Citizens Charter Up Cebu - 12-5-2019 PDF

UNIVERSITY OF THE PHILIPPINES CEBU
CITIZEN’S CHARTER
2019 (1st Edition)
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I. Mandate
As the national university, a public and secular institution of higher learning,

and a community of scholars dedicated to the search for truth and knowledge
as well as the development of future leaders, the University of the Philippines
shall perform its unique and distinctive leadership in higher education and
development.
The University shall:
Lead in setting academic standards and initiating innovations in teaching,
research, and faculty development in philosophy, the arts and humanities, the
social sciences, engineering, natural sciences, mathematics, and technology;
and maintain centers of excellence in these disciplines and professions.
Serve as a graduate university by providing advanced studies and
specialization for scholars, scientists, writers, artists, and professionals
especially those who serve on the faculty of state and private colleges and
universities.
Serve as a research university in various fields of expertise and specialization
by conducting basic and applied research, promoting research and
development, and contributing to the dissemination and application of
knowledge.
Lead as a public service university by providing various forms of community,
public and volunteer service, as well as scholarly and technical assistance to
the government, the private sector, and civil society while maintaining its
standards of excellence.
Protect and promote the professional and economic rights and welfare of its
academic and non-academic personnel.
Provide opportunities for training and learning in leadership, responsible
citizenship, and the development of democratic values, institutions, and
practice through academic and non-academic programs, including sports and
enhancement of nationalism and national identity.
Serve as a regional and global university in cooperation with international and
scientific unions, networks of universities, scholarly and professional
associations in the Asia Pacific Region and around the world.
Provide democratic governance based on collegiality, representation,
accountability, transparency, and active participation of its constituents; and
promote the holding of for a for students, faculty, research, extension and
professional staff (REPS), administrative staff, and alumni to discuss non-
academic issues affecting the University
II. Vision
A lead university in pioneering research, creative design, ICT-driven

innovation, responsible governance and community service in Central Visayas
and the global society.
III. Mission
UP Cebu promotes scientific, socio-economic, cultural and environmental
progress in Central Visayas, in the nation and the world through creative
instruction, research, intellectual productivity, and public service. UP Cebu:
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• offers accessible quality graduate, undergraduate, and continuing
education that will produce innovative, critical, nationalist, ethical,
gender-sensitive and socially responsible graduates who demonstrate
high levels of academic pursuit;
• conducts pioneering research, and develops novel and creative
technologies through transdisciplinary collaboration;
• applies products of knowledge generation, dissemination, and
intellectual productivity to improve social welfare; and
• ensures administrative efficiency in the delivery of excellent,
responsible service in support of learning, research, intellectual
productivity and public service.
IV. Service Pledge

We, the University of the Philippines Cebu (UPC) officials, faculty, REPS and
administrative employees, commit to extend to our clientele and stakeholders
the quality service anchored on the following values and principles:
1. Prompt and expeditious service

We ensure that the needs of our stakeholders who include the
students, professionals, and the community are addressed with
efficiency, quality, and promptness. We deliver teaching, research,
and extension work within the expected duration and expedite
services to maximize output and respond to other immediate needs
and other equally important obligations.
2. Commitment
We are committed to deliver academic services to our stakeholders
with high sense of quality, especially in the fields of computer
science, education, fine arts, industrial design, management, mass
communication, mathematics, natural sciences, and social sciences.
We strive to be the regional center for cultural, social, and human
development, and to deliver programs that improve our
stakeholders’ quality of living.
3. Just and fair

We endeavor to practice equitable and ethical decision making,
upholding basic human and civil rights for the greater good, in the
delivery of our academic services and scholarly learning activities,
in the conduct of research and dissemination of research outputs
and in serving and working with our communities and partners in the
alleviation of the quality of life.
4. Transparency
We abide by the principle of transparency, carrying out the basic
regulatory and mandated requirements, respecting the standards of
check and balance, ensuring a balance between maintaining
confidentiality whenever needed, and upholding openness where
accountabilities are concerned for the greater good and advantage
of the university and the country.
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5. Efficiency
We strive for ensuring that all our delivery of academic services,
research and dissemination and community extension and all other
academic support services are done within the expected and sound
utilization of resources and equipment. We endeavor and observe
zero waste and redundancy in pursuing the best possible alternative
and innovative methods in optimizing delivery of all services.
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V. List of Services
Office of the Chancellor
External Service
A. Request for collaboration/coordination/representations with 25
other government agencies
B. Attendance to CHED SUC evaluations 26
C. Approval of requests for collaborations, partnerships (with 27
contracts, TOR, MOA/MOUs)
D. Submission and Compliance of Reports to COA, CHED and 28
other Agencies
E. Approval for use of facilities -income generating projects of 29
students/partner institutions
F. Request to use campus facilities - rental of venue (other 30
agencies)
G. Request from Contractors - Construction of Buildings, 31
Variation Order, Installment , approval of BOQ, Site
Instruction (SI) , Time Extension
H. Request from contractors - Materials Submittal Sample 32
I. Request from contractors - Payment of Progress Billings 33
Internal Service
A. Endorsement to UPS for fellowships, faculty/staff 34
development, sabbatical, tenure, waiver of tenure rule, etc.
B. Approval of paper presentations funding request /research 35
grants
C. Student’s request for to Open Additional Subjects/Section 36
and Extension of enrollment
D. Student’s request for approval of student loan (SLB at 90- 37
99%)
E. Student’s request for funding 38
F. Student’s request to hold events inside the campus (with or 39
w/o concessionaires)
G. Student’s request for dialogue, request for alternative class 39
H. Approval of request for funding (administrative and academic 40
events)
I. Approval for the Release of Funds of API Proposals 40
J. Approval of API Realignment of Budget 41
K. Submission of Budget Plan Proposals 42
L. Submission of API Proposals 43
M. Approval of application to avail the Basic Extension Fund 44
(BEF)
N. Approval of request for authority to hire (administrative and 45
academic)
O. Approval of appointments, oath of office and notice of 45
action (administrative and academic)
P. Approval of requests for ALCs, RLCs, SLCs, CWLCs 46
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Q. Approval of Forms 67A, 67B, 67C, and DV for the payment 46
of overload honoraria of faculty
R. Approval of Request for Application for Leave (more than 47
10 days leave)
S. Approval of Payroll, DV and Checks 48
T. Approval of PR, PO, RMP, BAC Res., DV of all 49
procurements over 100K ABC
U. Awarding of Contracts (public bidding, infrastructure 50
contracts) - under P30M
V. Endorsement to Office of the President all contracts (public 51
bidding-infrastructure contracts) - above P30M
W. Submission of periodic reports to UP System 52
X. Approval for Official Travel Abroad 52
Y. Approval for Authority to Travel Abroad (Personal) 53
Z. Filing of court and quasi-judicial pleadings 54
AA. Approval of Disciplinary actions on complaints of 55
personnel/students
BB. Approval of Disciplinary actions on complaints of 55
personnel/students
Legal Office
External Service
A. Facilitating the Notarization of UP Cebu documents 57
B. Service of pleadings and other required legal documents to 58
judicial, quasi-judicial and administrative agencies
Internal Service
A. Issuance of pro-forma affidavits (e.g. Affidavit of Loss) 59
B. Legal Consultation 59
C. Render Legal Opinion 60
D. Contract Review 61
E. Drafting of pleadings, contracts and other legal documents 62
F. Representing UP Cebu in judicial, quasi-judicial and 63
administrative bodies/government agencies
G. Fact finding/conduct of investigations/grievance 64
Public Information Office
External Service
A. Managing UP Cebu website and other social media 66
platforms
B. Provide documentation for different events 66
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C. Organization of events 67
D. First responder of in the event of risk 67
E. Represent the agency at civic and professional groups 68
F. Layout designs or graphics 68
G. Answering Queries regarding the University 69
Internal Service
A. Managing UP Cebu website and other social media 70
platforms
B. Collecting data for Chancellor’s PAC Report 70
C. Develops guidelines on the dissemination of information 71
A. Processing of Letter Request for Funding Approval of 71
Disciplinary actions on complaints of personnel/students
Budget Office
Internal Service
A. Processing of Letter Request for Funding 73
B. Processing of Basic Paper (BP) 74
C. Processing of Purchase Request (PR), Contract of Service 75
(CoS), Job Order (JO), Authority to Hire/Fill and Request
for Overtime
D. Processing of Obligation Request (ObR) & Budget 76
Utilization Request (BUR)
E. Processing/ Generating of Reports 77
Ugnayan Ng Pahinungod Office
External Service
A. Gurong Pahinungόd Program (1) 78
B. Gurong Pahinungόd Program (2) 80
C. Buhay Pahinungόd Program 83
Office of the Vice Chancellor for Academic Affairs
External Service
A. Endorsement of requests for collaborations, partnerships 86
(with contracts, MOAs/MOUs)
B. Requests for dialogue or consultation (individual/group) 86
with the VCAA
Internal Service
A. Review and endorse requests of the colleges for authority 87
to hire, appointment of new faculty, renewal of appointment,
tenure, waiver of tenure rule
B. Endorsement of requests for fellowships and study leave 88
(new and renewal), sabbatical leave, sick leave of not less
than 5 months or 1 semester, foreign travels
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C. Endorsement of release of Research Grants, Faculty 89
Grants
D. Endorsement of requests to avail the Basic Education Fund 90
(BEF), Faculty Development Fund, UP System Research
Dissemination Grant, International Publication Award, etc.
E. Endorsement of payment for overload honoraria 90
F. Endorsement of requests for realignment of approved Line 91
Item Budget for API activities
G. Approval on behalf of the Chancellor, requests for 91
readmission due to LOA, PDQ, Delinquent Status, and
requests for extension of Waiver of MRR
H. Endorsement of requests for Alternative Class Learning 92
Experience (ACLE)
I. Endorsement of requests for extension of enrollment 93
J. Endorsement of requests for permission to hold student 93
organizations activities
K. Endorsement of applications for MOVE UP/COOPERATE 94
L. Submission of requests for data/reports 94
Office of the University Registrar
External Service
A. CHED Billing Report 97
B. Admission – New First Year, Undergraduate 99
C. Admission – Transferee 105
D. Cross-Registration and Special Students, Incoming 107
E. Cross-Registration, Outgoing 112
F. I Issuance of UP ID, for Faculty, REPS, Staff 114
G. Issuance of UP ID, for Faculty, REPS, Staff 116
H. University Clearance for Students 117
I. Request for Official Transcript of Records (OTR) 118
J. Request for Certifications 120
K. Issuance of Diploma 121
L. Verification and Authentication of Student Records 121
Office of Student Affairs
External Service
A. Testing (External) 125
B. Job Fair Service for Partner Companies 126
Internal Service
A. Guidance and Counselling 127
B. Testing for Faculty and Staff 128
C. Testing for Students 129
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D. Job Fair Service for Graduating Students 130
E. Student Inventory for First Year Graduate Students 131
F. Request for Certifications 132
G. Request for Clearance (Transferees and Graduates) 133
H. Request for Clearance (Readmission and LOA) 134
I. Student Financial Assistance (SFA) Online Application 135
(Socialized Tuition System) (New Students/Transferees)
J. Student Financial Assistance (SFA) Online Application 136
(Socialized Tuition System) (Upperclassmen)
K. Student Financial Assistance (SFA) Appeals 137
L. Request of PIN for SFA Application 137
M. Release of Stipend for FDS Grantees 138
N. Scholarship Application for Students 138
O. Renewal of Scholarship for Students 139
P. Release of Allowances for Scholars 140
Q. Application for the Kadaganan Fund 141
R. Donation to the Kadaganan Fund 141
S. Student Assistant (SA) Application for Students 142
T. Student Assistant (SA) Application for Requesting Offices 143
U. Release of Student Assistants’ (SA) Salary 144
V. Issuance of Mails 144
W. Application for Recognition of Student Organization 145
X. Request to hold Student Organization Activities Outside UP 146
Campus
Y. Request for Posting of Tarps/ Posters/ Statements inside 148
the Campus
Z. Dormitory Application 149
University Library
Internal Service
A. Registration to Access and Use Library Resources 152
B. Borrowing of Library Materials 153
C. Returning/Checking-in Library Books for Home Reading 154
D. Renewing Borrowed Books 155
E. Requesting/Paging Filipiniana and Reserved Books 156
F. Photocopying of Library Materials 157
G. Request to Use Discussion Table 158
H. Request Use of Computers to Access Library e-Resources 159
I. Digital Reference and Document Delivery 160
J. Issuance of Referral Letter 161
K. Signing of Library Clearance/Request Slip 162
L. Reference Assistance 163
M. Request for Library Orientation and Tour 164
N. Borrowing of Periodicals for In-House Use 165
O. Request to Use Computer to Access Internet 166
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Central Visayas Studies Center
External Service
A. Respond to regional government agencies’ 168
communications, letters of invitation to send participants in
workshops, requests for trainings and participation in
interagency meetings, and request for research-related
data
Internal Service
A. Facilitate multidisciplinary research on issues that concern 169
the Central Visayas
B. Facilitate UP System Enhanced Creative Work and 171
Research Grant
C. Facilitate and endorse UP System Research Dissemination 172
Grant
D. Facilitate and endorse UP System International Publication 173
Award
E. Facilitate UP Cebu Creative Work and Research Grant 174
Application (UPC CWRG)
F. Disseminate information and communication pertaining to 176
research sent by government agencies, NGOs, or private
organizations
G. Facilitate and endorse UP Cebu Research Dissemination 177
Grant
H. Provide answers to inquiries on research and research 178
related matters
I. Assess, Verify and Post Reported Publications/Creative 179
Work Output
J. Post Reported Research and Creative Work Presentation 180
K. Propose and conduct seminar-workshops (including API 181
Seminar-Workshops) and forums on research and
publication matters and different issues in Central Visayas
and the nation
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Office of Continuing Education and Padayon (OCEP)
External Service
A. Conduct of Trainings and Seminar 183
Internal Service
A. Processing of Basic Extension Fund (BEF) 184
B. Extension Activities Monitoring 185
Gender and Development
External Service
A. Provide Expertise for Gender Training and Other Gender- 187
Related Activities
B. Extend Technical Support for SIDLAK Gender Resource 188
Center 7 and Its Partners
C. Use of UP Cebu Infrastructure and/or Facilities for GAD 189
Mainstreaming Activities
Internal Service
A. Facilitate Gender Training and Other Gender-Related 191
Activities for UP Cebu Constituents
B. Use of Infrastructure and/or Facilities for UP Cebu GAD 191
C. Extend logistical support to UP Cebu students for GAD- 193
related activities
Teaching and Learning Resource Center
Internal Service
A. Opening of VLE Course Site, Creation of User Accounts 195
(Bulk Rental of ILC and TLRC AVR
B. Rental of ILC and TLRC AVR 196
C. Request for tutorials, seminars, and trainings 197
D. Equipment, Module, and Book Borrowing 198
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Office of the Vice Chancellor for Administration
External Service
C. Review and endorsement of requests for use of facilities, 200
vehicles and equipment (based on FPOC guidelines)
D. Application for Car Sticker 202
E. Approvals of requests for posting of recruitment ads, permits 203
for stalls, information sessions, etc.
F. Action on special requests of / or liaison with contractors for 204
various concerns (e.g. time extension, LD concerns, site
instruction, variation
G. Booking of Guests 205
Internal Service
A. Review and endorsement of requests for use of facilities, 206
B. Application for Car Sticker 208
C. Approvals of requests for posting of recruitment ads, permits 209
for stalls, information sessions, etc.
D. Endorsement and/or approvals of PRs, OBRs, DVs & POs 210
(below PhP100,000)
E. Signing of Cheques 211
F. Endorsement of Authority to Travel for Administrative Staff 212
G. Endorsement of MOAs / Project Contracts for Infrastructure, 213
with Cooperatives and other Service Providers
H. Endorsements of candidates for employment (HRMPSB) 214
I. Endorsement of materials use for infrastructure development 215
and maintenance
J. Endorsement of PPMP (Project Procurement and 216
Management Plan)
K. Approval of BAC recommendation for mode of procurement 217
L. Action on special requests of / or liaison with contractors for 218
M. Response and action to requests for consultations, 219
grievance and complaints on various concerns regarding use
of facilities, systems and processes
N. Endorsement of application of administrative personnel for 219
fellowships (i.e. FRASDP)
Accounting Office
External Service
A. Reassessment of Student Fees/Tuition Refund 221
B. Student Loan Application 222
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C. Certification Request 223
D. Withdrawal of Tuition Fee 223
E. Refund due to Dissolved Subjects 224
F. Deposit Refund (P100.00) 225
G. Voucher Pre-Audit and Processing-Stipend 226
H. Assessment for Rental of Facilities 226
I. Pre-Audit and Processing of LDDAP 227
J. Billing for Scholars 228
K. Inquiries and Consultation 228
L. Lost BIR 2306 and 2307 229
M. Voucher Processing Remittances of Withholding Tax 229
N. Filing of Annual Compensation Report 1604-CF 230
O. Status of Funds/ Financial Report 230
P. Bank Reconciliation Report 231
Q. Voucher Processing – NGW’s & Honorarium 232
R. Voucher Processing – Remittance 233
S. Issuance of BIR 2307- Lecturers & NGWs 234
T. Financial Reports 234
Internal Service
A. Pre-audit and processing of cash advance 235
B. Pre-audit and processing of reimbursement of travel 236
expenses
C. Pre-audit and processing of reimbursement for the payment 237
of hotel accommodation, meals, etc.
D. Pre-audit and processing of payment to Suppliers 238
E. Pre-audit and processing of payment to contractors 239
F. Creation of disbursement vouchers and processing of 240
payment of fixed utilities
G. Lost BIR Form 2316 241
H. Voucher Processing – Payroll 241
I. Release of BIR 2316 242
J. Voucher Processing – Liquidations 242
Cash Office
External Service
A. Collection of various payments. 245
B. Collection for rental of facilities, guesthouse 246
accommodation and dorm fees
C. Collection for payment of stale, lost and erroneous check 246
D. Issuance of checks to supplies 247
E. Release of checks to suppliers 248
F. Collection of various payments. 249
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Internal Service
A. Bond Application of Accountable Officers and Employee 250
B. Issuance of Checks 251
C. Release of checks/cash 251
Campus Maintenance Office
External Service
A. Reservation for Facilities and Grounds 254
B. Reservation of Vehicles 256
C. Job Order Request 257
D. Technical Support 258
E. Computation for Power and Water Supply 258
F. Concessionaire’s request for utilities 259
G. Rehabilitation of the Facilities (minor) 259
Health Services Unit
Internal Service
A. Medical Consultation 261
B. BP/ V/S monitoring 262
C. Request for diagnostic test, specialist, or admission referral 262
D. Request for Medical Certificate/ Fitness clearance for 263
scholarship or physical activity or training or enrolment (old
students)
E. Request for medical certificate for LOA (absence from class 263
or work)
F. Processing of eHope reimbursements 264
G. Signing of University Clearance 264
H. Processing of Medical for New Employees and Students 265
I. Request for Immunization/ vaccination 266
J. Dental Consultation 267
K. Dental Treatment 268
L. Dental Extraction 269
Human Resource Development Office
External Service
A. Issuance of Service Record as requested by separated 270
employees
B. Issuance of Certificate of Employment as requested by 270
separated employees
C. Recruitment, Selection and Placement 271
D. Submission of Quarterly Foreign Travel Report 273
E. Request for clearance by separated employees 274
F. Processing of retirement benefits of retired employees 274
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Internal Service
A. Issuance of Service Record as requested by UP Cebu 275
employees
B. Issuance of Certificate of Employment as requested by 276
separated employees
C. Certification of Leave Balances of Employees 277
D. Issuance of employees ID 277
E. Application for Study Leave/ Fellowships by a faculty/admin 278
staff / REPS
F. Learning and Development of Staff/REPS 279
G. Submission of Performance Ratings of Administrative Staff 280
and REPS
H. Application of Employees for Authority to Travel Abroad 281
I. On boarding of newly hired employees 281
J. Request for authority to fill-up vacant items 282
K. Rewarding and Recognition of Achievements of UP Cebu 283
Employees and Service Awards
Information Technology Center
Internal Service
A. UP Email Account Modification Service 285
B. New UP Email Account Creation Service – for Students 286
C. Computer Hardware Technical Support 287
D. Network Technical Support 288
E. Website (Content Management System) Setup 289
F. RED Cap Account Administration 290
G. WIFI Service Account Administration 291
H. PABX / Telephony Technical Support 292
I. Compute or Virtual Instance Service 293
J. Digital Repository / Backup Service 294
K. Information Systems and Application Support 295
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Office of the Campus Architect
External Service
A. End – user’s building space allocation and design 297
requirements.
B. Project construction implementations 298
C. Fit – out and materials approval 299
D. Progress billing 300
E. Project Close – Out 302
F. Bond Warranty 303
Internal Service
A. Bidding phase 304
Safety and Security Unit
External Service
A. Application for Car Pass Sticker 305
B. Visitors ID Pass Issuance 305
Internal Service
A. Providing Security for official School Activity 306
B. Facilitating in claiming of lost items 306
C. Incident Investigation 307
D. Safety and Security threat and risk Assessment 307
Supply and Property Management Office
External Service
A. Issuance of Opportunities posted at Philgeps 309
B. Provision of Request for Quotation 309
C. Provision of Purchase Order 310
D. Advertisement / Posting of Invitation 310
E. Delivery of Supplies/Materials 311
F. Pre – bid Conference 311
G. Preparation of Opening of Bids 312
H. Prepare Post – Qualification 312
I. Prepare Award of Contract 313
J. Drafting and Provision of Contract 313
K. Effectivity of Contract. 314
A. Provision of Abstract of Bids/Quotation 315

B. Provision of BAC Resolution 315
C. Drafting and Provision of Contract. 316
D. Inspection of Items/Equipment and Acceptance of delivery. 316
E. Issuance of Requisition Issue Slip. 317
F. Delivery of items/equipment 318
G. Conduct a physical count of supplies at the Central Store 318
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H. Report on the Physical Count of Inventories 318
I. Issuance of Property Acknowledgement Receipt 319
J. Issuance of Transfer of Property Plant and Equipment and 319
Semi-Expendables
K. Pre-Procurement Planning and Conference 320
L. Prepare Bid Evaluation 321
College of Communication, Art, and Design (CCAD)
External Service
A. Application to the Fine Arts Program (Certificate Program) 323
B. Suggestion from other stakeholders 324
Internal Service
A. Consultation services 325
B. Request for Authentication of Documents / Certificates 326
C. Request to use classrooms/facilities (outside of class 327
hours)
D. Suggestion from Students 327
E. Request for Official Travel Order 328
F. Application for Local Travel Order 329
G. Application for Research Load Credit 330
H. Application for Leave 330
I. Application for Leave Without Pay 331
J. Application for study leave 331
K. Application for Faculty Grant 332
L. Application for Research Grant 332
M. Application for Authority to Travel Abroad 323
N. Request to hire new faculty 334
O. Request authority to hire 335
P. Request for UP Cebu RDG and Release of RDG Fund 336
Q. Renewal of Appointment of Faculty 337
R. Request for UP System RDG Grants/International 338
Publication Award
S. Application for Faculty Clearance 339
T. Application for Fellowship Grant 340
U. Application for Plantilla Item 340
V. Application for Tenure 341
W. Application for Supplies 343
X. Request for Official Time 344
Y. Processing of Cash Advance (CA) 345
/Reimbursement/Liquidation
Z. Application for Merit Promotion 346
AA. Application for Automatic Promotion 347
BB. Request for Limited Practice of Profession 348
CC. Course Offerings 349
DD. Request for Faculty 350
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EE. Request for Official Data/Information 350
College of Science (CS)
External Service
A. Application to Graduate Programs 352
B. Admission Test for Non-Degree Program (leading to MS 353
Computer Science)
C. Enrollment in Non-Degree Program (leading to 354
MSComputer Science)
D. Request for Services (Consultancy, Assistance, Judge, 355
Speaker, etc.) from the College by External Stakeholders
Internal Service
A. Request for Local Travel Order 356
B. Request Funding for Travel 356
C. Nomination of Guidance/Advisory Committee 357
D. Application for Thesis Proposal Defense 359
E. Submission of Thesis Proposal Defense Result 361
F. Application for Thesis Oral Defense 363
G. Request for External Critic and Request for Appointment of 364
Critic
H. Request for Change of Panel Membership 365
I. Releasing of Thesis Panel Honoraria 367
J. Assist students in their Official Travel 368
K. Assist Students in their OJT 369
L. Application for OJT to College of Science 370
M. Borrowing of Laboratory Equipment (Chemistry, Physics, 371
Biology, Computer Science, and Stat)
N. Borrowing of Laboratory Equipment (Chemistry, Physics, 372
Biology and Computer Science) by non-College of Science
Parties
O. Student Department Clearance (Semestral) 373
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Office of the College Secretary, College of Science
Internal Service
A. Application for Absence of Leave (LOA) 374
B. Issuance of Permit to Cross-enroll 375
C. Request for Substitution of Courses 376
D. Application for shifting of program 377
E. Enrollment off incoming graduate students 378
F. Request for waiver of prerequisites 380
G. Enrollment of incoming undergraduate students 381
H. Validation of enrollment of continuing undergraduate 382
students
I. Application for overload 383
J. Enrollment of returning students from Leave of Absence 384
(loa
K. Enrollment for transferees 385
L. Enrollment of shiftees 386
M. Application for readmission and Waiver of Maximum 387
Residency Rules (MRR)
N. Request for True Copy of Grades (TCG)/certificate of 392
General Weighted Average (GWA)
O. Request for college/university clearance 393
P. Application for graduation 394
Q. Removal of grade of “Incomplete” (INC) or “4” 395
R. Validation of courses 396
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College of Social Sciences (CSS)
External Service
A. Suggestion from other stakeholders 399
Internal Service
A. Student Request for Consultation services 400
B. Request for Authentication of Documents / 400
Certificates
C. Student Request to use classrooms/facilities (outside 401
of class hours)
E. Request for Official Travel Order 402
F. Application for Local Travel Order 403
G. Application for Research Load Credit 404
H. Application for Leave 405
I. Application for Leave Without Pay 406
J. Application for study leave 407
K. Application for Faculty Grant 408
L. Application for Research Grant 408
M. Application for Authority to Travel Abroad 410
N. Request to hire new faculty 410
O. Request authority to hire 411
P. Request for UP Cebu RDG and Release of RDG 412
Fund
Q. Renewal of appointment of Faculty 413
R. Request for UP System RDG Grants/International 414
Publication Award
S. Application for Faculty/Staff Clearance 416
T. Application for UP Fellowship Grant 416
U. Application for Plantilla Item 417
V. Application for Tenure 418
W. Request for Supplies 420
X. Request for Official Time 421
Y. Processing of Cash Advance (CA) 422
Z. Application for Merit Promotion 423
AA. Application for Automatic Promotion 424
BB. Request for Limited Practice of Profession 424
CC. Request for Course Offerings from Other 425
Colleges
DD. Request for Faculty from Other Colleges 426
EE. Request for Official Data/Information 426
FF. Hiring Procedure of New Faculty (Full time and 427
lecturer)
GG. Endorsement of Request for Use of 429
Rooms/Facilities
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College of Social Sciences (M ED Program)
External Service
A. Application to the Graduate Program 431
B. Take the Master of Education Entrance Test (MEET) 432
C. Enrolment to the Graduate Program of newly qualified 433
applicants
D. Enrolment of Continuing Students to the Graduate Program 434
Internal Service
A. Administer the Online Students Evaluation of Teachers (SET 435
B. Preparation of Lecturer/s Renewal of Appointments 437
College of Social Sciences (High School Program)
External Service
A. Application to the Junior and Senior High School 438
B. Admission of Qualified Applicants to Junior and Senior High 439
Office of the College Secretary, CSS

Internal Service
students
(LOA)
M. Application for readmission and waiver of maximum 452
residency rules (MRR)
N. Request for true copy of grades (TCG)/certificate of 455
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School of Management (SoM)
External Service
A. Hiring Procedure of New Faculty (Full time and lecturer) 461
B. Hiring of New Faculty 462
C. Endorsement of Request for the Use of Rooms/Facilities 464
D. Suggestion from other stakeholders 464
Internal Service
A. Enrollment of BSM from second-year to graduating 466
students
B. Assist students in the use of SoM facilities 467
hours)
D. Student applying for official travel (local) 468
E. Consultation services 470
F. Request for Authentication of Documents / Certificates 471
G. Suggestions from Students 471
H. Application to MBA Program 472
I. Taking the MBA Program Admissions Test (MPAT) and 473
Results
J. Application to MBA Bridge Course Program 474
K. Registration to the MBA Program; New Enrollee 475
L. Registration to the MBA Program; Continuing Students 476
M. Application to MBA Comprehensive 478
N. Taking the MBA Comprehensive Exam and Results 480
O. Renewal of Appointment of Lecturers 481
P. Preparation of Lecturer’s monthly salary 482
Q. Request for Official Travel Order 483
R. Processing of Cash Advance (CA) 485
S. Application for Local Travel Order (not official) 486
T. Application for Research Load Credit 486
U. Application for Leave 487
V. Application for Leave Without Pay 487
W. Application for study leave/ fellowship 488
X. Application for Faculty Grant 489
Y. Application for Research Grant 489
Z. Application for Authority to Travel Abroad 491
AA. Request to hire new faculty 491
BB. Request authority to hire 492
CC. Request for UP Cebu RDG and Release of RDG Fund 493
DD. Renewal of appointment of Faculty 494
EE. Request for UP System RDG Grants/International 495
publication Award
FF. Application for Faculty Clearance 496
GG. Application for Tenure 498
HH. Request for Official Time 499
II. Application for Merit Promotion 500
22
JJ. Request for Limited Practice of Profession 501
KK. Course Offerings 501
LL. Request for Faculty 502
MM. Request for Official Data/Information 502
Office of the College Secretary, SoM
Internal Service
students
(LOA)
M. Application for readmission and waiver of maximum 515
residency rules (MRR)
N. Request for true copy of grades (TCG)/certificate of 518
Summary of Services of all Colleges
External Service
A. Hiring Procedure of New Faculty (Full time and lecturer) 524
B. Endorsement of Request for Use of Rooms/Facilities 526
Internal Service
A. Consultation services 527
B. Request for Authentication of Documents / Certificates 527
hours)
E. Suggestion from other stakeholders 530
F. Request for Official Travel Order 531
23
G. Application for Local Travel Order 532
H. Application for Research Load Credit 532
I. Application for Leave 533
J. Application for Leave Without Pay 533
K. Application for study leave 534
L. Application for Faculty Grant 535
M. Application for Research Grant 537
N. Application for Authority to Travel Abroad
O. Request to Hire New Faculty 537
P. Request authority to hire 538
Q. Request for UP Cebu RDG and Release of RDG Fund 539
R. Renewal of Appointment of Faculty 540
S. Request for UP System RDG Grants/International 542
Publication Award
T. Application for Faculty Clearance 543
U. Application for Fellowship Grant 544
V. Application for Plantilla Item 545
W. Application for Tenure 547
X. Application for Supplies 548
Y. Request for Official Time 548
Z. Processing of Cash Advance (CA) 549
AA. Application for Merit Promotion 550
BB. Application for Automatic Promotion 550
CC. Request for Limited Practice of Profession 551
DD. Course Offerings 552
EE. Request for Faculty 552
FF. Request for Official Data/Information 554
24
OFFICE OF THE CHANCELLOR
External Services
A. Request for collaboration/coordination/representations with other

government agencies
Office or
Division:
Classification: Complex
Type of
G2G - Government to Government
Transaction:
Who may avail: external clients
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter/request concerned requesting agency
PRO-
FEES TO PERSON RES-
CLIENT STEPS AGENCY ACTION CESSING
BE PAID PONSIBLE
TIME
1. Receives the
request.
The requesting
2. Reviews the request
agency sends a
and assigns a point 7 working - Office Staff
letter to the None
person/representative days - Chancellor
Chancellor
to attend.
3. The Chancellor acts
on it.
7 working
TOTAL
days
25
B. Attendance to CHED SUC evaluations
Office or
Division:
Type of
Transaction:
Who may avail: External clients from CHED
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Letter/Request concerned requesting agency
AGENCY FEES TO BE PRO-CESSING PERSON RES-
CLIENT STEPS
ACTION PAID TIME PONSIBLE
1.
Receives
the request
Send a notice
2. The
of meeting/ - Office Staff
Chancellor NONE 7 working days
appointment - Chancellor
reviews
/invitation
and acts on
the
request.
TOTAL 7 working days
26
C. Approval of requests for collaborations, partnerships (with contracts,
TOR, MOA/MOUs)
Office or
Division:
Classification: Highly Technical
Type of
Transaction:
Who may avail: Administrators of concerned agencies
Letter request from other agencies concerned requesting agency
FEES
PRO-
TO PERSON RES-
BE PONSIBLE
TIME
PAID
1. Receives the request.
2. The Chancellor, upon
preliminary review,
requests for Legal
Clearance/ review.
Then Legal will send
clearance along with
the draft agreement
for endorsement of
VCA/VCAA/OIL
Coordinator
1. Concerned 3. The Chancellor
agency writes reviews and acts on
a letter to the the request. Signed
20 working - Office Staff
Chancellor and notarized None
days - Chancellor
with attached agreements for
contract/TOR/ academic cooperation
/MOA/MOU are sent to UP
System for Board of
Regents for
confirmation (with
necessary
attachments: legal
clearance, activity
implementation plan
and certification of no
special budgetary
requirements)
20 working
TOTAL
days
27
D. Submission and Compliance of Reports to COA, CHED and other
Agencies
Office or
Division:
Classification: Complex to Highly Technical
Type of
Transaction:
Memo from COA/other Agencies concerned requesting agency
PRO-
FEES TO PERSON RES-
BE PAID PONSIBLE
TIME
1. Receives the
request, and
upon
Chancellor’s
preliminary
action, routes to
concerned office Depends
for compliance on the
2. Concerned deadline:
COA/CHED and
Office/s prepare 24 hours - Office Staff
other agencies None
the required /3days/7 - Chancellor
sends a memo
report, and VCA days to 3
endorses the months
report to OC
3. Reviews, signs
and approves for
release to
concerned
agency
requesting data.
TOTAL as needed
28
E. Approval for use of facilities -income generating projects of
students/partner institutions
Office or Division: Office of the Chancellor
Type of
G2C - Government to Citizen
Transaction:
Who may avail: Students and partner institutions- public and private
Letter of request, reservation forms CMO
PRO-
AGENCY FEES TO PERSON RES-
CLIENT STEPS CESSING
ACTION BE PAID PONSIBLE
TIME
1. Through the 1. Receives the
OVCA, the request
client submits 2. Reviews the
a letter along document
with and its
accomplished attachments,
reservation endorsement
- Office
forms, with through 7 working
NONE Staff
Accounting channels days
- Chancellor
Office’s and
assessment assessments
of fees 3. The
2. The VCA Chancellor
endorses the reviews and
request to the acts on the
Chancellor request.
7 working
TOTAL
days
29
F. Request to use campus facilities - rental of venue (other agencies)
Office or
Division:
Type of
G2B - Government to Business
Transaction:
Who may avail: External Clients
Letter of Request and Request form CMO
FEES PRO-
PERSON RES-
CLIENT STEPS AGENCY ACTION TO BE CESSING
PONSIBLE
PAID TIME
1. Receives the
1. Clients write
request
a letter.
2. Reviews and
2. Fills out
endoses for
forms, with
Chancellor’s
assessment
action, if needed
from 7 working - Office Staff
the Chancellor None
Accounting days - Chancellor
consults CMO and
Office and
other concerned
gets
head of office
endorsement
3. The Chancellor
through
acts on the
channels
request.
7 working
TOTAL
days
30
G. Request from Contractors - Construction of Buildings, Variation Order,
Installment, approval of BOQ, Site Instruction (SI) , Time Extension

Type of
G2B, G2C
Transaction:
Who may avail: Contractors
Letter request with OCA’s review and
OCA
endorsement
PRO- PERSON
FEES TO
CLIENT STEPS AGENCY ACTION CESSING RES-
BE PAID
TIME PONSIBLE
1. Contractor
1. Receives the
sends request to
request
OCA
2. The Chancellor
2. Office of the
reviews, and if
Campus
needed, calls upon 20
Architect (OCA) -Office Staff
a meeting with NONE working
receives the -Chancellor
OCA, BAC and days
request, reviews
End-user
and endorses to
3. The Chancellor
the VCA
acts on the
request.
20
TOTAL working
days
31
H. Request from contractors - Materials Submittal Sample
Office or
Division:
Type of
Transaction:
Letter request with material
OCA
submittal form
PRO-
CLIENT AGENCY FEES TO BE PERSON RES-
CESSING
STEPS ACTION PAID PONSIBLE
TIME
1. Receives the
request
1. Contractors
2. The
submit the
Chancellor
request
reviews, and if
through OCA
needed,
2. OCA
consults the
facilitates the 7 working - Office Staff
end-user and NONE
request and days - Chancellor
OCA on the
submits to the
material
OVCA for
samples
endorsement
3. The
to the
Chancellor
Chancellor
acts on the
request
7 working
TOTAL
days
32
I. Request from contractors - Payment of Progress Billings
Office or
Division:
Classification: High Technical
Type of
G2B
Transaction:
Letter and Progress Billing Form OCA
PRO-
TIME
1. Receives the
request
2. The
1. Contractors
Chancellor
submit the
reviews, and if
request
needed, consults
through OCA
OCA and
2. OCA facilitates 20 - Office
Accounting, on
the request NONE working Staff
the computation
and submits to days - Chancellor
of billing, punch
the Chancellor
lists, liquidated
for action,
damages, etc.
through the
3. The
OVCA
Chancellor
acts on the
request
20
TOTAL working
days
33
Internal Service
A. Endorsement to UPS for fellowships, faculty/staff development,

sabbatical, tenure, waiver of tenure rule, etc.

