NORTHWEST SAMAR STATE UNIVERSITYmain.nwssu.edu.ph/images/pdf_docs/transparencyseal...Northwest Samar...

NORTHWEST SAMAR STATE UNIVERSITY

CITIZEN’S CHARTER

2020 (2nd Edition)

NORTHWEST SAMAR STATE UNIVERSITY

Republic of the Philippines

Northwest Samar State University Rueda St., Calbayog City 6710

Website: http//www.nwssu.edu.ph

Email: [email protected]

Telefax: (055) 2093657 ISO 9001:2015 Certified

1

Mandate:

[

Vision:

Mission:

Quality Policy:

Core Values:

Service Pledge:

AGENCY PROFILE

The University shall primarily provide advanced education, higher technological, professional instruction and training in trade, fishery, agriculture, science, education, commerce, engineering, forestry, nautical courses and other related fields. It shall also undertake research and extension services, and provide, progressive leadership in its areas of specialization (RA 9719).

A provider of relevant and quality education to a society where citizens are competent, skills, dignified and community-oriented.

An academic institution providing technological, research and extension programs to form principled men and women of competencies and skills responsive to local and global development needs.

Northwest Samar State University commits to provide excellent, relevant, and quality instruction, research, extension, and production by adhering to regulatory and statutory requirements and pledging to continually improve its Quality Management System, thereby satisfying client needs and producing world-class professionals.

R – resilience I – integrity S – service E - excellence

Northwest Samar State University commits to:

N - naturally provides service with integrity, honesty, respect and fairness to students, co-employees and other internal and external clientele and stakeholders of the University.

w - work on continually improving the quality of education, research, extension and support services.

S – strongly adhere to the code of conduct and ethical standards of public servants and embody the university core values.

S – strive to perform respective duties and functions with best effort forward.

U – use the university facilities, equipment and other resources economically, efficiently and effectively.

http://www.nwssu.edu.ph/mailto:[email protected]






2

LIST OF SERVICES

NwSSU, MAIN CAMPUS Office of the University President Requests for Documentary Requirements

Page Number

6 7

Office of the Vice President for Academic Affairs 9 College Dean’s Office 10 Admitting First Year Applicant 10 Admitting Transferees 11 Adding, Dropping, Charging and withdrawal of Course/Subject 12 Shifting of Program 13 Registration 14 Completion of Grades 15 Application for Graduation 16 Office of the Student Affairs and Services 17 Scholarship Application 17 Students Insurance Accident Claim 18 Issuance and Validation of the School ID 20 Office of the Guidance and Testing Center 22 Issuance of Certificate of Good Moral Character(CGMC) 22 Testing Services 23 Counseling Services 25 Individual Analysis Services 26 Information Services 27

a. Institutional Orientation Program 27 b. Pre-employment Orientation Seminar 28 c. NwSSU Career Guidance Campaign 29

Medical and Dental Clinic 31 Dental Services 31 Medical Services 33 Issuance of Medical Certificate 34 Medical/ Dental Referrals 36 Library 38 Issuance of Library Card 38 Borrowing of Books for home use 39 Borrowing of Books for Photocopy outside the Library premises 40 Return Books borrowed for home use 42 Returning Books borrowed for Photocopy 43 Securing referrals of student, faculty and staff who will do 44 research in other institutions Assistance to library Uses in Online Searching using computers 45







3

Registrar 48 Admission Services 48 Registration Services 51

a. Incoming Freshmen (undergraduate and Graduate) 51 b. Transferees 53 c. Shiftee 55 d. Returnee 57 e. Continuing 59 f. Adding/ dropping /charging withdrawal load 60

Filing for the releasing credential/ documents 61 a. Official transcript of records (Original/re-issuance) 61 b. Honorable dismissal 62 c. Diploma 64 d. Certifications 65 e. Form 137 66

Completion of Incomplete Grades (INCs) 68 Authentication 69 Certification, Authentication, and Verification (CAV) 70 Vice President for Research and Extension 72 Research and Development Services 73 Research Proposal Processing 73 Extension Services 79 Extension Proposal Processing 76 Office of the Internationalization Affairs 84 Processing of International Travels for Trainings, Seminars and 84 Conferences of Faculty and Employees Student Exchange Services 86 Faculty Exchange Services 88

University Disaster and Reduction Management Office 91 University DRRM Actvities Proposal Processing 91 Office of the Vice President for Administration 94 Supply and Property Management Office Receipt of Procured Goods Releasing of Common Supplies and Equipment Conduct of Physical Count of Inventory Procurement Office End-user Submission of Document Requirements for Pre- procurement Conference Issuance of Bidding Documents Submission of Receipt and Opening of Bids Bid Evaluation Post-qualification and Review Execution of Award Notices to Bidders such as Notice of Award (NOA), Notice of Post-disqualification, etc. Communication Letters of the Bidders to the BAC

95 95 96 97 99 99

100 101 103 104 105 106

107







4

Request for Reconsideration Contract Signing and Issuance of NTP Financial Management Office Payment of Salary Disbursement Payment/ Issuance of Official Receipt Releasing of Checks/ Cash Releasing of Midterm Exam Admission Slip Signing of Student Clearance Human Resource Management Office Preparation/ Issuance of Service Records Processing of Application for Leave Issuance of various Certifications Auxiliary Services and Business Affairs Office Use of Venue Facility Printing Services Universal Testing Machine Bookstore Services Consignment Farm Produce

107 109 110 110 112 113 115 116 117 118 118 119 123 125 125 127 132 133 135 136

NwSSU, SAN JORGE CAMPUS 138 Campus Dean’s Office Admitting First Year Applicant Admitting Transferees Adding, Dropping, Charging and withdrawal of Course/Subject Shifting of Program Registration Completion of Grades Application for Graduation Office Student Affairs Services Scholarship Application Students Insurance Accident Claim Issuance and Validation of the School ID Guidance Office Issuance of Certificate of Good Moral Character(CGMC) Testing Services Counseling Services Individual Analysis Services Information Services

a. Institutional Orientation Program b. Pre-employment Orientation Seminar c. NwSSU Career Guidance Campaign

