TABLE OF CONTENTS Page - CPSU › files › 2019-Citizens-Charter-booklet.pdf · 10 minutes None...

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TABLE OF CONTENTS

Page

Title Page ........................................................................................................................................ 1

Table of Contents ............................................................................................................................ 2

CPSU Vision ................................................................................................................................ 5

Mission .............................................................................................................................. 6

Goals ................................................................................................................................. 7

Organization Structure ..................................................................................................................... 8

Service Pledge ................................................................................................................................ 10

Enrollment Procedure ...................................................................................................................... 12

Registrar’s Office ............................................................................................................................. 22

Request for Report Card and Certifications ........................................................................ 23

Request for CAV (Certification, Authentication and Verification) of Academic Records ....... 24

Request for Official Transcript of Records, Honorable Dismissal ........................................ 25

Student’s Academic Records Evaluation ............................................................................ 26

Confirmation of Graduates ................................................................................................. 27

Reconstruction of Diploma ................................................................................................. 28


Guidance Office ............................................................................................................................... 29

Counseling Services .......................................................................................................... 30

Security Office ................................................................................................................................. 31

Safe Conduct Pass ............................................................................................................ 32

Campus Sticker ................................................................................................................. 33

Graduate School ............................................................................................................................. 34

Enrollment of New/Old Students ........................................................................................ 35

Request for School Credentials .......................................................................................... 37


University Library ............................................................................................................................. 40

Library Referral Service ..................................................................................................... 41

Returning of Books ............................................................................................................ 42

Borrowing of Learning Resources ...................................................................................... 44

Library ID Application ......................................................................................................... 46

Gate Monitoring ................................................................................................................. 48

Online Public Access Catalog ............................................................................................ 49

Internet Service Procedures ............................................................................................... 50

Medical – Dental Health Unit............................................................................................................ 51

Medical/Dental Consultations ............................................................................................. 52


Page

College Dean’s Office ...................................................................................................................... 54

Examination Clearance ...................................................................................................... 55


Cashier’s Office ............................................................................................................................... 57

Payment of School Fees and Services ............................................................................... 58

Assessment Unit (Accounting Office) ............................................................................................... 59

Assessment of Student’s Account/s ................................................................................... 60

Scholarship Office ........................................................................................................................... 62

Public/Private Scholarship Programs ................................................................................. 63

Application and Renewal of University Scholarship ............................................................ 64

Office of Students’ Services and Affairs ........................................................................................... 65

Request for Good Moral Certificate .................................................................................... 66

Access to Other Students’ Services ................................................................................... 67

CPSU Contact Information ............................................................................................................... 68

List of Frontline Services.................................................................................................................. 64


We, the officials and employees of the Central Philippines State University (CPSU) pledge and commit to deliver quality public service as promised in this

Citizen Charter. Specifically, we will:

Serve with integrity and honesty

Be prompt and timely in reporting to work

Be at the station during working hours

Wear proper uniform and identification

Provide adequate and accurate information

Be polite and courteous to co-workers and clients

Respond promptly to complaints

Be fair to all clients

Be consistent in applying rules

Provide feedback mechanism

Practice professionalism

Demonstrate sensitivity and appropriate behavior

Ready to be of service even outside duty hours as the need arises.


Clients: UNDERGRADUATE APPLICANTS/STUDENTS Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirements: Certificate of Good Moral

Birth Certificate (PSA/NSO authenticated)

Marriage Contract (PSA/NSO authenticated & for married female only)

College Entrance Examination (CEE) result

Registration Form (Enrollment Form)

Medical Certificate

Laboratory exam results (X-ray, CBC, Urinalysis)

Police Clearance

4 piece long brown envelope

3 pieces 2x2 ID pictures

3 pieces 1x1 ID pictures

Valid ID

Approved Pre-enrollment form (for Old students)

Approved Clearance (for Dropped-outs)

High School card (for High School graduates)

Certificate of Completion (for ALS passers)

Honorable Dismissal & Transcript of Records (for Transferees)

Processing Time: 217 minutes (3 hours and 37 minutes)


Procedure:

STEP CUSTOMER/ APPLICANT SERVICE PROVIDER DURATION OF THE ACTIVITY

FEE PERSON

RESPONSIBLE FORM/S

GUIDANCE OFFICE

1 Inquires for enrollment procedures, requirements and other relative needs.

Gives Bulletin of Information.