Type of
Transaction:
Who may avail: Qualified faculty and staff
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Letter of request with CAPC and
College/HRDO
CUAcPFC/CUHRMPSB endorsements
FEES PRO- PERSON
CLIENT STEPS AGENCY ACTION TO BE CESSING RES-
PAID TIME PONSIBLE
1. Receives the
request
2. Reviews, if
1. Faculty/staff needed, consults
submits a the VCAA for
request assistance on
2. Seek the final review 7-20 working -Office Staff
None
endorsement of of the forms, days -Chancellor
CUHRMPSB or computations of
University overload
AcPFC. honoraria.
3. The Chancellor
acts on the
endorsement.
7-20 working
TOTAL
days
34
B. Approval of paper presentations funding request /research grants

Classification: Simple
Type of
Transaction:
Who may avail: Faculty and REPS with researches
Letter of requests, letter of invitations,
Central Visayas Study Center
RDG Forms
PRO- PERSON
FEES TO
BE PAID
TIME PONSIBLE
1. Receives the
request with
complete
1. Applicant writes attachments
and submits a from the
request and committee
accomplishes secretariat/
RDG Form HRDO 3 working -Office Staff
None
2. Applicant routes 2. Given complete days -Chancellor
for endorsements
endorsements and budget
through clearance, the
channels Chancellor
reviews and
acts on the
request.
3 working
TOTAL
days
35
C. Student’s request for to Open Additional Subjects/Section and
Extension of enrollment
Type of
Transaction:
Who may avail: Students
Letter requesting party
PRO-
TIME
Students submit 1. Receives the
letter with complete request.
endorsements 2. The 3 working -Office Staff
None
through proper Chancellor days -Chancellor
channels (Adviser, acts on the
Dean, UR, VCAA) request.
3 working
TOTAL
days
D. Student’s request for approval of student loan (SLB at 90-99%)

Type of
Transaction:
Letter and SLB Form Accounting Office
PRO-
TIME
1. Students file
request form
1. Receives
for the student
the request.
loan, with
2. The 3 working -Office Staff
proper None
Chancellor days -Chancellor
assessment
acts on the
from
request.
Accounting
Office and
36
OSA’s
endorsement
3 working
TOTAL
days
E. Student’s request for funding

Type of
Transaction:
Letter requesting party
FEES PRO-
AGENCY PERSON RES-
CLIENT STEPS TO BE CESSING
ACTION PONSIBLE
PAID TIME
1. Receives the
1. Students write a request.
request complete 2. Upon
with attachments confirmation of
7 working -Office Staff
2. routes the request availability of None
days -Chancellor
for proper funds, the
endorsements Chancellor
through channels acts on the
request.
7 working
TOTAL
days
37
F. Student’s request to hold events inside the campus (with or w/o
concessionaires)

Type of
Transaction:
Letter and Request Form CMO
FEES PRO- PERSON
PAID TIME PONSIBLE
1. Receives the
request.
Students write a
2. Upon
request, fills out
confirmation with
forms and
CMO, SSU and
routes for proper
OVCA on 7 working -Office Staff
endorsements None
correctness of days -Chancellor
through
request and
channels
endorsements,
(Adviser, OSA,
the Chancellor
VCA)
acts on the
request.
7 working
` TOTAL
days
38
G. Student’s request for dialogue, request for alternative class
Office or
Division:
Type of
Transaction:
Letter of request Student Council Office
FEES PRO-
PERSON RES-
PONSIBLE
PAID TIME
1. Receives the
Students
request.
submit letter of
2. The Chancellor 3 working -Office Staff
request with None
acts on the days -Chancellor
proper
request.
endorsements
3 working
TOTAL
days
H. Approval of request for funding (administrative and academic events)
Type of
Transaction:
Who may avail: Teaching and non-teaching staff
Letter of request requesting party
PRO- PERSON
FEES TO
BE PAID
TIME PONSIBLE
1. Receives the
The teaching
request.
and/or non-
2. Upon confirmation
teaching staff writes
of funding source 7 working -Office Staff
a request and None
and proper days -Chancellor
routes for proper
endorsements, the
endorsements
Chancellor acts on
through channels
the request.
7 working
TOTAL
days
39
I. Approval for the Release of Funds of API Proposals
Type of Transaction: G2C - Government to Citizen

Who may avail: Faculty of the different programs of the Colleges
Letter and API form College / CVSC
FEES PRO- PERSON
PAID TIME PONSIBLE
1. The proponent 1. Receives the
prepares letter request.
and accomplishes 2. Upon confirmation
API form. of funding source 7 working -Office Staff
None
2. Proponent routes and proper days -Chancellor
for VCAA/CVSC endorsements, the
endorsement and Chancellor acts on
Budget Clearance the request.
7 working
TOTAL
days
J. Approval of API Realignment of Budget

Letter of request College / requesting party
FEES PRO-
PERSON RES-
PONSIBLE
PAID TIME
1. Receives the
1. The proponent request.
prepares letter and 2. Upon
attaches original confirmation of
API approval. completeness of 7 working -Office Staff
None
2. Proponent routes documents with days -Chancellor
for VCAA/CVSC proper
endorsement and endorsements, the
Budget Clearance Chancellor acts on
the request.
7 working
TOTAL
days
40
K. Submission of Budget Plan Proposals

Proposals from different colleges/offices Budget Office
FEES PRO-
PERSON RES-
PONSIBLE
PAID TIME
1. Receives the
request
2. The Chancellor
1. College/Department
calls for a
/Programs/Offices
meeting with the
prepare budget
Vice Chancellors 7 to 14 - - Office Staff
plan using
and the Budget None working - - Chancellor
prescribed forms
Officer to review days
2. Routes for
the proposals and
VCAA/VCA
finalize for
endorsement
submission.
3. The Chancellor
approves
7 to 14
TOTAL working
days
41
L. Submission of API Proposals

Proposals from different colleges College/OVCAA
FEES PRO- PERSON
PAID TIME PONSIBLE
1. Receives the
request.
2. The Chancellor
1. College/
calls for a meeting
Department /
with the VCAA to
Programs/Offices
review the
prepares the 7-20 - - Office Staff
proposals and
proposal using None working - - Chancellor
finalize for
prescribed forms days
submission.
2. Sends to OVCAA
3. The Chancellor
for endorsement
approves the
and collation.
submission and
release of the
proposals.
7-20
TOTAL working
days
42
M. Approval of application to avail the Basic Extension Fund (BEF)

Type of
Transaction:
Letter and contract/grant OCEP/Ugnayan ng Pahinungod
FEES PRO-
AGENCY PERSON RES-
ACTION PONSIBLE
PAID TIME
1. Receives the
The faculty prepares
request.
the request, submits
2. Reviews and 3 working - - Office Staff
to OCEP, and None
Chancellor days - - Chancellor
secures proper
and acts on
endorsements, with
the request.
BEF contract
3 working
TOTAL
days
43
N. Approval of request for authority to hire
(administrative and academic)
Office or
Division:
Type of
Transaction:
Who may
Administrators of concerned office/college
avail:
letter/request, justification for hiring HRDO/ requesting office
FEES
PRO-
CLIENT TO PERSON RES-
AGENCY ACTION CESSING
STEPS BE PONSIBLE
TIME
PAID
Concerned
Office/College 1. Receives the request
prepares the 2. Reviews the
request with endorsements and
7-20 - Office
attached attached minutes on the
None working Staff
justification action of the
days - Chancellor
and CUAcPFC/CUHRMPSB)
endorsement 3. The Chancellor acts on
through the request.
channels
7-20
TOTAL working
days
44
O. Approval of appointments, oath of office and notice of action
(administrative and academic)
Office or
Division:
Classification: Simple to Complex
Type of
Transaction:
Who may avail: Administrators of concerned office/college
Notice of Appointment HRDO
FEES PRO-
PERSON RES-
PONSIBLE
PAID TIME
The HRDO
prepares the
necessary forms, 1. Receives the
NOA, Basic forms.
Papers, etc. of 2. Reviews the 3-7 working - Office Staff
None
the personnel to attachments days - Chancellor
be appointed, and acts on the
and routes for request.
signature through
channels
3-7 working
TOTAL
days
45
P. Approval of requests for ALCs, RLCs, SLCs, CWLCs
Office or
Division:
Type of
Transaction:
Who may
Qualified faculty
avail:
Letter request and endorsements College
FEES
PRO-
CLIENT TO PERSON RES-
AGENCY ACTION CESSING
STEPS BE PONSIBLE
TIME
PAID
The faculty 1. Receives the request
concerned will 2. Reviews the
route the endorsements and
7-20 - Office
request to attachments (action of
None working Staff
secure proper the
days - Chancellor
endorsements, CUAcPFC/CUHRMPSB)
through 3. The Chancellor acts on
channels the request.
7-20
TOTAL working
days
Q. Approval of Forms 67A, 67B, 67C, and DV for the payment of overload
honoraria of faculty
Office or
Division:
Type of
Transaction:
Who may avail: Faculty
Template forms ( 67A, 67B,67C) Colleges, OUR, OVCAA
FEES PRO- PERSON
PAID TIME PONSIBLE
The OVCAA 1. Receives the request
endorses to 2. Reviews, if needed, 7-20
- Office Staff
the Office of consults the VCAA for None working
- Chancellor
the assistance on the final days
Chancellor for review of the forms,
46
approval of computations of
the release of overload honoraria.
payment of 3. The Chancellor acts
overload on the endorsement.
honoraria
7-20
TOTAL working
days
R. Approval of Request for Application for Leave (more than 10 days

leave)

Type of
Transaction:
Who may avail: All UP Cebu Employees
Application forms are available at
Letter and Application for Leave
HRDO
FEES PRO- PERSON
PAID TIME PONSIBLE
1. Receives the request.
2. Reviews the request
and checks the
Employee
endorsing committee’s
accomplishes
action, for leave
application form
application of at least 7-20
and routes for - Office Staff
30 days, should be None working
endorsement - Chancellor
sent to CUHRMPSB/ days
through
CUAcPFC for
channels
deliberation and
endorsement.
3. The Chancellor acts
on the endorsement.
7-20
TOTAL working
days
47
S. Approval of Payroll, DV and Checks
Type of
Transaction:
Who may avail: All UP Cebu Employees
General Forms Accounting Office
FEES PRO-
PERSON RES-
PONSIBLE
PAID TIME
1. Accounting 1. Receives the

Office prepares documents and
monthly payroll checks its
with completeness/
3 working -Office Staff
corresponding correctness of None
days -Chancellor
OBR and DV. figures.
2. Cash Office 2. The Chancellor
prepares the approves and
Check. signs on the
payroll and DV.
3 working
TOTAL
days
48
T. Approval of PR, PO, RMP, BAC Res., DV of all procurements over
100K ABC
Type of G2G - Government to Government, G2B - Government to
Transaction: Business
Who may avail: Government Entity, Suppliers and Contractors
All procurement forms SPMO
PRO-
AGENCY FEES TO BE PERSON RES-
ACTION PAID PONSIBLE
TIME
1. Receives
the documents.
2. Reviews the
End users submit
documents and
PRs and
the
corresponding
completeness
forms to SPMO,
of its
then the SPMO 3 working - Office Staff
attachments, NONE
performs the days - Chancellor
correctness of
procurement
entries.
process up to
3. The
issuance of notice
Chancellor
of award
acts on the
request.
1.
3 working
TOTAL
days
49
U. Awarding of Contracts (public bidding, infrastructure contracts) - under
P30M
Office or
Division:
Type of
G2B, G2G
Transaction:
Who may avail: Suppliers and Contractors
Contracts and attachments SPMO
PRO- PERSON
FEES TO BE
PAID
TIME PONSIBLE
SPMO performs
1. Receives the
procurement
documents.
process
2. Reviews the
requirements up
documents and
to the issuance
the completeness
of Notice of
of its 7-20
Award, then -Office Staff
attachments, NONE working
submits the draft - Chancellor
correctness of days
contract with
entries.
Legal Clearance
3. The Chancellor
to the
reviews and acts
Chancellor
on the request.
2.
7-20
TOTAL working
days
50
V. Endorsement to Office of the President all contracts (public bidding-
infrastructure contracts) - above P30M
Office or
Division:
Type of
G2G, G2C
Transaction:
Who may avail: winning bidders/contractors
Contracts and attachments SPMO and Legal Office
FEES PRO-
AGENCY PERSON RES-
ACTION PONSIBLE
PAID TIME
1. Receives the
SPMo and the
documents.
Legal Office
2. Reviews the
prepare, review
documents and
and submit to the
the completeness
Office of the
of its attachments, 7-20 working -Office Staff
Chancellor None
legal clearance. days - Chancellor
pertinent contracts
3. The Chancellor
with attachments
reviews and
for submission to
endorses all
the Office of the
documents to the
President
UP System.
7-20 working
TOTAL
days
51
W. Submission of periodic reports to UP System
Office or
Division:
Type of
Transaction:
Pro-forma/template provided by UP provided concerned requesting office
FEES PRO-
PERSON RES-
PONSIBLE
PAID TIME
1. Receives the
document/report.
2. Reviews the
1. Concerned
correctness and
Office
completeness of the
prepares the
data and its 7 working -Office Staff
required None
attachments. days - Chancellor
report.
3. The Chancellor
2. VCA endorses
reviews and endorses
all documents to be
submitted to UP
System.
7 working
TOTAL
days
X. Approval for Official Travel Abroad

Type of
Transaction:
Who may avail: Faculty and Non-teaching Staff or Students
Letter of Request and HRDO Form 9 HRDO
FEES PRO-
PERSON RES-
PONSIBLE
PAID TIME
1. Faculty/ staff / 1. Receives the
student writes request
a letter 2. Checks the
3 working - Office Staff
2. Get completeness of None
days - Chancellor
endorsement the request,
through reviews and
channels endorses for the
52
Chancellor’s
action
3. The Chancellor
approves on the
UIS-printed travel
authority.
3 working
TOTAL
days
Y. Approval for Authority to Travel Abroad (Personal)
Office or
Division:
Type of
Transaction:
Who may avail: Faculty and Non-teaching Staff
Letter request with leave form HRDO
FEES
PRO- PERSON
TO
BE
TIME PONSIBLE
PAID
1. Receives the
1. Faculty/staff
request
writes a letter.
2. Reviews and
2. Gets
endorses for action 3 working - Office staff
endorsement None
of the Chancellor days - Chancellor
through channels
3. The Chancellor
(Dean/VCs/Office
approves the
Head)
travel request.
3 working
TOTAL
days
53
Z. Filing of court and quasi-judicial pleadings
Office or
Division:
Type of
Transaction:
Who may avail: (For cases filed against UP Cebu)
Affidavits and attachments Legal Office
FEES PRO-
PERSON RES-
PONSIBLE
PAID TIME
1. Receives the
documents.
2. The Chancellor
reviews the
pleadings, with
complete
Legal Office
attachments 7-20 working -Office Staff
prepares the None
prepared by the days - Chancellor
pleadings
Legal Office.
3. The Chancellor
endorses, signs the
pleadings and the
Legal Office staff is
sent file it to court.
7-20 working
TOTAL
days
54
AA. Approval of Disciplinary actions on complaints of personnel/students
Office or
Division:
Type of
Transaction:
Who may avail:
Letter request and endorsements
FEES PRO-
PERSON RES-
PONSIBLE
PAID TIME
1. Receives the
request
The factfinding 2. Reviews the
committee endorsements, if
endorses their needed, requests 20 working - Office Staff
None
report and the assistance of days - Chancellor
findings to the the Legal Office,
Chancellor 3. The Chancellor
acts on the
request.
20 working
TOTAL
days
55
FEEDBACK AND COMPLAINTS MECHANISM
How to send feedback We appreciate to hear from you, kindly fill out
the feedback form below.
How feedbacks are processed Feedbacks will be checked regularly and will
be handled with strict confidentiality.
How to file a complaint Email us at: oc.upcebu@up.edu.ph
How complaints are processed All complaints will be handled with strict
confidentiality at the Office of the Chancellor.
Contact Information of CCB, PCC, Tel. No. (6332) 2328187 loc. 103
ARTA
56
LEGAL OFFICE
EXTERNAL SERVICES
A. Facilitating the Notarization of UP Cebu documents
Office or Division Legal Office

Classification Simple
Type of G2G/G2C – Government to Government or
Transaction Government to Client
Who may avail Office of the Chancellor and UP Cebu Offices where
the signatory belongs
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS
1. One (1) valid From the appropriate government agency (e.g.
government issued ID as SSS, LTO, PRC, etc.)
competent evidence of
identity
CLIENT AGENCY FEES TO PRO- PERSON
STEPS ACTION BE PAID CESSING RES-
TIME PONSIBLE
1. 1. Receipt of the
Submission document for
of the signed legal clearance;
documents
to be 2. Submission of Depending
notarized; the document to on the type 3 working - Legal
the notary public of days Assistant
2. Personal together with the document
appearance signatories; to be
of the notarized
signatories 3. Return of the
before the notarized
notary document to the
public. signatories and
keeping one
copy for the legal
office file.
TOTAL 3 working
days
57
B. Service of pleadings and other required legal documents to judicial,
quasi-judicial and administrative agencies

Type of Transaction G2G/G2C – Government to Government or
Government to Client
Who may avail All UP Cebu Offices
REQUIREMENTS
1. Pleadings and/or documents From the Office concerned
to be sent or furnished to the
corresponding government
agencies
CLIENT STEPS AGENCY FEES PRO- PERSON

ACTION TO BE CESSING RES-
PAID TIME PONSIBLE
1. Submission of 1. Receipt of
the pleading/ the
document to be pleading/docu
submitted/ ment for
furnished; submission;
None 3 working - Legal
2. Submission days Assistant
of the
pleading/
document to
the
corresponding
government
agency;
3. Compilation
of the received
copy in the
legal office file.
TOTAL None 3 working
days
58
INTERNAL SERVICES
A. Issuance of pro-forma affidavits (e.g. Affidavit of Loss)

Type of G2G/G2C – Government to Government or Government to
Transaction Client
Who may avail All UP Cebu Offices and UP Cebu students
REQUIREMENTS
None
CLIENT AGENCY FEES TO BE PROCESSING PERSON

STEPS ACTION PAID TIME RES-
PONSIBLE
Personal Issuance of
request at the the pro- None 15 minutes -Legal
Legal Office. forma Assistant
affidavit to
the
client/office
concerned.
TOTAL None 15 minutes
B. Legal Consultation

Type of Transaction G2C – Government to Client
Who may avail All UP Cebu constituents
None
CLIENT STEPS AGENCY ACTION FEES PRO- PERSON

TO BE CESSING RES-
PAID TIME PONSIBLE
Personal Verbally addressing
appointment in the queries/issues
Legal Office. requiring application of None 1 hour -Legal
law or university rules. Officer
TOTAL None 1 hour
59
C. Render Legal Opinion

Classification Complex
Type of Transaction G2G/G2C – Government to Government or
Government to Client
Who may avail All UP Cebu constituents and UP Cebu Offices
REQUIREMENTS
1. Documents/affidavits supporting From the Office concerned
the claim of the client or the office
concerned.
CLIENT STEPS AGENCY ACTION FEES PRO- PERSON RES-

TO BE CESSING PONSIBLE
PAID TIME
1. Personal 1. Rendering
appointment verbal legal
and opinion/advise
consultation in after None 7 working -Legal Officer
the Legal consultation; days
Office;
2. Submission of 2. Assessment
all supporting and study of
documents to the legal
the Legal problem;
Officer.
3. Issuance of
written legal
opinion.
TOTAL None 7working
days
60
D. Contract Review

Type of Transaction G2G– Government to Government
1. Photocopy or scanned copy of the From the Office concerned
contract to be reviewed.

TO BE CESSING RES-
PAID TIME PONSIBLE
Submission of the 1. Receipt of the
contract to be Contract to be None 5working -Legal
reviewed to the Legal reviewed; days Officer
Office;
2. Assessment of the
contract on whether
or not it is in
accordance with
Philippine laws and
university rules;
3. Issuance of a legal
clearance
days
61
E. Drafting of pleadings, contracts and other legal documents

Classification Highly Technical
Type of Transaction G2G – Government to Government
1. Pertinent records and supporting From the Office concerned
documents in support of the
case/claim;
2. Annexes in the form of letters,

pictures, issuances, and all other
documentary evidence.

TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Submission of 1. Receipt of the
the records, records, documents
documents and and annexes for
annexes to the review and analysis;
Legal Office;
2. Synthesizing legal None 20 working -Legal Officer
issues and days
arguments;
3. Drafting of the
pleading/contract/doc
ument
4. Submission of the
final output to the
client/court/governme
nt agency concerned.
days
62
F. Representing UP Cebu in judicial, quasi-judicial and administrative
bodies/government agencies

Who may avail All UP Cebu Offices and the judicial/quasi-
judicial/administrative bodies concerned
1. Case record/file From the Office concerned
CLIENT STEPS AGENCY ACTION FEES TO PRO- PERSON
BE PAID CESSING RES-
TIME PONSIBLE
Written or verbal 1. Reading and P2,500 per
request by any UP synthesizing the appearanc
Cebu Office to case records; e or
attend a court attendance
session or 2. Interviewing in court
administrative witnesses; hearings
hearing or any pursuant to 1 working -Legal
other setting 3. Making a case the Office day Officer
wherein analysis; of the
appearance of the Solicitor
UP Cebu counsel 4. Preparation of General
is required; or the arguments; Deputation
service of an dated Sept.
order/subpoena/ 5. Appearance as 10, 2019
notice from the counsel for UP
concerned Cebu in the
judicial/quasi- judicial/quasi-
judicial/administrati judicial/administrat
ve bodies. ive body
concerned.
TOTAL P2,500 1 working
day
63
G. Fact finding/conduct of investigations/grievance

Who may avail Office of the Chancellor and other requesting
UP Cebu Offices
1. Complaint; From the Office concerned
2. Documentary evidence or oral testimonies.

CLIENT AGENCY ACTION FEES PRO- PERSON
STEPS TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Written or 1. Sending of Notices;
verbal
request by 2. Document
the Office review/assessment;
of the
Chancellor 3. Conduct of
or other UP hearings/investigations;
Cebu
Office to 4. Preparation or drafting of 20 working Legal Officer
conduct a the None days
fact finding/ decision/recommendation
investigatio based on the documentary
n. evidence and oral
testimonies;
5. Issuance of
Decision/Recommendation
.
days
64
How to send ➢ Accomplish our Feedback Form available in the Legal
feedback Office and place it in the drop box provided;
➢ Call our office Landline No. 233-8187 loc. 125;
➢ Send us an email at legal.upcebu@up.edu.ph ;
➢ Via personal appointment with the Legal personnel;
➢ Send us a letter addressed to the Legal Officer.
How feedbacks 1. Acknowledgement of the receipt of the feedback through
are processed the same channel in which it was received.
2. Study/assess the feedback and decide on what actions to
take for the feedback to be attended to.
3. Legal Office will issue a written response containing
solutions/suggestions/ recommendations to address the
feedback.
How to file a ➢ Send us an email at legal.upcebu@up.edu.ph ; or
complaint ➢ Send us a letter addressed to the Legal Officer.
How complaints 1. Acknowledgement of the receipt of the complaint through
are processed the same channel in which it was received.
2. Study/assess the complaint and decide on what actions to
take for the complaint to be attended to.
3. Legal Office will issue an answer to address the complaint.
Contact ➢ (032) 233-8187 local 125
Information ➢ legal.upcebu@up.edu.ph
65
PUBLIC INFORMATION OFFICE (PIO)
External Services
A. Managing UP Cebu website and other social media platforms
A.1 Create content for UP website and other social media platforms
Office or
Division:
Type of G2C - Government to Citizen, G2G - Government to
Transaction: Government, G2B - Government to Business
Who may avail: All external and internal parties
None Public Information Office
PRO-
FEES TO PERSON RES-
BE PAID PONSIBLE
TIME
1. Views website 1. Manage and
and other create content
social media of UP website None 1 day PIO
platforms of and other social
UP Cebu. media platforms
TOTAL None
1.1. Designing the ease of use of UP website
Office or Division: Public Information Office

G2C - Government to Citizen, G2G - Government to
Type of Transaction:
Government, G2B - Government to Business
Who may avail: All external and internal parties
None Public Information Office
FEES
PRO-
TO PERSON RES-
CLIENT STEPS AGENCY ACTION CESSIN
BE PONSIBLE
G TIME
PAID
1. Views website 1. Continuous
and other review of UP
social media website for the None 1 week PIO
platforms of ease of use of
UP Cebu. viewers.
TOTAL
66
1.2. Provide documentation for different events

Who may avail: All colleges, external event partners
FEES PRO- PERSON
CLIENT
AGENCY ACTION TO BE CESSING RES-
STEPS
PAID TIME PONSIBLE
1. Expresses 1. Coordinates with
intent to different offices of
have events occurring within
documentat or outside the University
ion for the and provide the None 1 day PIO
event necessary
documentation
TOTAL
B. Organization of events

Type of Transaction:
Government, G2B - Government to Business
Who may avail: All colleges, external event partners
FEES PRO- PERSON
AGENCY
CLIENT STEPS TO BE CESSING RES-
ACTION
PAID TIME PONSIBLE
1. Submits letter of 1. Organizes
intent for the event events for
concerned and internal and
requests external None 1 month PIO
assistance of event stakeholders
preparation. of the
University
TOTAL
67
C. First responder of in the event of risk

Type of
Government,
Transaction:
Who may avail:
FEES PRO- PERSON
PAID TIME PONSIBLE
1. Conducts the 1. First responder
SOP stated by the together with the
Safety and Safety and
Security Unit in Security Unit to
the event of risk provide
None 1 hour PIO
information to
2. Awaits public employees and
announcement stakeholders in the
regarding the event of risk
situation
TOTAL
D. Represent the agency at civic and professional groups

Type of
Government,
Transaction:
Who may avail:
PRO- PERSON
FEES TO
CLIENT STEPS AGENCY ACTION CESSIN RES-
BE PAID
G TIME PONSIBLE
1. Send 1. Receives invitations to
invitation for civic and/or
public event professional groups to
represent UP Cebu None 1 hour PIO
TOTAL
68
E. Layout designs or graphics

Type of Transaction: Government,
Who may avail:
Skills in Photoshop and other video/ photo
editing software
FEES PRO- PERSON
AGENCY
ACTION
PAID TIME PONSIBLE
1. Express intent to 1. Creates
have a printed and/or graphics for
web graphic as web and/or
advertisement of print media for None 1 week PIO
events or recognition public
of accomplishments information or
UP events
TOTAL
F. Answering Queries regarding the University

Type of
Government,
Transaction:
Who may avail:
Skills in Photoshop and other video/ photo
editing software
FEES PRO- PERSON
PAID TIME PONSIBLE
1. Contact the PIO 1. Provides answers
through social of the inquiry
media sites, email, posed or directs
or telephone inquiry of the None 1 week PIO
general public
towards the
concerned office.
TOTAL
69
Internal Services
A. Managing UP Cebu website and other social media platforms
A.1.Manage analytics of UP Cebu social media

Type of Transaction: G2G - Government to Government
Who may avail:
Data gathered from Google Analytics and
Social Media Analytics
PRO- PERSON
CLIENT FEES TO
AGENCY ACTION CESSING RES-
STEPS BE PAID
TIME PONSIBLE
1. Manages and keeps
track analytics of UP
Cebu website and None 1 week PIO
other social media
platforms
TOTAL
B. Collecting data for Chancellor’s PAC Report

Type of Transaction: G2G - Government to Government
Who may avail:
Data from admin and faculty heads of
offices
PRO- PERSON
CLIENT FEES TO
STEPS BE PAID
TIME PONSIBLE
1. Coordinates with
heads of office from
admin and faculty to
collate data for None 1 week PIO
Chancellor's report
TOTAL
70
C. Develops guidelines on the dissemination of information

Who may avail:
FEES PRO- PERSON
CLIENT
STEPS
PAID TIME PONSIBLE
1. Develops guidelines on
the dissemination of
information while adhering None 1 week PIO
to the Data Privacy Act
TOTAL
71
How to send You may file feedback/complaints with our office using the
feedback feedback form at the Office of the Chancellor
Or directly email the office at oc.upcebu@up.edu.ph
How feedbacks The office receives the feedback and sorts. For suggestions, the
are processed office investigates proactive solutions or reevaluation of protocols.
1. Reevaluation of process
2. Corrective action
3. Organizational improvement
How to file a You may file feedback/complaints with our PIO feedback form at
complaint the Office of the Chancellor or directly email the office at
oc.upcebu@up.edu.ph attaching the signed formal complaint.
How complaints 1. The office receives the complaint and directs the processing to
are processed proper authority.
1.1 For suggestive complaints, the office will look for proactive
methods and will assess the validity of the complaint.
2. For formal complaints, the office shall do the following:
1.1 Complaint processing
1.2 Complaint investigation
1.3 Corrective action
1.4 Complaint resolution
1.5 Organizational improvement
Contact The numbers are at:
information of (032) 232 8187 local 313
PIO
Email at:
oc.upcebu@up.edu.ph
72
BUDGET OFFICE
A. Processing of Letter Request for Funding
Office or Division Budget Office

Type of Transaction G2G – Government of Government
Who may avail: University constituents/colleges/offices
Letter/ Proposal Requesting Office
CLIENT STEP AGENCY ACTION FEES PRO- PERSON
TO BE CESSING RES-
PAID TIME PONSIBLE
Submit 1. Receives and checks -Admin
Letter/Proposal the completeness of Assistant
to Budget Office documents and
updates the Document
Tracking
System (DTS) for None 7 days
incoming documents
2. Reviews and signs;
recommends
appropriate funding
source -Budget
3. Updates Document Head
Tracking System
(Outgoing);
Delivers the signed
letter to the next
concerned -Admin
unit Assistant
TOTAL None 7 days
73
B. Processing of Basic Paper (BP)

Basic Paper HRDO
TO BE CESSING RES-
PAID TIME PONSIBLE
1.) Submit Basic 1. Receives the Basic -Admin
Paper to Budget Paper and updates the Assistant
Office Document Tracking
System (DTS) for
incoming documents
2. Reviews and evaluates None 7 days
before processing and
recording -Admin
3. Reviews and signs the Assistant
Basic Paper
4. Updates Document
Tracking System
(Outgoing); -Budget Head
Delivers the signed
Basic Paper to the next
signatories -Admin
Assistant
TOTAL None 7 days
74
C. Processing of Purchase Request (PR), Contract of Service (CoS), Job
Order (JO), Authority to Hire/Fill and Request for Overtime

Purchase Request or Job Order or Requesting unit/office; HRDO
Request Form
TO BE CESSING RES-
PAID TIME PONSIBLE
1.) Submit 1. Receives and checks -Admin
Purchase the completeness of Assistant
Request/Job documents; Updates
Order/Request Document Tracking
Form to Budget System (DTS) for
Office incoming documents None 7 days
2. Encodes document in -Admin
the master list; Reviews, Assistant
evaluates and
recommends
appropriate fund source
3. Reviews and signs the
document -Budget
4. Updates Document Head
Tracking System (DTS)
for outgoing documents; -Admin
Delivers the signed Assistant
documents to UPC
Accounting Office
TOTAL None 7 days
75
D. Processing of Obligation Request (ObR) & Budget Utilization Request
(BUR)

OBR or BUR Request Form PO or Requesting unit/office
Receipts or Disbursement Voucher
TO BE CESSING RES-
PAID TIME PONSIBLE
1.) Submit 1. Receives and checks -Admin
Document for the completeness of Assistant
ObR and BUR documents; Updates
to Budget Office Document Tracking
System (DTS) for
incoming documents None 7 days
2. Reviews and evaluates
fund source, projects, -Budget
programs and activities Head
3. Checks and encodes the
signed documents in the
master list (UIS, oracle
software) -Admin
4. Updates Document Assistant
Tracking System (DTS)
for outgoing documents;
Delivers the documents
to the next concerned -Admin
unit Assistant
TOTAL None 7 days
76
E. Processing/ Generating of Reports

Request through email or other forms of Requesting unit/office
communication
TO BE CESSING RES-
PAID TIME PONSIBLE
1.) Submit 1. Receives request from -Admin
Request to various 20 days Assistant
Budget office units/colleges/offices; None
Encodes document in
the master list
2. Reviews, evaluates and

generates the -Admin
requested data output Assistant
3. Reviews, evaluates and

signs the generated
report -Budget
Head
4. Submits/ Emails the
evaluated and signed
report to the concerned
unit -Admin
Assistant
TOTAL None 20 days
77
How to send You may file feedback/complaints with our office using the
feedback feedback form at the Office of the Chancellor
How feedbacks The office receives the feedback and sorts. For suggestions, the
are processed office investigates proactive solutions or reevaluation of protocols.
How to file a You may file feedback/complaints with our Budget Office
complaint feedback form at the Office of the Chancellor or directly email the
office at oc.upcebu@up.edu.ph attaching the signed formal
complaint.
How complaints 1. The office receives the complaint and directs the processing to
are processed proper authority.
1.2 For suggestive complaints, the office will look for proactive
methods and will assess the validity of the complaint.
Budget Office
Email at:
oc.upcebu@up.edu.ph
78
UP CEBU UGNAYAN NG PAHINUNGÓD OFFICE
External Service
A. Gurong Pahinungόd Program (1)

Office of Division UP Cebu Ugnayan ng Pahinungόd
Who may avail Public Elementary/Highschool Principal
1. Assessment Form UP Cebu Ugnayan ng Pahinungόd Office
2. Evaluation Form
3. Agreement Form
CLIENT STEP AGENCY ACTION FEE PROCESSIN PERSON
S TO G TIME RESPONSIBL
BE E
PAID
1. Submits letter of 1. Pahinungόd Staff - Pahinungό
intent accepts letter of None d Staff
2. Waits for the intent - Program
approval/disapprova 2. Program Coordinator Coordinato
l. initially reviews the r
3. If approve, receives letter - Pahinungό
notice of approval. 3. Program Coordinator d Director
4. Reviews terms of conducts ocular - Chancellor
policy. inspection on the
school 10 days
4. Program Coordinator
conducts
assessment and
evaluation of the
school
5. Pahinungόd Director
approves/disapprove
s the intent
6. If approve, Program
Coordinator
coordinates with
DepEd for 10 days
agreement
coordinates with
LGU for agreements
and identifying host 10 days
family for the GP
looks for Gurong
Pahinungόd
Volunteer 30 days
TOTAL None 60 days
79
B. Gurong Pahinungόd Program (2)
Type of Transaction G2C – Government to Citizen
Who may avail UP Cebu Alumni
1. Volunteer Application Form UP Cebu Ugnayan ng Pahinungόd Office
2. Volunteer Agreement Form
3. Certification in Professional Education
(CPE) enrolment forms
4. Gurong Pahinungόd Handbook
CLIENT STEP AGENCY ACTION FEES PROCESSIN PERSON
TO BE G TIME RESPONSIBLE
PAID
1. Accomplishes and 1. Pahinungόd Staff - Pahinungόd
submits the accepts GP None Staff
following: application and - GP
- Volunteer agreement form Coordinator
Application Form 2. Program - Pahinungόd
- Volunteer Coordinator Director
Agreement Form conducts entry 10 days - Chancellor
- Transcript of interview - Volunteer
Records or True 3. Pahinungόd Welfare and
Copy Grades Director Nurturance
(must not have a approves/disappr Team
grade of 5.0 in oves the GP (VWNT)
more than 2 application. usually a
subjects) 4. If approved, Faculty and
- Certificate of Good Pahinungόd Staff Staff
Moral Character facilitates the Volunteers
- Police / NBI processing of the from DepEd
Clearance GPs stipend, and UP Cebu
2. Submits a copy of transportation, - (consist of 1
the lesson plan or lodging, etc. 65 days DepEd
lesson outline to 5. Schedules representativ
the GP panel training for the e,
(members of GP to give Pahinungόd
VWNT serves as him/her time to Director
panel) attend to CPE and/or GPP
3. Performs teaching class Coordinator,
demonstration on requirements and at least 1
his/her subject 6. Program faculty whose
area of Coordinator 30 days expertise is
specialization/ coordinates with related to the
competency DepEd for subject
4. Waits for agreements and matter
approval/disapprov GP allocation handled by
al of application. 7. Program the GP)
5. If approve, Coordinator
receives notice of coordinates with 30 days
approval. LGU for
6. If shortlisted, client agreements and
undertakes further identifying host
80
testing to family/ies for the
determine their volunteers
physical, 8. Pahinungόd
emotional, and organizes send- 25 days
mental off activity for the
preparedness and GP volunteer and
submits the orientation of the
following: parents of the
- Medical Certificate volunteer
from UP Cebu 9. Program
Physician Coordinator
- Result of and/or members
Psychological/ of Volunteer
Personality Test Welfare and
Nurturance Team
Upon Acceptance: prepare the
deployment of
7. Signs the GP and
Memorandum of accompany the 25 days
Agreement with UP GP to his/her
Cebu (includes the area of
length of service assignment and
and commitments helps the GP
of parties involved) negotiate with the
8. Accomplishes school in
Certification in identifying
Professional subjects to be
Education (CPE) handled and
enrolment form discuss with
9. Enrolls in nine (9) school
units of Education administrator
subjects his/her roles and
specifically responsibilities in
concern with the Program
pedagogy to 10. Monitoring
ensure effective - GP Coordinator
teaching visits GPs at
performance least three (3)
10. Undergoes times a year for
seminar- proper monitoring
workshops for and 180 days
efficient work in communicates
school and with the parents
community of GPs for
11. Reviews and updates
follows GP - Regularly
Volunteer coordinates and
Guidelines collects progress
12. Implements and reports from the
bring into schools where
realization the the GPs are
Ugnayan ng deployed
Pahinungód’s - Checks regularly
program mission, the roles and
responsibilities
81
goals and by the school to
objectives the GPs
13. Submits progress 11. Evaluation
reports, journal and 12. Documentation
reflection papers
regularly for
evaluation and
documentation
purpose
TOTAL None 365 y

s
82
C. Buhay Pahinungόd Program
Who may avail Local Government Unit within Cebu Province
1. Survey Form on DRRM Training UP Cebu Ugnayan ng Pahinungόd Office
Needs
CLIENT STEP AGENCY ACTION FEES PROCESSIN PERSON
TO BE G TIME RESPONSIBLE
PAID
1. Submits 1. Pahinungόd - Pahinungόd
letter Staff accepts None Staff
request for letter request - Program
a DRRM 2. Program Coordinator
training Coordinator - Pahinungόd
2. Waits for initially reviews Director
the the letter
approval/di 3. Assessment and 10 days
sapproval. evaluation of the
3. If approve, Barangay who
receives requested for a
notice of DRRM training
approval. 4. Pahinungόd
- Invites Director
participant approves/disapp
s roves the
- Prepares request
venue for 5. If approve,
the Program
training Coordinator
coordinates with
Barangay 20 days
Captain for
agreements
6. Program
Coordinator
identifies a
resource person
to conduct
DRRM Training
7. Schedules date
for the DRRM
training 10 days
8. Pahinungόd
staff/s facilitate
logistics, food,
transportation
honorarium of
the resource
speaker and
registration for
83 | P a g e
the training
proper
9. Evaluation
TOTAL None 40 days
84 | P a g e
How to send You may file feedback/complaints with our office using
feedback the feedback form at the Office of the Chancellor
How feedbacks are The office receives the feedback and sorts. For
processed suggestions, the office investigates proactive
solutions or reevaluation of protocols.
How to file a You may file feedback/complaints with our office
complaint feedback form at the Office of the Chancellor or
directly email the office at oc.upcebu@up.edu.ph
attaching the signed formal complaint.
How complaints 3. The office receives the complaint and directs the
are processed processing to proper authority.
1.3 For suggestive complaints, the office will look
for proactive methods and will assess the
validity of the complaint.
4. For formal complaints, the office shall do the
following:
Contact information The numbers are at:
of Pahinungod/ (032) 232 8187 local 212
Oblation Corp
Email at:
oc.upcebu@up.edu.ph
85 | P a g e
OFFICE OF THE VICE CHANCELLOR FOR ACADEMIC AFFAIRS
(OVCAA)
External Service
A. Endorsement of requests for collaborations, partnerships (with

contracts, MOAs/MOUs)
Office or Division OVCAA

Type of G2G – Government to Government
Transaction
Who may avail Contracting Parties
CHECKLIST OF REQUIREMENTS WHERE TO SECURE – Legal
Office

STEPS TO BE CESSING RES-
PAID TIME PONSIBLE
Submit 1. Receives None 7 days Legal
documents documents Office Staff
to Legal 2. Reviews the Legal
Office MOA/MOU Counsel,
3. Endorses VCAA
4. Submits to OC OVCAA
for action of Staff
the Chancellor
TOTAL None 7 days
B. Requests for dialogue or consultation (individual/group) with the

VCAA

Who may avail Faculty, Students, Others
CHECKLIST OF REQUIREMENTS WHERE TO SECURE – N.A.