Campus Clinic Health service (Medical and Dental) Medical and Dental Referrals

139 139 140 141 142 143 144 145 146 146 147 149 151 151 152 154 155 156 156 157 158 160 160 161







5

Library Issuance of Library Card Borrowing of Books for home use Borrowing of Books for Photocopy outside the Library premises Return Books borrowed for home use Returning Books borrowed for Photocopy Securing referrals of student, faculty and staff who will do research in other institutions Assistance to library Uses in Online Searching using computers Office of the Campus Registrar Admission Services Registration Services

a. Incoming Freshmen (undergraduate and Graduate) b. Transferees c. Shiftee d. Returnee e. Continuing f. Adding/ dropping /charging withdrawal load

Filing for the releasing credential/ documents a. Official transcript of records (Original/re-issuance) b. Honorable dismissal c. Diploma d. Certifications e. Form 137

Completion of Incomplete Grades (INCs) Authentication Certification, Authentication, and Verification (CAV) Supply Office Receipt of Procured Goods Releasing of Common Supplies and Equipment Conduct of Physical Count of Inventory Financial Management Office Payment of Salary Disbursement Payment/ Issuance of Official Receipt Releasing of Checks/ Cash Releasing of Midterm Exam Admission Slip Signing of Student Clearance Human Resource Management Office Preparation/ Issuance of Service Records Processing of Application for Leave Issuance of various Certifications

163 163 164 165 167 168 169

171 173 173 176 176 177 179 181 183 184 186 186 187 189 190 191 192 193 194 196 196 197 198 200 200 202 203 205 206 207 208 208 210 213







6

Office of the University President







7

1. Requests for Documentary Requirements

This serves as guidelines for requesting approval of proposals, FOI requests, issuance of office orders, special orders and other documentary issuances.

Office or Division: Office of the University President

Classification: Complex

Type of Transaction: Government-to-Citizens (G2C), Government-to- Businesses (G2B), Government-to-Government (G2G)

Who may avail: All Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter-request or Communication Letter with complete contact details duly received or noted by the Records Office of the University

Records Office of the University

HOW TO AVAIL OF THE SERVICE

No

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit letter- request or communication letter with complete contact details duly received or noted by the Records Office of the University

1.1 Receive and log request manually; and scan / file a copy in the repository

None

10 minutes

Receiving Clerk (Administrative

Aide)

1.2 Perform Office Staff Works

1.2.1 Check for the completeness of required signatures and attachments

1.2.2 Prepare action document/s (letter, endorsement, etc).

None

1 hour

Executive Assistant /

Private Secretary







8

1.3 Forwards to the University President for appropriate action

None

4 hours


Aide)


Private Secretary

1.4 Logs request manually; and Records In- Charge scans/file document in the repository.

None

5 minutes


Aide)

2. Receive the Result of the Action Taken or Document Requested and Evaluation Survey Sheet of the Availed Service

2.1 Release Document and/or Convey action of the University President to the Requesting Clients, if contact details are provided.

None

5 minutes


Aide)


Private Secretary

TOTAL

None 5 hours and 20 minutes

End of Transaction







9

Office of the Vice President for

Academic Affairs







10

College Dean’s Office

1. Admitting First Year Applicants

This is a part of the admission procedure for incoming first year applicants who had just finished taking the entrance exam and medical testing procedure.

Office or Division: College Dean’s Office


Type of Transaction: Government-to-Citizens (G2C)

Who may avail: First Year Applicants


Entrance Examination Result Slip (1 original copy)

Medical Certificate (1 original copy)

Guidance and Testing Office

University Clinic


No. CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Entrance Examination Result Slip & Medical Certificate

1.1 Checks the entrance examination result slip and the Medical Certificate.

1.2 Conducts the interview if IQ score passed the requirement of the program.

None 15 Minutes Enrolling Instructor

2. Takes the Proficiency, Achievement, or Aptitude test depending on the requirement of the program applied for.

2.1 Conduct Proficiency, Achievement, or Aptitude test.

None 1 hour Enrolling Instructor

TOTAL None 1 hour and 15 minutes

End of Transaction







11

• Result of the performance of the applicants based on the admission criteria shall be posted college after three (3) days. Qualified applicants shall be advised to proceed to the Registrar’s Office for Registration procedure.

• The list of ranked applicants with the computation based on the admission criteria shall be submitted to the Registrar’s Office.

2. Admitting Transferees

This is a part of the admission procedure for incoming transferee applicants who had just finished taking the entrance exam and medical testing procedure.




Who may avail: Transferees


Entrance Examination Result Slip (1 original copy)

Medical Certificate (Original copy) Evaluation of academic records and computation of GWA (Original copy)

Guidance and Testing Office

University Clinic Office of the University Registrar


No. CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Entrance Examination Result Slip, Medical Certificate, Evaluation of Academic Records, and computation of GWA.

1. 1 Checks the entrance examination result slip, Medical Certificate, Evaluation of academic records, and computation of GWA.

1.2 Conducts the interview if IQ score passed the requirement of the program.

None 15 Minutes Enrolling Instructor

2. Takes the Proficiency, Achievement, or

2.1 Conduct Proficiency, Achievement,

None 1 Hour Enrolling Instructor







12

Aptitude test depending on the requirement of the program applied for.

or Aptitude test

TOTAL None 1 Hour and 15 Minutes

End of Transaction • Based on the admission criteria, the result of the performance of the applicants shall be posted in the college

after three (3) days. Qualified applicants shall be advised to proceed to the Registrar’s Office for Registration procedure.

• The list of ranked applicants with the computation based on the admission criteria shall be submitted to the Registrar’s Office.