1 minute None Guidance Counselor/ Office Clerk

None

2

The client applies for admission to the University and submits the requirements (photocopies):

- High School Card/ Certificate of Completion/ Transcript of Records

- Certificate of Good Moral Character

- Birth Certificate (authenticated)

- Marriage Contract (for married female only)

- 1 piece 2x2 ID picture

Receives and verifies the requirements submitted and gives Personal Information Sheet.

4 minutes None Guidance Counselor/ Office Clerk

Personal Information Sheet

3 Fills up the Personal Information Sheet form

Gives the Personal Information Sheet form for the applicant to fill-up.



4

Submit accomplished Personal Information Sheet

Accepts and checks necessary fields of information.




Procedure (continuation):


FEE PERSON

RESPONSIBLE FORM/S

GUIDANCE OFFICE

5 Takes the CPSU Entrance Examination.

Administers and checks the applicant’s answer sheet.

130 minutes None Guidance Counselor/ Office Clerk

Answer Sheet

6 Accepts entrance exam result.

Releases applicant’s entrance exam result.


None

SECURITY OFFICE

7 Submits requirements (photocopies):

- police clearance

- 2 pieces 2x2 ID pictures

Checks and verifies the requirements presented and gives Information Sheet.

1 minute None Chief Security/ Office Clerk/ Guard on-duty

None

8

Accomplishes Information Sheet

Checks the accomplished Information Sheet and prepares the security clearance.

5 minutes None Chief Security/ Office Clerk/ Guard on-duty

Information Sheet

9

Checks the information in the security clearance and affixes thumb mark and signature.

Signs the security clearance.


Security clearance




FEE PERSON

RESPONSIBLE FORM/S

MEDICAL – DENTAL HEALTH UNIT

10 Submits requirements (photocopies):

- Medical certificate

- 1 piece 1x1 ID picture

- laboratory examination results (x-ray, CBC, urinalysis)

- 1 piece brown envelope

Checks and verifies the requirements presented and gives Physical Examination Form

2 minutes None School Nurse/ Medical-Dental Unit Clerk

Physical Examination Form

11 Submits the accomplished Physical Examination Form.

Checks the necessary fields of information.

1 minute None School Nurse/ Medical-Dental Unit Clerk

Physical Examination Form

12 Proceeds to the examination room.

Checks vital signs (blood pressure, temperature, heart rate, respiratory rate) and performs physical assessment.

15 minutes None School Nurse Physical Examination Form

13 Affixes signature to Physical Examination Form

Signs the pre-enrollment form of the applicant

1 minute None School Nurse Pre-enrollment form




FEE PERSON

RESPONSIBLE FORM/S

COLLEGE DEAN’S OFFICE

(Note: OLD STUDENTS enrollment process starts HERE.)

14 Submits requirements: For New Students/Tranferees (photocopies):

- Report card/ Transcript of Records


- Birth certificate (authenticated)

- Marriage contract (for female married applicant only)

- CEE result

- Security clearance

- Medical certificate

- Pre-enrollment form For Old Students:

- Pre-enrollment form

- Clearance form from Registrar’s Office (for dropped-outs only)

Screens and evaluates the submitted requirements.

5 minutes None College Dean/ Program Head/ Faculty In-Charge

Pre-enrollment form




FEE PERSON

RESPONSIBLE FORM/S


15 Subject for interview by the College Dean/Program Head

Conducts personal interview.

10 minutes None College Dean/ Program Head/ Faculty In-Charge

None

16 Receives:

- Registration Form Subject offerings

- Prospectus of the chosen course/ program

Gives Registration Form, subject offerings and prospectus of the chosen course/program.

1 minute None College Office Clerk/ Student Assistant

Registration form

17 Accomplishes and submits Registration form

Verifies subject-loading for the semester and signs the Registration form.