PAID TIME PONSIBLE
1. Phone 1. Sets schedule None 2 days OVCAA
call/email 2. Dialogue Staff
2. Walk-in VCAA
TOTAL None 2 days
86 | P a g e
Internal Service
A. Reviews and endorses requests of the colleges for authority to hire,

appointment of new faculty, renewal of appointment, tenure, waiver of
tenure rule

Who may avail Colleges
CHECKLIST OF REQUIREMENTS WHERE TO SECURE – HRDO,
Office of the Dean

PAID TIME PONSIBLE
Submit 1. Reviews and None 20 days AcPFC
requests and receive Secretary,
related documents from College
documents to Colleges Staff
HRDO/AcPFC 2. Deliberates and
Secretary acts on the AcPFC
requests
3. Prepares AcPFC
endorsements Secretary,
and submit all
documents to
OVCAA OVCAA
4. Receives, reviews Staff, VCAA
and signs the
endorsements OVCAA
5. Submits Staff
documents to OC
for approval/
second
endorsement
TOTAL None 20 days
87 | P a g e
B. Endorsement of requests for fellowships and study leave (new and
renewal), sabbatical leave, sick leave of not less than 5 months or 1
semester, foreign travels

Who may avail Faculty
CHECKLIST OF REQUIREMENTS WHERE TO SECURE – HRDO

TO BE CESSIN RES-
PAID G TIME PONSIBL
E
Submit requests 1. Reviews and None 20 days AcPFC
and related receives Secretary,
documents to documents College
HRDO/AcPFC 2. Deliberates and Staff
Secretary acts on the AcPFC
requests
3. Prepares AcPFC
endorsements and Secretary,
submits all
documents to VCAA
OVCAA
4. Reviews and signs OVCAA
the endorsements Staff
5. Submits
documents to OC
for approval/
second
endorsement
TOTAL None 20 days
88 | P a g e
C. Endorsement of release of Research Grants, Faculty Grants

Type of G2C – Government to Citizen
Transaction
CHECKLIST OF REQUIREMENTS WHERE TO SECURE - CVSC

PAID TIME PONSIBLE
Submit 1. Receives documents None 10 days CVSC Staff
requests 2. Reviews and endorses CVSC
to CVSC requests and submits to Director,
Budget Office for CVSC
clearance Staff,
3. Receives, reviews and Budget
endorses documents Office Staff
4. Prepares, endorse/sign
certifications, DVs and Budget
OBRs Office Staff
5. Forwards to Budget OVCAA
Office for payment of Staff,
grants VCAA
OVCAA
Staff,
VCAA
OVCAA
Staff,
Budget
Office Staff
TOTAL None 10 days
89 | P a g e
D. Endorsement of requests to avail the Basic Education Fund
(BEF), Faculty Development Fund (FDF), UP System Research
Dissemination Grant, International Publication Award, etc.

CHECKLIST OF REQUIREMENTS WHERE TO SECURE– CVSC,
OVPAA

PAID TIME PONSIBLE
Submit 1. Receives documents None 7 days CVSC Staff,
requests 2. Reviews and endorses OVCAA Staff
to CVSC requests and submits CVSC
to OVCAA
3. Receives and prepares Director,
second endorsements CVSC Staff
(for BEF)
4. Endorses FDF, signs OVCAA Staff
the Endorsements VCAA
(BEF) and Forms
(RDG & IPA)
5. Submits documents to
OC for approval, OVCAA Staff
endorsement
TOTAL None 7 days
E. Endorsement of payment for overload honoraria

Who may avail Colleges
CHECKLIST OF REQUIREMENTS WHERE TO SECURE – Office of
the College Secretary

PAID TIME PONSIBLE
Submit 1. Receives Forms 67 & None 20 days Colleges’
Forms Faculty Loading for Staff,
67, 67A, office file OVCAA Staff
67B/ 2. Receives, reviews, Colleges’
67S, Forms 67A & 67B/67S Staff, OUR
Faculty Staff,
Loading 3. Signs the documents OVCAA Staff
90 | P a g e
to UR, VCAA
OVCAA, 4. Submits documents OVCAA Staff
OUR to OC for signature/
approval OVCAA
5. Receives signed Staff,
documents from OC OC Staff
OVCAA
6. Prepares, signs OBR Staff, VCAA,
and submits to Accounting
Accounting Office Staff
TOTAL None 20 days
G. Endorsement of requests for realignment of approved Line Item

Budget for API activities

Who may avail Colleges, Departments, Programs
CHECKLIST OF REQUIREMENTS WHERE TO SECURE – Office of
the Dean

PAID TIME PONSIBLE
Submit 1. Receives documents None 3 days Budget
requests to from Budget Office Office
Budget 2. Endorses Staff,
Office 3. Submits documents OVCAA
to OC for approval Staff
VCAA
OVCAA
Staff
TOTAL None 3 days
91 | P a g e
H. Approves on behalf of the Chancellor, requests for readmission
due to LOA, PDQ, Delinquent Status, and requests for
extension of Waiver of MRR

Who may avail Students
CHECKLIST OF WHERE TO SECURE– Office of the
REQUIREMENTS College Secretary

ACTION TO CESSING RES-
BE TIME PONSIBLE
PAID
Submit requests 1. Receives None 10 days OUR Staff
to OUR and
reviews
documents Admissions
2. Deliberates Committee
and act on
the OUR Staff
requests
3. Submits OVCAA
results to Staff
OVCAA
4. Prepares
Notices of VCAA
Action OVCAA
(NOAs) Staff
5. Signs
NOAs
6. Releases
NOA to
students
TOTAL None A. days
92 | P a g e
I. Endorsement of requests for Alternative Class Learning
Experience (ACLE)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE–N.A.

PAID TIME PONSIBLE
Submit 1. Reviews and None 2 days OVCAA
request receives request Staff
letter
2. Acts on the request VCAA
3 Submits to OC for OVCAA
action of the Staff
Chancellor
TOTAL None 2 days
J. Endorsement of requests for extension of enrollment


TO BE CESSING RES-
PAID TIME PONSIBLE
Submit request 1. Reviews and None 2 days OUR Staff,
receives request OVCAA
letter Staff
2. Acts on the UR, VCAA
request OVCAA
3. Submits to OC Staff
for action of the
Chancellor
TOTAL None 2 days
93 | P a g e
K. Endorsement of requests for permission to hold student
organizations activities


STEPS TO BE CESSIN RES-
PAID G TIME PONSIBL
E
Submit 1. Reviews and receives None 2 days OSA
request to request letter Staff,
OSA 2. Acts on the Request OVCAA
3. Submits to OC for the Staff
action of the Chancellor OSA
Director,
VCAA
OVCAA
Staff
TOTAL None 2 days
L. Endorsement of applications for MOVE UP/COOPERATE

CHECKLIST OF REQUIREMENTS WHERE TO SECURE–OVPAA,
OIL

PAID G TIME PONSIBLE
Submit 1. Receives and None 10 days OVCAA
required reviews documents Staff
documents 2. Endorses VCAA
already 3. Submits documents OVCAA
endorsed by to OC for second Staff
OIL endorsement
Coordinator
TOTAL None 10 days
94 | P a g e
M. Submission of requests for data/reports

Who may avail UP System, UP Cebu
CHECKLIST OF REQUIREMENTS WHERE TO SECURE –
Requesting Office

Send email/ 1. Requests data/ None 20 days OVCAA
Communicati information from Staff, Other
on, other offices Office Staff
Memorandu 2. Gathers and
m consolidates OVCAA
data Staff
3. Checks the
accuracy of data VCAA
4. Submits
data/reports to OVCAA
requesting office Staff
None 20 days
95 | P a g e
How to send You may file feedback/complaints using our feedback form
feedback at our office
or directly email the office at OFFICE@ADDRESS
How feedbacks The office receives the feedback and sorts. For
are processed suggestions, the office investigates proactive solutions or
reevaluation of protocols.
How to file a You may file feedback/complaints with our OFFICE
complaint feedback form at our office or directly email the office at
OFFICE@ADDRESS attaching the signed formal
complaint.
How 3. The office receives the complaint and directs the
complaints are processing to proper authority.
processed 1.4 For suggestive complaints, the office will look for
proactive methods and will assess the validity of the
complaint.
information of (032) 232 8187 local NUMBER
TLRC
Email at:
EMAIL@ADDRESS
96 | P a g e
OFFICE OF THE UNIVERSITY REGISTRAR (OUR)
EXTERNAL SERVICES
A. CHED Billing Report

The Office of the University Registrar prepares reports for submission to
CHED (Commission on Higher Education) in compliance with RA 10931,
Universal Access to Quality Tertiary Education Act, and its IRR.
Office or Division: Office of the University Registrar

Classification: Highly Technical and Complex
Type of G2G – Government to Government
Transaction:
Who may avail: Commission on Higher Education (CHED)
First Tranche
FORM 2 Billing Summary (2 copies) Office of the University Registrar
FORM 2 Billing Details (2 copies) Office of the University Registrar
FORM 2A Billing Details (2 copies) Office of the University Registrar
FORM 2B Billing Details (2 copies) Office of the University Registrar
COR Data Elements Report (1 soft Office of the University Registrar
copy)
Certification of the UR and Office of the University Registrar
Chancellor re: Billing Details (2
copies)
Certification of the UR re: COR Data Office of the University Registrar
Elements (2 copies)
Certification of the UR re: Form 5 Office of the University Registrar
True and Correct (2 copies)
Form 5 EORs of all students, in pdf Office of the University Registrar
Second Tranche
FORM 2 Billing Summary (2 copies) Office of the University Registrar
FORM 2B Billing Details re: Office of the University Registrar
Admission (Medical Fees) (2 copies)
Certification of the Chancellor re: Office of the University Registrar
Admission (Medical Fees) (2 copies)
Medical Certificates of all students, in Office of the University Registrar
pdf
FORM 2A Billing Details re: Office of the University Registrar
Development Fees (2 copies)
FORM 2A-1 Billing Details re: Office of the University Registrar
Development Fees (1 soft copy)
FORM 2A-2 Billing Details re: Office of the University Registrar
Development Fees (1 soft copy)
Development Fees (2 copies)
97 | P a g e
Experiential Learning Activity (ELA) Office of the University Registrar
Forms and Class Lists, in pdf
FORM 2B Billing Details re: Talent Office of the University Registrar
Determination Test Fees (2 copies)
Talent Determination Test Fees (2
copies)
Talent Determination Test Application Office of the University Registrar
Forms, in pdf
FORM 2B Billing Details re: Transfer Office of the University Registrar
Application Fees (2 copies)
Transfer Application Fees (2 copies)
Application for Transfer Forms, in pdf Office of the University Registrar
FEES
AGENCY TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE TIME RESPONSIBLE
PAID
1. Request for 1. Prepare, 20 working University
CHED Billing check, days Registrar; OUR
Reports, verify and Staff; OCS
through the UP submit Staff;
System. the CHED Accounting
Billing Office
Report for
the
collection
of tuition
and other
school
fees,
covered
by RA
10931.
TOTAL none 20 working
days
* OUR – Office of the University Registrar
OCS – Office of the College Secretary
98 | P a g e
A. Admission – New First Year, Undergraduate
The Office of the University Registrar processes all requests for
admission into the University.

Transaction:
Who may avail: Incoming first year undergraduate students
If UPCAT Qualifier,
UPCAT Admissions Notice, containing UP Office of Admissions
ID and PIN;
If UPCAT Appellant, UP Cebu Office of the University
UP Cebu OUR email confirming Registrar
admission;
(1 printout)
If Certificate of Fine Arts high school College of Communication, Art,

graduate, and Design
Certification of Admission to the Fine
Arts Program; Office of Student Affairs
If Iskolar ng Bayan grantee,
Admission Notice from the Office of UP Cebu Office of the University
Student Affairs; Registrar
If Transferee from other schools,
Approved Application for Transfer (Form
3.1);
(1 original)
Medical certificate that student is fit to UP Cebu Health Services Unit
enroll, bearing the signature of the
school’s physician
(1 original)
Passport picture with name and Varied sources
signature at the back (1 recent, colored,
original photo)
Official Secondary Permanent Records High School of student
or Form 137 from Grade 7 to 12 bearing
the date of graduation, signature of the
principal, with school seal, and the
remark “Copy for UP Cebu”
(1 original)
High School Report Card or Form 138 High School of student
bearing the signature of the principal and
the remark “Graduated and eligible for
admission to college”
(1 original)
99 | P a g e
Certificate of Good Moral Character High School of the student
bearing the signature of the principal or
guidance counselor
(1 original)
Philippine Statistics Authority (PSA) Birth Philippine Statistics Authority
Certificate (in case name cannot be read
on the certificate, attach a copy issued
by the Local Civil Registrar; if there is a
difference between the name used in the
report card and in the birth certificate, the
name on the latter will be used).
Notarized Affidavit of two disinterested
persons in case of discrepancy of name.
(1 original and 1 photocopy)
Accomplished Student Directory, with UP Cebu Office of the University
one recent, colored, passport photo Registrar
attached (1 original) http://our.upcebu.edu.ph/
If applying for the Fine Arts Program, UP Cebu College of
Talent Test result (1 original) Communication, Art, and Design –
Fine Arts Program
If voluntarily opting out from the Free UP Cebu Office of the University
Higher Education privilege, Registrar
Accomplished Voluntary Opt-out Form (1 http://our.upcebu.edu.ph/
original)
PROCES PERSON
AGENCY FEES TO
CLIENT STEPS SING RESPONSI
ACTIONS BE PAID
TIME BLE
1. Submit all the 1. Receive the 3 working Window 1 &
required required days 2
documents. documents and
check for
completeness.
Get your University 1.1 Issue
Admission Slip. University
Admission Slip.
2. Check the accuracy 2. Take note of Window 3
and completeness accuracy of
of your personal information in
data and SAIS.
information in the
Student Academic
Information System
(SAIS).
3. Have your photo 3. Take photo and Window 3
and signature taken signature of
for the School ID. student for the
School ID.
4. Have your courses 4. Enlist courses Office of the
enlisted. for the student. College
Secretary
100 | P a g e
Get your UP Form 4.1 Issue UP (OCS) of
5A. Form 5A. respective
college
5. Accomplish 5. Receive the Office of
Student Information accomplished Student
Sheet. form. Affairs
(OSA)
6. Have your 6. Tag student’s Office of
scholarship/s, scholarship/s, Student
privilege/s, and/or privilege/s, Affairs
grant/s tagged in and/or grant/s (OSA)
SAIS. in SAIS.
6.1 Indicate re-
assessment of
fees in Form
5A.
7. For students who 7. Accept payment ₱1,000/uni Cash Office
are not eligible for of tuition based t tuition
Free Higher on Form 5A. +
Education or ₱1,711.50
voluntarily opting other
out from this school
privilege, pay 7.1 Issue fees
tuition and other Official Form 5 +
school fees. eOR (electronic laboratory
Get your official Official and
Form 5 eOR. Receipt). computer
laboratory
fees
For students who
are eligible for Free none
Higher Education,
go directly to the
next step.
8. Have your 8. Tag student as Office of the
enrollment “Officially College
validated. Enrolled” and Secretary
stamp (OCS) of
“Registered” in respective
the official Form college
5 eOR.
TOTAL ₱1,000/uni 3 working
t tuition days
+
₱1,711.50
other
school
fees
101 | P a g e
+
laboratory
fees
102 | P a g e
B. Admission – New First Year, Graduate

Transaction:
Who may avail: Incoming first year graduate students
Admissions Slip from the Graduate Respective College (CCAD, CS,
Program CSS, SoM)
(1 original)
(1 original)
Passport picture with name and Various sources
original photo)
Certificate of Transfer Credentials or Previous school of student
Honorable Dismissal (1 original)
Transcript of Records from last school Previous school of student
attended with school seal and the
remark: “Copy for UP Cebu” (1 original)
PSA Marriage Certificate, for married Philippine Statistics Authority
female applicants only (1 photocopy)
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
1. Submit all the 1. Receive the 3 working Window 1
required required days
check for
completeness.
103 | P a g e
Get your University 1.1 Issue
Admission Slip. University
Admission Slip.
2. Check the accuracy 2. Take note of Window 3
and completeness accuracy of
of your personal information in
data and SAIS.
information in the
Student Academic
Information System
(SAIS).
School ID.
4. Have your courses 4. Enlist courses Office of the
enlisted. for the student. College
Get your UP Form 4.1 Issue UP Secretary
5A. Form 5A. (OCS) of
respective
college
5. Accomplish 5. Receive the Office of
Student Information accomplished Student
Sheet. form. Affairs
(OSA)
6. Have your 6. Tag student’s Office of
scholarship/s, scholarship/s, Student
privilege/s, and/or privilege/s, Affairs
grant/s tagged in and/or grant/s (OSA)
SAIS. in SAIS.
6.1 Indicate re-
assessment of
fees in Form
5A.
7. Pay tuition and 7. Accept payment MSCS Cash Office
other school fees. of tuition based ₱1,200/uni
on Form 5A. t
Get your official 7.1 Issue +
Form 5 eOR. Official Form 5 ₱1,301.50;
eOR (electronic MSES
Official ₱600/unit
Receipt). +
₱1,301.50;
M.Ed.
₱600/unit
+
₱1,201.50;
MBA
₱1,200/uni
t
104 | P a g e
+
₱1,201.50
8. Have your 8. Tag student as Office of the
enrollment “Officially College
validated. Enrolled” and Secretary
stamp (OCS) of
“Registered” in respective
the official Form college
5 eOR.
TOTAL MSCS 3 working
₱1,200/uni days
t
+
₱1,301.50;
MSES
₱600/unit
+
₱1,301.50;
M.Ed.
₱600/unit
+
₱1,201.50;
MBA
₱1,200/uni
t
+
₱1,201.50
* MSCS – Master of Science in Computer Science
MSES – Master of Science in Environmental Studies
M.Ed. – Master of Education
MBA – Master of Business Administration
C. Admission – Transferee

Transaction:
Who may avail: Incoming transfer students
For All Transfer Applicants, Local and
Foreign
FORM 3.1 Application for Transfer from UP Cebu Office of the University
Other School(s)/ Other UP Unit(s) Registrar
http://our.upcebu.edu.ph/
105 | P a g e
(1 original)
original photo)
Certificate of Transfer Credentials or Previous school of student
Honorable Dismissal (1 original), to be
processed and submitted only after
acceptance into a program
Transcript of Records from last school Previous school of student
attended
(1 original)
Certificate of Good Moral Character High School of the student
bearing the signature of the principal or
guidance counselor
(1 original)
If applying for the Fine Arts Program, UP Cebu College of
Talent Test result (1 original) Communication, Art, and Design –
Fine Arts Program
For Foreign Transfer Applicants only
Biopage of valid passport (1 copy) Applicant
Alien Certificate of Registration (ACR) for Bureau of Immigration
9(f), 9(g), and 47(a)(2) visa holders (1
copy), upon acceptance into a program
Special Study Permit (1 copy), upon Bureau of Immigration
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
106 | P a g e
check for
completeness.
2. For students who 2. Accept ₱100, for Cash Office
are not eligible for payment. Filipinos
Free Higher 2.1 Issue official ₱250, for
Education, pay a receipt. resident
non-refundable foreign
application fee. applicants
US$20, for
non-
resident
foreign
applicants
3. Return to the OUR 3. Receive the Window 1
for the processing application and
of your application. process the
request.
3.1 Evaluate
the GWA and
units earned of
the applicant.
3.2 Forward the
application to
the concerned
college for
deliberation and
approval.
4. Accomplish other 4. Accept the College
requirements set by application and (CCAD, CS,
the college such as deliberate CSS, SoM)
interview, talent based on set
test, written or oral criteria.
examination. 4.1 Dean
approves or
disapproves.
4.2 Return the
application form
to the OUR.
5. Get your Notice of 5. Issue the Notice Window 1
Acceptance (NOA) of Acceptance
or Non- (NOA) or Non-
Acceptance. Acceptance to
the applicant.
6. Proceed with the 6.
Admission process
(as with New First
Years).
TOTAL ₱100, for 7 working
Filipinos days
₱250, for
107 | P a g e
resident
foreign
applicants
US$20, for
non-
resident
foreign
applicants
108 | P a g e
D. Cross-Registration and Special Students, Incoming
Cross-registrants are students who enroll in UP Cebu for a specific
period of time but are primarily enrolled in another UP Constituent
University or in another institution of higher learning. Such enrolment is
subject to the approval of the Deans of the home and the accepting
units/colleges. [UP Code Art. 333−334]
Exchange students are also classified as cross-registrants.
A special student is one who is not earning formal academic credit for
his/her work. [UP Code Art. 337c]

Transaction:
Who may avail: Incoming Cross-registrants and Special Students
For Cross-registrants from within UP
FORM Request to Cross-Register, with Home UP unit
home unit approval
Official copy of grades from the previous Home UP unit
semester (1 original)
Completed University Clearance (1 Home UP unit
original or 1 photocopy)
Supporting documents for reason/s of Applicant
cross-registration, e.g. medical
certificate, adviser’s certification re:
remaining deficiencies for graduating
students (1 original)
For Cross-registrants from outside UP
or Special Students
FORM 3.5A Application for Cross- UP Cebu Office of the University
Registrants or Special Students Registrar
signature at the back (1 recent, colored
original photo)
Permit to cross-enroll (1 original) Dean or authorized official of home
College or University
(1 original)
Official copy of grades from each college Home school of student
attended signed by the Registrar or an
authorized representative; or Official
109 | P a g e
Transcript of Records with remarks “for
evaluation purposes only” (1 original)
Additional Requirements for Filipino
Special Students only
Certificate (1 photocopy)
Additional Requirements for Foreign
Cross-Registrants or Special
Students only
Biopage of valid passport (1 copy) Applicant
Alien Certificate of Registration (ACR) for Bureau of Immigration
9(f), 9(g), and 47(a)(2) visa holders (1
copy), upon acceptance into a program
Special Study Permit (1 copy), upon Bureau of Immigration
Certification from a reputable bank in the Bank in the applicant’s country
applicant’s country about their capability
to finance the travel, educational,
personal and other expenses that may
be incurred in relation to their studies in
the Philippines; or Statement of Funding
Support (2 copies).
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
check for
completeness.
2. Pay a non- 2. Accept Within UP Cash Office
refundable payment. ₱40, paid
application fee. 2.1 Issue official at the
receipt. home unit
Exchange students
with MOA Outside
(Memorandum of UP
Agreement) with ₱100, for
UP are exempted Filipinos
from payment of ₱250, for
the application fee. resident
foreign
applicants
US$20, for
non-
110 | P a g e
resident
foreign
applicants
3. Return to the OUR 3. Receive the Window 1
for the processing application and
of your application. process the
request.
3.1 Evaluate
the application. University
3.2 University Registrar
Registrar
endorses the
application.
3.3 Forward the
application to
the concerned
college for Dean of
deliberation and host college
approval.
3.3 Dean of
host college
approves.
4. Get your 4. Issue the Window 1
Application for Application for
Cross-Registrants Cross-
or Special Registrants or
Students. Special
Students to the
applicant.
5. Proceed with the 5. Education
Registration al
process. Developm
ent Fund
(EDF) for
Foreign
Students
Non-
Resident
$300 per
semester;
$120 for
the
midyear
term
Resident
$150 per
semester;
$60 for the
midyear
term
111 | P a g e
TOTAL Within UP 3 working
₱40, paid days
at the
home unit
Outside
UP
₱100, for
Filipinos
₱250, for
resident
foreign
applicants
US$20, for
non-
resident
foreign
applicants
Education
al
Developm
ent Fund
(EDF) for
Foreign
Students
Non-
Resident
$300 per
semester;
$120 for
the
midyear
term
Resident
$150 per
semester;
$60 for the
midyear
term
E. Cross-Registration, Outgoing
Cross-registrants are students who enroll in another UP Constituent
University or in another institution of higher learning for a specific period
of time but are primarily enrolled in UP Cebu. Such enrolment is subject
to the approval of the Deans of the home and the accepting
units/colleges. [UP Code Art. 333−334]
112 | P a g e
Exchange students are also classified as cross-registrants.

Transaction:
Who may avail: Outgoing cross-registrants
FORM Request to Cross-Register UP Cebu Office of the University
Registrar
Official copy of grades from the previous Home college
semester (1 original)
Completed University Clearance (1 UP Cebu Office of the University
original) Registrar
Supporting documents for reason/s of Applicant
cross-registration, e.g. medical
certificate, adviser’s certification re:
remaining deficiencies for graduating
students (1 original)
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
1. Secure and fill out 1. 3 working
the Request to days
Cross-Register
Form, in two
copies.
2. Request for 2. Validate Program
validation of subjects of Adviser
subjects to cross- student to be
register from your cross-
Program Adviser. registered.
3. Submit the duly 3. Dean of the Dean of the
signed form for College College
action of the Dean approves the
and the University request. University
Registrar. 3.1 University Registrar
Registrar signs
For cross- the request. Window 3
registration outside 3.2 OUR staff
the UP System, tags student in Vice
submit the form for SAIS. Chancellor
action of the Vice 3.3 For cross- for
Chancellor for registration Academic
Academic Affairs outside the UP Affairs
(VCAA). System, Vice
Chancellor for
113 | P a g e
Academic
Affairs (VCAA)
approves.
4. Upon approval, pay 4. Accept ₱40 Cash Office
the registration fee. payment.
Get your official
receipt. 4.1 Issue official
Exchange students receipt.
to Universities with
MOA
(Memorandum of
Agreement) with
UP are exempted
from payment of
the registration fee.
5. Submit duly paid 5. Receive cross- Host Unit
form to the host registration
unit for their form and
approval. approve the
One copy for the request.
host unit and one
copy to be returned
to the home unit.
6. Return the host 6. Receive the Window 1
unit-approved form form, together
to the OUR, with the Form 5.
together with your
Form 5, at the end
of the term.
TOTAL ₱40 3 working
days
F. Issuance of UP ID, Student

The Office of the University Registrar issues the Identification Card for all
types of students and prints the Identification Card for other members of
the academic community.

Transaction:
For re-issuance
First ID is issued upon admission.
UP FORM 5 (1 original) UP Cebu Office of the College
Secretary
114 | P a g e
Affidavit of Loss, duly notarized (1 Lawyer
original), if applicable
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
1. Pay the ID Fee. 1. Accept ₱130 7 working Cash Office
Get your official payment. days
receipt.
2. Present your UP 2. Check the Window 3
Form 5, affidavit of required
loss (if applicable), documents.
and official receipt
(OR) prior to ID
picture-taking.
School ID.
4. Claim School ID, 4. Release School Window 3
when available. ID to student.
days
115 | P a g e
G. Issuance of UP ID, for Faculty, REPS, Staff
The Office of the University Registrar issues the Identification Card for all
types of students and prints the Identification Card for other members of
the academic community.

Transaction:
Who may avail: Faculty, REPS, Staff
HRDO Permit (1 original) Human Resources Development
Office
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
1. Get a permit from 1. Give permit to 3 working HRDO
HRDO. employee. days
2. Pay the ID Fee. 2. Accept ₱130 Cash Office
Get your official payment.
receipt.
3. Present your 3. Check the Window 3
HDRO Permit and required
official receipt (OR) documents.
prior to ID picture-
taking.
for the Employee employee for
ID. the ID.
5. Claim Employee 5. Release ID to Window 3
ID, when available. employee.
days
116 | P a g e
H. University Clearance for Students
A University Clearance is required from students for processing requests
related to their exit from the University.

Transaction:
FORM 13A University Clearance (3 UP Cebu Office of the University
copies) Registrar
School ID (original) Applicant
or Affidavit of Loss, in case of loss (1
original)
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
1. Secure and fill out 1. 20
the University working
Clearance, in three days
copies.
2. Secure signatures 2. Sign the Concerned
as required, in clearance. offices
order.
3. Submit the duly 3. Receive the Window 2
signed (until #12) required
university documents and
clearance to OUR check for
and surrender your completeness. University
ID or an affidavit of 3.1 University Registrar
loss for lost ID, for Registrar signs
action of the the University
University Clearance of
Registrar. the student.
4. Receive copy of 4. Give a copy of Window 2
your University the University
Clearance duly Clearance to
signed by the the student.
University Keep the other
Registrar. copies.
TOTAL none 20
working
days
117 | P a g e
I. Request for Official Transcript of Records (OTR)
The Transcript of Records is an inventory of the courses taken and
grades earned of a student throughout their stay in the University of the
Philippines Cebu, including transferred credits from other schools.
The Transcript of Records is official (with school seal and signature of

the University Registrar) and may be issued as requested, regardless of
frequency and number of copies.

Transaction:
Who may avail: Students and Alumni
UPC OTR Request Slip UP Cebu Office of the University
Registrar
original) Registrar
2x2 picture with name and signature at Varied sources
the back
(1 recent, colored, original photo)
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
1. Secure and fill out 1. 20
the request slip, in working
one copy. days
2. Pay the fee. 2. Accept ₱50/page Cash Office
Get your official payment. with
receipt. 2.1 Issue official Admin
receipt. Cost of
₱20 and
₱10/envel
ope/set
3. Submit the official 3. Receive the Window 2
receipt (OR) required
together with the documents and
original copies of check for
your University completeness.
clearance and 1 pc. 3.1 Process the
2x2 photo. transcript of
records of the Student
student. Records
3.2 Check and Evaluator
verify the
118 | P a g e
accuracy and University
completeness Registrar
of the OTR.
3.3 University
Registrar signs
the OTR.
4. Claim your Official 4. Release OTR to Window 2
Transcript of student or
Records, when alumnus.
available.
TOTAL ₱50/page 20
with working
Admin days
Cost of
₱20 and
₱10/envel
ope/set
119 | P a g e
J. Request for Certifications
The Office of the University Registrar issues various types of
Certifications. These include Certification of:
▪ Enrollment
▪ Units Earned
▪ Notice of Acceptance
▪ Candidacy for Graduation/Academic Completion
▪ Graduation/Graduation with Honors
▪ Permit to Transfer
▪ Transfer Credentials (formerly referred to as “Honorable Dismissal”)
▪ English as medium of instruction
▪ Others

Transaction:
Request Slip UP Cebu Office of the University
Registrar
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
1. Secure and fill out 1. 7 working
the request slip, in days
one copy.
2. Pay the fee. 2. Accept ₱50/page; Cash Office
Get your official payment. ₱60 for
receipt. 2.1 Issue official Certificate
receipt. of
Graduatio
n
3. Submit the official 3. Receive the Window 2
receipt (OR) request.
together with the 3.1 Process the
duly accomplished requested
request slip. certification. University
3.2 University Registrar
Registrar signs
the certification.
4. Claim your 4. Release Window 2
requested certification to
certification, when student or
available. alumnus.
TOTAL ₱50/page; 7 working
days
120 | P a g e
₱60 for
Certificate
of
Graduatio
n
K. Issuance of Diploma
The Diploma is a legal document that certifies the completion of a degree
program. The President, the Secretary of the University, the Chancellor,
and the Dean sign the Diploma.
The ORIGINAL DIPLOMA is issued only once. However, an English

translation of the diploma or a certified true copy of the original, signed
by the University Registrar, on behalf of the original signatories, may be
requested.

Transaction:
Who may avail: UP Cebu Graduates
original) Registrar
Valid ID (1) Applicant
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
1. Present a copy of 1. Check the 20 Window 2
your University required working
clearance and one documents. days
valid ID.
2. Receive your 2. Release Window 2
diploma. diploma.
TOTAL none 20
working
days
L. Verification and Authentication of Student Records

The Office of the University Registrar processes verification of students
who attended, and graduates of University of the Philippines Cebu,
121 | P a g e
and/or of documents submitted by students, whether for employment or
for further studies, purportedly issued by our University.

Transaction:
Request Slip UP Cebu Office of the University
Registrar
Authorization letter signed by the student Student
whose records are being verified, if
applicable
Valid ID (1) Requester
PROCES PERSON
AGENCY FEES TO
ACTIONS BE PAID
TIME BLE
1. Submit the filled-up 1. Receive the 7 working Window 2
request slip via request. days or 3
email or through 1.1 Indicate
the office. amount to be
paid.
2. Pay the fee. 2. Accept ₱50 for Cash Office
Get your official payment. CAV*
receipt. 2.1 Issue official ₱40/page
receipt. for
authenticat
ion
₱100/stud
ent for
verification
3. Submit the official 3. Process the Window 2
receipt (OR) request. or 3
together with the 3.1 University University
duly accomplished Registrar signs Registrar
request slip. the certification.
4. Claim your 4. Release Window 2
requested verification
verification and/or and/or
authentication, authentication.
when available.
TOTAL ₱50 for 7 working
CAV* days
₱40/page
for
authenticat
ion
122 | P a g e
₱100/stud
ent for
verification
*CAV – Certification, Authentication, and Verification
123 | P a g e
How to send feedback Answer the client feedback form and drop it
at the designated drop box in front of the
Office of the University Registrar.
Contact info: +63 (32) 232 8187 loc 120

our.upcebu@up.edu.ph
How feedbacks are processed One of the OUR staff opens the drop box
and compiles and records all feedback
submitted.
Feedback requiring answers are forwarded

to the relevant offices for their response. The
answer of the office is then relayed to the
client.
How to file a complaint Answer the client feedback form and drop it
at the designated drop box in front of the
Office of the University Registrar.
Complaints may also be filed via email.

Make sure to provide the following
information:
- Name of person being complained
- Incident
- Evidence
For inquiries and follow-ups:

+63 (32) 232 8187 loc 120
How complaints are processed One of the OUR staff opens the drop box
and compiles and records all feedback
submitted, including complaints.
If the complaint is found to have merit, it is

forwarded to the Grievance Committee for
further investigation.
Contact Information of OUR, UP Office of the University Registrar:
Cebu +63 (32) 232 8187 loc 120
University of the Philippines Cebu:

+63 (32) 232 8187
oc.upcebu@up.edu.ph
124 | P a g e
OFFICE OFSTUDENT AFFAIRS (OSA)
External Service
A. Testing (External)
Office or Division Office of Student Affairs

Type of Transaction G2C/G2B – Government of Citizen/Business
Who may avail Companies
REQUIREMENTS
Testing Material and Answer Office of Student Affairs
Sheet

TIME PONSIBL
E
1. Submit 1. Accepts and ₱200 (IQ) 30 minutes GSS in-
notice of reviews ₱200 charge
testing notice of (Aptitude) 30 minutes
appointmen testing ₱300 2 hours
t. appointment (Personality 1 week Cashier
2. Pay testing . / (clerical)
fee. 2. Accepts Supervisory 2 weeks GSS in-
3. Take the testing fee. Index) (supervisory charge/
test. 3. Administers ) Admin
4. Claim the test. Aide
results. Admin
4. Releases Aide
the test
results.
TOTAL 3 weeks
and 5 hours
125 | P a g e
B. Job Fair Service for Partner Companies

Type of Transaction G2B – Government of Business
Who may avail Companies
• OR photocopy • Cash Office
• Application letter with resume
CLIENT AGENCY FEES PRO- PERSON

STEPS ACTION TO BE CESSING RES-
PAID TIME PONSIBLE
1. Pay Job 1. Accepts ₱4,000 5 minutes Cashier
Fair payment for
registration Pay Job Fair
fee. registration.
2. Accepts 2 minutes GSS in-charge
2. Submit photocopy of Company
photocopy OR.
of OR to 3. Receives 1 day Representative
OSA. application Company
3. Prepare and letters with 35 minutes
set-up resumes
designated from
area at the students
venue. during Job
Fair.
4. Conducts job 2 working Representative
interview days Company
during Job Representative
Fair.
TOTAL ₱4,000 3 days

and 38
minutes
126 | P a g e
Internal Service
A. Guidance and Counselling

Classification Technical
Who may avail Student and Faculty
• OSA Form No. 14 – Referral Slip Office of Student Affairs
• OSA Form No. 13 – Call Slip
• OSA Form No. 11 – Individual
Counseling Report Form
BE TIME PONSIBLE
PAID
1. For referred 1. Admin None 1 hour Admin
counselees, hand in Aide and 30 Aide
referral slip. accepts minutes
For called-in slips and
counselees, hand in gets
call-in slip. cumulative
For walk-in folder
counselees/parents, 2. GSS gives
fill out walk-in slip. counselling Guidance
For students Session Service
recommended by the Specialist
Admissions
Committee to
undergo counseling,
show up on
schedule.
2. Hand in referral
slip/call-in slip,
personal cumulative
folder, and
Counseling Report
Form.
3. Undertake
Counseling Session.
TOTAL None 1 hour
and 30
minutes
127 | P a g e
B. Testing for Faculty and Staff

Who may avail Faculty and Staff
OR for Non-UP Applicants Cash Office
CLIENT STEPS AGENCY FEES TO PRO- PERSON
ACTION BE PAID CESSING RES-
TIME PONSIBLE
1. Submit 1. Admin Aide ₱300 3 minutes Admin
referral note accepts (Personality Aide
from HRDO referral note Test) 5 minutes
2. Pay Testing 2. Cash office
fee at the accepts Cashier
cash office payment and
(only for non- gives OR 1 hour
UP 3. GSS in-
applicants) charge gives
3. Take the psychological GSS-in-
psychological test charge
test (present 4. Test results 5 working
OR for non- are days
UP submitted to
applicants) HRDO
TOTAL 300.00 5 days, 1

hour, and
8 minutes
128 | P a g e
C. Testing for Students

REQUIREMENTS
• Testing Material Office of Student Affairs
• Answer Sheet
PAID TIME PONSIBLE
1. Take the 1. Administers None 1 hour GSS in-
prescribed test the test to charge
on scheduled student
date.
2. Attend group 2. Interprets 3 hours
test test and
interpretation relays
on the results to
scheduled student
date.
TOTAL None 4 hours
D. Job Fair Service for Graduating Students

Who may avail Graduating Students
• Student Placement Data Sheet Office of Student Affairs
• Application letter with resume
CLIENT STEPS AGENCY FEES PRO- PERSON RES-
ACTION TO BE CESSING PONSIBLE
PAID TIME
1. Secure and fill 1. Gives None 10 Admin
out Student Student minutes Aide/GSS-in
Placement Placement charge
Data Sheet. Sheet
2. Hand in 2. Coordinates 5 minutes GSS in-
application Job Fair charge/company
letter with with representative
resume Companies 30
3. Undergo job minutes
interview.
TOTAL None 45
minutes
129 | P a g e
E. Student Inventory for First Year Graduate Students

• OSA Form No. 1 – Undergraduate Office of Student Affairs
Cumulative Folder
• OSA Form No. 2 – Information
Sheet
TIME PONSIBLE
1. Fill out the 1. Gives out None 10 Admin
cumulative and collects minutes Aide/GSS
folder filled in
indicating all cumulative
the necessary folder
information.
Attach recent
2x2 photo.
TOTAL None 10
minutes
130 | P a g e
F. Request for Certifications

Who may avail Students, Alumni, Faculty
• OSA Form No. 4 – Request Slip for • Office of Student
Certification of Good Moral Character, Affairs
Etc. • Cash Office
• Official Receipt (OR)
TIME PONSIBLE
1. Submit filled out 1. Accepts ₱40 per 3 minutes Admin Aide/
request slip. request certificate Assistant
2. Have request slip slip (fee is
approved by 2. Approves waived 3 minutes GSS in-
Guidance request for charge/OSA
Services slip faculty Director
Specialist or 3. Accepts and staff) 10 minutes Cashier
OSA Director. payment
3. Pay fee at the and gives
Cash Office. OR
4. Present OR and 4. Accepts 3 minutes Admin
submit request OR and Aide/Admin
slip. request Assistant
5. Claim slip
certification, 5. Prepares 1 working
upon Certificate day after
presentation of 6. Gives filing
OR. Certificate
TOTAL ₱40 per 1 day and
certificate 19
(fee is minutes
waived
for
faculty
and staff)
131 | P a g e
G. Request for Clearance (Transferees and Graduates)

Who may avail Student
REQUIREMENTS
• University Clearance Form Office of Student Affairs
• OSA Form No. 1 –
Undergraduate Cumulative
Folder
PAID TIME PONSIBLE
1. Submit the 1. Accepts None 3 minutes Admin Aide
University Clearance
clearance form Form
2. Hand in 2. Accepts
cumulative folder Cumulative GSS
and undergo exit folder and 10 minutes
interview. give exit
3. Have clearance interview
signed by
Guidance 3. Signs 2 minutes
Services Clearance GSS/ OSA
Specialist or OSA Director
Director.
TOTAL None 15
minutes
132 | P a g e
H. Request for Clearance (Readmission and LOA)

REQUIREMENTS
• University Clearance Form Office of Student Affairs
• OSA Form No. 1 –
Undergraduate Cumulative
Folder