3. Adding, Dropping, Changing, and Withdrawal of Course/Subject

This is a part of the Change load procedure in the College level for those who wish to add, drop, change and withdraw course/subject.


Classification: Simple


Who may avail: Undergraduate and graduate students


Change Load Form (1 original copy) Office of the University Registrar



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Change Load Form duly signed by the requesting applicant and cashier.

1.1 Receive and Check the completeness of entries and signature of the Change Load Form.

None 5 Minutes College Dean’s Staff

1.2 Approves the Change Load Form by affixing signature.

None 5 Minutes College Dean

1.3 Inform the requesting applicant to

None 1 Minute College Dean’s Staff







13

proceed to the Office of the University Registrar to add, change, drop, or withdraw course/subject.

TOTAL None 11 Minutes

End of Transaction

4. Shifting of Program

This is a part of the Shifting of Program procedure in the College level for those who wish to apply for shifting of program.






Shifter’s Application Form (1 original copy)

Crediting of Course From (1 original copy)

Office of the University Registrar




FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the duly 1.1 Check the None 5 Minutes College Dean filled out Shifter’s completeness of (current Application Form entries and sign program) and the Crediting the Shifter’s

of Course form. Application Form.

2. Presents the duly 2.1 Check the None 5 Minutes College Dean filled out Shifter’s completeness of (applied Application Form entries, signature program) signed by the of the College College Dean Dean (current (current program) program) and sign and the Crediting the Shifter’s of Course form. Application Form.







14

2.2 Evaluate, fill in the name, designation, date and sign the Crediting of Course form. 2.3 Inform the student to proceed to the Office of the University Registrar to shift program.

None

None

5 Minutes

1 Minute

Program Chair

Program Chair


End of Transaction

5. Registration (Continuing Students)

This is a part of the Registration procedure in the College level for continuing students.






Student’s Clearance (1 original copy) College Dean’s Office



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the duly signed Student’s Clearance.

1.1 Evaluate and issue Academic advising form indicating the subjects to be enrolled by the student.

None 10 Minutes Program Chair

1.2 Inform the student to proceed to the Office of the University Registrar for the

None 1 Minute Program Chair







15

rest of registration/ enrolment steps.


End of Transaction

6. Completion of Grades

This is a part of the Completion of Grades procedure in the College level for those who would like to comply with their Incomplete Grades.






Completion Form (1 original copy) Office of the University Registrar



FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE

1. Presents the duly filled out Completion Form.

1.1 Check the completeness of entries and signatures of the instructor and the cashier. 1.2 Approves the Completion Form by affixing the signature of the College Dean. 1.3 Inform the student to proceed to the Office of the University Registrar for the rest of the grade completion steps.

None

None

None

5 Minutes

5 Minutes

1 Minute

College Dean

Program Chair

Program Chair


End of Transaction







16

7. Application for Graduation

This is a part of the Application for Graduation procedure in the College level for those who would like to apply for Graduation.




Who may avail: Graduating students


Application Form for Graduation (1 original copy)




FEES TO BE PAID

PROCESSIN G TIME

PERSON RESPONSIBLE

1. Presents the Application Form for Graduation duly filled out and signed by the requesting applicant.

1.1 Check the completeness of entries and signature of the applicant. 1.2 Signs the Application Form for Graduation. 1.3 Inform the applicant to proceed to the Office of the University Registrar for the rest of the degree conferment steps.

None

None

None

5 Minutes

5 Minutes

1 Minute

College Dean’s Staff

College Dean

College Dean’s Staff


End of Transaction







17

Office of the Student Affairs and Services

1. Scholarship Application

This serves as guide in the processing for application of Scholarship

Office or Division: Student Affairs and Services (SAS)

Classification: Highly Technical

Type of Transaction: Government-to-Citizens (G2C

Who may avail: All undergraduate and graduate students


1. CHED Scholarship Application form ( 1 copy)

2. Certified True Copy of Birth Certificate (PSA/NSO) (1 copy )

3. Academic Requirements: Any of the Following a) Certificate of Grades ( 1 copy) b) From 138 (Card) ( 1 copy)

4. Income Requirements Any of the Following a) Latest ITR of parents or Guardian

if employed ( 1 copy) b) Certificate of Tax Exemption ( 1

copy) c) Certificate of Indigence from their

Barangay ( 1 copy) d) Certificate/case study ( 1 copy)

5. 1 pc long brown Envelop

1. Student Affairs and Services Office

2. Philippine Statistics Authority

3.

a. Registrar’s Office b. Applicants respective school

4.

a. Bureau of Internal Revenue (BIR)

b. BIR

c. Applicant’s respective

Barangay

d. DSWD/CSWD



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Inquires the available scholarships and the required documents to be submitted to the office

1. 1 Informs client the available scholarship and the requirements needed

None

2 minutes

SAS Secretary/SAS

Director







18

2. If qualified, fills out the scholarship form and submit the required documents to the office

2. 1 Receives the filled-out forms and documents

None

2 minutes

SAS Secretary/ SAS Director

Total 4 minutes

End of Transaction

2. Students Insurance Accident Claim

This serves as guidelines in the processing of students’ insurance accident claim. Students, their parent/s or guardians can claim for reimbursement of accident-related medical and other expenses covered by the insurance policy. It is highly recommended that all pertinent documents should be completely secured by the claimant for in order to expedite the claim process.