5 minutes None College Dean/ Program Head/ Faculty In-Charge/ Office Clerk

Registration form

UNIVERSITY LIBRARY

18 New/Transferee student submits 2 pieces 1x1 ID pictures

Receives the picture and pastes the picture to the Library Card application form.

2 minutes P50.00 Librarian/ Library Clerk/ Student assistant

Library card form

19 Fills-up the Library Card application form and affixes signature

Checks the information stated

3 minutes None Librarian/ Library Clerk/ Student assistant

Library card form




FEE PERSON

RESPONSIBLE FORM/S

OFFICE OF STUDENT SERVICES AND AFFAIRS

20 Submits copy of Registration form and Official Receipt as proof of enrollment.

Receives and checks the requirements submitted and gives application form for ID.

1 minute None OSSA Clerk Registration form, Official Receipt

21 Fills-up the application form for ID.

Receives the application form and takes photo and signature.

10 minutes None OSSA Clerk Application Form

22 Receives copy of student handbook.

Issues a copy of student handbook.

1 minute None OSSA Clerk Logbook

23 Signs up Pledge Form Gives the Pledge Form for signature.

2 minute None OSSA Clerk Pledge form

24 Receives the claim slip for school ID.

Provides claim slip for school ID.

2 minutes None OSSA Clerk Claim slip




FEE PERSON

RESPONSIBLE FORM/S

REGISTRAR’S OFFICE

25 Submits processed Registration Form and requirements (original copies):

- High School card (for High School graduates)

- Certificate of Completion (for ALS passers)

- Honorable dismissal and Transcript of Records (for Transferees)


- Birth Certificate (authenticated)

- Marriage contract (for married female only)

- CEE result

- Official Receipt

- Registration form

- Clearance (for Dropped-outs)

- Pre-enrollment form (for Old students)

Checks and evaluates student’s records.

5 minutes None Registrar/ Office Clerk

Registration form, Prospectus




FEE PERSON

RESPONSIBLE FORM/S

26 For old students with deficient grades, submits completion form/s.

Posts grades. 2 minutes None Registrar/ Office Clerk

Pre-enrollment form and/or Completion Form

27 Receives the student’s and Dean’s copies, and class cards.

Approves enrollment 2 minutes None Registrar/ Office Clerk

Registration form


28 Submits approved Dean’s copy of Registration form.

Receives approved Dean’s copy of Registration form.

1 minute None College Dean/ Program Head/ Faculty In-Charge/ Office Clerk

Registration Form

ACCOUNTING OFFICE (ASSESSMENT)

29 Submits approved Accounting’s copy of Registration form.

Receives approved Accounting’s copy of Registration form.

1 minute None Assessment In-Charge/ Office Clerk

Registration Form

------------------------------------------------ END OF TRANSACTION ------------------------------------------------


Service: REQUEST FOR REPORT CARD AND CERTIFICATION

(Units earned, General Weighted Average, Academic Honors, Enrollment,

Authentication of photocopied school credentials, and the like) Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirements: Approved Clearance (for dropped-outs, graduates, for transfer requirements)

Official Receipt (OR)

Authorization letter (for authorized representative)

Valid ID

Processing Time: 10 minutes

Procedure:

STEP CUSTOMER/ APPLICANT SERVICE

PROVIDER DURATION OF THE

ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits approved clearance form and Official Receipt.

Receives requirements and checks student’s records.

2 minutes P15.00/ set Registrar/ Office Clerk

Clearance form

2 Encodes the request/s.

5 minutes None Office Clerk None

3 Approves the request/s.

2 minutes None Registrar/ Authorized Representative

None

4 Receives the requested document/s and logs in the logbook.

1 minute None Registrar/ Office Clerk

Logbook



Service: REQUEST FOR CAV (Certification, Authentication and Verification) OF ACADEMIC

RECORDS Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirements: Official Receipt (OR)

Photocopy of documents requested for CAV


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits photocopy/ies of documents for CAV and Official Receipt.