BE TIME PONSIBLE
PAID
1. Show 1. Checks None 2-3 minutes Admin Aide
University University
Clearance Clearance
Form. Form 20 minutes GSS
2. Hand in 2. Gives to 1 hour
cumulative Cumulative
folder and folder and
undergo Counselling
individual 3. Signs 1-2 minutes GSS/ OSA
counseling. Clearance Director
3. Have
clearance
signed by
Guidance
Services
Specialist or
OSA
Director.
TOTAL None 23 minutes- 1
hour and 5
minutes
133 | P a g e
I. Student Financial Assistance (SFA) Online Application
(Socialized Tuition System) (New Students/Transferees)

Who may avail Undergraduate Students
None
CLIENT STEPS AGENCY FEE PRO- PERSON
ACTION S TO CESSIN RES-
BE G TIME PONSIBL
PAID E
1. Visit 1. None 1-2 minutes Admin
https://sfaonline.up.edu.p Announces Asst/
h and log in using student the JSAO/
number and 5-digit PIN opening of GSS in-
during the application SFA charge
period. Online
2. Indicate intent to apply Portal and 4 minutes
and consent to the terms schedule
and conditions of SFA. of
3. Complete the Student application
Profile, answer the , appeals, 45 minutes
Household and
Characteristics results.
questionnaire and
accomplish the
Household Income form.
4. Review all entries before
submission. 15 minutes
5. Confirm submission of
SFA application. 2 minutes
6. SFA results will be
released according to the
posted schedule. Results
will be posted at the SFA 1-5 days
website.
TOTAL None 1 day– 5
days and
54
minutes
134 | P a g e
J. Student Financial Assistance (SFA) Online Application
(Socialized Tuition System) (Upperclassmen)

BE TIME PONSIBLE
PAID
1. Visit None 1 minute
https://sfaonline.up.edu.ph Admin
and log in using UP mail Asst/
during the application JSAO/
period. 3 minutes GSS in-
2. Indicate intent to apply charge
and consent to the terms 30 minutes
and conditions of SFA.
3. Complete the Student
Profile, answer the
Household Characteristics
questionnaire an 10 minutes
accomplish the Household
Income form. 1 minute
4. Review all entries before
submission. 1-5 days
5. Confirm submission of
SFA application.
6. SFA results will be
released according to the
posted schedule. Results
will be posted at the SFA
website.
TOTAL None 1 day– 5

days and
44
minutes
135 | P a g e
K. Student Financial Assistance (SFA) Appeals

• Pertinent documents to • Appropriate Agencies
support your appeal • Office of Student Affairs
• Interview Form
ACTION S TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Visit https:// 1. Announce None 30 seconds Admin Asst/
sfaonline.up.edu.p s Appeal JSAO/ GSS
h and log in using Schedule in-charge
account during the
appeal schedule. 2. Calls in 1 minute Admin Asst/
2. Indicate consent and JSAO/GSS
with the terms and conduct in-charge
conditions of SFA. interviews 45 minutes
3. Fill out the SFA to
Appeal appellants.
questionnaire. 5 minutes UP Cebu
4. Indicate 3. Deliberate Committee
permanent Appeals on
address, vicinity 10 minutes Scholarship
map, and 4. Results of s and
landmarks near appeals Financial
home. will be 15 seconds Assistance
5. Save appeal and released (CCSFA)
review entries according 45 minutes
before submission. to the
6. Confirm schedule JSAO
submission of set by the 1 month after
appeal. SFA Office the appeal
7. Submit yourself for and OSA. period
an interview and Results
fill up Interview will be 2 days
Form. posted at after
the SFA deliberatio
website. n
TOTAL None 35 days
136 | P a g e
L. Request of PIN for SFA Application

REQUIREMENTS
Form 5 or ID Office of the University Registrar
PAID TIME PONSIBLE
1. Fill out the log 1. Hand in None 5-10 Admin
sheet form for log in- minutes Asst/JSAO
required sheet
information. 2. Give new 5-10
2. Claim new PIN PIN minutes
TOTAL 10-20
minutes
M. Release of Stipend for FDS Grantees

Who may avail FDS Grantees
Form 5, Official Copy of Grades, Office of Student Affairs
Certifications (as needed)
CLIENT STEPS AGENCY FEES PRO- PERSO
ACTION TO CESSING N RES-
BE TIME PONSIB
PAID LE
1. Submit a photocopy of 1. None 5 minutes Admin
your current Form 5 Accepts Asst/
and official copy of Form 5 JSAO
grades from last and official 3 working
semester attended. grades days
2. Wait for announcement
on the schedule of 2.
release. Processes
3. Claim stipend through stipend. * 10 working
ATM cash cards. * OSA no days after
longer has processing
control
after this
step, but
we usually
advise
137 | P a g e
students
that it will
take 5-8
working
days.
TOTAL None 10 days and
8 minutes
N. Scholarship Application for Students

Who may avail

BE G TIME PONSIBLE
PAID
1. Inquire availability 1. Provides None 5 minutes Scholarships
of Scholarship information on or Officer
openings & secure on the before
Application Form, availability the
once qualified. of deadline Scholarships
2. Submit scholarship Officer
Scholarship 10
Application Form 2. Accepts and minutes
with supporting screen per Scholarships
documents. documents applicant Officer
3. Undergo 20 Scholarships
screening/intervie 3. Interviews of minutes Officer
w with Applicant by per
Scholarships Scholarship applicant
Officer, if qualified s Officer Donor and/or
and accepted in 30 Scholarships
Step 4. Interviews of minutes Committee
4. Undergo interview Applicant by per
with donor and Donor/ applicant
Scholarships Scholarship
Committee. Committee. Donor and/or
1 hour Scholarships
5. Submit Thank You 5. Deliberation Committee
Letter to the Donor and final 15
and additional selection of working
requirements (e.g. scholars. days
ATM). Scholarships
Officer
138 | P a g e
6. Results of 5 working
deliberation days after
will be the
released, results
and student are
will be released
informed
with
instructions.
TOTAL None 26
working
days
O. Renewal of Scholarship for Students

REQUIREMENTS
OUR
TCG, Form 5
CLIENT STEPS AGENCY ACTION FEE PRO- PERSON
S TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Submit True 1. Accepts True None during
Copy of copy of Grades registration Scholar
Grades. ships
Officer
2. Accepts Form 5 working days
5 after the last
2. Submit day of Late
Form 5. Registration
3. Students will
be informed if
scholarship is 5-10 working
renewed/contin days after
ued evaluation
.
TOTAL None 10-15 working
days
139 | P a g e
P. Release of Allowances for Scholars

REQUIREMENTS
• Form 5, Official Copy of • OUR
Grades • OSA
• Letter of Award, Receipt of • OUR, Landbank
Remittance
• ID (in checks), ATM (in cash
cards)
PAID TIME PONSIBLE
1. Submit 1. Preparation None 3 working Scholarships
photocopy of of payroll, days and Officer
Form 5 and etc.* 5 minutes
official copy of * OSA no
grades of last longer has
semester control after
attended. this step,
2. Wait for but we 5-10
announcement usually working
on the advise days after
schedule of students processing
release. that it will Disbursing
3. Claim take 5-8 Staff – Cash
allowance at working Office or ATM
the Cash days. 10
Office or minutes
through ATM
cash cards.
TOTAL None 3-14

working
days
140 | P a g e
Q. Application for the Kadaganan Fund

REQUIREMENTS
• OSA Form KF1 • Office of Student Affairs/Online
• Form 5; ID • Office of Student Affairs
PAID TIME PONSIBLE
1. Secure and fill- 1. Collects None 30 seconds Admin
in two copies of field in
application form application Asst/online
2. Once filled up, form 5-10 minutes
undergo for an 2. Conducts JSAO/GSS
interview interview to in-charge
3. Seek approval applicant 3 minutes
of the OSA 3. OSA OSA
Director Director 5 minutes Director
4. Submit approves
approved application Admin
application 4. Collects Asst
form & claim approved
the money application
and give
money,
TOTAL None 6-11 minutes
R. Donation to the Kadaganan Fund

OSA Form KF 2; Donation Office of Student Affairs/online
ACTION TO BE CESSIN RES-
1. Secure and fill in 1. Collects None 5 minutes Admin Asst/
two copies of filled out Online
Kadaganan Kadaganan
Donation Form Donation Admin Asst.
2. Once filled up, Form 30
submit form and seconds
141 | P a g e
donation to Admin 2. Gives
Asst. acknowledg
ement form
and 30
seconds
S. Student Assistant (SA) Application for Students

• Student Assistant Application Form Office of Student Affairs
• List or Requirements
• Complete requirements
• Notice of Appointment
BE TIME PONSIBLE
PAID
1. Inquire on 1. Gives None 10 minutes Amin Asst
availability of SA information
slots. on the
2. Fill out and availability of
submit SFA slots 10 minutes
application form 2. Accepts GSS in-
for screening. application charge
3. Undergo form and 15 minutes Head of
screening. screen Office/
4. Seek approval of document. College
the office/college 3. Approves 10 minutes Admin Asst
where Student Student
Assistantship will Assistantship
be served. 4. Accepts 10 minutes HRDO Staff
5. Submit approved approved SA
SA application application
form for final form and
verification. verify 5 minutes HRDO Staff
6. Proceed to 5. Provides list
HRDO for SA of
requirements. requirements
7. Submit for SA.
documents and 6. Accepts SA 10 minutes HRDO Staff
requirements to requirements
HRDO. 7. Gives notice
8. Wait for the of 20 days Admin
Notice of acceptance. Assistant
142 | P a g e
Appointment
prior to reporting
for duty.
TOTAL None 20 days
and 1
hour
T. Student Assistant (SA) Application for Requesting Offices

Who may avail UP Offices
REQUIREMENTS
Student Assistant Request Form Office of Student Affairs

PAID TIME PONSIBLE
1. Submit 1. Accepts None 5 minutes Requesting
Student Student Office
Assistant Assistant
(SA) Request
Request Form.
Form. 30 minutes UP Cebu
2. Wait for the Committee
Deliberation 2.Deliberates on
of SA requests Scholarships
requests. sends and
3. Notice of Approval Financial
approval of Notice Assistance
SA Request 5 working (CCSFA)
will be sent days after
to the deliberation GSS in-
requesting charge/
office. JSAO
4. (Submission 5 minutes
of
Evaluation
Form at the Requesting
end of the Office;
semester.) Admin Asst
TOTAL 5 days and
40 minutes
143 | P a g e
U. Release of Student Assistant (SA) Salary

• DTR, Journal Office of Student Affairs
• Work Schedule
• ID
PAID TIME PONSIBLE
1. Submit Daily Time 1.Accepts None 10 minutes Admin Asst
Record (DTR), DTR,
Journal, and Work Journal, and
Schedule. work 3 working Admin Asst
2. Claim salary at the schedule days
Cash Office. Disbursing
2.Processing Staff –
of salary. * 10 minutes Cash
Office
* OSA no
longer has
control
after this
step, but
we usually
advise
students
that it will
take 5-8
working
days.

days and
20
minutes
V. Issuance of Mails

REQUIREMENTS
ID OUR
144 | P a g e
PAID TIME PONSIBLE
1. Present ID. 1. Check ID None 1 minute
2. Mailing list is 2. Give mail 1 minute Admin
checked. and let Assistant
3. Claim mail/letter student 2 minutes
and sign mailing sign
list. mailing list
TOTAL 4 minutes
W. Application for Recognition of Student Organizations.

Type of Transaction G2C – Government of Citizen
CHECKLIST OF REQUIREMENTS WHERE TO
SECURE
• OSA Form No. 10 – Checklist of Requirements for Office of
Applications for Recognition of Student Organizations Student
• Org Recognition Form 001- Application Letter Affairs
• Org Recognition Form 002-Certification of
Advisership,
• Org Recognition Form 003-Certification of Co-
Advisership,
• Org Recognition Form 004- Plan of Activities,
• Org Recognition Form 005 -Directory of Officers,
• Org Recognition Form 006- Directory of Members,
• Org Recognition Form 007-Accomplishment Report,
• Org Recognition Form 008- Financial Report
BE TIME PONSIBLE
PAID
1. Request for copy 1.Gives a copy None 3 minutes GSS in-
of checklist of of checklist charge
requirements for of
application for requirements
recognition of for 1 month
student application from the
organizations for start of
(Found inside recognition classes
OSA/ Posted at of student (within 20
UP Cebu OSA organizations working
website) (Found days)
2. Submit completed inside OSA/
forms and Posted at UP
requirements in
145 | P a g e
one (1) long size Cebu OSA 1 month
folder. website) from the
(Student Org 2. Accepts deadline of
Application/ completed submission
Recognition forms and (within 20
Forms are requirements working
downloadable 3.Posts results days)
from UP Cebu
OSA FB page)
3. Results will be
posted at the
bulletin board after
approval by the
Chancellor.
TOTAL None 2 months
and 5
minutes
X. Request to Hold Student Organization Activities outside UP

Campus

Who may avail Student Organizations
CHECKLIST OF REQUIREMENTS WHERE TO
SECURE
• General Request Form/ Event Sheet Office of Student
• Letter of request Affairs
• Security guidelines
• Solid waste management guidelines
PAID TIME PONSIBLE
1. Submit General 1. Accepts None 3 working Admin Aide
Request General days prior
Form/event sheet Request to activity
with the signature Form/eve
of student nt sheet
organization with
Faculty attachme
adviser/co- nts
adviser/ Dean.
(attach letter of
request to the
Chancellor
through Proper
Channels and
include security
146 | P a g e
guidelines and/or
solid waste
management, if 2. Accepts 3 working GSS in-
applicable) letter of days prior charge,
2. Submit a letter of request to to activity OSA
request to the the (for UP Director,
Chancellor Chancello Cebu Vice
detailing the r detailing users like Chancellor
nature and the nature faculty, for
purpose of the with staff, Administrati
activity for (a) UP endorsem students) on,
Cebu users whose ent from Vice
activities fall OSA Chancellor
outside of office Director 5 working for
hours, and for (b) /or VC days prior Academic
non-UP Cebu Admin./or to activity Affairs
users, and (c) UP VCAA. (for Non-
Cebu events with UP Cebu
participation from 3. Accepts personnel
outsiders, with and /outsiders
endorsement from evaluate )
OSA Director /or security
VC Admin./or guidelines
VCAA.
3. Submit security 4. Accepts
guidelines for and 3 working
activities that go evaluate days prior
beyond curfew solid to activity
hours, with list of waste Campus Security
chaperones with managem Officer
signatures and ent
conforme from guidelines
Campus Security for
Officer before activities
OSA that have
endorsement. more than
4. Submit solid waste 50
management participant
guidelines for s, and 3 working
activities that have activities days prior
more than 50 involving to activity CDMO Head
participants, and putting up Health Services
activities involving of Unit Head
putting up of food/non-
food/non-food food
concessionaires concessio
must get conforme naires
from CMO/HSU
Heads before 5. Endorses 5-10
application minutes
147 | P a g e
OSA
endorsement.
5. Endorsement from
OSA. Then,
proceed for
approval to VC
Admin./Chancellor GSS in-
charge/
OSA
Director
TOTAL None 17 days
and 5
minutes-
17 days
and 10
minutes
Y. Request for Posting of Tarps/ Posters/ Statements inside the

Campus

Type of Transaction G2C – Government to Citizen/Business
Who may avail Students and Outsiders
Posters/tarps/statement Requester

ACTION TO CESSIN RES-
BE G TIME PONSIBLE
PAID
1. Submit copy of 1. Reviews of None 1 GSS in-
poster/tarps/statem poster/tarps/s working charge
ents for review and tatements day
endorsement on and prior to
letter request. endorsement activity
2. Submit letter on letter
request for posting request.
of 2. Accepts letter 1 Vice
poster/tarps/statem request for working Chancellor
ent indicating posting of day for
purpose of activity poster/tarps/ prior to Administrati
& intended place/ activity on
bulletin
board/billboard 3. Approves
where it will be put request 5-10 Admin
up for approval by minutes Aide/ GSS
the Vice Chancellor
for Administration.
148 | P a g e
3. After approval by
VCA, submit copy
of approved letter
of 4. OSA
poster/tarp/stateme stamps
nt for stamping by posting
OSA. materials
For event posters,
submit approved
General Request
Form/ Event Sheet
to OSA.
TOTAL None 2 days
and 5
minutes
- 2 days
and 10
minutes
Z. Dormitory Application

REQUIREMENTS
OSA-D Form 1 – Dormitory Office of Student Affairs/ Dormitory
Application Form Manager

PAID TIME PONSIBLE
1.Inquire on 1. Answers None 1-2 Admin Aide
availability of Inquiry on minutes
dormitory slots. availability of
2. Fill out and dormitory Admin Aide
submit slots. 10 minutes or online
Dormitory 2.Accepts and submission
Application Screen
Form for Dormitory Dorm
screening. Application 20-30 Manager
3. Deliberation of Form. working and
dormitory 3. Deliberates days Dormitory
application dormitory Committee
requests. application
4. Results will be requests. Dorm
released, and Manager
149 | P a g e
students will be 4. Releases 1 working
informed. results day after
deliberation
TOTAL None 21 days
and 11
minutes –
31 days
and 12
minutes
150 | P a g e
or directly email the office at osa.upcebu@up.edu.ph
How to file a You may file feedback/complaints with our office feedback
complaint form at our office or directly email the office at
osa.upcebu@up.edu.ph attaching the signed formal
complaint.
complaint.
OSA
Email at:
osa.upcebu@up.edu.ph
151 | P a g e
UNIVERSITY LIBRARY
INTERNAL SERVICE
A. Registration to Access and Use Library Resources
Office or Division University Library

Who may avail Students, Faculty, REPS, Administrative
Personnel
REQUIREMENTS
1. Validated UP ID and Form Office of the University Registrar for
5 for students Students
UP ID/Appointment of Human Resource Division Office for
Employment with any other Faculty/Staff
valid ID for Faculty, REPS
and Staff
2. Registration Form University Library Circulation
3. Data Privacy Consent Counter
Form University Library Circulation
Counter

BE G TIME PONSIBL
PAID E
1. Accomplish 1. Circulation None 1 min Librarian
Registration form Staff accept or Library
and Data Privacy Registratio Staff-in-
Consent Form; n form and 4 mins charge
2. Login in the Data
Library Services Consent
Log folder. Form;
2. Copy the
necessary
data into
the library
database.
152 | P a g e
B. Borrowing of Library Materials

Personnel
REQUIREMENTS
Validated UP ID Office of the University Registrar

BE TIME PONSIBLE
PAID
1. Fill out book card 1. Receives None 1 minute Librarian or
with your name, materials to Library
college/program be Staff-in-
and borrowed; 1 minute charge
student/employee 2. Checks and
number and verifies ID
present library (should be
staff at the valid and
Circulation desk; countersigned; 30
2. Present ID and 3. Stamps and seconds
books to be signs book
borrowed; card, date due
3. Wait for the slip with due 45
books to be date; seconds
processed for 4. Scans
check-out; barcode of the
4. Receive books book to be
and ID. checked-out
under the 45
borrower's seconds
account;
5. Gives
books and ID
to the
borrower.
C. Returning/Checking-In Library Books for Home Reading

Personnel
153 | P a g e
REQUIREMENTS

TO BE CESSIN RES-
PAID G TIME PONSIBL
E
1. Present 1. Receives (for 1 minute Librarian
books for materials for overdu or Library
return/check- return/check-in e Staff-in-
in books, charge
2. Scans barcode refer to 1 minute
of the book to be overdu
returned/checke e fines 1 minute
d-in policy)
3. Updates
borrower as to
the number of
books left
charged out
under his/her
account if there's
any
TOTAL None 3
minutes
154 | P a g e
D. Renewing Books Borrowed Checked Out
Personnel

TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Present books 1. Receives books 1 minute Librarian
for renewal; for processing or Library
of renewal (Go Staff-in-
2. Fill out the to Check-in tab charge
book of the iLib
card with name, Circulation
college/program module to
and student / check-in first
employee number book/s for
and present renewal);
library staff at the 2. Retrieves and 1 minute
Circulation desk; pull-out book
3. Wait for the card of book/s
books to be for renewal;
processed for 3. Hands in book
renewal; card to
4. Receive borrower; 1 minute
book/s. 4. Stamps due date
and sign book
card;
5. Scans barcode
of the book to 30
be checked-out seconds
under the 30
borrower's seconds
account;
6. Gives book/s to
the borrower.
155 | P a g e
E. Requesting/Paging Filipiniana And Reserve Books
Personnel
REQUIREMENTS Office of the University Registrar
Validated UP ID

BE TIME PONSIBLE
PAID
1. Fill out Book Call 1. Receives None 1 minute Librarian or
slip complete and book call Library
hand in to Library slip from Staff-in-
staff on duty at the client; 5 minutes charge
request desk; 2. Gets
2. Wait for the book/s from
requested title to be the shelves; 1 minute
paged/searched from 3. Requires
the shelves; client to
3. Present ID (valid present ID
and countersigned) to and attach it 1 minute
the library staff; the book
4. Receive book/s card;
requested. 4. Hands in
to client the
requested
book/s.
156 | P a g e
F. Photocopying of Library Materials
Personnel
REQUIREMENTS
BE TIME PONSIBLE
PAID
Librarian or
1. Present material 1. Checks and None 2 minutes Library
for photocopying verifies for Staff-in-
and ask for Exit accuracy and charge
Pass Slip; completeness
2. Hand in filled out of information;
Exit Pass Slip to 2. Approves 1 minute
Library Staff-in (stamp
charge; with date and
3. Wait for the time of release)
approval of request for
request; photocopying; 1 minute
4. Receive 3. Gives the
approved Exit Pass approved Exit
Slip together with Pass Slip and
the material for material for
photocopying and photocopying
present to the Exit to the
In-charge. borrower.
TOTAL 4 minutes
157 | P a g e
G. Request to Use Discussion Table

Personnel
REQUIREMENTS Office of the University Registrar
Validated UP ID

PAID TIME PONSIBLE
1. Present Valid 1. Receives None 1 minute Librarian or
ID and verify ID; Library Staff-
2. Gives the 3 minutes in-charge
2. Login in the Library
Library Services Services
Log folder; folder to the 30
3. Return borrower; seconds
whiteboard 3. Checks
marker and and verifies;
eraser; 4. Gives
whiteboard
marker and
eraser;
5. Attaches
ID to the
Log Sheet
folder;
6. Gives the
ID back to
the borrower.
TOTAL 4 minutes
& 30
seconds
158 | P a g e
H. Request Use of Computers to Access Library e-Resources

Personnel
REQUIREMENTS
Valid UP ID Office of the University Registrar

BE TIME PONSIBLE
PAID
1. Proceed to the 1. Instructs None 1 minute Librarian or
Circulation library users Library
Counter and login to fill out the 1 minute Staff-in-
at Library log sheet; 1 minute charge
Services Log 2. Receives
folder; and checks
2. Present validated UP ID; 1 minute
UP ID; 3. Gives the
printed e-
3. Ask for e- resources
resources flier for fliers with
login details; login details
of e-
resources;
4. Proceed to the 4. Assists in
available the use of
computer. the e-
resources.
159 | P a g e
I. Digital Reference and Document Delivery

Who may avail Students, Faculty, REPS,
Administrative Personnel

BE G TIME PONSIBL
PAID E
1. Email request or 1. Receives None 1 minute Librarians
query to request or
library.upce@up.edu. query; 5
ph; 2. Analyzes minutes
2. Verify and negotiate requests or
query with reference the query; 30
librarian; 3. Searches minutes
3. Wait for the reply or and identifies
feedback from the possible
librarian; information 5
4. Receive answer to source to minutes
request or query. answer the
request/quer
y;
4. If 24 hours
information
source or
answer is
found,
provide
feedback to
the client;
5. If
information
source is not
found, refer
to other UP
libraries.
TOTAL None 24 hours
& 41
minutes
160 | P a g e
J. Issuance of Referral Letter

Personnel
REQUIREMENTS

BE TIME PONSIBLE
PAID
1. Proceed to the 1. Gives the None 1 minute Librarian or
Circulation Request Book Library
Counter and to the client and Staff-in-
present valid UP let her/him sign charge
ID
2. Asks the 1 minute
2. Sign in the client regarding
Request Book her/his request
3. Checks the
3. Claim the referral information 1 minute
letter duly provided and
signed by the verify
University 4. Prints referral
Librarian or letter 1 minute
Authorized
Representative 5. Have it
signed by the 1 minute
University
Librarian or
Authorized
Representative
161 | P a g e
K. Signing of Library Clearance/Request Slip

Who may avail Faculty, REPS, Administrative personnel,
and students
REQUIREMENTS
Clearance Form Office of the University Registrar
Request Slip

S TO CESSIN RES-
BE G TIME PONSIBL
PAID E
1. Present 1. Checks and None 1 minute Librarian
clearance form verifies or Library
duly information Staff-in-
accomplished indicated in the charge
by the client; clearance
2. Login in the form/request
Library Services slip;
Log folder; 2. Checks and
3. Receive duly verifies in the 1 minute
signed iLib system for
clearance/reque any library
st slip. accountability;
3. Signs the
clearance/reque
st slip and give it
back to the 1 minute
client.
TOTAL None 3
minutes
162 | P a g e
L. Reference Assistance

Personnel
REQUIREMENTS

BE TIME PONSIBLE
PAID
1. State query of 1. Receives None 2 minutes Reference
reference query from Librarian
question/s; client; 5 minutes
2. Verify and 2. Conducts
negotiate query reference
with reference interview (to
librarian; clarify and
3. Wait for the negotiate
reference query query); 5 minutes
to be processed 3. Analyzes
and information query and
source determine
determined; possible
4. Receive information 5 minutes
answer/s to source;
query/queries. 4. Identifies
information
source to the 5 minutes
query
5. If answer/s to
query; is found
provide answer
to client's
query/queries.
TOTAL None 22
minutes
163 | P a g e
M. Request for Library Orientation and Tour

Personnel
REQUIREMENTS

BE TIME PONSIBLE
PAID
1. Proceed to the 1. Hands-in None 1 minutes Librarian
General form to client;
Reference 2. Takes note 3-5
Section and fill- of the details of minutes
out form by giving the request;
details of 3. Verifies
request availability of 2 minutes
(date, time, time schedule
course, no. of and venue;
attendees, etc.); 4. Confirms
2. Hand-in with the faculty 2 minutes
completed the schedule
form to the and venue of
Reference the Library
Librarian; Orientation.
3. Wait for the
confirmation and
availability of
requested time
schedule and
venue;
4. Receive
confirmation
of schedule of
Library
Orientation and
Tour.
TOTAL 10
minutes
164 | P a g e
N. Borrowing of Periodicals for In-House Use

Personnel
REQUIREMENTS

BE TIME PONSIBLE
PAID
1. Selects the 1. Checks None 1 minute Librarian or
material to be the Library
borrowed and periodical Staff-in-
presents a validated card of the charge
University ID; borrowed
2. Fills-up the material;
periodical card 2. Lends
provided with the the
date, name, course periodical
and signature; material to
3. Gets the material. the client.
TOTAL 1 minute
165 | P a g e
O. Request to Use Computer to Access Internet

Personnel
REQUIREMENTS

PAID TIME PONSIBLE
1. Presents a 1. Checks None 3 minutes Librarian or
validated the client’s Library Staff-
University ID ID and the in-charge
and Internet
Internet Use Use Form;
Form; 2. Assists
2. Logs-in in the the client;
monitoring log 3. Indicates
sheet; the time-out,
3. Fills-out the time
Internet Use consume
Form in the Time-in and
column; available
4. Proceeds to the balance.
iMac computers
to perform
academic
activity;
5. Logs out in the
monitoring log
sheet;
6. Claims the ID
and Internet Use
Form.
TOTAL 3 minutes
166 | P a g e
or directly email the office at library.upcebu@up.edu.ph
How to file a You may file feedback/complaints with our feedback form
complaint at our office or directly email the office at
library.upcebu@up.edu.ph attaching the signed formal
complaint.
proactive methods and will assess the validity of
the complaint.
TLRC
Email at:
library.upcebu@up.edu.ph
167 | P a g e
CENTRAL VISAYAS STUDIES CENTER(CVSC)
External Service
A. Respond to regional government agencies’ communications,

letters of invitation to send participants in workshops, requests
for trainings and participation in interagency meetings, and
request for research-related data
Office or Division UP Cebu Colleges, Academic Support Offices

Type of Transaction G2G
Who may avail Regional Government Agencies
Email addresses of government Official Email Inbox of CVSC
agencies, letters of responses
BE TIME PONSIBLE
PAID
1. Send 1. CVSC will respond by NA 1 to 2 days CVSC
letters of email to letters of up to one Director
invitation invitation and different week
and types of requests such
requests to as participation in
CVSC or government-organized
to the programs and meetings
Chancellor and request for data
forwarded
to CVSC 2. Reports personally 1 day
to the government May take
agency office. one to two CVSC
weeks to Director
3. Provides needed be
research-related provided
data. (depending Univ.
on volume Researcher
and extent and CVSC
of data Director
needed)
TOTAL 3 Days
168 | P a g e
Internal Services
A. Facilitate multidisciplinary research on issues that concern the

Central Visayas
Office or Division UPCIDS; UP CVSC; UP CEBU Colleges

Type of Transaction G2G; G2C
Who may avail Faculty/REPS
Proposal Form UPCIDS Local and Regional
Network Studies
PAID TIME PONSIBLE
1. Accomplish 1. CVSC will NA for 1 Month CVSC
proposal facilitate the call this Director and
application for the Service Univ.
form submission of Researcher
2. Submit the proposal
proposal to 6 Months CVSC
CVSC 2. Consolidate the Director and
3. Project budgetary Univ.
study requirements for Researcher
implementation all studies under
upon receipt of the project
FCM
4. Submit 3. CVSC will 6 Months CVSC
discussion submit the Director and
papers proposal to Univ.
5. Submit UPCIDS Researcher
policy papers
4. CVSC will CVSC
monitor the Director and
approval of the Univ.
grant and Researcher
transfer of funds
through a
Funding Check
Memo (FCM) Admin Aide,
UR and
5. Provide CVSC
administrative Director
assistance in the
release of funds
per study. Univ.
Researcher
169 | P a g e
6. Monitor status of CVSC
fund Director and
disbursements Univ.
Researcher
7. Monitor progress
of each studies CVSC
Director,
Univ.
Researcher,
8. Conduct one of and UP
the studies Cebu
under the CIDS- faculty
funded
Research
Project
9. Submit study
outputs namely CVSC
discussion Director
papers and
policy papers to
CIDS
10. Facilitate the University

release of fund Researcher
tranches
11. Submit financial

statements of
fund disbursed
for the project to
CIDS
TOTAL 395 days
170 | P a g e
B. Facilitate UP System Enhanced Creative Work and Research
Grant
Office or Division UP OVPAA;UP CEBU Colleges

Type of Transaction G2C
Who may avail Faculty and REPS
REQUIREMENTS
Proposal Form OVPAA Website:

PAID TIME PONSIBLE
1. Accomplish 1. CVSC will send the NA for 1 Month CVSC
proposal proposal for review this Director
application to the expert Service and Univ.
form reviewer and UP Researcher
Cebu Research
2. Submit Ethics Committee
proposal (UPCREC)
for review 2 Weeks CVSC
2. CVSC will check if Director
the revisions
3. Proponent prescribed by the
will revise expert and
the REC have been
proposal incorporated CVSC
then Director
submit 3. CVSC will endorse
back to the revised proposal UR
CVSC
4. CVSC will facilitate
the submission of the
revised proposal
TOTAL 45 Days
171 | P a g e
C. Facilitate and endorse UP System Research Dissemination
Grant
Office or Division OVPAA, OVCAA, UP Cebu Colleges and

Academic Support Offices
Type of Transaction G2G, G2C
REQUIREMENTS
UP System RDG Application OVPAA Website:
form https://ovpaa.up.edu.ph/up-research-
dissemination-grant-rdg/
TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Accomplish UP 1. Review and NA 1-2 Days UR
System RDG assess the
Form and reputation of the
submit to conference and
CVSC conference
Conference organizers
Paper
Acceptance 2. Endorse verified CVSC
and other quality and Director
supporting reputable
documents Conferences
prescribed in
the application 1 Day
form 3. Facilitate UR/Admin
submission of Aide
2. Submit endorsed RDG
accomplished Application to
forms and OVCAA
documents to
CVSC
TOTAL 3 Days
172 | P a g e
D. Facilitate and endorse UP System International Publication
Award
Office or Division OVPAA, OVCAA, UP Cebu Colleges and Academic

Support Offices
Type of Transaction G2G; G2C
REQUIREMENTS
IPA Application Form OVPAA
Website:https://ovpaa.up.edu.ph/downloads-
page-awards-and-incentives/
PAID TIME PONSIBLE
1. Accomplish UP 1. Review and NA 1 Day UR
System IPA assess the
Application reputation of 1 Month
Form, the (For very
Publication publication recent
indexed in through WoS publication
either WoS or and Scopus indexed in
Scopus, and index list Scopus, a
other waiting
supporting 2. Certify the period of 1 UR
documents verified month is
indicated in the publication prescribed.
application Certification
form is issued
4. Endorse upon the VSC
2. Submit verified appearance Director
accomplished reputation of of the article
forms and the in the
documents to publication Scopus
CVSC database)
3. Retrieve the 5. Facilitate the 1 Day UR/ Admin

endorsed submission Aide
application at of the
the OVCAA endorsed 1 Day
application
and
4. Submit the certification
endorsed to the
application to OVCAA
the OVPAA
TOTAL 33 days
173 | P a g e
E. Facilitate UP Cebu Creative Work and Research Grant
Application (UPC CWRG)
Office UP CEBU Colleges and Academic Support

Offices
REQUIREMENTS
• Application Form CVSC Website
• Research Contract :http://cvsc.upcebu.edu.ph/
• Certificate of Proposal Prepared and facilitated by CVSC
Revision Prepared and facilitated by CVSC
• Certificate of Manuscript Prepared and facilitated by CVSC
Submission

PAID TIME PONSIBLE
5. Accomplish 1. Disseminate NA for 1 month CVSC
CWRG calls for in-house this Director
proposal research grants Service and Univ.
application (API and CWRG Researche
form from CHED fund) r
downloade
d from 2. CVSC will send Three
CVSC the proposal for weeks to
website review to the 1 month CVSC
expert reviewer Director
6. Submit and UP Cebu and Univ.
proposal Research Ethics Researche
for review Committee r
(UPCREC)
7. Proponent
will revise 3. After the review
the process, CVSC
proposal will return the 1-2
then submit proposal to the Weeks
back to proponent for
CVSC revision
8. Proponent 4. CVSC will check

will have if the revisions
the prescribed by the
expert and 1-2 Days
174 | P a g e
contract CVSC
notarized 9. REC has been Director
incorporated
6.CVSC will issue a

certification of
the revised 1-2 Days
proposal
UR
7.Prepare the
contract and
send back the 1Hr
contract to the
proponent for UR
notarization
8.Facilitate the
submission of After 6
the notarized months of
contract and grant
certificate of implement UR and
proposal revision ation CVSC
to the OVCAA Director
9.Monitor the
progress of the After 12
grant provided months of
grant
implement UR and
10. Monitor the
ation CVSC
completion of the
Director
grant provided.
UR and
CVSC
Director
TOTAL 443 days
175 | P a g e
F. Disseminate information and communication pertaining to
research sent by government agencies, NGOs, or private
organizations
Office or Division UP CEBU Colleges and Academic Support

Offices
Type of Transaction G2G, G2C, G2B
REQUIREMENTS
Communications from NGOs Official communication sent to CVSC
and NGAs and other private
organizations

BE G TIME PONSIBLE
PAID
Acknowledge E-blast official NA 1 hour CVSC
receipt of communication Director
communication s related to and Univ.
research and Researche
research r
Act on invitations if application
it is of their field of
interest.
TOTAL 1 hour
176 | P a g e
G. Facilitate and endorse UP Cebu Research Dissemination Grant
Office or Division UP Cebu Colleges and Academic Support

Offices
REQUIREMENTS
UP Cebu RDG Application CVSC Website
form :http://cvsc.upcebu.edu.ph/

BE TIME PONSIBLE
PAID
1. Accomplish UP 1. Review and NA 1 -2 days
Cebu RDG Form assess the UR
and submit to reputation of
CVSC the
Conference conference
Paper and
Acceptance and conference 1 CVSC
other supporting organizers Director
documents
prescribed in the 2. Endorse
application form verified
quality and
2. Submit reputable UR/Admin
accomplished Conferences Aide
forms and
documents to 3. Facilitate
CVSC submission of
endorsed
RDG
Application to
OVCAA
TOTAL 3 Days
177 | P a g e
H. Provide answers to inquiries on research and research related
matters
Office or Division OVCAA, UP Cebu Colleges, Academic

Support Offices
NA Send email to CVSC

TO CESSING RES-
BE TIME PONSIBLE
PAID
Email data 1. CVSC will NA 1Day UR
request to acknowledge
CVSC receipt of request
2. Assess the time

required to 1 Day UR
accomplish the
request and reply
when to receive the
data requested.
3. If data is readily (within

available the day)
4. If data needs to be UR
reprocessed 2-3 Days
TOTAL 5 Days
178 | P a g e
I. Assess, Verify and Post Reported Publications/Creative Work
Output
Office or Division UP Cebu Colleges, Academic Support

Offices
Publication/Creative Work Reported research and creative work
Output output of the Faculty/REPS

BE TIME PONSIBLE
PAID
Submit 1. CVSC will NA 1 Day URand
publication acknowledge receipt CVSC
and creative of submitted Director
work output publication/ creative
report to work
CVSC
2. Assess and verify the 1 Day
quality of the UR
publication based on
the journal reputation
and indexing
3. For creative work

based on art exhibit
organizer and
critique
4. Verified, reported 2 Days

publications are UR
posted at the CVSC
website
TOTAL 4 Days
179 | P a g e
J. Post Reported Research and Creative Work Presentation
Office or Division UP Cebu Colleges, Academic Support

Offices
Research Presentation Report CVSC Website
Form :http://cvsc.upcebu.edu.ph/
Creative Work Output Report

(Documentation of the Art exhibit)

BE TIME PONSIBLE
PAID
1. Submit 1. CVSC will NA 1 Day UR and
research acknowledge receipt CVSC
presentation of submitted Director
report and publication/ creative
creative work report
work output
report to 2. Post report at the 2 Day UR
CVSC CVSC website
TOTAL 3 Days
180 | P a g e
K. Propose and conduct seminar-workshops (including API
Seminar-Workshops) and forums on research and publication
matters and different issues in Central Visayas and the nation
Office or Division UP Cebu Colleges, Academic Support Offices

REQUIREMENTS
API Proposal Form From OVCAA
CLIENT AGENCY ACTION FEES PRO- PERSON RES-

STEPS TO CESSING PONSIBLE
BE TIME
PAID
1. OVCAA 1. Craft proposals NA 2 weeks CVSC Director
will ask for API and Univ.
CVSC to seminar- Researcher
submit workshops and
API submit these to
Proposals. the OVCAA.
2. Write letters of CVSC Director

invitation to One week
2. Faculty speakers.
can
suggest
topics for
forums
and 3. Invite faculty CVSC Director
seminar- and REPS to One day
workshops participate in months
the API ahead and
Seminar- one day a
Workshops and week before
forums the
seminar-
4. Conduct these workshop CVSC Director,
during the and forum Univ.
appointed time. Researcher,
and Admin.
Staff/Research
Aide
TOTAL 3 weeks
and 2 days
181 | P a g e
How to send Through emails and telephone calls
feedback
How feedbacks are By responding to emails and telephone calls
processed
How to file a By writing a letter addressed to the CVSC Director;
complaint complainant can also come to the CVSC Office to
complain verbally
How complaints CVSC Director will respond through a printed
are processed letter or email to the letter of complaint; CVSC
Director will talk to the complainant to address the
complain
Contact (032) 232-8187, Local 209
Information of
CCB, PCC, ARTA
182 | P a g e
OFFICE OF CONTINUING EDUCATION AND PADAYON (OCEP)
External Service
A. Conduct of Trainings and Seminar
Office or Division OCEP

