9a3fMMSU Operations Manual 2016-2 PDF

MARIANO MARCOS STATE UNIVERSITY
OPERATIONS MANUAL
FIRST EDITION 2015
WORKING COMMITTEE:
Andres Y. Tungpalan
Aris Reynold V. Cajigal
Marilou P. Lucas
Henedine A. Aguinaldo
Brian Jay Corpuz
Lucena R. Felipe
Oscar M. Agpaoa
Rosemarie T. Ulep
Ninfa S. Asia
Suerte R. Dy
Imelda C. Corpuz
Mario I. Remolacio
Reynold P. Villacillo
Emile Kathleen M. Aguilar
Sharon B. Laeda
Gerard S. Ragudo.
Ericson R. Pambid
Kohlen Dwight B. Ragon
Consultants:
Dr. Prima Fe R. Franco, OIC, Office of the President and Vice President for Academic Affairs
Atty. Ramon A. Leao, Vice President for Administration and Business
Dr. Nathaniel R. Alibuyog, Vice President for Research and Extension
Technical Support:
Information Technology Center Staff
Cover Design:
Communications and Media Relations Office
Printed and published by:

Mariano Marcos State University
City of Batac 2906, Ilocos Norte
MARIANO MARCOS STATE UNIVERSITY
OPERATIONS
MANUAL
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CONTENTS
Foreword vii
1.0 Historical Background 1

1.1 Brief History 1
1.2 Vision, Mission, Core Values, Goals, and Objectives 1
2.0 Organization and Governance 2

2.1 Governing Board 2
2.2 University Councils 5
2.3 Organizational Structure 5
2.4 The President Appointment, Power, and Duties 6
2.5 Other Officials of the Administration 12
2.6 Decision Making Process 21
2.7 Communication Protocol 22
3.0 Human Resources Policies 24

3.1 General Policies 24
3.2 Recruitment 24
3.3 Selection 24
3.4 Nature of Appointment 24
3.5 Employment Status 25
3.6 Promotion 26
3.7 Upgrading/Reclassification 28
3.8 Employment and Working Conditions 28
3.9 Leave of Availment 28
3.10 Salaries and Other Incentives 29
3.11 Retirement 29
3.12 Resignation 30
3.13 Benefits, Incentives, Privileges, and Awards 30
4.0 Faculty 38
4.1 Faculty Classification 38
4.2 Academic Ranks 40
4.3 Qualification Standards 40
4.4 Compensation 43
4.5 Recruitment, Selection and Appointment 44
4.6 Faculty Overload Guidelines 50
4.7 Overload 56
4.8 Emergency Load 57
4.9 Substitution 57
4.10 Faculty Performance Evaluation 57
4.11 Faculty Rights, Privileges, Benefits, and Incentives 61
4.12 Renewal, Termination, and Permanency 78
4.13 Detailment/Secondment 79
4.14 Working Hours and Holiday 79
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5.0 Academic Procedure and Processes 80
5.1 System of Program Approval, Revision and Development 80
6.0 Administrative Management Services 83

6.1 Systems and Procedures on Administrative Transaction 83
6.2 Procurement of University Property 97
6.3 Disposal of University Property 107
6.4 Records Management 111
6.5 Financial Management 113
7.0 Financial Management Services 125

7.1 Organization 125
7.2 Operations Legal Bases 125
7.3 The Funds 126
7.4 Organizational Tasks 126
7.5 Workflow 127
8.0 Research Services 129

8.1 Organization and Management 129
8.2 The R & D Directorate 131
8.3 Duties and Responsibilities of the R & D Director 133
8.4 Procedural Guidelines on Internal Control and Administration 134
8.5 Thrusts and Programs 135
8.6 Preparation and Submission of Research Proposals 137
8.7 Research Review, Monitoring and Evaluation 139
8.8 Research Dissemination, Promotion, and Utilization 144
8.9 Benefits, Incentives and Awards 149
9.0 Extension Services 155

9.1 Vision, Mission, Goals and Objectives 155
9.2 Duties and Responsibilities of the Director 156
9.3 The Operating Units Under the Office of the Director 156
9.4 Staffing Pattern 160
9.5 Policy and Administrative Coordination 160
9.6 Flow of Communication 160
9.7 Key Projects and Activities 161
9.8 Target Clients 161
9.9 Involvement of Students 161
9.10 Operational Coordination 161
9.11 Supervision 162
9.12 Types of Extension Plans 162
9.13 Annual Review and Planning in Extension 162
9.14 Delineation of program and project concentration of operating units 162
9.15 Manner of Deploying university personnel for specialist services 163
9.16 Directory of Specialists and Skilled Workers 163
9.17 Workload Equivalent 164
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9.18 Technical Assistance 164
9.19 Technology Promotion 164
9.20 Evaluation 165
10.0 Income Generating Services 165

10.1 Historical Background 165
10.2 Vision, Mission, Goals, Thrusts and Core Values 165
10.3 Purpose and Scope and Income Generation 167
10.4 Legal Bases (applicable to state universities and colleges) 167
10.5 Organizational Management Structure 168
10.6 Operating Guidelines 172
10.7 Factors for Smooth Operation of the IGPs 178
10.8 Process Flow of Papers 178
10.9 Existing Projects 180
10.10 Profit Allocation and Incentive Scheme 181
10.11 Accounting System 183
10.12 Records and Forms 187
11.0 Other Services 190

11.1 Library Services 190
11.1.1 Brief Background 190
11.1.2 Components of the ULS 191
11.1.3 Services 191
11.1.4 Collection Development 192
11.1.5 Access to Library Services and Resources 193
11.1.6 Library User Education, Promotion, and Current Awareness 193
11.1.7 Library Rules and Regulations 194
11.2 Student Services 196
11.2.1 Academic Policies and Guidelines 196
11.2.2 Guidance Services 210
11.2.3 Scholarships and Financial Assistantship 211
11.2.4 Student Organizations and Publication 214
11.2.5 Psychological Testing Services 220
11.2.6 Student Conduct and Discipline 220
11.3 Information Technology Services 224
11.3.1 Brief background 224
11.3.2 Goals of the ITC 224
11.3.3 Structure of the ITC 225
11.3.4 General Services of the ITC 225
11.3.5 Laboratory Guidelines, Rules and Regulations 227
11.4 Medical and Dental Services 228
11.5 Security and Monitoring Services 229
11.6 Food Services 229
11.7 Accommodation and Housing Services 229
11.8 Sports and Socio-cultural Services 229
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FOREWORD
In the interest of efficient and

reliable service, the Mariano Marcos
State University Operations Manual
provides all employees, students, and
clientele of the university with clear and
detailed information on policies and
procedures established by the MMSU
Board of Regents and the Administrative
Council.
This manual includes policies and

procedures on organization and governance, human resources, academic,
administrative, financial, faculty, research, extension and income
generating services as well as library, students, and information
technology services which relate to and have a significant impact on
institutional direction, values, priorities, and principles and/or on the
human, fiscal and physical resources of the university.
The policy statements provide the guiding principles or practices

by which the University normally operates. Procedures describe the
guidelines, form of action, or series of steps normally followed in
implementing the policy. These policies and procedures apply uniformly
to all colleges/units and employees of MMSU.
PRIMA FE R. FRANCO
Officer In-charge
Office of the President and
Vice President for Academic Affairs
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MMSU Operations Manual
1.0 Historical Background
1.1 Brief History

The Mariano Marcos State University (MMSU) is a comprehensive institution of
higher learning in the Ilocos region, which was established on January 6, 1978 by
Presidential Decree (PD) 1279 and named after the father of former President Ferdinand
E. Marcos. The decree merged two state colleges in the province of Ilocos Norte, the then
Mariano Marcos Memorial College of Science and Technology (MMMCST) with
campuses in Batac, Currimao, Paoay and Dingras, and the Northern Luzon State College
(NLSC) in Laoag City. It also transferred the college departments of the Ilocos Norte
College of Arts and Trades (INCAT) in Laoag City and Ilocos Norte Agricultural College
(INAC) in Pasuquin.
The university is relatively young compared to other state universities in the
Philippines. However, MMSUs foundation is strong and its beginnings have been integral
parts of historical turning points dating back to the early 1900s.
To date, the university has 11 academic units: Graduate School, College of
Agriculture, Food and Sustainable Development, College of Aquatic Science and Applied
Technology, College of Arts and Sciences, College of Business, Economics and
Accountancy, College of Engineering, College of Health Sciences, College of Industrial
Technology, College of Teacher Education, College of Law and College of Medicine.
1.2 Vision, Mission, Core Values, Goals, and Objectives
Vision
A world-class university dedicated to the development of virtuous human resources and

innovations for inclusive growth.
Mission
To develop globally competitive professionals and industry-ready graduates via various

modalities and generate new knowledge and technologies for the improvement of the
quality of life.
University Core Values

Excellence
Integrity
Service to God and Nation
Goals and Objectives
MMSU aims to:
Offer a wide range of academic programs at the certificate, associate, baccalaureate,

masters and doctorate levels;
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Maintain a broad range of research programs both in the basic and applied sciences,
especially in the arts, agriculture, agribusiness, agroforestry, fisheries, teacher
education, rural sociology, management, and technology which will generate
knowledge and provide a basis for solutions to the development needs of the
province and region;
Provide off-campus instructional continuing education and extension services to
meet the needs of residents of the province and the region within the context of the
regional and national non-formal education; and
Serve as the locus for the regional cooperative and development center for public
and private colleges and universities in the Ilocos region.
2.0 Organization and Governance
2.1 Governing Board

The Governing Board of Mariano Marcos State University shall be the Board of
Regents as duly constituted in accordance with the provisions of R.A. 8292, An Act
Providing for the Uniform Composition and Powers of the Governing Boards, the Manner
of Appointment and Term of Office of the President of Chartered State Universities and
Colleges, and for Other Purposes.
A. Composition of the Board. The Board of Regents is composed of the following:
1. The Chairman of the Commission on Higher Education (CHED) as
Chairman;
2. The President of MMSU as Vice Chairman;
3. The Chairman of the Committee on Education, Arts and Culture of the Senate,
Congress of the Philippines, as member;
4. The Chairman of the Committee on Higher and Technical Education of the
House of Representatives, Congress of the Philippines, as member;
5. The Regional Director of the National Economic Development Authority
(NEDA) - Region I as member;
6. The Regional Director of the Department of Agriculture Region I, as
member;
7. The President of the Faculty Association, Inc., as member;
8. The President of the Central Student Council, as member;
9. The President of the Federated Alumni Association, as member;
10. A prominent citizen representing the private sector who has distinguished
himself in his profession or field of specialization and chosen from a list of at
least five (5) persons qualified in the province, as recommended by the Search
Committee constituted by the University President in consultation with the
Chairman of the CHED based on the normal standards and qualifications for
the position as member.
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B. Powers and Duties of the Board

The Board of Regents has the following powers and duties, in addition to its
general powers of administration and the exercise of all the powers granted to a Board
of Directors of a corporation under Section 36 of Batas Pambansa Blg. 68, otherwise
known as the Corporation Code of the Philippines:
1. Enact rules and regulations not contrary to law as may be necessary to carry
out the purposes and functions of the University ;
2. Receive and appropriate all sums as may be provided for the support of the
University, in the manner it may determine and in accordance with its
discretion, in order to carry out the purposes and functions of the University;
3. Receive in trust legacies, gifts and donations of real and personal properties
of all kinds and to administer and dispose the same when necessary for the
benefit of the University, subject to limitations, directions and instructions of
the donors, if any;
4. Fix the tuition fees and other necessary charges, such as but not limited, to
matriculation fees, graduation fees and laboratory fees, as they may deem
proper to impose, after due consultations with the involved sectors;
5. Adopt and implement a socialized scheme of tuition and greater access to
poor but deserving students;
6. Authorize the construction or repair of its buildings, machineries, equipment
and other facilities and the purchase and acquisition of real and personal
properties, including necessary supplies, materials and equipment. Purchases
and other transactions entered into by the University through its Governing
Board (GB) shall be exempt from all taxes and duties;
7. Appoint, upon the recommendation of the President of the University, the
institutions Vice Presidents, Deans, Directors, heads of departments, faculty
members and other officials and employees;
8. Fix and adjust salaries of faculty members and administrative officials and
employees, subject to the provisions of the revised compensation and
classification system and other pertinent budget and compensation laws
governing hours of service, and such other duties and conditions as it may
deem proper; to grant them, at its discretion, leaves of absence under such
regulations as it may promulgate, any provisions of existing law to the
contrary notwithstanding; and to remove them for cause in accordance with
the requirements of due process of law;
9. Approve the curricula, institutional programs and rules of discipline drawn by
the administrative and academic councils as hereinafter provided;
10. Set policies of admission and graduation of students;
11. Award honorary degrees upon persons in recognition of their outstanding
contribution in the fields of education, public service, arts, science and
technology or in any field of specialization within the academic competence
of the University and to authorize the award of certificates of completion of
non-degree and non-traditional courses;
12. Absorb non-chartered tertiary institutions within the respective provinces
where the University is located, in coordination with the CHED which must
approve the same, and in consultation with the Department of Budget and
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management, and to offer therein needed programs or courses in order to

promote and carry out equal access to educational opportunities mandated by
the Constitution;
13. Establish research and extension centers of their university or college where
such will promote its development;
14. Establish Chairs in the university or college and to provide fellowship for
qualified faculty members, and scholarships to deserving students;
15. Delegate any of its powers and duties provided for herein above to the
President and/or other officials of the University as it may deem appropriate
so as to expedite the administration of the affairs of the University;
16. Authorize an external management audit of the University or college, and
request the CHED to finance the same, subject to COA rules and regulations;
and to institute reforms, including academic and structural changes, on the
basis of the audit results and recommendations;
17. Collaborate with the other GBs of chartered SUCs within the province or the
region, under the supervision of the CHED which must approve the same, and
in consultation with the Department of Budget and Management, and work
towards their restructuring so that they will become more efficient, relevant,
productive and competitive;
18. Enter into joint ventures with business and industry for the profitable
development and management of the economic assets of the University, the
proceeds from which is to be used for the development and strengthening of
the University;
19. Develop consortia and other forms of linkages with local government units,
institutions and agencies, both public and private, local and foreign, in
furtherance of the purposes and objectives of the University;
20. Develop academic arrangements for institution-capability building with
appropriate institutions and agencies, public or private, local or foreign, and
to appoint experts/specialists as consultants, or visiting or exchange
professors, scholars, researchers, as the case may be;
21. Set up the adoption of modern and innovative modes of transmitting
knowledge such as the use of information technology, the dual system, open
learning, community laboratory, and the like, for the promotion of greater
access to higher education;
22. Establish policy guidelines and procedures for participative decision-making
and transparency within the University;
23. Privatize, where most advantageous to the University, the management of
non-academic services such as health, food, building or grounds, or property
maintenance, and similar such other activities; and
24. Extend the services of an incumbent President of the University, beyond the
compulsory age of retirement but not later than the age of seventy (70), whose
performance has been unanimously rated by the GB as outstanding, after
unanimous recommendation by the Search Committee (SC) concerned.
C. Meetings/Sessions. The Board shall hold regular meetings or special sessions in

accordance with the provisions of RA 8292 as follows:
1. The Board shall regularly convene at least once every quarter.
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2. Special sessions of the Board may be held only upon the call of its Chair or
Vice-Chair provided that the members of the Board have been duly notified
in writing of the said special session three (3) days before the meeting. GB
members who believe that a special session should be conducted may petition
in writing the Chair or the Vice Chair accordingly.
For very important and urgent matters, a referendum may be conducted with
prior approval by the Chairman. Referendum results, however are still presented
to the Board in its subsequent meeting for confirmation.
2.2 University Councils

A. The Administrative Council (ADCO). The ADCO is composed of the University
President as Chairman and the Vice-Presidents, Deans, Directors, and the University
Secretary as members.
The Council shall review and recommend in accordance with its GB
appropriate policies governing the administration, management and development
planning of the University. Such matters approved by the Council shall be submitted
to the Board of Regents for action as it may deem fit.
B. The University Academic Council (UAC). The UAC consists of the University
President as Chairman and all the members of its instructional staff with the rank of
not lower than Assistant Professor as members. It has the following powers in
accordance with Sec. 4, Par. (i), (j), (o) and (v) of R.A. 8292:
1. Determine, review and recommend for the approval of its GB the course
offerings of the University;
2. Devise/draft, review and recommend for the approval of its GB the rules of
discipline of and for the University; and
3. Fix the requirements for the admission of students in the University as well as
for their graduation and the conferment of degrees and submit the same to its
GB for review and/or approval.
2.3 Organizational Structure
The administration of the university is vested in the President who shall have
general supervision and control of all administrative, financial and business operations of
the university. He/She is assisted by three vice presidents (VP): VP for Administration,
Planning and External Linkages (VPAPEL), VP for Academic Affairs (VPAA) and VP for
Research, Extension and Agribusiness (VPREBA). The VPAPEL is directly responsible
for carrying out administrative and financial concerns as well as planning and all activities
related to external affairs and partnership. There are four divisions which are under his/her
direct supervision namely: administrative; financial management; planning, monitoring
and management information; and external affairs and partnership. The VPAA is directly
responsible to the President for carrying out the educational policies and programs of the
University and for the supervision of instructional research, curricular and other academic
activities of the University. Under the direct supervision of the VPAA are nine colleges
namely: College of Agriculture and Forestry (CAF), College of Arts and Sciences (CAS),
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College of Aquatic Sciences and Applied Technology (CASAT), College of Business,

Economics and Accountancy (CBEA), College of Engineering (COE); College of Health
Sciences (CHS); College of Industrial Technology (CIT), College of Teacher Education
(CTE) and the Graduate School (GS). The seven academic related service offices are also
under the supervision of the VPAA and these are as follows: Instruction Directorate,
University Registrar, Student Services and Development, University Library System,
Physical Education and Sports Development, Information and Communication Training
Center, and University Manpower Development Programme.
The VPREBA is directly responsible for the conduct of all research, extension and
business-related activities of the University. There are three directorates under his/her
direct supervision namely: Research and Development, Extension and Business.
The University Secretary will be under the direct supervision of the President along
with four units namely: Communication and Media Relations, Internal Control Unit,
Security Services, and Physical Plant and General Services. The office of the Alumni
Affairs is likewise under the jurisdiction of the university president.
2.4 The President Appointment, Power, and Duties
A. President
The administration of the university is vested in the President who shall be the chief
executive officer of the university.
a) Appointment and Tenure
The President is selected and appointed by the Board of Regents upon the
recommendation of a Search Committee for the Presidency duly constituted by the
Board. He/she shall have a term of four years, the beginning and end of which shall be
clearly specified in the appointment and shall be eligible for re-appointment for another
term only in accordance to existing laws. In case of vacancy, the Board of Regents
shall designate an Officer-In-Charge within fifteen (15) days pending the appointment
of a new President. The successor shall hold office for the unexpired term.
b) Powers and Duties
The University President shall perform specific powers and duties as
follows:
a) Act as ex-officio head of the officers, faculty, administrative and other
employees of the university.
b) Supervise and control all administrative, financial and business operations
of the university.
c) Carry out the general policies laid down by the Board of Regents and shall
have power to act in accordance with said general policies. He/she shall
direct or delegate the details of executive actions.
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d) Determine and prepare the agenda of all meetings of the Board of Regents,
the Administrative Council and University Academic Council. However,
any member of the Board or of the councils may request to have other
matters to be included in the agenda.
e) Preside at commencement and other public exercises of the university and
confer such degree and honors as are granted by the Board of Regents.
f) Sign all diplomas and certificates issued by the university.
g) Serve as official channel of communication between the faculty, employees
and students of the University on the one hand and the Board of Regents on
the other.
h) Approve or disapprove requests by any person for permission to engage in
any work or activity. However, if the work or activity is used by such
person to arouse disloyalty to the Philippine Government or to discourage
students from attending the university or to create by overt act disturbance
or dissension among students, faculty members or employees or to interfere
directly or indirectly with the discipline of the University, he/she shall
cancel the privilege so granted and thereafter prohibit him permanently
from staying or remaining on the campus. He/She shall thereafter inform
the Board of Regents of his action.
i) Appoint competent and qualified persons to fill all vacancies and new
positions as delegated by the Board of Regents, He/She can fill vacancies
temporarily and to make such other appointments necessary so that the work
of the university will not suffer, provided that such arrangements are
reported to the Board of Regents at its next meeting.
j) Transfer faculty members and employees from one department as unit of
the university to another in the interest of the service.
k) Change the leave status of the faculty from teachers leave to cumulative
leave upon designation and handle administrative duties and assignments,
including the conduct or supervision of research, extension and business-
related activities and projects, provided that the faculty shall automatically
revert to his former status upon end of the term, assignment or project.
l) Hold accountable the officers, faculty and staff for the full discharge of their
duties and if in his judgment the necessity arises, he shall, after consultation
with the dean, director or head concerned initiate the necessary proceedings
for separation from the service of any of them.
m) Submit quarterly report to the Board of Regents, highlighting the
accomplishments of the university for the specified period. He/She shall
also present to the Board the annual budget of the University with estimates
of income and expenditures.
n) Execute and sign in behalf of the University all contracts, deeds and other
instruments necessary for the proper conduct of the business of the
University. However, in regularly recurring undertakings and transactions
where his/her action is virtually ministerial, conditions and terms thereof
having been fixed in existing university regulations and general laws, he
may delegate through appropriate written instructions the approval of
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specified cases on his behalf by officers of administration or heads of

University offices or units, subject to such safeguards as he may impose.
o) Enforce discipline in the University and for the maintenance of satisfactory
academic standards in all its units.
p) Modify or disapprove any action or resolution of any college or school,
faculty in administrative body, if in his judgment the larger interests of the
University so require. Should he/she exercise such power, the President
shall communicate his/her decision in writing to the body immediately
affected, stating the reasons for his/her action, and thereafter shall
accordingly inform the Board of Regents.
q) Invite, from time to time, scholars of eminence and other persons who have
achieved distinction in some learned profession or career to deliver a lecture
or a series thereof and for this purpose, he/she may authorize honoraria for
such service in accordance with law.
r) Grant or deny leaves of absence without pay and/or extension of such leaves
and request for sabbatical leaves, special detail or secondment of faculty
and staff to local, national and international agencies.
s) Accept resignation and approve retirement of members of the faculty and
employee.
t) Approve faculty and staff fellowships and scholarships of the university to
enable them to pursue graduate studies and to fix the financial assistance to
any such fellows/scholars in accordance with existing rules and procedures.
He/She shall licensure have the authority to deny or grant requests for
extension of fellowships and scholarships for a period not beyond one
semester.
u) Grant or deny permission to faculty members to avail of training grants,
fellowships, scholarships, assistantships or invitations to conferences
sponsored by outside agencies or organizations.
v) Grant temporary assignment of vehicles to specified officials of the
administration and transportation allowance in lieu of vehicle assignment.
w) Supervise and control, through the Director of Student Services and
Development and the College Deans, extra-curricular activities of students;
and authority to issue adequate rules for the organization and operation of
student organizations and for the election and qualification of officers
thereof.
x) Promulgate rules which in his judgment are necessary for the safekeeping
and proper disbursement of funds or property of all student organizations
officially approved or recognized, designating the persons whom he/she
may authorize to examine and audit the accounts pertaining to such funds
or property.
y) Designate a Vice President or a ranking officer of the administration to act
as officer-in-charge (OIC), in case he/she is absent for brief periods of time.
The OIC shall carry out the management of the University affairs in the
name of the President subject to his/her instructions and the policies of the
university.
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z) Reorganize the university structure subject to the provisions of its charter

and other applicable laws. He/She shall have the power to create or abolish
new colleges, offices, units or reorganize them; and transfer offices or units
with due respect to the security of tenure of all employees in accordance
with existing laws and Civil Service rules and regulations, subject to the
approval of the Board of Regents.
c) Delegated Authorities
a) Personnel Matters
1) On Appointments (The term appointment includes: original, renewal,
reappointment, change of employment status from contractual to
permanent, and promotion.)
a) For confirmation of the Board
Contractual and Job Order appointments not exceeding one year
Appointment of part time faculty, lecturers, senior lecturers,
professional lecturer, special lecturers for a period of not more
than one term, e.g. one semester
Appointment of faculty members to ranks below that of
Associate Professor I, SG 19
Appointment of non-teaching and administrative personnel to
positions with salary grades lower than SG 18
All appointments made by the President on the basis of the
above delegation of authority shall be submitted to the Board FOR
CONFIRMATION. The appointees may, however, assume the
position upon appointment by the President. The appointments,
however, shall be submitted to the Civil Service Commission only
after confirmation by the Board.
Supporting documents should be submitted to the Board.
This should include the CV of the appointee and the
recommendation of the Selection and Personnel Committee. Two
copies of these documents should be made available during the
meetings for reference of the Board.
b) For Information of the Board
Appointment of substitute faculty for not more than one term,
e.g. one semester
All appointments made by the President on the basis of the
above delegation of authority shall be submitted to the Board FOR
CONFIRMATION. The appointees may, however, assume the
position upon appointment by the President. The appointments,
however, shall be submitted to the Civil Service Commission only
after confirmation by the Board.
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Supporting documents should be submitted to the Board. This

should include the CV of the appointee and the recommendation of
the Selection and Personnel Committee. Two copies of these
documents should be made available during the meeting for
reference of the Board.
2) On designation of college/university officials/employees
Designate Vice Presidents or Assistant Vice Presidents, Deans or
any ranking officers of the administration as Officer-In-Charge of
the Office of the President to carry out the day-to-day activities of
the office for a period not exceeding two (2) weeks , RENEWAL of
which shall be subject for board approval.
Designate Officers-In-Charge of colleges, schools, and other
principal units, academic and administrative, for a period not
exceeding one (1) years, RENEWAL of which shall be subject for
board approval.
Designate deans, campus directors, department chairs and other
heads of principal units in an acting capacity for a period of less than
three (3) months, RENEWAL of which shall be subject for board
approval.
Designate program and project directors/coordinators.
All designations made by the President on the basis of the above
delegation of authority shall be submitted to the Board FOR
CONFIRMATION. The appointees may, however, assume the position
upon appointment by the President.
b) Contract/Agreements and Fiscal Matters
1) On contracts/agreements
Approve and sign agreements with other institutions, local or foreign,
for joints academic, research and or training programs: PROVIDED,
that such agreements, DO NOT INVOLVE ANY ADDITIONAL
AND/OR SPECIAL BUDGETARY OUTLAY on the part of the
university/college and has been reviewed by the legal counsel and
concerned officials of the university/college; Provided further that all
such agreements shall be submitted to the Board FOR
CONFIRMATION.
2) On construction and repairs
Authorize the construction or repair of its buildings, machineries,
equipment and other facilities, the purchase and acquisition of
machineries and equipment, and the procurement of services costing
PhP HALF/ONE TWO MILION or below (amount will depend on the
size of SUC, its budget and soundness of administrative procedures in
place); Provided that the aforementioned ceiling shall apply to both
the original contract and the variation orders if any, taken together,
subject to pertinent laws, regulations and policies; Provided that such
11
is included in a budget previously approved by the board; provided

further that all such actions shall be submitted to the Board FOR
CONFIRMATION. The submission to the board shall include
supporting documents showing that the required processes for such
procurement were followed.
c) Curricular Matters
Approve changes in nomenclature of subjects, revision of existing
curricula including the addition or exclusion of subjects in compliance to
CHED and/or PRB requirements; provided that such is reported to the
Board FOR CONFIRMATION.
2.5 Other Officials of the Administration
The other officials of the university include the three Vice Presidents, the
University Secretary, the Deans, and the Directors. Except for the Vice President for
Administration, Planning and External Linkages (VPAPEL) who is occupying a
plantilla item, all the other Vice Presidents, the University/Board Secretary, the Deans
and the Directors are designated by the University President. Such designations are
confirmed by the Board of Regents in its meeting immediately following the issuance.
The term shall be for one year which may be renewed for another like term.
Their duties and responsibilities are as follows:
I. Vice Presidents
1. Vice President for Academic Affairs (VPAA)
a. Administer and manage all the colleges and other academic-related units;
b. Act as Officer in Charge whenever the University President is out for
official business or on leave;
c. Manage the University Faculty and Academic Staff Selection and
Promotion Board (UFASSPB) and the Library Advisory Committee;
d. Supervise the professional development of all academic staff in the aspects
of advanced retooling, further study along the field of specialization, and
participation in consultancy work, research, extension and publication in
refereed journals;
e. Introduce, re-design, propose and execute educational plans, policies,
programs and projects for quality, relevance and excellence;
f. Supervise the periodic initiation, review and re-engineering of curricular
and academic programs to fit to current global demands and trends;
g. Establish and strengthen domestic and foreign linkages, networking and
twinning for faculty, student and information exchange, collaborative
projects, resource and expertise sharing, and attract foreign students to
pursue a program of study in the University;
h. Organize and manage participative internal quality checks in teaching-
learning performance of faculty and students as well as in the welfare
services and development of students;
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i. Conceptualize and recommend innovative approaches and strategies that

would enhance effectiveness and efficiency in the organization and
governance of the University; and
j. Do other related assignments as may be directed by the University
President.
2. Vice President for Administration and Business (VPAB)
a. Assist the University President in the day-to-day implementation of the
administrative affairs of the University;
b. Supervise and coordinate activities/functions of all administrative offices of
the University;
c. Preside in meetings concerning administrative matters as may be delegated
by the University President;
d. Serve as Officer-in-Charge of the University in the absence of the
University President and the other Vice Presidents;
e. Represent, upon proper authorization, the University President in
meetings/conferences, seminars and other official affairs and functions;
f. Coordinate policy formulation, planning and implementation of activities in
relation to resource generation;
g. Assist the University President in the formulation of strategies, and
guidelines in enhancing linkages with local/national/international agencies
and the implementation of such; and
h. Formulate guidelines for enhancing organizational effectiveness,
efficiency, responsiveness and accountability.
3. Vice President for Research and Extension (VPRE)
a. Plan, supervise, coordinate and evaluate the R&D programs and resources
of the University;
b. Establish linkages and collaborations with other government organizations
and non-government organizations along the research and extension
function of the University;
c. Transfer technology developed through University researches to the end-
users in the locality;
d. Source out funds for the implementation of the research and extension
programs and the release of same for smooth operations of the programs;
e. Adapt and implement innovative approaches and strategies in research,
extension, and business affairs for income-generation;
f. Prepare reports including a continuing study on the impact of research and
extension work on the quality of life in the service area; and
g. Perform other duties as may be assigned by the University President.
II. University Secretary
1. Prepare/edit official correspondence, memoranda, minutes of meetings,
memoranda of agreement and other documents arising from the Office of the
President;
2. Prepare and submit periodic reports for the University;
13
3. Prepare the Presidents Report to the Board of Regents;

4. Update/upraise the President periodically on the status of the University based
on its major areas of concern;
5. Provide feedbacks on urgent problems;
6. Assist the President in decision-making in line with existing policies and
guidelines of the University;
7. Route Executive Orders, CHED, DBM and CSC orders memoranda, circulars
and other issuances to concerned offices or staff;
8. Sit as member of Committees as assigned by the University President; and
9. Perform such other duties and responsibilities as may be deemed necessary by
the President of the University.
III. Deans
1. Dean of Instruction
a) Spearhead the development/formulation and review of policies and
guidelines along academic concerns as well as develop
strategies/mechanisms to ensure that these are strictly disseminated and
strictly/fairly implemented;
b) Coordinate the planning and implementation of the different plans and
programs of working committees constituted under the Office;
c) Introduce/develop innovative approaches in order to:
recruit and retain motivated and highly qualified faculty and academic
staff,
ensure that ability and performance are appropriately recognized and
rewarded, and
ensure the existence and equality of career opportunities for faculty.
d) Implement evaluation/review mechanisms to ensure relevance of curricular
programs and that graduates meet quality standards;
e) Provide timely and accurate management information and develop
appropriate interventions or innovative approaches to support a robust
planning process and ensure a sustainable faculty profile; and
f) Perform other functions as may be assigned by the University President
and/or the VPAA.
2. College Dean
a) Exercise administrative and managerial responsibilities over the College
including the faculty;
b) Exercise educational leadership among the faculty by:
initiating and instituting a faculty development program,
recommending the appointment, promotion or separation of faculty
members in the College,
preparing the schedule of courses and faculty loads with the assistance
of the College Secretary, and
initiating development and revision of academic programs and
curricula.
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c) Institute a definite program of supervision to keep the efficiency of

instruction at the highest possible level by:
exercising supervision over classroom strategies for instructional
improvement,
supervising co-curricular activities of the College, and
implementing a system of faculty evaluation.
d) Implement University rules and regulations on the conduct and discipline
of students, faculty and non-teaching personnel;
e) Coordinate with the Office of Student Services and Development (OSSD)
for student welfare;
f) Initiate programs/projects which are considered relevant/innovative to the
College;
g) Conceptualize, implement and evaluate research, extension, and production
programs and projects with the assistance of the College Secretary and
faculty, which shall be duly approved by proper university authorities;
h) Initiate linkages with appropriate networks in the country and in the
international community;
i) Represent the College in fora and other gatherings; and
j) Perform other duties and responsibilities assigned by the President or the
VPAA.
IV. Directors
1. Administrative Services
a) Supervise and control all the units and offices under the Administrative
Division of the University;
b) Ascertain and certify that transactions of all University employees are
lawful;
c) Assist in the implementation of administrative policies of the University
and recommend appropriate actions on problems and/or complaints;
d) Prepare and issue office orders and other routine communications as
determined by the University President;
e) Convey to offices and employees information and instructions emanating
from the President and see to it that they are complied with;
f) Assist the Legal Consultant/Legal Officer of the University in collaboration
with the Office of the Solicitor General in cases where the University is a
party litigant;
g) Answer legal queries and act on all legal matters which affect the University
in consultation with the Legal Consultant/Legal Officer of the University;
h) Prepare contracts, memoranda of agreement and other legal forms;
i) Conduct administrative investigations and recommend appropriate
disciplinary actions against errant employees if warranted;
j) Examine applications for benefits and money claims to determine
conformity with the law and process the same if found in order;
k) Perform other duties as may be assigned by the University President.
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2. Financial Management Services

a) Examine and evaluate financial operations of the University;
b) Coordinate and supervise the preparation and execution of the University
budget.
c) Follow-up releases of allotment and cash from DBM.
d) Confer with University officials on the utilization of funds and participate
in the deliberation relative to the finances of the University;
e) Clear policies and resolve problems and disputes regarding finances;
f) Act as member of the Bids and Awards Committee;
g) Perform other tasks as may be assigned by the University from time to time.
3. Planning Monitoring and Management Information Services
a) Prepare framework for University plans.
b) Consolidate College/Unit plans into the University Medium-Term or Long-
Term Development Plan.
c) Coordinate with Deans/Directors regarding revisions/updates on plans.
d) Coordinate with the different committees tasked to monitor the different
programs/projects/activities of the university.
e) Make periodic monitoring reports.
f) Administer the database of the University.
g) Develop and maintain information systems.
h) Accept programming requests from Colleges/Units/Offices in coordination
with the ICT Group.
i) Provide the necessary reports required by Colleges/Units/Offices as well as
outside agencies such as CHED, DBM, DOST, and DOLE.
4. External Affairs and Partnership

a) Assist the University President through the Office of the Vice President for
Administration, Planning and External Linkages (VPAPEL) in generating
resources for the university (e.g. funds, technical support and programs and
projects, among other related activities as mandated by the University
President) from external sources;
b) Initiate, develop, coordinate and institutionalize a core group of MMSU
employees that will conceptualize, develop concept papers, proposals and
other development program/project protocols for development cooperation
for external funding; promote the expertise of MMSU employees among
clientele for sharing of resources, services and mutual benefits;
c) Make representation and liaise to local and international organizations for
partnerships through embassies of international institutions especially for
resource generation and promotion of commercialization of technologies
developed by the university; and
d) Update the University President through the VPAPEL by consolidating
external developments for beneficial and internal use of the university
which will be utilized for decision making and future planning.
16
5. Research and Development

a) Assist the VPREBA in the general supervision and coordination of the R&D
program and resources of the university;
b) Oversee, monitor and evaluate the implementation of the research program
of MMSU and coordinate with the extension unit of the university related
agencies for the prompt availability and dissemination of research findings
for the benefit of various clienteles and the general public;
c) Act as liaison in the implementation of the research procurement program
and in the release of research funds for research operations;
d) Prepare reports, and when circumstances warrant, represents the VPREBA
in attending meetings and conferences and in receiving visitors;
e) Assist in the planning and monitoring of research and development projects;
and
f) Perform other related services as may be delegated by the VPREBA.
6. Extension
a) Plan, organize, direct and supervise the University extension program;
b) Establish linkages and collaborate with other units, government agencies as
well as private institutions for the advancement of the extension program of
the University;
c) Locate sources of funds and utilize the same for approved extension
activities;
d) Transfer to the end-users in the locality appropriate technologies developed
through university researches;
e) Introduce innovative approaches and strategies in extension;
f) Submit periodic reports on the impact of extension work on the quality of
life in the service area; and
g) Perform other functions as may be assigned by the University President.
7. Business Affairs
a) Look for/create business opportunities for possible investments;

b) Monitor cash flows of business funds and inform/advise project managers
of fund status for decisions on sale and spending;
c) Monitor performance of projects and find ways in consultation with project
managers to improve stability and profitability;
d) Prepare feasibility studies especially for capital investments; and implement
them after approval by authorities;
e) Do administrative work like drafting of contracts and communications
relative to business operations;
f) Find ways to solve operational problems and bottlenecks;
g) Listen to feedbacks, screen information, and bring them to appropriate for
a particularly the concerns of projects managers toward efficiency,
profitability, and economy in operations;
17
h) Direct the operation of the Business Assistance Center and do specialized

jobs for clients like preparation of feasibility studies, accounting and
auditing services, installation of accounting system and related services;
i) Attend to special concerns when expertise is needed by the community upon
request and proper endorsement by the University President;
j) Establish contacts/linkages with other institutions for business
opportunities;
k) Do related work as may be required by the immediate or higher supervisors.
8. Admissions & University Registrar
a) Evaluate entrance certificates and college transcripts;
b) Determine terms and conditions for enrollment;
c) Coordinate the preparation of class and examination schedules;
d) Supervise the preparation of transcripts of records, diplomas and other vital
documents emanating from the Registrars Office.
e) Participate in the formulation of University policies, rules and regulations;
f) Assist in the preparation of University catalogues, directories, and academic
announcements, and
g) Perform other duties and responsibilities assigned by the President or the
VPAA.
9. Student Services & Development
a) Plan and prepare strategic activities and functions of the SSD office to
improve student services in the following areas:
a) Guidance and Counseling Services
b) Student Organizations, Activities and Publications
c) Student Assistantship Program
d) Medical and Dental Services
e) Student Dormitories
b) Supervise and assist the different chiefs of the unit in the efficient
implementation and evaluation of the different service areas;
c) Prepare the annual budget and procurement plan of the unit;
d) Prepare documents and submits reports to the Vice President for Academic
Affairs and other concerned offices;
e) Conduct the College Freshmen Admission Test in coordination with the
Registrars Office;
f) Perform other tasks assigned by the VPAA and University President.
10. University Library System
a) Teach and conduct researches according to field of specialization;
b) Coordinate with Deans/Department Heads in the planning, enriching,
updating and trying out of instructional activities, strategies and materials;
c) Coordinate with the College Dean/Committee concern on the curriculum,
programming, and staffing of the Library Science Department;
d) Direct, supervise and control the activities, projects and programs of the
University Library System, including the establishment of linkages with
18
internal and external agencies and institutions to enrich the resources and
services of the System.
e) Direct and supervise the personnel and administrative matters in the
University Library System, including recruitment, appointment,
assignment, training and termination of employees;
f) Direct and supervise the selection, acquisition, organization, classification,
cataloging/indexing, disseminating and lending of books, periodicals,
audiovisual and other instructional and research materials and collections in
the University Library System;
g) Direct and coordinate with the heads of libraries and instructional
media/reading centers of the different campuses, colleges, schools and
departments of the University and recommend to the President of the
University necessary measures to be taken to improve the collection,
facilities and services of the different libraries and instructional
media/audiovisual/reading centers;
h) Prepare and submit necessary reports;
i) Preside/attend meetings called for administrative and instructional
improvements;
j) Perform such other duties as may be necessary.
11. Center for Human Movement Studies (CHUMS)

a) Develop a viable University wide, Physical Education, sports and socio-
cultural development program;
b) Plan, program and coordinate P.E., sports, cultural, social, recreational
activities that enhance the development of the students, faculty and staff of
the University;
c) Formulate policies pertaining to the recruitment, organization, staging,
management and training of P.E., sports and performing arts group from
among the students faculty and staff of the University;
d) Establish linkages with other institutions and organizations in matters
pertaining to P.E., sports and socio-cultural affairs;
e) Perform such other duties and responsibilities as deemed necessary by the
President of the University.
12. Information and Communication Training Center (ICTC)
a) Ascertain that every college, including its special ICT needs identifies its
requirements for ICT provision;
b) Coordinate the effective use of ICT across the whole curriculum and
encouraging aspects of inter curricular planning among colleges served;
c) Monitor the acquisition, maintenance, replacement and repairs of
equipment including software, access and use of students, faculty and staff;
d) Encourage and support the professional development of faculty and staff in
the use of ICT in their subjects, in line with the whole university policies
and thrusts;
e) Liaise with partner government agencies and other linkages in ICT related
functions;
19
f) Manage the universitys ICT network infrastructure (intranet), which

include internet services, network resources sharing and other network
related services;
g) Manage the university Network and Systems Administrators including the
ICT technicians.
13. University Manpower Development Program
a) Upgrade the faculty profile through a fair and equal distribution of
scholarship, fellowship and training opportunities among faculty in the
different colleges of the University;
b) Review and strengthen the University guidelines on scholarship, fellowship
and training programs;
c) Establish a University-wide manpower development program based on the
college manpower development plans;
d) Establish linkages with grant-giving bodies, private or government, from
both local and international entities;
e) Establish and institutionalize a UMDP web page in the MMSU-web site
where all grant opportunities are posted for open access to all MMSU
constituents;
f) Establish a scheme in monitoring on-going scholars to ensure strict
compliance of their individual developmental plan,
g) Establish linkages with the National Bureau of Investigation and the
Immigration Office for a possible control mechanism for delinquent MMSU
scholars going out of the country without settling their obligations to the
University as stipulated in their scholarship contracts;
h) Institutionalize incentives to returning UMDP grantees who finish the
degree on time and with good scholastic standing; and
i) Monitor the strict implementation of the UMDP policies and guidelines.
14. Physical Plant & General Services Division
a) Direct the Office of the Physical Plant and General Services Division and
its subsections namely, the Motorpool Section,
Carpentry/Plumbing/Electrical Sections, Buildings and Ground
Maintenance Section and Visual Arts Group;
b) Act on requests for repairs, maintenance, use of facilities, cleaning of canals
and other concerns;
c) Supervise preparation of programs of work, plans, specifications and other
documents for construction and repairs of physical facilities;
d) Supervise on-going construction, repairs and maintenance of buildings,
infrastructures and other physical facilities;
e) Inspect completed construction projects, repairs and maintenance works;
f) Direct the Ground Maintenance in the up-keeping of lawns, roads and other
open areas within the campuses of Batac, Laoag, Currimao, Paoay and
Dingras;
g) Assist the Bids and Award Committee (BAC) in the preparation of bidding
documents;
20
h) Sign purchase requests (PR) of construction materials and spare parts of

University vehicles;
i) Supervise the physical arrangement, cleaning, putting up of backdrops,
streamers, arrangement of chairs, sound system ready for public gatherings
at Teatro, Sunken Garden, etc.;
j) Act as Team Leader in coordination with the Security Unit in times of
disasters and earthquakes; prepares Disaster Quick Response Reports,
evaluation/mobilization plan and mitigation activities;
k) Coordinate and assists with the Business Affairs Directorate/Auxillary
Services, Housing and Accommodation Committee in the use/rentals of
physical facilities;
l) Prepare Annual Procurement Plan for construction, repairs and
maintenance, supplies and equipment needed by PPGS Directorate;
m) Attend AdCo meetings and other concerns.
15. Communication and Media Relations
a) Facilitate the documentation, flow, and dissemination of necessary, correct,
reliable, and updated information/data needed for planning, decision-
making and control within the university;
b) Document, compile, evaluate and disseminate data, statistics, and other
relevant information needed for effective administration and management;
c) Disseminate to different units and colleges research findings necessary for
planning, programming, and project development;
d) Write and release news and feature stories to the print and broadcast media
on significant achievements of the university in all areas and levels;
e) Publish newsletters, annual reports, proceedings, bulletins, flyers and other
documents intended to create awareness of the general public on the
activities of the university to bring about smooth operations and to
disseminate newly generated technologies to intended beneficiaries;
f) Develop educational technology materials (e.g. photo exhibits, displays of
actual objects, specimen, modules, posters, video tapes, techno calendars,
etc., designed to showcase the mandates, goals, thrusts, programs and
projects of the university; and
g) Establish linkages with the mass media networks, SUCs and other agencies
and institutions for mutual benefit.
2.6 Decision Making Process
In policy and decision making process, the university system follows the
organizational structure to come up with functional relationship and participatory
governance.
The need of a policy to be addressed emanates from the basic unit of the
university, either by a felt need or a projected plan. Academic concerns usually
emanate from the concerned department. From such, the concerned college or unit
has an initial discussion or deliberation regarding details of the needed policy or
decision to be needed through its College Council. A college or a unit, after
21
discussion or deliberation, forwards such concern to either the Administrative

Council or the Academic Council for administrative or academic matters,
respectively.
The University President, before the deliberation of AdCo or UAC, may
refer the concern to a specific Task Force/Standing Committee or create an Ad-Hoc
Committee for further study, if she may deem it necessary. For example, the
University Curriculum Committee oversees the compliance of any proposed
curricular offering or revision with CHED requirement and others before it passes
through the AdCo. An Ad-Hoc Committee is also being created by the President
for special concerns. Or for the approval of manpower development, the President
refers it to the University Manpower Development Committee.
After the approval of the AdCo or the UAC in the form of a resolution, it
shall be forwarded to the Board of Regents (BOR) for approval or confirmation.
Board of Regents
University University President University

Academic Council Administrative Council
Task Force Committee
College Council Division/Directorate
Unit/Department
2.7 Communication Protocol

Communication within the university follows vertical or horizontal flows.
Downward communication emanates from the Office of the University President,
Vice Presidents and the Deans or Directors to their respective constituents. In rare
cases, as deemed necessary, it may proceed from the top directly to the employee
concerned, with copy furnished to the immediate supervisor and other concerned
offices. The medium can take the form of special orders, memoranda, or
announcement in meetings, programs and routine ceremonies.
Upward communication can be initiated by any personnel to the immediate
superior. If the concern can be addressed at that level, then the communication flow
22
stops there. However, if necessary, the matter shall be endorsed to the next higher
authority with appropriate comments and recommendations by the endorsing
personnel. Any communication that does not follow this protocol is referred back
to the immediate superior for appropriate action.
Downwardly, memoranda or special orders emanating from the University
President can proceed to the employee concerned, with copies furnished to
concerned offices.
All communications are acted upon within three working days within an
office, except when the communication needs an unusual or complicated action.
The personnel concerned is informed of the reply/action through his immediate
superior. A copy of such communication is integrated in his File 201 at the Records
Office.
As a matter of protocol, a copy of vertical communication in written form
should be furnished to the immediate superior for information and for record
purposes.
All communications which had been acted upon by the university President
goes back to the originating office/personnel via the Records Office. If necessary,
the recommending VP is given a copy of the communication bearing the action of
the university President. The original copy is kept and properly filed by the Records
office. In cases where the recommending VP is not given a copy of the acted
communication, the concerned VP may check the Presidents action in the
electronic document tracking system maintained by three offices: OVPAA,
OVPRE and Record Office.
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3.0 Human Resources Policies
3.1 General Policies