Receives requirements and checks authenticity of documents

2 minutes CAV – P40.00/set

Undergrad – P15.00/set

Grad Sch. – P50.00/set

Registrar/ Office Clerk


Non-peak season: 3 minutes

None Office Clerk CHED provided form/template

3 Verify and check records

2 minutes None Registrar/ Authorized Representative

None


Approves request 2 minutes None Registrar/ Office Clerk

Logbook



Service: REQUEST FOR OFFICIAL TRANSCRIPT OF RECORDS, HONORABLE DISMISSAL Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirements: Approved Clearance (for dropped-outs, graduates, for transfer requirements)

Official Receipt (OR)

Authorization letter (for authorized representative)

Valid ID

1 piece passport size ID picture with nametag


Encoding Duration: If peak season = 7 working days

If non-peak season = 3 working days

Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits approved clearance and Official Receipt.

Receives requirements and checks student’s records.

2 minutes OTR = P50.00/ page HD = P15.00

Registrar/ Office Clerk

Clearance


If peak season: 7 working days

If non-peak season: 3 working days

None Office Clerk None


Approves the request/s.

2 minute None Registrar/ Authorized Representative/ Office Clerk

Logbook



Service: STUDENT’S ACADEMIC RECORDS EVALUATION Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirement: Program/Course Prospectus


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits program/course prospectus.

Receives and evaluates student’s records.

30 minutes None Dean/Program Head/ Faculty-In-Charge

Program/ Course Prospectus

2 Receives the evaluated copy of prospectus and submit it to his/her Dean.

1 minute None Dean/Program Head/ Faculty-In-Charge

None



Service: RECONSTRUCTION OF DIPLOMA Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirement: Original diploma (for correction) or

Affidavit of Loss (notarized)


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits requests and Official Receipt

Receives and verifies student’s records.

2 minutes P300.00/ page

Office Clerk

2 Encodes diploma 2 minutes None Office Clerk Diploma template

3 Submits diploma for approval of the Registrar, VPAA and SUC President

5 minutes (depends on the availability of the

signatories)

None Registrar, VPAA, SUC President

4 Receives diploma and log-in to logbook

1 minute None Client logbook



Service: CONFIRMATION OF GRADUATES Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirements: Application for Graduation

Clearance for Graduation

Logbook and/or Theses Books (hardbound)

Valid ID


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits approved application and clearance form for graduation.

Receives requirements and verifies student’s records.

30 minutes None Registrar/ Office Clerk

Application and Clearance form for Graduation

2 Receives approved application and clearance form for graduation.

Releases approved application and clearance form for graduation

1 minute None Registrar/ Office Clerk

Logbook



Service: COUNSELING SERVICES Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirement: Referral slip (for referred student/s)


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Hands-in to the In-charge the referral slip from the Class Adviser.

Ushers the student to the counseling room. Locates the 201 file of the student. Scans the files for significant information about the client. Counsels the student.

28 minutes None Guidance Counselor

Referral Slip

2 Recognizes and overcomes his/her concern/s or problem/s.

Schedules the student for follow-up.

2 minutes None Guidance Counselor

Counseling logbook



Service: SAFE CONDUCT PASS Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirements: Valid Driver’s License

Vehicle’s type and plate number


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits requirements. Checks and verifies the requirements presented and issues billing for payment.


None

2

Pays to the Cashier’s Office. Receives and verifies the Official Receipt and prepares the Application for Safe Conduct form.

5 minutes P50.00 Chief Security/ Office Clerk/ Guard on-duty

Application for Safe Conduct

3

Verifies the information in the Application for Safe Conduct and affixes signature.

Approves the Application for Safe Conduct.

2 minutes None Chief Security

Application for Safe Conduct



Service: CAMPUS STICKER Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirements: Valid Driver’s License

Vehicle’s Official Receipt (OR)

Vehicle’s Certificate of Registration (CR)


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits requirements. Checks and verifies the requirements presented and issues billing for payment.

1 minute None Chief Security/ Guard on-duty

None

2

Pays to the Cashier’s Office. Receives and verifies the Official Receipt (OR) and gives the campus sticker.

