SIT FACDSALMS

THE SYSTEM PROFILE

SIT FACULTY ATTENDANCE, CLASS DISMISSAL, SUBSTITUTION AND LEAVE MONITORING SYS

Prepared By:

CAMSON, Friam T.
CARBONEL, Loneza G.
DE LEON, Mary Joyce L.
SECUATEN, Maynard T.
SISON, Camille Ivy M.
University of Baguio

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TALUSIG, April Melody A.

Contents
1. About the Company
1.1History

1.2 Information System History

1.3 Organizational Chart
1.4 Positions
1.5 Services Offered

2. The Information System

2.1Processes

2.2 Source Documents

2.3 Reports
2.4 Policies
2.5 Table of Information System Details
2.6 Flowchart of the Existing System

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1) About the Company

1.1 History
The University of Baguio, then known as the Baguio Technical
Commercial institute (Baguio Tech) started as a small school
which offers only five vocational courses and high school.
Dr. Fernando Gonzaga Bautista (Tatay) and Mrs. Rosa Castillo
Bautista (Nanay) founded Baguio Tech at a rented building
located along Session Road, just between Mabini Street and
Malcolm Square in August 8, 1948. Two years after the
operation, Baguio Tech opened other Bachelor courses and in
August 7, 1969 the institute was granted a University Status
where Dr. Fernando Bautista became the first president. From
only five pioneer full time instructors teaching 80 students
in high school and short courses such as automotive
mechanics, radio mechanics, typing, stenography and
bookkeeping, Tatay and Nanay pursued excellence in managing
the institute, the present University of Baguio now has more
than 400 faculty members and almost 20,000 students with 11
Colleges, 2 high schools and one elementary school. It also
has various modern facilities and equipment such as a
science, technical, and computer laboratories, multi-purpose
and function halls, audio visual center, gymnasium, swimming
pool and many other facilities. On March 11, 2009 the
University was granted and became an Autonomous University.
It was during late 1980s where computer courses were
introduced and the Computer Center was established by the
only Non-Bautista President, Atty. Wilfredo Wi. In 2002,
it was during the term of Dr. Virgilio C. Bautista where the
College of Information and Communications Technology (now
School of Information Technology) was introduced and where
BS Computer Science, BS Computer Engineering, BS Industrial
Technology, Two and Three year computer Technology, and
Computer Technician programs were separated from the College
of Engineering.
The College of Information and Communications Technology is
now known as the School of Information Technology which aims

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to produce excellent graduates, still continues to
technically and physically train students to become globally
competitive IT professionals.

1.2 Information System History

The School of Information Technology (SIT), the same way
with most of the different colleges of the University of
Baguio (UB), started with the manual checking and monitoring
of faculty members attendance through the Faculty
Attendance Monitoring Sheet. It is also in this monitoring
sheet, tardiness, late or early dismissals of classes,
substitution and leave are taken accounted for. These
documents are then compiled in a binder and are kept and
stored at the designated consultation and research room of
the SIT, which will be used for future references, in cases
of verification by the concerned personnel and/or office.
Upon the query of the concerned personnel and/or office, the
secretary provides the information being asked for. As for
the manual checking of the attendance of the faculty
members, the student assistant on duty goes to the
respective classrooms of the faculty members, in connection
to their schedules, and checks if they are present. Before
the data in the documents are finalized the secretary
confirms with the faculty members regarding their recorded
absences and late/early dismissals. In case of discrepancies
in the record and with the actual circumstance, it will be
rectified by the secretary; hence no formal rectification
and reconciliation is needed. In cases of filed leave of
absence, the faculty member on leave must leave an activity
for the class. If a substitute teacher is necessary to be
present for the activity to be completed, then the secretary
shall look for a substitute; otherwise the secretary or the
student assistant will go to the respective classroom of the
faculty member on leave and give the instructions to the
students.
Currently, this system of SIT in monitoring the faculty
attendance, late/early dismissals, substitution, leave, are
basically the same as how it was when the process started,
although some aspects, such as the format and the data for

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the remarks, have been altered for efficiency in recording
the data.