Employment in the University is in accordance with civil service laws and rules. It
is open to qualified Filipino citizens and shall attract the best and qualified
candidates.
Merit, fitness and competency are the bases of personnel action in recruitment and
promotion. Such actions shall always be transparent, fair and objective.
The University uses open, professional and competitive procedures to determine
the best qualified candidate to fill the position.
It considers training and the development of its personnel a priority program aware
of the benefits that can be derived there from.
It provides its people assistance to their medical and financial needs.
It values the dignity and respects the right of each employee.
It expects each employee to actively participate in all collective endeavors and
contribute to the realization of the Universitys goals and objectives.
3.2 Recruitment
Recruitment of personnel requires an approval of written request from unit
head/director/dean to the University President indicating there in the specific
qualifications needed.
Job vacancies for career positions are published in accordance with the provisions
of the Publication Law (RA7041).
Published vacancies can only be filled not earlier than ten (10) working days after
publication and published vacancies that remain unfilled are re-published every six
(6) months.
The University adopts the CSC Qualification Standards Manual for its position.
Only applicants who meet the QS of the position are included in the screening
process.
3.3 Selection
The University Faculty and Academic Staff Selection Board (UFASSB) screens
applicants for faculty and academic staff positions in the University. While the
Non-Teaching Selection and Promotion Board (NTPSB) is tasks to screen
applicants for non-teaching positions.
Selection boards conduct interview and assessment of applicants education,
training and experiences.
Then the selection boards recommend the most ranking candidate for hiring. The
University President makes the appointment and confirms by the Board of Regents.
3.4 Nature of Appointment
Appointments issued by the University are in accordance with CSC Memorandum
Circular 15, s 1999.
1. Original. This refers to the initial entry into the career and non-career service.
24
2. Promotion. This is the advancement of an employee from one position to another

with an increase in duties and responsibilities as authorized by law, and usually
accompanied by increase in salary.
3. Transfer. This is the movement of employee from one position to another which
is equivalent rank, level or salary without break in the service involving the
issuance of an appointment.
4. Reemployment. This is the reappointment of a person who has been previously
appointed to a position in the career or non-career service under permanent status
but was separated there from as a result of reduction in force, reorganization,
retirement, voluntary resignation or of any non-disciplinary action such as dropping
from the rolls and other modes of separation. Reemployment pre-supposes a gap in
the service.
5. Reappointment. This is the re-issuance of an appointment during reorganization,
devolution, salary standardization, re-nationalization or similar events or
subsequent appointment of substitute teachers. Reappointment presupposes no gap
in the service.
6. Reinstatement. This is the issuance of appointment to a person who has been
previously appointed to a person who has been previously appointed to a person in
the career service and who has, through no delinquency, misconduct, been
separated there from or to one who has been exonerated of the administrative
charges unless the decision exonerating him specifies restoration to his previous
position.
7. Renewal. This refers to the subsequent appointment issued upon the expiration of
the appointment of the contractual/casual personnel, or temporary appointment, if
a qualified eligible is not actually available as certified by the CSC Regional
Director or Field Officer. Renewal presupposes no gap in the service.
8. Change of Status from Temporary to Permanent. The appointment issued to a
temporary employee when he/she acquires the appropriate eligibility or becomes
fully qualified for the position to which he/she is appointed.
9. Upgrading/Reclassification. This refers to the change in position title with
corresponding increase in salary grade. Positions are upgraded in order to attain
effectively the functions and duties attached to the position and for the employee to
perform an all-around adaptability in meeting diverse work assignments.
Adjustment or movement personnel which do not involve change in position title,
rank or status nor need issuance of appointment, provide the existing appointment
does not specify the working station. Such adjustments shall include the following:
a. Change in item number only.
b. Salary adjustment
c. Step-increment
d. Reinstatement(to the same position)
A notice of such change or movement is submitted to the CSC Office concerned
for record purposes.
3.5 Employment Status
1. Permanent. This is issued to a person who meets all the minimum qualification
requirements of the position to which he/she is being appointed including the
25
appropriate eligibility prescribed, in accordance with provisions of laws, rules, and

standards promulgated in pursuance thereof.
2. Temporary. This is issued to a person who meets the education, experience and
training requirements for the position to which he/she is being appointed except for
the appropriate eligibility but only in the absence of a qualified eligible actually
eligible available, as certified by the Civil Service Regional Director or Field
Officer. The appointment shall not exceed twelve months, reckoned from the date
it was issued but the appointee may be replaced sooner if a qualified eligible that is
willing to accept the appointment becomes actually available.
3. Substitute. This is issued when the regular incumbent of a position is temporarily
unable to perform the duties of his position, as when he is approved leave of absence
or is under suspension or is on scholarship grant or is on secondment. This is
effective only until the return of the former incumbent. A substitute appointment is
issued only if the leave of absence of the incumbent is at least three (3) months,
except in case of teachers.
4. Co-terminus. This is issued to a person whose entrance and continuity in the
service is based on the trust and confidence of the appointing authority or the head
of the organizational unit where assigned; or co-existent with the incumbent; or
limited by the duration of the project; or co-existent with the period for which an
agency or office was created.
5. Contractual. This is issued to a person who undertakes a specific work or job for
a limited period not to exceed one year.
6. Casual. This is issued only for essential and necessary services where there is not
enough regular staff to meet the demands of the service.
3.6 Promotion
For Administrative/Non-Teaching Position
Whenever a vacancy occurs, the employees who occupy positions deemed to be
next-in-rank to the vacancy shall be considered for promotion based on System of
Ranking of Positions and qualifications standard.
The comparative degree of competence shall be determined by the following
criteria:
Performance. This shall be based on the last two performance ratings of the
employee. No employee shall be considered for promotion unless the last two
performance ratings are very satisfactory.
Education and Training. These shall include educational background and the
successful completion of training courses, scholarships, training grants and
others, which must be relevant to the duties and responsibilities of the position
to be filled.
Experience and Outstanding Accomplishments. These shall include
occupational history, work experience and accomplishments worthy of special
commendation.
Physical Characteristics and Personality Traits. These refer to the physical
fitness, attitudes and personality traits of the employee which must have some
bearing on the position to be filled.
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Potential. This refers to the employees capability to perform not only the
duties and responsibilities of the position to be filled, but also those of higher
and more responsible positions.
Civil service awards and other awards for outstanding accomplishments shall be
given due consideration.
In cases where the qualifications of employees are comparatively equal, preference
shall be given to the employee in the organizational unit where the vacant position
exists. In case al things are still equal, seniority in the job or functionality related
jobs shall be considered.
A next in rank employee who is qualified and competent may not be promoted if
he/she waives the new assignment as a result of the promotion because of
geographical location. The vacancy shall be filled by one who may not be next in-
rank but qualified, competent and willing to accept the new assignment.
When an employee has a pending administrative case, he/shall be disqualified for
promotion during the pendency thereof. If he/she is found guilty, he/shall be
disqualified from promotion for a period based on the penalty imposed by the
appointing authority.
When an employee who is entitled to promotion has a pending administrative case,
the position to which he/she is proposed shall be filled until after the administrative
case shall have finally decided. However, when the exigencies of the service
require, then it shall be filled by temporary appointment to end as soon as the
employee entitled is exonerated.
Non-teaching Promotion and Selection Board shall screen and evaluate personnel
eligible for promotion.
Only officers or employees who are qualified next-in-rank on the basis of the
approved System of Ranking Positions may file a protest against an appointment
or a promotion.
For Teaching/Academic Staff Position
Merit Promotion
A Faculty shall be allowed one grade/rank promotion only.
Only faculty members with a t least a relevant masters degree shall be included in
the merit promotion plan.
The University quota for the rank of Professors, 20 percent as per NBC 461, shall
be followed. For promotions to Professor 3, 4, 5 and 6, the faculty shall have earned
an appropriate doctoral degree. For Professor 1, the faculty should be accredited by
the proper accrediting body.
A faculty who is on a local or foreign scholarship or training grant or on official
leave may be considered for promotion. For this purpose the rating immediately
prior to the scholarship, training or leave shall be considered. Of promoted, the
effectivity date of the appointment shall upon assumption to duty.
A faculty should have rendered at least very satisfactory performance for the last
school year or the last two semesters in his present position before being considered
for promotion.
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A faculty member who has been reprimanded / suspended during the evaluation
period for violation of existing University policies and/or CSC rules and regulations
shall not be considered for promotion.
The Dean in consultation with the College Selection Board of each college shall
recommend one (1) faculty for each vacant position to the University Faculty and
Academic Staff Selection and (UFASSPB). The Board shall submit final
recommended to the President for approval.
Faculty and academic staff shall be evaluated based on their:
Accomplishments 60 points
Education and Training 10 points
Experience 5 points
Psycho-social Attributes,
Personality Traits and Potential 25 points
3.7 Upgrading /Reclassification
No member of the faculty or academic staff shall be promoted or upgraded unless
his performance ratings in the last two (2) semesters are very satisfactory even if
he meets the required number points in the Common Criteria for Evaluation
prescribe by the National Budget Circular (NBC) 461.
3.8 Employment and Working Conditions
All government officials and employees are required to render eight (8) working
hours a day for five working days a week or a total of forty (40) hours a week,
exclusive of time for lunch.
The normal working hours of government officials and employees shall be from:
8:00 am - 12 pm; 1:00 pm 5:00pm
In no case shall the working be reduced in the event officials and employees elect
to adopt flexi-time in reporting for work, provisions of CSC MC No. 14, s. 1989
(Adoption of Flexible Working Hours in the Government Service) shall be strictly
complied with.
Officers and employees who have incurred tardiness and undertime regardless of
minutes per day exceeding ten (10) times a month for two(2) consecutive months
or for two(2) months in a semester shall be subjected to disciplinary action.
Offsetting of tardiness or absences by working for an equivalent number of minutes
or hours by which an officer or employee has been tardy or absent, beyond the
regular or approved working hours of the employee concerned, shall not be
allowed.
3.9 Leave Availment
All kinds of leave of absence taken by the employee should be applied using the
prescribed CSC form No.6 and submitted to the proper chief of office for action.
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Application for vacation leave for a full day or more should be filed in advance or
whenever possible, five (5) days before the effective date of the leave. Since
vacation is contingent upon the needs of the service, its grant is discretionary on
the parts of the agency head or authority concerned. Thus filing of such leave
application does not entitle an officer or employee to go on leave outright. Prior to
taking the vacation leave, he should see to it that his application for leave is
approved by the proper authorities.
An application for sick leave is usually filed immediately upon the employees
return from such leave. During the period of absence, the employee should inform
his supervisor of his inability to report for work due to illness.
In cases, however, where the employee will undergo medical examination or a
scheduled operation or was advised to rest in view of health, sick leave may be
applied for in advance and duly supported by a medical certificate. A medical
certificate is also required to support a sick leave of absence taken in excess of five
(5) days of if the chief of office doubts the employees claim of ill health, regardless
of the number of days involved.
Application for leave of absence on account of wounds or injuries incurred in the
performance of duty extending beyond the allowable vacation leave must be
supported by proper medical certificate, where evidence shows that the wounds or
injuries were incurred in the performance of duty. The head of the department may
direct that absence during the any period of disability which shall be on full pay not
exceeding six (6) months and his discretion, authorize the payment of medical,
transportation, subsistence and hospital fees of the injured person. Absences in
these cases are charge against the employees vacation and sick leave credits, if
there is any.
When an employee is absent without approved leave for thirty (30) calendar days,
it is considered an absence without leave (AWOL) and he may be dropped from the
service without prior notice (MC No, 38, s .1993).
An application for leave of absence for thirty (30) days or more should be
accompanied by a clearance from financial and property accountability.
3.10 Salaries and Other Financial Incentives
Compensation in the University includes the regular monthly salary, GSIS life and
retirement insurance premium, PAG-IBIG contribution, PHILHEALTH premiums,
bonuses and other incentives, overtime pay, longevity pay and other merit
increases.
The salary structure defines the eight (8) salary steps for each salary grade following
the standard salary schedules pursuant to Salary Standardization Law.
3.11 Retirement
Employees of the University whether permanent, temporary, casual or temporary
who have employee-employer relationship are covered by GSIS on a compulsory
29
basis. Employees membership takes effect upon assumption to duty pursuant to

valid appointment.
University personnel, as members of the GSIS are eligible for retirement benefits
available under the retirement law when they opt to retire provided they satisfy the
conditions and requirements set therein. Retirable employees may retire under the
following retirement laws:
RA 1616 Gratuity Retirement Law

RA 660 Annuity Benefit Plan
RA 8291
Retirement is compulsory for the University employees at age 65 with at least 15
years of service. The effectivity of the employees separation from the government
service due to compulsory retirement is at the close of office hours or working hours
on his 65th birthday.
Employees shall signify intention of his/her plan to retire by submitting a letter to
the University President six (6) months before the effectivity of the retirement.
3.12 Resignation
A resignation letter should be coursed through the immediate official for
recommendation of approval thirty (30) days before the effectivity of the
resignation.
An employee who intends to resign shall be required to accomplish clearance from
money and property accountability before resignation is accepted.
3.13 Benefits, Incentives, Privileges, and Awards
3.13.1 Benefits
GSIS Benefits
The Government Service Insurance System (GSIS) of the
Philippines was created under Commonwealth Act. No. 186 as amended by
Presidential Decree No. 1146. It is a government owned controlled
corporation and partly engaged in government financial institution
operations, acting as a trustee for government sector.
Government employees on permanent status are covered by the

GSIS on compulsory basis. On the other hand, non-permanent employees
who have been in the service for not less than sixty (60) days are also
entitled to a term insurance renewable yearly.
Retirement
Retirement requires a specified age and a minimum

number of years in service. Separation from the service at the
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mandatory age of sixty-five (65) is called compulsory

retirement. A retirement at any earlier age is referred to as
optional retirement. Both retirement schemes require a
minimum number of years of service rendered.
A member is eligible for retirement when he/she has

satisfied the following conditions:
Has rendered at least fifteen (15) years of service;
At least sixty (60) years of age at time of retirement;
and
Not receiving a monthly pension benefit from
permanent total disability.
The following are other features of the retirement

benefit:
Retirement shall be compulsory at age 65.
Employees who entered the service before June 1,
1977 and who have not received any separation or retirement
benefits have the option to retire under Republic Act Nos. 1616,
660 or 8291.
Retirement benefits shall be paid on the last day of

service in the government if all requirements are submitted to
the GSIS at least thirty (30) days prior to the effective date of
retirement.
Separation
A cash payment of 18 times the basic monthly pension

at the time of separation and a life pension to start at age 60 will
be given to those who separate from the service with at least 15
years service and are below 60 years of age.
Two types of separation benefits and eligibility

requirements are discussed below:
A member who has rendered at least three years but less than
15 years of service is eligible for separation benefit in the
form of a cash payment equivalent to one-hundred percent
(100%) of the Average Monthly Compensation for every
year of service payable upon reaching the age of 60 or upon
separation, whichever comes later, if he/she is not receiving
a monthly pension benefit from an incurred permanent total
disability.
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A member who has rendered at least 15 years of service and

who is below 60 years of age at the time of resignation or
separation is eligible for separation benefit in the form of a
cash payment equivalent to 18 times the Basic Monthly
Pension payable at the time of separation plus the basic
monthly pension for life starting at age 60.
Compulsory Life Insurance
A permanent faculty and staff is entitled to an

automatic endowment insurance based on the following criteria:
Age at Issue Endowment Plan
Up to 30 years E-45
Over 30 to 40 years E-55
60 and above whole life
The amount of insurance is based on the members

insurance plan, age and salary. If the salary increases, the
amount of insurance correspondingly increases effective on the
date of aforesaid salary increase. However, if the salary
decreases, the member has the option to maintain the amount of
his/her insurance by paying the difference in premium within
ninety (90) days of such decrease. Otherwise, the amount is
automatically reduced.
If the employee is still in the service at the time of

endowment plan, insurance coverage is automatically renewed.
Sickness Income Benefits
This is for non-work connected sickness or injury that

results in temporary on total disability. It is available after a
member has exhausted all his/her sick leave credits but not
earlier than the fourth day of sickness or injury. The member
cannot avail himself/herself of the sickness income benefits and
sick leave simultaneously. Benefit of not less than four pesos
(P4.00) nor more than twenty pesos (P20.00) a day can be
availed of by the member who has paid at least six monthly
contributions in the twelve-month period preceding the sickness
or injury.
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Medical Benefits
All eligible members of the GSIS under Medicare

Program (now PhilHealth) shall immediately and automatically
be made members of the National Health Insurance Program
(NHIP) and are entitled to free medical services. Upon
retirement, a member is entitled to the same benefits, which
he/she had as an active member.
Death, Accidental Death and Burial Benefits
The members beneficiaries receive this if a member

dies prior to the maturity of the policy. When a members death
is accidental or death occurred within ninety (90) days after the
accident, the accidental death benefits are twice the value of the
insurance. Moreover, the beneficiaries can claim burial
expenses as stipulated by the GSIS.
Survivorship Benefit
This is for non-work connected deaths, which will be

paid to primary and secondary beneficiaries of deceased
members or pensioners. The basic survivor pension is
equivalent to 50% of the basic monthly pension plus dependent
pension not exceeding 50% of the basic monthly pension.
Cash Surrender Value
This is paid to a member who resigns or is separated

from the service, provided that the insurance has been in force
for one year. If the member is dismissed, only half of the value
will be paid.
GSIS Loans
A faculty and staff who has been insured for at least one (1) year
can obtain insurance loan in the form of salary.
Policy loan is granted to a faculty who has been insured for at

and one (1) year equivalent to sixty percent (60%) of the total
contributions, employees-employer share.
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Emergency Calamity Loan
When the President of the of the Philippines declares by

law that a specified of area is in a state of calamity, the faculty
and staff member residing/working in the area may avail of the
Emergency Calamity Loan equivalent to eighty percent (80%)
of his/her total contribution or the amount as mandated by GSIS.
Housing Loan
Through the National Home Mortgage and Finance

Corporation (NHFC), any qualified member may be granted a
housing loan by the GSIS.
Leave Benefits in General
Leave of Absence
Leave of Absence (LOA) is a privilege to be absent from

duty for one or more days, with his/her positions held for
him/her until his/her return. A leave of absence requires
authorization and consent of the facultys immediate
supervisor/head or his/her designated representative.
All kinds of leave of absence taken by the faculty and
staff should be applied for and submitted to the Dean/Executive
Director through the Department Head for action. The
prescribed form for leave application is Civil Service Form No.
6 series (revised 1984), where the purpose/reason for such leave
has to be clearly indicated.
An official or an employee who is continuously absent

without approved leave for at least thirty (30) calendar days shall
be considered on absence without official leave (AWOL) and
shall be separated from the service or dropped from the roll
without prior notice. A notice of separation for service shall be
sent to his/her last known address not later than five (five) days.
If the number of unauthorized absences incurred is less

than thirty (30) calendar days, a written Return-to-Work Order
shall be served to him/her at his/her last known address on
record. Failure on his/her part to report for work within the
period stated in the order shall be a valid ground for dismissal.
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Vacation Leave
A regular faculty member shall not be entitled to the

usual vacation and sick leave credits but to proportional vacation
pay (PVP) of 70 days summer vacation plus 14 days of
Christmas vacation. A faculty who has rendered continuous
service in a school year without incurring absences without pay
of not more than 1 days is entitled to 84 days of proportional
vacation pay.
All applications for vacation leave of absence for one (1)

full day or more shall be filed in advance or whenever possible
five (5) days before the effective date of such leave and shall be
submitted on the prescribed form for proper action by the head
of agency.
Sick Leave
A faculty, who is unable to report for work due to illness,

may apply for sick leave with pay provided he/she has
accumulated service credit. He/she is entitled to a sick leave of
absence after presenting a medical certificate.
All applications for sick leave of absence for one full day
or more shall be made on the prescribed form and filed
immediately upon employees return from such leave. Notice of
absence, however, should be sent to the immediate supervisor
and/or to the agency head. A proper medical certificate shall
accompany an application for sick leave in excess of five (5)
successive days.
Sick leave may be applied for in advance in cases where

the faculty will undergo medical examination or operation or
advised to rest in view of ill health duly supported by a medical
certificate.
In ordinary application for sick leave already taken not

exceeding five days, the head of the department concerned may
duly determine whether or not granting of sick leave is proper
under the circumstances. In case of doubt, a medical certificate
may be required.
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Sick leave shall be granted only on account of sickness

or disability on the part of the faculty concerned or any member
of his/her immediate family. A sick faculty member can take an
indefinite sick leave of absence stating in his/her application
form the appropriate maximum number of days on leave as
recommended by a government physician.
Maternity Leave
A married female faculty can avail of a 60-day maternity

leave after rendering an aggregate of two or more years of
service. She can avail herself of maternity benefits even if the
period of delivery occurs during the long vacation, in which
case, both the maternity benefits and the proportional vacation
pay shall be received by the faculty concerned.
Maternity leave of those who have rendered one (1) year

or more but less than two (2) years of service shall be computed
in proportion to their length of service, provided that those who
have served for less than one (1) year shall be entitled to 60-
day maternity leave with half pay.
The maternity leave cannot be deferred but it should be

availed of either before or after the actual period of delivery in a
continuous manner, not exceeding sixty (60) calendar days.
When a married female faculty wants to report back to

duty before the expiration of her maternity leave, she may be
allowed to do so provided she presents a medical certificate that
she is physically fit to assume the duties of her position.
The commuted money value of the unused portion of the

leave need not be refunded and so that when the faculty returns
to work before the expiration of her maternity leave, she may
receive both the benefits granted under the maternity leave law
and the salary for actual services rendered effective the day she
reports back for work (Sec. 11 & 14,CSC MC No. 14 s. 1999).
Paternity Leave
A married male faculty may go on paternity leave of

seven (7) days that shall be nonconvertible to cash.
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Terminal Leave
A faculty who resigns or retires or to be terminated may

apply for a terminal leave with unspent leave service converted
to cash based on existing civil service rules.
3.13.2 Incentives
Basic Incentives
Personal Emergency Relief Allowance (PERA) and Additional

Compensation (ACA)
All faculty members, permanent or temporary, are entitled

to a monthly PERA and ACA, which amounts to P500.00 PERA and
P1500.00 ACA each.
Year-end Bonus and Cash Gift
Republic Act. No. 6686, as implemented by National

Compensation Circular No. 54, both dated Dec. 04, 1988, provides
for an annual year-end bonus equivalent to one-month basic salary
known as Thirteenth Month Bonus and a cash gift of P5,000.00 to
all government officials and employees who have rendered at least
four months of service with pay within the year.
Clothing Allowance
The provision on annual clothing allowance is an additional

economic aid for permanent or temporary faculty members. This is
given to a faculty, regardless of status, provided he/she renders six
(6) months of service at the time of payment and should stay another
6 months after payment.
Length of Service Incentive (Longevity Award)
This is given to a faculty member who has rendered at least

three (3) years of continuous very satisfactory service in a particular
position. This incentive shall consist of salary step increments in
accordance with the provisions of Joint CSM DBM Circular No.
1 s, 1990.
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Study Grants
Professional Development Incentive Program (PDIP)
This is an incentive program giving institutional support to

faculty members on thesis/dissertation writing stage. Support comes
in the form of cash and leave-with-pay benefits for a period of at
most 1 year.
Faculty members pursuing a higher degree and whose thesis

or dissertation proposal has been approved by the Dean of the
Graduate School where they are enrolled, have two options: a leave
of absence with pay for one semester but to finish the degree within
one year from the start of the grant, or outright financial assistance
worth P7,000 for finishing a masters thesis and P 12,000 for a
dissertation to be released upon presentation of the approved bound
copies to the University/College.
Tuition Fee Waiver
To encourage professional growth, the University/College

extends 100% tuition fee waiver to faculty members pursuing higher
degrees. This subsidy is valid throughout the length of their study,
but should not exceed five (5) years for those pursuing a masters
degree and seven (7) years for those pursuing a doctorate degree.
Likewise, children of faculty and staff who are currently

enrolled in the University/College can enjoy free tuition fee during
the entire duration of their study. This privilege is valid only if they
continue to enroll at institution and have no failing grades. In
addition, this privilege is good until they have finished their degree
at the University/College.
4.0 Faculty
4.1 Faculty Classification

Based on the type of appointment, faculty members may either be regular or non-
regular.
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a. Regular Faculty
These are faculty members who are hired on a full-time basis and whose
main functions include instruction, research, extension services and production
in pursuance of the vision and mission of the university.
b. Non-regular Faculty
The following faculty members comprise the non-regular teaching force of

the university:
a. Part-time Faculty
These are faculty members employed to teach on a term (semestral

or summer) basis. They receive remuneration on an hourly rate. Though
their presence is required during class hours only, they are also expected
to undertake assigned tasks and spend time to conduct research, improve
and augment productivity, and promote and develop extension services
in pursuance of the vision and mission of the university.
b. Visiting Faculty
Visiting faculty are those invited by the university from other

institutions to render services in the form of instruction, research,
extension and production for the duration of a program.
International professors who are invited to speak in a forum,

symposium, or a lecture series fall under this category.
c. Exchange Faculty
Exchange faculty are those coming from the various campuses of

the university and assigned to render services in the main campus or vice
versa for a period, usually from six months to two years. Services may be
in the form instruction, research, extension or supervisory/administrative
functions.
d. Associate/Affiliate Faculty
These are faculty members based in a particular college/department

who are invited to render instruction, research, extensions or production
services to other colleges/departments within the university.
e. Adjunct Faculty
39
These are cooperating teachers who are directly involved in the

supervision of students performing their off-campus practice teaching or
on-the-job training.
Subject to the availability of funds, the university provides

incentives to the adjunct faculty and to the cooperating institution, which
can be in the form of staff development, instructional materials or financial
assistance.
f. Contractual Faculty
These are faculty members hired on a full-time, monthly basis to

conduct instruction and/or research services to the university.
g. Professor Emeritus
a professor emeritus is a retired faculty member or administrator

who holds the rank of at least Full Professor in the university upon his
retirement and is given the title in recognition of exceptional competence in
his field of specialization. He is likewise invited to render instructional or
research services.
4.2 Academic Ranks
Full-time faculty members include the following categories or academic ranks:

Instructor, Assistant Professor, associate Professor, Professor, College Professor, and
University Professor. The number of faculty members given the ranks of full professor is
governed by a quota system described in Section 5 of NBC No. 461, s. 1998 as follows:
a. The quota for the rank of Professor shall be adjusted to 20 percent of the total
number of faculty positions of each SUC and
b. Only one (1) position of College/University Professor per College/University shall
be authorized for every six years, the total of which shall not exceed the number of
authorized colleges and external campuses of the respective SUC. Candidates to
said rank shall be required to undergo screening as stipulated in Section 4.3 of NCC
No. 69.
4.3 Qualification Standards
Qualification standard (QS) refers to the minimum qualifications which an

applicant to a faculty position must possess in order to be considered for the recruitment
process.
General Policies and Guidelines
a. No candidate or applicant to the faculty or academic staff (position) is appointed

to any academic rank unless he meets the minimum qualifications set down in
the corresponding (prescribed) QS by the CSC or CHED.
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b. Original appointment to the faculty and academic staff starts at the lowest sub-
rank of the appropriate faculty rank.
c. An applicant with academic rank from private educational institutions is
evaluated from the QS and when appointed, is considered as original appointee
subject to the immediately preceding section.
Appointment of Full-Time Faculty
The classification of academic ranks of full-time faculty is based primarily

on the common criteria for evaluation of SUCs.
a. Instructor
Appointment to the position of Instructor is subject to one of the following

qualifications:
1. Masters degree in the area of specialization preferred;
2. Bachelors degree holder with academic honors such as Summa Cum
Laude, Magna Cum Laude or Cum Laude;
3. Bachelors degree holder who belongs to the top ten in the appropriate
board examination;
4. Bachelors degree holder who passed the appropriate board examination
with at least two (2) years of active practice of the profession;
5. Bachelors degree holder who has been in collegiate teaching on full-time
basis or doing educational research work at least three years.
In the exigency of the service and in the absence of a qualified applicant

based on the foregoing qualifications, an applicant may be considered for
appointment through the recommendation of the University Faculty and Academic
Staff Selection and Promotion Board (UFASSPB).
b. Assistant Professor
Appointment to the position of Assistant Professor is subject to the

following requirements:
1. CCE points of at least 88 points;
2. Doctorate degree preferred; and
3. Masters degree in the field of specialization with at least four years of
experience related to educational/research work and/or in professions
related to teaching.
c. Associate Professor
Appointment to the position of Associate Professor is subject to the

1. CCE points of at least 124;
2. Masters degree in the area of specialization; and
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3. Qualitative contributions in instruction
c. Professor
Appointment to the position of Professor is subject to the following requirements:

1. CCE points of at least 159;
2. Doctorate degree for Professor IV to VI;
3. Qualitative contributions in at least three of the four functional areas;
instruction, research, extension and production.
4. In cases where a doctorate is not normally part of career preparation, or
where such doctoral program is rare, the doctorate requirement may be
waived provided that the candidate has an appropriate masters degree,
has atleast 159 CCE points (including educational qualification) and has
earned at least 20 points in the following areas;
4.1 Books, monograms, compendiums and major bodies of
published work
4.2 Scientific articles in publications of international circulation,
and other works of similar nature
4.3 Discoveries, inventions and other significant original
contributions
4.4 Research recommendations transformed public policy
benefiting the country
4.5 Research results applied or utilized in industrial and/or
commercial projects or undertaking. (updated using NBC
guidelines)
Appointment of Part-Time Faculty
Part-time faculty members are those employed to teach an assigned

number of loads based on the needs of the Department, the total of which shall not
exceed allowable limit provided by the rules and regulations of the university;
Part-time faculty members are informed of their tentative teaching loads

at least two weeks before the start of classes. If there are changes in the schedule,
these shall be communicated to the faculty concerned at least one day before the
start of classes.
Professorial Chair
Appointment to this rank requires a Doctorate degree. In the absence of the

required degree, all of the following requirements are considered as a substitute for
the doctoral requirement, except those where the terminal degree is a masters
degree:
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Recognition in the form of an award, grant or fellowship by a reputable

and recognized national/international organization for outstanding
contribution to this field of specialization;
Consistent involvement in a major research project either as proponent
or as a major consultant;
Consistent scholarly publication in the field of specialization; and
Significant service to the academic community and/or active
membership and involvement in university/college, community,
professional, national or international organization.
4.4 Compensation
Regular Faculty
Full-time members of the faculty receive compensation on the basis of a fair and
systematic schedule as provided by and/or approved by the BOR on recommendation of
the university President.
Summarized below is the faculty academic rank and the corresponding salary
grade:
Academic Rank Sub-Rank Salary Grade

Instructor I 12
II 13
III 14
Assistant Professor I 15
II 16
III 17
IV 18
Associate Professor I 19
II 20
III 21
IV 22
V 23
Professor I 24
II 25
III 26
IV 27
V 28
College/University Professor 30
Non-Regular Faculty
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Non-regular faculty members such as lecturers are paid each hour of actual service
in accordance with the schedules as provided in existing laws.
Standards Rates/Hour for Part-time and Affiliate Faculty of the University

Education Graduate School College of Law Other Colleges
BS (4 years) PhP 200.00
BS (5 years) PhP 250.00
MA/MS PhP 400.00 PhP 300.00
EdD/PhD/MD/Law PhP 500.00 PhP 500.00 PhP 400.00
MD with Specialization PhP 450.00
Source: BOR Resolution No. 1264, S. 2013
Provided that the rates shall be flexible for faculty with rare expertise and provided
further that laboratory rates shall be computed at 0.75 of the lecture rates.
4.5 Recruitment, Selection and Appointment
Recruitment and Selection

The university recruits and appoints faculty and academic staff following three
basic procedures: a) request to recruit or fill-up a position, b) publication of vacancies and
c) interviews and teaching demonstration.
Recruitment and Selection Board
The university has a recruitment and selection board for faculty and academic staff,
known as the University Faculty and Academic Staff Selection and Promotion Board
(UFASSPB) which is responsible for the screening and selection of candidates for original
appointment to the faculty and academic staff of the university including cases of
reinstatement and re-employment. Following is the composition of the UFASSPB:
a. The VPAA as Chairman;
b. The Dean of the college where the vacancy exists;
c. The university human resource officer (HRMO) who serves as the Secretary,
hence, is responsible in keeping records of the proceedings of the UFASSPB,
keeping them in readiness for inspection and audit by the CSC;
d. The president of the Federated Faculty Association of the university;
e. The University Registrar who determines the faculty workload;
f. The chairman of the University Faculty Evaluation Committee as in-charge of
faculty evaluation; and
44
g. A ranking faculty or academic staff with the same or related field of

specialization as hat being recruited or a senior faculty or academic staff as
deemed necessary by the university President.
Members of the UFASSPB are not entitled to additional compensation except

reimbursement of actual and reasonable expenses incurred by them in the exercise of their
functions.
Hiring Procedures
Hiring of faculty members is primarily based on the need of the department for
services, which cannot be fulfilled by the full-time faculty members of the department.
This need is determined by the Department Head and then reported to the Dean of the
College.
The university recruits and appoints faculty and academic staff in accordance with
the following procedures:
a. Request for hiring
The College Dean must request the University President in writing through
the VPAA for the recruitment of a faculty or academic staff. Accompanying the
request is a certificate of the HRMO of the existence of an available position and
justification of the need of hiring. The request should also state the special
qualification(s) which an applicant must have but which must not be lower than the
QS of the position.
b. Publication of vacancies
When the request for hiring is approved by the university President, a copy
of the approval is furnished to the HRMO who on turn announces/disseminates
such vacancy. The announcement specifies the following:
the position,
the minimum qualifications and the special qualifications needed,
the nature of the job to be performed, and
the deadline for submission of the application letters.
c. Submission and coursing of application letters
The HRMO is responsible in setting the deadline for submission of

application letters. The deadline must not be earlier than 10 calendar days from
the date of the announcement nor more than 30 calendar days from announcement
or publication of the vacancy.
d. Recording of application
45
The HRMO indicates the time and date of receipt on the first page of the
application letter. For recording purposes, the HRMO maintains a logbook of
application letters received in the chronological order of receipt.
To ensure fairness, no application letter is considered received by the

Personnel Office unless it is properly entered in the logbook. The date of receipt
as actually registered in the logbook is conclusive as to whether an application was
received within the prescribed deadline of submission.
Screening
Criteria
Following are the criteria used in selecting faculty:

Educational qualification
General weighted average
Interview/personality criteria include
Communication competence and persuasive ability
Appearance, health and disposition (poise, posture, grooming, health,
sociability and pleasantness)
Potential (depth of knowledge, evidence that he/she meets the job
requirements, willingness, family conditions and ability); and
Must not have been involved in questionable transactions of any kind
Experience
Honors received
Demonstration teaching criteria include:
Personal qualities (pleasant disposition, well-groomed, modulated voice
and communication skills);
Mastery of subject (knowledge of subject matter, presentation evokes
interest/attention and illustrates concepts and principles effectively);
and
Teaching strategies (uses teaching materials/tools effectively, motivates
students, explains clearly objective of lesson, uses question technique
effectively, encourages student participation and summarizes lessons at
the end of the period)
Procedures
a. Preliminary Screening/Interview
The HRMO may interview applicants regarding any matter contained in the
application letter, verify entries or require additional papers or documents to
support entries in the application letter.
The HRMO may disqualify an applicant on the basis of the preliminary

interview. In such case, the HRMO attaches to the application the reason(s) for
disqualification.
46
b. Evaluation of the applicants credentials by the Department Head
After the preliminary screening/evaluation, the HRMO forwards the

documents of qualified applicants to the Department Head.
The Department Head evaluates the applicants credentials primarily to

determine the appropriateness of the educational qualification and the adequacy of
teaching experiences required by the position as well as his scholastic standing as
revealed by the transcript of records. The department may likewise set some
enhancing evaluation criteria. The evaluation result is submitted to the HRMO
along with the short-list of qualified applicants.
c. Forwarding/Submission of the list of qualified applicants to the UFASSPB
After the last day for the submission of application letters, the HRMO
notifies and furnishes the UFASSPB the list of applicants who have passed the
preliminary interview along with their application letters.
d. Notice for further screening
Upon order of the UFASSPB, the HRMO notifies by postal mail, e-mail,
telephone, hand delivery, telegram and/or radio all qualified applicants for the
screening. The notice includes the date that they report for screening and what are
expected of them to do.
e. The final screening and selection
The final screening and selection includes:

Further evaluation of the applicants credentials;
An interview of the applicant to validate the credentials and to
determine his/her communication skills and predispositions; and
A teaching demonstration to assess teaching/research proficiency and
extent of knowledge on a subject matter relevant to the position
applied for.
f. Submission for recommendation to the University President
After its final screening, the UFASSPB submits to the university President
a list of the most qualified applicants, at least three recommendees, from which the
former may choose to be appointed. However, in the exigency of the service and
the unavailability of required number of applicants, this provision shall be waived.
Appointment
General Policies and Guidelines
47
Following are the general guidelines and policies concerning appointment to the
faculty rank:
a. All appointments are made strictly based on merit. No religion-related test is
applied, nor are the religious opinions or political affiliations of the faculty be a
matter of examination or inquiry.
b. Members of the faculty must have the appropriate degree and/or license as
required by the existing laws.
c. Members of the faculty are exempted from any civil service examinations as a
requisite of employment.
d. All appointments to part-time positions in the faculty of those who have full-time
appointment in other agencies of the government are made only upon written
permission from the base agency and stating the total number of hours a week
they are teaching in other schools. The total teaching load should not be more
than 24 units per week.
e. No person is eligible for appointment or reinstatement as regular member of the
faculty of the university during the term for which he has been elected to any
political office.
f. No person who has been defeated as a candidate for any political office in an
election is eligible for appointment or reinstatement as a regular member of the
faculty within a year after the election.
g. No person is appointed to the faculty on a full-time basis if said person is a staff
of another university except, under consortium exchange arrangement subject to
the following conditions.
Provide that the immediate requirements of the university justify the
appointment and no other applicant approximates the needed high
professional and scholastic competence; and
Such person is appointed on a year-to-year basis until another who
possesses the required competence is available for regular appointment.
h. No person shall be appointed or reinstated in the service if he is already 57 years
of age, unless the chairman of the Civil Service Commission (CSC) certifies that
he possesses special qualifications and his services are needed (CSC MC No. 3,
s. 1983)
i. All members of the faculty is appointed by the BOR upon the recommendation
by the university President; provided, however, that the BOR may delegate to
the university President to appoint in which case such appointments shall be
confirmed by the BOR in its next meetings.
j. The university President may recommend to the BOR the appointment of any
faculty member from among the full professors of
the university to the rank of university Professor. Said faculty member must possess
the following qualifications:
Be an outstanding scholar, scientist or artist;
Have a expert knowledge in at least one field and a broad understanding of
other branches of knowledge; and
Be nationally or internationally known/recognized in his field.
Submission of Employment Documents
48
Appointees should submit the employment documents listed below:
Pre-employment requirements
a. Application for employment

b. Certification of previous employer
c. Clearance from previous employer
d. Clearance from the following:
Barangay
Police
Mayor
Municipal Judge
Prosecutor
Regional Trial Court
National Bureau of Investigation
e. Medical Certificate
f. Photocopy of Tax Identification Number and Community Tax Certificate
g. Latest photograph (1 x 1 and 2 x 2)
h. Documentary stamps at P15.00
i. Training/seminar inventory
j. Certified true copy of birth certificate
CSC forms and requirements
a. Personal data sheet (CSC Form 212)

b. Position description form (CSC-BC Form 1)
c. Transcript of records, diploma or certificate of units earned
d. Licensure examination rating
GSIS/PhilHealth Forms
a. Information of GSIS membership

b. Information for PhilHealth membership
BIR Forms/Requirements
a. BIR Form W-4 (Withholding tax)
First Salary requirements (General)
a. Oath of Office
b. Sworn statement of assets and liabilities
c. Notice of assumptions to duty
d. Daily time record (CS Form 48)
e. Medical Certificate (CS Form 211)
49
Others
a. Marriage contract (If maiden name appears in CS eligibility)
Oath of Allegiance
Appointees to faculty positions shall take their oath of allegiance before the
Administrative Officer of the University.
4.6 Faculty Workload Guidelines

Faculty workload consists of teaching whether lecture or laboratory, or a
combination of teaching and any or several of the following activities: research, creative
writing, administration, extension, production, or authorized graduate studies. Activities
with incentives do not earn workload units.
Teaching Load
Teaching load refers to handling a subject and providing classroom instructions to

students as thesis advising and supervising or coordinating practice teaching, on-the-job
training or practicum.
General guidelines
a. The Dean on recommendation by the Department Head shall assign faculty

teaching loads subject to the review by the university Registrar and to the
approval of the VPAA.
b. For purposes of computing teaching load, the following unit equivalent per hour
of teaching is followed:
No Revision on GS
Undergraduate level
Lecture - 1.0 unit (plus 0.0285 unit for every additional
student beyond 35 but not to exceed 40)
Laboratory - 1.0 (0.75) unit (plus 0.04 for every additional student
beyond 25 but not to exceed 30)
Shop/field work - 0.75 unit
High School - 1.0 (0.75) unit
Elementary - 0.75 unit
c. Thesis advising (individual or group research) in the undergraduate level without

honorarium is considered a teaching load but not considered as another
preparation with equivalent as follows:
50
Adviser (Thesis) - 0.6 per individual research but not to

exceed 3 units
Committee Member (Thesis)- 0.2
unit per individual researchbut not to exceed 3 units
d. Faculty members handling practicum subjects (practice teaching, OJT, affiliation

and field practice) are given equivalent teaching load of 3.0 units. The maximum
number of students per group is 30, beyond which the faculty gets additional
credit of 0.01 per student. The class may be split if the class size reaches 45.
e. To give faculty members ample time to prepare their lessons, to conduct research
or pursue graduate studies, teaching load assignments should be limited to three
(instead of four) preparations.
f. Full-time faculty members shall arrange for at least 3(instead of 5) hours a week
of consultation with students; part-time faculty members should allot 1 to 2
hours for the same purpose.
g. For optimum performance, faculty members should not be given or allowed to

conduct more than three consecutive subjects
Regular teaching load
The regular teaching load of a full-time faculty member is 15-18 (originally

21)units per semester depending on the number of preparation as follows:
No. of Preparations Proposed
1-2 18
3 and above15
but not to exceed 5 preparations
Lecture and Laboratory shall be considered as separate preparations.
For a part-time faculty member, the regular load is 6 units but may be assigned a maximum
of 12 units as the need arises.
Non- Teaching Load
Non-teaching loads include administrative designations and supervisory functions

for department/center headship and program coordinating tasks. These also include
authorized graduate studies and assigned special projects such as research, extension and
production activities, among others.
Although priority is given to teaching, the regular teaching load requirement,

maybe partially satisfied by non-teaching activities. The credit units among of non-
51
teaching loads (except graduate studies) are cumulative to a maximum of 12 units. Further,
these activities must be supported by a photocopy designation or special order.
a. Graduate Studies
The maximum load credit for authorized week-end graduate studies is 6

units per semester subject to the following conditions:
The faculty member shall not undertake any non-teaching activity;
The load credit must be endorsed by the UMDP Director to the concerned
Secretary;
Credit units granted for authorized graduate studies shall not be used for
computing overload honorarium; and
Faculty members regular teaching load shall be reduced by the number of
units but not more than six, in which he is enrolled for graduate study.
b. Administrative Designation/Supervisory Functions
Faculty members with administrative designation or supervisory functions

carry a teaching load in accordance with the following unit equivalent approved the
BOR per Board of Resolution No. 521, s.2002.
Designation Unit Equivalent Required

of Designation Teaching Load
Vice President 15 3
Board/Univ. Sec. 126
Univ.Accountant 12 6
College Deans & Dean 12 6
(Academic units,
Instruction & directorate)
Director for Extension, 12 6
Reseach, Business, SSD
Director (Administrative, 12 6
Planning,Monitoring and
Management Info,Partnership
& External Linkages, CMR,
R&D;Extension; Business
Affairs; Univ.Library System;
Admissions; Human Resources
Mgt., Security Monitoring
System, ITC, CHUMS,
ILLARDEC)
Director for Ilocos Norte 6 12
Science Community
Faculty Reagent 9 9
52
Chiefs for Print; Media; 6 12

Guidance;Scholarship;
Alumni;IPO;Motorpool;
Expanded Tertiary Educ.;
Production; Technology
Business Incubation Manager;
Wen Cafe Manager, Foof
Innovation Centre; Shared
Services Facilities; Food
Service
Chiefs for Cultural;Sports; 3 15

CIMEA;Electrical;Carpentry;
Visual;Ground;Visitors
Bureau;LACAD;Cultural
Troupe Master;Instructional
Materials
Directors (Academic 9 9
Support units; Information
& Communication Training
Cengter & PESDO;
CHED-ZRC at MMSU)
College Secretary, Lab 6 12

High School Principals
Dept. Chairman (degree
Granting dept. of >5
Faculty and non-degree granting
dept. of 10 or more faculty
& Dir. Reg.Science Teaching
Center)
Dept. Chairman & 6 12
Program Coordinator
(degree-granting)
Chief for Center Teacher 6 12
Excellence
Chief, Alumni Relations 6 12
Office
Chief of Offices and Univ. 6
Level Program Coordinator
(Cultural Affairs, UCGAD,
English Studies Center,
Sports ativities, Cultural
Activities, Agribusiness
53
Department Chair and 3

Program Coordinator
(non-degree granting)
College Coordinators 3
(Research, Extension,
Student Affairs,Production,
Sports,Cultural, Alumni,
Scholarship, Internship,
OJT, Student/Practice
Teaching,Clinical,Level
Coordinator,Field Study
Faculty, however, should carry a workload of no less than 12 units for full time faculty and
6 units for faculty with designation except the VP who shall carry a 3-unit workload.
c. College Program Coordinators
College program coordinators such as Research Coordinator, Extension

Coordinator and Student Affairs Coordinator are given three units teaching load
equivalent. Their designations are approved by the University President upon
recommendation by the College Dean. Once their designation is approved, they are
required to prepare a work plan highlighting among others the activities to be
performed and corresponding objectives, duration, and performance indicator.
Designees are required to submit monthly accomplishment report to the concerned

Director (i.e., Director of Research, Director of Extension and Director of Student
Services and Development) with notation by the College dean. Credit units granted
for these designations shall not be used for computing overload honorarium if the
planned activities are not implemented and/or the expected output in the particular
semester is not attained.
d. Research, Extension and Production Activities
Faculty members, who conduct research, extension and productionrelated

activities, are credited corresponding teaching load equivalents. However, when the
faculty member receives honorarium/incentives for such activities, the teaching
load equivalent shall not be used in the computation of overload honorarium.
d.1. Research
Approved institutional research has the following teaching load equivalent

but not to exceed nine units.
GAA- GIA-
54
funded funded
Program Leader 9 units 4.5
(with 3or more projects)
Project Leader 6 units 3.0
(with 3 or more studies)
Study Leader 3 units 1.5
The Director of Research and Developmentshall provide annual notice to

concerned faculty researches of the inclusion of their respective researches in
the R&D Work Financial Plan indicating there in the allotted budget and co-
workers. Upon receipt of the notice, concern faculty shall prepare a work plan
highlighting among other activities to be performed and corresponding
objectives, duration, and performance indicator.
As a basic requirement for the credit unit, the concerned faculty must submit
a progress report at the end of the semester, and also the end of the summer
session if the research justified him to be on accumulated leave status 1. The
credit units as program, project or study leader shall be used for computing
overload honorarium if the various research activities are implemented, the
research data had been written following the prescribed format and presented
at least in the University In-House Review and Planning Workshop which is
usually conducted in the month of April or May
d.2. Extension
Approved institutional extension activities performed by faculty are

credited the following teaching load equivalent 1 but not to exceed 3 units.
GAA GIA
Program Leader 9 units 4.5
Project Leader 6 units 3.0
Study Leader 3 units 1.5
d.3. Production
Faculty members are also given teaching load equivalent for handling
income generating projects of the university (e.g. poultry, piggery, cafeteria,
accommodation and floriculture nursery among others). The teaching load
equivalent will be approved by the VPREBA upon the recommendation of the
Director of Business Affairs.
e. Special Assignments
In addition to administrative/supervisory functions and research, extension

and production activities, faculty members may also be given special assignment
as technical staff/specialists in certain units/offices of the university. Examples are
55
faculty staff of the Communications and Media Relations, engineering staff of the
Physical Plant and General Services, College Guidance Counselor, Chief Guidance
Counselor, faculty in-charge of assistantship and scholarship program, among
others.
The credit load of special assignments depends on the expected output or

target/goals of the assignee but not exceeding 6 units. Faculty assignments of this
nature may be requested by the concerned head of office/unit to the University
President through the VPAA. The request must be supported by a work plan
highlighting, among others, the activities to be performed and corresponding
objectives, duration, and performance indicator.
Concerned faculty is required to submit monthly accomplishment report to

the requesting head of unit/office. Credit units granted for special assignments shall
not be used for computing overload honorarium if the programmed activities are
not implemented and/ or expected outputs are not attained.
4.7 Overload
Rules and Regulations
a. For purposes of computing overload, non-teaching activities shall be given a

maximum credit of 12 units except for VP designate which is 15 units
b. Officially approved workload in excess of the regular workload of 18 units shall

be entitled an honorarium subject to the following conditions:
A maximum overload teaching of 6 units of undergraduate and graduate
credits is allowed to faculty members, except emergency load, provided
they maintain a very satisfactory performance evaluation during the last two
consecutive semesters.
Faculty members with the same qualification but with the lowest academic
rank are given priority for overload teaching.
Honorarium shall not exceed the amount corresponding to 6 units of
undergraduate and graduate credits.
College Deans needing the services of faculty and staff from another
college/unit must secure in writing permission from the concerned College
Dean or Unit Head.
Payment for overload teaching will be made only if the load is indicated in
the Report on Faculty Overload and shall be based on 18-hour contact per
unit of overload.
The regular load for faculty on vacation-sick leave status during summer is 3 units.
Any overload should be paid in cash if funds warrant or given corresponding service
credits.
4.8 Emergency Load
56
Amendments
Classes offered off-semester with less than 15 students are considered

tutorial classes and are given half load equivalent of a regular class in the
computation of overload pay.
Payment of overload shall be subject to availability of funds. Should funds
be not sufficient, overload not paid in cash will be accorded corresponding
service credits as follows:
o Graduate Level: 4 hours = 1 day
o Undergraduate Level: 6 hours = 1 day
When no qualified faculty member is available to teach a subject, an additional load
of no more than three units, may be given to a faculty member carrying 6-units overload.
This load is considered an emergency load and is subject to the following conditions:
a. An emergency overload must be justified by the department Chair in writing

and endorsed by the College Dean to the VPAA for approval;
b. The schedule for an emergency overload must be outside the regular official
time and the one-hour lunch break; and
c. Payment for an emergency overload is made only if it is reflected in the Report
on Faculty Overload.
4.9 Substitution
Substitution is given only to faculty members who take over those on short-term
leave (e.g. maternity, sick leave, on official business). This is also subject to the following
conditions:
a. It is allowed only if it is arranged with the Department Chair and authorized by
the College Dean; and
b. The schedule for a substitution must also be outside the regular official time,
the time for overload teaching, the emergency overload teaching and the one-
hour lunch break.
4.10 Faculty Performance Evaluation