Classification Highly Technical (HT)
Type of Transaction G2B – Government to Business or
G2G – Government to Government
Who may avail Government Agencies, LGUs, NGOs, Private
Sector
REQUIREMENTS
1. Request Letter

BE TIME PONSIBLE
PAID
1. Submits 9. Prepares and None 60 days - University
Request Letter conducts the from the Extension
trainings or date of Associate
seminars approval - Director
according to
the clients’
specifications
and
instructions
TOTAL None 60 days
183 | P a g e
Internal Service
A. Processing of Basic Extension Fund (BEF)

Type of Transaction G2C – Government to Citizens
Who may avail Faculty, REPS and Staff
REQUIREMENTS
A. Cover Letter with Project 1. OCEP
Proposal
BE TIME PONSIBLE
PAID
1. Submits 1. Endorses of None 1. For - University
Letter Project Proposal Approval of Extension
with to the Director, Project Associate
Project VCAA and Proposal - Director
Proposal Chancellor for by the
2. Signs Approval Chancellor
and 2. After approval, (10 days)
Notarize drafts the 2. Drafting of
Contract Contract of Contract,
of Grant Grant then Approval of
3. Conduct submits draft Legal
Extension contract to the Office and
Activity Legal Office and Signature
4. Prepares Office of the of the
Liquid- Chancellor for Chancellor
ation approval and (15 days)
Report signature 3. Preparation
with 3. Prepares of of OBR
Attach- OBR and DV for and DV (3
ments the first tranche day)
of the grant 4. Review of
4. After submission Liquidation
of Liquidation Report (5
Report, makes days)
Certificate of 5. Certificate
Completion and of
DV for the Completion
second tranche (2 day)
of the grant
TOTAL None 35 days
184 | P a g e
B. Extension Activities Monitoring

Who may avail Faculty, REPS and Staff
REQUIREMENTS
1. Attendance Sheets 1. OCEP
2. Post Activity Evaluation
Report
3. Activity Write-up with Photos

TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Requests for 1. Conducts None 15 days - University
Post Activity Evaluation for Extension
Evaluations the Extension Associate
forms Activity
2. Request for 2. Makes Post
Secretarial Activity
Assistance for Evaluation
Extension forms
Activities 3. Tallies scores in
3. Prepares of the Evaluation
Extension form
Bulletins 4. Assists in
Extension
Activities
5. Makes
Extension
reports/Bulletins
TOTAL None 15 days
185 | P a g e
or directly email the office at ovcaa.upcebu@up.edu.ph
ovcaa.upcebu@up.edu.ph attaching the signed formal
complaint.
the complaint.
TLRC
Email at:
ovcaa.upcebu@up.edu.ph
186 | P a g e
GENDER AND DEVELOPMENT (GAD) OFFICE
External Service
A. Provide Expertise for Gender Training and Other Gender-

Related Activities
Office or Division Gender and Development Office

Transaction G2G – Government to Government
G2B – Government to Business
Who may avail Government agencies, academic institutions, local
government units, non-government organizations,
and businesses
• Invitation or request letter from client • Letter from requesting client
to UP Cebu GAD Office • Needs assessment survey form
• Needs assessment survey form from UP Cebu GAD Office or
from SIDLAK GRC 7
BE TIME PONSIBLE
PAID
1. Send invitation 1. Receipt of None 1 day • Office Staff
or request letter invitation or • GAD Office
for gender- request letter Coordinator
related for gender-
training/activity related
to UP Cebu training/activity 3 days
GAD Office 2. Evaluate
2. Request for and availability of
fill in the needs requested
assessment resource/s 7 days
survey form 3. Assess needs
3. Call UP Cebu per survey
GAD Office to be form
informed of the 4. Accept or
response to the decline
invitation/request invitation/
for gender request for
training gender training
TOTAL None 10days
187 | P a g e
B. Extend Technical Support for SIDLAK Gender Resource Center
7 and Its Partners

Who may avail Government agencies, academic
institutions, local government units, and
non-government organizations in
partnership with SIDLAK GRC 7
• Request letter to the Chancellor • Letter from either SIDLAK GRC 7
from either SIDLAK GRC 7 or or SIDLAK GRC7 partners
SIDLAK GRC 7 partners
ACTION TO CESSING PONSIBLE
BE TIME
PAID
1. Send 1. Receipt of None 1 day • Office Staff
request request letter • GAD Office
letter 2. Evaluate 2 days Coordinator
addressed availability of
to the requested
Chancellor resource/s
through 3. Either endorse
proper or not endorse
channels the request
letter
2. Call the addressed to
GAD Office the Chancellor 3 days
to be 4. Route letter
informed of through proper
the channels to the
response to Chancellor 1 day
the request 5. Inform client of
whether the
request has
been accepted
or declined
TOTAL None 7 days
188 | P a g e
C. Use of UP Cebu Infrastructure and/or Facilities for GAD

Who may avail Government agencies, academic institutions,
local government units, non-government
organizations, and businesses
• Request letter addressed to the • Letter from requesting client
Chancellor through proper channels • Reservation form from UP Cebu
• Reservation form GAD Office or Office of the Vice
• Receipt of payment for the requested Chancellor for Administration
use of infrastructure and/or facilities
TIME PONSIBLE
1. Send request 1. Receipt of Fees vary 1 day • Office Staff
letter request according to • GAD Office
addressed to letter requested 1 day Coordinator
the 2. Evaluate infrastructure 1 day
Chancellor request and/or
through 3. Endorse or facilities 2 days
proper not endorse
2. Call UP Cebu 4. Route the
GAD Office to client’s letter 1 day
be informed to the
of the Chancellor
Chancellor’s through
response to proper 1 day
the request channels
3. Request for 5. Inform
and fill in client of
three copies approval or 3 days
of reservation disapproval
form of request
4. Have the cost 6. When
for using UP request is
Cebu approved,
infrastructure receive a
and/or copy of the
facilities reservation
computed at form
the
189 | P a g e
Accounting 7. Receive
Office receipt of
5. Give copies payment for
of the the use of
reservation requested
form to the infrastructure
GAD Office and/or
and the CMO facilities
6. Show copy of 8. Facilitate
reservation readiness of
form to the the
Cash Office requested
for payment infrastructure
7. Present and/or
receipt of facilities
payment to
the GAD
Office
8. Call GAD
Office for the
readiness of
the requested
infrastructure
and/or
facilities
TOTAL None 10 days
Internal Service
A. Facilitate Gender Training and Other Gender-Related Activities

for UP Cebu Constituents

Transaction
Who may avail UP Cebu constituents
• Invitation or request letter to the GAD • Letter from requesting client
Office • Needs assessment survey form
• Needs assessment survey form from GAD Office
TO BE CESSING RES-
PAID TIME PONSIBLE
1. Send invitation 1. Receipt of None 1 day • Office
or request letter invitation or Staff
for gender- request letter for • GAD
related gender-related Office
training/activity training/activity
190 | P a g e
to the GAD 2. Evaluate 3 days Coordinat
Office availability of or
2. Request for and requested
fill in the needs resource/s
assessment 3. Assess needs 7 days
survey form per survey form
3. Call GAD Office 4. Accept
to be informed of invitation/
the response to request for
the invitation or gender training
request
TOTAL None 10 days
B. Use of Infrastructure and/or Facilities for UP Cebu GAD


G2C – Government to Citizen
• Request letter to addressed to the Chancellor • Letter from client
through proper channels • Reservation form from
• Reservation form GAD Office
• Receipt of payment for the requested use of
infrastructure and/or facilities
TIME PONSIBLE
1. Send request 1. Receipt of Fees vary 1 day • Office Staff
letter request according to • GAD Office
addressed to letter requested 1 day Coordinator
the 2. Evaluate infrastructure 1 day
Chancellor request and/or
through 3. Endorse or facilities 2 days
proper not endorse
2. Call UP Cebu 4. Route the
GAD Office to client’s letter 1 day
be informed to the
of the Chancellor
Chancellor’s through
response to proper 1 day
the request channels
3. Request for 5. Inform
and fill in client of
three copies approval or 3 days
191 | P a g e
of reservation disapproval
form of request
4. Have the cost 6. When
for using UP request is
Cebu approved,
infrastructure receive a
and/or copy of the
facilities reservation
computed at form
the 7. Receive
Accounting receipt of
Office payment for
5. Give copies the use of
of the requested
reservation infrastructure
form to the and/or
GAD Office facilities
and the CMO 8. Facilitate
6. Show copy of readiness of
reservation the
form to the requested
Cash Office infrastructure
for payment and/or
7. Present facilities
receipt of
payment to
the GAD
Office
8. Call GAD
Office for the
readiness of
the requested
infrastructure
and/or
facilities
TOTAL None 10 days
192 | P a g e
C. Extend logistical support to UP Cebu students for GAD-related
activities
G2C – Government to Citizen
• Request letter addressed to the • Letter from client
Chancellor through proper channels • Line item budget from client
• Line item budget
BE TIME PONSIBLE
PAID
1. Send request 1. Receipt of None 1 day • Office Staff
letter, with line request letter • GAD Office
item budget, with line item Coordinator
addressed to the budget
Chancellor 2. Evaluate
through proper request
channels 3. Endorse or not 2 days
2. Contact GAD endorse the
Office to be request
informed of the 4. Route the
Chancellor’s client’s letter to 1 day
response to the the Chancellor
request through proper
3. Facilitate receipt channels
of logistical 5. Inform client of 1 day
support approval or
disapproval of
request
6. Provide
requested
logistical
support to UP
Cebu students
TOTAL None 5 days
193 | P a g e
194 | P a g e
TEACHING AND LEARNING RESOURCE CENTER (TLRC)
External Service
A. Opening of VLE Course Site, Creation of User Accounts (Bulk)
Office or Division TLRC

Classification Highly Complex
Type of Transaction G2C – internal
Who may avail Teachers
Request Letter (if Non-GE) OUR (SAIS printout)
SAIS Printout from the OUR
BE TIME PONSIBLE
PAID
1. Passing of 1. Received None Max of 20 1. Client
Request to the by the days 2. Staff and
Office Staff. The Coordinator
2. Get the account coordinator
names and processes
primary passkeys each
(for user account course site
creation). 2. Relays the
completed
credentials
to client.
TOTAL None 20 days
195 | P a g e
B. Rental of ILC and TLRC AVR

Type of G2C, G2B, G2G
Transaction
Who may avail UP Cebu, Government, Private/Business
REQUIREMENTS
Request Letter (if free VCA or CMO (general request form)
use is requested)
General Request form (5
copies)

TIME PONSIBLE
1. Fill up the 1. TLRC None (if 3 days - Client and
general Receives the free use is TLRC Staff
request general requested. - VCA Staff
form and request form - Accounting
passes the for blocking Payment - Cashier
schedule at and signing. for non- - TLRC Staff
the TLRC 2. VCA free use
office. approves or varies.
2. Approval of disapproves.
request 3. Accounting
through the assesses the
VCA (if free payment.
use is 4. Cashier
requested) collects the
3. Assessment payment
of payments 5. TLRC gets
at the one of the
accounting final copy of
office (if not the general
for free request
use). form.
4. Payment at
the cashier.
5. Give copies
to VCA,
TLRC , and
other
designated
offices.
TOTAL Varied 20 days
196 | P a g e
C. Request for tutorials, seminars, and trainings.

Classification Highly Complex
Who may avail Teachers, Students, and Staff
Request Letter with Justification
CLIENT STEPS AGENCY FEE PRO- PERSON RES-

ACTION S TO CESSIN PONSIBLE
BE G TIME
PAID
1. Passing of 1. TLRC Staff None 20 days 1. TLRC Staff
request to the receives the 1.1. TLRC
office. request. Coordinator
2. Coordinates 1.1 TLRC 1.2. VCAA
implementatio Coordinato 1.3. Budget
n with TLRC r makes a Office
Coordinator proposal. 1.4. Accountin
1.2 Proposal is g
assessed 1.5. Office of
by the the
VCAA, Chancellor
Budget 2. TLRC
Office, Coordinator
Accounting
, and OC.
2. If approved,
TLRC
coordinator
contacts
requestor for
implementatio
n.
TOTAL None 20 days
197 | P a g e
D. Equipment, Module, and Book Borrowing

REQUIREMENTS
Borrower’s Slip TLRC
Clearance
TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Filling up of 1. Receives the None 3 days 2. Client
Borrower’s Slip. Borrower’s Slip. 3. TLRC
1.1. If 1.1 Inspects the Staff
approved, article before
acceptance handing to
of article. Borrower.
2. Filling up of 2. Gives clearance
clearance. form
2.1 If the article 2.1 Receives the
was article for
returned inspection
without after use.
damage, 2.2 Clears the
client will be student if
cleared. article do not
have
damage.
TOTAL None 3 days
198 | P a g e
How to send You may login in the TLRC Feedback form at:
feedback https://forms.gle/pxZpYPogxt9RGi3F9
or directly email the office at lrc.upcebu@up.edu.ph
are processed suggestions, the office looks into proactive solutions or
How to file a You may login in the TLRC Feedback form at:
complaint https://forms.gle/pxZpYPogxt9RGi3F9
or directly email the office at lrc.upcebu@up.edu.ph
attaching the signed formal complaint.
the complaint.
TLRC
Email at:
lrc.upcebu@up.edu.ph
199 | P a g e
OFFICE OF THE VICE CHANCELLOR FOR ADMINISTRATION
External Services
A. Review and endorsement of requests for use of facilities,

Office or Division Office of the Vice Chancellor for Administration

Who may avail Walk in Clients, Government Agencies, Private
Sector
REQUIREMENTS
➢ Letter request Campus Maintenance Office (CMO)
➢ Reservation Form
➢ CDMO clearance
➢ Rental computation from
the Accounting Office

1. Client 1. CMO Staff As per 3days - CMO
presents gives form to FPOC
letter. Gets the client and approved
reservation calendars the fees
form from event
CMO and
submits
accomplishe
d form back
to CMO for - Accountin
scheduling g
and to
calendar B. Accounting
event Office to
compute the - OVCA
2. Forwards rental Staff &
accomplishe VCA
d form to OC Staff
Accounting C. The Vice &
Office Chancellor Chancello
for r
3. Claims Administratio OC Staff
approved n (VCA) & OVCA
request from reviews, Staff
OVCA endorses
and forwards
200 | P a g e
request to - Cash
the Office of Office
the Staff
Chancellor
for approval.
OC returns - OVCA
the approved Staff
document to
OVCA for
releasing.
4. Pay at the D. Cash Office

Cashier’s issues
Office Official
Receipt
5. Client gives E. OVCA Staff

OVCA a receives the
copy of the stamped
paid paid
reservation. reservation
form.
TOTAL As per 3 days
FPOC
approve
d fees
201 | P a g e
B. Application for Car Sticker

Who may avail UP Alumni, Service Provider
REQUIREMENTS Guard House Entrance Gate
➢ Car Sticker Application form
➢ Photocopy of OR, CR,
Driver’s License
TIME PONSIBLE
1. Client gets 1. SSU For 3 days 1.Guard on
st
application form checks and Alumni: 1 Duty
at the Guard endorses Sticker- and SSO
Entrance Gate; the P300.00
Fills in the form application Succeeding
then attaches form to the P500.00-
OR, CR, OVCA For
Driver’s license
and submits to Service
the Guard at Provider:
Entrance Gate 1st sticker 2.OVCA
P500.00 Staff &
2. Claims 2. OVCA Succeeding VCA
approved approves P500.00
application from the Motorcycle
OVCA application P300.00
and return
the form to
the client 3.Cashier’s
for Office staff
payment
3. Pays at the 3. Cashier’s 4.OVCA

Cashier’s Office Office to Staff
issue
Official
Receipt
4. Presents 4. OVCA Staff

Official Receipt reviews
to OVCA and and issues
claims the car the Car
sticker Sticker
TOTAL As noted 2 days
above
202 | P a g e
C. Approvals of requests for posting of recruitment ads, permits for
stalls, information sessions, etc.

Who may avail Walk- in clients, Private Agencies, Government
Agencies
REQUIREMENTS From the requestor
➢ Letter
➢ Poster
➢ Information ads
PAID TIME PONSIBLE
1. Client presents A. OVCA None 7 days OVCA
Letter with reviews and Staff &
attached sample approves VCA
poster the request
2. Brings approved B. OSA to

letter to OSA for stamp 1. OSA staff
stamping “approved
for posting”
3. Presents to CMO C. CMO to

the approved post the 2. CMO
letter and the tarpaulin
tarpaulin with
stamped
“approved for
posting”
TOTAL None 7 days
203 | P a g e
D. Action on special requests of / or liaison with contractors for
Office or Division Office of the Vice Chancellor for

Administration
Who may avail Contractor
➢ Letter to the Chancellor From the concerned Contractor
specifying requests

S TO CESSIN RES-
BE G TIME PONSIBL
PAID E
1. Client 1.OVCA receives, None 20 days 1.OVCA
submits reviews, and Staff &
letter request consults the VCA
addressed to architects, engineers
the and other persons
Chancellor involved in the
through the project (for
Vice endorsement and/or
Chancellor comments) takes
for action (endorses or
Administratio not) on the request
n then forwards to the 2.OC Staff
Office of Chancellor &
for approval Chancellor
2. Claims
approved 2. Office of the
request from Chancellor to release
OC the action on the
request
(approval/disapprova
l)
TOTAL None 20 days
204 | P a g e
E. Booking of Guests
Office or Division Guesthouse

Who may avail Walk –in Guests, Government Agencies,
Private Sector
REQUIREMENTS
➢ Reservation Form Guesthouse and Dormitory Manager

ACTION TO BE CESSIN PONSIBLE
PAID G TIME
1. Submits 1. Office Clerk Per 3 days - Care taker
Accomplish accepts FPOC - Vice
ed reservation approve Chancellor
Reservation form and d fees for
form computes Administrati
2. Guest pays rental for on
at the approval of
Cashier’s the Vice
Office Chancellor
3. Presents 2. Cash Office
Official issues Official
Receipt to Receipt
the 3. Caretaker
guesthouse gets the
caretaker receipt and
accommodat
es the guest
TOTAL Per 3 days
FPOC
approve
d fees
205 | P a g e
Internal Services
A. Review and endorsement of requests for use of facilities,


Who may avail Faculty, Staff and Students
➢ Letter request Campus Maintenance Office
➢ Reservation Form (CMO)
➢ CMO clearance
➢ Rental computation from the
Accounting Office
1. Client presents 1. CMO Staff As per 3 days 1. CMO
letter. Gets gives form to FPOC
reservation the client approv
form from CMO and ed fees
and submits calendars
accomplished the event
form back to
CMO for
scheduling and 2. Accounting
to calendar
event
2. Forwards 2. Accounting
accomplished Office to 3. OVCA
form to compute the Staff &
Accounting rental VCA
Office OC
Staff &
3. Claims 3. The VCA
approved reviews, Chancellor
request from endorses
OVCA and forwards
request to
the Office of
the 4. Cash
Chancellor Office Staff
for approval.
OC returns
the
approved
206 | P a g e
document to 5. OVCA
OVCA for Staff
releasing.
4. Pay at the 4. Cash Office

Cashier’s Office issues
Official
Receipt
5. Client gives 5. OVCA Staff

OVCA a copy of receives the
the paid stamped
reservation paid
reservation
form with
OR Number
TOTAL As per 3 days
FPOC
approved
fees
207 | P a g e
B. Application for Car Sticker

Who may avail Faculty, Staff. Students
➢ Car Sticker Application form Guard House Entrance Gate
➢ Photocopy of OR, CR, Driver’s
License
TIME PONSIBLE
1. Client gets 1. SSU checks For Faculty 3 days 1.Guard on
application and endorse & Duty &
form at the the Permanent SSO
Guard application Staff: 1st
Entrance form to the Sticker –
Gate; Fills in OVCA FREE,
the form Succeeding
then Sticker
attaches P800.00;
OR, CR, 2.OVCA
Driver’s Staff and
license and For VCA
submits to Contractual
the Guard at 2. Office of the Employees
Entrance Vice &
Gate Chancellor for Students:
Administration 1st Sticker-
2. Claims approves the P300.00
approved application Succeeding
application and return the P500.00;
from OVCA form to the For
client for Motorcycle 3.
payment P300.00 Cashier’s
3. Pays at the Office staff
Cashier’s
Office 3. Cashier’s
Office to issue
Official
4. Presents Receipt 4. OVCA
Official Staff
receipt to 4. OVCA Staff
OVCA & reviews and
claim the issues Car
Car Sticker Sticker
TOTAL As noted 3 days
above
208 | P a g e
C. Approvals of requests for posting of recruitment ads, permits for
stalls, information sessions, etc.

Administration
Who may avail Walk- in clients, Private Agencies,
Government Agencies
REQUIREMENTS From the requestor
➢ Letter
➢ Poster
➢ Information ads

BE TIME
PAID
1. Client presents 1. OVCA None 7days 1. OVCA
Letter with reviews and Staff and
attached sample approves the VCA
poster request.
2. Brings approved 2. OSA to

letter to OSA for stamp 2. OSA
stamping “approved for staff
posting”
3. Presents to CMO 3. CMO to

the approved post the
letter and the tarpaulin 3. CMO
tarpaulin with
stamped
“approved for
posting”
TOTAL None 7 days
209 | P a g e
D. Endorsement and/or approvals of PRs, OBRs, DVs & POs (below
PhP100,000)

Transaction
Who may avail Staff
➢ PR Staff
➢ OBR
➢ DV
➢ PO
STEPS TO BE CESSING PONSIBLE
PAID TIME
5. Staff 1.OVCA receives, None 3 days 1. OVCA
submits reviews and approves staff and
PR, VCA
OBR, 2.OVCA forwards the
DV & approved PR, OBR
PO and PO to the SPMO
(BAC) and forwards
approved DV to the 2. OVCA
Accounting Office Staff
TOTAL None 3 days
210 | P a g e
E. Signing of Cheques
Office or Office of the Vice Chancellor for Administration

Division
Transaction
Who may Staff
avail
➢ Cheques with Endorsement From Cash Office
from Cashier
STEPS TO BE CESSING PONSIBLE
PAID TIME
1. Cash 1.OVCA receives, None 3 days 1. OVCA staff &
Office reviews and signs VCA
staff cheques
submits
cheques 2.OVCA forwards
for signed cheques to 2. OVCA Staff
signature the Cash Office
3.Cash Office
releases the 3. Cash Office
cheques Staff
TOTAL None 3days
211 | P a g e
F. Endorsement of Authority to Travel for Administrative Staff

Who may avail Staff
REQUIREMENTS Human Resource Development Office
➢ Authority to Travel (HRDO)
Form with
Endorsement from
HRMO with Letter
Request

BE TIME PONSIBLE
PAID
1. Staff submits 1. OVCA None 3 days 1. OVCA
request for receives, staff and
Authority to Travel reviews VCA
with Letter and
Request endorses
addressed to the the
Chancellor Authority to 2. OC Staff
through the VCA Travel, and and
forwards it Chancellor
2. Claims approval to the OC
from the Office of for approval
the Chancellor
(OC)
2. Office of
the
Chancellor
releases
the
approved
Authority to
Travel to
HRDO
TOTAL None 3 days
212 | P a g e
G. Endorsement of MOAs / Project Contracts for Infrastructure, with
Cooperatives and other Service Providers

Administration
Who may avail Legal Office
REQUIREMENTS Legal Office
➢ MOA
➢ Project Contract with
Endorsement from
Legal Office

TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Legal Office 1. OVCA receives, None 7days 1. OVCA
Staff submits reviews and Staff and
MOAs/Project endorses MOAs VCA
Contracts / Project
Contracts and
forwards them
to Office of the
Chancellor for
2. Gets approval
approval from
the Office of 2. Office of the 2. OC Staff
the Chancellor will and
Chancellor release the Chancellor
approved
MOAs/Contracts
TOTAL None 7 days
213 | P a g e
H. Endorsements of candidates for employment (HRMPSB)

Who may avail HRMO, Staff
REQUIREMENTS From HRMO
➢ Candidates’ required
documents with
Endorsement from
HRMPSB

PAID TIME PONSIBLE
1. HRDO 1. OVCA receives, None 7 days 1. OVCA
submits reviews and Staff and
documents endorses VCA
to HRMPSB HRMPSB
documents and
forwards it to the
Office of the
Chancellor for
approval
2. The
2. The Chancellor Chancellor
conducts final
interview of
shortlisted
2. Gets candidates 3. OC Staff
approval and
from the 3. Office of the
Office of the Chancellor to
Chancellor release final
decision and/or
approval of
HRMPSB
endorsements
TOTAL None 7days
214 | P a g e
I. Endorsement of PPMP (Project Procurement and Management
Plan)

Who may avail Faculty, Students, Staff
REQUIREMENTS End user Office
➢ PPMP with
endorsement
from the
Deans/Office
Heads

BE TIME
PAID
1. SPMO 1.OVCA None 7 days 1. OVCA
submits receives, Staff and
PPMP reviews, VCA
endorses
PPMP and
forwards
the
2. Claims endorsed 2. OC Staff/
approved PPMP to Chancellor
PPMP at the Office
SPMO of the
Chancellor
for
approval
2. OC to
release
the
approved
PPMP to
SPMO
TOTAL None 7 days
215 | P a g e
J. Approval of BAC recommendation for mode of procurement

Who may avail SPMO, End User Offices
➢ PO (with endorsement from the SPMO
Chief, SPMO)
➢ BAC Resolution (with
endorsement from the BAC
Committee)
➢ RAMP (with endorsement from
the BAC Committee)
TO BE CESSING RES-
PAID TIME PONSIBLE
1. SPMO/ BAC 1. OVCA receives, None 3 days OVCA
Secretariat reviews and Staff and
submits PO, approves PO, BAC VCA
BAC Resolutions Resolution and
and RAMP RAMP with BAC
Committee’s
recommendation with
amount not
exceeding to
P100,000.00 only.
TOTAL None 3 days
216 | P a g e
K. Action on special requests of / or liaison with contractors for

Administration
Who may avail Contractor
➢ Letter with OCA’s endorsement Office of the Campus Architect

S TO CESSIN RES-
BE G TIME PONSIBL
PAID E
1. Office of the 1.OVCA receives, None 7 days 1.OVCA
Campus reviews, consults Staff &
Architect architects, engineer VCA
submits and other persons
letter request involved in the
addressed to project and takes
the action on the request
Chancellor then forwards to the
through the Office of Chancellor
Vice for approval
Chancellor
for 2.OC Staff
Administratio 2. Office of the &
n Chancellor to release Chancellor
the action on the
2. Claims request
approved (approval/disapprova
request from l)
OC
TOTAL None 7 days
217 | P a g e
L. Response and action to requests for consultations, grievance
and complaints on various concerns regarding use of facilities,
systems and processes

Administration
Who may avail Faculty, Staff, Students
➢ Letter from the From the concerned individual
concerned/relevant offices
and individuals
➢ Guidelines
BE TIME PONSIBLE
PAID
1. Client forwards 1.OVCA None 20 days 1. OVCA
letter of receives, Staff &
complaint reviews, takes VCA
addressed to action,
the Chancellor (endorses or
through the comments),
Vice Chancellor and forwards
for the letter of
Administration complaint to the 2. OC Staff/
2. Claims the Chancellor for
approval/action action/decision.
from the Office
of the
Chancellor
2. Office of the
Chancellor to
release the
document with
its action
TOTAL None 20 days
218 | P a g e
M. Endorsement of application of administrative personnel for
fellowships (i.e. FRASDP)

Administration
Who may avail Staff
➢ Application letter with From the concerned individual/staff
HRMPSB screening with
attached documents required
by HRDO

BE TIME PONSIBLE
PAID
1. HRDO submits 1. OVCA None 20 days 1. OVCA
request receives, Staff &
application of reviews, VCA
admin consults and
personnel for endorses
fellowships i.e. HRMPSB
(FRASDP) screening and
addressed to forward it to
the Chancellor the Office of
through the the Chancellor
VCA for action
2. OC Staff/
2. Claims approval 2. Office of the Chancellor
from the Office Chancellor
of the releases the
Chancellor document
TOTAL None 20 days
219 | P a g e
How to send You may file feedback/complaints using our feedback

feedback form at our office
or directly email the office at ovca.upcebu@up.edu.ph
ovca.upcebu@up.edu.ph attaching the signed formal
complaint.
the complaint.
OVCA
Email at:
ovca.upcebu@up.edu.ph
220 | P a g e
ACCOUNTING OFFICE
EXTERNAL SERVICE
A. Reassessment of Student Fees/Tuition Refund
Office or Division ACCOUNTING OFFICE

Type of Transaction G2B – Government to Business
REQUIREMENTS
OUR Office and OSA
EOR Form 5 and Certificate of
Tuition Discount
TIME PONSIBLE
A. Student should 1. Office staff P40.00 10 Floredith
submit EOR in charge payment minutes Selerio.
Form 5 and 2. Prepare DV in getting
Certificate of for tuition the Cert.
Tuition Discount refund and of Tuition
with 1 photocopy JEV Discount
3. After
signing the
DV and
approval to
the UIS it
will release
to cash
Office for
check
preparation.
P40.00 10
minutes
221 | P a g e
B. Student Loan Application

REQUIREMENTS
Accounting Office
Form 5A, SLB form, Photocopy of
Guaranto’s ID, Promissory note if
the loan amount exceeds 80% of
total assessed fees.
TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Present 1. Office staff in- None 20 minutes Floredith
assessed Form charge Selerio
5A with adviser 2. Have your SLB
signature to get application/form
SLB application signed by the
form. OSA
2. Accomplish the Coordinator if
SLB form with you opt to loan
attached 79% down
photocopy of based in the
guarantor’s ID. total
matriculation
and to
Chancellor
office if above
80%.
3. Submit the
accomplished
form for posting
in SAIS to
adjust tuition
fees before
proceeding to
the cash office
for payment
20 minutes
222 | P a g e
C. Certification Request

Request Form OUR Office
PAID TIME PONSIBLE
Submit 1. 1.Office staff in- P50.00 2 minutes Floredith
accomplished charge. payment Selerio
form of 2. Check to SAIS if in
certification there is an getting
request accountability or the Cert.
ineligibility before of
signing the request Tuition
3. 4. Pay to Cash Discount
office.
50.00 2 minutes
D. Withdrawal of Tuition Fee

Change Matriculation form, Letter addressed to the OUR Office
Chancellor (stating the reasons for withdrawal with
the signature of Adviser, Dean of College and
OUR)
PAID TIME PONSIBLE
1. File for cancellation 1. Office P10.00 10 Floredith
of staff in- minutes Selerio.
Subjects/LOA/Totally charge.
Drop all subject 2. Prepare
(furnish a copy to DV and
Acctg) JEV for
2. Furnish a letter the
addressed to the Refund
Chancellor stating (100%
the reasons for before the
withdrawal and to be opening of
signed by the classes,
223 | P a g e
adviser, Dean of the 80% 1
College and the week from
OUR the
opening of
classes,
50% for
the 2nd, 3rd
and 4th
week of
classes
and no
refund
after the
4th week
of
classes)
P10.00 10
minutes
E. Refund due to Dissolved Subjects

Type of G2B – Government to Busines
Transaction
REQUIREMENTS
Change Matriculation OUR Office
Form
PAID TIME PONSIBLE
1. Submit letter 1. Office staff P10.00 10 - Floredith
addressed to in-charge. payment minutes Selerio/
the 2. 4.Prepare in Accounting.
Chancellor DV for getting
(endorsed by refund and the Cert.
the Adviser JEV of
and the Dean 3. After Tuition
of College) signing the Discount
2. Submit DV and
original approval to
Official the UIS it
Receipt (OR) will release
, photocopy to cash
of Form5 and Office for
224 | P a g e
Change check
Matriculation preparation
Form
P10.00 10
minutes
F. Deposit Refund (P100.00)

College Clearance, Electronic Official OUR Office
Receipt (EOR) bearing the amount of 100
pesos.
TIME PONSIBLE
1. Submit letter 1. Office staff P10.00 10 Floredith
addressed to the in charge. payment in minutes Selerio
Chancellor 2. Prepare getting the
(endorsed by the DV for Cert. of
Adviser and the refund and Tuition
Dean of College) JEV After Discount
2. Submit original signing the
Official Receipt DV and
(OR) , approval to
photocopy of the UIS it
Form5 and will release
Change to cash
Matriculation Office for
Form check
preparation
P10.00 10
minutes
225 | P a g e
G. Voucher Pre-Audit and Processing-Stipend

DV, OBR, Payroll, OSA Office
PAID TIME PONSIBLE
1. Received documents from none 5 minutes Floredith
Budget Office Selerio.
2.Check DV to the UIS and
prepare JEV.
2.After signing the DV and
approval to the UIS it will
release to cash Office for
check preparation
5 minutes
H. Assessment for Rental of Facilities

Who may avail Client
Reservation form Campus Maintenance Office (CMO)
CLIENT STEPS AGENCY ACTION FEES TO PRO- PERSON
BE PAID CESSING RES-
TIME PONSIBLE
1. Accomplished 1. Office staff In- Per hour 5 minutes Floredith
Reservation charge rate of Selerio.
form signed 2. Assess based specific
by the Head on the needed venue and
of CMO to venue / equipment
ensure that equipment and
the facility the number of
needed is hours.
available. 3. Forward to the
Office of the
Vice chancellor
for
Administration
226 | P a g e
(OVCA) for
signature.
4 minutes
I. Pre-Audit and Processing of LDDAP

Type of Transaction G2B – Government to Business;
Government to Government
Who may avail SUPPLIERS and UP System
REQUIREMENTS
Disbursement Voucher with - Accounting - Accounts Payable in-
complete attachments (OBR, PO/ Charge
PR/ SI/ DR/ Bid Docs if any. - New Supplier (bank details)
Bank Details (for new supplier)

BE TIME PONSIBLE
PAID
1. Accounts 1. Request new suppliers None 2 days - Anna
Payable for their bank details. Lyra
In- 2. Prepare LDDAP form Apelado
charge for signing –
Accountant and
Chancellor
3. Fully signed LDDAP
form to be recorded
and mailed to UP
System and wait for
advice.
4. To check if UP System
has notification
regarding LDDAP
payment is ready to be
credited to Supplier’s
bank account
. 5. Inform Supplier to
check their bank
accounts none 2 days
6. Request supplier to
issue Official or
Collection Receipt
227 | P a g e
J. Billing for Scholars

REQUIREMENTS
List of scholars, Form 5 OSA Office
PAID TIME PONSIBLE
1. Received list none 5 minutes - Floredith
of scholars Selerio.
enrolled for
that
semester
from OSA
2. Make billing
statement
and mailed to
Libcap
None 5 minutes
K. Inquiries and Consultation

Type of Transaction G2B – Government to Business & Government to
Citizen
Who may avail Student, Suppliers, Faculty
REQUIREMENTS

PAID TIME PONSIBLE
1.Walk-in 1. Answer telephone 5. none 5 minutes Floredith
2. Phone calls. Selerio
inquiry 2. Entertain walk-in
inquiries
D. minutes
228 | P a g e
L. Lost BIR 2306 and 2307

Who may avail Suppliers
Letter request
BE TIME PONSIBLE
PAID
1 Suppliers 1. Logs in none
Submit letter Request, 10 Person in
request for retrieves minutes Charge
second copy of records,
BIR Forms 2306 encode and
& 2307 releases the
requested
forms
None 10
minutes
M. Voucher Processing Remittances of Withholding Tax

Type of Transaction G2B – Government to Government,
Government to Business

PAID TIME PONSIBLE
Retrieve data, none
review, 4 days Person in
encode, Charge
prepare list
and
disbursement
voucher
None 4 days
229 | P a g e
N. Filing of Annual Compensation Report 1604-CF

Type of Transaction G2G– Government to Government
Who may avail
REQUIREMENTS

PAID TIME PONSIBLE
1. Office in-charge, None 15 days Lydia N.
encodes the Annual Lauglaug
Income of each
employee with the
corresponding
Withholding Tax Due
and Tax Withheld at
the BIR program
1604CF
2. Print the Report and
Submit to BIR
None 15 ays
O. Status of Funds/ Financial Report

Type of Transaction G2B – Government to Government
Who may avail DOST, CHED, UP System
Report of Collection & Trial Balance - Accountant
- Cash Office
BE TIME PONSIBLE
PAID
DOST & Retrieve, review, None 3 days - Anna Lyra
CHED compare, reconcile with Apelado
the records of
implementors of the
projects, then sign
reports
TOTAL 3 days
230 | P a g e
P. Bank Reconciliation Report

Who may avail Commission on Audit; Authorized Depository
Bank
- Bank Statement - Depository Banks (LBP & PVB)
- Report of Checks Issued - Cash Office
PAID TIME PONSIBLE
1. Depository 1. Scanned the Bank None 3 days Anna Lyra
Bank (LBP Statement Apelado
& PVB) 2. Copy the previous
month’s outstanding
checks record the
current month’s
checks issued
3. Get the withdrawn
checks based on the
bank statement
4. See the draft
summary of
reconciling items
given by the
Accountant
5. When reconciled,
print the summary
with the bank
statement for
Accountant signature.
6. Prepare also
quarterly bank
reconciliation for
Time Deposit
7. File separately for
COA submission. NONE 3 days
TOTAL
231 | P a g e
Q. Voucher Processing – NGW’s & Honorarium

Who may avail SUPPLIERS
Disbursement Voucher with complete HRDO
attachment, OBR, DTR, COS
PAID TIME PONSIBLE
1. Received the None 25 Clerk in
documents from the in- minutes Charge
charge
2. Check the
completeness of the
documents and the
amount
3. Write the account title,

the UACS code, and the
amount
4. Go to UIS
5. Search the DV
number, verified the exact
amount.
6. Check if the
attachments in the UIS is
complete
7. Initiate and validate
8. Make Journal Entry,

input the exact amount
and check if the tax is
correct
9. Write the DV & OBR

number
10. Print, counter sign,
forward to accountant
None 25 minutes
232 | P a g e
R. Voucher Processing – Remittance

Who may avail SUPPLIERS
Disbursement Voucher & OBR
PAID TIME PONSIBLE
1. Received list of deduction None 1 day
from the in-charge
2.Save the file, open the file,

check every personnel and
the amount if it is in order and
correct
4. Balance the grand total of

the list of deduction and the
remittances
5. Make a DV in the UIS,

input the amount and the
words correctly
6.Initiate and Validate
7. Make a DV in the excel
8. Check if the amount and

the tax, and the amount in
words is correct
9. Make a Journal Entry, input

the correct amount, tax, DV
and OBR number
10. Recheck, Print & counter

sign and forward to official
signatory
None 1 day
233 | P a g e
Who may avail NGW, Lecturers
REQUIREMENTS

TO BE CESSING RES-
PAID TIME PONSIBLE
1. Faculty 1. List down - 1 minute - Staff-in-
/Employee names of charge
informs names who
accounting to requested
to request for 2. Prepares, 3 days -staff in
BIR Form reviews, print charge
2307, BIR Forms
None days 3
S. Financial Reports

Type of Transaction G2B – Government to Government
Who may avail COA, UP System, DBM

TO CESSING RES-
BE TIME PONSIBLE
PAID
Collect reports none 20 days Person in
from different Charge
offices, assess,
summarize, verify
review, post and
print, then submit
to UP System and
other government
offices
None 20 days
234 | P a g e
INTERNAL SERVICE
A. Pre-audit and processing of cash advance

Type of Transaction G2C - Government to Citizen
Who may avail UP Employees
REQUIREMENTS
Approved letter request for Department Head Office, Office of the
funding Approved travel order Chancellor
Approved Itinerary of travel Department Head Office, Office of the
Approved Obligation Request & Chancellor
Status Department Head Office, Office of the
Disbursement Voucher Chancellor
Department Head Office, Budget Office
Requesting Department

PAID TIME PONSIBLE
1.Received documents None 30 mins Lilia D. Soco
from person in charge
(verified no un-liquidated
cash advance)
2.Check documents as
to the correctness of the
amount, completeness
of the required
attachments and
signatures (hard copy)
3.Check the transaction

as per UIS DV# as to
the correctness of the
amount and the required
attachments
4.Prepare Journal Entry

Voucher
5.Forward documents to
the Accounting Chief for
signature
None 30 mins
235 | P a g e
B. Pre-audit and processing of reimbursement of travel expenses

Approved letter request for funding Department Head Office, Office of the
Approved travel order Chancellor
Approved Itinerary of travel Department Head Office, Office of the
Approved Obligation Request & Chancellor
Status Department Head Office of the
Plane tickets, boarding pass, Chancellor
receipts, Certificates of travel Department Head Office, Budget
completed and Certificate of Office
Appearance/Attendance Concerned Personnel
Disbursement Voucher Requesting Department

PAID TIME PONSIBLE
1.Received documents from None 45 Lilia D.
person in charge minutes Soco
2.Check documents as to
amount, completeness of
the required attachments
and signatures (hard copy)
3.Check the transaction as

per UIS DV# as to the
correctness of the amount
and the required
attachments

Voucher
5.Forward documents to the

Accounting Chief for
signature
None 45 minutes
236 | P a g e
C. Pre-audit and processing of reimbursement for the payment of
hotel accommodation, meals, etc.