2 minutes P25.00 Chief Security/ Guard on-duty`

Logbook



Service: ENROLLMENT OF NEW OR OLD STUDENTS Schedule: Monday to Saturday (8:00 a.m. to 5:00 p.m.)

Requirements: Honorable Dismissal (HD)

Official Transcript of Records (OTR)

Birth Certificate (PSA/NSO Authenticated)

Marriage Contract (PSA/NSO Authenticated and for married female only)

2 pieces 2x2 ID picture


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits requirements. Receives and evaluates the requirements submitted and gives Application Form.

4 minutes None Graduate School Dean/ Office Clerk

Application form

2 Fills-up the application. Receives and checks the application form and gives Registration form.


Application Form

3 Fills-up Registration form. Checks the accomplished Registration form and assess accounts.


Registration form





ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

4 Pays school fees. Checks the statement of account and receives the money and issues Official Receipt.

2 minutes Depends on the

Assessment

Cashier/ Office Clerk

Ledger of Accounts

5 Receives approved student’s copy for enrollment.

Posts the Official Receipt and approves the registration.


Ledger of Accounts



Service: REQUEST FOR SCHOOL CREDENTIALS

(Transcript of Records, Certifications, Honorable Dismissal and the like) Schedule: Monday to Saturday (8:00 a.m. to 5:00 p.m.)

Requirements: Valid ID

Request Form


Encoding Duration: If peak season = 3 working days

If non-peak season = 1 working day

Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits approved request form.

Receives approved request form and checks student’s records.


Request form

2 Pays to the Cashier’s Office. Issues billing of payment.

3 minutes OTR = P100.00/

page Certification

= P50.00/ request

Registrar/Authorized Representative

Official Receipt

3 Gives Official Receipt. Encodes the request/s and processes the request/s for approval

If peak season: 3 working days

If non-peak season: 1 working day

None Office Clerk None





ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S


Releases the request/s requirements.

1 minute None Registrar/Authorized Representative/ Graduate School Dean/ Office Clerk

Logbook



Service: STUDENT’S ACADEMIC RECORDS EVALUATION Schedule: Monday to Saturday (8:00 a.m. to 5:00 p.m.)



Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S




Prospectus

2

Receives the evaluated copy of program/course prospectus and submits it to the Graduate School Dean.

1 minute None Graduate School Dean/ Office Clerk

Student’s Academic Records



Service: LIBRARY REFERRAL SERVICE Schedule: Monday to Saturday (7:30 a.m. to 6:00 p.m.)

Requirement: Valid Library Card


Procedure:

STEP CUSTOMER/ APPLICANT

SERVICE PROVIDER DURATION OF THE

ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Request of Library Referral

Client will ask permission to the librarian to access information of other library. Librarian will issue 2 copies of signed library referral letter to the client.

3 mins. None Librarian Library Referral Form

2

Releasing of Request

One copy of library referral letter must be returned back to the CPSU librarian signed with the referred librarian. Client will log in to the library referral monitoring log sheet. Librarian will check information filled in then issue the signed library referral letter.

1 min. None Librarian Signed

Library

Referral Letter

Library Referral Monitoring Log Sheet



Service: RETURNING OF BOOKS Schedule: Monday to Saturday (7:30 a.m. to 6:00 p.m.)



Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Returning of Reference/s

Borrower returns the book. In-charge will log in to the library system and enter username and password. Select circulation then click check in, scan the barcode of the book and write date returned on the borrower’s card and date due slip signed by the borrower. If transaction done, return the library ID to the borrower.

1 min. None Circulation, in-charge / Librarian

Date Due slip

Borrower’s Card

2 Issuing Overdue Slip (if overdue)

Issue overdue slip for payment to the cashier. Borrower must pay to the cashier then present OR to the circulation in-charge.

30 secs. Php. 5 per day

Circulation, in-charge / Librarian

Overdue slip





ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

3

Clearing Accountabilities

Go to check out and type borrower’s name then click fines and fill in appropriate fields and clear fines then save. If accountability cleared, in-charge will issue the Library Card to the borrower. If the borrower requested to renew the book, in-charge will. If transaction done, return the library ID to the borrower.