Evaluation Instruments
Faculty members are evaluated every semester by the students, the peer,
department head, and dean. Two sets of evaluation instruments are used. One is designated
to be used by the students, where the faculty is evaluated on: a) teaching ability/knowledge
of subject; b) classroom management; c) personal and social qualities; d) laboratory
management.
The other instrument is used by his/her peers, , department head, and dean where
evaluation is based on a) instructional competencies; b) personal, social and leadership
qualities; and c) research and extension production. In both instruments, the faculty
member is rated on the following scales: 5.0, excellent; 4.5, very good; 4.0, good; 3.5,
satisfactory; 3.0, fair, 1.0, very poor; and NA, not applicable.
57
The equivalent descriptive ratings are: outstanding 215-176; very good 175-
132; satisfactory 87-44; and fair 43-1.
Student Evaluation
Students evaluate their teachers ability and knowledge of subject on the following
aspects:
a. how he states and presents the course outline of the subjects;
b. whether or not he shows mastery of the subject matter and discusses, related
topics and necessary concepts to increase students understanding of the subject
matter;
c. how he explains the relevance and importance of lessons to present and future
undertakings;
d. whether or not he provides up-to-date materials/information;
e. how he relates previous lessons to new ones;
f. whether or not he presents previous lessons to new ones;
g. how he shows awareness and concern of students understanding of the lesson
in class and stops or tries to explain more carefully;
h. whether or not he speaks clearly, varies the tone of voice;
i. whether he prescribes appropriate, relevant, and achievable course
requirements/assignments;
j. whether or not he varies teaching methodology and techniques, utilizes teaching
aides effectively;
k. whether or not he provides stimulating atmosphere that encourages students
participation and guides and follow-up students during recitation;
l. how he provides opportunities for critical thinking, creativity and sense of
responsibility; and
m. whether or not he considers carefully any question asked by students and
eventually answers it.
Classroom management, on the other hand, is measured on how a faculty member:

a. informs his expectation of students performance and explains the grading
procedure clearly;
b. gives quizzes and examinations that test the students knowledge and skills;
c. returns corrected papers/written laboratory exercises within reasonable time
indicating level of achievement;
d. evaluates students performance fairly;
e. meets class regularly;
f. starts/ends classes on time; and
g. minds the physical orderliness of the classroom.
Moreover, personal and social qualities, as a factor for evaluation, specifically refer
to the faculty-student relationship. This is measured whether or not the faculty member:
a. is cheerful with pleasant disposition and avoids conflicts;
58
b. treats opposing views tactfully and objectively and knows how to reconcile
and/or bridge the gap between opposing views;
c. gives constructive criticisms of students work;
d. transpires students to develop self-confidence and love for learning;
e. is accessible and approachable outside of class;
f. uses decent language;
g. is neat in appearance; and
h. shows respect for students and invites respect for himself through his demeanor
toward others, outward manner including general appearance.
Lastly, laboratory management is measured on:

a. how he discusses the objectives of the experiment and provides enough
background for proper performance of the exercise;
b. whether or not he demonstrates proper laboratory techniques and the correct
use of apparatus and equipment to class;
c. how he supervise the students in the performance of the exercises;
d. whether or not he is resourceful and copes with the most of the difficulties that
arise in laboratory situations; and
e. whether or not he gives pointers on laboratory safety and warning of possible
danger.
To complement the questions asked in the evaluation instruments, the

students are allowed to write their comments and suggestions in the spaces
provided in the answer sheets. Here, the strengths and weaknesses of the
faculty in all aspects mentioned for evaluation are reflected. Moreover,
insights and lessons learned can be drawn from the qualitative comments of
students about their teachers.
Supervisor Evaluation
Another instrument to evaluate faculty performance is used by the supervisors of

the faculty members such as the department head and dean of the college. The evaluation
instrument has three parts. Part 1 deals on instructional competencies; Part 2 on personal,
social and leadership qualities; and Part 3 on research, extension, and production outputs.
For instructional competencies, the faculty member is rated based on:

a. teaching ability;
b. knowledge of subject; and
c. classroom management.
On the other hand, a personal, social, and leadership quality of the faculty member
is based on whether or not he:
a. is cheerful, pleasant and with good sense of humor;
b. is patient, kind, understanding and sympathetic;
c. speaks in clear, pleasant and modulated voice;
59
d. is approachable, quick to sense need for guidance and assistance;

e. sets a good example in moral and social behavior;
f. is well-groomed;
g. praises and criticizes when necessary;
h. is tactful in disseminating relevant information;
i. has initiative, resourceful and innovative;
j. performs leadership, fellowship role in a given assignment;
k. has foresight;
l. is self-propelling in needs;
m. is well-organized in doing things;
n. is dependable and responsible;
o. is accurate and prompt in submitting reports/assignments;
p. uses time profitability in relation to schoolwork;
q. is open to suggestion and able to adjust in varying situations;
r. has integrity and sense of fair play;
s. attends to college/university functions; and
t. attends to all university/college activities.
Lastly, research, extension, and production outputs are measured in terms of:
a. researches conducted, including doctor and masters theses;
b. teaching materials produced such as manuals, modules, lecture guides, including
leaflets, brochures, technoguides, posters, etc:
c. written and published professional, technical, literary, scientific papers, etc;
d. designed and produced teaching aids such as charts, improvised laboratory
equipment, PowerPoint presentations, and other visual materials; and
e. produced educational, technical and socio-civic cultural outputs such as drama,
skit and forms of indigenous media like puppetry, poems, bukanegan, and
similar forms.
Self-evaluation
The same instrument, as the one intended for supervisor, is likewise used for the
individual faculty in rating himself.
On the whole, in summarizing the evaluation performance ratings of the faculty,
the following rating scheme is followed:
Rater Overall Weight (%)
Supervisor/Dean 25
Department chair 25
Student (use NBC instrument) 40
Self(Peer) 10
TOTAL 100
Evaluation Procedures
60
Performance evaluation of faculty is done every semester (preferably after the mid-
term examination. This is usually the responsibility of the Evaluation Committee or any
similar working committee in the different colleges, which is usually headed by a chair.
The committee develops and implements a scheme to continually monitor faculty

performance in instruction, research and extension. As a scheme, the committee
continuously updates the evaluation instrument in coordination with the Quality Assurance
Committee of the College. This is done to ensure relevance and validity of evaluation.
Evaluation of faculty by students is done by administering the evaluation

instrument in the different classes before the end of the semester. Ideally, this is done before
the final examination period (May we specify the number of weeks before the finals should
the evaluation be conducted?).
The accomplished evaluation forms are compiled by the department head. In order
to avoid manipulation of evaluation results, processing, computation, and analysis of
accomplished forms should be done by a member of the evaluation committee of the
college.
Evaluation by self is facilitated by the department head. Lastly, evaluation of

faculty by department head and dean is facilitated by the department head. Results are
summarized and submitted by the department head to the college secretary for final
consolidation and submission to the VPAA.
Evaluation by self is facilitated by the department head. Lastly, evaluation of

faculty by department head and dean is facilitated by the department head. Results are
summarized and submitted by the department head to the college secretary for final
consolidation and submission to the VPAA.
4.11 Faculty Rights, Privileges, Benefits, And Incentives
Right To Form/Join Associations Or Organizations
Faculty Associations
a. College Faculty Association
The establishment of college faculty club or association is encouraged

to promote mutual understanding, spirit of cooperation, protection and common
welfare and share, in achieving the goals of the college. However, an
established organization or association of faculty must submit to the University
President a copy of its constitution and by-laws indicating the set of officers
and provisions for mutual benefit derived.
b. University Federated Faculty Association
61
College Faculty Associations in the university had been federated to

constitute the MMSU Faculty Association (MMSU-FAI) the purpose of which
is to collectively promote common welfare in achieving their rights and
privileges. The association has been registered with the Department of Labor
and Employment and the Civil Service Commission in pursuant to Executive
Order No. 180, s. 1987 and the implementing rules and regulations governing
the exercise of the right of government employee to self-organization. Further,
a copy of the constitution and by-laws has already been submitted to the
University President and to the Board of Regents for information/recognition.
After its registration and accreditation, the MMSU-FAI had entered and
executed a collective negotiation agreement (CNA) with the university,
confirmed by the BOR and accredited by the Civil Service Commission.
Through this, the university administration recognizes the rights of the
members of MMSU-FAI as embodied in the CAN. Additionally, the university
implements agreement as regards mandated and other benefits without
prejudice to other negotiated agreement in the future which the university can
provide.
Professional and Scientific Organizations
The University endeavors to participate as institutional member to all professional and

scientific organizations and to actively involve in hosting professional and scientific
conferences.
Faculty members are likewise encouraged to participate actively in professional and

scientific organizations provided these are within their field of specialization and/or official
designation/function. Subject to the availability of funds and approval by the university
President, faculty members may be allowed to participate in professional and scientific
conferences on official time/business provided said scientific gathering is sanctioned by
the government through its duly authorized agency.
Right To Present Complaints Or Grievances
It is the right of any member of the faculty to present his complaints or grievances
to the university which shall be resolved as expeditiously as possible in accordance to the
procedures and policies laid down by the BOR, Civil Service Commission (CSC) and the
Constitution. For this purpose, the university has established the University Complaints
and Grievance Machinery which took effect on 29 July 2004 after it has been evaluated as
to conformity with CSC MC No. 01, s. 2001. The procedures in the presenting/resolving
complaints and grievances are described under administrative procedures in this manual.
Leave Privileges
Cumulative Leave
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Cumulative leave consists of 15 days vacation leave and 15 days sick leave
exclusive of Saturdays, Sundays and holidays for each academic year of service.
This type of leave is granted to regular members of the faculty whose services are
needed throughout the academic year. It is also granted to members with assignments
involving work beyond their normal workload, and which prevent them from taking
advantage of the teachers leave, both conditions being certified by the dean. This privilege
may be granted only when the assignment is covered by a designation from the university
President for at least one academic year, and provided that the faculty has served at least
six months of continous, and very satisfactory service.
Faculty members who are entitled to cumulative privilege include the following:
a. Those who are engaged in research, extension, production, and/or
administrative designation;
b. Faculty members assigned to supervise on-the-job training, farm practice,
practicum, and other related learning experiences; ad
c. Faculty members assigned in the maintenance of buildings, equipment,
grounds, gardens and others.
Faculty members under the cumulative leave status could avail of the above leave
privileges subject to the following guidelines:
Sick leave is granted only on account of illness on the part of the person
concerned or his immediate family.
Faculty members with 10 days or more vacation leave credits shall be required
to go on mandatory/forced vacation leave, whether continuous or intermittent
for a minimum of five working days annually. If not used, the 5-day leave is
forfeited, except if his services are badly needed by the university as certified
by the immediate supervisor and approved by the university President.
When a faculty member under this status voluntary resigns or is separated from the
university through no fault on his own, he shall be entitled to the commutation of all
accumulated vacation and sick leaves to his credit subject to the following provisions:
That the university President, in his direction, authorizes the commutation of
the salary that would have been received during the period of the vacation and
sick leave, and
That no faculty member whose leave has been commuted following his
separation from the university shall be reappointed or reemployed in the
university before the expiration of the leave commuted unless he first refunds
the money value of the unexpired portion of the commuted leave.
Teachers Leave
A regular faculty member without administrative designation is not entitled to the

usual vacation and sick leave credits. Instead, he is granted teachers leave or proportional
vacation pay (PVP) of 14 days of Christmas vacation and 70 days of summer vacation
inclusive of Saturdays, Sundays and holidays. A faculty member, who has rendered
continuous service in an academic year without incurring absences without pay of nit more
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than one and a half day, is entitled to 84 days PVP. Here under are the rules governing
teachers leave:
a. A faculty member on PVP status, who is unable to report to work due to illness,
may apply for sick leave with pay provided he has accumulated service credits.
b. A faculty member is automatically be on vacation leave with pay during the
school vacations unless he expressly opts to teach and his services are needed
during the summer term, for which he shall be entitled to an honorarium in
addition to his vacation pay, provided that no faculty member shall be required
to teach for more than two consecutive summers.
Special and Emergency Leave Privileges
Faculty members who are under the cumulative leave status are entitled to special
leave privileges for a maximum of three days annually over and above their vacation and
sick leave entitlement. They avail if this leave privilege to mark/celebrate personal
milestones (anniversary, birthday) and/or attend to filial and domestic responsibilities
(enrollment, burial).
Faculty members on teachers leave status may also enjoy the 3-day special leave
should they become part or member of the Faculty Association provided such provision is
approved and confirmed by BOR in a CNA. Additionally, they enjoy an emergency leave
not exceeding 30 days to be deducted from the PVP provided it is not contradictory existing
laws. Finally, they may opt for 15 days sick leave and 30 days summer leave provided such
provision is included in the CNA.
Maternity/Paternity Leave
Women faculty members are entitled to the privilege granted by the Maternity
Leave Law. Women members of the faculty are entitled to maternity leave of two months
as prescribed in the Civil Service Law subject to the following provisions:
a. Such leave is paid subject to the provisions of the Maternity Leave Law;
b. If the health of the mother or the child requires it, as evidenced by a medical
certificate, such leave may be extended by the University President;
c. If the health of the mother and her child so warrants, as evidenced by a medical
certificate, and her services are urgently needed, the University President may
reduce the leave after the delivery, and
d. In special cases, the University President may waive the provisions of the two
preceding clauses if the health of the mother and her child so warrants, as
evidenced by a medical certificate, but in no case shall the period of leave be
less than 30 days after delivery.
A married male faculty is entitled to paternity leave of seven working days for the
first four deliveries of his legitimate spouse with whom he is co-habiting.
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Forced/Mandatory Leave
Faculty members under the cumulative status, with 10 days or more vacation leave
credits are required to go on vacation leave whether continuous or intermittent for a
minimum of five working days annually under the following conditions:
a. The Dean through department head, after consultation with the concerned
faculty, prepares staggered schedule of the mandatory five-day vacation leave
of members of the faculty. However, he may, in the exigency of the service,
cancel any previously scheduled leave.
Sabbatical Leave
Sabbatical leave may be granted to permanent regular members of the faculty with
the rank of at least Associate Professor once every seven years, provided they have served
the University for at least 15 years. The benefits accruing to sabbatical leave are described
in the faculty workload guidelines of this manual.
Terminal Leave
Rule XVI of the Omnibus Rules Implementing Book V of EO 292, as amended by

the CSC MC 41, s. 1998; 6 and 14S. 1999 provides for the payment of the money value of
the total accumulated leave credits of faculty which shall be based on the salary rate
received prior to or upon retirement date or voluntary separation.
Any faculty is entitled to the commutation of his leave credits exclusive of

Saturdays, Sundays and Holidays without limitation and regardless of the period when the
credits were earned. The University through the budget/finance office should exhaust
means that amount due to retiring faculty should be made available on the retirement or
separation date.
Application for commutation of vacation and sick leave in connection with

separation should be sent to the head of the department concerned for approval. The
clearance from ombudsman shall not be required as provided for by law except in payment
of retirement benefits.
Social Security Benefits
The Government Service Insurance System
The Government Service Insurance System (GSIS) of the Philippines was created
under Commonwealth Act No. 186 and amended by PD1146. It is a government-owned
and controlled corporation and partly engaged in government financial institution
operations, acting as a trustee for government sector.
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Government employees (including the teaching force) on permanent status are

covered by the GSIS on compulsory basis. On the other hand, non-permanent employees
who have been in the service for not less than 60 days are also entitled to a term insurance
renewable yearly.
The University participates in the GSIS. Further, the university may augment for
its faculty and employees by means of an equitable schedule the rewards and benefits
available under the GSIS. Benefits under the GSIS include: retirement/separation; benefits;
compulsory life insurances; sickness income benefit; medical benefits; death; accidental
death and burial benefits; survivorship benefit; and cash surrender value.
In case of leave of absence without pay of members of the faculty and other
personnel of the University, the person concerned shall pay both the personal and
government shares.
Retirement Benefits
Retirement requires a specified age and a minimum number of years in

service. It is classified into:
a. Compulsory retirement separation from the service at the
mandatory age of 65 years
b. Optional retirement a retirement at any earlier age
Both retirement schemes require a minimum number of years of service

rendered.
A member is eligible for retirement when he has satisfied the following

conditions:
a. Has rendered at least 15 years of service;
b. At least 60 years of age at time of retirement; and
c. Not receiving a monthly pension benefit from permanent total
disability.
The following are other features of the retirement benefit:

a. Retirement is compulsory at age 65;
b. Employees who entered the government service before June 01,
1997 and who have not received any separation or retirement
benefits have the option to retire under RA 1616, RA 660 or RA
8291.
RA 8291 provided for the retirement at age 60 with at least 15 years
government service. Benefits include:
a. Five-year lump sum based on the average monthly
compensation (AMC) during the last 3 years payable at the
time of retirement; and
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b. Monthly pension benefit equal to AMC payable for life,

starting upon the expiration of 5 years covered by the lump
sum;
or
a. A cash payment equivalent to 18 times the AMC; and
b. A monthly pension for life payable immediately.
RA 1616 provides for the retirement after at least 20 years of

government service regardless of age and has served
continuously during the last 3 years. Benefit is base on
basic monthly compensation (BMC) and the number of
years computed as follows:
20 years x 1 month salary

20 to 30 yeas x 1.5 of monthly salary
>30 years x 2 of monthly salary
RA 660
c. Retirement benefits are paid on the last day of service in the

government if all requirements are submitted to the GSIS at least 30
days prior to the effective date of retirement.
Separation Benefits
A cash payment of 18 times the BMC at the time of separation and a life
pension to start at age 60 will be given to those who separate from the service with
at least 15 years of service and are below 60 years of age. Separation benefits are
of two types:
a. For a member who has rendered at least 3 years but less than 15 years
of service:
The member is eligible for a cash payment equivalent to 100 percent

to the AMC every year of service payable upon reaching the age of 60
or upon separation, whichever comes later, if he is not receiving a
monthly pension benefit from an incurred permanent total disability.
b. For a member who rendered at least 15 years of service and who is

below 60 years of age at the time of resignation or separation:
The member is eligible for a cash payment equivalent to 18 times

the basic monthly pension payable at the time of separation plus the
basic monthly pension for life starting at age 60.
Compulsory Life Insurance
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A permanent faculty is entitled to an automatic endowment insurance based

on the following criteria:
Age at Issue Endowment Plan
Up to 30 years E-45
60 and above Whole life
The amount of insurance is based on the members insurance plan, age and
salary.
a. If the salary increases, the amount of insurance correspondingly

increases effective on the date of aforesaid salary increase.
b. However, if the salary decreases, the member has the option to maintain
the amount of his insurance by paying the difference in premium within
90 days of such decrease. Otherwise, the amount is automatically
reduced.
If the employee is still in the service at the time of endowment plan,

insurance coverage is automatically renewed.
Sickness Income Benefit
The sickness income benefit (SIB) is for non-work related/connected

sickness or injury that results in temporary or total disability subject to the
following conditions:
a. A member could avail of the SIB after he has exhausted his sick leave
credits but not earlier than the fourth day of sickness or injury;
b. A member could not avail of the SIB and sick leave simultaneously;
c. A cash benefit of not less than P4.00 and not more than P20.00 a day
can be availed of the member who has paid at least six monthly
contributions in the 12-month period preceding the sickness or injury.
Medical Benefits
All eligible members of the GSIS under the Medicare program (now
PhilHealth) are immediately and automatically members of the National Health
Insurance Program (NHIP) and are entitled to free medical services including their
dependents. After retirement, a member is entitled to the same benefits, which he
had as an active member.
Death, Accidental Death and Burial Benefits

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The members beneficiaries receive these benefits if a member dies prior to

the maturity of the policy as follows:
a. When a members death is accidental or death occurred within 90 days
after the accident, the accidental death benefits are twice the volume of
the insurance.
b. Beneficiaries can also claim burial expenses as stipulated by the GSIS.
Survivorship Benefit
This benefit is for non-work connected deaths, which are paid to primary
and secondary beneficiaries of deceased members or pensioners. The basic survivor
pension is equivalent to 50 percent of the basic monthly pension (BMP) plus
dependent pension not exceeding 50 percent of the BMP.
Cash Surrender Value
This is paid to a member who resigns or is separated from the service,

provided that the insurance has been in force for one year. If the member is
dismissed, only half of the value will be paid.
Home Development Mutual Fund
The University participates in the Home Development Mutual Fund (HDMF) or

PAGIBIG, and endeavors to give an equitable share by paying said corresponding share
promptly to the HDMF. Membership of faculty to HDMF is compulsory. In case of leave
of absence without pay, faculty members concerned shall pay both the personal and
government share.
For transparency, the university shall provide the members the payments made
annually to keep them updated of their contributions and for them to avail to the maximum
of the rewards and benefits there from.
Medicare
The University also participates in the PhilHealth Program and makes membership
compulsory to maximize the benefits provided for under the program.
The University endeavors to remit promptly all faculty members and employees
contributions to PhilHealth to avoid unnecessary penalties that may be imposed due to
negligence or delayed remittance of payment.
Retirement Benefits
A Certificate of Merit shall be presented to members of the faculty for exemplary

conduct, loyalty, and exceptionally efficient and meritorious services to the University
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upon their voluntary resignation or their retirement from the University after at least 20
years. The certificate shall be signed by the President and issued on the date following the
last day of active service.
Retired members of the academic staff shall enjoy University Library privileges
and shall receive publications of the University which are generally provided to the faculty.
They may also be entitled to such other privileges with one vertical step promotion from
the present position which the University could grant in accordance with law. They shall
be invited to participate in major University or college programs and activities.
A retired faculty member with the rank of at least professor may be appointed
professor emeritus subject to the following conditions:
a. Must have rendered at least 20 years of active and faithful service to the
University;
b. Must have achieved marked distinction as a productive scholar, scientist, artist
or educator or is widely acknowledged as an effective and dedicated teacher.
A special committee to be appointed by the President of the University among

members of the faculty in active duty shall be responsible for evaluating nominations of
retired professors for emeritus appointment. The committee shall submit its
recommendation, through the university President, to the BOR for approval.
Faculty/Personnel Privileges
Study Privileges
Members of the faculty have the privilege of enrolling in the University not more
than nine units a semester. They are exempted from tuition and other fees, provided that
the courses in which they are enrolled are along their field of specialization, subject to the
approval of the President of the University upon recommendation of the UMDP. Further,
the enrolled units are considered part of the faculty workload subject to the conditions
described in the faculty workload guidelines in this manual.
Free Tuition Program for Spouses and Dependent Children
Children and spouse of permanent full-time faculty members and personnel who
have served continuously for a period not less than five years in the University are
exempted, when studying in the University, from the payment of tuition and other fees on
initial enrollment, subject to renewal from semester to semester. However, they must pass
at least three-fourths of the total units enrolled in the preceding semester.
Use of University Facilities
The University makes available to its faculty, the existing facilities at minimal
prices subject to conditions set by the university as approved by the BOR.
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The Faculty shall be provided an office space, moreover, the use of university
facilities by the faculty association during their annual assembly is free of charge provided
it is a component of the CAN.
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House Privileges
The University shall as far as practicable provide adequate and convenient housing
for its students, faculty, and administrative workers by reserving and developing a portion
of its campus or off-campus sites for the purpose. The administration shall implement this
provision by tapping both public and private sources of funding.
Only employees of the University in active service shall be eligible for the housing
privilege. Conditions for stay in the housing shall be governed by the rules and regulations
promulgated by the University and approved by the BOR.
Career And Personnel Development
The University in its pursuit for academic excellence allocates part of its Internal
Operating Budget for faculty and staff development such as pursuance of relevant advance
degrees and attendance in trainings and seminars. It is also strengthening its linkages with
educational and research institutions/agencies as one of its strategies of sourcing out funds
to argument its limited budget for faculty and staff development.
The program is implemented through the University Manpower Development

Program Directorate. Policies and guidelines regarding this program are discussed under
Faculty Development Program in this manual.
Incentives And Awards
Special Promotion
Special promotion refers to an advancement on on-subrank of higher rank

whichever is applicable. This promotion is given to:
a. A faculty which upon completion of relevant advance degree from a reputable

institution within the prescribed period subject to availability of funds and upon
recommendation of the UFASSPB for approval of the President and
confirmation of the BOR.
b. A retiring faculty who has served 25 years of very satisfactory performance in
the university upon recommendation of the UFASSPB as approved by the
university President and confirmed by the BOR.
c. A faculty who has displayed meritorious service as endorsed by the UFASSPB
for approval of the University President and confirmed by the BOR.
Selection/Evaluation Criteria
Merit promotion is given to deserving faculty with due consideration to

basic qualifications such as:
a. Relevant masters or doctorate degree (i.e., vertical advance degree);
other masters or doctorate degree considered for permanency purposes
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is not considered except when concerned faculty has exemplary

accomplishment and/or upon discretion of the university President.
b. At least very satisfactory performance in the preceding two semesters.
c. Regular workload of 18 units in the preceding two semesters.
Qualified candidates are evaluated on the following criteria (with their

corresponding points):
a. Accomplishments 60 points
Ideal type 30
Performance type 20
Instruction type 10
b. Education and Training 10 points
Education 5
Training 5
c. Experience 5 points
d. Psycho-social attributes,
personality traits and
potential 25 points
100 points
Performance type contribution includes extraordinary act of service in

connection with or related to ones official employment; outstanding service or
heroic acts in the public interest sustained work performance for a minimum period
of one year which is over and above the normal workload requirements of the
individual/group.
Ideal type contribution refers to an idea, suggestion or an invention for

improvement resulting in economy, in operation, increase efficiency or
production, improved working conditions or services or other acts that benefit the
government and its employees.
Procedures
Faculty merit promotion involves the following procedures:
a. Inventory of Vacant Positions
The HRMO shall make an inventory of all vacant positions and shall
certify in writing upon request of the chairman of UFASSPB the existence
of a vacancy.
b. Authority to Fill-up Vacant Positions
The UFASSPB shall request the president the authority to fill-up

position enclosing therein a certificate from HRMO the existence of
vacancy and justification of the need to fill-up the vacancy.
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c. Notice of Approval
When the president approves the request to fill up the position, a

copy of approval shall be furnished to the Chairman of UFASSPB and to
the HRMO who shall keep record of the notice.
d. Dissemination of Filling-up of Vacant Positions
The VPAA who is also the UFASSPB Chair disseminates the filling
up of vacancy to various units/colleges of the University. The
announcement shall include the following: basic academic requirements,
evaluation instrument, and where to file and deadline and submission.
e. Recommendation by the College Dean
The College Dean, is consultation with the College Selection and

Promotion Board shall recommend one faculty for each vacant position to
the UFASSPB. The recommendation should be accompanied by supporting
documents.
For this purpose, a Selection Promotion Board is established in each

College which is chaired by the College Secretary and Department Heads
as members. Moreover, a college senior faculty may also be assigned by the
Dean as AdHoc member representing the best interest of the faculty.
f. Evaluation Period
Qualified faculty shall submit pertinent documents from the date of

last promotion (including NBC and Merit Promotion) to the UFASSPB
through the HRMO who is acting as the Secretary who shall in turn inform
the board through a notice of meeting.
g. Board Recommendation
After screening, the Board shall recommend to the President the

candidates for promotion.
h. Posting of Candidates for Promotion
Appointments for promotion shall be posted and/or announced to

give chance to faculty who feel aggrieved to contest such promotion. The
prescriptive period for contesting shall start from posting to date of
appointment or as prescribed by CSC.
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University Awards and Incentive Program
The universitys Program on Awards and Incentive for Service Excellence

(PRAISE), popularly known as MMSU-PRAISE, is designed to encourage creativity,
innovativeness, efficiency and integrity in the public service. The system recognizes
suggestion and rewards employees individually or in groups for their suggestions,
inventions, superior accomplishments and other personal efforts which contribute to the
efficiency, economy or other improvement in the government service and operations or for
other extraordinary acts or services in the public interest. It provides both monetary and
non-monetary awards and incentives such as medals, certificates or plaques which could
be used as supporting document for promotion.
Scope
The system applies to all officials and rank and file employees of the
university, teaching and non-teaching, whether in permanent, temporary, casual or
contractual status, to include those in external campuses who meet all the criteria
for each award.
Awards and Recognition
The PRAISE Committee develops programs and guidelines, and initiates

the search for deserving employees who may be included in the screening of
candidates for incentives/awards such as:
a. Best Employee Award
The Best Employee Award (e.g. Most Outstanding Teacher, Researcher) is

granted to an individual or individuals who excelled among peers in a functional
group, position, or profession.
b. Gantimpala Agad Award
This is given to employees commended by clients for their courtesy,

promptness, efficiency or dedication to duty.
c. Exemplary Behavior Award
This is an award based on the eight norms of conduct as provided under RA

6713 (Code of Conduct and Ethical Standards). The awardee is nominated by
the PRAISE Committee to the Dangal ng Bayan Award.
d. Best Organizational Unit Award
This is granted to the top organizational unit which may be a section,

division or office on the basis of meeting the organizations performances,
targets and other pre-determined criteria.
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e. Cost Economy Measure Award
This is granted to an employee or team whose contributives such as ideas,

suggestions, discoveries or performance of functions, result in monetary
savings.
f. Other incentives/awards which the PRAISE Committee may decide to give, for
idea or accomplishment subject to the approval of he university President.
Scientific Career System
Effective CY 2003, the university implemented the Scientific Career

System (SCS) effective CY 2003. The SCS is an initiative to recognize the
outstanding accomplishments of constituents in the R&D system, thereby
elevating and enriching their professional or academic standing. The SCS was
established within the CSC pursuant to E.O. No. 784 dated March 17, 1982 and
further reinforced by Sec. 4 of RA 8439 or the Magna Carta for Scientists,
Engineers, Researchers and Other Science and Technology Personnel in
government, and in compliance to Sec 10 of the Merit System for the SCS.
Qualifications
The following are the basic requirements for possible contenders:

a. He must be MS degree holder in appropriate field of science and 10
years of productive scholarship and professional R&D work or a
Doctoral degree holder plus five years of productive scholarship and
professional R&D work measured in terms of:
Scientific findings, technologies, discoveries, inventions, major
research papers, articles, etc.; and
Acceptance of scientific findings, inventions, discoveries and
technologies as evidence of citation and acceptance by end-
users.
b. He should be actively involved on research and experimental
development or scientific and technical education and training within
the last five years;
c. He must have no pending administrative or criminal case;
d. He must be a civil service eligible (R 10980, PD 907 or PD 997)
Evaluation Committee
In connection with the implementation of the SCS, the university has

created a university evaluation committee, the Scientific Career Evaluation
Committee (SCEC). This committee is tasked to review relevant materials and
proposes policies and procedures in the implementation of SCS. It also screens
applicants to the scientist position and makes appropriate recommendations to the
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university President, who in turn shall recommend to the Scientific Career Council
of the CSC. Upon approval, the university shall make appropriate action to effect
its implementation in coordination with the Finance Directorate and concerned
government agencies such as the Department of Budget and Management.
Benefits
Faculty members of who are appointed as scientists receive the following

benefits:
a. Minimum salary grade of 26
b. Submission of Service Report instead of daily Time Record
c. Other monetary incentives such as (RATA, laundry allowance, and
hazard allowance)
Other Awards/Incentives
To compensate for extra efforts of faculty in other functions of the

University not covered by PRAISE and other awards committee, University also
implements monetary and non-monetary incentives to faculty recipients of award-
winning research, extension and production outputs, either local, regional or
national.
Faculty and employees who receive publication award or has published in

journal shall be given appropriate monetary award and commendation as provided
or a policy approved by the BOR.
Full-time and faculty researchers who have published their research

outputs in referred research journals are also given monetary and certificate of
commendation as provided by policies approved by the BOR.
Conditions Of Employment
Academic Rank
A faculty member shall be initially appointed to the rank of Instructor, unless he

has the appropriate masters or doctorate degree in which case, he shall be evaluated
according to the NBC Guidelines and given the corresponding rank.
Level Of Appointment
Temporary Status
A faculty member who has been newly appointed for full-time work is given a
probationary period if no more than four consecutive terms or two years, at the end of
which the appointee may either be retained or dropped based on the performance
evaluation.
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A temporary appointment is also given to an individual who is employed due to

exigencies of the service. Said appointee is given five years to meet the required minimum
educational qualification. In case of failure, a more qualified applicant may replace the
appointee.
Permanent Status
A permanent appointment is given to a faculty after the two-year probation period.
For faculty members who do not have the required educational qualification but are
employed due to exigency of the service, completion of relevant advance degree is a basic
requirement for permanency.
4.12 Renewal, Termination, and Permanency
A faculty member on temporary/contractual appointment may be reviewed upon

the recommendation of the Department Head and the College Dean, provided he has a very
satisfactory teaching performance and there is need for her service in terms of teaching
load. In case of non-renewal, the faculty concerned should be so informed in writing at
least 30 days before the termination date.
Hereunder are the guidelines for the renewal, termination and/or permanency of the
appointments of faculty specific to each academic rank.
Instructor Rank
A temporary appointment automatically terminates at the end of a 1-year period

unless the university President upon recommendation of the dean of the college
renews the appointment for one year. In no case, under normal circumstances, will
such renewal exceeds five years from the date of initial appointment.
After the five year period, the appointment automatically terminates. In the case of
those pursuing relevant masters degree who are already in their thesis stage, the
appointment may be extended for another year.
The instructor is made permanent upon completion of relevant masters degree

provided that he has served the university for at least two years with very
satisfactory performance.
Assistant Professor to Full Professor
Temporary appointment of Assistant Professor is renewable yearly for a period not

exceeding three years, the end of which a renewal shall be with tenure, otherwise,
his appointment shall automatically terminate.
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Temporary appointment of Associate Professor is renewable yearly for a period

not exceeding two years, the end of which a renewal shall be with tenure,
otherwise, his appointment shall automatically terminate.
Temporary appointment of Professor shall be for a period of one year, at the end
of which shall be with tenure, otherwise his appointment shall automatically
terminate.
4.13 Detailment/Secondment
A member of the faculty may be assigned or authorized by the university President

to go on special detail under the following situations and conditions:
The university President, under certain conditions fixed by him, may assign a
faculty on detail in the Philippines or abroad for the benefit of the university or any
of its units.
A faculty member upon request of another agency or entity of the government and
when the resources of the university warrants, may be authorized to go on special
detail by secondment with the requesting agency at no cost to the university. Such
secondment is covered by a memorandum of agreement.
Hereunder are policies and guidelines on secondment and special detail of a faculty
member.
No special detail or secondment is authorized for a period of more than one year at
a time unless for good cause as determined by the university President.
Renewal is granted only in exceptional cases as determined by the university
President but not exceeding three years.
A faculty member on detail may continue serving the university as professorial
lecturer or consultant in any of the units of the university which may require such
service.
A faculty member granted special detail must submit a complete and detailed report
of their work within 30 days after their return to duty.
4.14 Working Hours And Holidays
Members of the faculty shall report eight hours a day or 40 hours per week
according to an approved schedule based on their teaching load.
Holidays shall be as reflected in the approved academic calendar, as nationally

declared, or as mandated by law.
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5.0 Academic Procedure and Processes
5.1 System Of Program Approval, Revision And Development

Preparation, deliberation, monitoring, evaluation and approval of new or revised
curricula are indispensable activities to effective and efficient operation of the various
curricular programs of the University. The University follows asystem in relation to
thepreparation, deliberation, monitoring, evaluation and approval of new or revised
curricula in accordance with intended outcomes. The process involves the following:
1. College Departments. The Departments play a major role prior to any

curricular revision, be it in terms of an introduction of a new curricular
program or revision of existing programs. The initiative often emanates
from departments if there is a need to introduce some changes or
innovations in their programs. Among the factors that are considered in the
revisions of a curriculum are:
a) Commission on Higher Education (CHED) Memorandum Orders
b) Standards set by the Professional Regulations Commission (PRC)
c) Changes or alignment to the Vision and Mission of the University and
Goals and Objectives of the College
d) In response to the needs and demands of the work environment and
recent trends and development.
The departments adopt research-based evaluation of its curricular

program. The survey is on the awareness, acceptability, and relevance of
the curricula among the various stakeholders. Results of the survey are
analysed and interpreted as basis for further enrichment and for relevance
of programs. The department offering the curricular program includes the
revisions on the curriculum and tackles this as one of the agenda in their
Departmental meeting. Upon the deliberations of the faculty in the
department and refinement of the revisions, this is forwarded to the Dean.
The Dean looks into the soundness taking into considerations the various
factors for curriculum revisions. Upon the Deans assessment, forwards this
for presentation, discussion, and approval to the College Academic Council.
2. College Academic Council (CAC). The revisions of the curricular program

are presented by the Department Chair or Program Coordinator during the
CAC meeting. During the deliberations, the council pay attention to
highlighted changes, comparing the old and the new (revised) curriculum.
Moreover, changes in schedules and consistency of the changes to the
policies of the University such as the number of units, compliance to CHED
Memorandum Orders are then considered. Upon its approval in the CAC
meeting, this is forwarded to the University Curriculum Committee.
3. University Curriculum Committee (UCC) and the University Course

Coding Committee (UCCC). The University Curriculum Committee
80
(UCC) is responsible for further study of the curricular revisions by

reviewing the feasibility of the curriculum against the CHED minimum
requirements and General Course Offering of the University and
consequently its approval for presentation to the University Academic
Council (UAC).
The UCCC ascertains that the course codes are in harmony with the general
course coding framework of the University. However, if there are still
recommendations for improvement, the proposal is returned to the college.
If none, it is submitted to the University Academic Council.
4. University Academic Council (UAC). For the revisions to be included as

an agendum in the UAC meeting, the Dean formally informs the University
Registrars Office for its inclusion. Upon its approval, the curricular
program revisions are presented by the Department Chair/Program
Coordinator in the UAC meeting. After the deliberations of the members
of the UAC, then this is approved by the council. Upon the approval of the
revised curriculum by the UAC, this goes to the Dean for Instruction for
quality control. After a thorough assessment of the Dean of Instruction, this
is submitted to the Vice-President for Academic Affairs who endorses it to
the University President. The University President submits the proposal to
the CHED OPS who acts on the proposal. After this is acted upon by the
CHED OPS, this is then submitted to the University Board of Regents.
5. Board of Regents (BOR). Once the program curricular revisions pass the
scrutiny of the University Academic Council, the UAC endorses the
proposal to the BOR for its final approval. It is the BOR that puts the final
stamp of approval for the new curriculum to be implemented. It is only after
getting the approval of the BOR that the new or revised curriculum is
implemented.
81
Curriculum Revision Flowchart

The diagram below shows the step-by-step procedure of how the curriculum is
designed, developed, monitored, reviewed and approved.
Start
Presentation and
Proposal Yes Council)
deliberation at the
emanates department level
Approved
from core ?
nfaculty of No
the program
Approved
No ?
Yes
No Compiled with
CHED Submission of the
requirements? proposal to the
Univ. Curriculum
Committee (UCC)
Yes and Univ. Course
Coding
Committee
Presentation to and (UCCC) for
No Approved
deliberation by the deliberation and
?
UAC (Univ. Acad. review
Council)
Yes
Proposal is submitted Dean for

to the VPAA who Instruction for
endorses the same to quality control
the Univ. President
Univ. President CHED OPS acts BOR

submits proposal on the proposal approves/disapproves End
to CHED OPS
82
6.0 Administrative Management Services
6.1 Systems and Procedures on Administrative Transaction

A. Human Resource Related Matters
I. Hiring
1. Recruitment
a) Recruitment is the process of looking for and identifying the qualified

job applicants to fill current and future organizational needs. It is made
in accordance with approved policies and procedures as follows:
b) Recruitment starts whenever a need arises for the employment of a
specific personnel to fill up a vacancy.
c) Recruitment of a teaching staff requires an approval of written request
from the Dean to the University President indicating therein the
specific discipline, qualification, etc. needed.
d) The vacancy to be filled is advertised through print and broadcast media
for a certain period to attract applicants.
e) Job applications received are initially screened to determine if
qualifications set for the vacancy is met and satisfied. If the applicant
qualifies the name is included in the list of qualified applicants and it is
included in the selected applicants for the screening process.
f) Entry to faculty and academic positions shall be at the lowest sub-rank
of the appropriate academic rank pursuant to earned points as evaluated
in accordance with existing regulations.
g) Transferees from other state universities and colleges may be accepted
carrying their present academic rank/position if there are regular item
available, if none, the nearest vacant item commensurate to the
qualifications shall be offered.
h) Qualification standards for faculty and academic staff as well as for
non-teaching personnel shall be in accordance with existing rules and
regulations.
i) Non-teaching staff with permanent status who has not obtained a masters
degree shall be given a temporary appointment subject to conditions set
under the University merit system.
2. Selection
Selected applicants who meet the minimum qualification requirements
are informed/advised by the HRMO to come for further screening following
the hereunder procedures:
a) There shall be the Selection Board who shall screened and recommend
for appointment the teaching and non-teaching staff. The Selection Board
83
is formed to formulate criteria of e valuation, conduct test and interviews

and assess the education, training and experiences of the applicant.
b) For faculty and academic staff, screening is done by holding
demonstration teaching and the conduct of personal interview. Job
applications and other credentials presented are checked, verified and re-
assessed through oral discussion with the applicants.
c) The same procedure shall be applied to selection of non-teaching staff
except that instead of demo-teaching, the applicant is asked to
demonstrate his skill as required in the position applied for.
d) Selected applicants who passed through the screening process are ranked
based on ratings obtained on the criteria set.
e) The summary of ratings which contain the points earned by all qualified
applicants who passed through the screening process is prepared by
HRMO signed by the members of the selection board. The election Board
recommends the most ranking candidate for hiring. The appointing
authority assesses the merits of the recommendation and selects the
applicant/s deemed best qualified for the position.
f) To make the activities and decisions of the Selection Board transparent,
the result of the screening process containing the, names and points
earned of all screened and ranked qualified candidates for the position
is published for a specific period prior to the making of appointment.
g) When the appointment of the qualified candidate is signed by the
University President, the same is submitted to the University Board of
Regents for confirmation.
h) After appointment is confirmed, the appointee is informed/advised to
accomplish the necessary support documents to the appointments for
submission to Civil Service. After which, the appointee reports to work.
II. Promotion
Promotion is the advancement in rank or position of an employee with
an increase in duties and responsibility as authorized by law, usually
accompanied by an increase in salary. There are policies and procedures
observed in promotion of faculty and academic staff as well as non-teaching
personnel, these are;
1. Policies
a) Promotion is based on established policies as provided for by Civil
Service, DBM, CHED, PASUC and/or as clearly stated in the University
Merit System.
b) A staff of the University shall be promoted to a higher academic rank
or sub-rank or position on the basis of the extent to which the staff
meets the specific requirements or standards, provided the performance
rating during the last two rating period is at least Very Satisfactory as
certified by the dean/director/immediate supervisor.
c) Only faculty members with at least a relevant masters degree shall be
included in the merit promotion plan.
84
d) A faculty who is on a local or foreign scholarship or training grant or on

official leave may be considered for promotion. For this purpose, the rating
immediately prior to the scholarship, training or leave shall be considered. If
promoted, the effectivity date of the appointment shall be upon assumption to
duty.
e) A faculty member who has been reprimanded/suspended during the
evaluation period for violation of existing University policies and/or CSC
rules and regulations shall not be considered for promotion.
f) Faculty should carry a normal workload for four (4) semesters or for two years
preceding the merit evaluation.
g) The highest relevant degree obtained by a faculty should be considered in
giving points for the merit evaluation.
h) The factors considered for promotion includes, among others, the degree
of competence and qualification of employees which is determined by
the extent to which they meet the following criteria:
Performance
Education and training
Experience and Outstanding Accomplishment
Psychosocial and Personality Traits
Potential
i) Non-teaching staff with permanent status who is qualified and willing
to accept for a teaching position but has not obtained a masters degree
shall be given a temporary appointment subject to the existing rules
and regulations.
j) Promotion for non-teaching staff shall be in accordance with the existing
Civil Service rules and regulations.
2. Procedures of Promotion for Teaching
a) The HRMO identifies vacancies to be filled by merit promotion.
b) The VPAA through the PASUC Chair advises faculty through the
College Dean to update their faculty records or NBC documents in the
Personnel Office for evaluation.
c) The UFASSPB conduct evaluation of faculty credentials with the use
of approved criteria for merit promotion
d) The UFASSPB officially submit a summary of the evaluated faculty
documents to the University President indicating therein the faculty who
qualifies and are recommended for merit promotion.
e) Recipients of faculty merit promotion as approved by the University
President is posted within in University premises for the information of
all prior to the preparation of promotional appointment.
f) Promotional appointment prepared, signed and submitted to the
University President, Board of Regents and Civil Service.
3. Procedures of Promotion for Non-Teaching
a) Whenever a vacancy occurs in a certain office/unit, its the Director or head
shall make a request to the University President to fill-up the vacant position.
85
If request is approved, the list of vacancies together with the corresponding

qualification requirements for the position to be filled is disseminated for
publication and posting within the University premises.
b) On the basis of the system of ranking positions and the qualification
standards, the HRMO prepares the Promotional Line-up of employees
qualified and competent for promotion.
c) PSPB-NT meet to evaluate the qualifications of the employees included in the
promotional line-up. Other employees who feel that they are competent is
qualified for promotion may present themselves to the PSPB-NT for
assessment.
d) The PSPB-NT next-in rank employee or other qualified employees and
submit the list of recommended employees from which the University
President may choose the person to be promoted.
e) Recipients of promotion as approved by the University President is posted
within the University premises for the information of all prior to the
preparation of promotional appointment.
f) Promotional appointment prepared, signed and submitted to the University
President, Board of Regents and Civil Service.
86
Recruitment Process Flow
End-user request in writing to fill-up a vacancy
Not Return to
Request submitted to HRM Section for availability of item
Available End-user
Request submitted to Accounting Office for funds availability Not
Available
Funds Available
Request submitted to Office of the President
Action of the University President Not
Approved
APPROVED
Personnel Section advertise vacancy
Inform the
Job application received initial interview of applicant Not
applicant
qualifie
d
Qualified
Applicant is given PDS & submits documents to support

entries in PDS
Applicants included in the list of qualified selected

applicants
Applicants scheduled for screening process by

Selection Selection
Process Flow
Board
87
Personnel section schedules meeting of Selection Board
Personnel section prepares the list of qualified applicants

for distribution to the members of Selection Board
Selection Board convenes, conduct preliminary screening

of applicants credentials
Selection Board conducts screening process; interview,

demo teaching/skills
Personnel section prepares result of evaluation/ the

summary of points earned by applicants
Selection Board recommends the most ranking

candidates/Best qualified for the post. Selection Board conducts re-
evaluation
University President assesses the merits of

recommendation
University President final screening and selects/ approves

the candidates deemed best qualified No Approval
With Approval
Posting of the results of evaluation
Personnel Section prepares appointment
Appointee submits support documents for the appt.
Signed appointment for BOR confirmation and CSC

attestation
88
Recruitment and Selection Process

Contractual Position
End-user prepares written request for need of additional manpower

services
Not Return to
Personnel Selection for availability of item
Available End-user
Presentation to, and deliberation at the CAC(College Acad.