1.3 Organizational Chart

The succeeding illustration presents the organizational
chart of the School of Information and Technology. The
positions are directly related to the attendance and leave
monitoring system of the school.

1.4

Positions
1.4.1 Dean Ellen M. Halover
She is the executive head of the faculty, who leads the
faculty and staff of the school in planning, securing
resources, implementing and evaluating activities related to

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academic operations. The approval of leave of the faculty
member also depends on her.
1.4.2 Program Chairs Mr. Glammoco C. Camora, Ms. Elisabeth
D. Calub and Ms. Cherry Ann C. Carpiso
They are responsible for directing and overseeing the
related matters in the program. The first approval of the
leave and the substitution of the faculty members are also
the responsibility of the program chairs. They are also
tasked to give activities to the respective class of the
faculty member who is absent.
1.4.3 College Secretary Avegale L. Canipas
The role of a college secretary is mainly on administrative
work, which includes the compiling of data and preparing
reports to the dean. She makes sure that the tasks given to
the student assistant is correctly done. She has also the
authority to give activities to the class of the absent
faculty member whenever necessary.
1.4.2 Faculty Members
They are the ones who file the leave in case of their
planned/unplanned absences due to some official business or
personal related matters.
1.4.3 Student Assistant
They are responsible for the manual checking of the
attendance of faculty member every start and end of the
period. They are also tasked to prepare the attendancemonitoring sheet.

1.5 Services Offered

The following are the services offered by the School of
Information Technology regarding to the monitoring of
attendance, class dismissal, substitution and leave by its
faculty members and substitution.

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1.5.1 Attendance Monitoring

The School of Information Technology (SIT) uses a Faculty
Attendance Monitoring Sheet to check and record the attendance of
each faculty members.
1.5.2 Class Dismissal Monitoring
The School of Information Technology (SIT) monitors the early
and/or late dismissal of classes by the faculty members through
the use of Faculty Attendance Monitoring Sheet.
1.5.3 Substitution of Faculty Members
The School of Information System (SIT) provides faculty
substitute in the circumstances that substitution is needed.
1.5.4 Leave of Faculty Members
The School of Information System (SIT) considers the application
of leave by its faculty members for certain events and
emergencies, of which discretion of approval of leave will be
dealt by the Program Chair, Dean and Vice President of Academic
Affairs. Emergency leave by its faculty members without
notifications should provide supporting documents upon filing.
1.5.5 Rectification of Attendance and Leave Records
The School of Information System (SIT) addresses the
discrepancies in recording attendance. Any discrepancies are
counter-checked.

2) The Information System

The following are the processes observed by the School of
Information Technology regarding to the monitoring of
attendance, leave by its faculty members and substitution.

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2.1 Processes
2.1.1 Attendance Monitoring
2.1.1.1 Checking of attendance at the start of the class period
The student assistant goes to the respective rooms to check
the attendance of faculty members.
The student assistant marks corresponding mark to Faculty
Attendance Monitoring Sheet.
The student assistant informs college secretary if there are
not yet present faculty members.
The faculty member fills-up the Late/Early Dismissal/Unfiled
Absence Report.
The faculty member submits the filled up the Late/Early
Dismissal/Unfiled Absence Report to the college secretary.
The
college
secretary
submits
the
Late/Early
Dismissal/Unfiled Absence Report to the dean.
The dean signs the Late/Early Dismissal/Unfiled Absence
Report and returns to the secretary.
The secretary forwards it to the Payroll office.
2.1.1.2 Class Dismissal Monitoring
The Student Assistants checks around the respective rooms
before and after dismissal.
The Student Assistant records in the FAMS the corresponding
mark.
2.1.1.3 Records Keeping
The student assistant compiles, binds the Approved Leave
Forms and stores at the Consultation and Research Room.
The Late/Early Dismissals/Unfiled Absences Report and
Faculty Attendance Monitoring Sheet are compiled together in
the Office of the Dean.

2.1.2 Monitoring of Substitution

The office of the dean obtains a copy of an approved leave

form application.
The office of the dean determines if substitution is needed.

The program chair assigns a faculty substitute.