30 secs. Circulation, in-charge / Librarian

Original Receipt



Service: BORROWING OF LEARNING RESOURCES Schedule: Monday to Saturday (7:30 a.m. to 6:00 p.m.)


Processing Time: 3 minutes & 30 seconds

Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Present Library ID Student who wanted to borrow reference/s for overnight loan must present their library ID or student’s copy enrollment form with a 1x1 photo affixed to the form. Student will request a title of the book to borrow and fill in the borrower’s card.

1 min. None Circulation, in-charge / Librarian

Borrower’s Card

2 Input to the Library System

Select Circulation menu then select Check out and Search the student’s name and select exact match then scan the barcode of the book. If the student’s name were not found, select Back Office then choose Add New Patron and fill in the required data needed.

2 mins. None Circulation, in-charge / Librarian

Loan Card





ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

Check the due date if does match

to the type of the book if not,

select change date and set the

exact date.

Select print receipt then print two copies for the borrower and copy of the library signed by the borrower.

3 Releasing of Reference/s

In-charge will write down the due date to the Date Due Slip. Borrowed reference/s will release to the borrower and library ID with borrower’s card will be filed by the in-charge.

30 secs. None Circulation, in-charge / Librarian

Library Book Check Out Sheet



Service: LIBRARY ID APPLICATION Schedule: Monday to Saturday (7:30 a.m. to 6:00 p.m.)

Requirement: Student’s copy of Enrollment/Registration Form


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Present Student’s Enrollment Copy

Student must present student’s copy of their enrollment form and their 2pcs. 1x1 photo. In-charge will provide Library ID

Application form to the students.

1 min. None Control Section, in-charge / Librarian

Enrollment Form

2 Filling in Library ID Application Form

Student will fill in required data.

In-charge will check data filled in then affixed a 1x1 photo to the student’s copy of the Library ID

In-charge will affix 1x1 photo to the enrollment form as a temporary library ID in order to access library services upon waiting for their printed and laminated Library ID.

2 mins. None Control Section, in-charge / Librarian

Library ID Application Form





ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

3

Releasing of Library ID

Library staff will post student’s name to the bulletin board upon the arrival of their Library ID. Upon claiming their library ID, student will present their student’s copy of their Library ID Application Form to the control section, in-charge. In-charge will check the filed library ID. Student will fill up the Issued Library ID Log Sheet then, in-charge will check data filled in and mark RELEASED to the upper right of their student’s copy Library ID Application Form with the date received then released the library ID to the student.

2 mins. None Control Section, in-charge / Librarian

Library ID

Application

Form

Issued Library ID Log Sheet



Service: GATE MONITORING Schedule: Monday to Saturday (7:30 a.m. to 6:00 p.m.)


Processing Time: 1 minute

Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Logging In Client will present their Library ID

(except employees and visitors)

and log in to the library log sheet

according to their department.

30 secs. None Control Section, in-

charge/

Library

user’s log

sheet

2 Availment of

Services

Library client can access all

library services guided with

policies and restrictions according

to their role / function in the

institution.

None Library personnel /

Librarian

3 Departing Upon leaving the library, control

section in-charge will inspect bags

/ belongings of library users and

secure all borrowed references

from the library were recorded to

the library system.

Library user will write time out to

the library user’s log sheet.

30 secs. None Control Section, in-

charge / Librarian

Library

user’s log

sheet



Service: ONLINE PUBLIC ACCESS CATALOG Schedule: Monday to Saturday (7:30 a.m. to 6:00 p.m.)



Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Search Reference/s Client will search reference/s to the OPAC he/she wanted to borrow. Client can request assistance to the in-charge in case of unawareness to the process.

1 min.

Control Section, in-charge / Librarian

2 Filling in Call Slip Client will write the call number of the reference/s to the call slip. Proceed to its location and present it to the in-charge.

1 min.