REQUIREMENTS
Purchase Request, Supply & Property Management Office
Recommendation for Mode of
Procurement, PhilGEPS if
applicable, Canvass, Abstract of
Bids, BAC Resolution, Purchase
Order, Invoice/Bill, Guest List,
Certificate of Satisfactory Service Department Head Office, Budget
Approved Obligation Request & Office
Status Requesting Department
Disbursement Voucher

PAID TIME PONSIBLE
1.Received documents None 45 Lilia D.
from person in charge minutes Soco

correctness of the amount
and the required
attachments

Voucher
signature
None 45
minutes
237 | P a g e
D. Pre-audit and processing of payment to Suppliers

Type of Transaction G2C -Government to Citizen
Purchase Request, Recommendation for Mode Supply & Property
of Procurement, PhilGEPS if applicable, Management Office
Canvass, Abstract of Bids, BAC Resolution,
Purchase Order, Invoice/Bill, Request Issue
Slip, Report of Inspection and Acceptance,
Guest List (for meals & other services),
Certificate of Satisfactory Service (for meals & Department Head Office,
other services) Approved Budget Office
Obligation Request & Status Requesting Department
Disbursement Voucher
PAID TIME PONSIBLE
1.Received documents from None 60 mins Lilia D.
person in charge Soco
2.Check documents as to the

correctness of the amount,
completeness of the required
attachments and signatures
(hard copy)
3.Check the transaction as per

UIS DV# as to the correctness
of the amount and the
required attachments
4.Compute Withholding tax

and prepare withholding tax
certificates (BIR Forms 2306 &
2307)

Voucher
5. Forward documents to the

Accounting Chief for signature
None 45 minutes
238 | P a g e
E. Pre-audit and processing of payment to contractors

Type of Transaction G2C- Government to Citizen
Purchase Request, Recommendation for Mode of Supply & Property
Procurement, PhilGEPS if applicable, Canvass, Management Office
Abstract of Bids, BAC Resolution, Contract,
Invoice/Bill, Certificate of Final Acceptance or as Department Head
required in the Contract, Bid Docs Office, Budget Office
Approved Obligation Request & Status Requesting
Disbursement Voucher Department
PAID TIME PONSIBLE
1.Received documents None 60 minutes Lilia D.
from person in charge Soco

correctness of the
amount and the required
attachments
4.Compute withholding tax

and prepare withholding
tax certificates (BIR Form
2306 & 2307)

Voucher
signature
None 60 minutes
239 | P a g e
F. Creation of disbursement vouchers and processing of payment
of fixed utilities

Copy of Bill Service Provider
Approved Obligation Request & Department Head Office, Budget
Status Office
Disbursement Voucher Requesting Department
BE TIME PONSIBLE
PAID
1. 1. Check bill and prepare None 60 Lilia D.
Received disbursement voucher and minutes Soco
bill from Obligation Request & Status
person in
charge 2. Generate DV# from the
UIS.
Budget Office for Obligation
and Certification of Fund
Availability

Office of the Vice Chancellor
for signature
5. Compute withholding tax

and prepare withholding tax
certificates (BIR Form 2306
& 2307)
6. Record to individual index

card

Accounting Chief for
signature
None 60 minutes
240 | P a g e
G. Lost BIR Form 2316
ACCOUNTING OFFICE
Who may avail Employee
REQUIREMENTS

PAID TIME PONSIBLE
Submit 1. Office staff-in-charge, None 30 Lydia N.
Letter prepares the document minutes Lauglaug
Request 2. Staff in-charge releases
the document
None 30
minutes
H. Voucher Processing - Payroll

Who may avail Employee
List from HMO of Leave without pay, HMO
resigned personnel, new employees
and adjusted salary
PAID TIME PONSIBLE
1. Office in-charge, None 3 days Lydia N.
Computes Withholding Lauglaug
Tax for each employee.
2. Encode/Check Monthly
Deduction
3. Print Payroll and Pay-slips
4. Prepare Disbursement
Voucher, Obligation
Request and Journal
Entry Voucher
5. Assign DV # thru UIS
6. UIS transaction validation
None 16 days
241 | P a g e
I. Release of BIR 2316

Who may avail EMPLOYEES

PAID TIME PONSIBLE
1. Office in- None 15 days Lydia N.
charge, Lauglaug
Prints BIR
2316.
2. Collate
and
distribute to
employees
None 15 days
J. Voucher Processing – Liquidations

Who may avail UP Cebu ADMIN FACULTY, STAFF AND
REPS
Liquidation Report, Statement of Cash - Cash Advance Requester/
Advance, Report of Disbursement, Cert. Traveler
of Travel Completed, Itinerary of Travel,
Official Receipts, and other pertinent
documents ( Travel Order, e-ticket/
boarding pass, cert. of appearance,
approved invitation letter)
BE TIME PONSIBLE
PAID
1. Cash 1. To check if None 3 days - Anna
Advance liquidation Lyra
Requester, documents are Apelado
Traveler complete with
attachments and
signatures
242 | P a g e
2. Return liquidations
with lacking
signatures and
receipts to the
Requester/ Traveler
3. If liquidations are
complete, submit to
the Accountant for
approval
4. Month-end
liquidation summary
report must be
submitted to the
Accountant for
signature.
5. File monthly None 3 days
liquidations for COA
submission
243 | P a g e
UNIVERSITY OF THE PHILIPPINES CEBU
ACCOUNTING OFFICE
How to send feedback Email accounting@up.edu.ph
How feedbacks are processed Review and respond
How to file a complaint Submit letter to Vice Chancellor for

Administration
How complaints are processed Personnel involved are required to

explain in writing
Contact Information Telephone No. 032-2328187 local

101
244 | P a g e
CASH OFFICE
External Service
A. Collection of various payments.
Office or Division CASH OFFICE

Classification Simple& Complex
Who may avail UP constituents and outside clients
Request Form Office of the university registrar
(OUR)
TO BE CESSING RES-
PAID TIME PONSIBLE
1. Present the *Checks Cert. 5 Minutes Cash office
accomplished accuracy and fee- per staff
and approved completeness of 50.00 Issuance
forms required billing statement of official
for payment or equivalent Lost i.d.- receipt
documents 130.00
2. Pays fees for *Inform the client Grad.

the documents of the amount Fee-
requested needed for the 300.00
request
3. Receives the Authen-
Official receipt *Issue official tication
of receipt after fee-
payment receiving the 100.00
required payment
TOTAL 5 minutes
245 | P a g e
B. Collection for rental of facilities, guesthouse accommodation
and dorm fees
Office or Division Cash Office
Type of Transaction G2G – Government to Business
Who may avail Outside Clients
REQUIREMENTS
Approved reservation form Campus Maintenance Office & VCA Office
TIME PONSIBLE
1. Present approved *Check Diff. rates 15 mins per Cash
reservation form the per transactions Office
with computation of accuracy accom- staff
fees of the modation
rate and
2. Pay the required equipment
fees *Accept used
payment
& issues
3. Receive the official official
receipt receipt
TOTAL None
C. Collection for payment of stale, lost and erroneous check

Classification Simple &Complex
Type of Transaction G2G –G2B
Who may avail U.P. Constituents & Suppliers
K. Erroneous, stale check and letter Requesting party
request for replacement
TO CESSING RES-
BE TIME PONSIBLE
PAID
1.Present the *Verify the veracity of 50.00 2 days Cash
letter request the check and inquire per Office Staff
and the check from the bank if the check
for replacement lost check is not
presented for payment
* Issue official receipt

TOTAL 50.00 17 days
246 | P a g e
D. Issuance of Checks to Suppliers

Approve DV, PR, OBR & other
supporting documents
PAID TIME PONSIBLE
*Receive the approve and sign 5 Cash
DV with all the pertaining minutes Office staff
documents
*Check the attach documents

and the amount
1 minute
*Approve the DV using the UIS
*issue check
*Sign check and endorse for 2

countersigning to VCA or minutes
Chancellor
TOTAL None
247 | P a g e
E. Release of checks/cash

Type of Transaction G2G – G2B
Who may avail U.P. Constituents and suppliers
Valid Identification with picture & signature
Authorization letter
PAID TIME PONSIBLE
1. Present valid *Release 2 minutes
identification with check/cash to
picture of payee or to
payee/authorization authorized
letter of authorized representative.
representative
1 minute Cash
2. Sign payee portion *Accept the Office staff
of the disbursement sign
voucher or payroll disbursement
voucher or
3. For suppliers, issue payroll 2 minutes
official receipt and
sign the payee *Accepts official
portion of the receipt and
disbursement attach to sign
voucher disbursement 1 minute
voucher
4. Sign the warrant
register for the *Check the
release checks signature
against the
identification
presented
TOTAL None
248 | P a g e
F. Collection of various payments.
Office or Division CASH OFFICE

Classification Simple& Complex
Who may avail UP constituents and outside clients
REQUIREMENTS
Request Form Office of the university registrar (OUR)

TIME PONSIBL
E
1. Present the *Checks Cert. fee- 5 Minutes
accomplishe accuracy 50.00 per
d and and Issuance
approved completenes Lost i.d.- of official - Cash
forms s of billing 130.00 receipt office
required for statement or staff
payment equivalent Grad. Fee-
documents 300.00
*Inform the Authenticatio

client of the n fee-100.00
amount
needed for the
request
2. Pays fees
for the *Issue official
documents receipt after
requested receiving the
required
3. Receives payment
the
Official
receipt of
payment
TOTAL 5 minute
s
249 | P a g e
Internal Service
A. Bond Application of Accountable Officers and Employee

Who may avail Accountable Officers and Employees
General Form 57-A , General Form 58-A Bureau of Treasury
Authenticated Copy of appointment/ designation HRDO
order
PAID TIME PONSIBLE
1.Fills *Receives and checks the 5 minutes Cash
out filled-out bond application form Office staff
bond and other required documents
app 15
form *Prepare attachment B (list of minutes Cash
bonded public officer form) Office staff
Within the
*Forwards application form to day Cash
the chancellor for approval Office staff
5 minutes
*Receives duly approve Cash
disbursement voucher for the Office staff
bureau of treasury for check
preparation
1
*Submit documents and Day Cash
checks to Bureau of Treasury Office
and secures authority to Head
accept payment
2 days
*Deposit check to Land Bank
or Veterans Bank
Within the
*Submit the validated deposit day
slip and authority to accept
payment to Bureau of
Treasury
*Secures confirmation letter of

approved bonded officials from Cash
the Bureau of Treasury Office staff
*Provide applicant of
photocopies of confirmation
250 | P a g e
letter of approved bonded
officials
TOTAL None
B. Issuance of Checks

Approve DV, PR, OBR & other
supporting documents
PAID TIME PONSIBLE
*Receive the approve and 5 minutes
sign DV with all the pertaining
documents
*Check the attach documents

and the amount
*Approve the DV using the 1 minute Cash

UIS Office staff
*issue check
*Sign check and endorse for 2 minutes

countersigning to VCA or
Chancellor
TOTAL None
C. C. Release of checks/cash

Type of Transaction G2G – G2B
Who may avail U.P. Constituents
Valid Identification with picture & signature
Authorization letter
PAID TIME PONSIBLE
a. Present valid *Release 2 minutes Cash
identification with check/cash to Office staff
picture of payee or to
251 | P a g e
payee/authorization authorized
letter of authorized representative.
representative
1 minute
b. Sign payee portion *Accept the
of the sign
disbursement disbursement
voucher or payroll voucher or
payroll 2 minutes
c. For suppliers, issue
official receipt and *Accepts
sign the payee official receipt
portion of the and attach to
disbursement sign 1 minute
voucher disbursement
voucher
d. Sign the warrant
register for the *Check the
release checks signature
against the
identification
presented
TOTAL None
How feedbacks The office receives the feedback and sorts. For suggestions,
are processed the office investigates proactive solutions or reevaluation of
protocols.
How to file a You may file feedback/complaints with our feedback form at
complaint our office or directly email the office at
complaint.
2.2 For suggestive complaints, the office will look for
complaint.
252 | P a g e
Cash office
Email at:
253 | P a g e
CAMPUS MAINTENANCE OFFICE (CMO)
External Service
A. Reservation for Facilities and Grounds
Office of Division CMO

G2G - Government of Government
Who may avail Students,UP Cebu Faculty,Staff (are priority),
outsiders
REQUIREMENTS
Reservation Form CMO

Letter Intent from client

TO BE CESSING RES-
PAID TIME PONSIBLE
10. Check 10. Confirm the None 2 minutes - Kim
availability of availability of Kho
the facilities the facilities - Jhorabe
(first come l O.
first serve Alcantar
basis a
11. Fill out 11. Issue None 5 minutes - Kim
reservation reservation Kho
form form - Ronnie
Balili
12. Submit 12. Check None 3 minutes - Kim
accomplished equipment’s Kho
form needed if - Jhorabe
available and l O.
assign form for Alcantar
assessment of a
fees
13. To 13. Asses fees - Account
Accounting ing staff
Office (Admin in
Bldg) charge
14. To Office of 14. Approve or None Within one - VCA
the Vice Disapprove day
Chancellor for request
Administration
15. To Office of 15. For Final None Within one - OC
The Approval day or it
Chancellor depends of
254 | P a g e
the
situation
16. To Cashier 16. Receive - Cashier
Office (if payment Staff
request is
approved)
17. Receive 17. Issue Copy None 5 minutes - Kim
approved request Kho
request
TOTAL 15 minutes
Note:
1. PRO-CESSING TIME: Within one day (accept reservation within a

month only except for very important UP activity, filling up form can
be earlier but not later than 3 days before actual use).
2. Request from students and faculty with no fees skip step 4 and 7.
3. For approved reservation may be canceled or transfer to other
venues/facilities if there’s a unit wide event hosted by UP Cebu
Administration.
4. No fees of venue for UP students and staffs seminar with approval of
OC, fees for CMO staff during weekends and after office hours
(janitorial services), Outsider with fees
255 | P a g e
B. Reservation of Vehicles
Who may avail Students, UP Cebu Faculty and Staff
REQUIREMENTS
Reservation Form CMO

Daily Trip Ticket
Letter Intent (if needed)
CLIENT STEP AGENCY FEES PRO- PERSON

PAID TIME PONSIBLE
4. Check 5. Confirm the None 3 minutes
availability of availability of
the vehicles(first the vehicles
come first serve and driver
basis
5. Submit Request 6. To VCA for VCA
Form approval
6. Receive 7. Issue copy None 2 minutes Kim Kho

approved request
request
7. 8. Give None 1 minutes Kim Kho
confirmation
to the driver
Note:
1. First come first serve basis.

2. Fees based of the letter intent and approval.
256 | P a g e
C. Job Order Request
Who may avail Students and UP Cebu Faculty
REQUIREMENTS
Job Order Request Form CMO

PAID TIME PONSIBLE
1. Fill out of Job None 3 minutes
Order Form
2. Submit Job Received 2 minutes CMO
Order Request form Staff
Form
3. Assign staff None Depends upon Jhorabel
to do the job the Nature of O.
the job; Alcantara
Availability of
the materials;
availability of
the skilled
workers/
janitors if it is
urgent can be
done
immediately
4. Give None 3 minutes Kim Kho
confirmation
to the
customer
after job
completion
5. Copy to CMO None 1 minute Kim Kho
Clerk for
office file
Note:
1. First come first serve basis, Overall total PRO-CESSING TIME can be
done upon the nature of the job and the availability.
257 | P a g e
D. Technical Support
Who may avail UP Cebu Faculty and Staff
REQUIREMENTS
Request Form

PAID TIME PONSIBLE
1. Request Comments/ None 5 minutes Head of CMO/
Letter/Proposal Remarks; Foreman
Depends upon
the Nature of the
proposal/request
5 minutes
TOTAL
Note:
1. PRO-CESSING TIME: Depends of the situation
E. Computation for Power and Water Supply

G2B – Government of Business
Who may avail UP Cebu Faculty and Staff, Students,
Outsiders
Request Letter
Sub meter reading

TO BE CESSING RES-
PAID TIME PONSIBLE
2. Request Comments/Remarks; None 5 minutes Head of
Letter/Proposal Depends upon the CMO/
Nature of the Foreman
proposal/request
5 minutes
TOTAL
Note:
1. For outsider with fees depends of the computation
258 | P a g e
F. Concessionaire’s request for utilities
Type of Transaction G2B – Government of Business
Who may avail Outsiders
Letter of Intent
Request Form
Electrical Payment
Concessionaires Bond
Sanitary Permit (photocopy) ( for HSU)
CLIENT STEP AGENCY FEES TO PRO- PERSON
TIME PONSIBLE
1. Request Issue copy None 3 minutes Kim Kho
Letter/Proposal request
Approval from
OVCA and OC
2. 2. Compute for 100/day Cashier
Electrical
Payment
3. Concessionaire 200 2 minutes Jhorabel
Bond (Return O.
after the Alcantara
event)
TOTAL 5 minutes
G. Rehabilitation of the Facilities (minor)

Who may avail UP Cebu Faculty and staff
REQUIREMENTS
Request Letter/Proposal
TO BE CESSING RES-
PAID TIME PONSIBLE
3. Request As per approval None Head of
Letter/Proposal letter from OC, CMO/
request for and Foreman
PR’s
TOTAL
Note:
1. PRO-CESSING TIME: Depends of the situation
259 | P a g e

complaint.
the complaint.
TLRC
Email at:
260 | P a g e
Health Services Unit
Internal Services
A. Medical Consultation
Office or Division: HSU

Type of Transaction: G2C
Students, faculty, staff, immediate
Who may avail:
dependents of UP Cebu employees
Presence of patient N/A
FEES PRO- PERSON
CLIENT
STEPS
PAID TIME PONSIBLE
Client walks Simple: Patient is

into clinic received by the
reception area nurse on duty for None 5 minutes Nurse
for recording and vital
consultation signs taking
Highly technical:
5 minutes
medical
for simple
consultation,
medical
Client is examination and
conditions
brought to the evaluation, and
doctor ‘s room instruction, None Doctor
30 minutes
for treatment, issuance
for
consultation of prescription for
complex
medicines or
medical
request for
condition
diagnostic tests etc.
Client is
Complex: medicine
referred back
is dispensed, and
to the clinic
treatment instruction None 10 minutes Nurse
reception for
is given to the
dispensing of
patient
medicine
TOTAL 20-40 min
261 | P a g e
B. BP/ V/S monitoring
Classification: Simple to complex
Who may avail: Students, faculty, staff
FEES PRO- PERSON
PAID TIME PONSIBLE
Simple: Nurse
Client walks into
proceeds to take
clinic reception 10
the patients V/S None Nurse
area for V/S minutes
and records this in
monitoring
the logbook
Client with
abnormal V/S is Complex: medical
referred to the consultation and None 15 min Doctor
doctor for evaluation
management
TOTAL 25 min
C. Request for diagnostic test, specialist, or admission referral

Who may avail: UP Cebu Employees and students
Presence of patients N/A
FEES PRO- PERSON
CLIENT AGENCY
TO BE CESSING RES-
STEPS ACTION
PAID TIME PONSIBLE
Client
Simple: Nurse on
proceeds to
duty receives the None 5 min Nurse
clinic reception
patient
area
Complex: Patient
Client is
is issued a referral
brought to the
for laboratory/
doctor’s room None 5-10 min Doctor
imaging, specialist
for issuance of
consult or
referral
admission
TOTAL 20 min
262 | P a g e
D. Request for Medical Certificate/ Fitness clearance for
scholarship or physical activity or training or enrolment (old
students)

Classification: Simple to Highly technical
Who may avail: UP employees, students
Presence of patient
Medical examination form ( if available)
Lab test/ imaging test results (if available)
FEES
PRO- PERSON
TO
BE
TIME PONSIBLE
PAID
Simple: Nurse
Client proceeds to
receives the patient
the clinic None 5 min Nurse
and takes and
reception area
records V/S
Client is brought Highly technical:
to doctor’s room physical examination
for evaluation and and evaluation of None 20min doctor
issuance of patient and issuance
medical certificate of medical certificate
TOTAL 25 min
E. Request for medical certificate for LOA (absence from class or

work)

Classification: Simple to Highly Technical
Who may avail: UP employees, students
Presence of patient
N/A
Lab test/ imaging test result (if available)
FEES PRO- PERSON
PAID TIME PONSIBLE
Client proceeds to Simple: Nurse
Clinic reception receives the patient None 5 min Nurse
area and takes V/S
Client is brought Highly technical:
to the doctor’s physical
None 15 min Doctor
room for examination of
evaluation and patient and
263 | P a g e
issuance of issuance of medical
medical certificate certificate
TOTAL 20 min
F. Processing of eHope reimbursements

Type of Transaction: G2G
Who may avail: UP employees through UP Cebu HRDO
Patients hospitalization record
Hospital billing/ statement of account From the hospital
Receipts HRDO
eHope claim form
FEES PRO- PERSON
CLIENT
STEPS
PAID TIME PONSIBLE
HRDO submits Simple: Nurse
the patient’s receives the
documents to documents and None 2 min Nurse
HSU forwards this to the
Doctor
Complex: the
documents are
examined for
completeness, claims
are evaluated and None 1 day Doctor
PhilHealth case rate is
determined
Patient claims
summary is issued.
TOTAL 1 day
G. Signing of University Clearance

Who may avail: UP employees and students
University Clearance form From HRDO/OUR
FEES PRO- PERSON
CLIENT
AGENCY ACTION TO BE CESSIN RES-
STEPS
264 | P a g e
Client
Simple: Nurse receives
presents
the documents and
clearance None 1 day Nurse
checks if client has
form to clinic
obligations
reception area
Simple: Doctor signs
None 5 min Doctor
clearance form.
TOTAL 1 day
H. Processing of Medical for New Employees and Students

Who may avail: New employees and new students
Laboratory/ imaging test results
Pre-employment medical form and pre HRDO/ HSU
enrolment medical form
FEES PRO- PERSON
CLIENT
STEPS
PAID TIME PONSIBLE
Simple: Nurse
Client proceed
receives the
to clinic
documents checks for
reception area None 5 min Nurse
completeness of
and presents
documents and takes
the documents
V/S
Complex: the patient
is examined and
Client is evaluated, the test
brought to the results are evaluated
None 30 min Doctor
doctor for and patient is issued
evaluation pre employment or
pre enrolment medical
certificate
TOTAL 1 day
265 | P a g e
I. Request for Immunization/ vaccination

Who may avail: UP employees , students, dependents
Presence of patient
FEES PRO- PERSON
CLIENT
STEPS
PAID TIME PONSIBLE
Client
proceeds to Simple: Nurse
None 2 min Nurse
clinic receives the patient
reception
Simple: the doctor
evaluates the patient
and prescribes the
immunization None 5 min Doctor
required ( to be
bought by patient or
ordered for delivery)
Cost of
Client returns Complex: the doctor vaccine
as scheduled gives the (if
10 min Doctor
for the immunization shot to ordered
immunization the patient for
delivery)
TOTAL
266 | P a g e
J. Dental Consultation
Office or Division HSU

Classification Simple to Complex Cases
Type of Transaction
Who may avail Students, Faculty, Staff and Immediate
PAID TIME PONSIBLE
Patient walks in Patient is received by None 1-3 Nurse
to the clinic the nurse on duty for minutes
reception inquiry regarding
availability of
schedule,
Patient is Highly Technical: None 5-10 Dentist
brought into the Consultation, minutes
dentist room for examination and
consultation evaluation of dental
treatment, issuance of
prescription for
medicines and or
request for dental x-
rays and post-
operative instructions.
Patient is Complex: None 3-5 Nurse
referred to the Medicine is dispensed minutes
reception area if needed
for the
dispensing of
medicine
TOTAL None 1-18
minutes
267 | P a g e
K. Dental Treatment
Office or Division HSU

Classification Simple to Highly Technical
Type of Transaction
Who may avail Students, Faculty, Staff and immediate
Presence of the patient N/A
CLIENT AGENCY FEES TO BE PRO- PERSON
STEPS ACTION PAID CESSING RES-
TIME PONSIBLE
Patient Patient is Php 60 for 1-3minutes Nurse
walks in to received by non-student
the clinic the nurse on Patient needs to
reception duty pay to the
for Oral cashier’s office
Prophylaxis before the
treatment
Patient is Highly 20-30 Dentist
brought to Technical; minutes for
the doctor’s Evaluation, mild cases
room for examination 30-45
treatment and doing the minutes for
proper moderate
treatment cases and
procedure 45-1 hour
for severe
or heavy
cases
Patient is Dentist
released
from the
treatment
area
TOTAL Php 60 1-65

minutes
268 | P a g e
L. Dental Extraction
Office or Division
Classification HSU
Type of Transaction Simple to Highly Technical
Who may avail Students, Faculty, Staff and Immediate
CLIENT STEPS AGENCY FEES TO BE PRO- PERSON
ACTION PAID CESSING RES-
TIME PONSIBLE
Patient walks in Simple: Php 75/tooth 1-3 minutes Nurse
the clinic Patient is Patient
reception area received by needs to pay
for tooth filling the nurse in the cash
on duty office before
treatment
Patient is Highly 30 minutes Dentist
brought to the Technical: – 1 hour
dental room Evaluation depending
and on the
examination severity of
of the case the case
and do the
procedure
Patient is
released from
the treatment
area
TOTAL None 1 hour and
3 minutes
269 | P a g e
HUMAN RESOURCE DEVELOPMENT OFFICE (HRDO)
External Service
A. Issuance of Service Record as requested by separated

employees
Office of Division HRDO

Who may avail Separated Employees of UP Cebu
REQUIREMENTS
Request Slip or client may HRDO
request via phone call, email
or FB messenger
PAID TIME PONSIBLE
18. Client 1. Staff in- None 30 minutes - Ms.
request via charge Marie Fe
phone call, prepare and Lisondra
email or FB print the - HRDO
messenger. requested head
19. Client claim service
the record
requested 2. HRDO head
Service sign.
Record
B. Issuance of Certificate of Employment as requested by

separated employees.

REQUIREMENTS
or FB messenger
CLIENT STEP AGENCY FEES PRO- PERSON RES-
TIME
270 | P a g e
BE
PAID
1. Client 1. Staff in- None 30 minutes - Ms. Marie Fe
request via charge Lisondra
phone call, prepare - Ms. Jae Mari
email or FB and print Magdadaro
messenger. the - HRDO Head
2. Client claim requested
the service
Certificate record
of 2. HRDO
Employment head
sign.
3. Releasing
whether
client
personally
claim or
sent via
email
C. Recruitment, Selection and Placement

Who may avail Applicants for teaching and administrative
and REPS positions
REQUIREMENTS
1. Application letter HRDO
2. Personal Data Sheet /CV
3. Transcript of Record
4. Copy of performance rating
(for admin applicants)
STEP TO BE CESSIN RES-
1. Applicatio 1. HRDO prepare and - No 10 days - Jae Mari
n submit to CSC for ne Magdad
2. Applicants publication of aro
come for position/ posting it - Rebecca
interview / for 10 days. Bayawa
teaching
demo. Faculty positions are
advertised in the
271 | P a g e
3. If widely-read news
considere paper.
d for the 2. Receiving
teaching / applications of 10 days
admin/ applicants and initial - Rebecca
REPS screens admin Bayawa
positions, applicants for short- - Jae Mari
newly listing Magdad
hired aro
person Short-listed admin - HRMPS
start to applicants are B
prepare submitted to the unit
and HRMPSB for
submit screening/interview
pre-
employme Faculty applicants,
nt interview and
requireme teaching demo are
nts performed the 10 days
including College Academic
Psycho- Personnel
testing. Committee (CAPC) - CAPC
REPS to REPS
Personnel
Committee
3. HRMPSB / AcPFC /
RPFC meeting is
scheduled for
deliberation of the
recommended
applicants by the unit
HRMPSB/RPFC 10 days
4. After the
AcPFC/HRMPSB/RP
FC, HRDO prepares
endorsements for
signature and
clearance of:
-VCAA/VCA
-Budget
- Chancellor’s Action.
(approval/disapprova 7 days
l)
5. Papers approved
by the Chancellor
are sent back to
HRDO preparation of
appointment.
272 | P a g e
6. HRDO releases
appointments to
hired faculty
3 days
TOTAL None 50 days
D. Submission of Quarterly Foreign Travel Report

Who may avail OVPA to the Office of the President of the
Philippines
REQUIREMENTS
HRDO
PAID TIME PONSIBLE
1. OVPA 1. Staff in- None 7 days - Manuel
reminds charge Lorenzo
the general Busano III
submission report from
of the the UP
foreign HRIS
travel 2. Print and
report at have
the end of signed by
every authorities.
quarter 3. Submit
report to
OVPA
TOTAL None 7 days
273 | P a g e
E. Request for clearance by separated employees

Who may avail Retired/separated/resign employees
REQUIREMENTS
Cl HRDO
PAID TIME PONSIBLE
1. Request 1. Clearance None 4 days - All HRDO
for passes to staff
clearance the
different
offices
2. HRDO
release
clrearance
TOTAL None 4days
F. Processing of retirement benefit s of retired employees

Who may avail Retired employees
REQUIREMENTS
Application Forms for retirement HRDO
benefits
- GSIS
- Pag-Ibig
- Terminal Leave to be applied
with DBM
- ESRP / FSL
PAID TIME PONSIBLE
1. Retired 1. HRDO staff- 1 day - Marie Fe
employees in-charge Lisondra
accomplish assist and
all forms for facilitate 45 days
benefit 2. Staff-in-
application charges
submit
274 | P a g e
with GSIS, benefit
Pag-Ibig, etc. application
forms to
2. Retired - GSIS, 15 days
employees - Pag-Ibig
submit to 3. Staff-in-
HRDO the charge
GSIS computes
clearance eSRP/FSL
upon release upon
of the benefit completion 60 days
of the
3. Retired University
employees clearance
wait for the 4. Staff in-
release of all charge
the benefits prepares all
documents
on claims
for terminal
leave
Total 120 days
Internal Service
A. Issuance of Service Record as requested by UP Cebu

employees

REQUIREMENTS
or FB messenger
PAID TIME PONSIBLE
1. Employee/s 1. Staff in- None 30 minutes - Ms. Marie
request via charge Fe
phone call, prepare Lisondra
email or FB and print - HRDO
messenger. the head
2. Requesting requested
employee/s service
claim the record
275 | P a g e
Service 3. HRDO
Record head sign.
4. Releasing
whether
client
personally
claim or
sent via
email
TOTAL None 30 Minutes
B. Issuance of Certificate of Employment as requested by

separated employees.

REQUIREMENTS
request via phone call,
email or FB messenger
CLIENT STEP AGENCY FEES PRO- PERSON RES-
PAID TIME
1. Client 1. Staff in- None 30 minutes - Ms. Marie Fe
request via charge Lisondra
phone call, prepare - Ms. Jae Mari
email or FB and print Magdadaro
messenger. the - HRDO Head
2. Client claim requested
the service
Certificate record
of 2. HRDO
Employment head sign.
3. Releasing
whether
client
personally
claim or
sent via
email
276 | P a g e
C. Certification of Leave Balances of Employees

Who may avail All employees
REQUIREMENTS
Leave application form HRDO
PAID TIME PONSIBLE
6. Employee 6. Staff in- none 20 minutes - Marie Fe
apply for charge Lisondra
leave updates
(vacation leave credits
leave, sick of employee
leave, special whether the
leave, and or leave applied
other types of for is VL, SL,
leave Special
7. Leave Leave, or
application is other types 3 minutes - Rebecca
submitted for of leave) Bayawa
approval 7. HRDO
certified the
charging of
leave and
leave credits
of employee
D. Issuance of employees ID

Who may avail All employees
REQUIREMENTS
ID application form HRDO
CLIENT STEP AGENCY FEES TO BE PRO- PERSON
ACTION PAID CESSIN RES-
G TIME PONSIBLE
1. Employee 1. Staff-in- - None for 4 hours - Marie Fe
accomplishe charge new Lisondra
s ID facilitates
and
277 | P a g e
application assists - 130 for ID - Jae Mari
form the replaceme Magdadar
2. Employee employee nt o
proceed to . - Rebecca
the Office of 2. HRDO Bayawa
the validates
University IDs if
Registrar for applicant
the picture is
taking temporar
y
If employee
replacement
of ID the
employee to
secure an
Affidavit of
Loss and
pay to the
cashier for
3. Employee
claim of his
ID
TOTAL None 4 hours
E. Application for Study Leave/ Fellowships by a faculty/admin staff

/ REPS

Who may avail Faculty, Admin Staff and REPS
REQUIREMENTS
1. Application for Leave HRDO
2. University Clearance
3. Study Leave / Fellowship
Contract
4. Suretyship Agreement
PAID TIME PONSIBLE
1. Faculty/ 1. CAPC None 10 days - Rebecca
Employee endorsement Bayawa
writes (faculty)
application
for study 2. Endorsement 10 days
by:
278 | P a g e
leave or - AcPFC
fellowship (faculty)
2. Upon - HRDC
approval (admin)- 7 days
employee - RPFC
applicant to (REPS)
accomplish
the following: 3. Endorsement
- University preparation
Clearance by HRDO 3 days
- Study Leave 30 days
/ Fellowship 4. Endorsement/
Agreement approval:
- Suretyship - Chancellor
agreement - UP System if
3. Employee to fellowship is
go on Study under FRSDP
Leave 5. HRDO
Fellowship provide the
applicant with
the
Orientation
Manual for
Study Leave /
Fellowship
TOTAL None 50 days
F. Learning and Development of Staff/REPS

Who may avail Admin Staff and REPS
REQUIREMENTS
HRDO

PAID TIME PONSIBLE
1. Staff request 1. HRDO prepares None 7 days All HRDO
for training. proposal for n- Staff
house training - Jae Mari
for the admin Magdadaro
staff and REPS - Marie Fe
with proposed Lisondra
budget.
1 day
279 | P a g e
2. Budget - Manuel
clearance 1 day Lorenzo
3. Approval of the Busano III
Chancellor 7 days - Rafael
4. Preparation Abenasa
request for - Rebeca
necessary Bayawa
requirements
such as
materials etc. 7 days
5. SPMO
conducts
bidding/canvass
and other
2. Staff attends related work /
training posting to
Philgeps is
necessary
23 days
G. Submission of Performance Ratings of Administrative Staff and

REPS

REQUIREMENTS
1. IPCR HRDO
2. OPCR
PAID TIME PONSIBLE
1. Staff HRDO staff-n- None 30 days - Manueel
prepares charge received Lorenzo
his/he submission (up Busano III
performance to January 15 - Rebecca
target and July 15 for Bayawa
(IPCR/OPCS targets) and
2. Submission performance
to HRDO rating (up to 31
January and
December of the
year)
30 days
280 | P a g e
H. Application of Employees for Authority to Travel Abroad

HRDO Form 9 – application to HRDO
travel abroad

PAID TIME PONSIBLE
1. Applicant 1. With None 10 - Marie Fe
accomplishes endorsement minutes Lisondra
HRDO Form from the
9 with applicants’
attachment respective
and apply via office,
UIS HRDO
2. Applicants endorses 1 day
forward 2. OLC
accomplished prepares
form to endorsement
endorsing for authority 5 minutes
offices. to travel
3. Claim of abroad
authority to 3. HRDO
Travel release TA
1 day and
15
minutes
I. On boarding of newly hired employees

Who may avail Newly hired faculty, staff and REPS
REQUIREMENTS
PDS, Signed Appointment for HRDO
issuance of UP Mails
PAID TIME PONSIBLE
281 | P a g e
1. Newly hired 1. Create UP None Within 3 - Manuel
employees fill mail and days Lorenzo
our PDS, and HRIS Busano III
other account - Jae Mari
documents Magdadaro
for creation of
UP mail
account
1 day and
15 minutes
J. Request for authority to fill-up vacant items

Type of Transaction G2G– Government of Government
Who may avail Offices with vacant items
REQUIREMENTS
Request for authority to Fill HRDO
PAID TIME PONSIBLE
1. Office 1. HRDO None 30 days - Manuel
request for assist. And Lorenzo
authority to prepares Busano III
fill vacated draft of - Jae Mari
item request. Magdadaro
Via UIS 2. - Rebecca
Endorsement Bayawa
of the
following:
- Budget
- HRDO
- VCA
- Chancellor
- VPA
- UP President
for approval
Total 30 days
282 | P a g e
K. Rewarding and Recognition of Achievements of UP Cebu
Employees and Service Award

Who may avail Facuty Admin staff and REPS
HRDO
TO CESSIN RES-
BE G TIME PONSIBLE
PAID
1. Chancellor 1. HRDO writes None 90 days - Manuel
calls for reminding the prior to Lorenzo
Gawad Chancellor the Busano III
Chancellor regarding the event - Jae Mari
for event. Magdadar
employees 2. Chancellor o
with constitutes - Rebecca
outstanding committee for Bayawa
achievements the event
2. Faculty and 3. Staff in-charge
staff submits compute number
nomination of years in
with complete service of
documents service
as proof of awardees
accomplishm 4. Preparation for
ent the event:
- Budget
clearance on the
proposed
amount.
- Review of
guidelines.
- Deliberation
- Announcement
of the awardees
- Program
- Sending out of
invitations
5. Awarding
Ceremonies.
Total 90 days
283 | P a g e

or directly email the office at hrdo.upcebu@up.edu.ph
hrdo.upcebu@up.edu.ph attaching the signed formal
complaint.
1.1 For suggestive complaints, the office will look for
the complaint.
HRDO
Email at:
hrdo.upcebu@up.edu.ph
284 | P a g e
INFORMATION TECHNOLOGY CENTER (ITC)
Internal Service
A. UP Email Account Modification Service

