATION OF PSYCHOLOGICAL TESTING - EXTENSION (for requesting Outside Agencies/ Companies and UPV Clients) Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: UPV and Outside Agencies What are the requirements: Written Request for Testing Duration (under normal circumstances): 4 hours – 5 hours How to avail of the service:


Activity Fee(s)


Form(s)

1 Writes request for testing extension service to OSA Director through the HRDO

Attends to clients and refers the request to Guidance Coordinator

10 minutes NA OSA Director or staff

NA

2 Discusses needs for testing service

Interviews client to assess need for testing and fees

30 minutes NA Coordinator Interview Form

3 Assigns and coordinates testing service with GSS

30 minutes NA Coordinator NA

4 Confirms schedule for testing service extension

Sets schedule for testing and informs the client


Appointment schedule form


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5 Prepares psychological tests materials


Test materials Psychological test answer sheets

6 Takes psychological tests Administers psychological tests 1 hour per test or 2 hours


Psychological test answer sheets

7 Processes psychological tests (scores, records, norms)

1 hour NA Guidance Services Specialist

Summary test report Test profile

8 Studies, analyzes and interprets test results


Test results

9 Pays testing fee at the Cash Office

Prepares and encodes test report

1 hour P 350/test for outside agencies P 100/test for UPV clients

Guidance Services Specialist

NA

10 Claims/Receives test results

Releases test report 10 minutes NA Guidance Services Specialist

Test Report

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: GROUP GUIDANCE/TRAININGS/WORKSHOPS Schedule of availability of service: Monday – Friday, 8:30 AM – 5:00 PM (No noon break) Who may avail of the service: UPV Students What are the requirements: 1. Group Dynamics Modules/Programs 2. Materials 3. Lecturettes Duration (under normal circumstances): 2 weeks How to avail of the service:


Activity Fee(s)


Form(s)

1 Writes request to the OSA Director

Attends to client and refers request to the Coordinator

10 minutes NA OSA Director or Staff

Referral Slip

2 Comes for interview to discuss needs and purposes. Confirms schedule for training

Interviews client to assess needs/purposes and sets schedule for training

20 minutes NA Coordinator Interview Forms

3 Coordinates with GSS and makes program;

2 days NA Coordinator Guidance

NA


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Assigns speakers, facilitators and support personnel Discuss program with the GSS

Service Specialist

4 Prepares activities, materials, lecturette and venue for training

2 days NA Guidance Services Specialist

Group dynamics materials, handouts, etc.

5 Prepares evaluation instrument 2 days NA Coordinator Guidance Services Specialist

Evaluation instrument

6 Attends training and participates in the evaluation

Conducts training and evaluation

2 days NA Coordinator Guidance Services Specialist Speakers Support staff

Evaluation sheets

7 Analyses and processes evaluation

2 days NA Coordinator Evaluation sheets

8 Pays corresponding fee (for extension training only)

Makes written report and encodes evaluation results

2 days P 1,000/hr per speaker P 500/hr per facilitator

Coordinator Guidance Services Specialist

Evaluation report

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: APPEAL FOR READMISSION OF ACADEMIC DELINQUENT STUDENTS (COLLEGE LEVEL) Schedule of availability of service: Monday – Friday, 8:30 AM – 4:30 PM (No noon break) Who may avail of the service: UPV Students on Delinquent Status What are the requirements: 1. Letter of Appeal for Readmission 2. Copy of Grades Duration (under normal circumstances): 6 hours and 30 minutes (case-to-case basis) How to avail of the service:


Activity Fee(s)


Form(s)

1 Writes a letter of appeal for readmission to the College Dean

Receives a copy of the letter for appropriate action.

5 minutes NA College Dean/ College Secretary

Copy of Grades Letter of Appeal

2 Constitutes the readmission committee to study the case (composed of faculty, guidance, secretary)

10 minutes NA College Secretary, Faculty, Dean, Guidance Services

Letter of appeal Copy of grades


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Specialist

Committee Memo

3 Conducts meeting and readmission committee to deliberate on the case

2 hours NA Committee members

NA

4 Refers the student to the GSS for counselling

5 minutes NA Guidance Service Specialist

BIS Test results

5 Attends counselling session and provides copy of the letter of appeal and copy of grades

Conducts counselling and makes recommendations to the college

2 hours NA Guidance Service Specialist

Recommendation Report

6 Decides to readmit or deny the student based on deliberations and records of the case

1 hour NA Dean Readmission Committee

Letter of appeal Copy of grades Recommendation

a. If appeal for readmission is approved by the committee, refers the student for a follow-up counseling to prepare for readmission

1 hour NA College Dean NA


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b. If appeal for readmission is

denied, refers the student to undergo exit counseling or to raise appeal for readmission in the University level)

a. If appeal for readmission is approved, comes for a follow-up counseling with the GSS

b. If appeal is disapproved comes for exit counseling or makes a letter of appeal to the OVCAA or the Office of the Chancellor (appeal for readmission in the University level)

Conducts follow-up counseling


NA

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: APPEAL FOR READMISSION OF ACADEMIC DELINQUENT STUDENTS (UNIVERSITY LEVEL) Schedule of availability of service: Monday – Friday, 8:30 AM – 4:30 PM (No noon break) Who may avail of the service: UPV Students on Delinquent Status What are the requirements: 1. Letter of Appeal for Readmission 2. Copy of Grades Duration (under normal circumstances): 5 hours, 40 minutes (case-to-case basis) How to avail of the service:


Activity Fee(s)


Form(s)

1 Writes a letter of appeal to the Office of the Chancellor through proper channels

Receives the copy of the letter and refers to the OSA Director for recommendation.

10 minutes NA OC staff or OVCAA

Letter of Appeal Copy of Grades

2 Confers with GSS concerned for background information and analysis of the case

20 minutes NA OSA Director Guidance Services Specialist

Letter of appeal Copy of grades


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3 Sets appointment for interview

Calls the client/student for interview and possible recommendations

1 hour NA OSA Director Letter of appeal Copy of grades

4 Comes for interview with OSA Director

Interviews the applicant 1 hour NA OSA Director Interview Form

5 Studies the case and makes recommendation based on information gathered and submits to OVCAA or Chancellor’s Office

1 hour NA OSA Director Recommendation report

6 Decides to readmit or deny the student based on the records and recommendation of the OSA Director

1 hour NA Chancellor Letter or Appeal Copy of Grade Recommendation report

7 a. If approved, refers the student for a follow-up counseling to prepare for readmission

b. If disapproved, Refers the student to undergo exit counselling

10 minutes NA OSA Director NA


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8 a. If approved, the student comes for readmission and follow-up counseling with the GSS

b. If disapproved, the student comes for exit counseling with GSS

Conducts follow-up counseling 1 hour NA Guidance Services Specialist

NA

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: APPLICATION/RELEASE/APPEAL FOR SOCIALIZED TUITION SYSTEM (STS) Schedule of availability of service: For Application: Set by e-UP SAIS Team

For Release of Results: Set by e-UP SAIS Team For Appeals: Set by e-UP SAIS Team

Who may avail of the service: UPV Students What are the requirements: Computers for On-line Application Duration (under normal circumstances): 3 hours, 8 hours/meeting (case to case and subject to schedule set by e-UP) How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures password and PIN from the Office of the University Registrar (for New Students) and from the Data and Information System Program (DISP) Office (for Upperclassmen)

Answers queries 10 minutes NA OUR staff DISP staff STO staff

For New Students: Admission Slip For Upperclassmen: Photocopies of UP ID and Form 5

2 Logs in at Socialized Tuition System Website (http://sts.up.edu.ph) and

(for Special Cases) a. STO personnel updates

student’s basic information

10 minutes/ case

NA STO staff On-line Form


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fills out ST application form online

b. Coordinates and submits data to e-UP SAIS Team

3 Submits application online and waits for the results

Processes submitted ST applications and releases results via ST website

Subject to ST system posted schedules

NA e-UP SAIS Team

Hard and soft copies of the results

4 Checks the result via online (ST or CRS account) or at the ST Office

Encodes ST bracket results in the student’s CRS account

5 minutes NA STO staff None

5 (For those under Appeals) Logs in at ST website; fills out and submits ST appeal questionnaire online

Prints shortlist and informs appellants for the schedule of interview

5 minutes NA STO staff ST shortlist

6 Reports for interview either personal or via phone

Interviews appellants 10-20 minutes

NA STO staff Interview Form

Requests for supporting documents (if needed) or conducts home visitations (if necessary)

Case to case NA STO staff Checklist of requirements

7 Submits the required supporting documents

Receives documents and corrects/amends data

10-15 minutes NA STO staff Supporting documents


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8 Prepares/ summarizes results of home visitation and interviews

30 minutes - 1 hr per report

NA STO staff Pictures and reports

9 Waits for the results Scholarship Committee deliberates appeals

1 day per meeting NA UPV SSFAC Committee (chaired by VCAA)

Pictures and reports

10 Checks the results online Posts results of appeal via CRS or ST website

10 minutes NA STO staff Hard and soft copies of the results

11 For FDS grantee, submits copy of Form 5

Receives Form 5 and prepares payroll, Obligation Request and payslips of FDS grantee and submits to Accounting Office for processing

1 hour NA STO staff Copy of Form 5 Payroll Obligation Requests Payslips

12 Secures certification Issues certification for reassessment/refund or claiming of stipend (FDS grantees)

10 minutes NA STO staff ST certification

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: APPLICATION FOR PRIVATE SCHOLARSHIP Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: UPV Students What are the requirements: Application form and its supporting documents as stipulated. Duration (under normal circumstances): 1 month, 39 minutes per transaction How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures application forms Gives out application forms 1 minute NA STO Staff Private Scholarship Application Form