Not
Accounting Section for availability of funds Available
Available
Request submitted to Office of the President
Not
Action of the University President Approved
Approved
Advertise the need
Applicant give information sheet and submit documents to support entries in

PDS
HRM Section prepares list of qualified applicants
Selection Board convenes for screening process of qualified applicants
HRM Section prepares and evaluate Summary of Screening result
Most ranking candidate is recommended to Univ. President
Action as recommended
Disapproved
Approved
Appointment preparation/implementation
Appointee reporting to work

89
III. Working Hours

The Civil Service Commission, being the central personnel agency of the
government, in order to establish a uniform application and proper observance of the
schedule of working hours in all government offices for the convenience of the
public, has decreed through CSC Resolution No. 91-677 dated June 4, 1991 that All
government officials and employees are required to render eight (8) working hours a
day for five working days a week or a total of forty (40) hours a week, exclusive of
time for lunch.
The normal working hours of government officials and employees shall be
from:
8:00 a.m. - 12:00 a.m.
1:00 pm. - 5:00 p.m.
However, in no case shall the working hours be reduced in the event officials
and employees elect to adopt flexi-time in reporting for work, as per CSC MC No.
14, s. 1989 (Adoption of the Flexible Working Hours in the Government Service)
which shall be strictly complied with.
In observance of these rules on working hours, the use of bundy clock or other
records of attendance may be allowed. These shall be kept in a conspicuous place
and in the custody of a responsible officer who monitors the arrival and departure of
officials and employees. All other officials including special appointees who are not
required to use the bundy clock shall record their attendance in the manner prescribed
by the Office and their absences shall be covered with requisite leave of absence.
Service reports shall be accomplished and submitted to the dean and at the end of the
month for certification and verification duly signed by the employee. A clerk is
assigned to take charge in collating all DTRs and Form 6 together with a monthly
report of absences and undertime known as the Personnel Accounting (PERAC)
Form which shall be submitted to the Accounting Office and Personnel Office within
the first eight (8) days of the following month for a more efficient operation. Any
employee who has no DTR or Form 6 shall not be included in the Payroll for the first
fifteenth of the following month causing delay in the preparation of payroll to the
detriment of others who have submitted on time.
IV. Leave Privileges
1. Policies
Government employees, as mandated by the Constitution are expected
to serve with the highest degree of responsibility, integrity, loyalty and
efficiency. Under Civil Service Rules government employees have been
granted liberal leave benefits in keeping with the philosophy that an officer
or an employee who has been subjected to long and continuous work needs
rest and recuperation so that he may return to his work with renewed vigor
and energy.
90
Leave of absence is generally defined as a privilege granted to officials

and employees in the government to be absent and not to report for duty for
one or more days with their positions held for them until their return.
All applications for leave of one day or more must be duly
accomplished in the Civil service Form 6 and if applicable, subject to
submission of a medical certificate and accomplished University clearance
whether such leave is with or without pay.
Pursuant to CSC Resolution No. 91-540 dated April 23, 1991, the
CSC amended the policy that employees paid on monthly bases are not
required to report for work on Saturday, Sunday or holiday. Said Resolution
adopts and promulgates the policy that when an employee regardless of either
he has leave credits or not is absent on a day immediately preceding or
succeeding Saturday, Sunday or holiday, shall not be considered absent in the
said days based on working days. However, if an employee incurred a
continuous or uninterrupted absences without pay for a longer period of time,
the policy shall be understood and not applicable.
2. Kinds of Leave of Absence
a) Vacation Leave under existing laws, government employees is entitled to
fifteen (15) days vacation leave with pay for each year of actual service. The
vacation leave of absence is usually taken for personal reasons and granted
depending on the contingency and needs of the service.
b) Sick Leave - the sick leave of absence is taken by an employee an account of
personal sickness or illness or illness of any member of his immediate family
immediate member which prevent the employee from reporting for work,
immediate member of the family refers to any relative living under the same
roof and dependent upon the employee for support. Employees, likewise, earn
fifteen (15) days sick with pay for each year of actual service.
c) Forced Leave - is the mandatory annual five-day vacation leave and it shall
be forfeited if not taken during the year. In cases, where the scheduled leave
has been cancelled in the exigency of the service by the head of the agency, the
scheduled leave not enjoyed shall no longer deducted from the total
accumulated vacation leave.
d) Teachers Leave Status - refers to teachers who enjoy the Christmas and
Summer Vacation.
Full time faculty members who do not perform administrative shall be
entitled to proportional vacation pay (PVP) of 70 days of summer vacation plus
14 days Christmas vacation. If the faculty renders continuous service in a
school year without incurring absences without pay of not more that 1 day,
the faculty shall be entitled to 84 days proportional vacation pay.
e) Vacation-Sick Leave Status - refers to the faculty who are designated to
perform non-teaching or administrative functions and who render the same
hours of services like other employees are entitled to vacation-sick leave
91
scheme unless the expressly opt to enjoy the teachers leave status in writing and
submit to the University President for approval.
f) Vacation Service Credits - this refers to the leave credits earned, usually by
faculty, for services rendered during summer and Christmas vacations as
authorized by law and/or approved by the University President. The following
activities are eligible for the grant of service credits:
Service rendered during registration and election days as long as these
are mandated duties under existing laws.
Service rendered during calamity and rehabilitation when schools are
used as evacuation centers.
Service rendered in connection with early opening of the school year.
Teaching overload not compensated by honorarium.
Services rendered during school sports competitions outside of regular
school days.
Teaching in non-formal education in addition to teaching in formal
education classes carrying a normal teaching load.
Service rendered in connection with the conduct of remedial classes
during summer or vacation or outside regular school days.
Work done during regular school days if these are in addition to the
normal teaching load.
In service training programs/attendance to seminars during summer and
Christmas vacation provided it is not fully funded by the University or
the government except when there is a memorandum stating otherwise.
Procedure in the Grant of Service Credits

The following steps shall be followed in the grant of service credits:
1. The grant of service credits must be applied for before the conduct of
the activity eligible for the grant of service credits.
2. The grant of service credit shall be made/implemented only after
approval by the University President which shall be based on
compliance with the following requirements at the end of the
period/activity subject to existing rules and regulations.
- Approved request to render service duly endorsed by the
dean/director/project-in-charge
- Accomplishment report
- Accomplished daily time record (DTR) of actual service
rendered duly certified by the immediate supervisor and/or
authority concerned.
g) Maternity Leave - is granted to married women employees in case of

pregnancies, in addition to the vacation and sick leave granted them. It is
granted in order to extend to working mothers some measure of financial
support to provides her a period of rest and recuperation during periods of pre
and post natal care.
92
Married woman employees who have rendered an aggregate of two (2)

or more years of service can avail of the maternity leave for sixty (60) days or
two (2) months leave with pay whether normal delivery, ceasarian or
miscarriage, provided, it is not an intentional abortion. For those who have
rendered one (1) month or more but less than two (2) years of service can enjoy
a fraction of Maternity Leave with pay.
In case of teaching staff, maternity leave can be availed of even if the
period of delivery occurs during the long vacation, in which case, both the
maternity leave pay and the proportional vacation pay shall be received by the
concerned faculty.
h) Paternity Leave - is granted to all married male employees pursuant to RA
8187.
Married male employees can avail the 7 days paternity leave for the first
four deliveries of his legitimate spouse (with a woman who validly entered a
contract of marriage with the married male employee). In the case of married
male employee with more than one (1) legal spouse, he shall be entitled to avail
of paternity leave for a maximum of four deliveries regardless of whoever
spouse gives birth. This leave can be enjoyed on the days immediately before,
during or after the childs birth or miscarriage of the legal spouse.
i) Special Privilege Leave - this is enjoyed by a special group of employees
subject to conditions set under CS rules and regulations. The employee may
avail a maximum of three (3) days within a calendar year of any of the special
privilege leave which he would opt to avail of the following:
birthday leave
graduation leave
wedding/anniversary leave
hospitalization leave
enrolment leave
mourning leave
government transaction leave
domestic leave/relocation leave
This special privilege leave is non-cumulative and non-commutative.
j) Sabbatical Leave - shall be enjoyed only by faculty members with permanent
status and must be at least Associate Professor and served the University for at
least 15 years.
3. Procedure
a) Application for Vacation and Privilege Leave shall be filed at least 5 days in
advance while application for Sick Leave shall be submitted within 5 days after
the employees return from such leave. Failure to do so will mean exclusion of
the name of the erring employee in the payroll.
b) All applications for leave of absence shall be under directly in CS Form 6,
except when Vacation and Sick Leave filed in advance for 36 days or more by
any regular employee occupying plantilla item whether temporary or
93
permanent, duly indorsed and recorded by their immediate supervisor where the
approval of the University President is needed.
c) Application of leave should be forwarded to the following in order: Applicant,
Immediate Supervisor, HRMO, Administrative Officer and the University
President for final action.
Flow of Application for Vacation/Sick/Maternity Leave

The requesting employee
accomplishes leave form in triplicate
Dean/Director/Project In-charge
recommends approval of leave
application
Leave Dean/Director/Project In-charge

approved gives justification for disapproval of
NO
leave application
YES
Dean/Director/Project In-charge Submit disapproved leave

delegates duties and responsibilities application to Personnel section for
recording
Personnel section certifies credit

balance
Administrative Service Director

endorses leave application
Final approval of leave application

by the Vice President for
Administration
Submission of approved leave

application to the Records Office
and other concern offices
94
V. Retirement
1. Policies
Employees of the University whether permanent, temporary, casual or
temporary who have employer-employee relationship are covered by GSIS on a
compulsory basis. Employees Membership take effect upon assumption to duty
pursuant to valid appointment. All GSIS members are to pay monthly contributions
in accordance with rates/schedules established under GSIS policies.
University Personnel, as members of the GSIS are eligible for retirement
benefits available under the retirement law they opt to retire provided they satisfy
the conditions and requirements set therein. Retirable employees may retire under
the following retirement laws:
RA 1616 - the Gratuity Retirement Benefit
RA 660 - The Annuity benefit Plan
RA 8291
Retirement is compulsory for the University employees at age 65 with at
least 15 years of service. The effectivity of the employees separation from the
government service due to compulsory retirement is at the close of office or
working hours on his 65th birthday.
Retirement benefits are paid to the employee provided he has submitted all
documents and complied with all the requirements by GSIS.
2. Procedure in Filing and Processing Application for Retirement
a) The employee shall signify intention of his/her plan to retire by submitting a
letter to the University President six (6) months before the effectivity of
retirement.
b) The employee shall coordinate with the Human Resource and Management
Section in the preparation of the basic requirements listed hereunder to support
the application for retirement.
Application for retirement (RAs 660/1146/1616/910/8291) for GSIS
Approved application for retirement
Complete Service Record
University Clearance
Certification of Applicant that he/she has no pending
Administrative/criminal case
Statement of Assets and Liabilities
Birth Certificate
All original Appointments
All Notice of Salary Adjustments
Form 6 (For accrued leave computation)
GSIS Certificate of Clearance
Last DTR (Original)
Designations
95
c) In case of deceased retirees, or when a GSIS member dies, the beneficiaries

and/or legal heirs shall submit, in addition to a complete statement of service
record of the deceased the following:
Death certificate of member or retiree issued by the Local Civil
Registrar
Birth certificate of children of deceased member/retirees
Marriage contract/certificate issued by the Local Civil Registrar
- of parents of deceased
- of claimant spouse with the deceased
Proofs of surviving legal heirs
Bond of indemnity for guardianship of minor
Such other requirements as may be needed in certain cases
d) The employee, after having completed the documents required (item #2), shall
submit to GSIS the prescribed GSIS application Form duly accomplished and
signed by the University President, a complete copy of the retirement
documents shall also be provided by the employee to DBM for fund release and
MMU for records keeping.
e) Submission of the required complete retirement documents, GSIS for approval.
f) Upon approval by the GSIS, payment is made to the retiree.
VI. Resignation
It is a mode of separation by which services of the employee is severed from
the University or an employee is considered resigned from the University upon
approval of the following documents:
1. Voluntary written notice of the employee informing the University President
through the dean/director/ and/or immediate superior that he is relinquishing his
post indicating therein the effectivity date of said resignation.
2. The acceptance of resignation in writing by the University
President/Appointing Authority with the date of effectivity of resignation.
The services in the University of the employee may also be served when he is
dropped from University rolls which may caused by the following:
1. When the employee have been found to be habitually absent or have been absent
without approved leave for a long period of time of more than 30 working days.
2. When employee after two consecutive rating is given unsatisfactory
performance rating for an evaluation period is rated poor performance. This,
however shall take after due notice in writing given to the employee and in due
process.
3. When the employee is continuously absent for more than a year or
intermittently absent by reason of illness and sickness for at least 260 working
day during a 2 year period may be declared physically unfit to perform his
duties.
96
6.2 Procurement and Disposal of University Property

I. Procurement
All procurement in the University are governed by Republic Act No. 9184,
otherwise known as the Government Procurement Reform Act which took effect July
I, 2005. This Act covers the procurement of infrastructure projects, goods, and
consulting services, regardless of source of funds (Fund 101, 161, 164, 184), whether
local or foreign. The only exemptions are goods for resale procured by the Business
Affairs Directorate.
1. Definition of Terms
a) Approved Budget for the Contract (ABC) refers to the budget for the
contract duly approved by the University President, as provided for in the
General Appropriations Act and /or continuing appropriations.
b) BAC refers to the Bids and Awards Committee established in accordance with
Article V of RA 9184.
c) Common-Use Supplies refer to those goods, materials, and equipment that
are repetitively used in the day-to-day operations of the University in the
performance of its functions. Common-use supplies shall be those included in
the Price List of the Procurement Service (PS) of the Department of Budget and
Management (DBM).
d) Competitive Bidding refers to a method of procurement which is open to
participation by any interested party and which consists of the following
processes: advertisement, pre-bid conference, eligibility screening of
prospective bidders, receipt and opening of bids, evaluation of bids, post-
qualification, and award of contract.
e) G-EPS refers to the Government Electronic Procurement System as provided
in Section 8 of RA 9184.
f) Goods refer to all items, supplies, materials, and general support services,
except consulting services and infrastructure projects, which may be needed in
the transaction of public businesses or in the pursuit of any government
undertaking, project or activity, whether in the nature of equipment, furniture,
stationery, materials for construction, or personal property of any kind,
including non-personal or contractual services such as the repair and
maintenance of equipment and furniture, as well as trucking, hauling, janitorial,
security, and related or analogous services as well as procurement of materials
and supplies provided by the University for such services.
g) GPPB refers to the Government Procurement Policy Board established in
accordance with Article XX of RA 9184.
h) Infrastructure Projects include the construction, improvement,
rehabilitation, demolition, repair, restoration or maintenance of roads,
communication facilities, civil works components of information technology
projects, irrigation, flood control and drainage, water supply, sanitation,
sewerage and solid waste management systems, shore protection, energy/power
and electrification facilities, school buildings, and other related construction
projects of the University.
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2. Procurement Planning
All procurement shall be within the approved budget of the University, and
shall be meticulously and judiciously planned. No procurement shall be undertaken
unless it is in accordance with an approved Annual Procurement Plan (APP). In
the case of projects funded from lump-sum appropriations, the APP shall be
immediately updated to include such projects or contracts. For infrastructure
contract packages projects, the ABC shall cover the individual cost components of
civil works only. The ABC for the contract shall be at all times consistent with the
appropriations for the project authorized in the GAA and/or continuing
appropriations.
The University shall judiciously prepare, maintain and update an APP for
all its procurement that shall include, for each individual project, a Project
Procurement Management Plan (PPMP). The APP shall bear the approval of the
University President, and must be consistent with its duly approved yearly budget.
Consistent with government fiscal discipline measures, only those considered
crucial to the efficient discharge of University functions shall be included in the
APP. A procurement shall be considered crucial to the efficient discharge of
University functions if it is required for the day-to-day operations or is in pursuit
of the principal mandate of the University. In case of Infrastructure Projects, the
Plan shall consider the appropriate timing/phasing of related project activities such
as engineering design and acquisition of ROW to reduce/lower project costs.
The PMPP shall include:
the type of contract to be employed;
the extent/size of contract scopes/packages;
the procurement methods to be adopted, and indicating if the
procurement tasks are to be outsourced;
the time schedule for each procurement activity; and
the estimated budget for the general components of the contract e.g.,
civil works, goods and consultancy services.
The APP shall include provisions for foreseeable emergencies based on
historical records.
The preparation and updating of the PPMPs shall be the responsibility of
the respective end-users, while the consolidation of these PPMPs into an APP shall
be lodged with the BAC Secretariat. Figure __ shows the Procurement Panning
Process Flowchart.
Updating of the individual PPMPs and the consolidated APP shall be
undertaken every six (6) months or as often as may be required by the University
President. Implementation of any project not included in the Universitys APP shall
not be allowed.
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3. Procurement Process and Forms

To systematize the procurement process, avoid confusion, and ensure
transparency, the procurement process, including the forms to be used, are
standardized insofar as practicable.
a) Procurement Process Flowchart Infrastructure
Steps
1. The Physical Plant & General Services (PPGS) prepares the Program of
Work (POW).
2. The Review Committee (RC) checks the POW.
3. If no revision, the PPGS prepares the Purchase Request (PR). If with
revision/s, PPGS incorporates the revision/s in the POW, and prepares the
PR based on revised POW.
4. The Chief of the Accounting Section certifies that there is cash available for
the project.
5. The University President approves the POW and PR.
6. The BAC determines the manner of procurement
If P500,000: Pakyaw Contract
If P500,000: Straight Contract
7. The BAC Secretariat prepares the Abstract of Bids, Resolution, Notice of
Award, Contract, and Notice to Proceed.
8. The Internal Audit Unit examines the supporting documents of the
procurement.
9. The University President approves the Abstract of Bids and Resolution, and
signs the Notice of Award, Contract, and Notice to Proceed.
10. The PPGS implements the project.
b) Procurement Process Flowchart Goods
Steps
1. The College/Unit concerned prepares the PR and Price Quotation (PQ)
forms.
2. The Chief of the Accounting Section certifies that there is cash available for
the procurement.
3. The BAC recommends the method of procurement, whether limited source
bidding, direct contracting, repeat order, shopping, or negotiated
procurement.
4. The University President approves the PR and PQ.
5. The BAC conducts procurement activities.
6. The BAC Secretariat prepares the Abstract of Bids and Purchase Order.
7. The Chief of the Accounting Section certifies cash availability on the
Purchase Order.
8. The Internal Audit Unit examines the supporting documents of the
procurement
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9. The University President approves the Abstract of Bids and Purchase Order.
10. The BAC Secretariat serves the Purchase Order to the suppliers with the
least bid/price quotation.
11. The Supply Office receives the delivery, prepares the Inspection Report,
and issue withdrawal slip (for supplies) or Memorandum Receipt (for
equipment).
12. The concerned College/Unit accepts the goods.
4. Alternative Methods of Procurement
As a general rule, the University shall adopt competitive bidding as the
general mode of procurement and shall see to it that the procurement program
allows sufficient lead time for such competitive bidding. Alternative methods shall
be resorted to only in highly exceptional cases.
Subject to the prior approval of the University President, and whenever
justified by the conditions provided in RA 9184, the University may, in order to
promote economy and efficiency, resort to any of the alternative methods of
procurement. In all instances, the University shall ensure that the most
advantageous price for the Government is obtained.
a) Limited Source Bidding
Limited Source Bidding, otherwise known as selective bidding, is a
method of procurement of goods and consulting services that involves direct
invitation to bid by the University from a set of pre-selected suppliers or
consultants with known experience and proven capability on the requirements
of the particular contract. The pre-selected suppliers or consultants shall be
those appearing in a list maintained by the relevant Government authority that
has expertise in the type of procurement concerned, which list should have been
submitted to, and maintained updated with, the GPPB. The BAC shall directly
send to the pre-selected bidders the invitation to bid, which shall already
indicate the relevant information required to enable the bidders to prepare their
bids as prescribed under the pertinent provisions of the Implementing Rules and
Regulations Part A of RA 9184. Limited source bidding may be employed
under any of the following conditions:
Procurement of highly specialized types of goods (e.g., sophisticated
defense equipment, complex air navigation systems, coal) and
consulting services where only a few suppliers or consultants are known
to be available, such that resorting to the competitive bidding method
will not likely result in any additional suppliers or consultants
participating in the bidding; or
Procurement of major plant components where it is deemed
advantageous to limit the bidding to known qualified bidders in order to
maintain uniform quality and performance of the plant as a whole.
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b) Direct Contracting
Direct Contracting or single source procurement is a method of
procurement of goods that does not require elaborate bidding documents. The
supplier is simply asked to submit a price quotation or a pro-forma invoice
together with the conditions of sale. The offer may be accepted immediately or
after some negotiations. Direct contracting may be resorted to under any of the
following conditions:
Procurement of items of proprietary nature which can be obtained only
from the proprietary source, i.e. when patents, trade secrets and
copyrights prohibit others from manufacturing the same item;
When the procurement of critical plant components from a specific
manufacturer, supplier or distributor is a condition precedent to hold a
contractor to guarantee its project performance, in accordance with the
provisions of its contract; or
Those sold by an exclusive dealer or manufacturer which does not have
sub-dealers selling at lower prices and for which no suitable substitute
can be obtained at more advantageous terms to the Government.
c) Repeat Order
Repeat Order, when provided for in the APP, is a method of
procurement of goods from the previous winning bidder, whenever there is a
need to replenish goods procured under a contract previously awarded through
Competitive Bidding. Repeat orders from the previous winning bidder may be
resorted to only in cases where the procured item is clearly superior to the other
bids not only in terms of the price quoted but also in terms of equipment
reliability, availability of spare parts, after-sales service and delivery period,
among others. Repeat orders shall likewise be subject to the following
conditions:
Contract prices of the repeat order must be the same as or lower than
those in the original contract, provided that such prices are still the most
advantageous to the Government after price verification;
The repeat order will not result in splitting of contracts, requisitions, or
purchase orders;
Except in cases duly approved by the GPPB, the repeat order shall be
availed of only within six (6) months from the date of the Notice to
Proceed arising from the original contract; and
The repeat order shall not exceed twenty-five percent (25%) of the
quantity of each item in the original contract.
d) Shopping
Shopping is a method of procurement of goods whereby the procuring
entity simply requests for the submission of price quotations for readily
available off-the-shelf goods or ordinary/regular equipment to be procured
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directly from suppliers of known qualifications. This method of procurement

shall be employed only in any of the following cases:
When there is an unforeseen contingency requiring immediate purchase:
Provided, however, that the amount shall not exceed fifty thousand
pesos (P50,000); or
Procurement of ordinary or regular office supplies and equipment not
available in the Procurement Service involving an amount not
exceeding two hundred fifty thousand pesos P250,000): Provided,
however, that the procurement does not result in splitting of contracts,
Provided, further, that at least three (3) price quotations from bona fide
suppliers shall be obtained.
The above amounts shall be subject to a periodic review by the
GPPB. For this purpose, the GPPB shall be authorized to increase or
decrease the said amount in order to reflect changes in economic
conditions and for other justifiable reasons.
e) Negotiated Procurement
Negotiated Procurement is a method of procurement of goods,
infrastructure projects and consulting services, whereby the University directly
negotiates a contract with a technically, legally and financially capable supplier,
contractor or consultant only in the following cases:
Where there has been failure of public bidding for the second time;
In case of imminent danger to life or property during a state of calamity,
or when time is of the essence arising from natural or man-made
calamities or other causes where immediate action is necessary to
prevent damage to or loss of life or property, or to restore vital public
services, infrastructure facilities and other public utilities. In the case
of infrastructure projects, the University has the option to undertake the
project through negotiated procurement or by administration or, in high
security risk areas, through the AFP;
Take-over of contracts, which have been rescinded or terminated for
causes provided for in the contract and existing laws, where immediate
action is necessary to prevent damage to or loss of life or property, or to
restore vital public services, infrastructure facilities and other public
utilities;
Where the subject contract is adjacent or contiguous to an on-going
infrastructure project: Provided, however, that
the original contract is the result of a Competitive Bidding;
the subject contract to be negotiated has similar or related scopes
of work;
it is within the contracting capacity of the contractor;
the contractor uses the same prices or lower unit prices as in the
original contract less mobilization cost;
102
the amount involved does not exceed the amount of the on-going
project; and
the contractor has no negative slippage:
Provided, further, that negotiations for the procurement are
commenced before the expiry of the original contract. Whenever
applicable, this principle shall also govern consultancy contracts, where
the consultants have unique experience and expertise to deliver the
required service;
Purchases of goods from another agency of the Government, such as the
PS-DBM, which is tasked with a centralized procurement of commonly
used Goods for the government in accordance with Letters of Instruction
No. 755 and Executive Order No. 359, series of 1989. Further, in order
to hasten project implementation, agencies which may not have the
proficiency or capability to undertake a particular procurement, as
determined by the University President, may request other agencies to
undertake such procurement for them, or at their option, recruit and hire
consultants or procurement agents to assist them directly and/or train
their staff in the management of the procurement function;
In the case of individual consultants hired to do work that is
highly technical or proprietary; or
primarily confidential or policy determining, where trust and
confidence are the primary consideration for the hiring of the
consultant:
Provided, however, that the term of the individual consultants
shall, at the most, be on a six month basis, renewable at the option of
the University President, but in no case shall exceed the term of the
latter.
Procurement Planning Process Flowchart
Fund
College/Unit BAC Secretariat OP BAC/FMS
101
Preparation of Consolidation Approval of Implementation
of PMPPs into
161
PMPP 11APP of APP
an APP
Fund
164
BOR
Confirmation of
Approval
103
Process Flowchart-Infrastructure
PPGSD Review PPGSD Accounting

Committee
Prepares
Program of Checks Prepares Certifies Cash
Work Program of Availability
PR & PQ
Work
Internal Audit BAC BAC OP

Secretariat
Examines Prepares Conducts Approves PR
Supporting Abstract of Bidding & PQ
Documents Bids,
Resolution,
Notice of
Award,
OP Contract, &
Approves Notice to
and signs Proceed
Abstract of
PPGSD
Bids,
Resolution, Implements
NOA, Project
Contract &
NTP
104
105
Process Flow Chart - Goods

Decision Tree for Alternative Modes of Procurement
106
6.3 Disposal of University Property

Pursuant to Executive Order No. 888 Sec. 1 and COA Cir. No. 89-296 the full
and sole authority and responsibility for the divestment or disposal of properties and other
assets owned by the National, Corporate and Local Government Units including its
subsidiaries shall be lodged in the heads of the departments, bureaus and offices or
governing bodies or managing heads of the concerned entities.
1. Modes of Disposal
a) Condemnation/Destruction of Property
Through pounding, burning, breaking, shredding, throwing, or any other
method by which the property is disposed beyond economic recovery.
Destruction shall be made in the presence of the Disposal Committee.
b) Transfer of Property
Upon initiative of owning agency or submission of request to owning
agency, this may be done either with or without cost. Cost herein refers to
payment based on the appraised value of the property.
c) Barter
An agency transfers property to another government agency in exchange for
another piece of property. The value of the property transferred may or may not
be equivalent to that being received.
d) Donation of Property
Maybe to charitable, scientific, educational or cultural institutions.
e) Sale of Unserviceable Property
Sale thru public bidding as a general rule, is the mode of disposal. This is
done thru sealed public bidding or when circumstances warrant, by viva
voce.
Sale thru Negotiated Sale is resorted to as a consequence of failed bidding.
2. Property/Assets Subject To Disposal
The following are subject to disposal:
a) Unserviceable property
b) Confiscated/seized property
c) Property under distraint/levy/garnishment
d) Unclaimed motor vehicles
e) Real property
f) Valueless records/documents
Unserviceable Property
Pursuant to Sec. 79 of PD 1445 When government property has become
unserviceable for any cause or is no longer needed, it shall, upon application of the
officer accountable therefore, be inspected by the head of the agency or his duly
107
authorized representative x x x and if found to be valueless or unserviceable, it may

be destroyed. If found valuable, it may be sold at public auction to the highest bidder
under the supervision of the proper committee on award or similar body x x x. In the
event that public auction fails, the property may be sold at a private sale at such prices
as may be fixed by the same committee or body concerned x x x.
a) Determining Factors in the Disposal of Unserviceable Property
Property, which can no longer be repaired or reconditioned.
Property whose maintenance costs of repair more than outweighs the
benefits and services that will be derived from its continued use.
Property that has become obsolete or outmoded because of changes in
technology.
Serviceable property that has been rendered unnecessary due to changes in
the agencys function or mandate.
Unused supplies, materials, and spare parts that were procured in excess of
requirements; and
Unused supplies and materials that has become dangerous to use because of
long storage or use of which is determined to be hazardous.
b) Submission of Documents Pertinent to the Disposal of Unserviceable
Property
Accountable officials in possession of unserviceable property shall submit
to the Disposal Committee through their respective heads of offices, the following
accomplished forms as appropriate:
Inventory and Inspection Report of Unserviceable Property (Appendix 9-
14) for semi-expendable materials and equipment and non-expendable
supplies, accompanied by any of the following, whichever is appropriate:
Individual survey report, duly certified by the Supply Officer and
Head of Agency
List of missing spare parts duly certified by the Supply Officer and
Head of Agency
Stencils of chassis and engine numbers of motor vehicles, and
Current photographs in two positions
Waste Materials Report (Appendix 9-12) for expendable materials,
supplies and consumables including spare parts, empty container, and
remnants from destroyed or damaged fixed assets.
3. Guidelines in Disposal
a) Once supplies/property becomes unserviceable from any cause or are no longer
needed, the officer immediately accountable therefore shall return the same to the
Property Officer/equivalent position concerned.
b) The Property Officer/equivalent position shall file an application for disposal
with appropriate documents to the COA auditor.
108
c) The COA auditor shall inspect the items and determine whether the items are with
or without value and forwards his/her recommendation to the Head of the
Agency.
d) The Head of the Agency shall forward the documents to the Disposal Committee.
e) The Disposal Committee shall recommend to the Head of the Agency the mode
of disposal as appropriate and deemed most advantageous to the government.
f) If found to be valuable the unserviceable property may be sold at public auction
to the highest bidder under the supervision of the proper Committee on Award or
similar body.
g) The awardee shall pay, claim and withdraw the property upon the determination
of the awardee, the bid bond shall be considered as partial payment and the
offered bid price shall be paid in the form of cash, cashiers Managers check of
a reputable bank within the area where the bidding was held. Full payment shall
be made within 5 working days from the date of the notice of award.
Claims shall be made only by the awardee, after the bid price is fully paid
as evidenced by an official receipt. The Disposal Committee shall effect in
the presence of the reporting accountable Officer or his duly authorized
representative and witnesses.
The property officer of the owning agency shall accomplish a tally-out sheet
as evidence of actual delivery. Authorized Agency official and the buyer
acknowledging receipt of the items shall sign the tally-out sheet.
Claims shall be made only during official government working hours.
Claims shall be made within the period fixed by the Disposal Committee
but not more that 30 days after awarding. Failure on The part of the awardee
to claim the property within the stipulated period shall have the effect of
cancellation of the award.
h) Upon disposal of property, the pertinent portions of the Inventory & Inspection
Report, Report of Waste Materials or Invoice-Receipt for Property, whichever is
applicable, shall be accomplished. These reports shall be the basis for dropping
the property from the books of accounts and for taking up the proceeds from the
Sale of the property.
4. Membership of Disposal Committee

EO No. 309, reconstituted the membership of the Committee on Disposal as
provided for under EO No. 888
a) Chairman - A senior official with function not lower than the
Level of an Assistant Secretary for a department and
Assistant Director for a bureau/agency or department head
for a GOCC.
b) Member - Head of Administrative Unit
c) Member - Head of the Property Unit
d) Ad Hoc Member- COA Representative
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Flowchart of Disposal
END-USER
(issued w/ a memorandum
receipt)
TECHNICAL INSPECTOR
CERTIFY THAT ITEM IS
BEYOND REPAIR/
UNSERVICEABLE
REQUEST FOR DISPOSAL

ADDRESSED TO CHARIMAN OF
UDC
Chief of SUPPLY OFFICE prepare

Investigation and Inventory
Report
MEMBERS OF DISPOSAL
COMMITTEE recommends
DISPOSAL of ITEM to University
President
University President approves

DISPOSAL OF ITEM
MODES OF
DISPOSAL
CONDEMNATION TRANSFER OF BARTER DONATION SALE OF

PROPERTY UNSERVICEABLE
PROPERTY
110
6.4 Records Management

I. Duties and Responsibilities
The duty of recordkeeping is reposed in the Record Management Section of the
University. Specifically, the Records Management Section has the following duty
and responsibility:
1. to receive and record all incoming communications, correspondence, telegrams
and documents;
2. to record outgoing communications;
3. to take custody of MMSU Personnel Records, except personal papers of its
officials and employees and keep them in such condition as to meet the
documentary and reference requirement of the agency;
4. to keep and maintain a filling and recording system for issuances
communications and other documents affecting MMSU, for ready reference and
use;
5. to issue certified copies of documents and file; and
6. to prepare and submit to the President periodic disposition of Non-current records
in accordance with the approved Records retention and Disposal Schedules.
II. Objectives
To implement its service oriented system, the Records Management Section,

has the following objectives:
1. To provide personnel under the Records Management section with a general
knowledge in the Records system so that they become more responsive and
cognizant of the needs and demands of the employees of the University;
2. To develop a sense of responsibility among personnel of the Records
Management Section, so that they will be able to help in the improvement of
the office and MMSU and in the establishment of a better unity among its
constituents;
3. To continue formulating safekeeping and dispatching of records relevant to the
needs of MMSU Personnel and other entities;
4. To upgrade the Records Office staff through staff development, in-service
training program and also training them thru computerization;
5. To continue regular duties like dispatching, recording and filling of records
coming from the office of the President, approved or disapproved for proper
disposal to office concerned;
6. To develop love and appreciation of good order, beauty of nature and the arts so
as to contribute to the upliftment of the University and the Philippines;
7. To help other offices whenever need arises.
III. Personnel of the Records Management Section

The following are the personnel under the Record Management Section of the
University:
1. Records Officer III Chief of Office
2. Records Officer II
111
3. Records Officer I
4. Receiving and Dispatching Section-
5. Classification and Filing Section -
6. Records Retention Section
7. Records Disposal Section
8. Messenger
IV. Responsibility of the Chief of Office

1. Plans and direct the activities of the unit;
2. Assumes full responsibility for the custody and safekeeping of voluminous official
records and documents and authorizes their issuances;
3. Participates in the staff meeting and conferences;
4. Checks and classifies official communications for release and filling;
5. Meets regularly with the staff of the unit to discuss problems planning and
programming of activities;
6. Prepares budget estimates of the unit;
7. Determine the needs of the unit as to supplies and equipment;
8. checks prepared annual and other required report for submission;
9. Authenticates copies of documents.
V. Procedure in Record Keeping

1. Incoming Communications
All communications whether letters, radiograms, telephone messages or

reports, pertaining to official business will be addressed to the University President,
Mariano Marcos State University, Batac, Ilocos Norte, ZIP Code No. 2906,
Telephone No. 792-3191 and FAX No. (63) 792-3191.
2. Outgoing Correspondence
All outgoing correspondence will coursed through the Records
Management Section with proper instructions as to their disposition after the
Approval/Disapproval, Notation or with Routine slip by the University President.
3. Mailing
Mailing is done daily through the Phil. Postal Service, MMSU Branch,
Batac,Ilocos Norte. Stamps for Official mails and special deliveries will be handled
by the Records Office Staff for proper recording and funding.
4. Deliveries
The Messenger handling MMSU deliveries are sent as per schedule of trips
of Bus Station in Batac, Ilocos Norte. Items for delivery should be with the Records
Office 3 hours before the scheduled trips, and or through the LBC Express for
shipment (Funding will be the same as in MAILING).
112
5. Personal Mails
Staff members requesting mailing of Personal Letters should affix the

required stamps on the envelopes themselves and then deposit the stamped
envelope at the Records Office. Only Mails addressed to in the usual route thereof
may be handcarried by the messenger.
6. Records and File
The Central Records Section maintains files of correspondence,
permanent records, other documents except files on RESEARCH PROJECT.
7. Personnel Files
Personnel files are considered confidential records and cannot be borrowed/

reviewed without the written authorization of the Head of Office concerned.
If for one reason or another, a college, unit or section shall directly release
communication and retain the file copies, the Records Office shall be furnished
with copies of the complete set.
Whenever action is not deemed necessary on a correspondence, the same
shall be marked FILE on its face, initiated and dated by the authorized official
before sending to the Records Office. Only the President, Vice Presidents, Deans,
Directors and other officials of equivalent rank are authorized to mark a
correspondence FOR FILE.
MMSU FACULTY AND STAFF which requires them to file additional
documents, certificates, transcript of records, etc. for their 201 files for evaluation
purposes and for safekeeping can submit it personally to the Records Office
Personnel.
Records Office Staff are not permitted to release or to show files in their
possession without a written authorization from a senior staff. No staff member
will be allowed to take anything from the files himself. All Request should be made
to the Records Office Personnel.
6.5 Financial Management
I. The University Budget
The annual budget of the University shall be prepared in accordance with
budgetary policies of the government. The University shall operate a budget on a
calendar year from January 1 to December 31 in a given year.
There are four general classifications of University funds:
a. Fund 101 or the General Fund - the fund which is available for any purpose to
which the legislative body may choose to apply it, and is composed of all receipts
or revenues which are not applicable to specific purpose. It is used to finance the
ordinary operations of a government unit (Sec. 136,Title 1, GAAM, Vol. I)
b. Fund 161 or Revolving Fund these are funds arising out from business and
income-generating activities of the University
113
c. Fund 164 - these are funds from the collection of tuition fees and other school
charges,
d. Fund 184 or Trust Funds/Special Funded Projects - these are funds which have
come officially into the possession of any agency of the government or of a public
officer as trustee, agent, or administrator, or which have been received for the
fulfillment of some obligations (Sec. 3, PD 1445)
Income from tuition fees and other school charges (Fund 164), and income from
business operations (Fund 161) of the University shall constitute a special fund for the
use of the University subject to the approval of the Board of Regents
II. Budget Terms
The following terms are included in the budgeting process: appropriation,
allotment, obligation, Notice of Cash Allocation (NCA), and disbursements.
a) An APPROPRIATION is an authorization made by law or other legislative
enactments of obligations to be incurred and allowing payments to be made with
funds of the government under specified conditions and/or specified purpose, i.e.
General Appropriations Act.
b) ALLOTMENT is an authorization issued by the Department of Budget and
Management which allows agencies to incur obligations up to a specified amount
that is within a legislative appropriation as reflected in the advice of allotment. The
DBM issues the Allotment Release Order containing the authorization, conditions
and the amount of the allocation.
c) OBLIGATION refers to a commitment by a government agency arising from an
act of a duly authorized official which binds the government to the immediate or
eventual payment of a sum of money. The agency is authorized to incur obligations
only in the performance of activities which are in pursuit of its functions and
programs authorized in appropriation acts/laws within the limit of ARO
The New Government Accounting System (NGAS) categorizes the
expense accounts into three major items:
1. Personal Services (PS)
2. Maintenance and Other Operating Expenses (MOOE)
3. Financial Expenses (FE)
d) NOTICE OF CASH ALLOCATION (NCA) is an advice issued by the
Department of Budget and Management for the release of cash credited to the
Government Servicing Banks (GSB) of agencies, stating the amount and purpose.
e) DISBURSEMENTS constitute all cash paid out during a given period either in
currency or by check.
Modes of payment:
By check
Modified Disbursement Scheme (MDS)
Commercial checks
By cash, thru the cash advance granted to Accountable Officers
By Non-Cash Availment Authority (NCAA)
By Tax Remittance Advice (TRA)
By Advice to Debit the Account (ADA)
Other Disbursements
114
Budget Process
115
III. Fundamental Principles and Basic Requirements for Expenditures and

Disbursements:
1. Fundamental Principles
Section 4 of PD 1445 provides for the following fundamental
principles which govern the financial transactions and operations of any
government agency:
a) No money shall be paid out of any public treasury or depository except in
pursuance of an appropriation law or other specific statutory authority.
b) Government funds or property shall be spent or used solely for public
purposes.
c) Trust funds shall be available and may be spent only for the specific
purpose for which the trust was created or the funds received.
d) Fiscal responsibility shall, to the greatest extent, be shared by all those
exercising authority over the financial affairs, transactions, and operations
of the government agency.
e) Disbursement or disposition of government funds or property shall
invariably bear the approval of the proper officials.
f) All laws and regulations applicable to financial transactions shall be
faithfully adhered to.
g) Claims against government funds shall be supported with completed
documentation.
h) Generally accepted principles and practices of accounting as well as of
sound management and fiscal administration shall be observed, provided
that they do not contravene existing laws and regulations.
2. Restriction on the Use of Government Funds
The general provisions of the General Appropriations Act (GAA)
define the restrictions on the use of government funds where no government
funds shall be utilized for the following purposes:
a) To purchase motor vehicles, except : (1) medical ambulances, military and
police patrol vehicles, motorcycles, other utility vehicles, road
construction equipment, motorized bancas and those used for mass
transport when necessary in the interest of the public service, upon
authority of the department or agency head and the Secretary of Budget
and Management; and (2) those authorized by the President, Senate
President, the Speaker of the House of Representative, or the Chief Justice
of the Supreme Court;
b) To send official or employee to foreign training, conference or attend to
international commitments when they are due to retire within one year
after the said foreign travel;
c) To provide fuel, parts, repair and maintenance to any government vehicle
which is not permanently marked For Official Use Only with the name
or logo of the agency, nor otherwise properly identified as a government
vehicle and does not carry its official government plate number, except
vehicles assigned to the President, Vice-President, senate President,
Speaker to the House of Representatives, Chief Justice of the Supreme
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Court and Chairman of the constitutional Commissions and those used by

personnel performing intelligence and national security functions.
Provided, That in case of transport crisis, such as that occasioned by street
demonstrations, welgang bayan, floods, typhoons and other emergencies,
all government vehicles of any type whether luxury cars or utility vehicles,
shall be made available to meet the emergency and utilized to transport
for free commuters on a round-the-clock basis;
d) To pay honoraria, allowances or other forms of compensation to any
government official or employee, except those specifically authorized by
law;
e) To invest government funds in non-government securities, money market
placements and similar investments or deposited in private banking
institutions.
f) To purchase supplies, materials and equipment for stock for more than the
normal 3-month requirements, except those required for build-up of stock
on hand of critical supplies, or for national emergency or of impending
shortage.
3. Basic Requirements
The following requirements are applicable to all classes of disbursements:
a) Certificate of Availability of Fund existence of lawful appropriation,
the unexpended balance of which, free from other obligations, is sufficient
to cover the expenditure, certified as available by an accounting officer or
any other official required to accomplish the certificate.
Use of moneys appropriated solely for the specific purpose for which
appropriated, and for no other, except when authorized by law or by a
corresponding appropriating body. (COA Cir. No. 97-00
b) Approval of claim or expenditure by head of office or his duly authorized
representative. The vouchers and payrolls shall be approved by the head
od agency or his duly authorized representative as to validity, propriety
and legality of the claim.
c) Documents to establish validity of claim - submission of documents and
other evidence to establish the validity and correctness of the claim for
payment. The evidence is used by the auditor to evaluate the authenticity
and authority of the claim.
It should be clear, however, that the submission of the supporting
documents enumerated under each type of transaction does not preclude
reasonable questions on the funding, legality, regularity, necessity or
economy of the expenditure or transaction. Such questions may be raised
by any of the signatories to the voucher. (COA Cir. No. 92-389; COA Cir.
No 97-004)
d) Legality of transactions and conformity of the expenditure to existing
laws and regulations. (COA Cir. No. 97-004) The legality of transaction
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and conformity with applicable laws, rules and regulations pertaining to

the requirements of disbursements should be complied with.
e) Proper accounting treatment.(Sec. 167, Title 4, GAAM, Vol. I). Proper
classification of accounts and use of the coding structure in the NGAS
shall be followed to achieve uniformity in recording of transactions.
4. Cash Management
Cash should be handled under the general principles of the imprest
system (Sec. 172 Title 4, GAAM), to wit:
a) Daily receipts on collections must be deposited intact with the proper
bank.
b) All payments must be made by check.
c) Only payments in small amounts may be made available through the petty
cash fund. Replenishment of the petty cash fund shall be equal to the
amount of expenditures made there from.
In practice, however, there are certain instances when it may be very
difficult, impractical or impossible to make payments by check. In such a case,
payments may be made by the disbursing officer in the form of cash through
his cash advance.
Cash advances are of two types, namely:
1. Regular cash advances are those granted to cashiers, disbursing
officers, paymasters, and/or property/ supply officers separately for any
of the following purposes:
Salaries and wages
Commutable allowances
Honoraria and other similar payments to officials and employees
Petty operating expenses consisting of payments for maintenance
and operating expenses which can not be paid conveniently by
check or are required to be paid immediately/.
2. Special cash advances are those granted on the explicit authority of the
Head of Agency only to duly designated disbursing officers or
employees for other legally authorized purposes.
Guidelines in the granting and utilization of cash advances:

1. Only permanently appointed officials and employees shall be granted
cash advances.
2. Only duly appointed or designated disbursing officers may perform
disbursing functions. Officers and employees who are given cash
advances for travel need not be designated as disbursing officer.
3. Only one disbursing officer shall be assigned/designated for a specific
legal purpose.
4. Transfer of cash advance from one accountable officer to another shall
not be allowed.
5. The cash advance shall be used only for the specific legal purpose for
which it was granted. Under no circumstances shall it be used for
encashment of checks or for liquidation of a previous cash advance.
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6. No additional cash advance shall be allowed to any official or employee

unless the previous cash advance given to him is first settled or a proper
accounting thereof is made (Sec. 89,PD 1445)
7. No cash advance shall be granted on account of infrastructure or other
undertakings on a project basis.
8. The accountant shall obligate all cash advances granted. He shall see
that cash advances for a particular year are not used to pay expenses of
other years.
9. Whenever a cash advance is subjected to cash examination by auditors,
any money taken from the accountable officer supported merely by chits
and forms of IOUs shall not be considered as valid disbursement even if
it was actually given to the official or employee who signed them.
Liquidation of Cash Advances

Cash advances shall be liquidated in accordance with the following
guidelines pertaining to the officials concerned (Sec. 179, Title 4, GAAM):
1. The accountable officer shall liquidate his cash advance within the
prescribed period as follows:
a) For salaries, wages, etc. within 5 days after each 15th day/end of
the month pay period.
b) For petty operating expenses and field operating expenses within

20 days after the end of the year; subject to replenishments during
the year. However, in the University, 15 days before the year ends.
c) For foreign travel within 60 days after return to the Philippines.
Failure of the accountable officer to liquidate his cash

advance within the prescribed period shall constitute a valid cause
for the withholding of his salary or appropriate administrative action.
2. When a cash advance is no longer needed or has not been used for a
period of two (2) months, it must be returned to or deposited
immediately with the collecting officer.
3. All cash advances shall be fully liquidated at the end of each year.
Except for petty cash fund, the Accountable Officer shall refund any
unexpended balance to the Cashier/Collecting Officer who will issue the
necessary receipt.
4. At the start of an ensuing year, a new cash advance may be granted

provided the previous cash advance has been settled or a proper
accounting made thereof.
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5. Documentary requirements
(Training Handbook on National Government Expenditures, based on
GAAM, Vol. I)
a) Salaries and Wages
Original Appointment
1. Certified true copy of duly approved appointment by appointing
authority
2. Certified true copy of oath of office
3. Evidence of service rendered or daily time record (DTR)
4. Evidence or certificate of compliance with the conditions set forth
in approval of the appointment
5. Statement of Assets and Liabilities
6. Certificate/notice of Assumption
(Sec. 197, GAAM Vol. I)
Reinstatement
In addition to the foregoing documents, the following are additional
requirements:
1. Certificate that appointee had enjoyed the leave, the money value of
which had been commuted, prior to reinstatement
2. Certificate that the money value of the unexpired portion of the leave
has been refunded (Sec. 198, GAAM Vol. 1)
Promotion/Salary Differential
1. Copy of approved appointment or notice of salary adjustment
2. Certificate/Notice of Assumption to new position
3. Certificate of service or DTR (Sec. 199, GAAM Vol. 1)
Transfer
In addition to the documents required for original appointment, the
following are required:
1. Copy of authority to transfer
2. Clearance from cash and property accountability
3. Certificate of last salary received from former office certified by the
Chief Accountant
4. Certificate showing data when the appointee left his former official
station (Sec. 200, GAAM Vol. 1)
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Casual/Contractual
1. Certified copy of the pertinent contract/appointment/Job Order (First
Claim)
2. Certificate or evidence of service rendered or work accomplished
3. DTR
b) Overtime Pay
1. Certificate of service or DTR
2. Authority to render overtime service
3. Accomplishment report signed by employee and supervisor (COA Cir.
No. 92-389)
c) Terminal Leave
1. Approved application for leave
2. Complete service record
3. Clearance from money, property and legal accountability
4. Statement of Assets and Liabilities
d) Maternity Leave
1. Approved application for leave accompanied by a medical certificate
showing that the employee is on the family way and nearing delivery
2. Clearance, if in excess of thirty days
3. Marriage contract for first maternity leave (COA Cir. No. 92-389)
e) Travel
Before the trip
1. Travel order properly approved in accordance with Sec. 5 of E.O. 248,
as amended:
2. Approved itinerary of travel detailing the transportation expenses and
travel to be incurred as basis for determining the amount of cash
advance. (COA Cir. Nos. 92-389 and 96-004)
After the trip

1. Certificate of travel completed
2. Used tickets covering the actual transportation fare from the official
station or residence to the place of destination and back.
3. Certification of the head of agency as to the absolute necessity of the
expenses together with the corresponding bills and receipts, if the
expenses incurred for official local travel exceed the prescribed rate of
P800.00 per day
4. Hotel room/lodging bills with official receipts, if the travel allowance
being claimed includes the hotel room/lodging rate.
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5. Certificate of appearance or a copy of the report on the

accomplishment of the purpose of the travel duly noted by the agency
head or his authorized representative
f) Supplies, materials and equipment

1. Purchase Request
2. Purchase Order/Letter Order/Contract
3. Original copy of the dealers/suppliers invoice
4. Acceptance and Inspection Report (AIR)
5. Result of test/analysis by proper government agency if articles are
subject to test.
g) Water, Electricity & Cooking Gas

1. Bills shall be attached. The previous meter readings in the current bill
shall be checked against readings in the preceding bill.
2. Rates are those allowed under existing regulations.
h) Legal Expense
1. An application of the official or employee concerned giving facts of
the offense he was charged with and approved by the proper
Department head concerned and passed upon by the COA Cahirman.
2. Copies of decisions exonerating him from administrative or criminal
liability.
3. Receipts of actual and related expenses incurred.
4. Certificate of availability of funds.
i) Building Maintenance
1. A certificate of availability of appropriations, free from other
obligations, issued by the Chief Accountant of the agency concerned
pursuant to Section 86 of P.D. No. 1445.
2. A program and estimate of work prepared by the project engineer
3. Prosecution by contract shall follow the requirements of Contracts
(Sec. 360, GAAM, Vol. I)
j) Motor Vehicles Maintenance

1. Approved requests for repair and/or servicing of vehicles.
2. If the repair involves replacement of spare parts, a Report of Waste
Materials should be prepared upon submission of the worn-out spare
parts.
3. Certificate of the Property Officer that the vehicle belongs to or is used
by the agency, and the repair is necessary, and that the defect is
incurred through normal wear and tear and not due to the fault or
negligence of any official or employee.
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4. In the case of a major repair such as general reconditioning,

overhauling, repainting, etc., the following are required in addition to
the foregoing requirements:
a. Canvass from at least three (3) repair shops or public bidding if
the amount involved is more than P50,000.00
b. The repair shop should be duly accredited by the Department of
Trade and Industry, except in places where there is no accredited
shop in the locality or where the accredited shop does not have
sufficient facilities or where the cost of services of the accredited
shop is relatively high or completion of repairs will suffer delays
as certified by the head of agency or his duly authorized
representative
c. Job contract indicating the specific job to be undertaken, the
specifications of materials to be used, the period within which
the job is to be completed and other details in accordance at least
with the specifications in the bid offer.
d. Warranty certificate
e. Certificate of acceptance by the Property Officer
k) Land
1. Certificate of availability of funds
2. Original copy of Deed of Sale approved and duly registered in the
proper Register of Deeds or decision of the Court, in the case of
eminent domain
3. A certificate of title duly entered in favor of the government or other
evidence satisfactory to COA that title is in the government
4. Recommendation of the Appraisal Committee as to the reasonableness
of price, duly approved by the authorities concerned and noted by the
previous owner
5. Copy of the latest tax declaration transferred from the owner-vendor
to the government
6. Approval and Audit