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The student assistant writes the faculty substitutes name

or substi on the Remarks column of the Faculty Attendance
Monitoring Sheet.
In case of emergency leave where there is no faculty
substitute assigned, the program chair will provide an
activity to the respective class.

2.1.4 Monitoring of Leave

2.1.5.1 Application for leave.

The faculty member fills-up the Leave Form that corresponds
his/her purpose. There is a Personal Leave Form and Official
Business Leave Form.
The faculty member submits the Leave Form to the college
secretary for reviews.
The college secretary submits the Leave Form to the Program
Chair for approval.
The Program Chair submits the Leave Form to the dean for
subsequent approval.
The dean submits the Leave Form to the Vice President for
Academic Affairs for final approval.
The faculty member, Payroll office and Human Resource
Management Center obtain a copy of the approved leave form.

2.1.5.2 Monitoring of Leave

The deans office obtains a copy of the approved

leave form.
The college secretary informs the student assistant that
said faculty member is on leave.

The student assistant marks the Faculty Attendance

Monitoring Sheet with X.

The college secretary or student assistant gives

the respective instructions and activities to the
respective classes.
2.1.6 Rectification of Attendance Records
The Payroll Office gives the Summary of Leave and Absences
to the Deans Office for confirmation.

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The faculty member verifies and signs the Summary of Leave

and Absences.
Any errors in recording by the student assistant and
necessary concerns of faculty members, verification of
records in the Faculty Attendance Monitoring Sheet will be
made.

2.2 Source Documents

2.2.1 Faculty Attendance Monitoring Sheet
This attendance monitoring sheet is given to the student
assistant who will check the attendance of the faculty by
going to each scheduled room. This contains the faculty
name, the schedule of the faculty member and the assigned
room for each subject of the faculty member.
2.2.2 Approved Leave Form
The leave form is filled-up by the faculty member applying
for leave. This form contains the information of the faculty
member including the subjects to be missed, and the name of
the faculty who will substitute.
2.2.3 Signed Late/Early Dismissal/Unfiled Absences Report
The faculty member in case of late/early dismissal and
unfiled absence fills up this form. Through this form the
appropriate personnel will know the reason why the faculty
member has dismissed his/her class late/early and why the
faculty member did not report for work without filing for
leave or absence.

2.3 Reports
2.3.1 Faculty Attendance Monitoring Sheet
A report manually made by SIT that monitors the attendance
of the faculty members in their respective classes and
stored in the Consultation and Research Room of SIT. If
there is a discrepancy between the Payroll record (time-in)
of each employee, they can reconcile using the FAMS.
2.3.3 Late, Early Dismissal and Unfiled Absence Report

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The late, early dismissal and unfiled absence report is
filled-up by the faculty member who committed a late, early
dismissal, or unfiled absence. The faculty members would be
required by the office of the dean to fill up this form upon
the end of his/her class and upon resumption of work,
respectively. This document may be used in case there are
discrepancies in attendance records in the FAMS which would
then be rectified.
2.4 Policies
The following are the policies observed by the School of
Information Technology regarding to its Faculty Attendance
Monitoring Sheet (FAMS)
2.4.1 Policies on attendance Monitoring
2.4.1.1 General policies on the attendance monitoring

Faculty members are expected to be in their respective

class before or exact time according to their schedule.

The college secretary must contact faculty member in

case of unfiled absences and he/she havent notify the
office the Dean.

Faculty members must notify the dean or college

secretary in case of being late and absent.

In case of emergent absences and the faculty member did

not left an activity for his/her class, the Program
chair must assign an activity to the respective class
based on the syllabus.

2.4.1.2 Attendance Monitoring

2.4.1.2.1 Present

The faculty member is marked / if he/she arrived on

time in the class schedule.

In case of substitution, faculty substitutes name or

the word substi is written on the Remarks column of
the Faculty Attendance Monitoring Sheet.

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2.4.1.2.2 Absent

The faculty member is marked X if he/she does not

arrive after 15 minutes until the end of the class
period.

In case of leave, the faculty member is marked X and

With Activity is written on the Remarks column.