2 Submits completed application form and sets appointments for interview

Receives and checks application forms

5 minutes NA STO Staff Private Scholarship Application Form

3 Reports for interview Interviews the applicant 15 minutes NA STO staff Interview Form

4 Prepares shortlist of the applicants

10 minutes per applicant

NA STO staff Shortlist


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5 Waits for the results Ranks the applicants 1 hour NA STO staff Ranklist

6 Checks results of the scholarship

Posts results of the scholarship 5 minutes NA STO staff Hard and soft copies of the results

7 If accepted, submits UP Form 5, Copy of Grades and Thank you letter

Receives additional documents 1 minute NA STO staff UP Form 5, Copy of Grades Thank you Letter Bank Account Number

8 Prepares payroll, Obligation request and payslips for scholars’ entitlement and submits to Accounting Office for processing

1 hour NA STO staff Payroll Obligation Request Payslips

9 Secures certification to claim benefits

Calls the student and issues certification

2 minutes NA STO staff Certification

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: APPLICATION FOR STUDENT ASSISTANTSHIP (SA) Schedule of availability of service:

Issuance of application form: Monday – Friday, 8:00 AM – 5:00 PM (No noon break)

First day of classes of the semester Deadline for submission of application: A day after the last day of late registration Who may avail of the service: UPV Students What are the requirements: Application form and its supporting documents as stipulated. Duration (under normal circumstances): 10 days, 2 hours per transaction How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures application forms Gives out application forms 2 minutes NA STO Staff SA Application Form

2 Submits duly accomplished application form and supporting documents

Receives and checks submitted form and documents

5 minutes NA STO Staff SA Application form and supporting documents


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3 Sets appointment for interview

Issues schedule for interview 2 minutes NA STO Staff Schedule form

4 Reports for interview Interviews the applicant 15 minutes per applicant

NA STO Staff None

5 Waits for results

Ranks SA applicants 1 hour NA STO staff List of Ranking

6 Checks list of qualified Student assistants

Posts list of qualified applicants and announces schedule of orientation

2 minutes NA STO Staff Printed copy of the result

7 If qualified, attends SA orientation

Conducts orientation and issues SA basic papers

90 minutes NA STO Staff SA basic papers

8 Fills out and submits SA basic papers

Receives and checks basic papers

5 minutes NA STO Staff SA basic papers

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: SCHOOL, HEALTH AND RELATED EMERGENCY (SHARE) LOAN Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: UPV Students What are the requirements: Interview and paid out SHARE previous loan Duration (under normal circumstances): 26 minutes per transaction (subject to availability of SAO Officer & OSA Director) How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures application form Issues application form 2 minutes NA STO staff SHARE Loan Application Form

2 Submits duly accomplished loan application form and supporting documents

Receives duly accomplished application form and supporting documents

2 minutes NA STO staff SHARE Loan Application Form Copy of Form 5 Copy of Co-debtor’s ID


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3 Waits for approval Endorses application form to Scholarship Affairs Officer and OSA Director for signature and approval

5 minutes NA STO staff SHARE Loan Application Form

4 Receives money

Releases loan 5 minutes NA STO staff NA

5 Pays loan Receives payment and issues receipt

2 minutes NA STO staff Official receipt

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: FILING OF APPLICATION FOR RECOGNITION AS A UNIVERSITY-WIDE STUDENT ORGANIZATION Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break)

A period of one month after the opening of classes Who may avail of the service: University-wide Student Organizations Applicants What are the requirements: Application Forms and Supporting Documents as stipulated Duration (under normal circumstances): 36 minutes per applicant student organization, whole working day How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures an application form/s for recognition

Gives application form Gives instructions and answers queries

2 minutes None Student Organizations and Activities (SOA) In-charge

Guidelines for Recognition

2 Fills out application form/s and secures the requirements for recognition and the signatures of Adviser and co-adviser


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3 Submits duly accomplished application form/s and other requirements to SOA office or drops in “SOA” inbox

Receives duly accomplished application form/s and requirements and logs in details of the received documents

2 minutes None SOA In-charge Application form and required documents

4 Assesses the application form/s and requirements for recognition

25 minutes None SOA In-charge None

5 Makes recognition certificate for the head, adviser/s, and co-adviser/s for signature of the OSA Director

3 minutes None SOA In-charge Certificate of Recognition

6 Encodes to the database the details of the recognition

5 minutes None SOA In-charge None

7 Claims certificate/s of recognition

Releases the certificates to the student/s or places in the “outbox”

1 minute None SOA In-charge Certificate of Recognition

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: FILING OF APPLICATION FOR RECOGNITION AS A COLLEGE-BASED STUDENT ORGANIZATION Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break)

A period of one month after the opening of classes Who may avail of the service: College-based Student Organizations Applicants What are the requirements: Application Forms and Supporting Documents as stipulated Duration (under normal circumstances): 40 minutes per applicant student organization, whole working day How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures an application form/s for recognition

Gives application form Gives instructions and answers queries

2 minutes NA Student Organizations and Activities (SOA) In-charge

Guidelines for Recognition

2 Fills out application form/s and secures the requirements for recognition and the signatures of adviser and co-adviser


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3 Submits accomplished application form/s and other requirements to COSAW

Receives application form/s and requirements and logs in details of the received documents

5 minutes NA COSAW Application form and required documents

4 Assesses the application form/s and requirements for recognition

25 minutes NA COSAW NA

5 Makes recognition certificate for the head, adviser/s, and co-adviser/s for signature of the OSA Director

3 minutes NA COSAW Certificate of Recognition

6 Encodes to the database the details of the recognition


7 Informs OSA of the status of College-based Organizations for confirmation of OSA Director


8 Claims certificate/s of recognition

Releases the certificate/s of recognition to the student/s

1 minute NA COSAW Certificate of Recognition

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: FILING OF APPLICATION TO HOLD ACTIVITIES (for University-wide Student Organizations) Schedule of availability of service: Monday – Friday, 8:00 AM– 12:00 NN; 1:00 PM – 5:00 PM

Except during moratorium period and holidays

Who may avail of the service: Recognized University-wide Student Organizations Members What are the requirements: Application Form for Extra-Curricular Activities Duration (under normal circumstances): 13 minutes (subject to availability for approval of SOA coordinator and OSA Director) How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures application form/s for extra-curricular activities

Gives application form/s and answers queries


Application form for extra-curricular activities

2 Fills out application form/s and secures signature of adviser/ co-adviser

3 Submits duly accomplished application form to SOA office or in

Receives duly accomplished application form/s and requirements and logs in details

3 minutes NA Student Organizations and Activities

Application form for extra-curricular


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SOA “inbox” important details of the activity (SOA) In-charge activities and required documents

4 Assesses the details of the application for activity


None

5 If activity is beyond 7 PM, secures conforme of Faculty Adviser and submits to SOA office as soon as possible

Recommends approval of SOA coordinator and OSA Director (activity beyond 7 PM must have attached conforme of Faculty Adviser)

3 minutes Subject to availability of signatories

NA Student Organizations and Activities (SOA) In-charge

Application form for extra-curricular activities Conforme of Faculty Adviser Consent (Parental/Individual) Letter of request for University-wide activities or off campus with the attached program of event/activity


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6 Claims approved/disapproved application form at the SOA or ins SOA “outbox”

Releases approved/disapproved application form to student/s or places in the “outbox”


Application Form for extra-curricular activities and required documents

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: FILING OF APPLICATION TO HOLD ACTIVITIES (for College-based Student Organizations) Schedule of availability of service: Monday – Friday, 8:00 AM – 12:00 NN; 1:00 PM – 5:00 PM

Except during moratorium period and holidays Who may avail of the service: Recognized College-based Student Organizations Members (class-related, student-related

individual/group of students) What are the requirements: Application Form for Extra-Curricular Activities Duration (under normal circumstances): 28 minutes (subject to availability for approval of SOA coordinator and OSA Director) How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures application form for extra-curricular activities

Gives application form/s and answers queries


Application form for extra-curricular activities

2 Fills out application form and secures signatures of adviser/ co-adviser

3 Submits duly accomplished application form to COSAW

Receives duly accomplished application form/s and requirements and logs in details

3 minutes NA COSAW Application form for extra-curricular


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important details of the activity activities and required documents

4 Assesses the details of the application for activity

3 minutes NA COSAW None

5 If activity is beyond 7 PM, secures conforme of Faculty Adviser and submits to SOA office as soon as possible

Recommends approval of College Dean

3 minutes NA COSAW Application form for extra-curricular activities Conforme of Faculty Adviser Consent (Parental/Individual) Letter of request for University-wide activities or off campus with the attached program of event/activity


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6 Claims approved/disapproved application form to conduct activity at College Dean’s Office

Releases approved/disapproved application form to student/s

2 minutes NA COSAW Application Form for extra-curricular activities and required documents

7 Submits approved application to SOA to be noted by the OSA Director

Recommends to OSA Director for appropriate action



8 Claims approved/disapproved application form at the SOA Office or in SOA “outbox”

Releases approved copies of application form to student/s or in SOA “outbox”



END OF TRANSACTION

NOTE: If there is a need to utilize any of the facilities and/or personnel services of the University, requestor shall seek approval from

the concerned office/unit after the application has been approved by the OSA Director.