Office or Division: Student Affairs and Services


Type of Transaction: Government-to-Citizens



1. For Physical Injury 1.1 Filled Up Claim Form (1

copy) 1.2 Police Report/Affidavit of

Accident/Incident Report 1.3 Company’s or School’s

Certification of Accident (for company & school only)

1.4 Hospital Statement of Account with room and Board charges

1.5 Official Receipt (Physician’s Fee, Medicine, etc.)

1.6 Hospital itemized Receipts or Charge Slip.

1.7 Attending Physician’s Prescription

1.8 Medical Certificate (optional) 1.9 Pictures (if dis/membered) 1.10 COR

1.1 SAS Office

1.2 Police Station

1.3 Company’s or school’s Physician/Nurse

1.4 Hospital itemized Receipts or

Charge Slip. 1.5 Attending Physician/Hospital

1.6 Hospital

1.7 Attending Physician

1.8 Attending Physician/Hospital 1.9 Police station/family members 1.10 Registrar’s Office







19

2. For Sickness or Illness 2.1 Filled Up Claim Form ( 1

copy) 2.2 Hospital Statement of

Accounts with room and board charges ( 1 copy)

2.3 Admitting History ( 1 copy) 2.4 Discharge Summary ( 1

copy) 2.5 Medical Certificate ( 1 copy) 2.6 Hospital itemized Receipts or

Charge Slip.( 1 copy) 2.7 Official Receipt (Physician’s

Fee, Medicine, etc.) (1 copy) 2.8 Attending Physician’s

Prescription ( 1 copy)

2.9 COR ( 1 copy original/

authenticated )

2.1 SAS Office

2.2 Hospital

2.3 Hospital 2.4 Hospital

2.5 Attending Physician/Hospital 2.6 Hospital

2.7 Hospital

2.8 Attending Physician/Hospital

2.9 Registrar’s Office

3. Death 3.1 Filled Up Claim Form ( 1

copy) 3.2 Police Report/Affidavit of

Accident ( 1 copy) 3.3 NSO Authenticated Death

Certificate ( 1 copy) 3.4 NSO Authenticated Birth

Certificate ( 1 copy) 3.5 Post Mortem Report ( 1 copy) 3.6 Proof of relationship of

claimant with the insured ( 1 copy)

3.7 Medical Expenses incurred (official receipt) ( 1 copy)

3.8 Medical Certificate ( 1 copy) 3.9 COR ( 1 copy original/

authenticated)

3.1 SAS Office

3.2 Police Station

3.3 PSA Office

3.4 PSA Office

3.5 Police Station 3.6 Family Members

3.7 Hospital

3.8 Hospital 3.9 Registrar’s Office







20



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present COR and request for the Claim Form and checklist of the required documents

1.1Verifies if student is officially enrolled and release the forms and checklist

None

2 minutes

SAS Secretary/SAS

Director

2. Student submit the accomplished form and submit the required documents

2. 1Receives the forms and verifies as to the correctness of the documents and information

None

10 minutes

SAS Director

2. Wait for the updates from the Insurance Agency on the processing of claims

3. 1Submit the claim form and supporting documents to the insurance agency

None

Depends on the processing

time of the insurance agency


Total 12 minutes

End of Transaction

3. Issuance and Validation of the School ID

This serves as guideline for the issuance and validation of school ID for all undergraduate and graduate students who are officially enrolled and for replacement of ID in case of lost.






1. Certificate of Registration (COR) (1copy)

Registrar’s Office







21

HOW TO AVAIL OF THE SERVICES


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present COR 1. Verifies if student is officially enrolled and Validate the ID

None

2 minutes


2. Receives the Validated School ID

2. Release the validated School ID

None

1 min. SAS Secretary/ SAS Director

Total 3 minutes

End of Transaction







22

Guidance and Testing Center

1. Issuance of Certificate of Good Moral Character (CGMC)

This serves as guide for the issuance of certificate of good moral character

(CGMC) from the office of guidance and counselling. The CGMC shall only be

issued for educational and employment purposes.

Office/Division: Office of the Guidance and Testing Center


Type of Transaction:

Government-to-Citizens (G2C)

Who may avail: Undergraduate and graduate students and Alumni


Official Receipt (Cert. of Good Moral Character &

Documentary Stamp) ( 1 copy each)

Cashier’s Office



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Present Official Receipt to the Office of the Guidance and Testing Center

1. Verifies the cumulative records/anecdotal of the requesting client

None

5 mins.

Guidance Staff

2 Identifies/Write the following at the back of receipt: Full Name Course School Year last attended/Graduate d Complete address (Permanent Residence) Purpose (Optional)

2. Encodes the information given by the client and print the certificate

None

4 mins.

Guidance Staff

3 Claims the Certificate of Good

3. Issues Certificate of

None 1 min. Guidance Staff







23

Moral Character Good Moral and registers at Character the services’

logbook of the

office.

Total 10 minutes

End of Transaction

2. Testing Services

This service consists of the administration, analysis and interpretation of standardized psychological test questionnaires. To gather adequate and reliable data about the student’s intellectual capacities, potentials, interests, personality and aptitudes.




Government-to-Citizens (G2C), Government-to-Businesses (G2B) and Government-to-Government (G2G)

Who may avail: Enrollees for College and Graduate School, Applicants for teaching and non-teaching positions of NwSSU, Applicants of LGU, CSWDO, DSWD, RTC, CFI, etc.


A. Entrance Test for incoming 1. Candidates for Senior High School Graduation of the Current School Year

1.1 Certification from the Principal 1.2 1pc. 2x2 colored I.D. picture with white

background 1.3 School ID card

2. Senior High School Graduate

2.1 Form 137 or 138 (photocopy) or any record or its equivalent

2.2 Transcript of Records (for transferee) 2.3 Honorable Dismissal 2.4 Certificate of Good Moral Character 2.5 Certificate of live birth NSO Authenticated

(photocopy) 2.6 4 copies of recent 2x2 colored I.D. picture

white background 2.7 1 pc. long brown envelope

School where last attended/graduated

School where you last attended/graduated







24

B. Enrollees for Graduate School 1. Transcript of Records of Bachelor’s Degree

(photocopy) or any record of its equivalent 2. Certificate of Good Moral Character (photocopy) 3. Honorable Dismissal (photocopy) 4.Endorsement Form from the Dean for IQ Test 5. 4 copies of recent 2x2 colored I.D. picture white

background 6. Official Receipt – Testing Fee

School where last attended/graduated

Cashier’s Office (NwSSU)

C. Applicants for Teaching and Non-Teaching Positions of NwSSU 1. Request letter from the Office of Human

Resource and Management

HRM Office (NwSSU)

D. Applicants for employment of LGU, CSWDO, DSWD, RTC, etc. 1. Request letter from the HRMO or

authorized personnel of the agency/office.