The employee fills out Late/Early Dismissal/Unfiled

Absences Report and attaches supporting documents (i.e.
medical certificate, death certificate, etc.) upon
return.
2.4.1.2.3 Late

Faculty Members that arrive after 15 minutes of the

exact time they should be in their class according to
their schedule are marked L on the FAMS and how long
they are late is also written.

The faculty member should notify the dean or college

secretary if he/she will be late.

The faculty member should fill-up the Late/Early

Dismissal/Unfiled Absences Report within the day.

2.4.1.2.4 Late/Early Dismissals

The faculty may dismiss his/her class 15 minutes

before the time but not earlier.

The faculty member fills-up the Late/Early

Dismissal/Unfiled Absences Report within the day.

2.4.1.2.5 Records Keeping

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The student assistant compiles, binds the Approved Leave

Forms and stores at the Consultation and Research Room
every end of the school year.
The Late/Early Dismissals/Unfiled Absences Report and
Faculty Attendance Monitoring Sheet are compiled
together in the Office of the Dean every end of the
school year.

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2.4.1.3 Policies on Substitution

The deans office should have the copy of the approved

leave form for reference about the information of
faculty substitute.

The program chair is responsible for the designation of

faculty substitute.

The student assistant writes the name of the faculty

substitute or substi on the Remarks column.

2. 4. 1. 4 Policies on Leave of the Faculty Members

2. 4. 1. 4. 1 Filing for leave application

Upon filing of the Application for Leave of Absence

(ALA), the employee must attach supporting documents
(i.e. medical certificate, death certificate, etc.).
The employee must first inform and seek the approval
of his immediate superior should the employee opt to
extend his application for leave of absence. An
extension for leave of absence may be charged to the
employees remaining vacation leave credits.
In case of emergency leave, the dean may approve
immediately the application for leave by the faculty
members.

2. 4. 1. 4. 2 Leave Monitoring

The deans office should have the copy of the

approved leave form for monitoring purposes.

The student assistant/college secretary must give

to the respective class the activities and
instructions left by the Faculty Member on leave.

2. 4. 1. 5 Policies on Rectification of Attendance Records

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The faculty members should sign on the Summary of

Leaves and Absences for affirmation.

In case of discrepancies between the SLA and the FAMS,

the student assistant or college secretary photocopies
the FAMS for proof then forwarded to the Payroll
Office.

User/
Position
Student
Assistant

Source
Document
/Fields
Faculty
Attendance
Monitoring
Sheet

Process

Checking of the
attendance of the
faculty members

Output
Report/
Fields
Completed
Faculty
Attendance
Monitoring
Sheet

Policies

The faculty
member is
marked /
in the
attendance
in the
monitoring
sheet.
The faculty
member is
still
marked
present in
the
attendance
monitoring
sheet but
Late
would be

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written on
the remarks
if he/she
is late
after 15
minutes and
onwards
after the
start of
the period.
The faculty
members
attendance
would be
marked X
in the
attendance
monitoring
sheet if
he/she is
absent and
it will be
written in
the remarks
if he/she
left an
activity or
not.
The faculty
member is given
the Late/Early
Dismissal/Unfiled
Absences Report
if he/she
dismisses the
class late or
early.
Faculty

Filling up of leave
form

Secretary

Reviews the
attendance
monitoring sheet,
leave forms,
late/early
dismissal report

Dean

Approves the leave

form

Program
Chair

Approves the leave

form

Vice
President
of Student

Approves the leave

form

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Leave Form

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Present?

Affairs

Checks fa

2.6 Flowchart of the existing system

2.6.1 Attendance Monitoring
Student Assistant

University of Baguio

Secretary

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14

Legend:
FAMS Faculty Attendance Monitoring Sheet
FM Faculty Member

2.6.1 Attendance Monitoring

Student Assistant

University of Baguio

Secretary

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2
FAMS
Late or Absent?