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: APPLICATION FOR POSTING OF PUBLICITY MATERIALS OF STUDENTS AND STUDENT ORGANIZATIONS Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: UPV Students and Recognized Student Organizations (personal, class-related, student-related individual/group of students) What are the requirements: Publicity Materials Duration (under normal circumstances): 12 minutes How to avail of the service:


Activity Fee(s)


Form(s)

1 Presents/Submits publicity material(s) for posting to SOA Office or in the SOA “inbox”

Receives the publicity materials 1 minute NA Student Organizations and Activities (SOA) In-charge

Publicity materials

2 Screens the publicity materials 3 minutes NA Student Organizations and Activities (SOA) In-charge

Publicity materials


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3 If activity is not approved, secures application for conduct of activity and files it to SOA Office (see flowchart for filing)

If activity is approved, stamps the materials with “Approved for Posting” and countersigns


Publicity materials

4 Records the details of the material and the number of copies


NA

5 Picks up approved publicity materials for posting from SOA Office or at the

Releases approved publicity materials for posting or places at the SOA ”outbox”

1 minute NA Student Organizations and Activities (SOA) In-charge

Publicity materials

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: ADMISSION OF STUDENTS AT UPV RESIDENCE HALLS (ILOILO CITY AND MIAGAO CAMPUSES) Schedule of availability of service: Monday to Friday, 8:00 AM – 5:00 PM (No noon break) Upperclass students – One (1) month before the semester ends

New Students – Six (6) weeks before the semester opens Who may avail of the service: UPV Students What are the requirements: Application form and its supporting documents as stipulated Duration (under normal circumstances): 54 minutes per applicant (for Upperclass student applicants)

44 minutes per applicant (for New Student applicants) How to avail of the service:


Activity Fee(s)


Form(s)

1 Secures application form or downloads at CRS website

Provides application form 2 minutes NA Dormitory Personnel

Application Form

2 Submits duly accomplished application form with attached requirements (New students submits on line or by courier while

Accepts duly accomplished application form (New students through online while Upperclass in person) Checks requirements

5 minutes NA Dormitory Personnel

Application form with attached requirements


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Upperclass student submits in person)

3 Reports for interview to Dorm Manager (Upperclass students only)

Interview student applicant applicants (Upperclass students only)

10 minutes NA Dormitory Manager

Duly filled-out Application Form

4 Makes self available for evaluation

Evaluates applicants 20 minutes NA Dormitory Personnel

Criteria for Evaluation Form

5 If qualified, reports for confirmation of slot

Posts results Requires confirmation of slot Issues requirements


Required Documents

6 Checks in and submits needed requirements

Receives and checks the completeness of requirements


Required documents

7 Gives room assignment and facilities (bed, foam & study carrel)


NA

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: PROCESSING OF PAYMENTS FOR RESIDENCE HALL Schedule of availability of service: Daily, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Students, Transient Guests What are the requirements: Not Applicable Duration (under normal circumstances): 8 minutes per applicant (for Regular student residents)

23 minutes per applicant (for Transient residents) How to avail of the service:


Activity Fee(s)


Form(s)

A. Regular Student Residents

1 Secures charge slip Assesses clients’ accountabilities Issues charge slip


Charge slip

2 Submits Official Receipt Records Official Receipt 3 minutes NA Dormitory Personnel

Official Receipt


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B. Transient Residents

1 Makes reservation Accepts reservation 3 minutes NA Dormitory Personnel

Logbook

2 Prepares transient room 15 minutes /room

NA Dormitory Personnel

NA

3 Checks in and pays transient fees

Issues provisional receipt Provides keys Ushers to transient room


UPV Provisional Receipts

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: MANNING THE COUNTER Schedule of availability of service: Daily, 6:00 AM – 11:00 PM (No noon break) Who may avail of the service: Regular Residents, Students What are the requirements: Not Applicable Duration (under normal circumstances): 11 minutes per client How to avail of the service:


Activity Fee(s)


Form(s)

1 Fills out Late Permit/ Weekend Permit/ Overnight Permit

Approves permits Accepts latecomers


Permit form

2 Makes social visits/calls Answers phone and queries Pages, calls concerned student


NA

3 Claims mails, packages, messages and others

Receives/accepts delivered packages/letters/messages


NA

4 Makes other requests Attends to other requests 3 minutes NA Dormitory Personnel

NA

END OF TRANSACTION


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OFFICE OF STUDENT AFFAIRS (OSA) SERVICE: STUDENT WELFARE SERVICES Schedule of availability of service: As need arises Who may avail of the service: Regular residents What are the requirements: Not Applicable Duration (under normal circumstances): 35 minutes per client How to avail of the service:

Step Customer/Applicant Service Provider Duration of

Activity Fee(s)


Form(s)

1 Presents personal and other concerns

Attends to requests accordingly 30 minutes NA Dormitory Personnel

Permit form

2 Requests assistance for medical concerns

Refers to the clinic/infirmary 5 minutes NA Dormitory Personnel

NA

END OF TRANSACTION


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OFFICE OF THE COLLEGE SECRETARY (OCS) - COLLEGE OF ARTS AND SCIENCES (CAS) SERVICE: SHIFTING FROM ANOTHER COLLEGE OF UPV (All other colleges of UPV have the same service standard as indicated below) Schedule of availability of service: 8:00 a.m. -5:00 p.m., Monday to Friday (on or before deadline of submission) Who may avail of the service: Students What are the requirements: 1. Copy of Grades 2. Recommendation from Guidance Services Specialist Duration (under normal circumstances): Within one (1) week and 2 days How to avail of the service:


Activity Fee

Person Responsible

Form/s

1 Submits letter request with requirements

Receives letter and forwards to OCS

5 minutes None Dean’s Office Staff

Letter request form

2 Evaluates student’s records and forwards request form to College Admissions Committee or Division/Department offering the program

Within 1 week after deadline of submission

OCS Staff


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3 Forwards recommendation action to OCS

5 minutes Division /Department Chair or College Admission Committee

4 Approves/disapproves request 5 minutes College Secretary

5 Receives notice of action Issues notice of action 2 minutes OCS Staff

END OF TRANSACTION

*Varies depending on the unit where the student belongs


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OFFICE OF THE COLLEGE SECRETARY (OCS) - COLLEGE OF ARTS AND SCIENCES (CAS) SERVICE: DROPPING OF SUBJECT(S)

(All other colleges of UPV have the same service standard as indicated below) Schedule of availability of service: 8:00 a.m. - 5:00 p.m., Monday to Friday (on or before last day of dropping) Who may avail of the service: Students What are the requirements: None Duration (under normal circumstances): Within 1 hour How to avail of the service:


Activity Fee

Person Responsible

Form/s

1 Fills out form Issues form 15 minutes OCS/GPO staff

UPV Form WPR-01

2 Secures signature of adviser

Checks records and signs form 5 minutes Adviser

3 Secures signature of teacher

Evaluates class standing and signs form

10 minutes Teacher

4 Presents form for assessment

Assesses and bills fee 5 minutes OCS staff


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5 Pays dropping fee Accepts payment and issues official receipt

5 minutes P 10.00/ unit

Cash Office staff

6 Submits accomplished dropping form with OR reflected

Checks and verifies student’s record Signs/approves dropping form

10 minutes 2 minutes

OCS staff (offering the required course) College Secretary (offering the required course)

7 Receives copy of action Issues student’s copy 2 minutes OCS Staff where the student belongs

END OF TRANSACTION


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OFFICE OF THE COLLEGE SECRETARY (OCS) - COLLEGE OF MANAGEMENT (CM) SERVICE: REQUEST FOR LEAVE OF ABSENCE

(All other colleges of UPV have the same service standard as indicated below) Schedule of availability of service: 8:00 a.m. -5:00 p.m.; Monday to Friday Who may avail of the service: Students What are the requirements: None Duration (under normal circumstances): Within two (2) days How to avail of the service:

Step Customer/ Applicant Service Provider Duration of the

Activity Fee

Office/Person Responsible

Form/s

1 Fills out and presents form.

Evaluates records and bills fees.

5 minutes P 150.00 Student Records Evaluator

LOA Form

2 Pays fee. Accepts payment and issues OR.

5 minutes Cash Office

3 Submits form w/ OR reflected.

Accepts form and forwards to the department/division/institute concerned and Dean.

30 minutes Staff


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Acts on request and forwards to the Office of the Dean.

Within 1 day Chair

Acts on the request. Within 1 day

Dean

4 Receives result of Request.

Releases the student’s copy. 2 minutes OCS

END OF TRANSACTION


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OFFICE OF THE COLLEGE SECRETARY (OCS) - COLLEGE OF MANAGEMENT (CM) SERVICE: READMISSION FROM ABSENCE WITHOUT OFFICAL LEAVE

(All other colleges of UPV have the same service standard as indicated below) Schedule of availability of service: 8:00 a.m. -5:00 p.m.; Monday to Friday Who may avail of the service: Students What are the requirements: None Duration (under normal circumstances): Within 3 days How to avail of the service:


Activity Fee

Person Responsible

Form/s

1 Submits letter Request for Readmission

Evaluates records and forwards it to the College Admissions Committee/Department Concerned

5 minutes Student Records Evaluator

None

2 Acts on request and forwards to the Dean

Within 1 day Admissions Committee/ Department Chair


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3 Acts on request and forwards to OCS

Within 1 day Dean/ Dean’s staff

4 Informs student of result; if approved bills fee

5 minutes P 225.00 OCS staff

5 Pays fee Accepts payment & issues OR 5 minutes Cash Office staff

6 Presents OR & receives copy of approved request

Issues student’s copy of approved request

2 minutes OCS staff

END OF TRANSACTION


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OFFICE OF THE COLLEGE SECRETARY (OCS) - COLLEGE OF MANAGEMENT (CM) SERVICE: REQUEST FOR COPY OF GRADES, CERTIFICATION, GOOD MORAL CHARACTER, ETC.