2. Official Receipt – Testing Fee

HRM Office/agency where you are applying

Cashier’s Office (NwSSU)



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Ask and Releases and accomplishes the instruct the Application Form applicants None 4 mins. Guidance (student’s regarding the Secretary information sheet) Application Form.

2. Presents the Verifies and required Validates the documents asked documents

beforehand together with the

presented. None

4 mins.

Guidance

filled-up application Secretary form for evaluation and validation.

3. Pays at cashier’s Receives the office the testing receipt of fee and presents payment and None 2 mins. Guidance the receipt to the schedules his/her Secretary Guidance Office.







25

Testing and examination.

4. Prepares and takes the examination on the schedule date and time.

Administers the examination

None

1 hour

Psychometrician Guidance Counselor

5. Ask for the availability of the result and registers at the services’ logbook of the office.

Informs when the result is available.

None

1 min.

Psychometrician Guidance Counselor

TOTAL 1 hour & 11 minutes

End of Transaction

3. Counseling Services

This serves as guide to avail the counseling service of the university.





Who may avail: Students (undergraduate and graduate)


Student I.D./COR/Call Slip

MIS/Registrar/Guidance Center


CLIENT STEPS

AGENCY ACTIONS

FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Walk-in client may have to see the College Guidance Coordinator of the college he/she is enrolled.

Attend and records the concern/s of the student by accomplishing the appointment Guidance Forms (GC Form 1, Form 2, and Form 3)

None

5 mins.

Guidance advocates of

every colleges.

2. Asks and submits himself/herself for counseling/advising

Conducts the counseling/advising session and issues

None

1 hour

Guidance Counselor







26

referral slip if needed

3. For students (with referral slip) presents the referral slip to the office/person identified therein.

Receives the referral slip and coordinates with the guidance counselor for appropriate action.

None

1 min.

Guidance Counselor

4. Registers at the services’ logbook of the office.

Attend and records the concern/s of the student by accomplishing the appointment Guidance Forms (GC Form 1, Form 2, and Form 3)

None

1 min.

Guidance Counselor

TOTAL 1hour and 7 minutes

End of Transaction

4. Individual Inventory Services

It systematically collects, evaluates, and interprets data to identify the

characteristics and potential of every client.





Who may avail: Students, Parents, Guidance Advocate/Counselor and Faculty


Cumulative Records form or Request Letter from the client concerned

Guidance and Testing Center



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Inform the 1.1 Interview and Guidance Staff verifies the regarding his/her reasons, intention None 5 mins. Guidance purpose of the visit and credibility of Staff/Counselor or presents the the request and







27

request letter for the service (if there is)

the requesting client.

1.2 Issues Cumulative Record Form to the student and instructs him/her on how to fill out the form. Or look for his/her Cumulative Record (in case it is available.)

2 Fills out the Supervise the Cumulative Record student in filling form (in case out of the form or there’s none) or provides analysis Guidance

ask an advice, analysis and

and interpretation of the

None 30 mins. Staff/Counselor

interpretation of the beneficiary’s data data found therein. found in the cumulative Record

3 Submit the Receives and Guidance accomplished form keeps the 1 min counselor to the Guidance Cumulative None Counselor Record for future use/needs.

4 Sign-in the service’s logbook

None

1 min. Guidance Staff

TOTAL 37 minutes

End of Transaction

5. Information Services

It consists of disseminating information about the different guidance activities, vocational opportunities and educational information essential for the students.

a) Institutional Orientation Program





Who may avail: In-coming First Year students and their parents or guardian







28


Certificate of Registration




FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Check and attend on the schedule of the orientation program from the school calendar of activities

Notify all the college deans for the fix schedule of the orientation program

None

5 min.

Guidance Staff

2 Register at the registration sheet

Facilitates their (students and parents) seats for orientation.

None

1 min.

Guidance Staff

3 Listens and participates in the orientation program.

Conduct the orientation

None

4 hours

Guidance Staff

4 Receives the

Certificate of Attendance

Gives the

Certificate of Attendance.

None

1 min.

Guidance Staff

TOTAL 4 hours and 7 minutes

End of Transaction

b) Pre-Employment Orientation Seminar

Equips college students with basics of employment application. Presentation on job hunting with practical do’s and don’ts that will maximize their chances of getting hired.





Who may avail: All graduating college students


Certificate of Registration (COR)








29



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Presents COR and I.D.

Verifies the COR and I.D.

NONE 1 minute. Guidance Secretary


Assists his/he to a seat

NONE 1 minute Guidance Secretary

3 Listen and participate in the orientation activities

Conduct the orientation

NONE

1 day

Head Guidance office /

Guidance Counselor

4 Receives the Certificate of participation

Give the Certificate of participation

NONE

1 min

Head Guidance office /

Guidance Counselor

Total: 1 day & 3 minutes

End of Transaction

c) NwSSU Career Guidance Campaign

It is a comprehensive, developmental program designed to assist individuals in making and implementing informed educational and occupational choices. A career guidance and counseling program develops an individual's competencies in self- knowledge, educational and occupational exploration, and career planning.





Who may avail: Graduating Senior High School students from different schools


Letter of Request/Invitation

Head of School



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Presents I.D. or Verifies the I.D. or

any of its equivalent at the

coordinates with the concerned

None

2 minutes

Guidance Staff registration table. personnel of the







30

school regarding the identity of the client.


Conduct the campaign and distribute information tools (flyer, etc.)