Office or Division
(ITC)
Who may avail UP Cebu Employee, Students
Concerned agency / personnel should Anywhere that has Internet
send request through email presence
FEE
PRO- PERSON
AGENCY S TO
CLIENT STEPS CESSIN RES-
ACTION BE
G TIME PONSIBLE
PAID
1. Email ITC 1. Receives None 3 minutes
(itc.upcebu@up.edu.ph and
) with the following acknowledge
information: s the request
2. Modifies Two (2)
Subject: “REQUEST the account Business
FOR PASSWORD or escalates Day
RESET AND BACKUP the issue to
VERIFICATION CODE” UP ITDC (if
or “REQUEST FOR necessary) Administrativ
BACKUP 3. Sends e Staff
VERIFICATION CODE” information to
the requester
Email message: First
name: / Middle Name: /
Last name: / UP ID #: /
And attaching a copy of
their ID picture or Form
5 for verification
purposes.
2. Receives information
TOTAL None Two (2)
Business
day
285 | P a g e
B. New UP Email Account Creation Service – for Students
Office or Division Information Technology Center (ITC)
Who may avail OUR
FEE
PRO- PERSON
AGENCY S TO
ACTION BE
G TIME PONSIBLE
PAID
) with the list of officially acknowledge
enrolled students s the request
2. Forwards Two (2)
request to UP Business
Administrativ
ITDC Day
e Staff
3. UP ITDC
forwards
account
credentials to
each student
individually
that accounts have
been successfully
created
TOTAL None Two (2)
Business
day
286 | P a g e
C. Computer Hardware Technical Support
Office or Division Information Technology Center (ITC)
Who may avail UP Cebu Employee
FEES
PRO- PERSON
AGENCY TO
CLIENT STEPS CESSING RES-
ACTION BE
TIME PONSIBLE
PAID
1. Email ITC with 1. Receives and None 3 minutes
the nature of the acknowledges the
problem or the request
technical issue
encountered Administrative
2. Receives the 2. Logs and Staff
acknowledgement assigns the task
with the name of to the lead
the assigned technical
technical personnel personnel.
3. Lead personnel
assigns priority
level of the
request
4. Start Two (2)
Technical
troubleshooting, Business
Support
update and day
Personnel
log the possible
solutions made
on the request
(Include pictures
if necessary)
5. Sends Administrative
information to the Staff
requester
3. Receives
information
TOTAL None Two (2)
Business
day
287 | P a g e
D. Network Technical Support

Office or Division
(ITC)
Concerned agency / personnel Anywhere that has Internet
should send request through email. If presence, via PABX or walk-in
computer network is unavailable, the
request can be either by call,
messaging service or walk-in
FEES PRO- PERSON
CLIENT
STEPS
PAID TIME PONSIBLE
1. Call or Email 1. Receives and None 3 minutes
ITC state the acknowledges the
nature of the request
problem or the
network issue
encountered Administrative
(Bring gadget Staff
to ITC in case
of walk-in)
2. Receives the 2. Logs and assigns
acknowledge- the task to the lead
ment with the technical personnel.
name of the 3. Lead personnel
assigned assigns priority
technical level of the request
personnel 4. Start Two (3)
Network and
troubleshooting, Business
Technical
update and Day
Support
log the possible
Personnel
solutions made on
the request.
(Include pictures if
necessary)
5. Sends
Administrative
information to the
Aide
requester
3. Receives
information
TOTAL None Two (3)
Business
day
288 | P a g e
E. Website (Content Management System) Setup

Office or Division
(ITC)

Concerned agency / personnel must Through Channels
secure first an approval through
channels before service will be made
FEES
PRO- PERSON
TO
BE
TIME PONSIBLE
PAID
the nature of acknowledges the
request and other request
Administrative
necessary 2. Logs and
Staff
information for the assigns the task to
website the lead technical
configuration personnel.
3. Lead personnel
assigns priority
level of the request
4. An instance Office Head
server will be and Network
made Support
5. Start set-up and Fifteen Personnel
website (15)
configuration Business
Day
6. Sends Administrative
information to the Aide
requester
2. Receives
information with
account
credentials
TOTAL None Fifteen
(15)
Business
day
289 | P a g e
F. RED Cap Account Administration

Office or Division
(ITC)
FEE
PRO- PERSON
AGENCY S TO
ACTION BE
G TIME PONSIBLE
PAID
) with the nature of acknowledge
request s the request
Administrativ
2. Logs and
e Staff
assigns the
task to the
lead technical
personnel.
3. Lead
personnel
assigns
Office Head
priority level
and Network
of the request
Support
4. Modifies or Two (2)
Personnel
creates Business
account Day
5. Sends Administrativ
information to e Aide
the requester
with account
credentials
TOTAL None Two (2)
Business
day
290 | P a g e
G. WIFI Service Account Administration

Office or Division
(ITC)
For UP Cebu Employee - personnel Anywhere that has Internet
should send request through email. presence or walk-in
For Students – Fill out online
application form (must have UP ID or
Form 5)
FEE
PRO- PERSON
AGENCY S TO
ACTION BE
G TIME PONSIBLE
PAID
1. For employees, 1. Receives None 3 minutes
email ITC and
(itc.upcebu@up.edu.ph acknowledge
) with required s the request
information 2. Logs and
For students, assigns the
accomplish online task to the
application form lead technical
through ITC Kiosk personnel.
3. Lead
personnel
assigns Administrativ
priority level e Staff
of the request
4. Modifies or One (1)
creates Wi-Fi Business
account Day
5. Sends
email to the
requester or
release
account
credentials
on-site
with account credential
TOTAL None One (1)
Business
day
291 | P a g e
H. PABX / Telephony Technical Support

Office or Division
(ITC)
Classification Complex to Highly Technical

For ordinary troubleshooting (no dial Anywhere that has Internet
tone, static or crackling noise, presence, through channels
concerned agency / personnel should
send request through email.
For new PABX extension, personnel

must secure first an approval through
channels before service will be made.
FEES
PRO- PERSON
TO
BE
TIME PONSIBLE
PAID
1. Email ITC 1. Receives and None 3 minutes
with the nature acknowledges the
of the problem request
or the technical
Administrative
issue
Staff
encountered
assigned assigns priority level
technical of the request
personnel 4. Start Fifteen
Network
troubleshooting, (15)
andTechnical
update and Business
Support
log the possible Day
Personnel
solutions made on
the request.
necessary)
5. Sends information Administrative
to the requester Aide
3. Receives
information
TOTAL None 15
Business
day
292 | P a g e
I. Compute or Virtual Instance Service

Office or Division
(ITC)
Classification Complex to Highly Technical

FEES
PRO- PERSON
CLIENT TO
STEPS BE
TIME PONSIBLE
PAID
1. Email 1. Receives and None 3 minutes
ITC with the acknowledges the
necessary request Administrative
information 2. Logs and assigns the Staff
for the task to the lead technical
creation of personnel.
virtual 3. If approved, lead
instance personnel assigns
priority level of the
request. Otherwise, the
request will be Office Head
immediately returned to and Network
the requester Support
4. Start creation of the Two (2) Personnel
virtual instance, update Business
and log the steps or Day
procedures for the
access
5. Sends information to Administrative
the requester Aide
2. Receives
information
TOTAL None Two (2)
Business
day
293 | P a g e
J. Digital Repository / Backup Service

Office or Division
(ITC)
FEES
PRO- PERSON
TO
BE
TIME PONSIBLE
PAID
the necessary acknowledges the
information for request
the creation of Administrative
virtual instance Staff
assigned assigns priority
technical level of the request
personnel 4. Start the backup, Seven (7) Technical and
update and log the Business Application
possible solutions Day Support
made of the Personnel
request.
necessary)
5. Sends
Administrative
information to the
Aide
requester
3. Receives
information
TOTAL None Seven (7)
Business
day
294 | P a g e
K. Information Systems and Application Support

Office or Division
(ITC)
FEES
PRO- PERSON
CLIENT TO
STEPS BE
TIME PONSIBLE
PAID
1. Email ITC 1. Receives and None 3 minutes
with the acknowledges the
nature of the request
problem or
application Administrative
issues Staff
encountered
2. Receives 2. Logs and assigns
the the task to the lead
acknowledge- technical personnel.
ment with the 3. Lead personnel
name of the assigns priority level of
assigned the request
technical 4. Start Two (2)
personnel troubleshooting, Business
Application
update and log the Day
Support
possible solutions
Personnel
made on the request.
necessary)
Escalate the issue to
UPITDC if necessary
5. Sends information Administrative
to the requester Aide
3. Receives
information
TOTAL None Two (2)
Business
day
295 | P a g e
Information Technology Center (ITC)
How to send the feedback Feedbacks are emailed through:

itc.upcebu@up.edu.ph
How feedbacks are processed - All feedbacks are much appreciated,
acknowledged and considered.
- All feedbacks are handled by the ITC
Helpdesk with strict confidentiality and
forwarded to the concerned personnel.
- A response / acknowledgement will be
immediately sent through ITC’s official
Facebook page and email.
How to file a complaint Complaints must be filed and sent
through: itc.upcebu@up.edu.ph
How complaints are processed - All complaints are handled by the ITC
Helpdesk with strict confidentiality and
forwarded to the Office Head
Contact Information of CCB, itc.upcebu.edu.ph/ 2328185 loc 202
PCC, ARTA
296 | P a g e
OFFICE OF THE CAMPUS ARCHITECT (OCA)
External Service
A. End – user’s building space allocation and design

requirements.
Office or Division: Office of the Campus Architect

Type of Transaction: G2B, G2C
Schematic Design, Presentation, Contractor

Comments from End – users and
Chancellor
FEES PRO- PERSON RES-

CLIENT’S AGENCY TO CESSIN PONSIBLE
STEP ACTION BE G TIME
PAID
1. Submit 1. Receives NON 15 - Office
schedule the request E working personnel
request, and days - TWG / End –
letter, form evaluates user
or the - Vice
confirmatio submitted Chancellor
n to OCA form; for
2. Endorsed Administratio
to the Vice n
Chancellor; - Chancellor
3. Chancellor’
s action on
the request;
and
4. Back to
sender
TOTAL None 15
working
days
297 | P a g e
B. Project construction implementations

Classification: Complex and Highly Technical
Who may avail: Contractors and other concerned department
Contracts, PERT CPM, architectural / Contractor

engineering drawings

CLIENT’S AGENCY ACTION TO CESSIN PONSIBLE
STEP BE G TIME
PAID
1. Submit 1. The office will NON 15 - Office
PERT require the E working personnel
CPM and contractor to days - Vice
all submit PERT Chancellor
necessar CPM before for
y the Administratio
drawings implementatio n
to the n of the - Chancellor
OCA project;
(furnish 3 2. OCA will
copies) evaluate the
PERT CPM;
3. Endorse to
the Vice
Chancellor;
4. Chancellor’s
action
regarding the
document;
and
5. Return a copy
to the
contractor.
TOTAL None 15
working
days
298 | P a g e
C. Fit – out and materials approval

Type of G2B, G2C
Transaction:
Who may avail: Contractors and other concerned department
REQUIREMENTS
Construction materials submittal Contractor

CLIENT’S AGENCY TO CESSING PONSIBLE
STEP ACTION BE TIME
PAID
1. Submit 1. Receives the NONE 15 working - Office
material request and days personnel
submittal evaluates the - Vice
with submitted Chancellor for
brochure or material; Administration
actual 2. Endorsed to - Chancellor
sample the Vice
Chancellor;
3. Chancellor’s
action on the
request; and
4. Back to
sender
days
299 | P a g e
D. Progress billing

Who may avail: Contractors and other concerned departments
REQUIREMENTS
3 sets of request letter to bill, Contractor
accomplishment report, progress
photographs including the photo
of COA tarp, affidavit of no
outstanding account, photocopy
of contract, NOA, NTP,
performance bond and CARI
CLIENT’S AGENCY TO BE CESSING PONSIBLE
STEP ACTION PAID TIME
1. Submit the 1. Receives the NONE 15 - Office

complete request and working personnel
set of evaluates the days - End – user
documents; submitted form; - Accounting
2. Endorse the Office
request letter to - Vice
the Vice Chancellor for
Chancellor; Administration
3. Chancellor’s - Chancellor
action on the
request;
4. Create DV, and
prescribed
billing form;
5. Generate DV
number
through UIS;
6. Endorse the
prescribed
billing form to
the Vice
Chancellor;
7. Chancellor’s
action on the
prescribed
billing form;
8. Endorse the
DV to the end –
user;
300 | P a g e
9. Scan the
documents for
UIS
attachment;
and
10. Submit to
the Accounting
Office for
validation
TOTAL None 15
working
days
301 | P a g e
E. Project Close - Out

REQUIREMENTS
Punchlists, building permits,
occupancy permit, as – built Contractor
drawings and final acceptance
CLIENT’S AGENCY ACTION TO CESSING PONSIBLE
STEP BE TIME
PAID
1. Submit 1.1 Receives the NONE 15 working - Office
request letter request; days personnel
for punch list 1.2 Evaluate - End – user
through site - Vice
2. Execute inspection Chancellor for
the punch together with Administration
list the end - user; - Chancellor
1.3 Inform the
contractor for
the defects;
1.4 Create
punchlist
report;
1.5 Endorse to the
end – user and
Vice
Chancellor; Time for
1.6 Chancellor’s execution
action on the of punch
document; and list varies
1.7 Send a copy to
the contractor
in order to
execute the 10 working
punchlist. days
2.1 If the
punchlist work
is completed,
the office will
provide a letter
of acceptance;
2.2 Endorse the
letter to the end
302 | P a g e
– user and vice
chancellor;
2.3
Chancellor’s
action on the
letter;
2.4 Provide a
copy to the
contractor
days and
time for
punchlist
varies
F. Bond Warranty

Classification: Simple and Complex
REQUIREMENTS
Original copy of Performance bond Contractor and bonding company
and contractor’s all risk insurance
(CARI)
CLIENT’S AGENCY FEES PRO- PERSON RES-
STEP ACTION TO BE CESSING PONSIBLE
PAID TIME
1.Submit the 1.UP Cebu will NONE 15 working - Contractor
original copy require the days
of contractor to
performance submit an original
bond and copy of
CARI to the performance bond
SPMO and CARI to the
SPMO and a
photocopy for the
OCA with the
validity period until
final acceptance;
days
303 | P a g e
Internal Service
A. Bidding phase

Type of G2C
Transaction:
Who may avail: Administrator of concerned department
REQUIREMENTS
Bidding documents and drawings OCA

CLIENT’S AGENCY TO CESSING PONSIBLE
STEP ACTION BE TIME
PAID
1. The Bids 1. The agency NONE 20 working - Office
and Awards will prepare the days personnel
Committee scope of work or - BAC
(BAC) terms of Chairman
requests for reference and
scope of the drawings for
work or terms the project to be
of reference bid out; and
and the 2. Submit to the
drawings for BAC
the project to
be bid out.
days
304 | P a g e
SAFETY AND SECURITY UNIT (SSU)
External Service
A. Application for Car Pass Sticker
Office or Division Safety and Security Unit

Who may avail Constituents In School Campus
• Application Form Safety And Security Unit
PAID TIME PONSIBLE
Filling of - Checking of
Application Form requirements NONE 1 DAY - Head of the
with attachment of And approval SSU.
documentary on Car pass
requirement’s ( sticker - VCA
driver’s license,
OR, CR)
TOTAL NONE1 DAY
B. Visitors ID Pass Issuance
Office or Division Safety And Security Unit

Interview with post guard upon entry Safety and Security unit
PRO- PERSON
AGENCY FEES TO
CLIENT STEPS CESSING RES-
ACTION BE PAID
TIME PONSIBLE
• Submission of - Issuance of
self for interview. visitor’s ID
• Security check pass. NONE 1 minute Guards on
(inspection of entrance
bags) gate
• Presentation of a
valid ID.
TOTAL NONE 1 minute
305 | P a g e
C. Providing Security for official School Activity
Office or Division Safety and Security Unit

• Application Form Safety and Security Unit
FEES PRO- PERSON
AGENCY
ACTION
PAID TIME PONSIBLE
• Submission of - Conduct Safety 2 to 3 - Staff In
Request letter and Security days to Charge
• Filling of Application Survey on the Activity
Form area. NONE - Head of
• Approval from the SSU
OVCA and OC. - Provide Security
during the
Activity.
TOTAL NONE 2 DAYS
D. Facilitating in claiming of lost items
Office or Division Safety and Security unit

Type of Transaction G2C-Government to Citizen
REQUIREMENTS
SAFETY AND SECURITY UNIT
PAID TIME PONSIBLE
• Standing order to - Logging and
all SG on the Safe keeping
policy of lost and of lost and
found items. found Items.
• Claimant will be Staff In-
asked question NONE 20 charge
prior to claiming minutes
the said item in - Logging of
order to verify true claimed item
ownership of the before
item. releasing to
its owner.
NONE 20minutes
TOTAL
306 | P a g e
E. Incident Investigation
Office or Division Safety and Security unit

Who may avail Constituents in School Campus
Checklist of Requirements Where To Secure

PAID TIME PONSIBLE
• Report - Conduct NONE 3 days

Safety and Investigation - Staff In-
Security Charge
Unit
• Give details - Head of the
on the - Report on SSU
Incident Findings
report. - VCA
TOTAL NONE 3 DAYS
F. Safety and Security threat and risk Assessment
Office Of Division Safety and Security Unit

Classification Highly technical
Type of Transaction G2c- Government to Citizen
Who may Avail Constituents In School Campus
Checklist of Requirements Where To Secure
PAID TIME PONSIBLE
• Submission of - Conduct NONE 20 days Head of The
Request letter Safety and SSU
to conduct Security
Safety and Threat and
Security Threat risk
and Risk Assessment.
Assessment
• Approval From - Report on

OVCA and OC. findings
TOTAL NONE 20 DAYS
307 | P a g e

complaint.
the complaint.
TLRC
Email at:
308 | P a g e
Supply Property and Management Office (SPMO)
External Service
A. Issuance of Opportunities posted at Philgeps
Office or Division SPMO / BAC Secretariat

Who may avail Suppliers and Contractors
Invitation to Bid SPMO
PAID TIME PONSIBLE
1. Inquire Provide Bid 30 minutes - SPMO
opportunities Invitation to Docs Staff/ BAC
posted in Bid (ITB) / Fee Sec. Clerk
PHILGEPS Request for
website or in Quotation
the UP Cebu (RFQ) /
Website. Checklist
TOTAL 30 inutes
B. Provision of Request for Quotation
Office or Division SPMO

Who may avail End-User and Supplier
PPMP, PR, RMP SPMO
FEES TO PRO- PERSON
CLIENT STEPS AGENCY BE PAID CESSING RES-
ACTION TIME PONSIBLE
Request for Provides None 4 days - SPMO
Quotation Request for Staff/
(Alternative Quotation form BAC
Mode of to Suppliers Chairman
Procurement,
such as SVP,
Shopping, etc.
TOTAL None 4 days
309 | P a g e
C. Provision of Purchase Order

BAC Resolution and Post-Qua / SPMO and TWG
Post-Disqualification
FEES PRO- PERSON
CLIENT STEPS AGENCY TO BE CESSING RES-
Issuance of Prepares None 7 days SPMO Staff,
Purchase Order Purchase Order authorized
and have the End-user
authorized
personnel sign
it. Informs
supplier
availability of the
PO for
conforme.
TOTAL None 6 days
D. Advertisement / Posting of Invitation
Office or Division BAC Secretariat

Type of Transaction G2B - Government to Business
REQUIREMENTS
Bidding Documents BAC Secretariat
FEES PRO- PERSON
Advertisement / Post Bid 1 day BAC Sec.
Posting of Opportunity Docs Staff
Invitation to (Invitation to Fee
Apply for Bid) in
Eligibility and to PhilGEPS and
Bid UP Cebu
Website
Bid 1 day
TOTAL Docs
Fee
310 | P a g e
E. Delivery of Supplies/Materials

PO SPMO
NTP
FEES PRO- PERSON
Request for the Contacts and None 7 days - SPMO,
Delivery of make follow up End User
Supplies/ to supplier for and
Materials the delivery of Supplier
awarded
projects.
TOTAL None 7 days
F. Pre – bid Conference

Classification Simple to Complex
Who may avail Suppliers, End-users, TWG, BAC, BAC Sec
PAID TIME PONSIBLE
Request for Pre- Inform BAC
Bid Conference Members, None 7 days BAC / BAC
Secretariat, Sec
TWG, End User
and invites
suppliers, COA
Representative
and two other
representatives
from the private
sector for the
pre-bid
conference
notice.
TOTAL None 7days
311 | P a g e
G. Preparation of Opening of Bids

Who may avail Supplier, End-User, BAC, BAC TWG
REQUIREMENTS

PAID TIME PONSIBLE
Opening of Inform BAC None 1 day BAC
Bids Members,
Secretariat, TWG,
End User and
invites suppliers,
COA
Representative
and two other
representatives
from the private
sector for the
opening of bids.
TOTAL None 1 day
H. Prepare Post – Qualification

Who may avail Supplier
REQUIREMENTS
Bid Offer BAC, TWG
FEES PRO- PERSON

CLIENT AGENCY ACTION TO BE CESSING RES-
STEPS PAID TIME PONSIBLE
Post- Conducts post
Qualification qualification and None 7 days BAC, BAC
issues post Secretariat,
qualification TWG and
disqualification report. End User
TOTAL None 7 days
312 | P a g e
I. Prepare Award of Contract

REQUIREMENTS
Bid Offer
Post-Qualification Report
PAID TIME PONSIBLE
Award of Issues Notice None 3 days BAC Sec.
Contract of Award Staff
TOTAL None 3 days
J. Drafting and Provision of Contract

Bid Offer
Performance Bond
FEES PRO- PERSON
Drafting & Drafts contract None 20 days - SPMO
Issuance for review, edit Staff/End
Contract and User/
endorsement. TWG/
Inform suppliers Legal
once contract is Office
available for
signature and
notary.
TOTAL None 20 days
313 | P a g e
K. Effectivity of Contract.

REQUIREMENTS
Contract SPMO
FEES PRO- PERSON

Issuance of Issues Notice to
Notice to Proceed None 3 days BAC
Proceed Secretariat
TOTAL None 3 days
314 | P a g e
Internal Service
A. Provision of Abstract of Bids/Quotation.

REQUIREMENTS
RFQ SPMO Staff
AGENCY FEES PRO- PERSON
CLIENT STEPS ACTION TO BE CESSING RES-
PAID TIME PONSIBLE
Request for Prepares - SPMO
Abstract of Abstract of Bids None 1 day Staff
Bids/Quotation
TOTAL None 1 day
B. Provision of BAC Resolution.

REQUIREMENTS
Abstract of Bids SPMO
FEES PRO- PERSON
Issuance of BAC Prepares BAC None 1-3 days - SPMO
Resolution Resolution and Staff
have the BAC
Members and
HOPE sign it.
TOTAL None 1-3 days
315 | P a g e
C. Drafting and Provision of Contract.

REQUIREMENTS
PO/NOA and Performance SPMO
Bond
FEES PRO- PERSON
Request for the Drafts contract None 20 days - SPMO
Drafting & for review, edit Staff/End
Issuance and User/TW
Contract endorsement. G
Inform suppliers
once contract is
available for
signature and
notary.
TOTAL None 20 days
D. Inspection of Items/Equipment and Acceptance of delivery.

REQUIREMENTS
DR , Sales Invoice , PO & SPMO
PR
FEES PRO- PERSON
Request for the Informs None 7 days - Inspector
Inspection of inspection
items/equipment officer of the
and acceptance availability of
of delivery. delivered goods
for inspection
and contacts
end users for
acceptance.
TOTAL None 7 days
316 | P a g e
E. Issuance of Requisition Issue Slip.

Classification Simple to Complex
REQUIREMENTS
PO and Sales Invoice SPMO
FEES PRO- PERSON
Request for the Prepares RIS None 1 day - End-User
Issuance of and have it
Requisition Issue routed for
Slip (RIS) signature.
TOTAL None 1 day
F. Delivery of items/equipment.

Who may avail Supplier and End-User
REQUIREMENTS
IAR and RIS SPMO
PAID TIME PONSIBLE
Request for the Informs end None 3 days SPMO, End
Delivery of user/requisitione User and
items/equipment. r that their items Supplier
are ready for
pick-up or
instructs
suppliers to
deliver directly
to end user
depending on
the type of
item/equipment.
TOTAL None 3 days
317 | P a g e
G. Conduct a physical count of supplies at the Central Store

Who may avail COA
REQUIREMENTS
Supplies Inventory Record SPMO

FEES PRO- PERSON
Request for the Prepare a None 21 days SPMO Central
Conduct a physical count Store In-
physical count of of supplies / Charge
supplies / materials at
materials at the the Central
Central Store. Store.
TOTAL None 21 days
H. Report on the Physical Count of Inventories

Who may avail End-user, COA
REQUIREMENTS
Memorandum for the Creation of SPMO
Inventory Committee
FEES PRO- PERSON
PAID TIME PONSIBLE
Requisition of Prepare a Report None 3 months SPMO
Report on the on the Physical Staff,
Physical Count Count of Inventory
of Inventories Inventories (RPCI) Committ
(RPCI) and and Report on the ee
Report on the Physical Count of
Physical Count Property, Plant and
of Property, Equipment
Plant and (RPCPPE) signed
Equipment by inventory
(RPCPPE). committee and
head of agency.
TOTAL None 3 months
318 | P a g e
I. Issuance of Property Acknowledgement Receipt

Who may avail End-User
REQUIREMENTS
Purchase Order SPMO
Sales Invoice
FEES PRO- PERSON
Request of Issuance of None 1 day SPMO Staff
Property Property
Acknowledgeme Acknowledgeme
nt Receipt (PAR) nt Receipt
(PAR) –for
equipment
15,000.00 and
above
TOTAL None 1 day
J. Issuance of Inventory Custodian Slip

REQUIREMENTS
Purchase Order and Sales SPMO
Invoice
FEES PRO- PERSON
Requisition of Issuance of None 1 day SPMO Staff
Inventory Inventory
Custodian Slip Custodian Slip
(ICS ). (ICS ) for semi-
expendable
expenses below
15,000.00
(except
disposable
supplies)
TOTAL None 1 day
319 | P a g e
K. Issuance of Transfer of Property Plant and Equipment and Semi-
Expendables

REQUIREMENTS
Approved Letter Request SPMO
PAR / ICS
FEES PRO- PERSON

Request for Process None 7 days SPMO Staff
Transfer of Request for
Property, Plant Transfer of
and Equipment Property, Plant
(PPE) and Semi- and Equipment
Expendables (PPE) and
(SE) Semi-
Expendables
(SE)
TOTAL None 7 days
L. Pre-Procurement Planning and Conference

Who may avail End-User, BAC, BAC Secretariat
REQUIREMENTS
NEP
PPMP
FEES PRO- PERSON
Request for Pre- Sends invitation None 7 days SPMO / BAC
procurement to BAC Secretariat,
Planning and Members, End User
Conference Secretariat, and TWG
TWG and End
User for the Pre-
Procurement
Planning and
Conference
TOTAL None 7 days
320 | P a g e
M. Prepare Bid Evaluation

REQUIREMENTS
Abstract of Bids
Bid Offer BAC Secretariat
FEES PRO- PERSON
Bid Evaluation Conducts bid BAC, BAC
evaluation of None 3 days Secretariat,
the bid offers. TWG and
End User
TOTAL None 3 days
321 | P a g e
FEEDBACK MECHANISMS
Please let us know how we have served you by doing any of the following:
Accomplish our Customer Feedback Form Available in the office and put it in
a drop box.
Send your complaints/suggestions to the Chief of the Supply and Property
Management Office
You can call us at (032) 233-3497
SUPPLY AND PROPERTY MANAGEMENT OFFICE

Room 107, Ground Floor, Administration Building, University of the
Philippines Cebu
Gorordo Avenue, Lahug, Cebu City, Telephone No. (032) 2328187 local 121
322 | P a g e
COLLEGE OF COMMUNICATION, ART, AND DESIGN (CCAD)
External Service
A. Application to the Fine Arts Program (Certificate Program)
Office or Division CCAD

Who may avail Graduates of Senior High School
Undergraduate Degree Holders
Special Students for Non-Credit Intake

REQUIREMENTS
• Application Form • CCAD Office Administrative Staff
• Form 137 (High School • High School Principal
Report card) for Senior
High Graduates • High School Principal
• Form 137 – A (High
School Transcript of
Records) for Senior High • University where the applicant
Graduates graduated
• College Diploma and
Transcript of Records for • Applicant
Undergraduate Students
• Letter of Intent for Special • Applicant
Students (Non-Credit
Intake)
• Portfolio of Artworks( to
be presented after
passing the written exam
and the diagnostic in the
arts)
PAID TIME PONSIBLE
1. Accomplish- 1. Office None 3 days - Office
ment Staff Staff
application accepts - Program
form form Coordinat
2. Submit Forms 2. Program or
137 and 137-A Coordinato - Dean
for Senior r evaluates
High School credentials
Graduates and
3. Submit endorses
College for Talent
Diploma and Determinat
323 | P a g e
Transcript of ion Test
Records for (TDT)
Undergraduat 3. Office
e Degree Staff
Holders informs
4. Submit Letter applicant
of Intent for through
Special telephone
Students or email
(Non-Credit for the
Intake) scheduled
TDT
4. During the
TDT,
applicants
bring
drawing
materials
(pencil,
pen, etc)
and his
portfolio of
artworks
TOTAL None 3 days
B. Suggestion from other stakeholders

Office or Division All Colleges
Who may avail Non-student stakeholders
REQUIREMENTS
None College Staff
TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Stakeholder 1. Staff None 3days • Staff
may email acknowledges • Dean
suggestions. the receipt of
2. Concerned email within 3
party replies to days.
the email 2. Staff forwards
through the the email to the
college email concerned
within 3 days. party.
324 | P a g e
3. Staff replies to
the email with
the response of
the concerned
party within the
day.
TOTAL None 3 days
INTERNAL SERVICES
A. Consultation services
REQUIREMENTS
Request for Appointment Faculty, College Staff
PAID TIME PONSIBLE
1. Student requests Approval None 1 day • Staff
for an appointment by • Faculty
. Faculty
TOTAL None 1 day
B. Request for Authentication of Documents / Certificates

Who may avail Students and Alumni
• Letter for authentication • personal
TO CESSING RES-
BE TIME PONSIBLE
PAID
1. Student 1. Staff accepts, None 2 days • staff
submits the reviews, and • College
letter for countersigns the Secretary
authen- letter • Dean
tication 2. College
Secretary/Dean
signs
TOTAL None 2 days
325 | P a g e
C. Request to use classrooms/facilities (outside of class hours)

Who may avail UP Cebu students
REQUIREMENTS
• Request form • Campus Maintenance Office
(CMO)
PAID G TIME PONSIBL
E
1. Fills up the request 1. Staff None, if 1 day • staff
form and submits it accepts academi • Dean
to the respective and c-related • Cashi
college/division. C checks for er
MO (janitor) also the For non-
signs on the request availability academi
form to ensure of the c,
clean up after the room. P50/hour
activity. Dean for the
approves use of
2. Pay for use of or one
the aircon if non- disapprove aircon
academic related s unit
(Cashier)
2. Cashier Pay per
receives hour for
payment cleaner/s
and issues , If
an OR beyond
working
hours of
the
janitor.
TOTAL 1 day
326 | P a g e
D. Suggestion from Students

REQUIREMENTS
Suggestion Form College Staff
TO CESSING RES-
BE TIME PONSIBLE
PAID
1. The student fills 1. Admin Staff None 3 days • Staff
up suggestion acknowledges • Dean
form (2 copies) receipt of the
available in form and gives
respective one copy to the
colleges student and one
copy to the
College
Secretary
2. College
Secretary /
Dean responds
to the
suggestion
TOTAL None 3 days
E. Request for Official Travel Order
Office or Division All colleges

Who may avail Faculty, staff, and student
REQUIREMENTS
• Letter addressed to the • up.edu.ph account
Chancellor
• UIS
• Official Travel Order
BE TIME
PAID
1. Faculty, staff, 1. Letter to be None 3 days 1. Requester,
and student endorsed by office staff
make a request CAPC, 2. Through
letter Department UIS -
327 | P a g e
addressed to Chair (if Requester,
the Chancellor, applicable), Department
through Dean, then Chair,
channels, VCAA for Dean,
detailing why, faculty. For VCAA for
when and Admin staff, faculty, VCA
where. endorsed by for admin
2. Faculty, staff, the Dean staff, OSA
and student and VCA. and VCAA
access and fill For students, for students
up the UIS endorsed by 3. Office of the
the Adviser, Chancellor
Dean, OSA
and VCAA.
2. Through UIS
- through
channels
3. Chancellor
approves
4. Office of the
Chancellor
makes and
releases the
travel order
TOTAL None 3 days
F. Application for Local Travel Order

REQUIREMENTS
• UIS •
up.edu.ph UIS account
PAID TIME
1. Fill up UIS 1. Through None 2 days • Department
2. Print approved Channels Chair (if
UIS applicable)
• Dean
• VCAA
• Chancellor
TOTAL None 2 days
328 | P a g e
G. Application for Research Load Credit

REQUIREMENTS
• Letter • personal
• Research Proposal
BE TIME
PAID
1. Letter 1. CAPC None 15 days if request is only
addressed to reviews & three units:
the recommends • Department
Chancellor, (or not), Chair /
through Department program
channels, Chair/ Coordinator(if
three months program applicable)
prior to the Coordinator • CAPC
affected (if applicable) • Dean
semester and Dean’s
endorsement. if request is
2. Submits 2. Staff receives more than 3
certfication of the letter and units:
funding (if forwards to • CVSC
applicable) CVSC for • VCAA
endorsement. (through
3. if three units AcPFC)
only, Dean • Chancellor
approves (or
not).
4. if more than
three units,
the
Chancellor
approves (or
not)
TOTAL None 15 days
329 | P a g e
H. Application for Leave

Who may avail Faculty, staff
REQUIREMENTS
Leave Form College Staff
BE TIME
PAID
1. Faculty/staff 1. Department None 1 day • Staff
fills up the Chair/ • Department
form Program Chair/
Coordinator program
recommends Coordinator
for approval • Dean
2. Dean
approves the
request.
TOTAL None 1 day
I. Application for Leave Without Pay

REQUIREMENTS
Letter Request, Leave Form Personal, College Staff
BE TIME PONSIBLE
PAID
1. Faculty writes 1. Department None 5 days • Staff
a letter Chair / • Department
addressed to Program Chair/
the Chancellor, Coordinator Program
through recommends Coordinator
channels, for approval • Dean
three months 2. Dean • VCAA
before the recommends • Chancellor
affected for approval.
semester. 3. Vice
Chancellor
for Academic
330 | P a g e
2. Faculty fills up Affairs
the Leave recommends
Form for approval.
4. Chancellor
approves the
request.
TOTAL None 5 days
J. Application for study leave

REQUIREMENTS
Letter of Request, Leave Form, Personal, College Administrative Staff
Faculty Development Plan,
School acceptance
BE TIME PONSIBLE
PAID
1. Faculty 1. CAPC None 20 days • staff
writes reviews & • Department
letter recommends Chair or
addressed (or not), Program
to the Department Coordinator
Chancellor, Chair/ • Dean
through program • VCAA
channels, Coordinator • Chancellor
one and Dean’s
semester endorsement
before the 2. CAPC
affected submits
semester endorsement
2. Faculty fills to AcPFC
up the 3. AcPFC
leave form reviews &
recommends
action on
request to
the
Chancellor
4. Chancellor
reviews and
acts on
the request
TOTAL None 20days
331 | P a g e
K. Application for Faculty Grant

REQUIREMENTS
Faculty Grant Form College Administrative Staff
BE TIME PONSIBLE
PAID
1. Faculty waits 1. CAPC None 20 days • staff
for the call for reviews • CAPC
faculty grant documents • AcPFC
2. Submit form for • Chancellor
with endorsement
supporting 2. AcPFC
documents to reviews,
the CAPC for ranks for
endorsement endorsement
3. Chancellor
reviews and
approves
request
TOTAL None 20 days
L. Application for Research Grant

REQUIREMENTS
Research Grant Form College Administrative Staff
S TO CESSIN RES-
BE G TIME PONSIBLE
PAID
1. Faculty 1. Dean None 20 • College
waits for endorses the Admin
the call for form staff
research 2. CVSC sends • Dean
grant the research • CVSC
2. Faculty document out • VCAA
writes a
332 | P a g e
letter and for peer • OVCAA
attach the review staff
CVSC 3. CVSC returns • Chancell
research proposal to or
template faculty for
3. Submit to revisions
the Dean 4. 4.CVSC
for endorses
endorseme revised
nt proposal to
4. Faculty VCAA
responds 5. 5.VCAA
to the endorses
reviewer’s proposal
comments for Chancellor
and submit ’s approval
revised 6. 6.CVSC
proposal to processes the
CVSC research
contract and
returns to
faculty for
signature
7. OVCAA staff
prepares the
DV, OBR with
the signed
contract for
fund release
TOTAL None 20 days
M. Application for Authority to Travel Abroad

Who may avail Faculty and staff
• Request letter addressed to the • up.edu.ph UIS account
Chancellor, through channels
• UIS: international travel order
PAID TIME PONSIBL
E
1. Write a letter 1. Department None 2 days • Depart
addressed to the Chair/ ment
Chancellor through Chair/
333 | P a g e
channels. If program progra
academic/administr Coordinator m
ative work is going 2. Dean, Coordi
to be affected, VCAA nator
indicate your plan endorse the • Dean
to cover or make letter. • VCAA
up for missed 3. Once • Chanc
classes and approved, ellor
administrative the office of
work. the
2. Fill up UIS: Chancellor i
international travel ssues the
Authority to
Travel
Abroad
TOTAL None 2 days
N. Request to hire new faculty

REQUIREMENTS
• Letter of Request, faculty • Department/ Program
Loading for the entire • Applicant
Academic Year,
• Basic Papers( justification for
hiring, CV of the applicant,
hiring criteria, medical
certificate, psychological test
result)
BE G TIME PONSIBLE
PAID
1. Department 1. Submit to None 10 days • Departmen
Chair/ Program HRDO for t Chair/
Coordinator or AcPFC program
Dean writes a review and Coordinato
letter of request endorse- 10 days r
endorsed by ment Or Dean
CAPC addresse 2. Submit • CAPC
d to the endorsed • AcPFC
Chancellor request with • HRDO
through supporting • Chancellor
channels, one documents
semester in for
334 | P a g e
advance (Basic Chancellor’
papers attached s approval •
to request)
TOTAL None 20 days
O. Request authority to hire

Who may avail Department Chair/Program Coordinator
REQUIREMENTS
Letter Request, Academic Personal, Department/Program Office
Loading
BE G TIME
PAID
1. Department 1. CAPC None 10 days • Department
Chair/Progra endorses Chair/Progra
m the request m
Coordinator and Coordinator
writes a letter forwards the • HRDO
addressed to letter and • AcPFC
the the • Chancellor
Chancellor attachments
through to HRDO for
channels AcPFC
asking for review and 10 days
authority to endorsemen
hire new t
faculty (three
months 2. AcPFC
before the forwards the
start of the request to
semester) the
2. Attach the Chancellor
academic for approval.
loading for
the entire
school year or
the remaining
semester
TOTAL None 20 days
335 | P a g e
P. Request for UP Cebu RDG and Release of RDG Fund

Transaction
REQUIREMENTS
• Request letter • http://cvsc.upcebu.edu.ph/index.php/downl
addressed to the oadable-forms/
Chancellor through
channels
• Application Form
(UP-Cebu-RDG-
Forms-1-2-final-2)
• Attachments:
information about
the conference, and
paper to be
presented.
CLIENT AGENCY FEES PRO- PERSON RES-
STEPS ACTION TO CESSING PONSIBLE
BE TIME
PAID
1. Letter of 1. Endorsed None 15 days • Applicant
request by the • CVSC
addresse Departme • VCAA
d to the nt Chair (if • Chancellor
Chancello applicable) • Office staff
r through , Dean, • Budget
channels CVSC • Accounting
2. Fill up UP Director, • Cashier
Cebu VCAA.
RDG 2. Approval
form of the
3. Attach Chancellor
supportin 3. Once
g approved,
document staff
s prepares
4. Once the
approved, Disbursem
follow up ent
on the Voucher
release of (DV) and
RDG Obligation
Request
336 | P a g e
and Status
(OBR)
4. Dean
endorses
the
release of
payment,
OVCAA
recommen
ds and
Chancellor
approves
5. Staff
inputs in
UIS.
6. Cashier
prepares
& releases
the check
once
signed
TOTAL None 15 days
Q. Renewal of Faculty