All accounts and expenses of the University shall be audited by the
Commission on Audit (COA), and all disbursements shall be made in
accordance with COA rules and regulations.
All vouchers shall be submitted for approval to the President of the
University or duly authorized official of the University.
Use of Facilities
Facilities were incidentally acquired for the trilogy functions of instruction,

research and extension. The facilities include land, buildings, and equipment.
Except for the residence halls and a few pieces of equipment like LCD projectors
where their custody and control are vested in some offices and academic units, use of
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facilities for the functions stated above on official business is generally free for University
constituents. It is at the discretion of the head of office or academic unit whether to charge
or not borrowers of the equipment. The sensitivity of these pieces of equipment that a
destroyed part may be too expensive or very difficult to procure is a criterion when
borrowers may be required to pay a rental fee by the leasing unit. This is intended as a
sinking fund for future replacement or repairs which must be accounted for properly in
accordance with fiscal regulations.
The Director of Business Affairs is the central coordinating officer in the use of
facilities. He determines when an activity is a University function-related and when a fee
is to be charged. Normally, fund-raising activities and when fees are collected from
students for an affair that may be conducted without fanfare like induction and culminating
programs are not exempt from lease charges. Use of production facilities for faculty and
student research is free provided there is no additional cost on the part of the University but
cost of animal deaths or destruction as a result of negligence shall be borne by the
researcher. A contract between the University and the researcher based on an approved
research undertaking shall be executed. Students income-generating activities where the
facilities of the University shall be used shall be coursed through the Director of Business
Affairs.
Rental housing and residence halls are for lease for a longer period of time, i.e., one
year for employees or one semester for students, subject to renewal on certain conditions
as embodied in the contract of lease. However, unoccupied rental housing units particularly
those with common facilities may still be utilized for transients or for short stays.
Applicants for accommodation on the rental housing units are screened by the Housing
Committee based on established criteria. The Committee reserves the right to reject an
applicant and no longer subject him to screening when background investigation so reveals
that his presence may pose a threat to the security of other housing occupants. Student
residence halls are managed by a Dormitory Manager who is vested with the discretion and
control regarding admission of boarders where a lease contract is also entered into. Other
housing units like the University Training Center and Executive House are leased for short-
stays.
Facilities especially premises are leased for a fee to the general public at established
rates. Requesting parties are required to make reservations at least seven (7) days ahead of
the activity or occasion particularly the use of function halls and related facilities like tables,
chairs, sound system, and sports facilities and equipment for proper coordination between
concerned offices in the University for preparation or set-up and for proper advice should
reservation has already been made ahead by other parties for the same venue. As a
condition as contained in the reservation form, damages due to negligence of the lessee
shall be borne by the lessee and overtime pay of University personnel assisting in the
operation of the sound system, janitorial and other services if the activity is held on vacation
days or beyond regular office hours shall be shouldered by the lessee which may be handed
directly to these personnel. Requesting parties are advised by the Director of Business
Affairs and as indicated in the assessment section of the reservation for the minimum
amount of overtime pay. Other facilities like construction equipment, transportation
equipment and farm/ground maintenance equipment, tools and implements similarly follow
the same lease procedure which shall be supported by contracts.
All funds generated out of rental or lease accrues to the Income-Revolving Fund
(Fund 161). Offices or units whose facilities have generated income may request the
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amount for their office/unit use for supplies and materials repair, replacement or the
procurement of equipment.
7.0 Financial Management Services
7.1 Organization
The Financial Management Services Division is a major segment in the central

administration of the Mariano Marcos State University (MMSU) which takes care of the
functions of: budget coordination and management, accounting, and cash management and
administration. Thus, three offices or sections of the division namely, the Budget Office,
Accounting Office, and Cashiering Office, each headed by a section chief, are tasked to
such functions. The division is headed by a Chief Administrative Officer or a director
designate who reports to the Vice-President for Administration and Business.
Chief Administrative
(Financial
Management) Officer
Director Designate
Section Section Section

ChiefBudget ChiefAccounti ChiefCashieri
ng ng
The bulk of personnel are in the Accounting and Cashiering Offices due to routine
transactions of income collection/deposit and payments which entails voluminous paper
works including the preparation of payroll, disbursement vouchers, routine accountability
reports, and periodic financial statements. Budgeting is seasonal, hence, only a few
personnel compose the office with the routine job of obligation recording to the registries.
7.2 Operations Legal Bases
Budget preparation is governed by the provisions of a budget call which outlines

the priority areas of activity issued by the Department of Budget and Management (DBM).
This document contains the guidelines and limitations as well as budget preparation forms,
that when accomplished, translates the projected outputs and resources needed to achieve
defined objectives.
The General Appropriations Act (GAA) is the result of the process of budget
authorization which specifically indicates the authorized appropriation of the agency that
serves as initial control to its spending.
The Higher Education Modernization Act (Republic Act 8292) provides the broad
guidelines in the administration of funds from collection of tuition and other fees. Specific
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policies and guidelines like the use of income and trust funds as well as the preparation of
the program of receipts and expenditures are governed by a CHED Memorandum Order
(CMO 20).
National Budget Circular 331 and 331-A provides the broad guidelines for Income-
Revolving Fund.
Trust accounts are regulated by contracts usually emanating from the funding
source/s.
Budget execution and accountability aside from being regulated by the provisions
of the GAA are also governed by the New Government Accounting System Manual (now
the Government Accounting Manual) and the Government Auditing Code of the
Philippines (Presidential Decree 1445).
7.3 The Funds
A fund is a unit of accounting. Fund accounts maintained by MMSU are the

General Fund (Fund 101), Income-Revolving Fund (Fund 161), Income from Tuition and
Other School Fees (Fund 164) and Trust Accounts (Fund 184).
The management of Fund 101 is governed by the provisions of the GAA, Fund 161
by the provisions of NBC 331 and 331A, Fund 164 by RA 8282 and CMO 20, and Fund
184 by contracts or agreements.
The basic concept of fund accountability is to utilize the fund for the purpose of
which it is intended toward the accomplishment of a definite objective. This is in
accordance with the principles of economy, efficiency and effectiveness in reconciling the
input resources vis--vis accomplishment of the objectives. Effectiveness is measured by
the accomplishment of a definite objective through the prudent use of resources and
avoidance of wastage.
The delineation of the uses of such funds is an essential aspect of accountability vis-
a-vis MMSUs four-fold functions of instruction, research, extension and production.
Thus, the first three functions uses Funds 101 and 164 and shares in the income of
production (Fund 161). Funds for production are confined to Fund 161. For Fund 101, the
budget is allocated side by side with line item accounts to the following programs/projects:
general administration and support, auxiliary, operations (advance and higher education
services), research, and extension.
7.4 Organizational Tasks
The divisions tasks can be summarized using the phases of the budget process:
budget preparation, budget authorization, budget execution, and budget accountability.
Generally, these phases cut across a system of accounting processes that at times
accounting and budgeting are interchangeably a component of each other. The New
Government Accounting System Manual provides the following sub-systems of an
accounting system: Budgetary Accounts System; Receipts/Income and Deposit System;
Disbursement System; andFinancial Reporting System.
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The Budget Office.This office is tasks in coordinating the preparation of the budget
especially for Funds 101 and 164. Under the bottom-up approach of budgeting, while top
management delineates the priority areas, the preparation of the budget rests with the units
(academic and non-academic) of the university which moves up at hierarchical levels. The
concept of bottom-up is the participation of stakeholders in the community so that inclusive
growth is enhanced which should be initiated by the units. However, centrally administered
budgets like personal services are taken cared of by this office in coordination with other
offices of the university like the Human Resources Management Office.
This office is also tasks to take control of allotments as no funds shall be obligated
without sufficient allotment.
The Accounting Office. This office partly takes responsibility in the authorization
process for Fund 164. Before the Board of Regents as the authorization body passes the
budget, this office does the allocation in coordination with the Budget Office and the unit
end-users, defends the budget with the Administrative Council which as finalized by this
office becomes the University Presidents budget for approval by the Board of Regents.
This office is the processing unit of all transactions, i.e., income and expenditure
via a combination of manual and automated system. Payroll administration and related
transactions like withholding taxes and other payroll deductions which normally in most
organizations is administered by the Human Resource Management Office is embraced by
this office.
The bulk of the accountability rests with this office especially on disbursement
transactions starting from the preparation of vouchers, checking the completeness of
supporting documents and accuracy of entries, such accountability extending toward post-
audit by the Commission on Audit (COA). It takes control in the use of resources by
enforcing discipline in complying with accounting regulations (e.g., cash advances).
This office is essentially tasks with the preparation of periodic financial reports
which culminates the accounting processes. These reports serve as bases for fiscal advisory
as well as for planning.
The Cashiering Office.Cash administration rests with this office. Collection and
deposit of revenues and delivery of payments are its main tasks along with the preparation
of related accountability reports. All paid vouchers are reposed in this office before these
documents are forwarded to the Accounting Office for post-examination.
7.5 Workflow
This comprises basic transaction proceduresand work flow.
Budgeting.The preparation of the Project Procurement Management Plan (PPMP)

by the units is an exemplification of participative budgeting. While this process is governed
by procurement procedures, the compilation of the costs serve as starting point in
determining the budget for supplies and materials and equipment which usually are
summarized in the Annual Procurement Plan (APP).
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For Fund 101, as budget preparation primarily comprises the accomplishment of

budget preparation forms which requires historical data for inputs that includes APP data
described above, the initial process is basically the gathering of data from offices when
these are not available from the Management Information Service (MIS) Office of the
university. The historical data serves as bases for budget projections.
The budget document is compiled by the Budget Office and initiates internal
processes like hearings, likewise submission of the document to authoritative bodies.Aside
from attendance to meetings usually called by the DBM, NEDA and other offices, the
Budget Officer together with some officials of the university may be called for
congressional budget hearings as manifestation of support to the budget of SUCs.
For Fund 164, while budgeting requires a speculative projection of collections from
tuition and other fees, allocation of the same is governed by CMO 20 which rationalizes
the sharing of the fund among academic and non-academic functions. The Administrative
Council deliberates on the more detailed aspects of the allocated funds particularly the line
items (specific expenditure items like supplies and materials and equipment, repairs and
even capital outlays).
Allotment release orders (AROs) from the DBM are recorded in registries (Registry
of Allotment, Obligation and Disbursement), likewise the utilization of allotments on the
basis of Obligation Request and Status (ORS) from Requesting/Originating Office/s
supported by valid claim documents like purchase/job orders, itinerary of travel, etc. This
is likewise applied to Fund 164 though on separate registries of different nomenclature (i.e.,
Registry of Budget, Utilization and Disbursement) for recording on the basis of Budget
Utilization Request and Status (BURS).
Payroll.Data for payroll of new appointees originate from the Human Resource
Management Office, while Daily Time Records (DTR) and Service Reports (when
required) for regular employees are forwarded from the Administrative Office and Leave
Forms from the Records Office to the Accounting Office. DTRs of other personnel are
forwarded from the units where they are assigned. Payrolls are prepared by the Accounting
Office on the basis of the supporting documents (i.e., DTRs and Leave Forms). The
processes of obligation recording (Budget Office), preparation of vouchers and recording
in the books (Accounting Office) follow toward the eventual preparation of payment check
(Cashiering Office) for non-regular employees, and automatic debits to the Modified
Disbursement System (MDS) account of the university and credits to the Automated Teller
Machine (ATM) accounts of employees by the payroll servicing bank for regular
employees. Cash advance check for payroll is issued to a designated Disbursing Officer so
that cash is paid to non-regular employees.
Checks are paid for payroll deductions like GSIS, Philhealth and Pag-ibig that
includes the employers share while Tax Remittance Advice (TRA) is applied for taxes
withheld even for non-payroll withholdings.
Other payment transactions. Transaction flow is similar to payroll transactions,

from the obligation processes on the basis of ORS and supporting documents originating
from the Requesting/Originating Office/s, the preparation of voucher and recording in the
books, and eventual payment by check.
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Petty Cash. Petty cash advances are allowed to heads of academic units, project
heads and other personnel for small emergency expenses of their units/projects to be paid
in cash. Replenishments are made as the fund is exhausted and eventually liquidated at the
end of the year. Transaction flow in replenishments and liquidation follow a peculiar order
as voucher is prepared with only an authority to draw cash advance as supporting document,
and replenishments and liquidation vouchers supported with paid invoices out of the cash
advance.
Other transactions that allow cash advance like travel follows the same pattern.
Although in travel, the employee has the prerogative to draw cash advance and liquidate,
or reimburse the amount spent after completion of travel.
Income and Deposit.The job of collection and deposit is vested with the Cashiering
Office. Income collected is deposited with authorized government depository bank. The
Report of Collection and Deposit serves as input in the recording of revenues by the
Accounting Office.
Financial Reports.The Accounting Office is tasked with the preparation of

periodic financial statements. Reports that facilitate recording in the books of accounts
from the Budget and Cashiering Offices enhance the systems flow in accordance with a
prescribed accounting plan.
The statements are submitted to government regulatory bodies and serve as basis
for efficiency/effectiveness audit as well as planning, aside from accountability as the usual
purpose of financial audit.
Responsibility Arising from Audit
Audits are final processes of accountability that serves to analyze how finances
were utilized vis--vis the accomplishment of objectives. It may reveal weaknesses of
planning and execution as its performances or its financial position may show. This also
serves to bring subsequent planning to the forefront.
The accuracy of financial information presented is the concern of the division

particularly the Accounting Office of which audit provides assurance of reliability.
As properly functioning accounting controls are being safeguarded and enforced by

all offices of the division, financial accountability exists as foremost responsibility.
8.0 Research Services
8.1 Organization and Management
8.1.1 University Research Services
The Mariano Marcos State University (MMSU) is a

comprehensive institution of higher learning in the Ilocos Region with a four-fold
function, namely: instruction, research, extension, and production. It is headed by a
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chief executive, the University President, and is directly assisted by three Vice-
Presidents (VP), i.e., VP for Research, Extension and Agribusiness (VPREA), VP
for Academic Affairs (VPAA), and VP for Administration (VPA).
Research and Development (R&D) is one of the main concerns of the VPREA.
As a research and development institution, MMSU leads the Ilocos Agriculture and
Resources Research and Development Consortium (ILARRDEC), and the Zonal
Research Center of the Commission on Higher Education (CHED-ZRC) for Region
1, Region 2 and Cordillera Administrative Region (CAR). ILARRDEC coordinates
research programs on agriculture, forestry and natural resources of its member
institutions. CHED-ZRC coordinates the research activities of 60 Higher Education
Institutions (HEIs) from 15 provinces of Regions 1 and 2 and CAR.
8.1.2 Vision
The university is envisioned to be a regional research center for the development of

relevant and market-oriented technologies for agro-industrialization, global
competitiveness and sustainable development as well as an active and renowned partner of
national and international research centers/organizations in the implementation of thematic
researches of worldwide relevance.
8.1.3 Mission
R&D in MMSU seeks to contribute substantially to better quality of life

in Ilocos Norte and Region 1 through research excellence and relevance
supported by adequate and research-oriented manpower, state-of-the-art
research facilities and information technology.
8.1.4 Goals and Objectives
1. Conduct relevant and high impact researches along eight technical

programs, i.e., agriculture, business and economics, education,
environment, fisheries, forestry, health, and industry and energy.
2. Strengthen R&D capacities in terms of both manpower and research
facilities as a strategy for long-term excellence and competitiveness.
3. Ensure utility of research findings through publications in both refereed
and non-refereed journals and packaging technologies for use by
intended stakeholders.
4. Accelerate the use of technologies by facilitating access to R&D
information and knowledge through R&D information systems linked
with national and regional information network.
5. Serve as an excellent training ground for students and
researchers/scientists.
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8.2 The R&D Directorate
8.2.1 Mandates
The R&D Directorate has the following mandates:
1. Provides leadership in the development of university-wide R&D

agenda and programs.
2. Prepares annual R&D Work and Financial Plans including
supporting documents for the endorsement and release of funds.
sections and four research support services. The research sections and
support services complement each other for the efficient conduct of
research.
The research sections represent eight fields of science such as

agriculture, business and economics, education, environment, fisheries,
forestry, industry and energy, and health. Joint/consortia research projects
are lumped to constitute the ninth research section. On the other hand, the
research support services are divided into four sections: farm operations,
pest surveillance, laboratory (chemical and biological), and statistical
analysis and information technology and communication (ITC) services.
Except the joint/consortia section, the activities of the various sections are
coordinated by a respective section chief. The activities of the
joint/consortia section are coordinated by the leader/coordinator of each
project.
The Directorate acts as the central planning, coordinating, monitoring

and implementing unit for R&D activities of the university system. College
and special/consortia projects are linked with the directorate through
College Research Coordinators (CRCs) and project leaders, respectively.
The R&D Directorate
Mandates
The R&D Directorate has the following mandates:

1. Provides leadership in the development of university-wide R&D
agenda and programs.
2. Prepares annual R&D Work and Financial Plans including
supporting documents for the endorsement and release of funds.
3. Oversees, monitors and evaluates the implementation of the
research program of the university.
4. Introduces innovative approaches to improve governance
thereby increasing overall efficiency of the university R&D
system.
5. Ensures dissemination and utility of research findings.
6. Sources out funds for manpower development and acquisition of
scientific and information technology facilities.
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7. Introduces innovative approaches to facilitate access among

stakeholders, planners, and other clientele to R&D information
and knowledge outputs.
Strategies
To attain its goals and objectives, the R&D Directorate employs

the following strategies:
1. Improving quality of R&D governance through well-defined
policies and guidelines and innovative management approaches.
2. Improving research prioritization and resource allocation guided
by focused and relevant university-wide R&D agenda and
programs.
3. Providing working environment conducive to R&D undertaking.
4. Developing an efficient monitoring and evaluation scheme to
ensure research excellence and relevance.
5. Strengthening linkages with research granting institutions to
augment funds for manpower development and acquisition of
state-of-the-art laboratory/scientific and information technology
facilities.
6. Coordinating closely with the Extension Services/Technology
Promotion and Utilization (ESTPU) Directorate of the university
to ensure utility and dissemination of production-enhancing
technologies.
7. Providing funds for research publication and participation of
researchers in local, regional and national scientific conferences,
meetings, conventions and research fora.
8. Knowledge and information systems to facilitate access to R&D
information and knowledge outputs.
Human Resources
a. Full-time Researchers
The R&D Directorate has 50 full-time researchers with

regular plantilla positions ranging from Research Assistant to
University Researcher.
Majority of the researchers specialize in various fields of

agriculture such as crop science, agricultural engineering (soil
and water), plant pathology, entomology and animal science.
The others are specialists in related fields such as fisheries,
biology, communication, economics, environmental science and
education among others.
Full-time researchers are not only involved in the actual

conduct of researches but also provide research support services
such as statistical analysis, economic analysis, editing technical
reports, undergraduate thesis advising, preparation of visual aids
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including powerpoint presentation and posters, and preparation

of technoguides, bulletins, brochures and leaflets.
b. Faculty Researchers
Complementing the full-time researchers are faculty

researchers of the various academic units of the university
including the Graduate School and contractual research
assistants hired by special and joint/consortia projects.
c. Research Support Staff
Both the faculty and full-time researchers implement the

various R&D programs of the university with the assistance of
32 research support staff which include science aides,
agricultural technicians, farm workers, laborers and utility
workers.
8.3 Duties and Responsibilities of R&D Director
Director of Research
The DOR is designated by the University President and could either be

a faculty or a staff under the research plantilla. The DOR reports directly to
the VPREA and is mandated to perform the following functions:
a) Assists the VPREA in the general supervision and coordination of

the R&D programs and projects of the university;
b) Oversees, monitors and evaluates the implementation of the research
programs of the university and ensures prompt availability or
dissemination of research findings for the benefit of the target
clientele through direct linkage with the extension service and other
means, unless the research is classified as affecting national security;
c) Acts as liaison in the implementation of the research procurement
program and in the release of funds for research operations;
d) Prepares reports and, when circumstances warrant, represents the
VPREA in attending meetings and conferences and in receiving
visitors;
e) Assists in the planning and monitoring of R&D projects; and
f) Performs other related services as may be delegated by the VPREA.
Research Section Chiefs
a) Assist the DOR in the general supervision and coordination of the R&D
programs/projects and resources in their respective section;
b) Spearhead the planning of R&D thrusts and programs;
c) Undertake preliminary evaluation of research proposals either for GAA
or external funds and critiquing/editing of scientific/technical reports
submitted by project/study leaders;
d) Consolidate and submit to the office of DOR the research highlights
and generated information and technologies under their respective
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section for inclusion in the R&D annual report and related reports such
as those required by the Department of Budget and Management (DBM)
and endorsing councils of the Department of Science and Technology
(DOST); and
e) Perform other related services as may be delegated by the DOR.
College Research Coordinators
A College Research Coordinator is mandated to perform the following

duties and responsibilities:
a) Acts as the arm of the Dean and oversee the

development/formulation and implementation of R&D programs in
the college;
b) Orchestrates the formulation of the college R&D agenda;
c) Coordinates with the DOR in the implementation of GAA-funded
research projects including the implementation of research
procurement program and in the release of funds or provision of
logistics for the operation of the projects;
d) Makes preliminary evaluation, critiquing or screening of research
proposals and technical reports before these are submitted to the
office of the DOR;
e) Coordinates with the faculty researchers in the implementation of
the research projects in the college whether GAA- or externally-
funded;
f) Sees to it that research activities adhere to prescribed methodologies,
and that research reports, proposals and other required documents
are submitted to the office of the DOR within the prescribed format
and deadline; and
g) Performs other research related services as may be delegated or
requested by the DOR or College Dean.
8.4 Procedural Guidelines on Internal Control and Administration
8.4.1. Preparation of Correspondence
It is an established procedure in the University that official requests,

reports and communication shall be typed in several copies as needed by the
parties concerned and shall follow the standard format.
8.4.2. Means of Conveying Information
Information and instruction originating from the office of the University

President to the R&D Directorate are conveyed by the following:
a) Memoranda to inform individual or group of individuals of certain

assignments, plans, programs, etc.
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b) Circulars to publish important policies and procedures for the benefit

of all concerned
c) Special Orders to inform individuals on their assignment as project
leaders or study leaders
d) Meetings these are called for to resolve issues and problems involving
administration rules and regulations
e) Telephone/E-mail/Fax to facilitate communication to
individuals/units/colleges
8.4.3. Submission/Flow of Official Communication
Official segments/communication that seek the approval of the

University President should first be endorsed by the VPREA. The VPREA
should indicate his recommendation so that the President could be guided in
making the decision. Examples of such communication are:
a) Renewal of appointments of temporary and casual/contractual

researchers and support staff
b) Request of travel of the DOR
c) Annual procurement program
d) Administrative and management matter
Travel requests of faculty researchers for funding under the General

Appropriations Act (GAA) should be endorsed by both the DOR and
concerned Dean. Travel requests under Special Project funds must be
endorsed by both the project leader and concerned immediate supervisor,
i.e., DOR for full-time researchers and Dean for faculty researchers.
Problems, requests, plans, etc. that could be settled by the VPREA

should not reach the President anymore. Other matters that can be resolved
by the DOR should not also reach the VPREA or the President anymore.
8.5 Thrusts and Programs
1. R&D Agenda: Component and Nature
1.1 Component
The R&D agenda include an array of researchable areas/activities along

eight technical programs, namely:
a) Agriculture
b) Business and Economics
c) Education
d) Environment
e) Fisheries
f) Forestry
g) Health
h) Industry and Energy
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1.2 Nature
Generally, the agenda are kept in line with the research thrusts of the
agencies responsible in endorsing the GAA funds for Research Services.
The responsible agencies are:
a) Various Councils of the Department of Science and Technology

such as:
Philippine Council for Industry and Energy Research and

Development (PCIERD)
Philippine Council for Agriculture, Forestry and Natural
Resources Research and Development (PCARRD)
Philippine Council for Advanced Science and Technology

Research and Development (PCASTRD)
Philippine Council for Aquatic and Marine Research and
Development (PCAMRD)
Philippine Council for Health Research and Development
(PCHRD)
b) Commission on Higher Education(CHED)

c) Department of Agriculture-Bureau of Agricultural Research (DA-
BAR)
d) Department of Agriculture-Bureau of Fisheries and Aquatic
Resources (DA-BFAR)
Additionally, the agenda have the following characteristics:
a) Periodically reviewed/evaluated and validated to ensure relevance

and impact, and
b) Flexible to include thematic and solicited/ commissioned researches
as well as encourages the faculty and full-time researchers to
conduct multidisciplinary and collaborative researches and topics
along their fields of specialization or interest.
2. Development/Formulation of R&D Agenda
2.1 College R&D Agenda
The nine academic units of the university, i.e., College of Agriculture

and Forestry (CAF), College of Arts and Sciences (CAS), College of
Business, Economics and Accountancy (CBEA), College of Education
(CE), College of Engineering (COE), College of Fisheries (CF), College of
Health Sciences (CHS), and College of Technology (COT), and the
Graduate School (GS) formulate their own R&D Agenda. The agenda
reflects/cuts across the fields of specialization/disciplines in each college.
136
The various colleges and the GS validate their R&D agenda through
their respective stakeholders including students and concerned/related
agencies.
2.2 University-wide R&D Agenda
The R&D Directorate drafts a university-wide R&D agenda in

accordance with the S&T plan of the Department of Science and
Technology (DOST) and proceedings of Consultation Workshops with the
various DOST-endorsing councils. For agriculture and fisheries, RDE
programs are formulated based on the following general policies and
guidelines.
a. The formulation of the R&D programs must follow the new

modalities in the agenda setting, planning, implementation, and
monitoring and evaluation as outlined in DA Administrative Order
No. 9. S. 1999 which specifies the R&D and extension thrusts and
themes, and the strategies and guidelines for agenda setting,
formulation, implementation and funding.
2. National commodity assignment must be aligned and supportive of

the National Integrated Research, Development and Extension
Agenda and Program (NIRDEAP) which embodies the thrust and
priorities for each commodity/commodity disciplines in agriculture
and fisheries.
3. For regional assignment, R&D programs must be aligned and
supportive of the Regional Integrated Research, Development and
Extension Agenda and Program (RIRDEAP). The RIRDEAP
integrates the thrusts and priorities for agriculture and fisheries
addressing specific RDE needs in the region under the orchestration
of the DA Regional Field Unit.
The R&D agenda of the nine academic units and the R&D agenda
drafted by the Directorate are consolidated by the DOR with the assistance
of the various Section Chiefs to constitute a University-wide R&D Agenda.
Because of limited funds, research projects are prioritized based firstly

on stakeholders felt needs; and secondly on the existing and programmed
human resources/expertise and research facilities of the R&D Directorate
and the various academic units.
8.6 Preparation and Submission of Research Proposals
1. Preparation
1.1 General Guidelines
Research proposals are categorized as follows:

1. Program consists of at least two projects
2. Project consists of at least two studies
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3. Study specific type of problem for investigation
As a matter of policy, research proposals must comply with the

a. For GAA funding, research proposals must be aligned with the

university R&D Agenda and complement with regional/national
thrusts.
b. For external funding, research proposals are aligned with the thrusts
and programs of the funding institution/agency or organization.
c. Research proposals for GAA funding must be endorsed to the R&D
Directorate by the respective college dean.
d. Research proposals for external funds must be endorsed to the
funding agency/institution by the University President.
1.2. Research Proposal Format
The research proposal should follow the format prescribed by the

endorsing council/agency and the funding agency in the case of projects for
submission to research granting institutions/organizations.
2. Screening/Evaluation and Prioritization for GAA Funds
a. Faculty researchers must submit their research proposals to the CRC, while full-
time researchers submit their proposals to the DOR, for preliminary screening,
evaluation and prioritization. The R & D Directorate encourages the technical
review process to be collegial and participatory.
b. CRCs submit the pre-screened/evaluated research proposals to the DOR for

final review and evaluation by a Technical Review Team (TRT) composed of
the Technical Program Section Chief, DOR and technical expert (ad hoc
member).
c. The TRT evaluates and prioritizes the proposals based on the following criteria:
Urgency of the problem,
Magnitude of expected impact/benefit,
Immediate utility of impact,
Technical soundness of the proposal, and
Preparedness of the proponent to systematize planning,
implementation, monitoring and evaluation.
d. Only proposals which passed the screening and given priority by the TRT will
be included in the WFP and submitted to the endorsing DOST councils, DA-
BAR, DA-BFAR or external funding agencies.
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3. Submission of Research Proposals for External Funds
3.1 Preparation
Researchers are encouraged to prepare research proposals (preferably

program or project level) for submission to research granting institutions.
For guidance, researchers should refer to the thrusts and programs of the
concerned agencies. The DOR ensures that each concerned college is
provided with a copy of the R&D agenda and programs including research
proposal format and requirements of research granting institutions. The
CHED-ZRC at MMSU had also developed a database on the funding
agencies and is made available on request.
The ZRC is based at the Crops Research Laboratory, MMSU, Batac,

Ilocos Norte. It could also be reached via:
Telefax (077) 792-2530

E-mail: chedzrc_mmsu@hotmail.com
3.2 Endorsement
As a matter of policy and for monitoring and quality control, research

proposals must be endorsed by the University President through the DOR.
For monitoring and record purposes, proponent must provide a copy of

the endorsed proposal to both the respective CRC and the R&D Directorate.
4. Revision of Research Proposals
Revisions required by the endorsing DOST councils (for GAA funds) or

external funding agencies are generally sent to the University President. The
President forwards the communication to the DOR, who in turn, officially notifies
the concerned faculty/researcher. The concerned faculty/researcher must attend to
the required revisions and submit the revised proposal within two weeks to the
endorsing or funding agency.
8.7 Research Review, Monitoring And Evaluation
1. Agency In-House Research Review

1.1 Review Period
The R&D directorate conducts an annual agency in-house research
review (AIHR) and planning workshop. This is normally done in the month
of April.
1.2 Highlights
All researches (completed, on-going and new), irrespective of funding,
are presented during the review.
139
Also highlighting the AIHR is the Search for Best Undergraduate

Thesis. The search is being participated by student researchers from CAS,
CAF, CBEA, COE and CHS.
This initiative is in preparation for the Regional Undergraduate Thesis
Competition which is being sponsored by ILARRDEC as one of the
features/activities during the annual Regional Symposium on R&D
Highlights. The winner in this competition is the universitys official entry
to the Regional Symposium. Thus, competing theses must be in the fields
of agriculture, forestry and environment (excluding coastal resources and
marine environment).
1.3 Objectives
The AIHR is intended to evaluate the completed, on-going and new
research projects/studies in preparation for regional/national research
reviews, scientific conferences, planning meetings and fora. Specifically, it
aims to:
a. Assess the status of each project/study (i.e., deferred, terminated,
completed or for continuation).
b. Monitor percent accomplishment of on-going studies.
c. Evaluate the completed, on-going and new R&D projects
particularly with regard to the attainment of objectives.
d. Identify problems met during project implementation and
recommend specific courses of action.
e. To identify research papers that could be presented in regional/zonal
research reviews, scientific conferences, meetings and conventions,
and research fora.
1.4 Requirements
1.4.1 Technical Report
Project/study leaders must submit a written technical report at

least one week before the review. For new/on-going researches, the
report includes the following information.
Title of the study

Program/project/study leader
Agency
Start and duration of the study
Total budget for the year
Rationale
Objectives
Review of literature
Methodology
Results and discussion
Conclusion and recommendation
References
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Problems met/recommended solutions

Plans for the ensuing year
For completed researches, however, a terminal report should be

submitted following the prescribed format. The format and the
guidelines in accomplishing it are described in Appendix H.
1.4.2 Oral Presentation
Each project/study should be presented by the respective

project/study leader. In the event that the project/study leader is not
available, the next senior researcher should do the presentation.
Presentors must use appropriate visual materials. The use of

multimedia presentation is encouraged. The directorate provides
supplies and materials for GAA-funded researches. For special
projects, the required supplies must be charged against the project
funds; for undergraduate theses, from the funds of the respective
college.
Each presentor is given a total of 15 minutes; 10 minutes for

presentation and 5 minutes for open forum. For the undergraduate
thesis competition, each presentor is given a total of 20 minutes; 15
minutes presentation and 5 minutes open forum.
1.5 Evaluators
The panel of evaluators consists of faculty members from the university

and researchers from various research centers at MMSU whose fields of
specialization represent the majority of the projects/studies for review.
They are generally renowned researchers in the region.
2. Commodity/Zonal Research Reviews
2.1 ILARRDEC Commodity Research Reviews
The National Agriculture and Resources Research and Development

Network (NARRDN) utilizes the consortia approach in the implementation
and monitoring of the countrys R&D programs in agriculture, forestry and
natural resources Among the consortia is the Ilocos Agriculture and
Resources Research and Development Consortium (ILARRDEC), with
MMSU being the lead/base agency. Through the years, ILARRDEC
adopted the Commodity R&D Review Approach in evaluating the research
activities of its member agencies.
2.1.1 Scope of the Review
The review involves the evaluation of all completed, on-going

and new research projects/studies in agriculture, forestry and natural
141
resources, regardless of the source of funds, during the year under

review. It is done annually and usually conducted from May to June.
2.1.2 Objectives
The Commodity R&D review aims to:

Evaluate completed and on-going R&D projects
particularly with regard to the attainment of objectives
and adherence to the approved program of activities.
Review initial activities of new projects giving emphasis
on the research methods/procedures to check/verify if the
objectives were attained.
Identify problems met during project implementation
and recommend specific courses of action, i.e.,
continuation, extension, modification of planned
activities and methodology, suspension, termination,
etc., in accordance with the recommendation of the
evaluation panel.
Identify technologies generated requiring field testing,
verification and piloting.
Identify potential technologies for technology
assessment.
Identify significant results/information for policy
formulation and development planning of the R&D
implementing agencies, consortium and PCARRD.
Classify status of technologies.
Identify new researchable areas.
2.1.3 Mechanics of the Review
a. Review Process
The review is done by commodity and coordinated by

ILARRDEC and hosted by the member agencies. Ten reviews
are conducted. These are:
Sericulture, ornamentals, and medicinals

Forestry, agroforestry and environment
Livestock and poultry
Fruit crops
Cotton
Vegetable, bulb and root crops
Rice and rice-based farming systems
Other cereals and legumes
Gender and Development (GAD) and socio-
economics
Tobacco
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During these reviews, researchers present the highlights of

their researches. Presentation includes the following topics:
Rationale
Objectives
Methodology
Research results
Summary, conclusion and recommendation
b. Panel of evaluators
The panel of evaluators consists of the following:
Regional Sectoral Experts Pool (RSEP), an inter-

agency group composed of technical experts
representing various disciplines
Technical staff from PCARRD, DA-BAR and
DENR-ERDB
The Magsasaka Siyentista and members of the National

Commodity R&D Teams may also be invited as members of the
panel of evaluators if necessary.
c. Preparation and submission of reports
All presentors should accomplish 10 copies of NARRDS

Form No. 1, 2 or 3 (whichever is applicable).
NARRDS Form No. 1 for completed researches

(Appendix I)
NARRDS Form No. 2 for on-going researches
(Appendix J)
NARRDS Form No. 3 for Technology
Adaptation/Technology Verification researches
(Appendix K)
NARRDS forms and technical reports should be printed in

long-sized (8.5 x 13 cm) bond paper.
2.1.4 Selection of Papers for Presentation in the Regional Symposium

During the various commodity reviews, the panel of evaluators
also selects papers that are ready for presentation in the Regional
Symposium on R&D highlights. These are endorsed to the Research
and Technology Working Group (RTWG) composed of Research
Directors from the ILARRDEC member agencies.
Authors of papers endorsed to the RTWG for validation must

submit 10 copies of their revised technical report accompanied by
10 copies also of accomplished NARRDS Form No. 7 (Appendix
L).
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8.8 Research Dissemination/Promotion and Utilization
Science and technology (S&T) must be applied and put into practice in all levels of
productive activity if they are to serve their role as prime movers of development. To
improve the level of production, however, there is a need to develop mechanisms that can
promote the transfer and use of technologies and research-based knowledge. The R&D
Directorate encourages all faculty- and full-time researchers of the university to
disseminate their research outputs through scientific fora/symposia, printed materials,
posters, on-farm trials, radio programs, information campaign, and trainings/seminars. It
also encourages them to have their research breakthroughs featured in local publications
and national dailies and magazines.
1. ILARRDEC Regional Symposium on R&D Highlights
The Regional Symposium on Research and Development Highlights

(RSRDH) is an annual activity of ILARRDEC wherein technologies and
information are reviewed and evaluated. It focuses on the
discussion/presentation of technologies and information identified during
the various commodity reviews and validated by the RTWG.
1.4. Requirements
1.4.1 Oral Presentation
Identified R&D papers (RDs) and technologies for

dissemination (TDs) are presented orally and in poster; while thesis
entries are presented orally only. Oral presentation in laymans
language should not exceed 20 minutes per paper for TD and 15
minutes for RD. Oral presentation should highlight the following
information:
How the technology was generated

Performance of the technology/findings
Advantages and disadvantages of the technology
Potential/economics of the technology/information
Additionally, researchers/presenters are encouraged to distribute

hand-outs, leaflets or flyers of their paper to the evaluators and
audience.
1.4.2 Poster Presentation
Posters shall be presented in popular form. Techno posters

presented for best poster category shall be developed using the Iluko
or Filipino dialect. Posters that are not competing for best poster
category should be developed using the Iluko or Filipino dialect for
TD while English language for RD. A poster session is scheduled
for all papers. The set of guidelines in the preparation of poster
should be strictly followed.
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2. National Symposium on Agriculture and Resources R&D
Every year, PCARRD conducts a National Symposium on Agriculture and

Resources R&D (NSARRD). This activity provides a venue for disseminating the
most outstanding regional outputs of R&D in the national level and gives the
NARRDN another opportunity to keep abreast of the breakthroughs in the regions.
The papers that are accepted for presentation in this symposium are the top three
papers selected from among the best papers/first prize winners in the different
RSRDH in agriculture, forestry and natural resources throughout the country.
3. BAR National Research Symposium
BAR conducts a National Research Symposium on agriculture and fisheries as

one of the highlights of the annual anniversary celebration of the bureau. This
activity aims to give due recognition to the accomplishments of agriculture and
fisheries researchers in the NaRDSAF and provide them with incentives for
exemplary research performance. It also provides the NRS participants
theopportunity to interact with one another and keep them informed on current
trends in agriculture and fisheries R&D. Additionally, this activity promotes
excellence in the conduct of research projects among researchers; and identify
appropriate technologies and information that are useful and relevant to agriculture
and fisheries modernization.
4. Annual Conferences, Meetings or Conventions of Scientific/Professional

Organizations
Scientific/professional organizations in the Philippines hold conferences,

meetings or conventions annually. Such undertaking do not only serve as venue for
members to plan the organizations activities for the succeeding year but also
provide them and other researchers the opportunity to interact with one another and
to disseminate their research highlights/outputs.
4.1 Cost of Participation
Due to limited funds, participation in annual meetings and conventions will

be on a cost-sharing scheme except those covered by the provision of Chapter
VIII Section 2.2.2 in this manual.
Under the cost-sharing scheme, the university provides either the

registration fee or travel cost (fare and per diem) whichever is higher.
4.2 Restrictions
a. A faculty/staff could avail of the cost-sharing scheme only once a year.

b. Dean/Director/Unit head could only recommend a maximum of two faculty
members/staff per meeting/convention.
c. A faculty grantee under this scheme but on a teachers leave status does not
earn service credits.
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5. Other Information Dissemination Strategies
To enhance the dissemination/promotion and utilization of research outputs, the

university alo utilizes other innovative extension strategies such as broadcast, print,
posters/exhibits, social mobilization and communication campaign program,
training and seminar, and field days among others. Researchers are encouraged to
participate actively in this endeavor in coordination with the ESTPU Directorate
and Communication and Media Relations (CMR) Office.
5.1 Broadcast
The university is maintaining the radio program MMSU: Rimat ti

Ilocandia. Coordinated by the CMR, the program runs from Monday thru
Thursday over radio station DWFB (Radyo ng Bayan) at 10:00 to 11:00
AM.
The program airs significant events in the university, most specially the
accomplishments of its faculty, researchers, other staff and students. At the
same time, radio stations in the province are continually fed with news items
from the university.
5.2 Print
Developed technologies and generated information are packaged into

various forms such as brochures, technoguides, flyers, journals and
bulletins. In coordination with CMR, R&D and ESTPUO, a number of titles
spanning the areas of bulb and root crops, fruits, off-season vegetables, food
processing, poultry and livestock, agroforestry, etc. are printed and reprinted
for distribution to clients during field days, farmers fora, regional
symposia, and other related extension activities.
5.2.1 MMSU Research Journal
The MMSU Research Journal is an annual publication featuring

the highlights of researches conducted by faculty and full-time
researchers of the university which are selected by members of the
Journals Editorial Board.
Papers should conform with the required guidelines.
5.2.2 Information and Technologies
Through the years, the university has developed a number of

outstanding and award-winning technologies and information.
Thus, the R & D directorate is also packaging these research outputs
into the MMSU Information and Technologies Book. Unlike the
MMSU Research Journal, the book describes what the information
is all about or the step-by-step procedures of the technology. It also
highlights the advantages/benefits of the technology or possible
application of the information.
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5.3 Posters/Exhibits
A poster session is one of the highlights in regional symposia, scientific

conferences/meetings, and annual reviews. Thus, researchers whose
research papers are accepted for presentation in these activities must prepare
posters of their papers in popular or scientific format whichever is
applicable.
Additionally, the R&D Directorate encourages all researchers to

highlight the information/technologies which they have generated through
their research projects in posters/exhibits for display in:
a. Their respective college/units
b. MMSU One-Stop Information Shop (OSIS) located at MMSU
Administration building at the main campus in Batac
c. ILARRDEC OSIS at the MMSU CRL building, Batac campus and
Farmers Information and Technology Services (FITS) centers
located regionwide.
d. MMSU-ESTPU Information and Technology Caravan
5.4 Social Mobilization and Communication Campaign Program
This endeavor aims to increase the participants knowledge on existing

development projects of the university and, at the same time, encourages the
participation of the community residents, LGUs, and NGOs in the activities
to support such projects.
5.5 Training and Seminar

Training remains as the most vital and potent factor in promoting
sociocultural and economic change in the countryside. For this reason, the
university, through its extension arm, continues to focus its delivery services
into and around livelihood and capability building activities. In these
activities, faculty and full-time researchers are continually tapped as
resource persons, consultants and coordinators.
In addition to the university-implemented training programs, faculty and

full-time researchers provide advisory, consultancy and expert services
during field visits, referral of problems by farmers, or as need arises.
Additionally, they also serve as resource persons, lecturers and trainers

in training programs conducted by ATI, LGUs and other agencies in the
region. There are also instances that their services are requested by other
regions.
5.6 Field Days
Field days are organized to showcase the potential of the various

technologies that are on the development, fine-tuning and verification
phases. They are also organized to get farmers feedback on their
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experiences and problems in the adoption of technologies promoted by the

university.
Field days usually culminate with a forum where farmers can share
experiences and ideas with site researchers. Farmers are also briefed on the
different research activities of the college and the university. Such forum
during field days are envisioned to enrich farmers experiences and
strengthen their commitment as partners of the university in research and
development.
5.7 Technology Demonstration and Piloting
This initiative includes the establishment of demonstration farms/plots

and pilot projects highlighting technologies and practices which extension
clients may adopt. These demonstration projects are being established by
the ESTPUO, the university extension arm, both in-campus and out-campus.
In all these projects, faculty and full-time researchers provide continuing
technical, advisory and consultancy assistance/services.
5.8 One-Stop Information Shops
5.8.1 ILARRDEC Information Shops
A regional one-stop information shop has been established at the

ILARRDEC Secretariat, MMSU, Batac, Ilocos Norte. Dubbed as
Pagadawan, the OSISis a one-stop shop of all information and
technologies newly generated and developed by the ILARRDEC
member-agencies, of which MMSU is the lead/base agency. The
ILARRDEC OSIS uses various communication strategies to meet
the needs of its clienteles. These include print media (technoguides,
primers, brochures, leaflets and books), broadcast (radio
program/interview), educational communication materials (posters,
billboards, exhibits and product display), interpersonal
communication (field visits, consultation with subject matter
specialists), and the mediated communication (use of telephone).
Besides the ILARRDEC OSIS, six Farmers Information and
Technology Services (FITS) or Techno Pinoy Centers have been
established in the region. These are located in Balaoan and Agoo,
La Union; Bacarra, Ilocos Norte; Santa and ISPSC, Santa Maria,
Ilocos Sur: and PSU, Sta. Maria, Pangasinan. The Techno Pinoy
program aims to institutionalize a service delivery system that will
facilitate the effective provision of information and technology to
various clients in the provinces, municipalities and barangays.
5.8.2 MMSU Information Shops
In addition, MMSU established its own OSIS at the

Administration Building. The MMSU R&D OSIS features the
technologies and information that full-time and faculty-researchers
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have generated through the years, the award-winning technologies

and information, support facilities and laboratories,collaborative
programs and projects, and the university R&D agenda.
5.9 Information and Technology Caravan (ITC)
To provide better access to the grassroots and wider coverage in

technology promotion, the ESTPUO embarked on the Information and
Technology Caravan (ITC). The ITC, a mobile exhibit cum service delivery
initiative, is brought to the different towns and barangays of Ilocos Norte
and nearby provinces during town and barangay fiestas, farmers festivals
and other occasions. Technology exhibits in the form of posters,
information materials, film showing and skills demonstration are the
highlights of the ITC.
5.10 S&T and Agro-industrial Fair
The university is actively participating in Science and Technology

(S&T) and Agro-industrial Fairs. Its participation is expected to create
among clienteles awareness and greater appreciation of the universitys
R&D activities, enhance the transfer and promotion of technologies, and
promote the products produced by the agribusiness projects of the
university.
Additionally, MMSU spearheads the annual conduct of the Ilocos

Norte Garlic Festival in coordination with the provincial government of
Ilocos Norte and the 2nd Congressional District of the province. This
activity aims to increase peoples awareness on the importance of garlic not
only as an economic crop but also as a plant with various medicinal uses.
Farmers are also updated on recent technologies and development in garlic
production. Likewise, issues and problems related to the garlic industry are
discussed and specific courses of action are recommended.
The activity is attended by garlic-producing farmers of Ilocos Norte
and Ilocos Sur, agriculturists and extension workers from the Provincial
Agriculture Office, Municial Agriculture Ofices, DA-Research Outreach
Stations, National Tobacco Administration, Cotton Development
Administration, Philippine Rice Research Institute-Batac, and media
people. The whole-day affair features a garlic-inspired parade, contests on
the biggest garlic bulb and poster-slogan making, farmers forum, exhibit
and display of processed garlic products.
8.9.Benefits, Incentives, and Awards
To give due recognition and credit to the concerted efforts and accomplishments of
individual researchers, both faculty and full-time researchers, the university employs
various initiatives to accord benefits, incentives and awards to deserving individuals. These
include the provision of workload equivalents to faculty, opportunities for
participation/attendance in scientific conferences and related activities, funds for
publication of research outputs, and awards/recognitions given by the University Program
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on Awards and Incentives for Service Excellence among others. For externally-funded
projects, monetary incentives are provided to project/study leaders and, in some cases, to
administrative support services.
1. Workload Equivalents
Faculty researchers are provided workload equivalents for approved

institutional research without honorarium. Based on Board Resolution No. 459 S.
2001, workload equivalents are as follows:
a. Program leader (with 3 or more projects) 6 units

b. Project leader (with 3 or more studies) 3 units
c. Study leader 1 unit
The workload equivalents should not exceed 9 units and does not serve as basis
for reduced teaching load and computation for overload.
Externally-funded research with honorarium is given workload equivalents
equal to half the above unit equivalents with the same restrictions.
2. Participation/Attendance in Scientific Conferences, Training, Study Tours and

Related Activities
2.1 Training and Seminar Expenses
The university allocates fund for training and seminar expenses. Such
fund includes expenses (registration fee, transportation and per diem) for
participation/attendance of researchers in local, regional and national
trainings, seminars, workshops, conferences and related activities.
External funding agencies allocate funds for training, seminars,

conferences, workshops, study tours at all levels, regional, national and
international.
For international travel, the IRRI per diem system for meals and
incidental allowances for all locations outside the Philippines is adopted by
the university. IRRI Finance Division publishes and regularly updates per
diem rates for commonly visited cities. This information could be accessed
at the IRRI webpage.
2.2 Implementing Guidelines
2.2.1 Training and Seminars
The provision of funds for the participation of researchers in

training and seminars aims to enhance their skills and knowledge for
the conduct of relevant, high impact and quality researches.
To avail of this fund, the candidate must be recommended by the

DOR or concerned college dean. The recommendation should be in
support of the current or proposed role of researcher and the
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recommending official should provide strong justifications to

establish the need for the specific training/seminar.
2.2.2 Meetings of Scientific/Professional Organizations

Scientific/professional organizations, such as those indicated in
Chapter VII, Section 4 of this manual, hold meetings regularly. Due
to limited funds, the participation of full-time and faculty
researchers will be on official time only. This, however, does not
hinder concerned staff or faculty to source out funds for their
participation on official business.
2.2.3 Conferences, Symposia, Fora and Meetings
Due to limited funds, participation of faculty and full-time

researchers as paper presentors will be on a cost-sharing scheme
subject to the following guidelines:
a. Only the presentor (regular session) and second author of

paper could avail of the cost sharing scheme. Other authors
will go on official time.
b. Under the scheme, the university provides either the
registration fee or travel cost (fare and per diem), whichever
is higher.
c. A faculty/staff could avail of the scheme only once a year.
d. A Dean/Director could only recommend a maximum of two
faculty member/staff per conference/forum/symposium.
e. A faculty on teachers leave does not earn credits for his
participation in the conference.
The cost sharing scheme does not cover the following

staff/faculty:
a. Paper presentor in best paper competition category

b. Researchers of special projects as their participation in such
activities is subject strictly to the availability of funds of their
respective projects
c. Presentor of GAD research papers
d. Presentor and second author of research paper in the
following symposia/fora:
d.1 ILARRDEC Regional Symposium on R&D

Highlights
d.2 Zonal Research Review for Fisheries
The university provides all expenses required by the above paper

presentors except researchers of special projects.
The university also provides transportation and per diem (travel

time only) of paper presentors in the following
fora/conferences/symposia:
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a. National Academy of Science and Technology

b. BAR National Research and Development Symposium
c. Research and Educational Development Training Institute
(REDTI) Inc.
2.3 Restrictions
To ensure quality of research papers and maintain the credibility of the

university in scientific endeavor, the following restrictions must be
observed:
a. Both faculty and full-time researchers should only submit papers

that are selected during the AIHR. This, however, exempts
externally-funded projects which are periodically reviewed by the
technical review panel of the respective funding agency.
b. For graduate and undergraduate theses, which are not normally
included in the AIHR, thesis advisers or authors (if faculty or full-
time researcher) should coordinate with the R&D Directorate for the
inclusion of the theses in the review. The theses should likewise be
selected in the AIHR to qualify them for presentation outside the
university.
3. Monetary Incentives
To encourage the productivity and acknowledge extraordinary performance,

and efficient delivery of services and output in R&D undertaking, the university
conforms to the grant of monetary incentives to program/project/study leaders and
other project staff of externally-funded R&D activities. The grant of honoraria is
provided by RA 8439 (1998) and RA 2067 (1958) which was amended by RA 3589
(1963) and PD 1502 (1978). Monthly rates of honoraria of researchers are based
on the DOST Memorandum Circular No. 001 series of 2003 described hereunder.
3.1 Rates of Honoraria
In the guidelines, monthly rates of honoraria of researchers are as follows:
Program Leader
(at least) 1-2 projects P5,775
3-4 projects P6,600
5 or more P8,250
Project Leader P4,950