ABSENT

Marks L on the FAMS and jots how many minutes late on the FAMS
14
LATE
3

5
Contacts the teacher
LEDUAR

LEDUAR

Student
Assistant

Faculty Member

Secretary

Dean

Submits the
filled
outReceives
LEDUAR
tofilled
Secretary
LEDUAR to review
Gives
LEDUAR
to
FM
uponout
return
6 thethe
Fills out the LEDUAR

LEDUAR

LEDUAR

Legend:
FAMS Faculty Attendance Monitoring Sheet
LEDUAR Late/Early Dismissal/Unfiled Absences Report
2.6.1 Attendance Monitoring
Faculty Member
Secretary
Dean
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LEDUAR

Forwards the signed LEDUAR to the Payroll

Receives the signe

LEDUAR

Faculty Member

Student Assistant

Informs the SA for early dismissal

Does nothing on the FAMS

Legend:
FAMS Faculty Attendance Monitoring Sheet
LEDUAR Late/Early Dismissal/Unfiled Absences Report
SA Student Assistant
2.6.3 Attendance Monitoring
Student Assistants
Secretary
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14

15

Compiles the LEDUAR and FAMS

Keeps the compiled LEDUAR and FAMS in the Deans Office

LEDUA

LEDUAR + FAMS

es and binds the Approve Leave Forms

ALF

Legend:
FAMS Faculty Attendance Monitoring Sheet
LEDUAR Late/Early Dismissal/Unfiled Absences Report
ALF Approved Leave Form

2.6.3 Monitoring of Substitution

Dean
Program Chair
University of Baguio

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Obtains Approved Leave Form

1
Determines if substitute is needed

Substitute needed?

Assigns a FM to be a substitute

FM left an activity?

Substitute available?

YES

Accepts the substitution

NO
8
9

Legend:
FAMS Faculty Attendance Monitoring Sheet
FM Faculty Member
LEDUAR Late/Early Dismissal/Unfiled Absences Report
SA Student Assistant

2.6.3 Monitoring of Substitution

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Student Assistant

Secretary

Program Chair

8
Informs the Program Chair

Gives an activity

Writes w/ activity on the FAMS

Writes the name of the substitute faculty

Legend:
FAMS Faculty Attendance Monitoring Sheet

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2. 6. 4 Application for Leave

Faculty Member

LF

Secretary

Gets LF from the secretary

LF

Gives LF

LF
Receives the LF

Fills-up
the LF

LF

LF

LF

Submits to the secretary

Receives the LF

LF
Reviews the LF

10

Legend:
LF- Leave Form

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2. 6. 4 Application of Leave
Secretary

Program Chair

10

LF

LF

Receives the LF

Submits to the Program Chair

LF
Decides whether to approve

Yes
Approved

11
No

LF
Refuses the LF application

Legend
LF- Leave Form

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2. 6. 4 Application of Leave
Program Chair

Dean

11

LF

Forwards to
the Dean

Receives
the LF

LF

Decides
whether to
approve

LF

Approved

Yes
12

No
Refuses the
LF
application

LF

Legend:
LF- Leave Form

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2. 6. 4 Application of Leave
Dean

VPAA

12

LF

LF
Forwards to the VPAA

Receives the LF

LF
Decides whether to approve

Yes
Approved?

13

No

Refuses the LF application

LF

Legend:
LF- Leave Form

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2. 6. 4 Application of Leave
VPAA

Dean

13

LF

15

Forwards the approved LF to the FM, PO, HRMC

Monitoring of Leave
Deans Office

LF

Secretary

Obtains a copy of LF

Informs the SA about the leave

Legend:
LF- Leave Form
VPAA- Vice President of Academic Affairs
FM- Faculty Member
PO- Payroll Office
HRMC- Human Resource Management Center

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2. 6. 5 Rectifications of Attendance Records

Payroll Office
Deans Office

SLA

Gives the SLA

Receives the SLA

SLA
Gives to the faculty member for confirmation

SLA

14

Legend:
SLA Summary of Leaves and Absences

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2. 6. 5 Rectifications of Attendance Records

Faculty Member

College Secretary/Student
Assistant

14

SLA
Receives the SLA

SLA
Determines if its correct

No

Correct?

SLA
FAMS
Fa

Compares
the FAMS
versus SLA

Yes
SLA

No

Correct

Signs the SLA

Photocopies
the FAMS
for proof

Yes
Submits to
the payroll
for
rectification
Legend:
SLA- Summary of Leaves and Absences
FAMS Faculty Attendance Monitoring System

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