(All other colleges of UPV have the same service standard as indicated below) Schedule of availability of service: 8:00 a.m. - 5:00 p.m. (No noon break); Monday to Friday Who may avail of the service: Students What are the requirements: Payment of Requests Duration (under normal circumstances): Within an hour How to avail of the service:


Activity Fee

Person Responsible

Form/s

1 Pays fee for request Issues official receipt 5 minutes Staff Cash Office

2

Fills out and submits request form

2 minutes Staff/College Secretary

3 Student presents receipt College Secretary office prepares request

1 minute None College Secretary office

Official Receipt


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4 Student receives request College Secretary office 30 minutes None College Secretary’s Office

Certificate

END OF TRANSACTION


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OFFICE OF THE COLLEGE SECRETARY (OCS) - COLLEGE OF MANAGEMENT (CM) SERVICE: REQUEST FOR WAIVER OF MAXIMUM RESIDENCY RULE

(All other colleges of UPV have the same service standard as indicated below) Schedule of availability of service: 8:00 a.m. - 5:00 p.m.; Monday to Friday Who may avail of the service: Students What are the requirements: None Duration (under normal circumstances): Within 1 week (2 weeks for CFOS) How to avail of the service:


Activity Fee

Person Responsible

Form/s

1 Fills out application form and prepares study plan with adviser

Evaluates records, prepares study plan, and affixes signature

Within 1 day None Adviser MRR form

2 Submits accomplished form

Evaluates records, accomplishes page 2 and forwards request to department/ division/ Admission Committee

Within 1 day OCS staff


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3 Acts on request and forwards to the Dean

Within 1 day (1 week for CFOS)

Department/ Division/ Admission Committee

4 Acts on the request and forwards to OUR/GPO

Within half day Dean

5 Evaluates and prepares recommendation and forwards to OVCAA

Within half day OUR staff GPO staff

6 Acts on request and issues NOA

Within 1 day VCAA

7 Receives copy of NOA Issues copy of NOA

2 minutes OCS staff and GPO staff

END OF TRANSACTION


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OFFICE OF THE COLLEGE SECRETARY (OCS) - COLLEGE OF MANAGEMENT (CM) SERVICE: REQUEST FOR SUBSTITUTION OF SUBJECT

(All other colleges of UPV have the same service standard as indicated below) Schedule of availability of service: 8:00 a.m. - 5:00 p.m.; Monday to Friday Who may avail of the service: Students What are the requirements: None Duration (under normal circumstances): Within 1 week How to avail of the service:


Activity Fee

Person Responsible

Form/s

1 Fills out form Issues form 10 minutes None OCS/GPO Substitution Form

2 Presents form Evaluates request and validates grade(s)

15 minutes OCS staff

3 Secures recommendation of adviser and Department/Division/ Institute

Acts on request Within 3 days Adviser and Department Chair/ Division Chair/ Institute Director


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4 Submits request Acts on request and forwards to the Dean (except for CFOS)

30 minutes College Secretary /Staff

5 Acts on request and forwards to OCS where the student belongs

1 day Dean/Staff

6 Receives copy of action

Issues student’s copy

2 minutes OCS Staff

END OF TRANSACTION


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ACCOUNTING OFFICE SERVICE: STUDENT LOAN APPLICATION Schedule of availability of service: 8:00 a.m. – 5:00 p.m. (enrollment period), No noon break Who may avail of the service: Students and Parents/Guardians What are the requirements: 1. Student Loan Form (Notarized if co-debtor is non-UPV employee) 2. Authenticated Photo Copy of co-debtor’s ID Duration (under normal circumstances): 11 minutes How to avail of the service:

Step Client/Customer Service Provider Duration of the

Activity Fee

Person Responsible

Form/s

1 Secures and fills out loan application form.

Views from CRS student’s assessment of fees and computes maximum amount allowable for loan.

3 minutes None Accounting Staff

Student Loan Form

2 Secures signature of the College Dean.

Signs student loan form 2 minutes College Dean

3 Submits application form duly signed by the co-debtor.

Examines accomplished form and attached requirements.

2 minutes Accounting Staff


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4 Secures signature of the Chief Accountant.

Reviews and signs application form.

2 minutes Chief Accountant

5 Secures approval of the Office of Students Affairs (OSA) Director.

Approves application for student loan

2 minutes OSA Director

END OF TRANSACTION


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ACCOUNTING OFFICE SERVICE: LOAN PAYMENT Schedule of availability of service: 8:00 a.m. – 5:00 p.m. (No noon break); Monday to Friday Who may avail of the service: Students and Parents/Guardians What are the requirements: Statement of Account (SOA) Duration (under normal circumstances): 5 minutes How to avail of the service:


Activity Fee

Person Responsible

Form/s

1 Requests for Statement of Account (SOA)

Checks records, computes total accountability, and issues SOA.


Statement of Account – 2 copies

2 Presents SOA for payment.

Receives payment and issues Official Receipt (OR).

2 minutes None Cash Office Staff

3 Presents OR with copy of SOA for posting.

Retains copy of SOA with OR number noted.

1 minute None Accounting Staff

END OF TRANSACTION


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ACCOUNTING OFFICE SERVICE: STUDENT LOAN CANCELLATION/ADJUSTMENT Schedule of availability of service: 8:00 a.m. – 5:00 p.m. (No noon break); Monday to Friday Who may avail of the service: Students What are the requirements: 1. Form 5 (photocopied) 2. Official Receipts (payment of enrollment fees) 3. OSA Certification of STFAP Privilege Duration (under normal circumstances): 4 minutes How to avail of the service:


Activity Fee

Person Responsible

Form/s

1 Submits required documents and requests for loan cancellation/ adjustments.

Checks documents, computes STFAP privilege as basis for loan cancellation/adjustments.


Prepares and issues Statement of Loan Adjustment.

1 minute None Accounting Staff

2 Receives Statement of Loan Adjustment.

Post adjustment in the CRS. 1 minute None Accounting Staff

END OF TRANSACTION


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U.P. HIGH SCHOOL IN ILOILO (UPHSI) SERVICE: APPLICATION FOR HIGH SCHOOL ENTRANCE EXAMINATION Schedule of availability of service: 8:00 a.m. – 5:00 p.m. (No noon break); Monday to Friday

Deadline of submission: One week before the examination

Who may avail of the service: Graduating Elementary Student-Applicants What are the requirements: 1. Photocopy of Elementary School Card 2. Birth Certificate 3. ITR (for past 2 years) 4. Two (2) copies of 2x2 picture Duration (under normal circumstances): Two (2) working days and 19 minutes How to avail of the service:


Activity Fee

Office/ Person Responsible

Forms

1

Requests for application form

Distributes application form 1 minute UPHSI Staff Application Form

2 Submits accomplished application form

Checks and forwards application form to the screening committee

5 minutes

UPHSI Staff


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3 Evaluates, approves/ disapproves application and forwards action to Principal’s Office.

within 2 working days

Screening Committee

4 Conveys action taken by the screening committee

1 minute

5 Pays entrance examination fee

If approved, bills entrance exam fee. If disapproved, informs the applicant.

2 minutes

UPHSI Staff

6 Presents official receipt and receives test permit.

Accepts payment and issues official receipt. Issues test permit.

5 minutes 5 minutes

P 100.00 Cash Office Staff UPHSI Staff

END OF TRANSACTION


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U.P. HIGH SCHOOL IN ILOILO (UPHSI) SERVICE: HIGH SCHOOL REGISTRATION Schedule of availability of service: Registration Period: 8:00 a.m. – 5:00 p.m. (No noon break) Who may avail of the service: Incoming High School Students What are the requirements: 1. Admission Slip (for freshmen) 2. Elementary School Card (for freshmen) 3. High School Card (for upperclassmen) 4. Medical Certificate Duration (under normal circumstances): 13 minutes How to avail of the service:


Activity Fee


Forms

1

Submits the requirements

Checks the requirements and gives out form to be accomplished

2 minutes

Faculty registration advisers

UPHSI Registration Form

2 Accomplishes the registration form and presents to the adviser for his/ her signature

Checks the registration form for correctness of entries

4 minutes


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3 Presents the registration form for checking

Checks registration for completeness of entries

3 minutes

Faculty-in-charge

4 Presents the registration for assessment

Assesses school fees

3 minutes

Faculty-in-charge

5 Pays the fees Receives payment and issues official receipt. Stamps “REGISTERED” and issues students copy of the registration form

30 minutes 2 minutes

School Paper P 100.00 School Fund P 40.00 Student ID Card P 130.00

Faculty-in-charge Cash Office

END OF TRANSACTION


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U.P. HIGH SCHOOL IN ILOILO (UPHSI) SERVICE: ISSUANCE OF REPLACEMENT FOR LOST HIGH SCHOOL CARD Schedule of availability of service: 8:00 a.m. – 5:00 p.m. (No noon break); Monday to Friday Who may avail of the service: Students What are the requirements: Affidavit of Loss Duration (under normal circumstances): 83 minutes How to avail of the service:


Activity Fee


Forms

1 Fills out and submits request form together with the Affidavit of Loss

Receives the form and affidavit of loss and bills the fees.