(at least 1 project)
Project Staff
Level 3 P3,300
Level 2 P1,650
Level 1 P1,240
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Said guidelines also provide incentives to research staff and this is referred
to as administrative cost. The research leader determines the distribution of
payment of this cost.
3.2 Payment of Honoraria
Requirements and limitations/exemptions for the payment of honoraria are

those included in the general provisions of Memorandum Circular 001.
3.3.2 Limitations/Exemptions
a) No honoraria shall be paid by an agency to its own personnel out of

its own general appropriations.
b) No honoraria shall be granted to project personnel where payment is
made from the project from where they draw their salary.
c) No overtime pay, meal allowance, transportation and other
allowances shall be allowed from the same project for the period that
honoraria are granted to the personnel concerned.
d) Research and technical personnel in programs/projects granted
extension beyond the approved duration shall not be entitled to
honoraria except under justifiable circumstances approved by the
Secretary or agency head.
e) No individual shall be entitled to receive honoraria in more than one
project/activity within each project/program, he/she shall receive
only the higher rate of honoraria.
f) The rates of honoraria shall not be pegged to the basic salary that
each individual receives from his/her agency in accordance with Sec.
5 of PD 1502.
g) No payment in any form of additional compensation or
renumeration shall be made to government officials or employees
who, under provisions of law or executive fiat, are ex-officio
members of self-governing boards, commissions, or agencies of the
government, or are prohibited from receiving additional
compensation or renumeration other than their salaries and
authorized allowances.
4. University Awards and Incentives Programs
The Universitys Program on Awards and Incentives for Service Excellence

(PRAISE), popularly known as MMSU-PRAISE, is designed to encourage
creativity, innovativeness, efficiency and integrity in the public service. The system
recognizes suggestions and rewards employees individually or in groups for their
suggestions, inventions, superior accomplishments and other personal efforts which
contribute to the efficiency, economy or other improvement in the government
service and operations or for other extra ordinary acts or services in the public
interests. It provides both monetary and non-monetary awards and incentives such
as medals, certificates or plaques which could be used as supporting document for
promotion.
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4.2 Awards and Recognition
The PRAISE Committee develops programs and guidelines, and

initiates the search for deserving employees who may be included in the
screening of candidates for incentives/awards such as:
a. Best Employee Award
The Best Employee Award (e.g., Most Outstanding Researcher) is

granted to an individual or individuals who excelled among peers in a
functional group, position or profession.
b. Gantimpala Agad Award
This is given outright to employees commended by clients for their

courtesy, promptness, efficiency or dedication to duty.
c. Exemplary Behavior Award
This is an award based on the eight norms of conduct as provided

under RA 6713 (Code of Conduct and Ethical Standards). The awardee
is nominated by the PRAISE Committee to the Dangal ng Bayan Award.
d. Best Organizational Unit Award
This is granted to the top organizational unit which maybe a section,

division or office on the basis of meeting the organizations
performance, targets and other pre-determined criteria.
e. Cost Economy Measure Award
This is granted to an employee or team whose contributions, such as

ideas, suggestions, discoveries or performance of functions, result in
monetary savings.
f. Other incentives/awards which the PRAISE Committee may decide to

give, for each idea or accomplishment subject to the approval of the
University President.
6. Individual/Institutional Awards
Member-agencies of the National R&D Network and private institutions and

non-government organizations as well as professional and scientific organizations
annually confer/grant recognitions and awards to outstanding accomplishments of
Filipino individuals and institutions in the advancement of S&T. Awarding
agencies and institutions/organizations include among others the PCARRD, NAST,
DA-BAR, CSSP, FCSSP and CHED.
Potential candidates from the univesity are identified and reommended by their
respective dean/director to the UniversityPresident for endorsement to the awarding
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agency/organization. The DOR ensures that all concerned colleges are well
informed of the awards. Following are some of the awards which university
researchers could avail of.
7. Research Paper Awards
Research symposia, fora and scientific conferences and meetings do not only
serve as venue for disseminating research breakthroughs but also provide incentives
to R&D workers by honoring the best papers and posters. However, since the
university provides financial/material support for the preparation of the research
paper/poster and participation of concerned faculty/researcher in the symposium,
part of the cash award will accrue to the university. The sharing scheme is as
follows:
a) GAA-Funded Projects
All materials/expenses are charged on research funds, thus, 20% of the cash
award will accrue to the research fund 184.
b) Externally-Funded or Joint Consortia Projects
All materials/expenses are charged on the project funds thus, 10% will
accrue to the university to be credited to the following funds:
5% will accrue to research fund 184

5% will accrue to the college (fund 164) of the project leader
Funds credited to the above funds will be used to purchase equipment for
R&D activities. Disbursement will be under the discretion of the Director of
Research (fund 184) or respective College Dean (fund 164) based on identified
priorities.
9.0 Extension Services
9.1 Vision, Mission, Goals and Objectives

Vision. Through a deliberate extension service/technology promotion and
utilization program, MMSU shall become a University for all by contributing
significantly to the development of empowered citizens equipped with dynamic
rational decision-making and action-oriented capabilities who work more
productively and efficiently for improved socio-economic life and sustainable
development.
Mission. MMSU, through the Extension Directorate, shall endeavor to make
information and technologies work for people by extending to the general public or
specific target clientele its available material and human resources, intellectual
capabilities, meaningful research outputs, and appropriate technological inventions
and discoveries. These resources shall be shared to induce and realize holistic,
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profound, and balanced transformation of the beneficiaries and their communities

geared towards sustainable development.
Goals and Objectives. The Extension Directorate program of MMSU shall:
Harness the potentials, strengthen the capabilities, and develop the
competencies of the target clientele directed at improving human welfare and
community life through trainings and continuing education;
Enhance the transfer of appropriate technologies using speedy and cost-
effective means for the solution of contemporary problems and in response to
the priority needs of the target beneficiaries;
Empower people through institution building especially the promotion of
community-based organizations like cooperatives and peoples organizations;
Establish a strong mechanism of research-extension-client-other partners
interface to accelerate a more efficient and effective delivery of location-
specific technologies to various client-groups; and
Promote equal access to information and services through deliberate social
marketing strategies and innovative and sustained advocacy.
9.2 Duties and Responsibilities of the Director
The Director shall be the titular head and Chief Operating Officer (COO) of the
Extension Directorate. Pursuant toSpecial Order No. 99-10 issued by the University
President on 13 July 1999, the Extension Director is mandated to perform the
following duties and responsibilities:
Plan, organize, direct, and supervise the University extension program;
Establish linkages and collaborate with other units, government agencies as well
as private institutions for the advancement of the extension program of the
University;
Locate sources of funds and utilize the same for approved extension activities;
Transfer to the end-users in the locality appropriate technologies developed
through university researches;
Introduce innovative approaches and strategies in extension;
Submit periodic reports on the impact of extension work on the quality of life
in the service area; and
Perform other functions as may be assigned by the University President.
9.3 The Operating Units Under the Office of the Director
There shall be two groups of operating units for the extension program of the
University. One group shall consist of the Extension Directorate. The other group
shall compose of the colleges.
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General Support Services (GSS) Section.The functions of the GSS Section

shall be to:
Perform clerical or secretarial jobs;
Maintain the upkeep of the extension office, facilities and premises
entrusted to Extension Directorate;
Operate, maintain, keep, and repair, if necessary, equipment used in
office operations and extension delivery;
Attend to the administrative concerns of Extension Directorate;
Coordinate and facilitate inter- and intra-office transactions; and
Perform other functions to facilitate operations as may be assigned by
the Director.
Planning, Monitoring, and Evaluation (PME) Section.The functions of
the PME Section shall be to:
Design and/or continually improve standard planning, monitoring, and
evaluation formats, templates and plans for different program and
project classifications at various levels in the University;
Promote the strict and sustained adoption and use of the designed
formats and plans;
Lead in the planning, monitoring, and evaluation of activities of all
University extension programs and projects;
Coordinate with the Management Information System (MIS) office of
the University, the other sections of Extension Directorate, the colleges
and other relevant offices inside and outside of the University towards
orderly and systematized data and information gathering, handling,
analysis, reporting, sharing, and filing;
Assist the TDPC in the identification and screening of technologies to
be demonstrated, piloted, and commercialized;
Monitor and evaluate all University extension programs, projects, and
activities on a quasi-external status;
Review and consolidate all University extension plans and reports;
Establish and maintain a University-wide data banking system relevant
to extension services/technology promotion and utilization;
Assist the TCE Section in preparing and updating the University
directory of SMS and SW;
Conduct evaluative researches on University extension projects aimed
at improving extension service delivery; and
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Perform other functions as may be assigned by the Director.

Training and Continuing Education (TCE) Section. The functions of the
TCE Section shall be to:
Conduct periodic TCE needs assessment;
Lead or co-lead in developing training designs, modules, and manuals
for the different subject areas of concerns in extension. Together with
the colleges, concerned units and special projects of the University, it
shall develop a continuing training and non-formal education program
to be adopted by the University incorporating and integrating the plans,
lines of specialization, areas of expertise, areas of research, technologies
developed, and special skills available in the University;
Develop or co-develop a University directory of SMS and SW;
Lead in the implementation of university-wide and university-led TCE
activities;
Assist or co-manage, as the case may be, other operating units in the
conduct of TCE activities;
Manage or co-manage, as the case may be, TCE facilities in the
university;
Coordinate and manage, if necessary, the deployment of a) university
SMS and SW under the Specialist Pool Service (SPS) program, b)
students who are on-the-job-training, internship, field practice or on
field immersion, orientation, visit or tour in University extension
projects, and c) visitors who are authorized to visit University extension
projects;
Operate, maintain and repair, if necessary, Extension Directorate
training equipment;
Consolidate all University plans and reports on TCE activities;
Conduct research on TCE activities aimed at improving the delivery of
TCE activities; and
Applied Communication (APCO) Section.The functions of the APCO
Section shall be to:
Design and carry-out mobile information and technology fairs, caravans,
and exhibits. It shall manage the MMSU Information and Technology
Caravan (ITC) Project of Extension Directorate;
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Establish or co-establish and manage or co-manage, as the case may be,

information and technology resource center or centers for extension or
other areas related to extension and development;
Take charge in the development and publication of all communication
media materials used for extension delivery;
Assist in the documentation and publish when applicable, the
proceedings of activities of other operating units;
Using all available and cost-effective media, conduct sustained publicity
and campaigns on the programs and activities of Extension Directorate
and developmental information and technologies promoted by the
University
Consolidate all University plans and reports on APCO extension
activities;
Conduct researches aimed at improving APCO activities and services;
Manage the public affairs of Extension Directorate; and
Technology Demonstration, Piloting, and Commercialization (TDPC)
Section. The functions of the TDPC Section shall be to:
Identify and screen technologies to be demonstrated, piloted,
and commercialized;
Conduct demonstration and piloting to commercialize the screened
technologies;
Design and implement other approaches and methods to commercialize
technologies;
Maintain a periodically updated file of information and technologies that
have the potential for testing, demonstration, piloting, and
commercialization in the service areas;
Conduct on-farm and community-based co-beneficiary/client/partner
managed verification trials on technologies that have the potential for
adoption in the service areas;
Manage the Seed Stock and Animal Dispersal Project;
Consolidate all University plans and reports on TDPC projects;
Conduct researches aimed at improving TDPC activities; and
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Special Development Projects (SPEDPRO) Section. The functions of the

SPEDPRO Section shall be to:
Develop proposals for special projects in extension for submission to
external funding institutions;
Manage all special projects in extension that are placed under Extension
Directorate;
Consolidate all university plans and reports on SPEDPRO in extension;
and
The Colleges. The Colleges shall be part of the operating units of the
extension program of the University.
9.4 Staffing Pattern
Hiring.Qualified staff shall be recruited and hired to positions that shall be
created, reclassified or converted.
Reclassification or conversion and/or upgrading of existing positions of
incumbent staff. The qualifications of incumbent staff, whose present
positions are not in accord with the new staffing pattern, shall be assessed
and evaluated as provided in the preceding Section for possible appointment
to the created, upgraed, reclassified or converted positions.
Designation. Designations shall be made both in the Colleges and in the
Extension Directorate as may be necessary
9.5 Policy and Administrative Coordination
Policy and administrative coordination between Extension and other offices of the
University shall be at two levels. One shall be at the level of the VPRE with the
other Vice Presidents. The other shall be at the level of the Extension Director
with the Dean, Director for Research, and other Heads of Offices in the University
parallel to this level.
9.6 Flow of Communications
Official communications shall follow the regular channels. Where the
intermediate officials will not give the communication due course, the faculty
member or employee may send this directly to the official concerned (University
Code of 1982, Article 135, Chapter 20).
Following the regular channels shall mean coursing communications,
whether upward or downward, in the order of the hierarchy of offices in the
organizational structure of extension.
All designees to the Extension Directorate shall use the title of their
designations and the Extension Directorate letterhead when making official
communications pertaining to their official functions in extension.
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All communications from the Colleges to the Office of the University

President, except when provided by specific provisions of this Manual, shall
be coursed through the ODE and VPRE for proper notation or endorsement.
9.7 Key Projects and Activities (KPA)
The key extension projects and activities of the university are the following:
training consisting of short-term non-degree courses, refresher or review
classes, seminars, conferences, special trainings or continuing education
programs; demonstrations; techno fora; exhibits; communication support;
seed and animal dispersal; experts pool services/technical assistance;
extension cum research; and special development projects.
9.8 Target Clients
The extension services of the University shall be for the general public.
However, priority shall be given to the following:
Local Government Units (LGU) in general and the extension and allied
service providers therein in particular;
Other extension practitioners and allied development service-providers or
workers;
End-beneficiaries composed of the less privileged individuals or groups living
in the less developed rural agricultural and fishing communities;
Students in extension, rural and community development, and related
development courses;
Reviewees in different professional board examinations (PBE);
Professionals seeking continuing education opportunities; and
Other clients as may be identified or who seek to avail of the extension services
of the University.
9.9 Involvement of Students
Students in the University shall be enlisted to participate in the operation and
management of extension projects especially those implemented in their
respective colleges. Students in extension-related subjects and those required
of internship, on-the job-training or field immersion shall be tapped to
provide, at given lengths of time and periods as allowed by their schedules,
direct manpower for the operation and management of University extension
projects.
9.10 Operational Coordination
Coordination for day-to-day activities shall be between Section Heads,
Projects In-charge, if there are, and staff at Extension Directorate, and
between Extension Directorate Section Heads with their counterparts in the
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other offices of the University, and between the Department Chairs and the
faculty members composing the TWG in the Colleges.
9.11 Supervision
Supervisory functions shall be exercised by every extension operating unit
according to the hierarchy of offices and positions in the organizational
structure of Extension Directorate. The Director shall supervise the
University extension program.
9.12 Types of Extension Plans
There shall be four types of extension plans according to the duration and
level of generality of a program or project. They are: Strategic or Long-Term
Plan, Medium Term Plan, Tactical Plans, and Operational Plans.
Strategic or Long-Term Plan (S-Plan). This Manual, when approved, shall
represent the S-plan for the extension program of the University. This plan
shall transcend beyond the terms of the Presidents of the University subject
to amendments as provided therein.
Medium-Term Plan (M-Plan). This plan shall cover the duration of one term
of the University President. This shall be the consolidation of the extension
agenda of the different colleges, units, and the Extension Directorate.
Tactical Plans (T-Plan). There shall be Tactical Plans to translate the
extension agenda of the Colleges and the Extension Directorate. This shall
be the detailed proposals for each project contemplated in every agendum
of the operating units.
Operational Plans (O-Plan). There shall be an O-Plan for all projects for
implementation. The O-Plan shall include the Annual Work and Financial
Plan (AWFP) or Action Plan (A-Plan) of all the Colleges and the Extension
Directorate and all other activity plans derived there from, i.e., daily,
weekly, monthly, and other similar short-term plans.
9.13 Annual Review and Planning in Extension (ARPE)
There shall be a university-wide ARPE to be held every month of September
but not earlier than the conduct of the ILARRDEC Annual Regional
Research and Development Symposium (IARRDS) or not later than one
month before the scheduled submission of Annual Work and Financial Plan
(AWFP) or the Annual Procurement Program (APP) of the offices in the
University, whichever shall come first. All operating units and workers shall
be convened in the ARPE to review and plan or re-plan all extension
programs and projects.
9.14 Delineation of Program and Project Concentration of Operating Units.
The focus of each OU in terms of programs, projects, and activities shall be
properly delineated. This shall be done to achieve the highest possible cost-
effectiveness and cost-benefit value in the operation of extension projects
162
by avoiding duplication and/or neglect of essential programs and projects.

To achieve this, the following guidelines on program and project delineation
shall be observed.
The Colleges, unless for reasons approved by the University President, shall plan
and implement programs and projects only in line with their academic
programs and special projects officially attached to them.
The Colleges shall focus implementing the following projects with the members of
the TWGs and students to serve as regular workers.
TCE projects that include
a. Review classes which shall be their exclusive project
according to academic specializations;
b. Continuing education for professionals directly in line with
a specific academic program; and
c. Lectures, seminars, workshops, symposia, forum, and related
educational activities where the speakers are mostly, if not
exclusively, from the College and the subject or topic
pertains to breakthroughs made by the College.
Technology demonstrations and pilot projects conducted in line and as part
of their TCE activities as provided in the preceding sub-
section.
Specialist pool service where the Colleges shall take full responsibility in
deploying their qualified staff.
Applied communication and extension cum research in line with their
projects provided in the preceding sub-sections of this
Section.
9.15 Manner of Deploying University Personnel for Specialist Services.
Deployment of University personnel under the specialist pool services
project shall be made upon written request by the party or parties in need
to the University President for approval. Request for such within the
University shall be made directly between offices concerned.
9.16 Directory of Subject Matter Specialists (SMS) and Skilled Workers (SW).
Pursuant to the preceding Section, the Extension Directorate shall
develop and publish or co-develop and co-publish as the case may be, in
hard copy, in e-copy and in the e-net, a directory of SMS and SW in the
University. The directory shall be regularly updated depending on the
significant changes in the qualifications of University personnel.
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9.17 Workload Equivalent.

Extension work performed by faculty members shall be credited as part
of their workload (University Code of 1982, Article 111, Section 10,
Chapter 6, Title Two).
Work Assignment/ Workload Equivalent
Units (WEU)
Designation
Director 12
Assistant Director 6
Extension Coordinators 3
(Project Leader Level)
Project In-charge (Regular) 3
Project/Program/
In-charge/Leader/Coordinator 3
(SPEDPRO)
Section Head (Project 3
Leader/Level)
CETF-TMG Chair (Program 3
Leader Level)
CETF-TMG Members 1
(Program/Project Technical
Staff Member Study Leader
Level
Workload equivalents in extension shall not be used in the computation of teaching

overload or as basis for reduced teaching load of faculty members. Likewise, such
equivalents applies only to assignments without honorarium. If without an honorarium,
the assignment shall be credited half the unit equivalents.
9.18 Technical assistance.
Technical assistance shall be a basic component - a built-in component
- in the design and delivery of University extension projects. Such
assistance shall be in the form or forms identified in the SPS function as
provided in the MIE.
9.19 Technology Promotion
Priority shall be given to information and technologies generated or
developed by the University. Technologies shall not be promoted if it
cannot be sustained by the OU concerned or by the University.
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Promotion of technologies shall be strictly limited to those that have

been declared as mature and has been officially recommended for
dissemination and commercialization by proper agencies or authorities.
Technologies shall be screened prior to promotion. The operating units
or projects shall be responsible in performing this with the assistance of
the PME Section. The result of such screening shall be indicated in the
project proposal.
9.20 Evaluation.
Time element with reference to the life of extension projects shall be
considered in the process of evaluation. Extension projects shall be
evaluated along their life span- that is, before, during, and after their
term of operation.
10.0 Income Generating Services
10. 1 Historical Background
Income generation has incidentally become a fourth University function being

it an offshoot of the trilogy functions of instruction, research and extension. Teaching
the students how to have a profitable business under the context of sustainable
development in an actual situation as well as a showcase for extension clients of which
research generated technologies were applied are the basic purposes of the projects.
The existence of the piggery and poultry projects, for example, is attributed to the early
beginnings of the University as a farm school and with the technology that were
generated through the years as inputs to their development, the projects as they are now
have evolved from that very day where the intention of putting them up has been the
same just like today. Likewise, the food and accommodation services exist for home
technology practicum purposes, but more than that, it has been a budgetary mandate
that these are necessary components of ancillary services inherent in an institution of
higher learning.
Under the going concern principle of accounting, these projects have to make
profit, substantial enough to justify their existence and contributory to the economic
welfare of the institution. At this point, the urgency to generate income is a challenge
that the institution has to give importance as it has to stand on its own without depending
too much from the national government for subsidy. Hence, hand in hand with the
trilogy functions, income generation is visibly taking the center stage for institutional
existence and development.
10.2Vision, Mission, Goals, Thrusts and Core Values
Vision: The University to be a self-propelling institution, generating adequate

income for operation while continuously developing its capabilities and
resources and utilizing them toward development goals.
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Mission: Assist in the development of industry-ready graduates through the

students full and active involvement in the income generating projects
that shall equip them of the needed acumen, skills, experience and values
that through their individual or collective efforts in the exercise of their
profession or vocation shall push the economy forward.
Goals:
1. Maximize productivity and efficiency in the IGPs that should push
income to optimum levels.
2. Produce income that shall sufficiently provide the needs of the
University that shall reduce if not eliminate dependence from
government subsidy.
3. Strengthen further the trilogy functions of instruction, research and
extension through more responsive IGPs.
4. Create a culture of entrepreneurship among University constituents
by providing them means and avenues to produce and market their
products.
5. Showcase applied technologies that shall influence and touch the lives
of more people.
Thrusts:
1. Quality products and services toward generating more income and
patronage especially in the food and accommodation services.
2. Utilization of projects for practicum work of students and extension
clients on management and application of learned concepts as well as
technologies generated and for research.
3. Capital investments and expansion of projects for maximum
economic impact.
4. Financing new income-generating projects that have substantial
economic potential especially among the academic units.
5. Participation of home industries as cooperators in University projects
and in the marketing of their products.
6. Participation of faculty and staff in their private capacity in the
income-generating projects of the University like lease of properties
for private enterprise.
Core Values:
1. Better business emanates from quality products and services. It is
therefore imperative that in maintaining and gaining customers, the
best products and services shall be provided to them.
2. Economy and efficiency are keys to profitable business.
Extravagance and complacency are discouraged in the workplace
while common sense, initiative, resourcefulness and creativity are
appreciated. Proper planning reduces risk of losing and maximizes
productivity and return.
3. Honesty matters in management especially where finances are
involved. Corruption has no place in business and penalties are harsh
for perpetrators.
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4. Accountability and responsibility serve as check and balancethe

conscience of a good business.
5. Profitability cannot stand alone. Environmental and social concerns
are complementary to doing good business.
10.3Purpose and Scope of Income Generation
The income generation program of the University shall include all income-
generating projects operated within the Universitys jurisdiction and control
including consortium or partnership of which the income or part of it inures to the
University or a segment of the University;
The primary purpose of income generation is to generate income for the
Universitys operations that will strengthen the functions of instruction, research and
extension and income generation itself which may redound to self-sufficiency and
reduce if not eliminate budgetary dependence from the national government.
The projects shall serve as venues for students, faculty members and other
concerned parties to enhance their entrepreneurial acumen, skills and values as well
as research capability.
. 10.4 Legal Bases (applicable to state universities and colleges)
National Budget Circular (NBC) No. 331 issued on November 27, 1980. It
prescribes the rules and procedures on the creation of a school revolving fund out of
income realized from agricultural products embraced under the food production
program. The salient provisions are:
1. Preparation of a food production plan which shall be accompanied by a work and
financial plan to be submitted to the DBM.
2. Income to accrue to a revolving fund to be accounted for separately as Fund 161.
Bank accounts to be opened exclusively for such fund. Income representing the
share of teachers and students in proprietary activities under an existing incentive
scheme may be paid directly from the revolving fund subject to accounting and
auditing rules and regulations. Interest income shall likewise accrue to the fund.
3. Expenses incurred in food production program to include cost of labor and
supervision, honoraria, fertilizer, seeds, farm implements, and other direct costs
shall be charged directly to the account of the fund.
4. Net profits may be used to improve school facilities, acquire equipment, augment
maintenance and other operating expenses, purchase library books, and other
non-recurring expenses of the school subject to the limitations imposed by LOI
No. 29 on the purchase of motor vehicles, textbooks and supplementary/reference
books and the like.
5. Accounting and reporting are made exclusively for the fund.
National Budget Circular (NBC) No. 331-A issued on December 23, 1982. It
prescribes the rules, regulations and procedures concerning the establishment and
operation of the Revolving Fund for manufacturing operations of state universities and
colleges. The salient provisions are:
1. Accounting and reporting of manufacturing operations are made separately
under Fund 162 apart from the agricultural operations under Fund 161.
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2. The use of income for the food production program and manufacturing activities
are further delineated.
3. Accounting and inventory control procedures for livestock are defined and
reportorial requirements specified to include deadlines of submission
Commission on Audit (COA) Circular No. 84-239 issued in 1984. It prescribes
the rules and regulations governing the accounting of agricultural products particularly
on valuation, recording, and reporting. With the passage and implementation of the
New Government Accounting System (NGAS) in 2001, accounting guidelines updates,
though have not been circularized, were issued by the Government Accounting and
Financial Information System (GAFMIS) in consonance therewith.
Government Accounting Manual. Chapter 11 of the Manual provides the
accounting guidelines for agriculturein conformity with the provisions of Public Sector
Accounting Standard (PPSAS) 27 effective calendar year 2016.
National Budget Circular (NBC) Letter No. 92-8 issued on November 18, 1992.
It prescribes the guidelines and procedures on the operation of Auxiliary Services
particularly creating a separate fund (Fund 163), as well as accounting and reporting
responsibilities.
Republic Act No. 8292 or the Higher Education Modernization Act of 1997.
Relevant provisions of the Act include:
1. The retention of any income generated by the university or college from tuition
fees and other charges, as well as from the operation of auxiliary services and
land grants, and may be disbursed by the Board of Regents for instruction,
research, extension or other program/projects of the university or college and that
all fiduciary fees shall be disbursed for the specific purposes for which they are
collected;
2. Power of the Governing Boards to enter into joint ventures with business and
industry for profitable development and management of the economic assets of
the college or institution, the proceeds from which to be used for the development
and strengthening of the college or university; to develop consortia and other
forms of linkages with local government units, institutions and agencies, both
public and private, local and foreign, in furtherance of the purposes and
objectives of the institution; to privatize, where most advantageous to the
institution, management of non-academic services such as health, food, building
or grounds or property maintenance and similar other activities.
10.5 Organizational Management Structure
Personnel
The Income Generation Program (IGPR) of the University is headed by the
President. A Director for Business is designated who reports to the Vice President for
Administration and Business. His office directly manages the Central Market. Sections
in the Business Directorate are the Food Service, Agrofisheries and Accommodation that
are each headed by a section chief. The Agrofisheries Section chief supervises the
following projects each one of which has a project manager: piggery, poultry, ruminants,
crops, food processing, floriculture, and fruit trees. The Dean of the academic unit for
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projects other than the centrally-managed projects that are situated in his area under his
supervision and control serves as IGP coordinator.
The Income Generation Board of Management (BOM). The BOM is headed by
the Vice President for Administration and Business with the Director of Business as the
Vice Chairman. The other members of the Board are the chief of the Accounting section,
chief of the Internal Audit Service, the chief of the Agrofisheries section, chief of the Food
Service section and chief of the Accommodation Service section.
Shown below is the Organizational Structure of the Income Generation Program of
the University.
University President
VPAA VPRE VPAB
BOM
Director, Director, Director,

R&D Business Extension
Campus IGPs Chief, Food Chief, Chief, Housing &

Coordinator Accommodation
Service Agrofisheries
a. Functions of the President

1. Provides the vision and overall direction of the Income Generation Program
(IGPR).
2. Recommends to the Board of Regents approval of policies formulated by the Board
of Management (BOM) which beforehand are thoroughly evaluated by him,
likewise matters of concern like capital investments.
3. Oversees the overall implementation of programs and policies as approved by the
Board of Regents.
b. Functions of the Vice President for Administration and Business

1. Chairs the BOM and presides on its meetings.
2. Coordinates directly with the Director of Business Affairs in monitoring the
operations of IGPR; sits with him in the evaluation of IGPs performance as basis
for information or referral to the President or in the formulation of policies for
BOMs deliberation.
3. Recommends to the President the appointment/designation of project managers
including lower level personnel likewise their suspension or dismissal for cause
after due process.
c. Functions of the Director of Business Affairs

1. Assumes direct responsibility in the overall operation and administration of IGPs
and the implementation of programs, policies and guidelines.
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2. Formulates policies and bring them to the attention of the BOM for deliberation.
3. Initiates/coordinates program planning and implementation.
4. Looks for/creates business opportunities for possible investments to include
preparation of feasibility studies and contacts/linkages with other institutions,
businesses and industries.
5. Acts as the Vice Chair of the BOM.
6. Establishes, develops and reviews on a periodic basis and recommends for BOMs
deliberation an incentive and reward system.
7. Gathers feedbacks, screens information and brings them to the attention of project
managers especially on the development/improvement of the products and services
of the IGPs.
8. Directs the operation of the Central Market.
9. Do specialized jobs like preparation of feasibility studies and business plans.
10. Attends to special concerns when expertise is needed by the community upon
request and proper endorsement by the President.
11. Does related work as may be required by immediate or higher officials of the
University.
d. Functions of the Board of Management (BOM)
1. Deliberates on policy proposals including incentives and reward schemes
formulated by the Director of Business and recommends if appropriate to the
President for the Board of Regents deliberation and approval.
2. Formulates policies complementary or in addition to the policy proposals brought
by the Director of Business as well as programs, policies and guidelines with respect
to the operation and management of IGPs.
3. Determines priority investments on the basis of feasibility studies conducted as well
as established criteria and recommends the same to the President for the Board of
Regents deliberation and approval.
4. Performs other functions toward the goals of the IGPR or as delegated by the
President.
d.1 Functions of the Chairman of the BOM
1. Presides over all BOM meetings.
2. Represents the BOM in meetings when called for by the Board of Regents or the
President or outside the University and in all undertakings regarding the IGPR of
the University.
3. Initiates the formulation of plans, programs and guidelines for all IGPs.
4. Delegates administrative functions of which the BOM may later review or
deliberate upon like preparation of contracts and agreements.
5. Conducts meetings with program personnel on operations and management of
IGPs.
d.2 Functions of the Vice Chairman of the BOM
1. Performs the duties and functions of the Chairman of the BOM in his absence.
2. Discharges other functions and duties as may be delegated by the Chairman.
e. Functions of a Chief of Production/Accommodation Section and Campus IGPs

Coordinator
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1. Assumes direct responsibility of the overall supervision and administration of the

projects in the section or the campus to achieve established targets with optimum
efficiency.
2. Implements specific policies, programs and procedures and serves as the link
between the Director of Business and project managers.
3. Collates project plan and budget of the projects under his section/campus and
prepares and submits performance and other reports, periodic or special, that may
be needed by higher levels of management.
4. Monitors projects under his section, evaluates and reviews reports, and provides
feedbacks to project managers and higher management.
5. Recommends the investigation of erring employees in coordination with the
Director of Business and after due process may endorse for their
suspension/dismissal to the Vice President for Administration and Business.
6. Endorses the renewal of employees appointments to the Director of Business as
recommended by project managers.
7. Attends to meetings as may be called upon by the Director of Business or the Vice
President for Administration and Business.
8. Performs other duties as may be required by higher levels of management.
f. Functions of a Project Manager
1. Assumes direct responsibility and accountability of project operation and
administration.
2. Plans and organizes the activities of the project for better resource allocation and
utilization and execution of plans toward greater operational efficiency.
3. Disciplines and motivates project personnel and looks for ways and means to
develop and utilize their skills and talents for greater productivity.
4. Evaluates employees performances and recommends renewal or termination of
their services.
5. Monitors the project status and keeps all concerned personnel and higher
management informed of all events, circumstances and developments of the
project.
6. Periodically evaluates the project, prepares and submits reports for higher
management appreciation on the projects operating performance.
7. Recommends to higher management capital investments to include improvement
and expansion of the project supported by a project plan or feasibility study.
8. Performs other duties and functions as may be required by higher management.
g. Functions of the Chiefs of Accounting Section and Internal Control Office in their
capacity as members of the BOM
1. Assist the project managers in the control of funds and preparation of financial
reports, budgets, and feasibility studies.
2. Advise and guide project managers on procurement and transaction flows, that these
are executed in accordance with rules, regulations and procedures.
3. Provide data for financial and capital investment analyses to project managers and
other users.
4. Perform other functions as may be needed by the project managers or required by
the BOM.
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10.6 Operating Guidelines

Basis
1. The project operations of the IGPR shall be in accordance with the guidelines set by
government regulations.
2. An indicative/framework plan is required by top management. This is usually
medium term (5 years). Under the direction of the Vice President for Administration
and Business, this is prepared by project managers as far as their projects are
concerned and the Director of Business as far as he envisions other projects to come
about during this period. This plan is submitted to the President, to be reviewed by
a committee, and to form part of the University Indicative/Framework Plan.
3. For existing IGPs, a more detailed yearly income generation plan and budget is
prepared by each project manager and submitted to the President through channels
for approval before it is implemented.
4. For new projects, a project proposal/feasibility study is submitted by the proponent
to the Director of Business who shall review it for endorsement to the BOM for
deliberation. This shall be presented by the Chairman of the BOM to the
Administrative Council for further discussion, and then for approval by the Board of
Regents.
5. The Director of Business and section heads are appointed by the President. The dean
of the campus automatically assumes the role of a section head for projects operating
in his campus. The Director of Business should be a non-teaching personnel.
6. Project managers are likewise appointed by the President upon screening and
recommendation by the Promotion and Selection Board for Non-Teaching Personnel
(PSB-NT) of the University of which the section head is an ad-hoc member. The
PSB-NT shall consider that in the selection of a project manager, it shall be based on
qualification, experience and training, and attitudes; is not currently a project
manager, and is not engaged in a project which is similar in nature to avoid conflict
of interest. For a section chief or a project manager who has an instructional position,
the production work carries a workload equivalent of 3 to 6 units depending upon the
size and complexity of the project. The workload equivalent does not serve as basis
for reduced teaching load and computation of overload.
7. The services of specialists, if needed, may be recommended by the Director of
Business to the Vice President for Administration and Business Affairs his
endorsement to the President for approval.
8. Hiring of laborers and workers may be done in emergency cases by project managers
in consultation with the section chief and Director of Business. An example is farm
workers who are paid on a daily basis during planting and harvesting that pacquiao
labor contract may not be practicable or available and of which their compensation
may be paid through the petty cash fund of the project manager or in kind (bolibol).
9. The hiring of project/field/office personnel such as clerks, utility workers, security
guards, etc. shall be requested by the project manager and endorsed through channels
(section chief, Director of Business, Vice President for Administration and Business
and Human Resource and Management Officer) to the President. Screening of
applicants shall likewise pass through the PSB-NT who shall recommend the
selected candidates to the President for appointment. Appointments of personnel to
the projects are generally contractual in nature.
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10. Contractual labor may be offered to interested students of the University as student
assistants at special rates which may be higher than that allowed by the General
Appropriations Act for Fund 101.
11. Under extreme conditions when one project is at its slack while another project is at
its peak, pooling of manpower is encouraged of which project managers and section
chiefs should coordinate.
12. All personnel shall be issued appointments/designations except workers who are
hired for emergency work as cited in item 8 above.
Procurement
13. As part of the income generation plan of the project manager, a procurement plan for
inputs, supplies and materials, and equipment shall be prepared. When approved by
the President, this shall be attached to the Purchase Request form when purchase
requests are made.
14. The Director of Business if he cannot be a permanent member of the Bids and
Awards Committee shall at least be an ad-hoc member of the Committee when
inputs, materials, equipment and other capital outlay for the Business Directorate are
on bid.
15. Procurement of items for sale or for use in production of which timing or
synchronization is essential shall be exempt from the usual procurement procedures.
Shopping shall be resorted to and in cases where the materials are of specialized
nature, the end-user shall participate in the canvass and purchase.
16. When purchase of materials is of extreme emergency, the petty cash fund may be
utilized even for one-item expense in excess of P1,000. Purchase of spare parts for
machines, for example, must be done immediately to avoid delays in operation.
Although preventive maintenance is enjoined, there are times when breakdowns
cannot be anticipated.
17. The project manager shall participate in the inspection of procured items and
completed infrastructures and shall recommend receipt or acceptance to the section
chief or whoever the signatory on the acceptance/receiving report.
18. Lease of equipment shall only be allowed if these are not available in the University.
A request in this regard must be approved by the Director of Business, copy furnished
the Vice President for Administration and Business, and the President.
19. Plans for the construction of buildings and other structures shall be done by the
Physical Planning and General Services Office but shall be referred to the Vice
President for Administration and Business and the Director of Business before the
approval of the President.
Marketing
20. The central market shall take care of the marketing of products except for small
ruminants where sale is made on-farm, products of campuses of which the campus
manufacturing them may establish its marketing unit, and food services.
21. Bidding shall be done in the marketing of palay and other products under a wholesale
basis, sale of unserviceable property and large animals.
22. Project managers shall monitor the prices of their products outside the University,
and shall submit from time to time updated prices should there be fluctuations, and
the recommended prices of their products to the Director of Business.
23. A valuation and pricing committee composed of the Vice President for
Administration and Business, the Director of Business, project managers and faculty
173
and non-teaching personnel representatives, shall deliberate on valuation and pricing

issues brought to the committee especially on change in prices based on established
valuation and pricing policies. Rental rates on accommodation facilities as well as
policies relative to their use shall be taken cared of by the Housing Committee.
24. All products ready for sale shall be advertised in bulletin boards of all units of the
University. Faculty, staff and students are given priority to buy the products at
discounted prices.
25. Lease of facilities shall be governed by established policies and regulations (See 3.9-
Use of Facilities).
Financial Management
26. The Director of Business Affairs shall be involved in financial management in
coordination with the Chiefs of the Accounting Office, Supply and Property Office
and Internal Audit Service.
27. Section chiefs shall be provided with petty cash funds for emergency expenses.
28. Record keeping shall be required of all project managers using prescribed forms
especially those required for accounting purposes as provided by NBC 331-A.
Copies of these records shall be furnished to offices required to have such.
29. The Accounting Office shall do the accounting works like preparation of payrolls,
vouchers and financial reports (income statement and cash flows). The financial
reports shall be furnished on a periodic basis or when the need arises to the Director
of Business Affairs.
30. Applicable accounting system shall be used that shall address the proper valuation
of assets and measurement of income. (Note: PPSAS 27 as elaborated further in
Chapter 11 of Government Accounting Manual shall be used for agricultural projects
starting 2016).
31. When balance sheets shall have been constructed for each project, inter-project
lending shall be encouraged which shall be beneficial to capital-deficient projects.
32. Taking of physical inventory shall be done at the end of each month. Quarter-end
inventory-taking shall be witnessed by the Director of Business and a representative
of the Internal Audit Service.
33. The food service section shall have an accounting system that shall monitor
purchasing and selling. All sales and inventories of satellite canteens shall be
accounted and cash receipts picked-up by the Cashiers Office at the end of each day.
34. Provisional receipts shall be used by the central market and other units and reports
substantiating sales shall accompany these receipts when remittance is made to the
Cashiers Office of which official receipts shall be issued.
35. Users of accommodation services shall pay directly to the Cashier or to assigned
personnel of the Cashiers office or Business Directorate shall collect from them
before they leave the premises.
36. Control of disbursements shall be the responsibility of the project manager and the
Accounting Office and Internal Audit Service shall assist in procedural compliance.
37. All control systems shall be implemented by all concerned personnel and offices
especially the project managers to promote economy, efficiency, and effectiveness.
Protection of the environment shall be made an integral part of the system.
38. Monthly reconciliation of receipts and disbursements between the project managers,
the accounting office and cashiers office shall be done.
39. Special projects funded by outside agencies where investment counterpart of the
University is necessary may be drawn from IGP funds.
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40. Economic and financial analyses shall be done jointly by the project managers, the
section chiefs and the Director of Business. If it is necessary, a financial analyst (on
call) may assist, preferably from the College of Business, Economics and
Accountancy of the University.
Records
41. Records regarding the operation of the projects shall be kept by persons/offices
engaged in the program. These are necessary in monitoring and evaluating projects
performance and also serve as basis in making decisions, formulating decisions, and
calculating incentives. The records which shall be kept by various persons/offices
such as head of office, project manager, accounting office, cashiers office, supply
and property office and Director of Business Affairs are presented in Section 6.1.
Monitoring
42. While project managers and section heads do routine monitoring, the Director of
Business shall meet them any time in anticipation of contingencies. The Director
shall visit the projects regularly.
43. Mid-year and year-end in-house reviews shall be conducted to be participated in by
the Vice President for Administration and Business, Director of Business, section
heads and project managers where all projects shall be evaluated and plans to be laid
out.
Use of Facilities
44. Facilities were incidentally acquired for the trilogy functions of instruction, research
and extension. These facilities include land, buildings, and equipment.
45. Except for the residence halls and a few pieces of equipment like LCD projectors
where their custody and control are vested in some offices and academic units, use
of facilities for the functions stated above on official business is generally free for
University constituents. It is at the discretion of the head of office or academic unit
whether to charge or not borrowers of their equipment. The sensitivity of these
pieces of equipment that a destroyed part may be too expensive or very difficult to
procure is a criterion when borrowers may be required to pay a rental fee by the
leasing unit. This is intended as a sinking fund for future replacement or repairs
which must be accounted for properly in accordance with fiscal regulations.
46. The Director of Business is the central coordinating officer in the use of facilities.
He determines when an activity is a University function-related and when a fee is to
be charged. Normally, fund-raising activities and when fees are collected from
students for an affair that may be conducted without fanfare like induction and
culminating programs are not exempt from lease charges. Students income-
generating activities where the facilities of the University shall be used shall be
coursed through the Director of Business. The guidelines on the use of IGPs for
instruction shall apply.
47. Rental housing and residence halls are for lease for a longer period of time, i.e., two
years for employees and one semester for students, subject to renewal on certain
conditions as embodied in the contract of lease. However, unoccupied rental housing
units particularly those with common facilities may still be utilized for transients or
for short stays. Applicants for accommodation on the rental housing units are
175
screened by the Housing Committee based on established criteria (See Policies,

Rules and Regulations Governing the Occupancy, Management and Maintenance of
MMSU Housing Facilities). The Committee reserves the right to reject an applicant
and no longer subject him to screening when background investigation so reveals
that his presence may pose a threat to the security of other housing occupants.
Student residence halls are managed by a Dormitory Manager who is vested with the
discretion and control regarding admission of boarders where a lease contract is also
entered into. Other housing units like the UniversityTrainingCenter and Executive
House are leased for short-stays.
48. Facilities especially premises are leased for a fee to the general public at established
rates. Requesting parties are required to make reservations at least seven (7) days
ahead of the activity or occasion particularly the use of function halls and related
facilities like tables, chairs, sound system, and sports facilities and equipment for
proper coordination between concerned offices in the University for preparation or
set-up and for proper advice should reservation has already been made ahead by other
parties for the same venue. As a condition as contained in the reservation form,
damages due to negligence of the lessee shall be borne by the lessee and overtime
pay of University personnel assisting in the operation of the sound system, janitorial
and other services if the activity is held on vacation days or beyond regular office
hours shall be shouldered by the lessee which may be handed directly to these
personnel. Requesting parties are advised by the Director of Business and as
indicated in the assessment section of the reservation form the minimum amount of
overtime pay. Other facilities like construction equipment, transportation equipment
and farm/ground maintenance equipment, tools and implements similarly follow the
same lease procedures which shall be supported by contracts.
49. All funds generated out of rental or lease accrues to the Income-Revolving Fund
(Fund 161). Offices or units whose facilities have generated income may request the
amount for their office/unit use for supplies and materials, repair, replacements or
the procurement of equipment.
Use of IGPs for Instruction
50. As a customary practice, IGPs when used for instruction involves only the active
participation of students in the management of the projects in cooperation with the
project management. But should it necessitate that students are allowed to establish
their projects within an IGP of which they will independently manage, a project plan
and budget or a feasibility study shall be submitted by the proponents (students and
faculty teaching the course) to the Director of Business Affairs at least one month
before the target implementation. The plan shall indicate the source of funding
whether it is personal, direct loan from the project, or from other sources available
in the University (e.g., Business Resource Development Center of CBEA).
51. The project plan shall be jointly deliberated upon by the BOM together with the
proponents and project manager. The proponents and the project manager shall
compose the project management team. The plan shall be endorsed to the President
for approval, and thereafter, a contract shall be entered into between the team and the
University that shall embody all conditions as set forth in these guidelines.
52. Inputs shall only be the subject of a direct loan from the project that shall be procured
on time by the project manager in accordance with applicable procurement scheme.
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The project manager shall take custody of these inputs to be issued to the students in
accordance with the plan.
53. Other sources of fund may give the students the freedom to procure their needs but
the project manager shall assist them particularly in safekeeping the materials.
54. All forms and records that are inherent in the management of the project shall be
kept, copies of which shall be provided to both the students and the project manager
which shall serve as monitoring guide and basis in the preparation of the terminal
report.
55. The students shall manage the project, performing all activities under the guidance
of the faculty teaching the course and the project manager.
56. Rental fees shall be charged for the use of facilities (e.g. tractor and other equipment)
at half the rate that are usually charged to outside lessees.
57. At the end of the production period, all outputs shall be sold/disposed of. Production
and financial reports shall be prepared by the students and countersigned for their
fairness/accuracy by the faculty teaching the course and the project manager which
shall be submitted to the Director of Business. The loans shall be liquidated and
residual income shall be distributed.
58. The allocation of net profit shall be 60% to students, 5% to the Department, 5% each
to the faculty teaching the course and the project manager, and 25% to the University.
Use of IGPs for Research
59. Research proposals/theses outlines with proper endorsements (department chair for
faculty researcher and adviser for student) shall be submitted by the researcher to the
Director of Business at least one month before setting-up the research work in the
project. The proposal shall include the source of funding and the budgetary
allocation for items that shall be made available by the IGP but not necessarily
procuring them if they are not available.
60. The proposal shall be jointly deliberated upon by the BOM together with the
proponents (the researcher and the adviser) and the project manager. The proposal
shall be endorsed to the President for approval, and thereafter, a contract shall be
entered into between the proponents and the University that shall embody all
conditions as set forth in these guidelines.
61. Use of production facilities for faculty and student research is free provided there is
no additional cost on the part of the University, but cost of animal deaths or
destruction as a result of negligence, and reduction of profit on the basis of normal
operating conditions shall be borne by the researcher. Moreover, if funds for the
project are provided by grants and rental on use of facilities is provided for in the
budget, the corresponding rental fee for such use shall be charged and accrues to the
project.
62. The researcher shall keep records of supplies and input utilization under the
supervision of the adviser and the project manager.
63. Upon completion of the research, a statement of operations shall be submitted by the
researcher duly attested by the adviser and project manager to the Director of
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Business. This shall be analyzed if impairment losses were sustained as a result of

the research activity which shall be borne by the researcher as provided in item 61.
64. The output of the research shall be disposed of by the researcher, adviser and project
manager. The net income shall be shared equally by the project and the Research
Directorate.
65. A copy of the research manuscript shall be provided to the Business Directorate.
10.7 Factors for Smooth Operation of the IGPs
1. Accountability and responsibility of project managers.
2. Project managers initiative in planning and anticipation of opportunities and
meeting contingencies.
3. Monetary incentives to workers.
4. Coordination of management personnel.
5. Support of top and middle management especially on investment and financing
and management advisory.
10.8 Process Flow of Papers

Activity Responsible Office/Signatory
1. Procurement and Delivery
System
a. Preparation of farm plan Project Manager
and budget
b. Consolidation of input Section chiefs, Bids and
Awards
requirements Committee Secretariat
(Procurement Management Plan)
c. Certification of funds Chief of Accounting Section,
availability and approval of University President
procurement programs
d. Procurement of Inputs Bids and Awards Committee
e. Delivery/acceptance of Supply Office, BOM representative
inputs Project Manager
COA Auditor and supplier
2. Issuance of supplies/other inputs/equipment and other capital outlay items
a. Preparation of requisition slip Project Manager
(and memorandum receipt
for capital outlay items)
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b. Approval of requisition slip/ Supply/Property Officer recommends

memorandum receipt VP for Administration approves
c. Issuance/Receipt of goods Property Custodian
Project Manager
3. Payment of salaries and wages
a. Certification of daily time record Project Manager
Section chief (counter-signatory)
b. Preparation of payroll and Accounting Office
disbursement voucher
c. Certification of availability of Chief of Accounting Office
cash on payroll and voucher
d. Certification of validity and Director of Administrative
legality of claim on payroll Services
e. Approval of payroll and University President
voucher
1. Payment of contractual services
a. Certification of job Project Manager
completed
b. Request for inspection Section chief
c. Inspection/Acceptance Internal Audit and COA
representatives/Section chief
e. Preparation of Voucher Accounting Office
2. Product Disposal
For large animals
a. Request to dispose Project Manager
animals
- Certification Project Veterinarian/

on the health of Livestock Inspector
animals to be
disposed
- Recommending Section chief/Business
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approval Director
- Approval University President
b. Bidding and Award Bids and Awards Committee
d. Payment Buyer/Cashiers Office
For Poultry/Fishery/Crop Products
Outlet: MarketingCenter
a. Securing and Project Manager
accomplishment of
delivery receipt/transfer slip
b. Delivery of products to Project Manager
the Center
c. Remittance of sales to MarketingCenters staff
Cashiers Office
d. Weekly report of sales MarketingCenters staff
(Copy furnished the
Project Manager and
BOM Chairman)
Outlet: At the project site
a. Securing of provisional receipts Project Manager
from the Internal Audit Office
b. Collection of payment Project Manager
and issuance of provisional
receipts
c. Remittance of sales to Project Manager
the Cashiers Office
d. Issuance of official receipt Cashiers Office
e. Weekly report of sales Project Manager
(Copy furnished Director of
Business)
10.9 Existing Projects
The following are the agricultural projects that are currently in operation and are
centrally managed by the University:
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1. Piggery 5. Dairy Processing