Library personnel / Librarian

Call Slip

3 Proceed to the Location of the Reference/s

In-charge will search the reference/s and present it to the client. In case of dissatisfaction to the reference, client can request any relevant reference/s to the in-charge.

1 min.

Library personnel / Librarian

Call Slip



Service: INTERNET SERVICE PROCEDURES Schedule: Monday to Saturday (7:30 a.m. to 6:00 p.m.)


Processing Time: 1 minute & 30 seconds

Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Request User will ask the in-charge of the availability of PC to be used. In case of unavailability, in-charge will inform the current user with the less remaining time.

15 secs.

Internet Section, in-charge / Librarian

2 Logging In User will log in to the internet service log sheet with the time starts used. In-charge will assign PC with the alloted time of an hour per use. Client can request to extend the time if there is no next user.

1 min.

Internet Section, in-charge / Librarian

Internet Service Log Sheet

3 Logging Out Client will write time log out to the internet service log sheet.

15 secs.

Library client Internet Service Log Sheet



Service: MEDICAL/DENTAL CONSULTATIONS Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirement: Valid School ID

Processing Time: 15 – 25 minutes

Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Secures and accomplishes Medical-Dental Form.

Checks the Medical-Dental Form and asks the onset of the illness/disease or the signs and symptoms consulted the patient. Checks vital signs (blood pressure, temperature, heart rate, respiratory rate). Refers patient to the physician/ dentist/school nurse.

5 minutes None School Nurse/ Medical-Dental Unit Staff

Medical-Dental Form





ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

2 Proceeds to the consultation room.

Consults patient’s major complaint/s and prescribes appropriate medications. Instructs client of the medication dosage, timing and administration of the prescribed medication and gives health instructions/ directions. In case the patient needs further medical management, gives referral/s.

5 – 10 minutes None School Physician/ School Dentist/ School Nurse

Medical-Dental Form

3 Gives the doctor’s/nurse’ order/s.

Receives the doctor’s/nurse’ order and gives available free medicine. Advices the patient to return to the clinic after 3 days for proper re-evaluation.

5 minutes None School Nurse/ Medical-Dental Unit Staff

Medical-Dental Form



Service: EXAMINATION PERMIT Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirement: Valid School ID

Processing Time: Depends on the student’s speed in processing of his/her clearance

Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Asks for clearance form for examination

Gives clearance form.

1 minute None Program Head/ Faculty-In-Charge/ Office Clerk

Clearance form for examination

2 Processes and accomplishes the clearance for examination

Approves the clearance and gives examination permit

Depends on the student’s speed in

processing

None Program Head/ Faculty-In-Charge/ Office Clerk

Examination permit



Service: STUDENT’S ACADEMIC RECORDS EVALUATION Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)



Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S



30 minutes None Dean/Program Head/ Faculty-In-Charge

Program/ Course Prospectus

2 Receives the evaluated copy of prospectus and submit it to his/her Dean.

1 minute None Dean/Program Head/ Faculty-In-Charge

None



Service: PAYMENT OF SCHOOL FEES AND SERVICES Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirement: Statement of accounts/billing/Valid ID


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Presents the statement of accounts/billing.

Checks the statement of account/ billing and provides the client the exact amount to be paid.

1 minute None Cashier/ Office Clerk

Statement of account/ billing

2 Pays the amount corresponds to their statement of accounts/billing and receives Official Receipt and/or change (if any).

Receives the money and issue Official Receipt.

1 minute Depends on the

statement of account/

billing

Cashier/ Office Clerk

Official Receipt



Service: ASSESSMENT OF STUDENT’S ACCOUNT/S Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirement: Valid ID


Procedure:

STEP CUSTOMER/ APPLICANT SERVICE PROVIDER DURATION OF THE

ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Presents the requirements. If new/transferee student, assess the accomplished Registration/ clearance form.

2 minutes None Assessment In-Charge/ Office Clerk

Registration form

If old student, checks the student’s ledger of accounts.

Ledger of Accounts

2 If the student has no accounts, assess the Registration form and signs the Registration/clearance form.


Registration/ Clearance form

If the student has accounts, provides statement of accounts/billing.