2 minutes

P 20.00 UPHSI Staff

HS Request Form

2 Pays the replacement fee

Accepts payment and issues official receipt

20 minutes

Cash Office Staff

3 Submits form with receipt Prepares the card

60 minutes

UPHSI Staff

4 Receives the card Releases the card 1 minute UPHSI Staff

END OF TRANSACTION


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U.P. HIGH SCHOOL IN ILOILO (UPHSI) SERVICE: ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS (FORM 137A), CERTIFICATION, and AUTHENTICATED

DIPLOMA Schedule of availability of service: 8:00 a.m. – 5:00 p.m.; Monday to Friday Who may avail of the service: Students and Alumni What are the requirements: 1. Request Form 2. University Clearance

Duration (under normal circumstances): 1 hour and 31 minutes How to avail of the service:


Activity Fee


Forms

1

Fills out request form and submits to the HS office

Verifies records, assesses and returns the forms

30 minutes

UPHSI Staff

HS Request Form

2 Pays the fees Receives payment and issues official receipt

5 minutes

OTR P 30.00 per page Certification P 20.00 Authenticated Diploma P 30.00

Cash Office Staff


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3 Submits form with the official receipt attached

Prepares the document

60 minutes

UPHSI Staff

4 Signs the logbook Releases the document

1 minute UPHSI Staff

END OF TRANSACTION


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CASH OFFICE SERVICE: PAYMENT OF FEES AND CHARGES Schedule of availability of service: Mondays – Fridays; 8:00 a.m. – 4:00 p.m. (No Noon break) Who may avail of the service: UPV Constituents and Outside Clients What are the requirements: Billing Statement from Concerned Office Duration (under normal circumstances): 5 minutes How to avail of the service:


Activity Fee

Person Responsible

Forms

1 Presents Assessment Order or equivalent document and Student Number during enrollment for students

Checks accuracy and completeness of billing statement or equivalent document

Opens student assessment in the Computerized Registration System (CRS) for students

2 minutes Client Cash Office Staff or Special Collecting Officers (if enrollment)


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2 Accepts Official Receipt Issues Official Receipt 3 minutes Client Cash Office Staff or Special Collecting Officer (if enrolment)

END OF TRANSACTION


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CASH OFFICE SERVICE: RELEASE OF CHECKS/CASH Schedule of availability of service: Mondays – Fridays; 8:00 a.m. – 5:00 p.m. (No Noon break)

Who may avail of the service: UPV Constituents and Outside Clients

What are the requirements: 1. Duly approved Disbursement Vouchers, 2. Valid Identification with Picture of Payee and/or Authorized Representative, 3. Authorization of Authorized Representative Duration (under normal circumstances): 5 minutes How to avail of the service:


Activity

Fee Person

Responsible

1 Presents Valid Identification with Picture of Payee/Authorized Representative, Authorization of Authorized Representative

Releases check/cash to payee/authorized representative

2 minutes Client Cash Office Staff


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2 For Individual: Signs Portion of Disbursement Voucher or Attached Payroll For Supplier: Issue Official Receipts and Signs Portion of Disbursement Voucher

Accepts duly signed disbursement voucher Accepts Official Receipt and attach to disbursement Voucher

1 minute 3 minutes

Client Cash Office Staff

END OF TRANSACTION


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CASH OFFICE SERVICE: ISSUANCE OF CERTIFICATION AND AUTHENTICATION FOR LOST OFFICIAL RECEIPT (OR) Schedule of availability of service: Mondays – Fridays; 8:00 a.m. – 5:00 p.m. (No Noon break) Who may avail of the service: UPV Constituents What are the requirements: 1. Request form for issuance of authenticated copy 2. Certification of lost official receipt Duration (under normal circumstances): 1 to 2 days How to avail of the service:


Activity

Fee Person

Responsible Forms

1 Fills out request form for issuance of authenticated copy and certification of lost official receipt.

Receives filled-out request form for issuance of authenticated copy and certification of lost official receipt.


Request form for issuance of authenticated copy and Certification of lost official receipt


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2 Pays fees for documents requested


2 minutes Authentication Fee P 20.00 Certification Fee P 40.00

Client Cash Office Staff

3 Receives official receipt issued for documents requested

Verifies in the electronic report the name, date, and number of official receipt lost. Releases authenticated copy and certification needed for lost official receipt

1-2 days Client Cash Office Staff

END OF TRANSACTION


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CASH OFFICE SERVICE BOND APPLICATION OF ACCOUNTABLE OFFICERS AND EMPLOYEES Schedule of availability of service: Mondays – Fridays; 8:00 a.m. – 5:00 p.m. (No Noon break)

Who may avail of the service: UPV Officials, UPV Employees, Projects Leaders What are the requirements: 1. General Form 57-A 2. General Form 58-A 3. Authenticated Copy of Appointment/Designation Order 4. Passport size pictures 5. Authenticated copy of Administrative Order to hold cash advance Duration (under normal circumstances): Please refer to the table below How to avail of the service:


Activity Fee

Person Responsible

Forms

1 Fills out Bond Application Form

Receives and checks duly filled-out application for bond and other required documents


New application General Form 57-A and 58-A Renewal of bond General Form 58-A


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2 Requests authenticated Statement of Assets, Liabilities and Networth (SALN) of applicant from HRDO

Prepares Attachment B (List of Bonded Public Officer Form)

Within the day Cash Office Staff

List of Bonded Public Official Form

3 Forwards application form to the Chancellor for approval.

1 day Cash Office staff

4 Prepares the Obligation Request (ObR) for the payment of Bond Premium of requesting official/employee

Forwards the ObR to Budget Officer for budget clearance

5 minutes Cash Office Staff

5 Receives duly approved Disbursement Voucher* for the Bureau of the Treasury

Prepares check for payment to the Bureau of

5 minutes Cash Office Staff


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the Treasury

6 Submits documents and check to Bureau of the Treasury and secures authority to accept payment

1 day Cash Office Staff

7 Deposits check to Land Bank

Cash Office Staff

8 Submits the validated deposit slip and receives Authority to Accept Payment back to Bureau of the Treasury

Cash Office Staff

9 Secures confirmation letter of approved bonded officials from the Bureau of the Treasury

3 weeks after remittance

Cash Office Staff

10 Applicant receives copy of the Confirmation Letter of Approved Bonded Official

Photocopies Confirmation Letter of Approved Bonded Officials and provides copy to applicant

Within the day Cash Office Staff

Letter of Approved Bonded Officials

END OF TRANSACTION

*NOTE: Approved Disbursement Voucher (DV) means the DV was already processed by the Accounting Office and approved for payment by the Vice Chancellor for Administration


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UNIVERSITY LIBRARY SERVICE: READER’S ADVISORY Schedule of availability of service: Monday – Friday, 8:00 AM - 5:00 PM (No noon break) Who may avail of the service: Students and Faculty members What are the requirements: Not Applicable Duration (under normal circumstances): 15 minutes How to avail of the service:

Step Customer / Applicant Service Provider Duration of the Activity

Fee(s) Person(s)

Responsible Form(s)

1 Inquires simple bibliographic question

Recommends library materials that would satisfy the client needs

3 minutes NA Reader’s Adviser

NA

2 Checks the materials recommended

Fills out the logbook with the following information: a. Name of client b. Course of client c. Subject of inquiry


Logbook


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Verifies if the client’s need was answered (if not, recommends alternative solution)

NA

4

Borrows materials Advices client to proceed to desk counter for lending/borrowing of books


NA

END OF TRANSACTION


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UNIVERSITY LIBRARY SERVICE: LENDING/BORROWING OF BOOKS (MIAGAO/ILOILO CITY CAMPUSES) Schedule of availability of service:

CAS Library (Miagao) Monday – Friday 7:30 AM – 5:30 PM(No noon break)

CFOS Library (Miagao) Monday – Friday 8:00 AM – 5:00 PM (No noon break)

HS Iloilo Library (Iloilo) Monday – Friday 8:00 AM – 5:00 PM (No noon break)

Graduate Library (Iloilo) Monday – Friday 9:00 AM – 6:00 PM(No noon break)

Saturday 9:30 AM – 5:30 PM (No noon break)

CM Library (Iloilo), Reserve Section Monday – Friday 7:30 AM – 5:00 PM (No noon break)

CM Library (Iloilo), Circulation Section Monday – Friday 8:00 AM – 12:00 NN; 1:00 PM – 5:00 PM

Who may avail of the service: Students, Faculty, Staff, and Non-UPV users/clients What are the requirements: UPV ID for Students, Faculty and Staff

ID and letter request for non-UPV clients. Duration (under normal circumstances): 40 seconds per book How to avail of the service:

Step Customer / Applicant

Service Provider Duration of the Activity

Fee(s) Person(s) Responsible

Form(s)

1 Presents ID card

Receives ID and scans to verify records 20 seconds NA Library Staff ID card


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2 Presents borrowed book/s with signed book card/s

a. Receives and scans borrowed book/s

b. Checks book card/s and affixes signature

c. Stamps date due slip

15 seconds NA Library Staff Book card and date due slip

3 Receives the book/s

Releases borrowed book/s 5 seconds NA Library Staff NA

END OF TRANSACTION


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UNIVERSITY LIBRARY SERVICE: LENDING/BORROWING OF PERIODICALS AND OTHER SERIALS Schedule of availability of service: Monday – Friday, 7:30 AM - 5:00 PM (No noon break) Who may avail of the service: Students, Faculty, Staff, Non-UPV users/clients What are the requirements: UPV ID for Students, Faculty, and Staff

ID and letter request to use Library for non-UPV users/clients Duration (under normal circumstances): 18 seconds per periodical (newspaper, magazines, journals, etc) How to avail of the service:


Fee(s) Person(s) Responsible

Form(s)

1 Presents ID card

Receives ID 5 seconds NA Library Staff ID Card

2 Fills out periodical slip

Receives periodical slip 5 seconds NA Library Staff Periodical Slip

3 Presents borrowed periodical

Checks borrowed periodical

5 seconds NA Library Staff NA

4 Gets periodical

Releases periodical 3 seconds NA Library Staff NA

END OF TRANSACTION


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UNIVERSITY LIBRARY SERVICE : INTERNET SERVICES Schedule of availability of service: Monday – Friday, 8:00 AM - 4:45 PM (No noon break) Who may avail of the service: Students, Faculty, and Staff What are the requirements: Validated UPV ID card Duration (under normal circumstances): 3 minutes and 5 seconds per transaction How to avail of the service:


Fee(s) Person(s)

Responsible Form(s)

1 Presents ID card

Checks ID card for validation 5 seconds NA Library Staff ID card

2 Signs in the logbook and proceeds to assigned computer terminal

Assigns computer terminal and records time in

1 minute NA Library Staff Logbook (for Internet use)


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3 Logs out in the logbook Computes time used by the client and the corresponding fee (if any)

1 minute P 20.00 per hour*

Library Staff Logbook (for Internet use)

4 Pays fee (if any) Records fees collected (if any) to be remitted to the cashier

1 minute NA Library Staff Logbook (for fees)

END OF TRANSACTION

*First twenty (20) hours is free for freshmen students.