2. Poultry 6. Floriculture
3. Ruminants 7. Fruit Trees
4. Food Processing 8. Crops
Major non-agriculture projects that are also centrally managed:
1. Food Services 2. Accommodation
Rentals of properties like lands, fishponds, academic gowns, and equipment and
facilities of the University are likewise contributing to the Revolving Fund.
Inasmuch as academic and non-academic units are encouraged to participate in
income-generation, projects undertaken by these units include uniform sewing,
bookbinding, t-shirt printing (uniform and souvenir) and ink-refilling.
Incomes realized from the foregoing projects are credited to Fund 161. SMS
services is the only project where fees are credited to Fund 164.
10.10 Profit Allocation and Incentive Scheme
Coverage. All projects under the IGPR shall be included in this incentive scheme
except the SMS, the BAC and lease properties of units.
Guidelines.
1. Incentives shall be given only if the ROI of a project is 12% or higher in a
production cycle or year.
2. The net profit of a project in a year shall be distributed as follows:
a. Ten percent (10%) shall be allotted as University share.
b. Twenty percent (20%) shall be allotted to the project manager (8%) but
not to exceed P30,000 and project laborers (12%) but not to exceed
P12,000 each.
c. Seventy percent (70%) shall be allocated as follows or as the BOM may
determine:
c.1 Capital build-up (CBU)- 15%
c.2 IGP Special Assistance Fund (ISAF)- 55%
c.2.1 Supplies and materials and equipment for offices in the
University such as those enumerated in NBC 331-A;
incentives for officials and employees, support staff and other
personnel directly or indirectly involved in the projects;
bonuses and cash gift of IGP personnel who draw their salaries
from Fund 161 (50%).
c.2.2 Scholarship and student assistants fund (5%)
3. Incentives for IGP support staff and personnel of other offices of the University
who are directly or indirectly servicing the IGPs shall be determined by the
BOM to be approved by the President. Support services include sections of the
University whose services are needed by the IGPs. Incentives shall depend
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upon their participation in the projects. The maximum incentives/honoraria for

such personnel/office shall be as follows:
Proposed (P)
Administrator (University President) P15,000
Vice-President for Administration and Business 15,000
Director of Business 20,000
Section chiefs 20,000
BOM members other than the VPAB,
Director of Business and
Section chiefs 10,000
Specialist (Honoraria of P600/mo.) 7,200
Administrative staff of IGPs 6,000
Accounting Office 10,000
Internal Audit Service 10,000
Supply/Property Office 10,000
Cashiers Office 10,000
Administrative and Human
Resource Management Office 10,000
Physical Planning and General Services 10,000
Bids and Awards Committee 5,000
4. Year-end bonus and cash gift shall be given to qualified personnel
on the basis of guidelines provided by the national government subject to
availability of cash.
5. The incentive scheme may be revised any time it is deemed necessary subject to
the approval of the President.
Basis in determining projects qualified for the incentive.Cash basis of accounting shall
be used in computing sales/receipts for incentive purposes.
Awards System
1. An academic faculty member who is given an assignment shall either be
entitled to a proportionate reduction in teaching load or be given equivalent
teaching load.
2. Annually every University foundation celebration, the PRAISE Committee
recognizes and awards personnel for their exemplary performance. The
Business Affairs Directorate has a slot for its best employee with a trophy and
P5,000 cash award handed in during the awarding ceremonies.
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10.11 Accounting System

Budgetary System
The preparation of the Farm Plan and Budget particularly for crops, livestock and
fishery is the responsibility of the Project-in-Charge. Operations Budget is likewise
required for other projects like the Food Services and Accommodation Services. The
budgets shall be endorsed by the Director of Business to the Vice-President for
Administration and Business who shall make the final scrutiny and recommend for
approval to the President.
Income/Collections and Deposits System
Methods of Accounting for Income. The accrual method of accounting shall be
used when income is earned during the accounting period regardless of cash receipt.
Accounts receivable is set up and the general or specific income accounts according to
nature and classification are credited. When accrual accounting is impractical, the cash
basis of accounting shall be used.
Collections and Deposits.The receipt of cash from customers is vested in four
distinct sale and collection centers: the central market, the crops warehouse, the
accommodation services and the food services. The project- in-charge in the piggery
and ruminant projects may be authorized to receive cash when livestock, that is, when
bidding is not required, are sold at the farmgate. In the case of the accommodation
services, the project-in-charge or her authorized staff has to remit collections
immediately to the Cashiers Office for official receipts to be given to facility users.
In the central market and crops warehouse, provisional receipts shall be issued to
buyers. No receipt shall be required in the sales made by the food services. Receipts
and sales, however, shall be controlled on the basis of inventory issuances to each of the
personnel in-charge of the main and satellite outlets. Shortages of personnel-in-charge
of these outlets shall be accounted for at the close of each business day by a
representative of the Internal Control Office and shall be set-up as receivables.
The Cashiers Office shall pick-up collections from sales and collection centers at
the close of every business day. Official receipts shall be issued by the Cashiers Office
for remittances of these centers on the basis of provisional receipts issued. It is the
Cashiers Office responsibility to deposit collections to the depository bank for IGPs
early the following banking day.
Credit sale is allowed to University employees only, the limit per individual of
which shall be controlled by the Internal Control Office in coordination with the sales
and collection centers. The existing credit limit is P2,000 for regular employees and
P500 for casual and contractual employees. Report of credit sales shall be forwarded
once every 15 days to the Accounting and Internal Control Offices for posting to the
employees accounts receivable subsidiary ledgers. Payroll deductions shall be made in
collecting the accounts, the aggregate of which a check shall be drawn and credited to
the depository bank for IGPs. Sales and collection centers are not allowed to collect cash
payments for accounts receivables. The Cashiers Office shall collect cash payments for
accounts receivables and shall make a report thereon copies of which shall be furnished
to the Accounting and Internal Control Offices for posting to the employees subsidiary
ledgers. Likewise, the Accounting Office shall furnish the Internal Control Office of the
details of payroll deductions for posting.
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Disbursements System
The Disbursements System involves the preparation and processing of
disbursement voucher (DV); preparation and issuance of check; payment by cash;
granting, utilization, and liquidation/replenishment of cash advances. For IGPs, the
basic requirements are as follows:
a. The existence of sufficient cash as certified available by the Chief of the
Accounting Office;
b. Existence of a valid obligation as certified by the Chief of the Accounting
Office;
c. Legality of transactions and conformity with laws, rules and regulations;
d. Approval of the expense by the Chief of Office or by his duly authorized
representative; and
e. Submission of proper evidence to establish the claim.
The DV for Fund 161 was designed so that the Chief of the Accounting Office will
certify that supporting documents are complete and proper and cash is available.
Impliedly, though Box A of the DV does not so specify, he also certifies that the
obligation is valid and legal. The Chief of Office indicates his approval on Box B of the
DV.
Disbursements by Checks. Checks shall be drawn only on duly approved DV or
PCV. These shall be reported and recorded in the books of accounts only when actually
released to the payees. Commercial checks are used for IGPs.
All checks issued including cancelled checks shall be recorded chronologically in
the Check Disbursements Record (CkDR). The dates checks were actually released shall
be indicated in the appropriate column provided for in the CkDR. All checks actually
released to claimants shall be included in the Report of Checks Issued (RCI) which shall
be prepared daily by the Cashier. The RCI shall be submitted to the Accounting Office
for the preparation of the Journal Entry Voucher (JEV). All unreleased checks as of the
report date shall be enumerated in the List of Unreleased Checks to be attached to the
RCI.
Disbursements by Cash.Disbursements by cash shall be made from cash advances
drawn and maintained in accordance with COA rules and regulations. In most cases,
cash advances for IGPs are on payroll and emergency purchase of supplies, materials
and equipment under exceptional instances when bidding is not practicable. Regarding
the latter, as practiced, only personnel who are adequately bonded with no existing cash
advance shall be granted cash advance though the utilization of the cash advance may be
entrusted to another employee, usually, the Project Head.
Cash Advances for Travel. Cash advances for travel is pre-computed and is
subject to liquidation upon travel completion. Cost of transportation and per diems are
calculated at minimum reasonable amounts that liquidation documentsshall only be
submitted after travel completion. However, expenditures in excess of the cash advance
may be refunded especially when travel was reasonably extended.
Disbursements through Petty Cash Fund. Petty cash funds shall be maintained
by Section Chiefs and/or Project Heads under the imprest system. The fund shall be
sufficient for the non-recurring, emergency and petty expenses of the project/s.
Although petty cash vouchers are not required for disbursements, petty cash book shall
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be maintained to keep track of expenses. Supplies and materials procured out of the
petty cash fund shall be inspected by representatives of the Supply/Property Office and
Internal Control Office before these are utilized. They shall affix their signatures on the
purchase invoice/official receipt or reimbursement expense receipt indicating that the
supplies and materials purchased are in accordance with quantity, quality and
specifications in conformity with the need of the end-user.
Property and Inventory Accounting System
A purchase request (PR) shall be prepared by the Project Head and cause its
approval should his needs are not available in stock. Based on the approved PR and after
accomplishing all the required procedures adopting a particular mode of procurement,
the agency shall issue a duly approved Purchase Order.
The Accounting Office shall record regular purchases under the Inventory account
and issuance thereof shall be recorded based on the Report of Supplies and Materials
Issued. Purchases out of the Petty Cash Fund shall be charged immediately to the
appropriate expense account.
The Accounting Office shall, likewise, maintain perpetual inventory records, such
as the Supplies Ledger Cards for each inventory stock, Property, Plant and Equipment
Ledger Cards for each category of plant, property and equipment including work and
other animals, livestock, etc. The subsidiary ledger cards shall contain the details of the
General Ledger accounts.
For check and balance, the Supply/Property Office shall maintain Property Cards
(PC) for property, plant and equipment, and stock cards (SC) for inventories. The
balance in quantity per PC and SC should always reconcile with the ledger cards of the
Accounting Office.
Project Heads shall take control of the inventory under their responsibility and shall
initiate the taking of periodic physical inventories. Inventory and reporting systems
especially for biological assets like livestock and crops have been established that the
offices concerned (Supply/Property, Accounting, Internal Control) are periodically
updated regarding losses due to mortality or other causes, or change in attributes and fair
values.
Control Systems and Procedures
Control mechanisms have to be instituted to ensure success of IGPs.
For crop projects, the guidelines are as follows:
1. Project In-charge prepares farm plan and budget for the cropping season. No inputs
will be purchased without an approved farm plan and budget, except for emergency
cases.
2. Inputs needed for the day are withdrawn by the Project In-charge through a request
for issuance of supplies (RIS), and upon signing the warehouse logbook. The inputs
withdrawn are based on the farm plan and budget.
3. The Project In-charge monitors input application in the field, then returns empty
fertilizer sacks and bottles to the warehouse.
4. Threshing is allowed only at a day time with the presence of a security guard/IGP
Coordinator or his representative. Threshing at night and holidays may be allowed
with the approval of the School/Campus Head.
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5. Hauling palay from the field to the warehouse should be escorted by as security
guard/IGP Coordinator representative.
6. The number of bags threshed palay should tally with the volume received by the
warehouseman.
7. The warehouseman prepares report on the inventory of palay stocks every six
months.
8. Gate pass is issued for palay and inputs taken out from the school premises.
9. Purchases of inputs (fertilizer, pesticides) and selling of palay are done through
canvass or bidding. Inputs shall be purchased before the start of production
operation.
10. Marketing of produce (vegetables, mangoes) is done at the school marketing center,
or at project site with the corresponding sales invoice.
For Poultry and livestock, the control guidelines are as follows:
1. Project in-charge prepares farm plan and budget for each production cycle.
2. Monthly reporting of inventory of stocks.
3. Monthly reconciliation of data on income and expenses by the project in-charge
with the accounting office.
4. Presence of auditors representative when selling large animals.
5. Marketing of produce at the project site is permitted but with corresponding sales
invoice.
6. Daily remittance of collections to the Cashiers office.
7. Preparation of monthly statement of sales and expenses.
For Fishery projects, the guidelines are as follows:
1. Project In-charge prepares a farm plan and budget for each production cycle.
2. Presence of security guard during harvesting.
3. Monthly reporting of sales and expenses.
4. Daily remittance of collections to the cashiers office.
At the school level, the monitoring and evaluation system are done following these
guidelines:
1. Submission of reports by the project in-charge and Business Director.
Type of report` Frequency Prepared by Submitted to
Project status Monthly Project In-charge Business Director

Accounting
MIS report Monthly School Head Provincial and
Regional
Office
Income statement Monthly Project In-charge Business Director
End of production Project In-charge, Business Director
cycle Project Analyst
Semi-annual Twice a year Business Director School Head,
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report COA
Annual report Once a year IGP Coordinator School Head,
COA
2. Regular visitation of the Business Director and the farm manager.
3. Conduct of performance evaluation after each production cycle (done outside the
school).
4. Conduct of project analysis by selected faculty members to be presented during the
performance review.
5. Conduct of regular (monthly) meeting of the project in-charge by the Business
Director and the School Head.
6. Spot checking of the resident auditor, the School Head and Provincial Office
representative on the status of projects.
10.12 Records and Forms
Records to be Kept by Persons/Office Involved in the Income-Generating
Program
Director of Business
1. Copy of appointment of casual, contractual/emergency employees
2. Copy of labor contract and lease contract
3. Copy of Purchase Request, Purchase Order, Abstract of Canvass, Obligation Slip,
Voucher
4. Designation of Director of Business Affairs, section heads and project managers
5. Periodic financial reports (balance sheet, income statement, cash flow statement)
from the Accounting Office and financial analysis report of analyst
6. Periodic list of accounts receivable
7. Status reports of projects from the project managers
8. Copy of approved project plan/feasibility study/thesis outline
9. Copy of development plans (current and medium term)
Project Manager/In-charge
1. Delivery receipts of products brought to central market/marketing units and other
outlets
2. Project plan/feasibility study/thesis outline
3. Financial analysis report of analyst
4. Income statement prepared by manager and Accounting Office
5. Periodic financial reports (balance sheet, income statement, cash flow statement)
from the Accounting Office
6. Status reports of the project
8. Petty cash book
9. Periodic inventory report
MarketingCenter/Other Marketing/Collection Units
1. Daily Sales/Collection Report
2. Periodic inventory report
3. Provisional receipts
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4. Report of collection remittances

Accounting Office
1. Checks paid
2. Payrolls
3. Books of original and final entry including subsidiary ledgers
4. Journal and analysis of obligation
5. Trial balance and periodic financial reports (balance sheet, income statement, cash
flow statement)
Cashiers Office
1. Provisional receipts made as basis in the issuance of official receipts
2. Duplicate copies of official receipts
3. Cash book
4. Report of collections and deposits
5. Report of checks issued
6. Paid payrolls
Supply/Property Office
1. Periodic inventory report (supplies, equipment, etc.)
2. Abstract of canvass
3. Purchase request
4. Purchase order
Human Resource Management Office

3. Copies of labor contracts
4. Copies of appointments
5. Leave ledgers
Internal Control Office

1. Inventory reports
6.2 Forms and Records

A. For all types of projects
1. Farm plan and budget it shows the overall activities, dates and
corresponding amount of money required for one production cycle.
This is the basis for the purchases of inputs and the timeliness of the
activities. This record is needed for monitoring the progress of the
project (Gen. Form 1).
2. Daily Transaction Record It serves as the logbook of daily
transactions in the project and as the basis in the preparation of sales
and expenses records (Gen Form 2).
3. Remittance slip It is used when a project in charge remit his
collection for the day. The total amount is part of the sales of the
project (Gen. Form 3).
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4. Gate pass of product released It shows the name of the buyer;

quantity of the product and the official receipt number. This record
is needed to monitor products coming out the campus, and deter the
possible incidence of pilferages (Gen. Form 4).
5. Cash Sales Record It shows the amount of cash sales including the
name of the buyer and items purchased (Gen. Form 5).
6. Accounts Receivables Records It shows the amount of credit sales,
name of buyer and items purchased (Gen. Form 6).
B. For Crop Projects
1. Production record It presents the gross yield and net yield in wet
basis. It can be used to calculate yield per hectare. It is filled up at
the end of each cropping season (Record Form 1).
2. Expense record It identifies the quantity and costs of inputs and
the expense for contract labor. This record is filled up within the
cropping season and should be consistent with the expense items
listed in the farm plan and budget. It can be used for all types of
projects (Record Form 2).
3. Inventory of inputs Itindicates the amount and value of inputs left
after one production cycle. It is done at the end of the cropping
season (Record Form 3).
4. Weight slip It shows the number of bags and weight of the palay.
This is given by the warehouseman to the project in charge as the
produce enters the warehouse, and after drying the palay (Record
Form 4).
C. For Animal/Fishery Projects
1. Feed Consumption and Weight Record It shows the population,

mortality and feeds consumed. It allows the computation of feed
conversion ratio (Record Form 5).
2. Flock Production Record It presents the population, egg production
and feeds consumed for the whole flock. It allows the compotation
of feed conversion ratio for layers. It also shows the depletion of
layers, either culled or dead (Record Form 6)
3. Egg Production and Disposal Record It indicates the production by
size and the amount of egg sold (Record Form 7)
4. Health Care and Management It shows the activities undertaken in
a day. It can be used for animal and fishery projects (Record Form
8).
5. Feed Consumption Record It presents the amount, type and cost of
feeds. This format is appropriate for hog fattening, goats and fish
projects (Record Form 9).
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6. Monthly Inventory Record It shows the beginning and ending

inventory for each class of animals and the value, number added and
disposed (Record Form 10).
7. Breeding Record It monitors the date of breeding for each female
and male animal, the expected and actual date of birth, and litter size
(Record Form 11).
D. For MarketingCenter, Food Service and Accommodation Service

1. Daily Accountability Record/Requisition and Issue Slip- These
forms are used in monitoring the accountability of the Marketing
Center in-charge and personnel assigned at the food service main
and satellites. It shows the inventory of items at the beginning of the
day, total sales made (quantity and amount), goods delivered by
production units and purchases, and inventory at the end of the day
(Record Form 12a, 12b, and 12c).
2. Request for Accommodation, Food and Other Services- This form
is used for requests for accommodation and food services with the
University as the end-user. While a charge invoice is attached to the
completed form after the activity, no actual payment/receipt of cash
shall be made but just a transfer of funds through automatic debit
from the source and credited to Fund 161 (Record Form 13)
3. Request for Reservation of Facilities- This form is used for the
reservation of facilities and equipment to include assessment of
rental fees that serves as basis of the Cashiers Office in preparing
the official receipt of payment (Record Form 14).
11.0 Other Services
11.1 Library Services

11.1.1 Brief Background
Guided by the information access and multimedia concepts, the University
Library System (ULS) intends to deliver quality service to its clients in their use of
information needed in transforming and improving their lives. Thus, it Is manned by
professionally qualified and competent staff, maintains appropriate and extensive facilities
as well as collects and organizes relevant information resources in various formats.
Generally, the ULS aims to: 1) support the instructional, research, extension, and
production programs as well as the cultural and recreational needs of the University and 2)
provide the right material to the right person at the right time and place with the least cost.
Specifically, it is committed to: 1) provide relevant and updated information resources for
the instructional, research, extension, and production programs as well as for the cultural
and recreational needs of the University, 2) allow maximum access to information through
advanced information and communication technology; 3) provide appropriate place and
190
facilities for work and study; and 4) provide effective and efficient library services to the
University community and its environs.
As a system, the libraries can share information and human resources as well as
facilities with one another.
11.1.2 Components of the ULS
The MMSU Library System consists of the Main Library at Batac Campus, the
branch libraries, and reading centers at the colleges and schools located in the Universitys
various campuses.
The Main Library. TheMain Libraryhouses extensive collections of

undergraduate and graduate information resources in various formats such as books, serials,
and other printed materials as well as audiovisual and electronic media materials. It is also
a repository of historic, ethnic, cultural, and art materials not only about the Ilocos and the
Philippines in general, but also about other countries such as United States of America,
United Kingdom, Israel, Japan, Peoples Republic of China, and Taiwan.
The Branch Libraries. Despite the largeness of the Main Library, branch/unit
libraries have also been established because the various colleges/units are geographically
situated far apart from each other and have different types of population to cater to. The
branch/unit libraries are: College of Law Library, College of Medicine Library, College of
Health Sciences Library, and University High School Library at Batac Campus and College
of Teacher Education/College of Industrial Technology/Graduate School Library,
Laboratory High School Library, and Laboratory Elementary School Library at Laoag
Campus.
The branch/unit libraries are located in the colleges or departments to which they
are adjuncts. Thus, a branch library contains the special subject collections based on the
need of the college or school. Hours of service are posted at the entrance of each library.
The Reading Centers. Tosupplementandtobring closer some of the services of the

library to the users, reading centers are maintained in the various units/colleges in
coordination with the ULS. These include: College of Agriculture, Food and Sustainable
Development (CAFSD); College of Arts and Sciences; College of Business, Economics
and Accountancy; and College of Engineering at Batac Campus; College of Aquatic
Sciences and Applied Technology at Currimao Campus; College of Industrial Technology
(CIT) at Paoay Campus; CIT at Laoag Campus; and CAFSD at Dingras Campus. While
the Main Library lends most of the reading materials and some facilities, the reading
centers are plain reading extensions maintained and operated by the units/colleges where
these are located.
11.1.3 Services
Inaddition to its regular services (i.e., Reference Services, Serial Services,

Circulation Services, Reserve Services, Filipiniana Section, Technical Services,
Photocopying/Binding Services, and Office of the ULS Director), the Main Library has
under its roof the following:
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University Educational Technology Center (Media Services/Discussion

Room)
Internet Services, Wi-Fi Zones, and CD/DVD-ROM Reading Areas
Center for Ilocos-Amianan Studies Library
Museo MMSU
University Archives
President Ferdinand E. Marcos Library
President Fidel V. Ramos Library
Memorabilia of the Late Ambassador Casimiro M. Valdez
Dr. Aurelio S. Agcaoili Collection
Dr. Perla G. Ulit Collection
Art Gallery
Museum of Natural History
Philippine Institute for Development Studies Corner
PhilRice Information Corner
MMSU-National Statistics Office Information Center
Gender Information and Farm/Fishery Technology Service Center
American Corner (formerly American Studies Resource Center
Peoples Republic of China Information Center
United Kingdom Resource Centre
Japanese Information Center
Taiwan Information Center
Israel Information Center
Other services shall be provided as needed subject to pertinent policies.
11.1.4 Collection Development
Selection and acquisition of information resources for inclusion in the library

collection are based on the instructional, research, extension, and production programs as
well as the cultural and recreational needs of the University.
The Director of the University System and her staff members spearheaded
by the acquisition librarian are charged with selection of information resources with the
recommendations and assistance from those who use the library administrators,
Library Committee, faculty members, researchers/subject specialists, extensionists,
other non-teaching staff members and students.
To ensure that the needed information resources are selected and acquired,
copies for examination and review are usually requested from the suppliers/vendors,
usually through organized exhibits.
The acquisition librarian consolidates request slips, and then cross-checks
these with the existing collection to avoid unnecessary duplications.
The Office of the Director of the University Library System is responsible
in consolidating the request for further evaluation and review by the University Library
Committee. Afterwhich, the final listing and the Purchase Request (PR) is prepared.
The approved budget is attached to the PR signed by the Director, University Library
System. Then, the PR is submitted to the Bids and Awards Committee (BAC) which
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does the complete paper work including the preparation of the Purchase Order/s (PO/s)
and is responsible in forwarding these papers to the University President for approval.
The Supply Office provides number/s for the PO/s and makes necessary entries in
pertinent logbooks. Upon approval, the Supply Office serves the PO/s to concerned
suppliers/vendors. When the purchased items are delivered, these are inspected by
concerned officers (Director of the University Library System, chiefs or representatives
from the Internal Audit and Supply Office, Commission on Audit and other offices
concerned). The entire process from requisition, acquisition, delivery, inspection and
payments are all done in accordance with the regular procedures of the University.
Deans, directors, department chairmen and other heads of units act as liaison
of user groups faculty members, other university staff members and students on
matters regarding collection management and development.
11.1.5 Access to Library Services and Resources
For a library user to have a maximum access to the information resources, facilities,
and services of the ULS, the following shall be provided or observed:
Service Hours. The Main Library and the College of Teacher

Education/College of Industrial Technology/Graduate School Library shall be open for
service from 7:00 a.m. to 5:00 p.m. with no noon break from Monday to Saturday except
on holidays. Other unit libraries shall have their own specific service hours to cater to the
needs of their respective users.
The Library ID Card.The Library ID Card shall be a basic requirement for the
use of information resources and facilities of the ULS. Hence, upon enrollment,
freshmen or new students must apply for their Library ID Card immediately.
The Borrowers Record. The Borrowers Record shall be used when a library user
loans a book or books from 3-7 days. When the Borrowers Record is filled up, a library
user must surrender it for replacement at no extra cost. Lost Borrowers Record shall
be reported immediately. A replacement shall be issued upon payment of P10.00.
11.1.6 Library User Education, Promotion, and Current Awareness
To maximize the use of the library resources, facilities, and services and to
promote lifelong learning among University constituents and other library users, a
continuing library user education program shall be carried out. The following activities
shall be done: a)Orientation and guided library tours; b) Lecture-demonstrations,
workshops, and hands-on exercises on the use of information resources, facilities, and
equipment; c) One-on-one instruction; d) Preparation of users guides, handbooks, and
other printed and online library instructional materials; and e) Other activities that shall
be deemed necessary.
As a tool of public relations and for achieving the goals of the ULS, library promotion
shall refer to the activities geared toward attracting and gaining interest of library users.
Current awareness services shall be the component of library promotion concerned with
the dissemination of current information and issues.
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The following activities shall be done to promote the library and update users on
library information resources, facilities, and services: a) Conduct of an intensive library
user education program for new library users at the start of every academic year; b)
Preparation and distribution to users issues of the new acquisition lists and making these
available in the ULS website; c) Preparation and provision of subject lists and
bibliographies; d) Posting of poster announcements in strategic places; e) Organization
of displays/exhibits of new acquisitions; f) Organization of paper shows and informational
exhibits; g) Featuring of new films; h) Making use of social media as channels for
disseminating information; i) Conduct of lectures/fora, digital video conferences and web
chats on specific topics; j) Distribution of current contents of serials to concerned
departments users; and k) Other related activities that shall be deemed necessary.
11.1.7 Library Rules and Regulations
Library Privileges. Library privileges shall be personal and individual. They shall
not be transferred to or used on behalf of other persons. Library privileges shall be
classified as follows: a) Borrowing privileges are extended to all duly registered students,
administrators, faculty, and non-teaching staff members of the University. b) Reading
privileges are extended to University casual or contractual staff, visiting scholars, lecturers,
researchers, and graduates of the University upon application to the ULS Director.
However, materials on reserve are for the exclusive use of the students and faculty of the
University. c) Use of facilities like the University Educational Technology Center, its
information resources and equipment can be authorized by the ULS Director. Scheduling
of the use of such facilities must be done 3 days before the actual use. d) Constituents of
the University can also use other libraries but they must seek first a referral letter from the
ULS Director.
Loss of Library Privileges. Non-compliance with the library rules and regulations
shall result in the curtailment or suspension of the library privileges of the offender.
The ULS Director or unit librarians can expel from the library building anyone who
disturbs or annoys others or who is damaging books or any other property of the library.
They shall send a written warning to a borrower who fails to return a material after two
recall notices have been sent. If the written warning is ignored, the ULS Director or unit
librarians may suspend temporarily the borrowing privileges of the offender until the
material is returned and the accrued fines are paid. If the offenders refuse to pay for the
outstanding charges, such as fines, replacement costs of damaged books or repair of
damaged properties, the ULS Director or unit librarians can withhold their borrowing
privileges until their accounts are cleared or subject to pertinent institutional rules.
Repeated offenses may lead to total loss of library privileges, including the use of any of
the branch libraries. These may also lead to disciplinary action as provided under the
University rules for student/staff/faculty conduct.
Library Users Discipline. Courtesy and respect shall be observed at all times.
Any user must comply with all rules and regulations in the use of the library.
Bringing any bag or attach case into the library shall be prohibited. Smoking,
excessive noise, unseemingly behavior, disturbance or any other conduct interfering with
the proper use of the library shall be forbidden. Cell phones must be set on silent mode.
Eating shall not be allowed in the public service areas.
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Use of Information Resources. The following rules and regulations shall be

observed in the use of information resources:
Circulation Books. Circulation or stack books shall refer to those which can be
borrowed for longer period than overnight. Rules and regulations pertaining the use of
circulation or stack books shall be as follows: a) Students may borrow up to five
circulation books at a time for 3-7 days depending on the demand of the books, while
faculty or staff members may borrow 10 circulation books at a time for 14 days. b)
Borrowing shall be done during service hours. c) Library users shall not be allowed to
borrow if they have still overdue books or unpaid library accounts. d) A library user who
fails to return a borrowed book from the stacks shall be fined Php20.00 for the first day
lapsed and Php10.00 for each succeeding day. e) A lost book must be reported
immediately to the ULS Director or Unit Librarian. Borrowers shall be required
to replace a lost book and to settle this within 30 days from report of loss. In case
an actual replacement is not available, library books lost by users shall be
replaced by related books as determined by the ULS Director. f) Damaged book, torn
pages, or marked pages must be reported to the ULS Director or Unit Librarian as
soon as these are noticed and subject to pertinent rules. Damaged books refer to
those which are no longer usable as assessed by the ULS Director or Unit Librarian.
g) To renew, the borrower must present the borrowed book first before requesting for
renewal. h) A loan may be renewed twice if nobody needs it. i) Borrowers who fail to
return or renew books after two recall notices have been sent to them shall pay the
charges to the University Cashier, and shall be given disciplinary actions for non-
compliance of rules. j)The ULS Director can recall any borrowed books before the due
date. A recalled book must be returned within 3 days from the date of recall notice
from the library, otherwise the material shall be considered overdue after this date.
Subject Reserve Books. These shall refer to books placed on reserve to give a fair
chance of use by each student enrolled in the subject. Rules and regulations
pertaining the use of subject reserve book shall be as follows: a) Reserve books shall
be used in the library only. However, they can be borrowed overnight and during
weekends. b) A library user may borrow up to three books at a time depending on
the demand of the books. c) Overnight borrowing hours shall be from 2:00-4:30 P.M. d)
Overnight loans must be returned on or before 9:00 A.M. of the following service day. e)
A library user who fails to return a book on the due date shall be fined Php10.00 for the
first hour lapsed and Php 5.00 for each succeeding hour.
Special Materials. These shall include reference books, serials,

theses/dissertations, information files, visual materials such as maps, globes, posters,
pictures, transparencies, video/radio cassette tapes, VCDs/DVDs, CD-ROMs/DVD-
ROMs, and other audiovisual and electronic media materials as well as museum art
materials, and specimens. Rules and regulations pertaining the use of special materials shall
be as follows: a) Because of their nature, special materials shall be preferably for
library use only. b) Audiovisual and electronic media materials as well as needed
equipment may be borrowed for classroom and training purposes. c) Reference
books, serials and information/vertical files may be borrowed for photocopying purposes.
Internet. Internet use within the library shall be for academic and research
purposes only. Rules and regulations pertaining the use of the Internet shall be as follows:
a) Internet user must ask permission from the library staff before using external storage
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devices. b) Only relevant information related to academic and research work shall be
downloaded. c) Computer games and access to pornographic or offensive materials shall
not be allowed. d) An Internet fee of Php10.00 per hour shall be collected from each
user.
Photocopying. To facilitate information gathering by users, photocopying service

shall be provided in the library. Rules and regulations pertaining the use of information
resources for photocopying shall be as follows: a) Borrowers must ask permission from
the librarian at the desk, and materials to be photocopied must be charged properly. b)
Theses and dissertations shall not be allowed to be photocopied. c) The costs of
photocopying shall be as follows: medium paper Php1.25 and long paper Php1.50.
Non-MMSU Library Users. The following rules and regulations shall be observed
by non-MMSU library users: a) Non-MMSU library users shall be required to present
valid Identification Cards and referral letters from the librarians of the agencies/institutions
they are connected with to the security guard and library staff at the service desk. b)
Non-MMSU library users shall pay for a fee of Php50.00 per visit/day.
Library Clearance. To ensure that library users have no accountabilities before

they shall go on vacation, leave, or separate from the University, they must secure a library
clearance.
Rules and regulations pertaining library clearance shall be as follows: a)A library
clearance shall be required from each student at the end of every semester/term and from
each faculty on teachers leave at the end of every academic year. b) A library clearance
shall also be required from each transferring/graduating student and resigning/retiring
faculty and staff member. c)Students securing library clearances shall be required to
present their Library ID Cards to the concerned librarian. d) The library ID Cards of
students separating from the University shall be punched before returning these to them to
avoid misuse of such IDs. e) No clearance shall be issued to any student/faculty/staff
member who has still unsettled accountability.
11.2 Student Services

11.2.1 Academic Policies And Guidelines
Academic Information
Every student shall observe the laws of the land, the rules and regulations of the
University and the standards of good society.
Each student enrolled in the university is issued a student number and identification
card which is valid as long as he/she is enrolled in the university. However, he should
present his ID card to the registrar every beginning of the semester for validation. The
number changes if he/she transfers to another college since each college has a code number.
If a student loses his ID card, he/she should apply for a new one by accomplishing an
affidavit of loss obtained from the Administrative Officer and paying the necessary fee.
He/She later receives the new ID card from the Registrars Office.
Each student must wear his/her ID card while in campus and must present this to the
security guard when entering the university or college he/she is enrolled. Any student who
refuses to show his ID card when requested to do so shall be considered an intruder and
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he/she may be required to leave the university premises.

Each student must abide by the college/unit rules and regulations like the wearing of
the college uniform.
All students are regarded as adults by the university authorities. Hence, they are obliged
to keep their parents/ guardians informed of their academic standing and the impending
consequences of their excess absences and failures.
Classification Of Students
A regular student is one who is registered for formal academic credits and carries the
full load called for in a given semester by the curriculum for which he is registered;
provided, that if a student has already finished some of the requirements of the subjects,
the finished units shall be added to the units he is actually taking in the computation of his
load for the purpose of determining his status
An irregular student is one who is registered for formal credits but who carries less
than the full load called for a given semester by the curriculum for which he is registered.
A special student is one who is not earning formal academic credits for his work.
A working student is one who is employed on a full or part-time basis in the
University or in other agencies/entities.
A foreign student is a citizen of another country who is registered in the university
after qualifying for admission in the university.
A cross-registrant is a student enrolled in another institution who is registered in the
university with the proper cross enrollment permit.
A shiftee student is one who has been enrolled in a college or unit of the university but
has decided to change his/her program in the same college or sought admission in another
college of the university. Only one shift in program is allowed.
A student is also classified as follows:
A freshman is a student who has not finished the prescribed subjects of the first year
of his curriculum, or 25 per cent of the total number of units required in his entire course;
A sophomore is a student who has satisfactorily completed the prescribed subjects of
the first year of his curriculum, or has finished not less than 25 per cent nor more than 50
per cent of the total number of units required in his entire course;
A junior is a student who has completed the prescribed subjects of the first two years
of his curriculum, or has finished not less 50 per cent nor more than 75 per cent of the total
number of units required in his entire course;
A senior is a student who has completed the prescribed subjects of the first three years
of his curriculum, or has finished not less than 75 per cent of the total number of units
required in his entire course. (Source: RevisedUniversity Code)
Admission Requirements
In The Undergraduate Programs
1. New College Freshmen must submit the following entrance documents:

Original Copy of Form 138 (High School Card Report)
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MMSU College Freshman Admission Test (CFAT) Rating Report

College Admission Slip
Medical Examination Permit
Birth Certificate (issued by National Statistics Office (NSO)
One (1) 1x 1 ID picture
1.1 Documents submitted are part of the students file and cannot be retrieved.
2. Transferees are admitted by the University Registrar. In no case will a student be
admitted as a transferee if he/she failed more than 20 percent of his/her registered
courses or has completed more than 20 percent of the unit requirements of the course.
2.1. A transferee must submit the following documents:
Transfer Credential Eligibility or Honorable Dismissal
Certification of Grades on courses taken; General Weighted Average must be
at least 2.5
MMSU CFAT Rating Report for those who transfer with less than 30
units of credit
Certification of Good Moral Character from the Guidance Counselor or Dean
of previous institution attended
Birth Certificate issued by National Statistics Office (NSO)
Validation of courses taken in a private institution where the grades are below
2.75 or 80% where the grades are below 2.75 or 80
Admission slip signed by the University Registrar
Other admission requirements of the college
2.2 An admitted transfer student from a state college/university which is a member of
the Philippine Association of State Universities and Colleges (PASUC) receives
credit for all courses passed with the same course description as that in the
University. However, students from private institutions must validate courses
with grades of 2.75, C+, 80% or below.
3. Old/Returning Students
Form 5 (Latest Registration Form)
Graded Class Cards
College Clearance (latest)
In The College of Law
An applicant seeking admission in the College of Law must be a graduate of any

four (4) year BS degree with minimum units in any of the following: 18 units in English;
18 units in Social Science; and 6 units in Math.
The applicant must submit the following:
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1. Certificate of Good Moral Character

2. Letter of Application
3. 2 copies of 2x2 ID pictures
4. Transcript of Records
Also, the applicant should pass the College of Law Admission Examination.
in the Graduate Programs
1. Qualifications of an Applicant:An applicant for admission in a masters or doctoral

program must meet the following qualifications:
a. Must be a holder of an appropriate bachelors or masters degree.
b. Must have a general weighted average of 2.5 or better in the BS or 1.75 in the
Master's degree for admission to the master's degree or doctoral degree,
respectively
An applicant whose degree is not in line with the program he/she intends to pursue
may be admitted but will be required to take prerequisite courses.
2. Admission Requirements
In order for an application to be processed, the following documents and fees should be
received by the Graduate School on or before the scheduled GS Entrance Test (date and
venue to be announced by the GS office).
a. Duly accomplished Application form for Admission (GS Form 1)
Two letters of recommendation from former professors, present supervisors or employers
(GS Form 1c) to be
b. submitted by them personally or through mail to the Graduate School. If with a
masters degree, a third letter of recommendation is required.
c. Transcript of Records (original or authenticated) and transfer credentials (honorable
dismissal) in the English language from the last school (except MMSU) attended.
d. Original copy of NSO Birth Certificate.
e. Original copy of NSO Marriage Certificate (for female applicants only).
f. A non-refundable application fee/Graduate School Entrance Test (GSET) paid in
cash or remitted in bank draft/money order to the MMSU Graduate School.
g. Two copies of 2x2 colored ID pictures with white background.
Other Important Information
An Applicant must pass the GSET (CFIT and OLSAT) administered by the Graduate
School on a specific date posted at the Office of the Graduate School. The examination
is usually given within the following dates:
For admission in the Summer Term: First week of March
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For admission in the First Semester: First week of May

For admission in the Second Semester: First week of October
Study Load
The normal study load of a full time student shall be 9 units per term of formal graduate
courses.
Residency Requirement
A student is given a maximum of 5 years (for masters) or 7 years (for doctoral) to
complete his/ her degree.
An additional graduate course is required for every year beyond the maximum
residency requirement.
for Foreign Students
1. Duly accomplished application form for undergraduate admission with a non-refundable

application fee of $30 in money order or managers check payable to MMSU.
2. Two original copies of the Official Transcript of Records (TOR) from each high school
and college attended duly authenticated by the Philippine Foreign Service Post (PFSP)
located at or having consular jurisdiction over the applicants country of origin or place
of residence. If these records are written in a language other than English, complete
official translations must be submitted together with a copy of the original. The
Transcript of Records should indicate all subjects taken and the grades earned. The
grading system should be clearly stated on the TOR.
3. Duly authenticated copy of birth certificate and passport by the Philippine Embassy.
4. Two original copies of a notarized affidavit of support of the applicants parents or Notice
of Grant for Institutional Scholars to cover expenses of the student while studying.
5. Six (6) original copies of Personal History Statement (PHS) duly signed by him/her both
in English and in his/her national alphabet and stamped with his/her personal seal, if
any, and containing among others his original 2 x 2 recently taken photograph with
plain white background and his original left and right thumbprints. PHS forms may be
obtained from any Philippine Mission abroad.
Result of English Proficiency Test for applicant whose native language or whose
medium of instruction in secondary school is not English; a minimum score of 250 in the
Test of English as a Foreign Language (TOEFL) or a rating of 4 in the
1. English Language Test (ELT) is required. If the applicant did not take the TOEFL or
IELTS, he may opt to undergo the crash program offered by the University
2. A Filipino who graduates from a secondary school abroad applying for admission in the
University must satisfy the same requirements as those of foreign students.
3. Course syllabus, school catalogues or description of courses taken from other colleges
(for transferees).
4. Other institutional requirements:
a. College Freshman Admission Test (CFAT) Rating
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b. Certificate of Good Moral Character form the Principal or the head of institution last
attended.
c. Two passport-size colored pictures with white background
Admission Requirements for the
Expanded Tertiary Education Equivalency
and Accreditation Program (ETEEAP)
MMSU shall offer CHED- accredited courses in all AB/BS Programs with at least Level
II accreditation status.
1. Qualifications of an Applicant: An ETEEAP applicant must meet the following
qualifications:
a. A Filipino citizen
b. Must have at least graduated from high school and must have obtained Philippine
Education Placement Test (PEPT) equivalent to first year college
c. Must have at least five (5) years of work experience related to the course for which
he/she is applying
d. Must be at least 25 years old
e. Must be able to show evidence of capability and thorough knowledge in the field
applied for equivalency and accreditation
2. Admission Requirements
a. Original school credentials, whichever is applicable
(1) High School Card
(2) Form 137A
(3) PEPT Certificate
(4) Transcript of Records
b. NSO Authenticated birth certificate
c. 1x1 ID Pictures (most recent and original)
d. Service Record /Certificate of employment with job descriptions from present and
past employment
e. Proof of Good Moral Character i.e NBI/Barangay Clearance
f. Recommendation letter from immediate superior
g. Interview results
h. Personality and work aptitude test results
i. Certificate of evaluation results given by the Panel of Assessors
j. Proficiency certificate from any of the following:
(1) Government Regulatory Board
(2) Licensed Practitioner in the filed
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k. Business Registration, if any

l. ETEEAP application form duly accomplished/ Certificate of trainings/Workshops
completed
Registration
Registration Period
All students should be registered in the days specified for enrollment in the University
Academic Calendar or College Academic Calendar. No student will be registered in any
subject after the last day of late registration in the Calendar.
Late Registration
Late registrants will undergo the regular procedure of enrollment but will be charged a
late registration fee.
Assessment/Accreditation Criteria
For formal training: credit transfer
For non-formal education (sponsored trainings, workshops, etc.) through case to case
evaluation of training design and evaluation: credit recommendations will be
awarded for each validated training program.
For informal learning/knowledge obtained through self study: an assessment process
which can include written and oral examinations, product presentations, skills
demonstration or portfolio assessment.
For portfolio assessment: the candidate will be assigned to an adviser who will help
him/her developed the portfolio.
In case where the candidate needs further knowledge or skills, he/she shall be advised
to enroll in supplemental courses to complete his/her learning then he/she goes back
for assessment. In this manner, the candidate earns credits progressively until he/she
satisfactorily earns the necessary credits based on competency standards to merit
the degree or certificate.
Cross-Registration
1. Students enrolled in another institution who desire to cross register in the University
must present an approved permit by their school registrar. The permit shall state the
course and units authorized to be cross-enrolled. Availability of slot will be considered.
2. No student shall be registered in any college/unit of the University without the following:
a) prior permission of the Dean of the College or Unit in which he/she is primarily
enrolled, and b) approval of the University Registrar.
3. A bonafide student of MMSU may be allowed to cross-enroll in another institution by
using a written permit from the University Registrar duly endorsed by the Department
Chairman, Adviser, and Dean of the College, provided that:
3.1 The permit shall state the number of units for which the student will cross-register
and the subjects that he/she is authorized to cross-register.
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3.2 The total number of units for which a student may register in two colleges or units
in the University shall not exceed the maximum allowed by the rules on academic
load.
3.3 The course description of the subject to be cross-enrolled in another institution is
essentially the same as that of MMSU.
3.4 The subject is not offered during the semester/summer term or is offered during
the term but cannot be enrolled due to conflict in schedule which cannot be
resolved.
3.5 A grade of 2.5 or better must be attained from a private institution for credit.
Academic Load and Credit

1. One unit of credit shall be at least 18 full hours of instruction per semester in the form
of lecture, discussion, seminar, tutorial, a combination of these forms, or equivalent
laboratory field/laboratory work.
2. The normal load during the semester shall be as prescribed in the curriculum.
3. Only graduating students shall be allowed to carry an overload of six (6) units during
their last semester. The maximum load should not exceed 28 units.
4. A student enrolled in practice teaching shall be allowed to carry an additional load of six
(6) units, provided that these are non-major subjects.
Program Changes
1. A student may shift/transfer to another program in the same or another college/unit,
provided that:
a. He satisfies the entrance requirements for the program and a Grade Weighted
Average (GWA) of at least 2.50.
b. He is not under dismissal status due to scholastic delinquency.
c. His request for transfer, using the prescribed form, is approved by the program
adviser, department chairman, deans of both colleges, and the University
Registrar.a. University clearance for the release of his/her Transcript of Records
(TOR) and Transfer Credential (Honorable Dismissal), and
b. Parents written consent addressed to the University Registrar.
3. Forms for shifting and transferring may be secured from the University Registrar or from
the Registrars/ Deans Office of the students college.
Dropping of Subjects
1. A student may, with the consent of the instructor/professor and dean of his/her college,
drop a subject by filling out the prescribed MMSU Form 5 C on or before the
prescribed dropping period in the academic calendar. After three-fourths of the total
class hours prescribed for the semester/summer has lapsed, a student may be allowed
to drop a course only by reason of illness, duly certified by the university physician and
approved by the president of the university.
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2. A student who drops a course without the approval of the dean of his/her college shall
have his/her registration privileges curtailed or entirely withdrawn.
3. Dropping forms are available at the University Registrars Office.
Changing of Subjects
Changing of subjects is allowed upon recommendation of the instructors concerned and

the college registrar/program adviser and upon the approval of the dean of the students
college. Any student may change a course by filling out the
d. Only one shift in program is allowed.
2. Before a student can shift or transfer, he/she has to accomplish the following:
1. prescribed MMSU Form 5-C during the changing period in the academic calendar and
paying the required fee. The applicant should indicate therein his/her reasons for
changing his/her subject.
Adding of Subjects
1. A student may, with the consent of the instructor/professor, college registrar/program

adviser and dean of his/her college, add a subject during the prescribed adding period
in the academic calendar. He/She should indicate his/her reason/s for adding the
subject. Graduating students are allowed to add a maximum of nine (9) units, while
non-graduating students are allowed to add six (6) units only provided the provisions
under academic load and credit are not violated.
School Term
1. One academic year includes two (2) regular semesters and one (1) summer.
Summer Classes
1. Summer classes are offered to the following:

graduating students who have back subjects and/or who incurred a failing grade in
one or some of their subjects in the previous semester/s;
non-graduating students who failed in one or two subjects in the second semester
provided they meet the requirements.
2. A minimum of five (5) graduating students is required to form a class. For non-
graduating students, there should be at least 15 petitioners to form one class if it is a
GE subject and at least 5 students for a major subject.
3. Graduating students are allowed to enroll a maximum of 9 units with no laboratory
classes during summer. On the other hand, non-graduating students are allowed to
enroll a maximum of six (6) units only.
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4. Students, both graduating and non-graduating with the above-mentioned deficiencies