None

4 hours

Guidance Staff

3 Listen and participate in the Career Campaign activities

None

1 hour

Guidance Staff

TOTAL 5 hours & 2 minutes

End of Transaction







31

Medical and Dental Clinic

1. Dental Services

The routine of dental section is focused to reduce or minimize the occurrence

of common oral/dental diseases by means of prevention and promotion of good oral

hygiene and awareness. Procedures and treatment are provided to cases manageable

by the university dental facility.

Schedule of Availability of Services: Monday & Friday 8:00 AM – 12:00 NN, 1:00 PM – 5:00 PM Tuesday, Wednesday & Thursday 8:00 AM – 12:00 NN, 1:00 PM – 4:00 PM Saturday 9:00 AM – 12:00 NN



Type of Transaction: Government-to-Citizens (G2C), Government-to-Government (G2G)

Who May Avail: Enrolled Students (Undergraduate & Post Graduate), Employees, & Dependents

CHECKLIST REQUIREMENTS WHERE TO SECURE

1. Non-PUM/PUI Health Certificate (Recent) and Quarantine Health Certificate (for positive and undergone quarantine)

2. Face Mask & Face Shield 3. Own ballpen 4. Validated Identification Card 5. Certificate of Registration 6. Complete Uniform (Except Friday)

Barangay/OpCen Student Affairs & Service Registrar

HOW TO AVAIL SERVICE

No. Clients Steps Agency Actions Fees to be Paid

Processing Time

Person Responsible

1 Disinfect hand with alcohol provided outside before any transactions

Make sure the client disinfects hands with alcohol

None 1 Minute Clinic J.O

Assistant







32

2 Present the following at the transaction window:

- Non-PUM/PUI Health Certificate/Quarantine Health Certificate

- Validated ID - COR

Collect and make a duplicate copy of Non PUM/PUI health certificate/Quaranine Health Certificate to be attached to the patient’s record.

None 2 minutes Clinic J.O Assistant

3 Initial Assessment in the transaction window

Initial assessment for suspected, probable confirmed COVID-19 patients then refer if necessary.

None 2 minutes Clinic J.O. Nurse

4 Sign in the log book & fill up form for new patient in the designated assessment/triage area

Return the non PUM/PUI health cert/Quarantine Health Cert., ID & COR to the patient. Let the patient fill up the dental form for new patient. Get patient record at the record section for old students

None 3 minutes Clinic J.O Assistant

5 Assessment of Patient for dental services

Blood Pressure taking & pulse rate. Assess patient complaint. Refer patient to the dentist.

None

5 minutes

University

Nurse/ J.O Nurse

6 Proceed to the dental office and present the accomplished dental form

Conduct oral examination and explain or advise patient what treatment is appropriate. Perform any of the following treatment as needed

• Consultation

• Tooth Extraction

• Oral Prophylaxis

10 minutes 20 minutes 25 minutes







33

• Temporary Filling

• Gum Treatment

• Chair-side Oral Health Care

• Prescription of medicines & instruction if necessary

None 25 minutes 15 minutes 10 minutes 3 minutes

University Dentist

7 Proceed to receiving area and wait for the prescribed medicine

Dispensing of medicines & instruction

None 3 minutes University Nurse &

J.O Nurse

8 Fill up Feedback Form & drop at designated box

Check if form is properly filled up

None 3 minutes Clinic Nurses & Admin Aide

TOTAL 44 minutes

END OF TRANSACTION







34

2. Medical Services

The activities of the medical section are based on holistic approach of preventive,

promotive and curative services depending on the assessed needs of the clientele.

The management of services is on primary health care wherein complicated cases are

referred to other health care facility.

Schedule of Availability of Services: UNIVERSITY NURSE Monday, Wednesday & Friday 8:00 AM - 5:00 PM

UNIVERSITY PART-TIME PHYSICIAN Monday – Friday 3:00 PM – 5:00 PM



Type of Transaction: Government-to-Citizens (G2C) & Government-to Government (G2G)

Who May Avail: Enrolled Students (Undergraduate & Post Graduate), Employees, & Dependents





HOW TO AVAIL THE SERVICE


Processing Time

Person Responsible



None 1 minute Clinic J.O. Nurse







35

*for emergency cases proceed immediately to the medical area (step 5)

*Must wear PPE



- Validated ID

- COR

Collect and make a duplicate copy of Non PUM/PUI health cert/Quarantine Health Certificate to be attached to the patient’s record.





4 Sign in the log book & fill up form for new patient in the designated

assessment/triage area


None 3 minutes Clinic J.O. Nurse5

5 Assessment of Patient for medical services

Take vital signs assessment of patient`s complaint or give first aid if necessary. Refer patient to the physician

None 5 minutes University Nurse/

J.O Nurse

6 Proceed to the consultation room and present the accomplished

Consultation and treatment is conducted; final diagnosis, prescription of

None 15 minutes University part-time physician







36

patient medical record.

medicines.

7 Proceed to receiving area and wait for the prescribed medicines



J.O Nurse




TOTAL 34 minutes

END OF TRANSACTION







37

3. Issuance of Medical Certificate to OJT, Enrollment & Off-Campus Activities

This serves as guide in the process of issuance of medical certificate.

Schedule of Availability of Services: UNIVERSITY NURSE Monday & Friday 8:00 AM – 5:00 PM UNIVERSITY PART-TIME PHYSICIAN Monday – Friday 3:00 PM – 5:00 PM




Who May Avail:

Enrolled Students (Undergraduate & Post Graduate), Employees & Employees Dependents




Barangay/OpCen

Student Affairs & Service Registrar







38



Processing Time

Person Responsible







Collect and make a duplicate copy of Non PUM/PUI health cert/Quarantine Health Certificate to be attached to the patient’s record.








5 Assessment of Patient for medical certificate

Take vital signs assessment of patient`s & inspection of laboratory results if completed.

None 5 minutes

University Nurse &

J.O Nurse

6 Proceed to the consultation room and present the accomplished form & laboratory results.

Physical examination. Prescription of

None

15 minutes

3 minutes

University Part-Time Physician







39

medicines if necessary

7 Proceed to receiving area & receive the duly accomplished medical certificate. Wait for the prescribed medicines if necessary.