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UNIVERSITY LIBRARY SERVICE: REQUEST FOR AUDIO-VISUAL SERVICES Schedule of availability of service: Monday – Friday, 8:00 AM - 5:00 PM (No noon break) Who may avail of the service: Students and Faculty members What are the requirements: 1. UPV ID card for students 2. Photocopy of Appointment for new faculty member Duration (under normal circumstances): 1 minute and 20 seconds per transaction How to avail of the service:


Fee(s) Person(s)

Responsible Form(s)

1 Fills out the Request for Audio-Visual Slip with the following information: a. Schedule/date of viewing b. Materials needed c. Number of viewers

Verifies the availability of the following: a. Schedule/date of viewing b. Title/s of material/s needed

1 minute NA Library staff Calendar of Activity; Request for Audio-Visual Slip

2 Receives confirmation of request Approves request; Reminds client to return on scheduled date and proceed to the media room for viewing

20 seconds NA Library staff NA

END OF TRANSACTION


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UNIVERSITY LIBRARY SERVICE: PERMIT TO USE LIBRARIES OUTSIDE U.P. Schedule of availability of service: Monday – Friday, 8:00 AM - 5:00 PM (No noon break) Who may avail of the service: Students and Faculty members What are the requirements: UPV ID card Duration (under normal circumstances): 10 minutes, 10 seconds per student How to avail of the service:


Fee(s) Person(s)

Responsible Form(s)

1 Requests permit letter to use libraries outside U.P.

Interviews student for specific needs in other libraries outside U.P.

Verifies/records schedule in the calendar (Purpose: To limit at least 5 students in every library visited)


Request Slip

2 Fills out slip with the following information:

name;

student number;

topic;

Prepares permit to use libraries outside U.P.

Forwards Permit to University Librarian for signature

7 minutes NA Reader’s Adviser; University Librarian/

Permit to Use Non-U.P. Libraries


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course;

scheduled date;

class adviser;

school to be visited

Head Librarian

3 Claims permit Releases permit 10 seconds NA Library Staff Permit to Use Non-U.P. Libraries

END OF TRANSACTION

*Students are advised to file request one (1) day before scheduled date.


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UNIVERSITY LIBRARY SERVICE: COLLECTING OF FINES Schedule of availability of service: Monday – Friday, 8:00 AM - 5:00 PM (No noon break) Who may avail of the service: Students, Faculty, and Staff What are the requirements: NA Duration (under normal circumstances): 1 minute per transaction How to avail of the service:


Fee(s) Person(s)

Responsible Form(s)

1 Presents assessment of fines

Receives assessment slip 10 seconds NA Library Staff Assessment Slip

2 Pays fines Receives payment and issues Provisional Receipt

30 seconds As assessed

Library Staff Provisional Receipt (provided by the Cash Office)

3 Receives Provisional Receipt

Records fines to be remitted to the Cashier

20 seconds NA Library Staff Logbook

END OF TRANSACTION


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UNIVERSITY LIBRARY SERVICE: BOOK REQUESTS OF FACULTY Schedule of availability of service: Monday – Friday, 8:00 AM - 5:00 PM (No noon break) Who may avail of the service: Faculty What are the requirements: Library purchase request form Duration (under normal circumstances): Depending on the availability of funds How to avail of the service:

Step Customer / Applicant


Fee(s) Person(s)

Responsible Form(s)

1 Lists requested book titles to be purchased

Receives request form

5 minutes NA Faculty Acquisition Librarian

Library Purchase Request Form

2 Waits for the requested book

a. Consolidates lists of titles

b. Prepares list of requested titles

c. Forwards list of requested titles for the approval of the following:

i. Chair of the Library Committee ii. College Dean

As needed NA Acquisition Librarian; Chair of Library Committee; College Dean;

Library Purchase Request Form


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iii. VCAA

d. Receives and submits list to the University Librarian

e. Prepares and forwards documents needed for book purchase

VCAA; University Librarian

END OF TRANSACTION


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UNIVERSITY LIBRARY SERVICE: SIGNING OF CLEARANCE (STUDENTS)* Schedule of availability of service: Monday – Friday, 8:00 AM - 5:00 PM (No noon break) Who may avail of the service: Students What are the requirements: Settle all accountabilities with the University Library Duration (under normal circumstances): 25 minutes per student How to avail of the service:


Fee(s) Person(s)

Responsible Form(s)

1 Presents university clearance

Receives clearance and verifies accountability (if any)

10 seconds NA Library Staff-in- Charge of clearance

University Clearance

2 Signs in the logbook Affixes signature and date in the clearance

5 seconds NA Library Staff-in- Charge of clearance

University Clearance; logbook

3 Claims clearance Releases clearance 5 seconds NA Library Staff-in- Charge of clearance

University Clearance

END OF TRANSACTION

*Paperless clearance started last April 2013. Only those with accountabilities in the Library come to settle their accounts. Those without accountabilities need not come to the Library. Library accountabilities are encoded through CRSIS.


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UNIVERSITY LIBRARY SERVICE: SIGNING OF CLEARANCE (FACULTY AND STAFF) Schedule of availability of service: Monday– Friday, 8:00 AM - 5:00 PM (No noon break) Who may avail of the service: Faculty and staff What are the requirements: Settle all accountabilities with the University Library Duration (under normal circumstances): 3 minutes and 10 seconds per client How to avail of the service:


Fee(s) Person(s) Responsible Form(s)

1 Presents university clearance

Receives clearance and verifies accountability (if any)

1 minute, 5 seconds

NA Library Staff-in-Charge from each section of the library

Clearance

2 Waits or leaves the clearance*

Forwards clearance to the University Librarian

1 minute NA Library Staff-in-Charge Clearance

3 Signs in the logbook Signs university clearance 1 minute NA University Librarian/OIC Clearance; logbook

4 Claims clearance

Releases clearance or forward to the next office

5 seconds NA Library Staff-in-Charge Clearance

END OF TRANSACTION

* If client leaves the clearance, the Library Staff in-charge of clearance records and forwards it to the next office once signed by the University Librarian/OIC


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: TOTAL BIGTIME ACCESS CARD (TBAC) Description: The Total Big-time Access Card serves as cashless payment to all TLRC services. The card is in two denominations: 50

and 100 pesos. This card is transferrable. That is, students can share the card use as long as there is remaining amount.

To avail of this card, the student will pay for a selected denomination (50 or 100 pesos) at the Cash Office.

To use the card, the student will present it to the TLRC staff before availing a particular service. The TLRC staff will deduct the amount of a particular service provided. The balance amount will be written at the back of the card for close monitoring. Once the amount has been used up, the student will again buy another card.

Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Students and Faculty members What are the requirements: None Duration (under normal circumstances): 30 minutes, 15 seconds How to avail of the service:


Activity Fee(s)


Form(s)

1 Informs the staff to avail of the TBAC and request for TBAC payment slip

Issues the TBAC payment slip 5 seconds NA TLRC Staff TBAC payment slip


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2 Pays at the Cash office Advises to pay at the Cash office

30 minutes P 50.00 or P 100.00 per TBAC

Cash Office Staff

NA

3 Presents Official Receipt Verifies and records Official Receipt for filing purposes

5 seconds NA TLRC Staff Official Receipt

4 Claims the TBAC Releases the TBAC

5 seconds NA TLRC Staff NA

END OF TRANSACTION


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: BOOK CLUB Description: Collection of reading materials such as pocketbooks, self-instructional learning modules, and magazines which can be

borrowed and read at the TLRC. Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Students and Faculty members What are the requirements: 1. Borrower’s Form 2. UPV ID Duration (under normal circumstances): 25 seconds How to avail of the service:


Activity Fee(s)


Form(s)

1 Requests to borrow the reading material (s)

Informs the customer to browse and retrieve the material(s) from the shelf


2 Fills out the Borrower’s Form and presents the reading material(s)l and

Receives and checks the material(s), stamps the Borrower’s Form and Due Date

20 seconds None

TLRC Staff Borrower’s Form


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UPV ID Card Slip with the due date, and files the Borrower’s Form with the UPV ID Card

3 Receives the reading material(s)

Releases the reading material(s)

2 seconds None TLRC Staff NA

END OF TRANSACTION

NOTE:

1. Book Club materials (pocketbook and module) can be borrowed for one (1) week. 2. Failure to return on due date will be reprimanded.

a) First offense – suspension of one (1) week b) Second offense – suspension of one (1) month c) Third offense – suspension of one (1) semester


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: MOVIE CLUB Description: Collection of more than 600 films in different genre e.g. action, drama, love story, documentary, adventure, suspense,

animation, Filipino classics, etc. which the students can borrow and view at the TLRC. Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Students and Faculty members What are the requirements: 1. Borrower’s Form 2. UPV ID

Duration (under normal circumstances): 25 seconds How to avail of the service:


Activity Fee(s)


Form(s)

1 Requests to borrow the VCD/DVD material(s)

Informs the customer to browse and retrieve the material(s) from the shelf


2 Fills out the Borrower’s Form and presents the

Receives and checks the material(s), stamps the

20 seconds None

TLRC Staff Borrower’s Form


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material(s) and UPV ID Card

Borrower’s Form and Due Date Slip and files the Borrower’s Form with the UPV ID Card

3 Receives the material(s)

Releases the material(s) 2 seconds None TLRC Staff NA

END OF TRANSACTION

NOTE:

1. Movie Club materials (VCDs/DVDs) can be borrowed for one (1) week. 2. Failure to return on due date will be reprimanded.

a) First offense – suspension of one (1) week b) Second offense – suspension of one (1) month c) Third offense – suspension of one (1) semester


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: COMPUTER USE Description: To help students in their academic requirements, TLRC offers easy access to computers and internet. Students who have

registered at the TLRC in the beginning of every semester have the privilege of 30 hours of free computer use. Students who are doing their thesis or special problem can avail themselves of additional 15 hours of free computer use by presenting certification from their respective advisers. The TLRC computers all connected to the internet and printer operate in the Windows operating systems and applications.

Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Students and Faculty members What are the requirements: 1. Borrower’s Form 2. UPV ID card Duration (under normal circumstances): 20 seconds How to avail of the service:


Activity Fee(s)


Form(s)

1 Informs the staff to avail of the computer use and presents UPV ID card

Receives and verifies the UPV ID Card

Checks and assigns the available computer unit number

Informs and returns UPV ID card of customer when no



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computer unit is available

2

Proceeds to the assigned computer unit number

Records the time log in through barcode scanning of the UPV ID card


3

Informs the staff to log out from the computer unit number when finished

Records the time log out through barcode scanning of the UPV ID card


4 Receives UPV ID card Returns UPV ID card


END OF TRANSACTION


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: PHOTOCOPYING Description: Only UPV clients can avail themselves of the photocopying service. Photocopying is a first-come-first served basis and

the schedule must be strictly observed. Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Students, Faculty members, and Staff What are the requirements: Total Bigtime Access Card (TBAC) Duration (under normal circumstances): 25 seconds How to avail of the service:


Activity Fee(s)


Form(s)

1 Requests the staff to avail of the photocopying service and presents document and TBAC

Receives the document and TBAC; asks for the number of copies to be reproduced/photocopied

5 seconds P 1.50 per copy

TLRC Staff TBAC

2 Informs the staff the number of copies to be

Reproduces/photocopies the document, counts the number



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reproduced/photocopied

of copies, and records transaction in the TBAC (date, amount, balance)

3 Receives the original and photocopied documents and TBAC

Releases the original and photocopied documents and TBAC


END OF TRANSACTION


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: PRINTING Description: Only UPV clients can avail themselves of the printing service. Printing is a first-come-first served basis and the schedule

must be strictly observed. Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Students, Faculty members, and Staff What are the requirements: 1. Total Bigtime Access Card (TBAC) 2. UPV ID Duration (under normal circumstances): 30 seconds How to avail of the service:


Activity Fee(s)


Form(s)

1 Requests the staff to avail of the printing service and presents TBAC and UPV ID Card

Receives and verifies TBAC and UPV ID Card

Checks and assigns the available computer unit number

Informs and returns TBAC and UPV ID Card of customer when no computer unit is available

5 seconds P3.00 per page

TLRC Staff TBAC


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2 Proceeds to the assigned computer unit number

Records the time log-in thru barcode scanning of the UPV ID Card and asks for the following: paper size and no. of copies to be printed


3 Notifies the staff the following: paper size and number of copies to be printed

Acknowledges notice and instructs to proceed with the printing of the document


4 Informs the staff to log-out when printing is done

Records the time log-out thru barcode scanning of the UPV ID Card


5 Approaches the staff to claim the printed document, TBAC, and UPV ID

Records transaction in the TBAC (date, amount, and balance)


6 Receives the printed documents, TBAC, and UPV ID Card

Releases the printed documents, TBAC, and UPV ID Card


END OF TRANSACTION


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: AUDIO – VISUAL ROOM (AVR) RESERVATION Description: The TLRC has two audio-visual rooms fully equipped with multimedia projectors, television sets, projector screens, and

DVD players. The Interactive Learning Program (ILP) AVR can accommodate 100 persons while the TLRC AVR can accommodate 50. The audio-visual rooms are available for film showing, seminars, and fora.

Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Faculty members and Staff What are the requirements: AVR Reservation Form Duration (under normal circumstances): 2 days, 1 minute, 45 seconds How to avail of the service:


Activity Fee(s)


Form(s)

1 Requests for AVR reservation

Asks for the specific date and time of use of the AVR and refers to the AVR Reservation Scheduler

30 seconds None (for class- related activity)

TLRC Staff AVR Reservation Form


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2 Informs the staff the specific date and time of use of the AVR

Checks if AVR is available on the specific date and time (if available, informs the customer that the AVR is free; if not available, informs the customer that AVR is already reserved)


3 Informs the staff to reserve the specific date and time

Blocks and reserves (tentative) the specific date and time in favor of the customer and provides the customer with a copy of the AVR Reservation Form


4 Receives the AVR reservation form

Informs the customer to accomplish the form properly and completely and advises to return the duly accomplished form back to TLRC

1 day NA TLRC Staff NA

5 Accomplishes the AVR Reservation Form and returns to TLRC office

Receives and checks the correctness and completeness of the form, forwards to the Director for action, and informs the customer to check on the status of the request the next day

1 day NA TLRC Staff NA


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6 Visits or contacts the TLRC office the next day to check the status of the request

Informs the customer that AVR reservation is approved/disapproved


END OF TRANSACTION

NOTE:

1. Each class can use the AVR for only three (3) sessions in a semester for free. These sessions should follow the official class schedules.

2. The faculty-in-charge should file the reservation five (5) working days and confirm the reservation three (3) working days prior to date of use.

3. All learning materials and films should be tested one day before the scheduled date. 4. For student organizations, administration offices, and other requesting parties, a letter requesting for use of AVR addressed to

the TLRC Director must be secured first. Upon approval of the request, accomplish the reservation form and pay the corresponding fees at the UPV Cashier’s Office at least three (3) days before the scheduled day of use.

5. Paid reservation is considered confirmed and non-refundable.


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: LAMINATION, PLASTIC RING BINDING, SCANNING, CD BURNING Description: Only UPV clients can avail themselves of the lamination, plastic ring binding, scanning, and CD burning services on a first-

come-first served basis. The schedule must be strictly observed. Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Students, Faculty member, and Staff What are the requirements: Total Bigtime Access Card (TBAC) Duration (under normal circumstances): 15 minutes How to avail of the service:


Activity Fee(s)


Form(s)

1 Requests the staff to avail a particular service (lamination, ring binding, scanning, CD burning) and presents TBAC

Receives and verifies the TBAC and prepares the machine or equipment and supplies needed

3 minutes P 10.00 per lamination P 20.00 – P 40.00 per ring binding P 10.00 per scanning

TLRC Staff TBAC


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P 10.00 per CD burning

2 Provides the material needed for the requested service

Receives the material, performs the requested service and records the transaction in the TBAC (date, service provided, amount, balance)

10 minutes NA TLRC Staff NA

3 Checks if the job output is done properly

Presents the job output to the customer

1 minute NA TLRC Staff NA

4 Claims the job output and TBAC

Releases the job output and TBAC

1 minute NA TLRC Staff NA

END OF TRANSACTION


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: BORROWING OF GAME PIECES Description: Only UPV clients can borrow board games and other game pieces at the TLRC. Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Students, Faculty members, and Staff What are the requirements: UPV ID Duration (under normal circumstances): 20 seconds How to avail of the service:


Activity Fee(s)


Form(s)

1 Request to borrow game pieces

Informs the customer to browse the shelf and retrieve the game pieces


2 Retrieves game pieces from the shelf and presents to the staff with the UPV ID

Receives and verifies the UPV ID, checks and retrieves the nametag of the game pieces from the packet, and releases the game pieces to the customer



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3 Receives the game pieces Files the UPV ID with the nametag


4 Informs the staff to return the game pieces when finished

Receives and checks game pieces, returns the nametag in the packet, and informs the customer to put back in the shelf the game pieces


5 Returns game pieces to the shelf and retrieves UPV ID

Returns UPV ID 2 seconds NA TLRC Staff NA

END OF TRANSACTION


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: REGISTRATION TO THE TUTORIAL PROGRAM Schedule of availability of service: Monday – Friday, 8:00 AM – 5:00 PM (No noon break) Who may avail of the service: Students What are the requirements: 1. Photocopy of Form 5 2. Tutee’s Registration Form Duration (under normal circumstances): 1 minute How to avail of the service:


Activity Fee(s)


Form(s)

1 Informs the staff to register in the tutorial program

Requires the student to submit photocopy of latest Form 5, provides Tutee’s Registration Form (TRF) for student to fill out

10 seconds None TLRC Staff Tutee’s Registration Form

2 Submits Form 5 Receives and verifies Form 5


3 Fills out and submits the Tutee’s Registration Form (TRF)

Retrieves and checks Tutee’s Registration Form if properly and completely filled out. Informs the



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student to review and sign the Commitment to Attend the Tutorial Sessions (CATs) at the back of the TRF

4

Reviews and signs the Commitment to Attend the Tutorial Sessions (CATs) at the back of the TRF; returns TRF after signing to staff

Confirms the registration of the student to the tutorial program and advises to contact the student upon availability of tutors


END OF TRANSACTION


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TEACHING AND LEARNING RESOURCE CENTER (TLRC) SERVICE: CONFIRMATION OF ATTENDANCE TO THE SUMMER BRIDGE PROGRAM IN MATHEMATICS Description: Summer Bridge Program is a two-week intensive course in Math for selected incoming freshmen students Schedule of availability of service: Monday – Friday, 8:00 AM –5:00 PM (No noon break) Who may avail of the service: Incoming/Beginning Freshman students What are the requirements: 1. UPCAT Notice 2. SBP Confirmation Form Duration (under normal circumstances): 1 hour, 2 minutes How to avail of the service:


Activity Fee(s)


Form(s)

1 Informs the staff to confirm attendance to the SBP and presents UPCAT Notice

Receives and checks UPCAT Notice and searches the name in the list of tagged SBP participants

30 seconds NA TLRC Staff UPCAT Notice

2 Waits for further instruction

Informs the participant to write contact details and affix signature in the SBP Confirmation Form

30 seconds NA TLRC Staff SBP Confirmation Form


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3 Writes contact details and signs the form

Provides the participant with the SBP Diagnostic Exam in Math, instructs to follow direction when answering the exam, and guides the participant to the testing area