(including shiftees and transferees), who need to take summer classes should
collectively make a written petition addressed to the University Registrar with the
recommendation of the dean of the college where the students are enrolled and the
conformance of the instructor/professor who is going to handle the subject.
Tutorials
1. Tutorials are granted only to graduating students whose graduation is deferred due to a
deficiency in one or some of their subjects in the previous semester/s.
2. A graduating student who wishes to take tutorials for his/her back subjects should make
a written petition addressed to the University Registrar with the recommendation of
his/her dean and the conformance of the instructor/professor who is going to handle the
subject.
Class Attendance
1. Students must attend all class meetings. No student shall be allowed to register in any
subject after the lapse of 12 percent of regular class meetings. Time lost by late
enrollment is considered time lost by absence. It is counted against the student when
determining the required period of class attendance.
Regardless of scholastic standing, a student is automatically dropped from the subject and
given a grade of 5.00 when
1. he/she has been absent for more than 20 percent of the required number of hours.
However, if the majority of the absence is excused for a valid reason, the student is
merely dropped from the subject by putting the mark Dropped on the grade sheet.
2. Excuses are for time missed only. All work covered by the class during the absence
should be made up to the satisfaction of the instructor/professor within a reasonable
time from the date of absence.
3. If a student decides to withdraw from his/her classes due to prolonged absence for a valid
reason, he/she must file an application for leave of absence (LOA) addressed to the
dean of the college and endorsed by the College Registrar/Program Adviser to enable
him/her to obtain an honorable dismissal and not forfeit the privilege to re-enroll at the
University.
Leave Of Absence
1. A leave of absence (LOA) is non-enrollment of a student in the University for one

semester subject to renewal. Prolonged leave of absence should be requested in writing
to the Dean of the College where a student is enrolled. Any student requesting for an
LOA should state the reason for which it is desired and specify the period of leave,
which must not exceed one academic year.
2. The Dean or his/her duly authorized representative shall inform the University Registrar
and the parents/guardians of every student granted an LOA, indicating the reasons given
by the student. A student given an LOA shall not be refunded for any payments he/she
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had made.
For LOAs availed of during the second half of the term, the faculty concerned shall
indicate the class standing of the student (Passing or Failing) at the time of the application
for
1. the leave. No application for LOA shall be approved without the students class standing
being indicated by the professors/instructors concerned. However, these shall not be
entered in the Official Report of Grades. The LOA is included in the determination of
the students MRR.
2. If a student withdraws after three-fourths of the total number of hours prescribed for the
course had already lapsed, professors/instructors concerned may give him/her a final
grade of 5.00 if his/her class standing at the time of his/her withdrawal is below 3.0.
3. No LOA shall be granted within two weeks before the last day of classes. If the inability
of the student to continue his classes is for reason of health or similar justifiable cause,
his absence during the period shall be considered excused. In such case, the student
shall be required to apply for excuse for his absence and present the excuse slip to the
professor/instructor concerned.
4. A student who withdraws from his/her college without an official LOA shall have his/her
registration privileges curtailed or entirely withdrawn.
5. MMSU Form 10 (LOA form) is available at the University Registrars Office. Students
enrolled in Paoay, Laoag, Dingras, or Currimao may secure their LOA forms from their
respective College Registrar. The student should write a letter of intent addressed to
the College Dean at least a month before the LOA lapses so that a slot will be reserved
for him/her.
6. Upon return to the University, the following documents should be presented to the
College Secretary:
a. accomplished college clearance;
b. certification of no pending case from the Director of Student Services Development
(SSD); and
c. medical certificate from the University Physician.
Residence Requirement and Maximum Residence Rule (MRR)
1. A student is in residence when he/she is registered for course or thesis work in the campus
or works in absentia, with prior approval by his/her adviser and the members of his/her
advisory committee.
2. Students pursuing four-year degree programs are allowed only six academic years from
the start of undergraduate work. Those pursuing five-year degree programs shall be
allowed only seven and a half (7.5) academic years from the start of undergraduate
work . The maximum residence rule (MRR) to complete a degree does not include the
period when the student is on LOA. In general, a student who exceeds the MRR may
be given an extension of only one semester if he is going to graduate in that semester.
No further extension will be given.
3. The student is advised to transfer to another university if he/she has exceeded the MRR.
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Substitution
1. Substitution may be allowed as long as it does not involve subjects in the same
department, and that the student needs a subject not currently offered in the department,
but which subject the student has already taken in another department.
2. All substitutions shall be recommended by the adviser and approved by the department.
Examination and Scholastic Delinquency

Examinations are integral components of instruction specifically for formative or
summative evaluation of
1. students performance subject to institutional policies and rules.
2. There are two major examinations scheduled during the semester - midterm and final
examinations announced in the university academic calendar. No student shall be
exempted from any of these examinations.
3. No examinations shall be conducted outside of the university/college campus.
4. Final examinations are always written except for subjects that involve performance
testing of students skills. Test booklets are kept for a period of one year for purposes
of verification and clarification if needed.
5. In no case may students take an examination without an examination permit duly issued
by the Cashiers Office. Such permit is given only upon completion of college
clearance from financial obligation and academic requirements.
6. Students must observe strictly honesty and silence during examinations. They must clear
their desk of everything except those which are allowed by their instructor. They are
not allowed to leave the examination room before they have completed their work.
They must submit their test booklet personally to the instructor.
7. As a general rule, students who cheat during the periodical examinations get a failing
mark for that exam.
8. No student shall directly or indirectly influence his/her professors or instructors to give
him/her a certain grade or ask another person to influence his/her professors similarly.
Any student who violates this rule shall lose credit in the subject concerned.
9. Final grades submitted by the faculty member and duly approved by the Dean can never
be changed except when justifiable corrections are necessary.
10. The university makes use of a uniform grading system- number grades from 1 to 5
where 1 is the highest. Thus:
1.00 Excellent 2.75 Fair

1.25 Highly Outstanding 3.00 Passed
1.50 Outstanding 4.00 Conditional Failure
1.75 Very Good 5.00 Failure
2.00 Good Inc. Incomplete
2.25 Very Satisfactory S Satisfactory
2.50 Satisfactory U Unsatisfactory
11. A grade of 4 means conditional failure. It may be made up by successful repetition

of the course, or by passing a second examination. If a student passes the second
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examination, he is given a grade of 3. If he/she fails, 5. Only one re-examination

is allowed which must be taken within the prescribed time. If a student does not
remove the grade of 4 within the prescribed time, he may earn credit for the course
only by repeating and passing it. A grade of 4 given for the first semester work for
a two-semester course shall be converted into a grade of 3 if the student passes the
second semester part of the same course in the same academic year. If he/she fails, a
grade of 4 which he/she received for the first semester work shall be converted into
5.
12. A grade of Inc. is given if a student whose class standing throughout the semester is
passing, but fails to take the final examination or fails to complete other requirements
for the course due to illness or other valid reasons. Removal of deficiencies must be
done within the prescribed time by passing an examination or meeting all the
requirements of the course. After this, the student shall be given a final grade based
on his/her overall performance.
13. There is a regular period for removing grades of 4 and Inc. before the start of each
semester. Such grades may no longer be improved after the end of the third regular
removal period immediately following the semester in which the grades were incurred.
A grade of 4 received after removing a grade of Inc., however, must be removed
within the remaining portion of the prescribed period for the removal of the original
grade.
14. Students are given one year to remove grades of 4.0 or Incomplete which automatically
becomes a grade of 5.0 if not removed within the prescribed period. The prescribed
form must be accomplished and the required fees should be paid.
Retention Policies And Guidelines
The university strictly implements the following retention policies to maintain the high
standard of academic excellence in its academic programs.
1. A student who gets a final grade of 3.0 or below in 25 to 49 percent of the total number
of his/her academic load in a semester is warned by the dean and shall be required to
report to the Guidance Office for counseling. In the succeeding semester, his academic
load is reduced by three units.
2. A student who fails in 50 to 75 percent of the total number of academic units is placed
under probation and his/her load in the succeeding semester is reduced by six units. Or,
the student is advised to shift to another program.
3. A student who fails in more than 75 percent of the total number of academic units shall
be automatically dismissed.
4. Once dismissed, a student may apply for re-admission after his academic records are
reviewed, recommended by the college dean and approved by the university registrar.
A student who gets final grades below 3.0 in all the academic units shall be permanently
disqualified from re-admission in any other course or degree.
5. A student is permanently disqualified from the university if he/she fails in all his
academic courses except in those he was given 5 for unofficial dropping.
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Graduation/Graduation With Honors
1. A student is recommended for graduation if he/she has satisfied all academic and other
requirements prescribed for graduation.
2. A graduating student must file his/her application form for graduation at the Registrars
Office. Only students enrolled can apply for graduation at the end of a given semester
or summer term.
3. All candidates for graduation must have their deficiencies cleared and their records
completed not later than five weeks before the end of their last semester, except in the
subjects, both academic and non-academic, in which the students are enrolled during
the last semester.
4. No student shall graduate unless he/she has completed at least one year of residence
immediately prior to graduation.
5. All candidates must have accomplished their college clearance before they are
recommended for graduation by the College Academic Council and their University
clearance before they are recommended by the University Academic Council.
6. No student shall be issued a diploma or transcript of records unless he/she has paid the
required graduation fees.
7. Graduating students who meet the required residence and who obtain the required
academic average may be conferred the following honors:
Summa cum laude 1.00 to 1.20
Magna cum laude 1.21 to 1.45
Cum laude 1.46 to 1.75
8. Students who are candidates for graduation with honors must have completed in the
University at least 76 percent of the total number of academic units or hours required
for graduation and must have been in residence therein for at least two years
immediately prior to graduation except in cases where a student filed a leave of
absence.
9. In the computation of the final weighted average grades of students who are candidates
for graduation with honors, (Latin and with distinction) grades in all academic subjects
prescribed in the curriculum shall be included. A grade of 5.0 in a prescribed subject
shall disqualify a student from any academic honors
10. For degree holders taking another course in the University or transferees who have been
in residence therein for at least two years immediately prior to graduation and whose
GWA qualifies them for honors but fail to complete 76% of the required academic
units, a special distinction award will be granted as follows:
With Highest Distinction 1.00 to 1.20
With High Distinction 1.21 to 1.45
With Distinction 1.46 to 1.75
(Source: Scholarship Committee)
13. Candidates with honors must be endorsed by the College Council to the University
Scholarship Committee for verification and evaluation. Only those endorsed by the
College shall be considered.
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14. Attendance in general commencement exercises shall be required. Graduating students

who cannot join in the general commencement exercises shall secure permission from
their deans or their designated representatives at least 10 days before the activity.
15.Graduating students who are absent during the commencement exercises shall get
their diploma, or transcript of records from the Registrars Office, as long as they
comply with the provisions stated above and upon presentation of the receipts of
payment of the graduation fees and clearance.
16. Students graduating in summer or in the first semester shall have their names included
in the list of candidates for graduation for the second semester and hence, join the next
commencement exercises.
17. A students graduation is endorsed by the College Academic Council of the college
he/she belongs, approved by the University Academic Council and confirmed by the
Board of Regents (BOR).
Release Of School Credentials

1. Appropriate application forms and clearances are required in the release of school
credentials.
2. Transfer credentials such as Honorable Dismissal are released immediately to students
who have accomplished the necessary clearances. Release of a transfer credential is
considered a formal separation from and will not be allowed a readmission to the
university.
3. The diploma is distributed during the commencement exercises while the other school
credentials of students may be secured from the University Registrars Office upon
submission of the clearance.
11.2.2 Guidance Services

The University continues to provide services designed and implemented for the
purpose of helping each student develop in a healthy and positive manner to full maturity.
The Guidance Program unit of the university is tasked in delivering services concerned
with helping the individual student develop into the
person he is capable of becoming. Thus, the office provides Individual
Analysis/Inventory, Information Service, Counseling Service, Placement, Follow-up
Service, and Testing, Research and Evaluation. The specific objectives of each of the
services are as follows:
1. The Individual Analysis or Inventory Service intends to help the individual develop
into the person he is capable of becoming by providing a synthesis of information
that he can use to gain an understanding of himself.
The Information Service performs activities intended to assist the individual to
know and appreciate the real life in the world of work in which he is expected to function
1. in order to achieve and maintain a level of economic efficiency for himself and his
family. It helps each student understand the options that are open for him in
education, training and occupational pursuits.
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2. Counseling, being the heart of the guidance program, is designed to help the
individual reach optimum growth and development as a person capable of self-
direction, sound decision-making, and self-understanding.
Appropriate and pro-active intervention programs are adapted by the
university to ensure that every students need for guidance and counseling and
psychosocial services may be provided in a timely manner (CMO No. 9, s. 2013).
These include:
a. Peer volunteerism wherein people with the same shared experience provide
knowledge, experience, or emotional, social or practical help to those in need. This
is an initiative consisting of trained individuals volunteering to support students
with specific or multiple needs to provide practical advice and guidance.
b. Peer facilitating is a program of trained and available students to help identify
an issue, mediate a conflict or just provide a supportive ear. Strict confidentially
is observed in order to support the helping process in the areas of academics, social,
emotional issue, peer conflicts or family concerns.
4. Placement, Follow-up, Testing and Evaluation Services aim to help each student bridge
the gaps which he faces as he is moving from one role (e.g. student) to another (e.g. worker),
progressing toward the stage of full occupational maturity. Followup service is a part of
the developmental process. It provides assistance to each individual after he leaves the
university. Testing is conducted at the University Psychological Testing Center (UPTC)
and administered by the University Psychometrician to appraise students abilities,
aptitudes, personality and interests. It is through the Evaluation Service that accountability
is established and program goals are monitored and measured.
11.2.3 Scholarships and Financial Assistantship

The Office of Student Assistantship and Scholarship has the following functions:
1. Implement policies and procedures on student assistantship, loan, financial assistance
program, and special program for employment of students.
2. Generate/source fund to support the schooling of students who are financially needy
but scholastically qualified.
3. Provide preliminary assessment of and appropriate recommendations to applications
for nominations for student assistantships, loans and others.
4. Monitor and coordinate various services of the SAO.
5. Perform other tasks related to student assistantship and scholarship.
Scholarships
The University offers several scholarships for academically talented students, and
financial grants sponsored by public agencies and private groups and individuals for poor
but deserving students. Criteria and guidelines differ depending on the sponsoring agency.
The scholarships and grants are as follows:
Academic Scholarship
Entrance Scholarship. This is awarded to those who graduated as valedictorian
(with highest honors, salutatorian (with high honors) and first, second and third honorable
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mention (with honors).

Valedictorians and salutatorians must come from graduating classes with an
enrolment of at least 50 students. Scholarships to other honor graduates in the order of
their ran from the same class are given for every additional 50 graduates. These facts must
be certified by the head or principal of the school where the students came from.
Specifically, the following are to be followed in granting entrance scholarship:
Honors received Number of Benefits
graduates
Valedictorian/with highest honors 50 Free tuition fee
Salutatorian/ with high honors 50 Free tuition fee
First honorable mention/ 76 Free tuition fee
with high honors
Second honorable mention 126 Free tuition fee
Third honorable mention 176 Free tuition fee
University and College Scholarships

University Scholarship is awarded to a student who obtains a general weighted
average (GWA) of 1.45 to 1.00 in a semester. He enjoys free tuition fee and a stipend of
Php 3,000.00 for the semester.
College Scholarship is awarded to a student who obtains a general weighted
average (GWA) of 1.75 to 1.46 in a semester. He enjoys free tuition fee and a stipend of
Php 2,000.00 for the semester.
Other Scholarships/Grants
MMSU Freeship is availed by children and spouse of permanent faculty members
and personnel who have served continuously for a period of not less than five (5) years in
the university.
The grantees enjoy free tuition fee on initial enrolment and renewable every
semester provided he/she passed at least twelve (12) units or three-fourths of the total
number of units enrolled in the previous semester.
Cultural Study Grant is awarded to member of the Cultural Troupe and University
Band. they enjoy free tuition fee.
Athletic Study Grant is awarded to athletes who have competed in regional
athletic competitions. Tuition fee exemption is based on the highest medal won as
follows:
Medals Won Tuition Fee Exemption
Gold 100%
Silver 75%
Bronze 50%
University Student Council (USC)/ Student Council (SC) Grant

Free tuition fee privilege is given to USC officers formerly known as Central
Student Council and College Student Council Presidents as per CSC Resolution No. 3, s.
2001 as presented in Board Resolution No. 472, s. 2001.
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Student Assistantship shall be in accordance with the existing policies and guidelines
of the university. College students may apply provided they meet the following
qualifications:
1. Must be currently enrolled at the time of application
2. Must not have any failing grade during the previous semester.
3. Parents annual income shall not be more than one hundred thousand
pesos (Php 100,000.00). However, priority is given to those with lower income.
4. Must be of good moral character
Other Assistance Provided To Students
Student Labor
A student can be employed in the university as student laborer during semestral
break or during summer. To qualify as a student laborer, the student must not be enrolled
at the time of employment and must meet the following:
1. The combined net income tax of parents does not exceed the latest
annual regional poverty threshold
level for a family of six (6) as determined and provided
by the National Economic and Development Authority (NEDA); and
2. At least obtained an average passing grade during the previous
semester/last semester attended.
Special Program for Employment of Students (R.A. 9547) Republic Act 9547 states that
a student may apply for employment under the Special Program for Employment of
Students (SPES) provided he/she meets the following qualifications:
1. At least 15 years of age but not more than twenty five (25) years old;
2. The combined net income of parents does not exceed
the latest annual regional poverty threshold level for a family of six (6) as
determined and provided by the
National Economic and Development Authority
(NEDA); and
3. At least obtained an average passing grade during the
last semester attended.
Any dependent of displaced or about to be displaced workers due to business
closure or work stoppages as reported
by Department of labor and Employment (DOLE), may also apply under SPES provided
he/she meets the qualifications.
Student Mutual Aid
As per Central Student Council (CSC) Resolution No. 13, s. 2004-2005 as approved
by Board Resolution No. 780, s. 2006, collection of twenty five pesos (Php 25.00) from
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every student upon enrolment be put in a special fund called Mutual Aid Fund (MAF).
As provided by the approved guidelines, death aid benefit is given to the bereaved
family in case of death, the assistance of five pesos (Php 5.00) per student will be withdrawn
from MAF multiplied by the total number of paying students.
In case of accident, the medical fees shall be reimbursed to a maximum of five
thousand pesos (Php5,000.00).
Medical assistance for a maximum of five thousand pesos (Php 5,000.oo) shall be
given to students who undergo immediate medical operation as provided in the amendment
of the IRR of Student Mutual Aid Fund of the Central Student Council as approved through
Board of Regents Resolution No. 1133, s. 2011.
Student Insurance
A student pays upon enrolment during the first semester the insurance fee, amount
of which depends on the insurance provider as identified by the University Student Council
(USC) in consultation with the students. The insurance coverage is one year and entitles
the student group accident insurance benefits.
11.2.4 Student Organizations and Publication
The Office of Student Activities and Publications is expected to:
1. Provide preliminary assessment and recommendations pertaining to the application
of student groups for recognition.
2. Implement policies and procedures concerning operations of recognized student
organizations.
3. Monitor and coordinate activities of student organizations.
4. Promote joint or collaborative activities between and among student organizations;
and
5. Perform other tasks related to student organizations and activities.
Guidelines on Student Organization
General Policies
The establishment and operation of student organizations in all colleges/units at
Mariano Marcos State University are governed by the rules and regulations established by
the Office of the Student Services and Development (OSSD) and approved by the BOR,
as contained in the guidelines governing student organizations.
I. Authority to Operate: Students desiring to establish, join and participate in student
organizations on campus shall do so as a right subject to regulations promulgated by
the University through the OSSD in return for recognition by, affiliation with, and/or
support from the Director of Student Affairs.
II. Supervision of Organization Activities: It shall be the responsibility of the Director

of Student Services and Development and the Chief of Student Organizations and
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Publications to supervise and regulate the operations as well as the activities of all duly
recognized student organizations in cooperation with/or through the Student Activities
Coordinators. This is for the purpose of providing needed guidance resources and
efforts towards the attainment of the goals and objectives as envisioned in their
respective constitution and by-laws.
III. Application:
A. New Organizations. Any group of at least twenty five (25) students may apply to
form an organization to OSSD. Their letter of application must be accompanied by
the following:
1. Constitution and By-Laws
2. List of elected officers of the current year
3. Proposed program of activities/projects
4. Name of the faculty/adviser with his letter of acceptance addressed to
5. Names, course curriculum year and signature of the founding members.
6. For interest clubs, a complete list of members.
B. Renewal of Recognized Organizations/Clubs. All the requirements under
new organizations except no. 1 unless there have been amendments of the Constitution
and By-Laws and no. 5 shall be filed with the OSSD together with a Letter of
Application for Renewal.
1. Deadline of filing is determined by the OSSD.
2. Late renewal and new applications later than the specified date shall not be honored.
C. Class and Section Organizations are not required to file application
for recognition. They shall be directly supervised by the teacher/instructor in-charge
including the Dean/Principal.
IV. Constitution and By-Laws: Each student organization shall have a Constitution and
by-laws which shall be duly ratified by the members. However, amendments thereof
shall be done as deemed necessary.
A. For distinction, school government in the elementary level shall be called GLESC; SBG
in the secondary level; SC in the tertiary level; GSSSC in the graduate
level; and Central Student Council (CSC), university-wide.
B. The Constitution and By-Laws of the Student Council should be in conformity with
that of the CSC serving as the umbrella organization.
C. Interest clubs may adopt provisions independent from that of the CSC.
V. Certificate of Recognition: The recognition of the student organization shall be a pre-

condition for its operation in the University. A corresponding Certificate of
Recognition shall be issued by the OSSD upon the recommendation of the Student
Affairs Coordinator and the Dean upon full compliance of the requirements herein
prescribed; however, such certificate shall be effective for one (1) school year only and
will have to be renewed each succeeding school year that the organization is in
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existence.
Certificate of Recognition shall be issued to the organization only upon evaluation of the
Constitution and By-Laws, Projected Activities and its Mission and Vision without
violating any rules of the University and the fundamental A. law of the land. The same
Certificate of Registration shall be a pre-requisite in the withdrawal of the Student
Body Organization (SBO) Fund.
B. A yearly renewal of registration or re-accreditation of all student organizations shall be
announced by the OSSD.
C. Any student organization that does not renew its registration shall be automatically
considered defunct.
D. Any student organization which has been granted institutional recognition and which
violates its own statement of purpose/constitution, or fails to comply with University
policies, is liable to revocation of their certificate of recognition after an investigation
to be conducted by the Chief of Student Organizations and Publication with the
approval of the Director of OSSD.
VI. Membership. Membership to organizations shall be determined by the
respective student organizations as embodied in their constitution and by-laws.
A. Membership to Student Council/SBG/GLESC is mandatory. Membership to academic
organizations is also mandatory to students who are enrolled in the academic subjects/
degree programs directly related to the organization. However, membership to interest
clubs is voluntary.
B. All organizations must issue membership forms/ID to their respective constituents.
C. Membership fees should not exceed one hundred pesos (P100.00).
VII. Election Procedures and Qualifications of Candidates:
Election procedures and filing of candidacy for any position in any of the
organizations shall be in conformity with the provisions of the constitution and by-laws
of that particular organization.
VIII. Student Activities
A. All programs of activities should be in line with the mission and vision of the
University focused on the following areas: educational, religious/ moral,
entrepreneurial, social services, infrastructure, cultural,
cleanliness/beautification/environmental concern and financial assistance.
B. Request to hold activities must be filed to the OSSD at least five working days before
the scheduled activity. For activities to be held inside and outside the campus, the
following procedures shall apply:
1. Secure Application Form to hold an Activity at the OSSD and fill out the form
properly. Request for use of campus facilities should be addressed to offices
concerned.
2. The signatures of the organizations representative and faculty adviser/Student
Affairs Coordinator/College Dean or High School Principal are pre-requisites. If
any of the three signatures is absent, the Director of Student Services and
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Development will not consider the application.

3. Submit the completed form in triplicate for the approval of the OSSD Director.
C. All student organizations must implement their proposed activities as approved by

OSSD.
D. Only the GSSSC, SCs, SBG and GLESC have the authority to impose and collect
fines. Organizations other than the SC, SBG and GLESC shall have the option to
impose fines in coordination with the aforementioned organizations. Fines should not
exceed fifty pesos (P50.00) per student per day.
E. No student activities should be conducted one week before the Mid/ Final examinations
to give time for the students to prepare for said examination.
IX. Fund-Raising Activities
. Any duly recognized student organization desiring to conduct fund-raising activity
should write a letter of application to OSSD addressed to the Director thru the Chief
of Student Organizations and Publication. For campuses outside Batac, the letter
should be forwarded to the Office of Student Affairs Coordinator in the campus
concerned. The letter should contain the following:
1. The nature and purpose of the activity.
2. The date, time and venue of the activity.
3. The manner in which the fund shall be used.
4. Names of students directly in-charge of the fund-raising activity.
N.B. An application for endorsement must be filed to the Office of the Mayor
where the activity will be held and the same will be forwarded to the Office of
the Governor for approval at least a month before the date of the said activity.
B. Raffles on campus shall be governed by the following rules:
Application to conduct a fund-raising activity must be filed to the OSSD at least a
week before the said activity.
The application to conduct a raffle for fund-raising must be accompanied by
required government permits.
The application should indicate the objects to be raffled, the price per ticket, the
drawing date, the time and the place to draw.
A time limit of one month is allowed to any organization to raffle off the given
objects. Any extension of time should be approved by the OSSD.
The list of winners must be posted in the bulletin boards in the Campus concerned.
C. All letters to be used for solicitation should bear the signatures of the President of the
Student Organization,
Adviser, SAC and the Dean. Solicitation letters should be properly and systematically
monitored. The solicitation of funds or merchandise from off-campus groups of
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Business firms requires the special permission of OSSD with the governors permit
indicated therein.
X. Posting And Announcements
A. All postings in and off campus should be endorsed by the SAC to the Dean
concerned. Postings include advertisements, commercial posters, assemblies and
announcement provided they are not contrary to laws and school policies.
B. Disallowed postings are advertisements from companies, political propaganda and the
like, and others that may be determined by the OSSD.
C. Each posting shall bear an approval stamp which bears an expiration date, usually the
day succeeding the last event indicated in a series or the day after an activity is set and
the signature of the SAC concerned.
D. Postings should be placed on prescribed areas and bulletin boards. Painted walls, doors,
posts windows, and trees should not be used for posting of any kind. Postings on said
areas will be removed and the organization concerned will be disallowed from putting
up further postings.
E. It is the responsibility of the organization to remove its postings after their expiration
date.
F. Students caught defacing, mutilating, or removing poster within their validation period
shall be subjected to disciplinary sanctions.
XI. Financial Report
All duly recognized student organizations shall submit to the
A. OSSD financial condition at the end of each academic year. This report shall be duly
verified and signed by the faculty adviser/SA Coordinator and College Dean or High
School/Elementary Principal. The Financial Statement is a prerequisite for application
for renewal. Failure to submit means non-renewal of recognition with the OSSD.
B. Withdrawal/disbursements of funds should be supported with a resolution indicating
the purpose, estimated cost and other pertinent information. The resolution should be
signed by the officers, noted by the adviser and the SAC.
C. All expenditures should be supported with official receipts, bearing the name of the
organization or club and specifying the item or items procured. For photocopied
materials, a brief description of the materials should be indicated. The number of
receipts should correspond to the number of expenditures.
D. The procured item should be inspected by the club auditor or another designated officer
and/or the adviser. Either or both should affix his/her/their signatures on the official
receipt to show that the item meets the required specification.
E. Petty cash vouchers and delivery receipts are not acceptable replacement of official
receipts. These should be supported with official receipts.
F. Reimbursement Expenditure Receipts (RER) are to be filled up properly, complete with
a witness. This is used only for items/services, which are procured/contracted from
peddlers/tricycle drivers, and others who do not issue official receipts.
218
G. Any project should be subjected to a canvassing process. At least three canvass forms
should be accomplished.
H. Upon turnover of the donated item, a deed of donation should be accomplished in
quadruplicate (Club, Dean, OSSD, Supply Office) and a memorandum receipt is issued
to the accountable officer/adviser.
I. Provisional receipts, which contain corresponding numbers should be issued if the club
collects membership fees, fines and contributions.
J. The financial statement should contain the available beginning balance, sources of
income, with a brief description of each, and expenditures. (e.g. membership fees
should indicate how many members and how much is paid by each.)
K. As much as possible, all money should be deposited in the bank under the name of the
club/organization or the president, treasurer and the adviser.
XII. Minutes of Organization Meetings/Accomplishment Report
Each organization should maintain and keep a record book containing therein
minutes of meetings and resolutions discussed by the officers themselves during the
official meetings. The record book shall be included in the Annual Accomplishment
Report which shall be submitted to the OSSD at the end of each academic year.
The Accomplishment Report is also a prerequisite for recognition with the OSSD.
The report should contain all pertinent documents related to the performance of the student
organizations within the academic year. It should bear the signatures of the adviser/s, SAC
and the Dean.
XIII. Terms of Advisership
Student officers, through election, select their adviser/s from the list of nominees
endorsed by the Dean. The selected adviser can only serve the same organization not
exceeding two consecutive terms unless no other faculty member is available for said
position. There should only be one adviser per student organization. However, two or
more advisers may be allowed in
the elementary and high school levels as deemed needed. In the case of the Student
Council, the officers may opt to have two advisers.
XIV. Officership to Major Organizations
Dual positions or officership in major organizations namely: Student Council,
Central Student Council and Sirmata is highly discouraged. A student should not assume
two major offices at the same time. This is to eliminate conflict of interest and to maximize
the involvement of the student officer to one organization only.
XV. Use of Campus Facilities
Recognized student organizations through their organization President or
authorized representatives may avail of campus facilities for their club or class activities
but only after securing the endorsement of their respective
Dean/Director/Chairman/Principal addressed to the officer or administrator in-charge of
the facility.
XVI. Evening Activities
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Student activities that are held in the evening should be properly arranged and
scheduled with the Adviser, SAC and the Dean with the subsequent approval of the OSSD
Director.
NOTE: Considering the distance of outside campuses from the main campus, CTE, COT,
CASAT, CAF-Dingras Student Affairs Coordinators are given the permission to
recommend to the Dean/Director of the college/unit for approval of any student
activity and others contained in this operational procedures. Copies of said
activities must be furnished to the OSSD for file purposes.
11.2.5 Psychological Testing Services
The testing service is designed to obtain valuable information concerning the
psychological make-up of the students in terms of mental ability achievements, interests,
aptitudes and personality characteristics which in turn leads to improvement of instruction
and adjustment.
The University Psychological Testing Center (UPTC) administers the testing
service through a variety of standardized test materials. The test results serve as a basis in
the functional implementation of guidance services and in decision-making in terms of
admission, recruitment and selection, and placement purposes.
The testing service aims to benefit students, faculty and administrators, guidance
counselors, personnel and the graduate school. For students, the testing service aims to
assist students for a better understanding of themselves as unique persons; help them in
assessing their strong and weak points/traits; guide them in their everyday decisions,
specifically career decisions; and orient them with the tests usually given in companies and
industries. For faculty and administrators, it aims to select the students for admission and
educational placement; assess students general intelligence, aptitudes, progress and
achievement; provide a profile of individual performance and others for comparison and to
diagnose/predict individuals performance, motivation, attitudes and interest. For guidance
counselors, it aims to gather data on the progress of development of students. For the
graduate school, it will familiarize the graduate students on the different types of
psychological tests and their various uses and train graduate students in administering,
scoring, and interpreting different kinds of psychological tests.
11.2.6 Student Conduct And Discipline
Basic Discipline
Students shall observe, at all times, the laws of the land and the rules and regulations
of the university.
No disciplinary proceedings shall be instituted except for conduct prohibited by laws
or by the rules and regulations promulgated by the duly constituted authorities of the
university.
When a student is accepted in any college or unit of the university, a binding contract
is established between him and MMSU whereby both agree to conform to the laws of the
land and to the rules and regulations of the university. Upon his registration, the student
assumes all his duties and responsibilities toward the country, the university, the college or
unit where he belongs, the university personnel and his fellow students.
Academic Dishonesty
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A student who has committed dishonesty may be placed on probation, suspended

or expelled in any of the following acts depending on the gravity of the offense
1. Plagiarism such as a) submitting a term paper, examination or thesis written by another;
b) failure to give credit in a footnote or citations for ideas quoted from another.
2. Cheating in examinations or aiding another to commit any dishonest act.
3. Forgery, misrepresentation, or misuse of documents, records or identification cards in
the university.
(Ref. Information Bulletin AY 2013-2014)
Jurisdiction
All cases involving discipline of students under these rules shall be under the
jurisdiction of the college/unitss Disciplinary Board.
There shall be a University Review Board (URB) composed of a chairman who is a
lawyer or one who has a legal background and at least two members from among the staff
of the university and an officer of the Central Student Council (CSC). All other members
who shall serve for a period of one year shall be appointed by the university president at
the beginning of the school year.
Filing of charges
A disciplinary proceedings shall be instituted muto propio by the appropriate
authority upon the filing of a written charge specifying the acts or commission of any
violation of existing rules and regulations.
Preliminary inquiry
Upon receipt of the complaint or report which should be under oath, the college
disciplinary board shall determine whether such complaint or report is sufficient to warrant
formal investigation. Notice to the respondent/s during the preliminary investigation may
be waived. In cases where the complaint or report is found sufficient, formal charge/s shall
be filed and served upon each respondent.
Answer
Each respondent shall be required to answer in writing within three days from receipt
of the charge/s.
Notice of hearing
All concerned parties shall be notified at least two days before the date of hearing.
Notice to counsel of record or duly authorized representative of a party shall be
considered sufficient to such party.
Hearing
Hearing shall begin not later than one week after receipt of the respondents answer or
after expiration of the period within which the respondent shall answer.
No hearing of any case shall last beyond one calendar month.
Failure to appear in hearing
In case either complainant or respondent fails to appear at the place set for the initial
221
hearing, the hearing can proceed ex parte without prejudice to the partys right of
appearance in subsequent hearings.
Postponement
Request to postpone a hearing may be granted to a party for good reason. However,
not more than three postponement requests shall be allowed.
Investigation report
The college or units Disciplinary Board shall forward to the concerned dean or
director, within 15 days after the termination of the hearing, the complete record of the case
with its report and recommendations. The report, signed by all the members of the Board,
shall state the findings of the fact, conclusions and recommendations and the specific
regulations on which the decision is based.
Decision of the dean/director
The dean/ director shall render a decision within five days after receipt of the
investigation report. The decision, other than expulsion, permanent disqualification from
enrolment, or suspension of more than 30 calendar days shall become final, executory and
unappealable.
Review of the URB
The decision of the dean which involves the penalty of expulsion, permanent
disqualification from enrollment, or suspension of more than 30 calendar days shall
automatically be submitted to the URB for review.
The URB shall review all pertinent documents and evidences of the case. The Board
shall render a decision within 15 days after receipt of all documents, evidences and decision
of the dean.
The decision of the Board shall become final and executory 10 days after receipt of the
decision by the respondents, unless an appeal to the president is filed. The decision of the
president shall become final and executory.
Re-hearing of the case
The URB may conduct another hearing of the case based on newly-found evidences
presented by any concerned party which was not available during the first hearing.
Appeal to the university president
In all cases in which the decision of the URB has not become final, the respondent may
file an appeal with the office of the president 10 days after receipt of the decision.
Action of the University President
An action of the president regarding the appeal from the decision of the URB shall be
rendered within 10 days after receipt of the appeal. Decision of the president shall be final.
Rights of the Respondent
Every respondent shall enjoy the following rights:
To be subjected to any disciplinary penalty only after the requirements of due process
shall have been complied with.
To be convicted only on the basis of substantial evidence, the burden of proof being
with the person filing the charge.
To be convicted only on the basis of evidences introduced during the proceedings or
222
of which the respondent has been properly appraised and given the opportunity to
rebut the same.
To defend himself personally, or by counsel, or by any representative of his own
choice.
To enjoy all rights and privileges as a student, pending final decision on the charges
against him subject, however, to the power of the URB to order his preventive
suspension for more than 15 days where suspension is necessary to maintain the
security of the university.
Records
All proceedings of the colleges/ units Disciplinary Board shall be recorded. Such
records are confidential, that is, no person shall have access to these, unless he has a legal
right. Any official or employee of the university who violates this rule shall be subjected
to disciplinary action.
Effectivity of decision
Decision shall take effect as provided for in these rules as long as:
That final decisions of suspension or dismissal rendered within 30 days prior to final
examination, shall take effect during the semester immediately subsequent to the
semester or summer in which such decision was rendered.
That when the respondent is graduating, the penalty shall take effect immediately.
Grievance Procedures
A grievance reported orally is considered informal and should be settled informally.
Only written, duly signed, and notarized complaints become formal which require a formal
procedure for settlement.
All proceedings (complaints, answers, findings, and recommendations, decisions, and
excerpts of proceedings) shall be in writing and signed by all parties concerned. All records
shall be in the possession of the Vice President for Academic Affairs.
The following procedures should be followed in cases of complaint:
Individual complaint
against a faculty member
1. The student consults the concerned faculty member and explains his written complaint.
2. If the student feels he has not obtained the necessary action, he sees the department
chairman.
3. If still he has not obtained the necessary action, he sees the college dean who must
investigate the matter objectively from both sides.
Class complaint
against a faculty member
1. At least 50 percent plus one of the class submit a duly signed formal complaint to the
department chairman of the college. A committee composed of three chosen byathe
class must see the department chairman who has 48 hours to investigate and solve the
223
complaint.
2. If the students feel that their complaint has not been acted upon after the prescribed
time, the class representatives will present their written complaint to the dean who has
48 hours to investigate and settle the complaint.
3. If the students still feel that no action has been done after the prescribed time the class
representatives shall present their written complaint to the Vice president for Academic
affairs who will designate, in 24 hours, A Student Grievance Committee composed of
the following:
Official representative of the College Faculty Association
Two student representatives;
A senior member of the concerned department
A third party mutually acceptable to the students and the respondent faculty
member.
4. The Committee must render its decision after 72 hours of investigation and submit its
recommendations to the Vice President for Academic affairs from which he will base
the decision.
A Students Complaint Against a Dean or Director
1. The student forwards the written complaint to the dean/director concerned who must
acknowledge receipt of the complaint in writing. The dean/director has 72 hours to
settle the complaint.
2. If the student feels that action has not been done after the prescribed time, he shall
present his grievance to the Vice President for Academic affairs who has 48 hours to
investigate and settle the complaint
11.3 Information Technology Services

11.3.1 Brief Background
The Information Technology Center (ITC) provides centralized computer laboratory

services, training assistance, information system development and deployment,
information technology consultation, network and connectivity management services, and
repair and maintenance services to the various units and colleges of the university. It is
manned by professionally qualified information technology personnel. At present, the
center is located at the east wing of the University Library System Building ground floor.
11.3.2 Goals of the ITC
To attain the vision and mission of the University, ITC targets to:
1. provide a venue for students and faculty for the acquisition of IT skills and
experience through laboratory works.
2. provide well-engaged IT services, technical support, and maintenance to the
University.
3. develop in-house IT applications for streamlining traditional processes into a more
effective and dynamic ways of delivering processes and services to the students,
faculty, staff, and alumni.
224
4. provide persistent training and support for the University constituents for improved
productivity.
5. give valuable recommendations and support on purchasing, acceptance, and
disposal of IT hardware and software for the various colleges, units, and offices of
the University.
11.3.3 Structure of the ITC
The Center is headed by a Director who directly reports to the Vice President for Research
and Extension. The center is sectioned into two namely Software and Hardware sections.
The software section is headed by the Information Technology Officer with two computer
programmers. They are in-charge of the applications and system development activities
including the management of the servers and the databases. The hardware section is headed
by a Computer Maintenance Specialist with one computer operator and two laboratory
technicians/assistants.
Other committees are formed to assist in managing the IT activities, programs, and
initiatives of the university. These are the Evaluation and Validation Committee and the
Web Content and Development Focal Persons.
11.3.4 General Services of the ITC
1) Provision of Centralized Computer Laboratory Utilization
The ITC prepares and arranges computer laboratory schedules in coordination with
the concerned colleges or units users. It monitors the offering of computer subjects that
require laboratory classes and research activities. These classes or activities are guided by
laboratory guidelines and regulations for proper computer, IT equipment, and laboratory
utilization.
At present, the Center operates seven computer laboratory rooms. Seven including
an Internet Room are located at the University Library and one laboratory at the CBEA
Building. Also, two iHUB rooms were set-up at the CBEA CHED Building. Each of these
laboratory rooms has 20-25 computer units except the Internet Room having 15 units. Four
laboratory rooms house 80 newly purchased computer units. Twenty used computers
replaced by the newly purchased were relocated at the University High School for the use
of the Science High School students specifically for programming subjects.
The ITC conducts the following activities:

Prepares and arranges schedules of computer subjects in coordination with the
different colleges concerned.
Monitors curricular offerings of computer subjects of the different colleges
and units.
Establishes guidelines and operational procedures on computer laboratory
utilization.
Identifies software both licensed and open source to be installed in the
computer laboratory rooms.
Regulates the use and utilization of IT equipment at the ITC in accordance
with the existing University Guidelines on Equipment Rentals.
225
2) Provision of Training and Offering of ICT Short Courses
The ITC assists in the conduct of computer related seminars, trainings, and
conferences sponsored by the University and partner organizations. Aside from this, the
ITC in coordination with the ICT Group of Mariano Marcos State University offers ICT
courses on per request basis. At the moment the ICT Group of MMSU is composed of
computer faculty and staff whose task and interest were along utilization of computer and
IT related equipment.
Also, the Center provides computer equipment and facilities for trainings requested
by the various colleges, units and offices provided the request is approved by the University
President. Outside entities and partners that have funding support may also avail of the ITC
facilities in accordance with the existing University Policies and Guidelines on Rentals.
3) Information System Development and Deployment
System development and deployment is a major function of the ITC. It maintains a

farm of 13 servers for the University web page/site, web mail, database, and other
information systems utilized as transactional processing and specific information systems.
End-user requesting for web page/site, application, or information system design

and development shall fill-out or accomplish the Software Development Request Form
duly approved by the ITC Director, the Vice President Concerned, and the University
President.
4) Network and Connectivity Management Services
The ITC hosts the Internet connection of the University via a Leased Line or
Dedicated Internet Access (DIA) with 14 MBps bandwidth. This connection provides
internet access to the various colleges, units, and offices of the university. At present, the
University Library System Building, College of Agriculture and Forestry, and the
Ferdinand E. Marcos Hall (Administration Building) are connected through local area
network (LAN) over wide area network (WAN) using fiber optic. Also, the Center
administers the utilization of wired and wireless connections.
Other colleges such as the College of Engineering, College of Arts and Sciences,
College of Business Economics and Accountancy, University Training Center availed of
either Digital Subscribers Leased or wireless/broadband connection.
The ITC regulates the following:

Provides assistance to requesting offices or colleges on desktop publishing
operation such as generation of programs and certificates, and other jobs which
require the use of computer-based method of presenting information such as
text graphics, and sounds with emphasis on interactivity.
Provides security of the servers including the data and information stored
therein.
Provides schemes for the filtering of the four types of information to avoid
network traffic and to reduce misuse of web information.
226
However, if a site is essential or needed in the conduct of instruction, research,

extension, and production, the site may be opened within a specific period. The maximum
number of days however is five. To avail of this service, the following shall be followed:
1. The user must accomplish a form indicating the URL of the site, duration, and
the reasons such request. The request must be recommended by the concerned
dean, head of units, or chief of office and approved by the Director of ITC.
2. The user needs to wait within 24 hours after the approval of the request due to
propagation time required by the server.
3. The site will be terminated automatically after the specified duration.
4. If there is a need for an extension on the use of the site, a separate request shall
be required.
5) Repair and Maintenance Services
To harness and maximize the utilization of ICT equipment and peripherals, the
Center provides repair and maintenance services to the various colleges, units, and offices
of the University. The Center has two regular personnel and two contract of service staff
involved in the repair and maintenance activities such as:
Conducts routine check-ups and maintenance of computer units in the

University and other requesting offices.
ITC conducts regular check-ups, inspection on all its equipment & facilities on
a regular basis (weekly, monthly and per semester).
The center assigns one mobile and regular computer technician who takes
charge of trouble shooting, repairs and maintenance including software
installation and upgrading of computer and accessories.
Aside from the inspections conducted at the center, a yearly inventory of the
physical properties (equipment/accessories) is conducted by the supply office
to determine the physical condition of the equipment/accessories.
11.3.5 Laboratory Guidelines, Rules, and Regulations
The following guidelines, rules, and regulations are to be followed when using any
of the IT equipment, accessories, and facilities
1) Guidelines on the proper use of computer equipment

1. Do not expose the machine to water, rain, moisture, and excessive sunlight.
2. Do not spill liquid to the machine.
3. Do not push any objects into the machines opening.
4. Do not place the machine near or over sources of heat such as heater or radiator.
5. Do not block or cover ventilating opening with any material. The opening and
slots on the cabinet provide necessary ventilation. The unit should never be
enclosed or built-in unless adequate ventilation is provided.
227
6. Do not remove cover to try to service the unit. Servicing of any nature should
only be performed by authorized personnel.
7. Do not attempt to service this yourself as opening or removing covers may
expose you to dangerous voltage or other hazards.
8. Do not forget remove the AC power cord after using.
9. Do not connect to any other frequency and follow all the warnings and
instructions marked on the product. The voltage ratings and related frequency
are presented on the rear side of the product.
10. Do not tamper or damage any of the licensed and property stickers attached to
the machine.
2) General Computer Laboratory Guidelines

1. All computer units are for official use only. All users are required to fill-up the
utilization form when using any of the ICT equipment.
2. All classes should be officially arranged at the ITC office prior to conduct of
classes
3. Students are not allowed to enter the laboratory rooms without their IDs and
without their professor.
4. Smoking, drinking, and eating inside the computer rooms is strictly prohibited.
5. All users/operators should seek permission from the ITC staff before using any
of the facilities or equipment.
6. Users/operators are advised to provide their own working storage and seek
permission, scanning first before using.
7. Silence and cleanliness should be strictly observed.
8. Inform the ITC staff should there be any malfunction.
11.4 Medical and Dental Services
The Medical and Dental Services aim to achieve and maintain optimum health of the
entire university populace. It is purely a service for the care of non-emergent, non-
admissive, acute and chronic cases. It is also an area for consultations for all mixed
patients, follow-up cases, immunizations, and minor surgeries exclusively for MMSU
constituents.
The Medical and Dental Services aim to:
1. Render more efficient health services to the MMSU staff and students.
2. Manage and treat chronic and acute non-admissible clients.
3. Continuously improve the competency of medical/dental clinic staff to optimize their
role as medical health care guardians.
4. Maintain a complete medical and dental file of students and MMSU constituents.
5. Provide effective health monitoring for the entire school populace through regular
campus visits to conduct medical and dental consultations.
6. Integrate and link with other health units, departments and other institutions.
7. Assure and maintain quality central mechanisms for relevant, appropriate, effective
and efficient care rendered to clients.
8. Function as health promotion and prevention center.
9. Make the health services unit more productive.
10. Encourage medical research activities.
228
11.5 Security and Monitoring Services
The MMSU Security and Monitoring Unit provides security and safety to all
students and personnel. It serves as a contact person/party in cases of
emergencies anytime of the day. It helps in the maintenance of cleanliness and
order of the MMSU environment. It enforces traffic rules and regulations within
the campus. It also keeps the university free from both smoke and noise
pollution.
11.6 Food Services
To provide the students access to the food services of the university, canteens
and cafeterias are located in the administration building and in the different
colleges/units. The services are under the supervision of the Auxiliary unit of the
university. Aside from this, the MMSU Development Cooperative also provides
for food and consumer services for students, staff and visitors. The stores and
canteen are located at VO-Ag at the Batac campus and at the College of Teacher
Education in Laoag City.
11.7 Accommodation and Housing Services
The university provides for residence halls located in Batac and the College of
Education campus in Laoag City. These are well-equipped, and are maintained
and managed by dormitory managers who extend supervision and counseling
services to dormitory occupants. Occupants are assured of a safe, sound and
conducive environment for studying at very affordable price.
Aside from catering to regular dormitory residents, the Magnolia Residence Hall
located at the College of Teacher Education offers the International Friendship
Wing which provides well furnished air conditioned rooms for foreign students
and guests. Residents can also prepare their meals at a common kitchen
exclusively available for occupants.
The residence hall in Batac caters to both male and female occupants in separate
buildings. A canteen is found at the first floor of the male hall to provide meals,
snacks and small grocery items for occupants.
Security guards are also detailed in the campuses to ensure the safety of the
occupants. Some faculty members who stay in the residence hall help the
dormitory manager in overseeing the health and proper adjustment of occupants.
11.8 Sports and Socio-cultural Services
The Center for Human Movement Studies (CHUMS) located at the basement of
Teatro Ilocandia prepares and implements programs with ultimate aim of fostering
the spirit of unity, camaraderie, cooperation and sportsmanship among students
and athletes of the university. It supervises intramural activities, university-wide
games and other athletic events to discover and develop students who are endowed
with skills and talents in sports and performing arts. Likewise, the office plans for
activities that could enhance students consciousness and interests in sports. It also
offers extension services every summer to sports enthusiasts in swimming, lawn
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tennis, basketball, taekwondo and volleyball.
The university has the following facilities: Teatro Ilocandia, University Function
Hall and University Training Center where socio-cultural activities are held,
tennis courts, basketball court, athletic oval, covered court and an Olympic-sized
swimming pool. The swimming pool is found at the campus of the College of
Health Sciences and is open to swimmers at reasonable fees.
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MARIANO MARCOS STATE UNIVERSITY

Printed and published by:

1.0 Historical Background 1

2.0 Organization and Governance 2

3.0 Human Resources Policies 24

6.0 Administrative Management Services 83

7.0 Financial Management Services 125

8.0 Research Services 129

9.0 Extension Services 155

10.0 Income Generating Services 165

11.0 Other Services 190

In the interest of efficient and

This manual includes policies and

The policy statements provide the guiding principles or practices

1.0 Historical Background

1.1 Brief History

A world-class university dedicated to the development of virtuous human resources and

To develop globally competitive professionals and industry-ready graduates via various

University Core Values

Goals and Objectives

MMSU aims to:

Offer a wide range of academic programs at the certificate, associate, baccalaureate,

2.0 Organization and Governance

2.1 Governing Board

B. Powers and Duties of the Board

management, and to offer therein needed programs or courses in order to

C. Meetings/Sessions. The Board shall hold regular meetings or special sessions in

2.2 University Councils

College of Aquatic Sciences and Applied Technology (CASAT), College of Business,

2.4 The President Appointment, Power, and Duties

specified cases on his behalf by officers of administration or heads of

z) Reorganize the university structure subject to the provisions of its charter

Supporting documents should be submitted to the Board. This

is included in a budget previously approved by the board; provided

i. Conceptualize and recommend innovative approaches and strategies that

3. Prepare the Presidents Report to the Board of Regents;

c) Institute a definite program of supervision to keep the efficiency of

2. Financial Management Services

4. External Affairs and Partnership

5. Research and Development

a) Look for/create business opportunities for possible investments;

h) Direct the operation of the Business Assistance Center and do specialized

11. Center for Human Movement Studies (CHUMS)

f) Manage the universitys ICT network infrastructure (intranet), which

h) Sign purchase requests (PR) of construction materials and spare parts of

discussion or deliberation, forwards such concern to either the Administrative

University University President University

Task Force Committee

College Council Division/Directorate

2.7 Communication Protocol

3.0 Human Resources Policies

3.1 General Policies

2. Promotion. This is the advancement of an employee from one position to another

appropriate eligibility prescribed, in accordance with provisions of laws, rules, and

3.8 Employment and Working Conditions

8:00 am - 12 pm; 1:00 pm 5:00pm

3.9 Leave Availment

3.10 Salaries and Other Financial Incentives

basis. Employees membership takes effect upon assumption to duty pursuant to

RA 1616 Gratuity Retirement Law

3.13 Benefits, Incentives, Privileges, and Awards

Government employees on permanent status are covered by the

Retirement requires a specified age and a minimum