J.O Nurse




TOTAL 39 minutes

END OF TRANSACTION







40

4. Issuance of Medical/ Dental Certificate to Absences of Students & Personnel

This is the guide in the issuance of referral note, in case the service

necessary for the patient is not available in the University Clinic.

Schedule of Availability of Services: UNIVERSITY NURSE Monday, Wednesday & Friday 8:00 AM – 12:00 NN, 1:00 PM – 5:00 PM

UNIVERSITY PART-TIME PHYSICIAN Monday – Friday 3:00 PM – 5:00 PM

UNIVERSITY DENTIST Tuesday & Thursday 8:00 AM – 12:00 NN, 1:00 PM – 5:00 PM



Type of Transaction: Government-to-Citizens Government (G2G)

(G2C) & Government-to

Who May Avail:












41



Processing Time

Person Responsible







Collect and make a duplicate copy of Non PUM/PUI health cert./Quarantine Health Certificate to be attached to the patient’s record.

None

2 minutes

Clinic J.O. Nurse







5 Assessment of Patient for issuance of Medical Certificate

Take vital signs assessment of patients & Enter reason of absences to medical/ dental form.


J.O Nurse







42

6 Proceed to the consultation room and present the accomplished form.

Refer to the physician/ dentist for certification.

None 15 minutes University part-time physician




TOTAL 31 minutes

END OF TRANSACTION







43

5. Medical/ Dental Referrals

Schedule of Availability of Services: UNIVERSITY NURSE Monday & Friday

8:00 AM – 12:00 NN, 1:00 PM – 5:00 PM Tuesday, Wednesday & Thursday

9:00 AM – 12:00 NN, 1:00 PM – 5:00 PM Saturday 11:00 AM – 3:00 PM UNIVERSITY PART-TIME PHYSICIAN Monday – Friday 3:00 PM – 5:00 PM UNIVERSITY DENTIST Monday & Friday

8:00 AM – 12:00 NN, 1:00 PM – 5:00 PM Tuesday, Wednesday & Thursday

8:00 AM – 12:00 NN, 1:00 PM – 4:00 PM Saturday 9:00 AM – 12:00 NN

Office or Division: Student Affairs and Services Classification: Simple Type of Transaction: Government-to-Citizens (G2C) &

Government-to Government (G2G) Who May Avail:












44

HOW TO THE AVAIL SERVICES No. Clients Steps Agency Actions Fees

to be Paid

Processing Time

Person Responsible

1 Disinfect hand with alcohol provided outside before any transactions *for emergency cases proceed immediately to the medical area (step 5)



*Must wear PPE




Collect and make a duplicate copy of Non PUM/PUI health cert./Quarantine Health Certificate to be attached to the patient’s record.

None

2 minutes

Clinic J.O. Nurse







5 Assessment of Patient Take vital signs assessment of patient`s complaint or first aid if necessary. Fill up referral form.

None

10 minutes

University

Nurse, J.O Nurse, University part-time physician. University

6 Proceed to the consultation room and

Fill up referral form of the details, vital







45

present the accomplished form.

signs & reasons for referral. Indicate treatment and other management done.

Dentist

7 Received referral note Give instruction to the patient

None

3 minutes




TOTAL 24 minutes

END OF TRANSACTION







46

Library

1. Issuance of Library Card

Assistance to Library users in issuing library cards for the purpose of borrowing library materials

Office or Division: Library



Who may avail: All undergraduate and graduate students, Teaching and non-teaching personnel


1. One (1) Copy Original Certificate of Registration 2. One (1) Copy (1x1) ID Picture with white background

Registrar MIS Office



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present Certificate 1.1 Return 1 minute Library Staff of Registration to the COR. Free for the library staff and Let the first fill up library profile student fill issuance. form. up the If lost, pay library Php 20.00 profile form to the cashier

2. Present 1 x 1 ID 2.1 Print 2 minutes Library Staff Picture to the library and issue staff and claim library card library card to the student

TOTAL: PHP 20.00 3 minutes

End of Transaction







47

2. Borrowing of Books for Home Use

Assistance to Library users in borrowing book/s from different sections of the library (For Home Use)






Library Card University Library



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Swipe student ID at the front desk.

1.1 Accommodates the library users on RFID

None 1 minute Library Staff

2. Check the Online Public Access Catalog for the availability of the resources needed to borrow, or ask the assistance of the library staff to locate resources needed

2.1 Assist client in locating information or materials thru the use of OPAC/card catalog or accompany the client to the location of the materials needed

None 2 minutes Library Staff

3. Ask permission to the staff to bring out the book for home use. Properly fill-up the book card.

3.1 Guide the borrower to write name, course & year on the book card and record book borrowed on record sheet.


4. Give the book card together

4.1 Get the signed book








40

with the Library card and the book/s

card for filing. Write the due date on the date slip. Give the book/s to the borrower.

5. Present book/s borrowed to the library staff assigned at the exit

5.1 Check the book if it is properly borrowed. Allow borrower to go out of the library


TOTAL None 6 minutes

End of Transaction

3. Borrowing Books for photocopy outside the library premises

Assistance to Library users in borrowing book/s from different sections of the library (For Photocopy)









FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Swipe student ID 1.1 Assist None 1 minute Library Staff at the front desk. library users on RFID swiping barcode

2. Proceed to the 2.1 Check the None 2 minutes Library Staff Reserve Section presented call and present the number or call number or title to check the







41

title of the book to availability of be photocopied the book, if

the book is out for photocopy, inform the borrower to wait for the book, if the book is available, give a photocopy slip and the book card to the user

3. Fill up the book 3.1.Checks if None 1 minute Library Staff card and the book card photocopy slip. and Give the book photocopy card and library slip are card to the properly assigned library filled-up. Give staff in the the book and reserve section photocopy slip

4. Present the book 4.1 Get the None 1 minute Library Staff and photocopy photocopy slip to the library slip. Guide staff assigned in the borrower the exit area. to write Write the name name, course and course, title & year, title of of the book and the book and call number on call number the record book on the record for photocopied book for books photocopied books. Allow the borrower to photocopy the book.