4

Proceeds to the testing area to take the exam

Waits for the participant to finish answering the exam

1 hour NA TLRC Staff NA

5 Approaches the staff and returns the test questionnaire when finished

Receives and keeps the test questionnaire and provides the participant with a copy of the SBP schedule of activities


6 Receives copy of SBP schedule of activities

Confirms the attendance of the participant to the SBP and advises that further updates regarding SBP will be sent through text


END OF TRANSACTION


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AUXILIARY SERVICES OFFICE (ASO), OFFICE OF THE VICE CHANCELLOR FOR ADMINISTRATION, FACILITY-IN-CHARGE SERVICE: REQUEST FOR USE OF UPV FACILITIES Facility-In-Charge refers to the unit head responsible with the University’s facilities (please refer to page 191) Schedule of availability of service: Mondays - Fridays, 8:00 a.m. to 5:00 p.m. (No noon break) Who may avail of the service: UPV Students, Other UPV Constituents, and Clients Outside UPV What are the requirements: Application Form Duration (under normal circumstances): 2 Working Days How to avail of the service:

Step Customer / Applicant Service Provider Duration of the

Activity Fee

Person Responsible

Forms

1 Submits Application Form in 4 copies to ASO (Application form shall be approved by the Adviser, Dean and OSA Director to hold the Activity)

ASO screens the form if properly filled up

Verifies availability of the facility

Forwards application form to the Facility-In-Charge

30 minutes ASO Staff Application Form for Use of UPV Facilities (4 copies)


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2 Facility-In-Charge checks availability of the requested facilities and recommends on the request

Returns the application form to ASO

1 hour Facility-in-Charge

3 ASO computes fees, if applicable

Makes recommendation to VCA

Forwards to OVCA

30 minutes ASO Staff

4 VCA acts on the request

Returns application form to ASO

30 minutes VCA OVCA Staff

5 Provides requestor, SSF, and Facility-In-Charge copies of duly acted application form

30 minutes (UPV Miagao campus) Next day after approval of the VCA (UPV Iloilo City campus)

ASO staff


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6 Pays charges to the UPV Cash Office

Issues Official Receipt 2 minutes Based on approved prescribed rate (please refer to page 191)

Cash Office staff and Requestor

Official Receipt

7 Presents Official Receipt to ASO and/or Facility-in-Charge

Prepares venue and facilities requested

1 day before the activity date

ASO/Facility-in-Charge and Requestor

Official Receipt

END OF TRANSACTION


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RATES FOR USE OF UPV FACILITIES

FACILITIES RATES FACILITY-IN-CHARGE

Building/Facilities Regular Students UPV Constituents/ Alumni

Auditorium CDMO

with aircon 8,000.00 first 2 hours *

2,250.00 per hour** 2,250.00 per hour**

3,000.00 additional/hour*

without aircon (with industrial fan) 3,500.00 first 2 hours*

320.00 per hour/a** 320.00 per hour/a**

800.00 additional/hour*

stage (rehearsals only) 100.00 per hour

1. Little Theater 1,000.00 first 2 hours

30.00 per hour/a 30.00 per hour/a CDMO 200.00 add./hour

2. New Administration Building Conference Room ( with aircon)

142.00 per hour

Auxiliary Services Office

Sports Facilities

3. Tennis Court (UPV Miag-ao campus) 185.00 per hour

Department of Physical Education (DPE)

4. Covered Court CDMO/DPE

with electricity 360.00 per hour 200.00 per hour/a 200.00 per hour/a

without electricity 150.00 per hour

6. Grandstand/Field CDMO/ DPE

with electricity 250.00 per hour 25.00 per hour 25.00 per hour


7. Basketball, Volleyball, Tennis Courts- (UPV Iloilo City Campus) CDMO/DPE

with electricity 200.00 per hour


8. Football/Track and Field 150.00 per hour

CDMO/DPE

9. Ground Oval (UPV Iloilo City Campus) CDMO/DPE

with electricity 300.00 per hour


*With PA System, 300 chairs, and light. **Actual electricity cost as assessed by CDMO. /a Free up to 8:00 p.m. only


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CAMPUS DEVELOPMENT AND MAINTENANCE OFFICE (CDMO) and OFFICE OF THE VICE CHANCELLOR FOR ADMINISTRATION (OVCA) SERVICE: REQUEST FOR USE OF UPV POOLED VEHICLES Schedule of availability of service: 8:00 a.m. - 5:00 p.m.; Monday to Friday Who may avail of the service: UPV Constituents What are the requirements: Letter Request Duration (under normal circumstances): 2 working days How to avail of the service:

Step Customer/ Applicant Service Provider Duration Of the Activity

Fee Person

Responsible Forms

1 Submits letter request to OVCA

Receives and refers request to CDMO

30 minutes OVCA Staff

2 Verifies itinerary to the requestor, checks availability and schedules the vehicle.

Makes recommendation to VCA

Forwards to OVCA

30 minutes CDMO Chief and Administrative Officer


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3 VCA acts on the request

Forwards duly acted request to CDMO

Notifies requestor of action on the request

1 day VCA OVCA Staff

4 Receives duly acted request from CDMO

Pays the prescribed fuel consumption and other charges

Presents Official Receipt to CDMO

Provides the requested vehicle (if approved) on the scheduled date

30 minutes Prescribed fuel consumption and other charges

Driver, CDMO Requestor

END OF TRANSACTION


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CAMPUS DEVELOPMENT AND MAINTENANCE OFFICE (CDMO) and OFFICE OF THE VICE CHANCELLOR FOR ADMINISTRATION (OVCA) SERVICE: REQUEST FOR MINOR REPAIRS Schedule of availability of service: 8:00 a.m. - 5:00 p.m.; Monday to Friday Who may avail of the service: UPV Constituents What are the requirements: Job Order Request Form Duration (under normal circumstances): Minimum of 3 hours & 15 minutes; Maximum of 3 days, 1 Hour& 30 minutes How to avail of the service:

Step Customer/ Applicant Service Provider Duration Of the Activity

Fee Person

Responsible Forms

1 Prepares Job Order Request and forwards to CDMO

Records Job Order Request (JOR) and forwards to the CDMO

CDMO screens and refers JOR to concerned Section Chief

15 minutes Administrative Officer CDMO Section Chiefs

2 Returns JOR to requestor with recommendations, if requested repair is not possible for CDMO

15 minutes CDMO Staff


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3 If possible for repair, the Section Chie evaluates request and forwards to in-charge of maintenance

Foreman facilitates request

45 minutes CDMO Section Chief Foreman

4 Storekeeper checks availability of the materials needed

Foreman (maintenance) informs the requestor of the schedule of repair when the materials are not available; if available, foreman assigns personnel to do the job

1 hour to 1day CDMO foreman, storekeeper

5 Assigned personnel prepares Requisition & Issue Slip (RIS) for materials needed

15 minutes CDMO civil works/electrical personnel

6 Accepts work duly completed and signs Requisition and Issue Slip

Implements the job 1 hour to 2 days CDMO personnel, Requestor

END OF TRANSACTION


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SECURITY SERVICE FORCE (SSF) SERVICE: APPLICATION FOR UPV CAR STICKER Schedule of availability of service: Monday-Friday, 8:00 a.m. to 5:00 p.m., No Noon Break Who may avail of the service: Faculty/Students/Staff/ Owners/Drivers/Operators of public and/or private vehicles What are the requirements:

1. Duly accomplished application form

2. LTO Car/Motorcycle Registration (in such cases, copy of Deed of Sale/Company certification required)

3. LTO Official Receipt

4. Driver’s License of Owner

5. Driver’s License of Driver (if owner is not the driver)

6. Valid Form 5 (for students)

7. UP Identification Card

8. UPAA Alumni ID (for alumni)

9. Proof of residency (address in license must coincide with address in the car Registration for UP legitimate residents)

10. Proof of contract/legal arrangement/document (for legitimate service providers/concessionaires/contractors)/or franchise Duration (under normal circumstances): 20 minutes (provided requirements are complete)


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Step Customer/ Applicant


Fee Person

Responsible Form/s

1 Secure application form from Guard Post or SSF Office.

Fill up the Application form correctly and attach supporting documents required as enumerated at the back of the application form.

SSF Personnel receives filled out application form with attachment.

Examines the application form if it is in order and the attachment is updated

Approves the application form and return to applicant for payment

10 minutes Please refer to Cost of UPV Car stickers in page198

SSF Personnel Application Form for UPV Car Stickers

2 Get the approved application form and pay to the Cash Office

Cash office issues OR and corresponding UPV CAR STICKER

5 minutes Cash Office staff

3 Place the UPV Car Sticker on the front left side windshield of the vehicle.

END OF TRANSACTION


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COST OF UPV CAR STICKER

USER COST VALIDITY

Chancellors, Vice Chancellors, Deans, Directors and official vehicles of the University

FREE 3 years

Faculty and Permanent Staff

First Sticker FREE 3 years

Succeeding stickers P 800.00 3 years

Contractual Employees, Alumni, Students and Legitimate Residents

First sticker P 300.00 3 years


Service Providers/School Services

First sticker P 500.00 3 years


Motorcycle P 300.00 3 years

NOTE:

1. The unified car sticker is honored by ALL constituent units of U.P.

2. The UPV Car Sticker is non-transferable and shall be permanently posted on the left side of the vehicle’s windshield

3. Tampering including lamination of the car sticker would mean its cancelation

4. The UPV Car Sticker is valid for a period of three (3) years upon issuance


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UPV FEEDBACK FORM (in compliance with R.A. 9485)

Name

Contact No. Email Address

Service Availed of

Please check appropriate box: Compliment Complaint Comment

Please provide details

Where did it happen?

When did it happen?

What would you like us to do?

Signature Date

NOTE: We will attend to your comments/complaints within one week. Thank you.

November 2009

University of the Philippines Visayas SERVICE STANDARDS · Application for Admission of Local...

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