Statement of accounts /billing



STEP CUSTOMER/ APPLICANT SERVICE PROVIDER DURATION OF THE

ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

3 If with accounts, client pays the dues to the Cashier’s Office.

Verifies and updates the student’s ledger of accounts and signs the Registration/clearance form.


Registration/ Clearance form/ Official Receipt



Service: PUBLIC/PRIVATE SCHOLARSHIP PROGRAMS Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirements: Valid School ID

Certificate of Scholarship Grant

Scholarship Endorsement

Other relative document/s


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits Certificate of Scholarship grants/ endorsements or other scholarship requirements.

Receives and verifies the Certificate of Scholarship grants/ endorsements or other scholarship requirements submitted.

5 minutes None Scholarship Coordinator/ Office Clerk

None

2 Reproduces the document/s submitted and furnishes the Assessment Unit (Accounting Office) a copy of the document/s.


None



Service: APPLICATION AND RENEWAL OF UNIVERSITY SCHOLARSHIP Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirements: Report Card (for the last 2 semesters)

Valid School ID (photocopy)


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Submits report card (for the last 2 semesters) and Valid ID (photocopy).

Receives and verifies the requirements submitted and gives application form.


Application Form

2 Fills-up the application form. Checks the accomplished application form.


Application Form



Service: REQUEST FOR GOOD MORAL CERTIFICATE Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirements: Official Receipt (OR)

Valid ID


Procedure:



ACTIVITY FEE

PERSON RESPONSIBLE

FORM/S

1 Gives the Official Receipt and valid ID.

Receives and verifies the requirements submitted.

1 minute P15.00/ set OSSA Clerk Official Receipt

2 Prepares the Certificate of Good Moral with original signature of OSSA Dean or authorized representative.

3 minutes None OSSA Clerk None

3 Receives the Certificate of Good Moral and signs in the logbook.




Service: ACCESS TO OTHER STUDENTS’ SERVICES Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.)

Requirement: Valid ID

Processing Time: Depends on the concern/s or needs of the client.

Procedure:


SERVICE PROVIDER DURATION OF THE ACTIVITY

FEE PERSON

RESPONSIBLE FORM/S

1 Submits requirements. Guides the client to log his/her concern/s in the logbook.


2 Presents the client to the Dean. 1 minute None OSSA Clerk None

3 Communicates his/her concern/s to the Dean.

Accommodates and addresses the client/s’ concerns/needs:

- Endorses pertinent requirements to the Office of the President if necessary.

- Talks personally or makes formal letter addressed to the concerned school official if necessary.

- Gets the attention of the client’s parents/guardians if necessary.

- Conducts case conference with client’s Teacher Counselors and advisers, if necessary.

Depends on the concern/s or

needs of the client.

None OSSA Dean None



LIST OF FRONTLINE SERVICES

Registrar’s Office Request for Report Card and Certifications Request for CAV (Certification, Authentication and Verification) of Academic Records Request for Official Transcript of Records, Honorable Dismissal Student’s Academic Records Evaluation Confirmation of Graduates Reconstruction of Diploma Guidance Office Counseling Services Security Office Safe Conduct Pass Campus Sticker Graduate School Enrollment of New/Old Students Request for School Credentials Student’s Academic Records Evaluation University Library Library Referral Service Returning of Books Borrowing of Learning Resources Library ID Application Gate Monitoring Online Public Access Catalog Internet Service Procedures Medical – Dental Health Unit Medical/Dental Consultations College Dean’s Office Examination Clearance Student’s Academic Records Evaluation Cashier’s Office Payment of School Fees and Services Accounting Office (Assessment) Assessment of Student’s Account/s Scholarship Office Public/Private Scholarship Programs Application and Renewal of University Scholarship Office of Students’ Services and Affairs Request for Good Moral Certificate Access to Other Students’ Services

TABLE OF CONTENTS Page - CPSU › files › 2019-Citizens-Charter-booklet.pdf · 10 minutes None...

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Transcript of TABLE OF CONTENTS Page - CPSU › files › 2019-Citizens-Charter-booklet.pdf · 10 minutes None...