5. Present book/s 5.1 Check the None 1 minute Library Staff borrowed to the book if it is library staff and properly photocopy slip to borrowed. the assigned staff Allow at the exit borrower to go out of the library







42


End of Transaction

4. Returning Books borrowed for Home Use

Assistance to library users in returning book/s borrowed for Home Use from the open shelves.






Books borrowed University Library



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present book/s 1.1 Get the None 1 minute Library Staff borrowed to the book/s from library staff the borrower. assigned at the Ask the entrance of the name of the library. Provide borrower. name to the

library staff

2. Provide name to 2.1 Get the None 1 minute Library Staff the library staff book card filed under the borrower’s name. Check the book with the book card if both have the same accession







43

number. Give the Library Card to the borrower

3. Get the library card from the library staff

3.1 Return the book card in the book pocket of the book. Return the book/s to its proper location



End of Transaction

5. Returning Books borrowed for Photocopy

Assistance to library users in returning book/s borrowed for Photocopy from the open shelves.






Books borrowed University Library



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present book/s 1.1 Indicate None 1 minute Library Staff borrowed to the in the library staff photocopy assigned at the slip the time entrance of the the book was library. Provide returned. Give







44

name to the library staff

photocopy slip to the borrower

2. Get photocopy 2.1 Get the None 1 minute Library Staff slip. Give the book and the book and the photocopy photocopy slip slip from the to the library borrower. staff assigned at Get the book the reserve card of the section book from the file. Give library card to the borrower

3. Get the library 3.1 Return None 1 minute Library Staff card from the the book library staff card in the book pocket of the book. Return the book/s to its proper location


End of Transaction

6. Securing Referrals of Students/Faculty & Staff who will do research in other institutions

Assistance to library users in issuance of Referrals who will do research in other institutions.













45



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Sign in the attendance log book. Present library card to the librarian

1.1 Ask validated library card


2. Fill out the Request form

2.1 Prepare the referral letter in triplicate copies, one for the records control office, one for the student and one for file copy. Route the letter to the Records office for stamp of release.

None 3 minutes Librarian

3. Get the Referral letter

3.1 File copy None 1 minute Library Staff


End of Transaction

7. Assistance to Library Users in Online Searching Using Computers

Assistance to library users in the internet section using online databases and Philippine e-lib subscription











46


Validated Library ID University Library


No. CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Log in to logbook

1.1 Assign student with log computer number to be used

None 1 minute Library Staff on duty

2. Save searched document

2.1 Scan USB disk and save the file

None 2 minutes Library Staff on duty


End of Transaction

8. Assistance to Visitors who will do research in the University Library

Assistance to library users coming from other institutions and agencies who will do research in the University Library.




Who may avail: All undergraduate and graduate students from other institutions


Referral Letter Validated school ID

University Library / Principal of the institutions where the visitors is enrolled







47



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Log in to logbook

1.1 Refer the

visitor to the Librarian

None 1 minute Library Staff on duty

2. Give Referral Letter and ID to the Librarian. Provide the title of the library material/s or topic of the information needed.

2.1 Ask from the visitor his/her referral letter with ID. Inform the visitor of the availability of the title or the topic he/she needs. Instruct visitors to pay library fee at the Cashier’s Office

None 2 minutes Librarian

3. Pay library fee at the Cashier’s office and give receipt to the Librarian

3.1 Get receipt from the visitor. Guide the visitor to the location of the needed information.

PHP 20.00

1 minute

Cashier’s Office

Librarian

TOTAL PHP 20.00

4 minutes

End of Transaction







48


1. Admission

This admission procedure is for incoming first year applicants.

a. Incoming Freshmen/Transferees (Undergraduate and Graduate)

Office/Division: Office of the University Registrar

Classification: Highly Technical


Who may avail: All qualified incoming freshmen undergraduate students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE A. Entrance Test for College

a. Candidates for Senior High School Graduation of the Current School Year

• Certification from the Principal

• School ID card

• 1pc. 2x2 colored I.D. picture white background

School last attended/graduated School last attended/graduated

b. Senior High School Graduate

• Form 137 or 138 (photocopy) or any record or its equivalent

• Transcript of Records (for transferee)

• Honorable Dismissal (for transferee)

• Certificate of Good Moral Character

• Certificate of live birth PSA Authenticated (Photocopy)

• 4 copies of recent 2x2 colored I.D. picture white background

• 1 pc. Long brown envelope

School last attended/graduated School last attended/graduated School last attended/graduated School last attended/graduated PSA

B. Enrollees for Graduate School

• Transcript of Records of Bachelor’s Degree (photocopy)

• Certificate of Good Moral Character (photocopy)

• Honorable Dismissal (photocopy)

• Endorsement Form from the Dean for IQ Test

• 4 copies of recent 2x2 colored I.D. picture white background

School last attended/graduated School last attended/graduated School last attended/graduated

College/Department







49

• Official Receipt – Testing Fee Cashier’s Office (NwSSU)

C.

Medical Certificate

• ECG Result & Reading

• X-Ray Result

• Blood Typing Result

Any Hospital/Medical Laboratory

D.

College Requirements for Interview

• Entrance Exam Result Slip

• Medical Certificate

Testing / Guidance Office University Clinic

NORTHWEST SAMAR STATE UNIVERSITYmain.nwssu.edu.ph/images/pdf_docs/transparencyseal...Northwest Samar...

Documents

Transcript of NORTHWEST SAMAR STATE UNIVERSITYmain.nwssu.edu.ph/images/pdf_docs/transparencyseal...Northwest Samar...