Who may avail Program Coordinator/Department Chair
REQUIREMENTS
Personal, Department/Program Office
L Letter Request, SET
ACTION S CESSING RES-
TO TIME PONSIBLE
BE
PAI
D
1. Department 1. CAPC Non 10 days • Departme
Chair/Program endorses e nt
Coordinator the request Chair/Prog
writes a letter and forward ram
addressed to the the letter Coordinat
Chancellor and the or
through Channels attachments • Dean
(two months to HRDO • CAPC
before the for AcPFC • HRDO
semester starts) review and • AcPFC
337 | P a g e
2. Department endorseme 10 days • VCAA
Chair/Program nt. • Chancellor
Coordinator 2. AcPFC
attaches the forwards
following the request
documents: to the
justification with Chancellor
CAPC for
endorsement, approval.
recent SET of
faculty, faculty
loading for the
next school year
TOTAL Non 20 days
e
R. Request for UP System RDG Grants/International Publication

Award

• Application Form • https://ovpaa.up.edu.ph/
• Attachments
S CESSI RES-
TO NG PONSIBLE
BE TIME
PAI
D
1. Access and 1. Forms need to be Non 45 days • Applica
download forms endorsed by the e nt
from Department • CVSC
https://ovpaa.up.e Chair/ program • VCAA
du.ph/ Coordinator, • OVPAA
2. Attach supporting Dean, CVSC • Staff
documents Director, VCAA. • Dean
3. Check 2. OVPAA (through • Chance
ovpaa.up.edu.ph rdg.ovpaa@up.ed llor
for the submission u.ph or • Cashier
dates for the ipa.ovpaa@up.ed
RDG. u.ph ) will inform
4. Email scanned applicant by email
endorsed if application was
application forms approved.
and attachments 3. Once approved,
to OVPAA will send
338 | P a g e
rdg.ovpaa@up.ed an email to the
u.ph for the RDG applicant for the
and release of the
ipa.ovpaa@up.ed grant/award.
u.ph for the IPA 4. Staff prepares the
5. Mail to UP Disbursement
(OVPAA) the Voucher (DV) and
printed form (with Obligation
endorsements and Request and
attachments) Status (OBR)
6. Forward the email 5. Dean endorses
of OVPAA to staff the release of
to prepare for the payment, OVCAA
release of the recommends and
grant/award. Chancellor
approves
6. Staff inputs in
UIS.
7. Cashier prepares
& releases the
check once
signed
TOTAL Non 45 days
e
S. Application for Faculty Clearance

REQUIREMENTS
• Clearance Form • HRDO
BE G TIME
PAID
1. Faculty/staff 1. Program None 3 days • Academic
fills up Adviser, and
clearance College Administrativ
form and Secretary, e Heads
have it signed and Dean
by concerned sign
academic and 2. Administrativ
administrative e Heads sign
heads
TOTAL None 3 days
339 | P a g e
T. Application for Fellowship Grant

Who may avail Faculty, REPS, and Admin Staff
REQUIREMENTS
Application form https://ovpaa.up.edu.ph/ovpaa-
administered-programs/
BE G TIME
PAID
1.Fill up form None 20 • Academic
OVPAA 3. Submit to and
FRASDP Dean, VCAA Administrativ
Form 11.1 and e Heads
Masteral Chancellor
fellowship or for
OVPAA endorsemen
FRASDP t
Form 11.2
Doctoral
Fellowship
TOTAL None 20 days
U. Application for Plantilla Item

REQUIREMENTS
Letter of Applicant
request
ACTION S TO CESSING PONSIBLE
BE TIME
PAID
1. Faculty waits 1. CAPC No 20 days Program
for the call for reviews ne Coordinators/Depa
filling up of docume rtment Chairs,
items. nts and Dean, CAPC,
2. Submits ranks AcPFC,
document on applican Chancellor
accomplishme ts
340 | P a g e
nts/performan 2. CAPC
ce to the endorse
CAPC for s the
evaluation and assignm
ranking ent of
plantilla
item to
the
Chancel
lor
3. Chancel
lor
reviews
and acts
on the
request
TOTAL None 20 days
V. Application for Tenure

• Letter of application for tenure • Office Staff
• Evaluation Form • Applicant
• Supporting documents (publication,
SET, etc)
S TO CESSIN RES-
BE G TIME PONSIBLE
PAID
1. Submit a letter 1. Dean sends None 45 days • Applicant
of application letter, together • CAPC
for tenure to with tenure • Tenured
the Dean of evaluation form faculty
the College and supporting • Dean
2. Supporting documents, to • HRDO
documents. the CAPC for • AcPFC
evaluation. • Chancello
2. If all papers are r
complete, CAPC • BOR
endorses the
application for
evaluation by
the tenured
341 | P a g e
faculty of the
college.
3. Dean calls a
meeting with the
tenured faculty
to evaluate the
application and
attachments.
4. Tenured faculty
endorses (or
does not) based
on the
application,
tenure
evaluation form,
and
other supportin
g documents.
5. Dean sends
recommendation
of tenured
faculty, together
with all
supporting
documents, to
HRDO for
AcPFC
evaluation and
endorsement.
Cover letter
shall be made
indicating the
decision of the
majority on the
tenure
application.
6. AcPFC, reviews
recommendation
in (5) and acts
on the
recommendation
.
7. AcPFC sends
recommendation
to the
Chancellor for
final action on
the application
for tenure.
342 | P a g e
8. Chancellor acts
on the
recommendation
.
9. If
recommended,
the application is
sent to the BOR
for approval.
TOTAL None 45 days
W. Application for Supplies

REQUIREMENTS
• Purchase Requisition form UIS
• Obligation Request form
• Line Item Budget ( if API) UIS
• Project Procurement
Management Plan
(PPMP)
BE G TIME
PAID
1. Staff makes 1. Budget None 7 days • College
Purchase Officer Admin
Requisition checks staff
(PR)and funds • Dean
Obligation availability • Budget
Request (OBR) to for the Officer
be signed by the purchase of • VCA or
Dean requested Chancell
2. PR and OBR with items and or
Line Item Budget signs OBR • Chair of
(LIB) and Project and BAC
Procurement endorses • SPMO
Management this to VCA
Plan (PPMP) is or
submitted to Chancellor
Budget Office for approval
2. VCA or
Chancellor
343 | P a g e
approves
request
3. Approved
PR with
attached
documents
is submitted
to (Bids and
Awards
Committee)
BAC office
for mode of
procuremen
t
4. Supply and
Property
Manageme
nt Office
(SPMO) for
procuremen
t
TOTAL None 7 days
X. Request for Official Time

• Letter addressed to the • Applicant
Chancellor
BE G TIME PONSIBLE
PAID
1. Submit a letter addressed Endorse- Non 3 days • Applicant
to the Chancellor through ment of the e • Dean
channels, If Dean, • VCAA
academic/administrative VCAA, and • Chancell
work is going to be Chancellor or
affected, indicate your
plan to cover or make up
for missed classes and
administrative work.
2. Fill up UIS for travel
order, if applicable
TOTAL Non 3 days
e
344 | P a g e
Y. Processing of Cash Advance (CA) /Reimbursement/Liquidation

• Travel Order • Applicant
• Approved letter of funding
• Itinerary of the travel, Airline
ticket, boarding passes,
Certificate of Appearance,
and other documentary
requirements
• DV, OBR
BE G TIME PONSIBLE
PAID
FOR CA 1. Staff None 7 days • Applicant
1. Submit travel order, prepares • Dean
itinerary of travel, DV and • Cashier
airline tickets, and OBR. • VCA
other documentary 2. Dean • Chancell
requirements. signs or
3. Staff
FOR enters
Reimbursement/Liquidati request in
on UIS
1. Submit travel order, 4. Staff
itinerary of travel, submits
airline ticket, boarding the signed
pass, certificate of DV
appearance, photos, Budget,
and other Accountin
documentary g, and
requirements then
OVCA
5. If all
papers
complete,
Cashier
prepares
and
releases
the signed
check
TOTAL None 7 days
345 | P a g e
Z. Application for Merit Promotion

REQUIREMENTS
UP President
• Promotion instrument
• Supporting documents

S TO CESSIN RES-
BE G TIME PONSIBLE
PAID
1. Submit a 1. CAPC reviews None 45 days • Applicant
letter of and evaluates • CAPC
application for application. • Dean
promotion 2. Submit to • AcPFC
2. Self- HRDO for • Chancello
evaluation AcPFC. r
based on the 3. AcPFC reviews, • BOR (if
promotion evaluates, and cross-
instrument recommends ranking)
3. Prepare two 4. Chancellor’s
sets of recommendatio
supporting n
documents 5. BOR if cross-
4. If cross- ranking to
ranking, Association
prepare Professor and
justification Full Professor
for cross-
ranking
TOTAL None 45 days
346 | P a g e
AA. Application for Automatic Promotion

REQUIREMENTS
Chancellor thru channels
• Proof of completion of
MA/PhD degree
• Publications if request is
for automatic promotion
with merit
S TO CESSIN RES-
BE G TIME PONSIBLE
PAID
1. 1. Submits a 1. CAPC reviews None 20 days • Applicant
letter of and evaluates • CAPC
application for application. • Dean
promotion 2. Submits to • AcPFC
together with AcPFC for • Chancello
supporting evaluation. r
documents 3. AcPFC reviews,
evaluates, and
recommends
action to the
Chancellor.
4. Chancellor
reviews and acts
on the
recommendation
.
TOTAL None 20 days
BB. Request for Limited Practice of Profession

REQUIREMENTS
• LPP form • UIS
347 | P a g e
BE TIME PONSIBLE
PAID
1. Fill LPP form in 1. Dean None 3 days • Applicant
UIS endorses • Dean
2. VCAA • Chancellor
recommends
3. Chancellor
approves (or
disapproves)
TOTAL None 3 days
CC. Course Offerings

REQUIREMENTS
• Letter of request • Requester
BE TIME
PAID
1. Department 1. Dean of the None 7 days • Department
Chair (if servicing Chair (if
applicable) or unit applicable)
Program receives or Program
Coordinator the request Coordinator
writes a letter of and • Dean of the
request for a identifies requesting
course the faculty unit
[endorsed by the who is • Dean of the
Dean] available to servicing
addressed to the handle the unit
Dean of the requested
servicing unit. course
2. The request 2. Servicing
includes the unit replies
proposed in writing
schedule. the
approval of
the
requests
including
changes
made to
348 | P a g e
the
proposed
schedule.
TOTAL None 15 days
DD. Request for Faculty

REQUIREMENTS
• Request letter • Requester
BE TIME PONSIBLE
PAID
1. Department 1. The None 3 days • Department
Chair (if concerned Chair/
applicable) or faculty is Program
Program asked for Coordinator
Coordinator his/her • Dean of the
writes a letter availability requesting
of request for a 2. Servicing unit, unit
faculty either through • Dean of the
[endorsed by the Dean or servicing
the Dean] the faculty, unit
addressed to replies in
the Dean of writing if the
the concerned college can
college. accommodate
2. The request request or not
includes the 3. If the
proposed servicing unit
schedule. or college
cannot
accommodate
the request,
then the
requester
needs to look
for their own
lecturer
TOTAL None 3 days
349 | P a g e
EE. Request for Official Data/Information

REQUIREMENTS
• Request letter • Requester
S TO CESSIN RES-
BE G TIME PONSIBLE
PAID
1. Submit a letter 1. The Dean, after None 3 days • Departmen
to the Dean of legal t Chair /
the concerned clearances, Program
department or forwards the Coordinato
college about request to the r
the request for concerned • Dean of
the specific department/unit the
data/document . requesting
including the 2. Depending on unit
purpose of the the nature of • Dean of
request. the request, the the
2. Signs the concerned servicing
request letter department/unit unit
to signify should be able
receipt of the to produce the
data/document requested
. data/document
within a
minimum of 3
days.
3. The Dean
releases the
data/document
TOTAL None 3 days
None 1 day
TOTAL
350 | P a g e
How to send feedback • Formal letter/ correspondence
• Social Media Platforms
• Telephone conversation
How feedbacks are processed • A written feedback is
acknowledged by the receiving
person indicating time and date
it is received and this is
forwarded to the person it is
addressed for action within 3
working days.
• A verbal feedback is
person by taking note of the
source (name and contact
details) and this is forwarded to
the person it is addressed for
action within 3 working days.
How to file a complaint • A written complaint is
received and this is forwarded to
the Office of the Dean for action.
• A verbal complaint is
acknowledged by taking note of
the complainant’s contact details
and is forwarded to the Office of
the Dean for action.
How complaints are processed • Simple complaints are
addressed by the Office of the
Dean of the College within 3
working days.
• Complaints that need
investigation and legal action
are forwarded to the Legal
Office of the University and
addressed within 7 – 10 working
days.
Contact information of the College Tel. Nos. : 2322642 / 2328187 local
of Communication, Art, and 315
Design ccad.upcebu@up.edu.ph
351 | P a g e
COLLEGE OF SCIENCE
EXTERNAL SERVICE
A. Application to Graduate Programs
Office or Division COLLEGE OF SCIENCE

Who may avail Applicants for the Master of Environmental
Studies and Master of Science in Computer
Science Programs
REQUIREMENTS
• Application Letter • Applicant
• Application Form • Office of the College of Secretary
• TOR • Office of the Department of Biology
• Recommendation Letters and Environmental Science (DBES)
• Office of the Department of Computer
Science (DCS)

TO BE CESSIN RES-
• Applicant 1. Program's Admissi 10 days - Office
gets Graduate on Fee: Staff
Application Committee 100.00 - Program
Documents (Chair, Admissi Graduate
from the Program on Fee Committe
College Coordinator/Ad (foreign e
Secretary's viser/ and one resident - Departme
Office or graduate ): nt Chair
download faculty)evaluate 200.00 - College
from the s submitted Admissi Secretary
College documents of on Fee - Dean
Website. the applicant. (foreign
• Pay the 2. Department non-
required Chair notifies resident
fees and the applicant ):
submit the for $25.00
filled-out admission/non-
Application admission to
Documents the program.
to the (Notification of
College admission will
Secretary's be emailed one
Office. week after the
(Payment application
Slip must be
352 | P a g e
secured submission
from the deadline.)
College 3. College
Secretary's releases Notice
Office of Admission.
before
payment at
the
Cashier's
Office.
Deadline for
submission
is 1st week
of July.)
• Applicant
brings
required
documents
to the OUR
during the
registration
period
TOTAL None 10 days
B. Admission Test for Non-Degree Program (leading to

MSComputer Science)

Who may avail Applicants for Master of Science in Computer
Science Program
REQUIREMENTS
• Applicants with deficiencies in • Department of Computer Science
some qualifications are (DCS)
advised to take the
Admission Test.
• Payment Slip

TO BE CESSIN RES-
1. Applicantpays 1. Department Admissi 5 days - Office
for the Chair schedules on Test Staff
Admissions the examination. Fee: - Departme
Test. 700.00 nt Chair
353 | P a g e
2. Department
Chair emails
result of the
examination
along with
instructions in
the event when
the Applicant
passes the
examination
TOTAL 5 days
C. Enrollment in Non-Degree Program (leading to MSComputer

Science)

Who may avail Applicants for Master of Science in Computer
Science Program
REQUIREMENTS
• The Non-degree Program • Applicant
serves as the bridging • Office of the College of Secretary
program for Applicants who
have course deficiencies
and are therefore not
qualified for the MSCS
Program
• Admission Test Result
• Original TOR
• Birth Certificate
• Marriage Contract (for
Female Students only)

TO BE CESSIN RES-
1. After passing 1. College Admissi 2 day - Office
the Secretary on Fee: Staff
Admissions issues a 100.00 - Departme
Test, the College Admissi nt Chair
Applicant Admission on Fee - College
receives a Slipwith the (foreign Secretary
Notice of Dean's resident - Dean
Acceptance approval. ):
to the Non- 200.00
354 | P a g e
Degree Admissi
Program. on Fee
2. Applicant (foreign
must submit non-
additional resident
documents ):
(Original $25.00
TOR, Birth
Certificate,
Marriage
Contract) to
the College
Secretary.
3. Applicant
proceeds to
the OUR to
finalize
admission.
TOTAL None 1 days
D. Request for Services (Consultancy, Assistance, Judge, Speaker, etc.)

from the College by External Stakeholders

Who may avail Stakeholders
REQUIREMENTS
• Letter of Invitation • Personal
• UIS • Online: https://uis.up.edu.ph

TO BE CESSIN RES-
1. Stakeholders 1. Upon receipt of None 3 days - Stakehold
send invitation/letter er
invitation to request, the - Faculty
the faculty faculty requests - Departme
2. Faculty for Official nt Chair
submits Time/Travel - Dean
Accomplishm Order to fulfill
ent Report the request.
after the 2. Department
engagement. Chair/Program
Coordinator
recommends to
355 | P a g e
the Dean the
approval of the
request.
3. Dean approves
the request.
TOTAL None 3 days
INTERNAL SERVICE
A. Request for Local Travel Order

REQUIREMENTS
• UIS Online: https://uis.up.edu.ph

PAID TIME
1. Faculty 1. Department None ½ day - Faculty
applies local Chair - Department
Travel Order approves Chair
three (3) days the request. - Dean
before the 2. Dean
official travel approves
the request.
TOTAL None ½ day
B. Request Funding for Travel

Who may avail Faculty, Students, and Staff
REQUIREMENTS
• Letter of Request • Personal
• Office of the College of Science
356 | P a g e
TO BE CESSIN RES-
1. For 1. Dean None 10 days - Office
allocations approves the Staff
from API, request if - Departme
faculty API funds for nt Chair
submits a travel are - Dean
letter request still
addressed to available.
the Dean. 2. Department
2. For fund Chair/Progra
sourcing, m
Request for Coordinator
Funding (for recommends
travel)faculty/ to the Dean
students/staff the approval
submits a for funding.
letter request 3. Dean
addressed to recommends
the approval to
Chancellor, the
through Chancellor
proper
channels.
TOTAL None 10 a
y
s
C. Nomination of Guidance/Advisory Committee

Who may avail Graduate Student
REQUIREMENTS
• Nomination Form • Department/Program Office
• College of Science

1. Student requests 1. Faculty None 7 days - Office
the application indicates Staff
form from his/her - Program
Department conforme by Adviser
Clerk. signing the - Departme
nt Chair
357 | P a g e
2. Student nomination - Dean
completes the form.
form and 2. Program
indicates the Adviser
proposed topic endorses
and the name of and
potential recommend
members of the s the
Guidance approval of
Committee. The the
student may also Department
suggest an Chairand
examiner/reader/ the Dean.
critic . 3. Department
3. Student Chair
personally approves
requests the the
faculty with the application.
appropriate field 4. Dean
of specialization approves
to be in the the
Guidance application.
Committee. (The
program's
Graduate
Committee
determines the
final composition
of the guidance
committee based
on field of
expertise and
logistical
considerations.)
4. Student provides
copy of approved
nomination to the
Chair and
members of the
Guidance
Committee, the
Program Adviser,
and the
Department
Chair.
TOTAL None 7 days
358 | P a g e
D. Application for Thesis Proposal Defense

REQUIREMENTS
• Thesis Proposal • Department/Program Office
Defense • College Secretary’s Office
Application Form
• GWA of 2.00 or
better

1. Student submits 1. Adviser None 15 days - College
Thesis Proposal reviews the Secretary
to Guidance proposal. Clerk
Committee Chair 2. Adviser - Guidance
(Adviser) and and Committe
members. Guidance e
2. Student proposes Committee Adviser
schedule for agree on - Program
Proposal Defense. the date for Adviser
3. Student gets a the - Departme
copy of the Thesis Proposal nt Chair
Proposal Defense Defense. - Dean
Application Form 3. Dean
from Department approves
Clerk. the
4. Student Proposal
completes the Defense.
application form
indicating topic
and date of
defense (at least 1
month from date
of filing) and gets
the signature of
the Guidance
Committee.
5. The Student gets
the endorsement
of the program
adviser, the
recommending
approval of the
Department
359 | P a g e
Chair, the
College
Secretary (for the
grade
requirement) and
the Approval of
the Dean.
6. Student provides
copy of approved
nomination to the
Chair and
members of the
Guidance
Committee, the
Program Adviser,
and the
Department
7. Student gets the
endorsement of
the program
adviser, the
recommending
approval of the
Department Chair,
the College
Secretary (for the
grade
requirement) and
the Approval of
the Dean.
TOTAL None 15 days
360 | P a g e
E. Submission of Thesis Proposal Defense Result

Who may avail Graduate Guidance/Advisory Committee
Graduate Student
REQUIREMENTS
• Thesis Proposal Defense • Student
Report • Guidance/Advisory Committee
• Approved Thesis Proposal

TO BE CESSIN RES-
1. Guidance 1. Program None 10 days - Thesis
Committee Adviser and Adviser
members Department - Program
evaluate the Chair sign the Adviser
Thesis Thesis - Departme
Proposal Proposal nt Chair
based on the Defense - Dean
written and Report.
oral 2. Dean approves
presentations. the Report.
2. Guidance/Adv
isory
Committee
gives
feedback to
the student
and reports
the result of
the defense
using Thesis
Proposal
Defense
Report Form.
3. Thesis
Adviser
ensures that
the Report
Form is
signed by the
members of
the
committee.
361 | P a g e
4. Thesis
Adviser
submits the
signed form to
be noted by
the Program
Adviser and
the
Department
Chair, for
approval by
the Dean.
5. Department
Chair notifies
the student in
writing (or
provides a
copy of the
Approved
Report).
5. Student
submits a
copy of the
approved
thesis
proposal
together with
the Approved
Report.
TOTAL None 10 days
362 | P a g e
F. Application for Thesis Oral Defense

REQUIREMENTS
• Thesis Draft • Personal
• Thesis Oral Defense • Department/Program Office
Application Form

TO BE CESSIN RES-
1. Student 1. Thesis Adviser None 15 days - Office
submits reviews the Staff
Thesis Draft draft. - Program
to the 2. Guidance Adviser
Guidance Committee - Thesis
Committee signs the Thesis Adviser
Chair (Thesis Oral Defense - Departme
Adviser) and Application nt Chair
to the Form. - Dean
Committee 3. Program
members. Adviser
2. Student and endorses the
Thesis approval of the
Adviser application.
agrees on a 4. Department
date for the Chair
Oral recommends
Defense. the approval of
3. Student gets the application.
a copy of the 5. Dean approves
Thesis Oral the application.
Defense
Application
Form from
Department
Clerk.
4. Student
completes
the
Application
Form
indicating
topic and
date of
363 | P a g e
defense (at
least 1 month
from date of
filing) and
gets the
signature of
the
Committee.
5. Student gets
the
endorsement
of the
Program
Adviser, the
recommendi
ng approval
of the
Department
Chair, and
the Approval
of the Dean.
TOTAL None 15 days
G. Request for External Critic and Request for Appointment of

Critic

External Critic
REQUIREMENTS
• Conforme • Personal
• CV

TO BE CESSIN RES-
1. Student 1. Thesis Adviser None 10 days - Thesis
suggests a writes a letter of Adviser
critic to the request to the - Departme
Thesis critic indicating nt Chair
Adviser or the topic, - Dean
the adviser schedule of
will defense, and
recommend honorarium and
a critic based requests for a
on expertise
364 | P a g e
in a relevant copy of the
field. critic's CV.
2. Requested 2. Department
critic signs a Chair endorses
conforme the letter of
indicating request.
agreement to 3. Thesis adviser
be the critic. writes a letter to
the Dean
requesting for
the issuance of
appointment of
the Critic with
attached CV
and conforme.
4. Dean appoints
the Critic.
TOTAL None 10 days
H. Request for Change of Panel Membership

REQUIREMENTS
• Letter Request • Personal
• Conforme

TO BE CESSIN RES-
1. Student 1. Graduate None 10 d - Thesis
informs in Committee a Adviser
writing the approves/endo y - Departme
Graduate rses the s nt Chair
Program request when - Dean
Committee found
member of reasonable.
the intention 2. Program
to change Adviser
membership endorses the
indicating request.
365 | P a g e
reasons for 3. Department
such. Chair
2. Student recommends
requests in the approval of
writing to the request.
the alternate 4. Dean
faculty with approves the
the request.
appropriate
field of
specializatio
n to be in
the
Guidance
Program
Committee.
3. The new
Guidance
Committee
member
signs a
conforme
signifying
his/her
acceptance.
4. Student gets
the
endorsemen
t of the
program
adviser, the
recommendi
ng approval
of the
Department
Chair, and
the Approval
of the Dean.
5. Student
provides
copy of the
signed letter
of request to
the Chair
and
members of
the
Guidance
Committee,
the Program
366 | P a g e
Adviser, and
the
Department
Chair.
TOTAL None 10 days
I. Releasing of Thesis Panel Honoraria

REQUIREMENTS
• Letter of Request • DepartmentOffice
• Report of Oral Thesis
Defense
• Acceptance sheet
• Appointment of Guidance
Committee members

TO BE CESSIN RES-
1. Thesis 1. Department None 7 days - Office
adviser Chair Staff
requests endorses the - Departme
the Dean request to nt Chair
for the the Dean. - Dean
Release 2. Dean
of approves the
Guidance request.
Committe 3. College
e Clerk
Honoraria prepares the
with documents
attached and submits
Report of them to the
Oral accounting
Thesis office.
Defense
signed by
the
Guidance
Committe
e
367 | P a g e
members
and the
Critic,
acceptanc
e sheet
signed by
the same,
and the
appointme
nt of the
Guidance
Committe
e and the
Critic
through
channel.
TOTAL None 7 days
J. Assist students in their Official Travel

Faculty
REQUIREMENTS
• UIS • Personal
• Approved Travel Request • Online: https://uis.up.edu.ph

TO BE CESSIN RES-
1. For class- 1. Faculty in- None 7 days - Faculty
related charge or - Departme
activities, chaperone files nt Chair
the faculty Travel Order - Dean
in-charge request via UIS
writes the for the students.
letter 2. Upon receipt of
request. letter request
Otherwise, (from students
the student or faculty in-
concerned charge), the
368 | P a g e
requests for Department
official Chair/Program
travel. The Coordinator and
faculty in- Dean endorse
charge or the request to
chaperone participate in the
submits event.
"Report of
Compliance"
of the
Guidelines
for Local
Off-Campus
Activities to
the
Department
Chair.
TOTAL None 7 days
K. Assist Students in their OJT

REQUIREMENTS
• MOA with Company • Department

TO BE CESSIN RES-
1. The 1. After None 20 days - Faculty
Department acceptance - Departme
Chair, from nt Chair
through the prospective - Dean
faculty in- industry/resear
charge of ch institution,
OJT, writes a the department
letter initiates a MOA
expressing with them.
intent to
partner with
theindustry/r
esearch
institutions
369 | P a g e
for student
internship
program.
2. The faculty
in-charge
monitors the
progress of
the students
as well as
the
submission
of student
evaluation by
their
industry/rese
arch
mentors.
TOTAL None 20 days
L. Application for OJT to College of Science

Who may avail Requesting Institution
REQUIREMENTS
• Letter of Request • Requesting Institution
• MOA • College

TO BE CESSIN RES-
1. Requesting 1. Upon receipt of None 20 days - Focal
Institution letter request, Person/C
writes to the the Dean oordinator
Dean the recommends - Dean
intention for the requesting
OJT of their Institution to
students. initiate MOA
with the College.
2. After
accomplishment
370 | P a g e
of MOA (signed
and notarized),
the Dean
assigns the
prospective
interns to the
designated
coordinators/foc
al persons.
TOTAL None 20 days
M. Borrowing of Laboratory Equipment (Chemistry, Physics,

Biology, Computer Science, and Stat)

Faculty
REQUIREMENTS
• Borrower’s Slip • Laboratory

TO BE CESSIN RES-
1. Student/Facu 1. Laboratory None 30 - Lab
lty fills out a technician minutes Technicia
borrower's releases n
slip indicating equipment/m
equipment/m aterial.
aterial to be 2. Laboratory
borrowed, technician
quantity, checks
purpose equipment/m
(class) aterial upon
return and
returns the
borrower slip
to the
student
3. laboratory
technician
retains the
borrower slip
371 | P a g e
in cases of
broken or
damaged
equipment
and lists the
accountabilit
y of the
student/facul
ty.
TOTAL None 30
minutes
N. Borrowing of Laboratory Equipment (Chemistry, Physics,

Biology and Computer Science ) by non-College of
ScienceParties

Who may avail Requesting Party
REQUIREMENTS
• Letter of Request • Requesting Party
• Rental Payment

TO BE CESSIN RES-
1. Requesting 1. Chair evaluates Dependi 7 days - Laborator
party writes a purpose and ng on y
letter to the availability of the Technicia
Dean stating facility of Schedul n
the equipment e of - Departme
equipment/fa against priority Fees nt Chair
cility to be set by the - Dean
used, Department on
purpose, use of facilities
inclusive and equipment.
dates of use, 2. Chair endorses
and a the request
statement of 3. Laboratory
accountabilit technician
y. (Statement determines the
of appropriate
accountabilit fees.
372 | P a g e
y may be 4. Dean approves
included in the request and
the permit issues the
stating also permit.
associated
fees and with
conforme of
the
requesting
party)
2. Requesting
party
indicates
conforme to
the
conditions
and fees
stated in the
permit.
TOTAL None 7 days
O. Student Department Clearance (Semestral)

REQUIREMENTS
• All borrowed equipment are • Personal
returned to the lab
stockroom
• Payment of UPECS dues

TO BE CESSIN RES-
1. Student in BS 1. Adviser None 2 days - Laborator
Biology signs the y
returns all form after Technicia
borrowed UPECS ns
equipment to treasurer - UPECS
respective countersigns adviser
stockroom at theclearance - Departme
the end of the form nt Chair
semester. signifying
373 | P a g e
that the
student has
paid the
dues.
2. Laboratory
technicians
clears
student of
accountabiliti
es by
signing the
clearance
form.
3. Department
chair signs
the
clearance.
TOTAL None 2 days
OFFICE OF THE COLLEGE SECRETARY-COLLEGE OF SCIENCE (OCS-

CS)
Internal Services
A. APPLICATION FOR LEAVE OF ABSENCE (LOA)
Office or Division Office of the College Secretary

REQUIREMENTS
LOA Form, University OCS, OUR Website
Clearance, UP ID,
Medical certificate if LOA is for
medical reasons
Note: LOA form is
downloadable.
PAID TIME PONSIBLE
1. Secure and 1. Staff in- P 3 days Program
fill out the charge 150.00 Coordinator
Application receives the
for Leave of documents Faculty in-
Absence and check the charge
(yellow form), completeness
374 | P a g e
in three (3) 2. Staff in- College
copies. charge stamps Secretary
2. Secure “RECEIVED”
required with date and Cash Office
signatures. initials.
3. Submit the
duly signed
form Copy 1: OUR
accompanied Copy 2: OCS
with an Copy 3:
accomplished Student
University
Clearance for
action of the
Dean.
4. If approved,
pay the fee at
the Cash
Office.
5. Submit the
duly paid
form,
clearance
and UP ID to
the OCS.
TOTAL P 3 days
150.00
B. ISSUANCE OF PERMIT TO CROSS-ENROL

REQUIREMENTS
Permit to Cross-Register Form, OCS, OUR Website
College Clearance, Report of
Grades from Previous Term,
Updated Checklist and UP ID
Note: Form is downloadable.

PAID TIME PONSIBLE
1. Secure and fill 1, Staff in- P 40.00 3 days Program
out the charge Adviser
Request to receives the
Cross-Register documents Dean
Form, in two
375 | P a g e
copies. Attach and check the VCAA
documents in completeness
support of the Cash Office
request to L. Staff in-charge
cross-enroll. orwards the OUR
2. Request for document to
validation of the Dean for OCS
subjects to signature.
cross-register
from your
Program
Adviser.
3. Submit the
duly signed
form for action
of the Dean
and the
University
Registrar.
4. For cross-
registration
outside the UP
System,
submit the
form for action
to the Vice
Chancellor for
Academic
Affairs (VCAA)
5. Upon
approval, pay
the registration
fee at the
Cash Office.
6. Submit one
copy of the
duly paid form
to the OCS.
The other copy
is for
submission to
the host unit.
TOTAL P 40.00 3 days
C. REQUEST FOR SUBSTITUTION OF COURSES

Who may avail Students (Undergraduate)
376 | P a g e
REQUIREMENTS
Substitution Form, Copy of OCS, OUR Website
Grades
Note: LOA form is
downloadable.
PAID TIME PONSIBLE
1. Fill out the 1. Staff in- None 3 days Instructor
Substitution charge Program
Form in three receives the Adviser
(3) copies. documents Program
2. Have it and checks Coordinators
endorsed by the Department
the completenes Chair
Instructor/s of s
the required
subject/s, 2. Staff in-
program charge
adviser, stamps
program “RECEIVED”
coordinator/d with date and
epartment initials.
chair of
required Copy 1: OUR
subject, and Copy 2: OCS
program Copy 3: Student
coordinator/d
epartment
chair of
subject taken.
3. Get the
approval from
the Dean.
4. Submit
approved
form to the
OCS.
TOTAL None 3 days
D. APPLICATION FOR SHIFTING OF PROGRAM

377 | P a g e
REQUIREMENTS
Application for Shifting OCS, OUR Website
Note: Form is downloadable .
PAID TIME PONSIBLE
1. Fill out the 1. Staff in- None 3 days Adviser
Application for charge Department
Shifting of receives the Chair/Progra
Program. documents m
2. Get and checks Coordinator
endorsement the College
from the completeness. Secretary of
Program current
Adviser, 2. Staff in- college
Department charge College
Chair/Program computes the Secretary
Coordinator, GWA and the and Dean of
and College total units accepting
Secretary of earned of the college
your current student.
college.
3. Have your Copy 1: OUR
GWA and Copy 2:
Total Units Accepting
Earned College’s
computed by copy
the OCS Staff. Copy 3:
4. Get the Student’s
endorsement Copy
of the College
Secretary and
approval of the
Dean of the
accepting
college.
5. Submit the
approved
application
form to the
OCS of the
accepting
college.
TOTAL None 3 days
378 | P a g e
E. ENROLLMENT OF INCOMING GRADUATE STUDENTS
5.Office or Division Office of the College Secretary

Who may avail Students (Graduate)
REQUIREMENTS
Admission Slip OCS, OUR
Temporary Form 5
PAID TIME PONSIBLE
1. Present 1. Staff in- Based 2 days Program
Admission Slip charge on Adviser
to the Program receives the tuition College Clerk
Adviser/Progra documents calculat OCS Staff
m Coordinator and check the e
for enlistment completeness
of subjects. 2. OCS Staff
2. Go to the then checks if
College Clerk the Form5A is
for printing of signed by the
the 3 copies of College Clerk
Form5A, with and Adviser.
signature of 3. Staff-in-
the College charge
Clerk and stamps
Adviser. “REGISTERE
3. Pay fees at the D” with date
Cashier’s and initials.
Office. Copy 1: OUR
4. Submit e-Form Copy 2: OCS
5 and Copy 3: Student
Admission
Form to the
OCS for
validation.
TOTAL None 2 days
379 | P a g e
F. REQUEST FOR WAIVER OF PREREQUISITES
Office or Division OCS

Application for Waiver of College Clerk
Prerequisites Form
Updated checklist
BE TIME
PAID
1. Secure and 1. Office staff 3 days Office staff
fill out Waiver indicates
of student Program
Prerequisites academic Adviser
in three (3) status.
copies. 2. CS reviews Program
2. Get student Coordinator/
endorsement performance Department
from your for action Chair
adviser, 3. Dean makes
instructor in final decision College
prerequisite Secretary
course,
instructor in College Dean
course to be
enrolled in,
and
Department
Chair/Progra
m
Coordinator
3. Get approval
from the
College
Secretary/De
an
4. Submit
copies to the
OUR and
OCS.
TOTAL None 3 days
380 | P a g e
G. ENROLLMENT OF INCOMING UNDERGRADUATE STUDENTS

Who may avail New students
REQUIREMENTS
Admission slip OUR
PAID TIME PONSIBLE
1. Submit 1. Office staff 1 day Office staff
Admission Slip quick
to OCS. enrolls
student in
the SAIS
2. Gives copy
of Form 5
to student
TOTAL None 1 day
381 | P a g e
H. VALIDATION OF ENROLLMENT OF CONTINUING UNDERGRADUATE
STUDENTS

Type of Transaction G2C - Government to citizen
Who may avail Continuing students
REQUIREMENTS
Form 5A SAIS
Updated checklist OCS
TO BE CESSING RES-
PAID TIME PONSIBLE
1. Enlist for your 1. Office staff 2 days OCS
classes in SAIS receives the
during pre- Form 5A, Form5
enlistment for those who
period and print paid school
your Form 5A. fees, and
2. Follow Steps 2 - updated
5 of the checklist.
Enrollment 2. Office staff
Flow. checks if
3. Proceed to the student has
OCS for been tagged
validation of advised.
enrollment. 3. Staff prints
Submit the Form 5 for those
Form 5A and qualified for
updated Free Tuition
checklist. 4. Staff tags
4. If not qualified student as
for free tuition, officially enrolled
submit the Form in the SAIS.
5 issued by 5. Staff tamps
Cash Office. “Registered” on
5. Affix signature the Form 5 and
on the Form 5 gives one copy
stamped to student after
“Registered” student has
and get one affixed
copy. signature.
Copy 1: Student
Copy 2: OCS
Copy 3: OUR
TOTAL None 2 days
382 | P a g e
I. APPLICATION FOR OVERLOAD

REQUIREMENTS
OCS
Application for Overload Form UP Cebu OUR website
Note: Form can be downloaded.

PAID TIME PONSIBLE
1. Fills out the 1. Office staff None 2 days OCS staff
Application for receives duly Program
Overload in accomplished Adviser
three (3) form and Program
copies. updated Coordinator
2. Secures the checklist. College
signature of 2. Office staff Secretary
program checks and Dean
adviser, indicates the
program academic
coordinator status of last
and the CS Semester
3. Submits to enrolled.
OCS the duly 3. College
accomplished Secretary
form together reviews
with a copy of student
updated application for
program overload for
checklist appropriate
signed by the action.
adviser.
TOTAL None 3 days
383 | P a g e
J. ENROLLMENT OF RETURNING STUDENTS FROM LEAVE OF
ABSENCE (LOA)

Type of Transaction C2G – Citizen of Government
Who may avail Students who went on Leave of Absence (LOA)
during the previous term
Letter of Intent Student

PAID TIME PONSIBLE
1. Write a letter 1. College 3 mins Student
addressed to Student College SRE
the College Records
Secretary Evaluator
indicating (SRE)
your intent to affixes the
continue your appropriate
program for facsimiles
starting this for
incoming endorsemen Department
term t 2 mins Chair /
2. Get 2. College Program
endorsement Secretary Coordinator
from the approves
Department intent.
Chair / 3. College
Program SRE College
Coordinator. updates the Secretary
3. Get approval status on 2 mins
from the student's
College SAIS
Secretary account and College SRE
4. Submit the advises
letter to the student
College SRE when 5 mins
5. Proceed with his/her
Enrollment for school ID
Continuing will be
College released.
Students
Student
TOTAL None 14 mins
384 | P a g e
K. ENROLLMENT FOR TRANSFEREES

Who may avail Transferees from other UP units and other
universities / institutions
1. Admission Slip 1. Office of the University Registrar
2. Program Study Plan (OUR)
3. True Copy of Grades 2. Office of the College Secretary
4. Copy of Official Transcript of 3. Home UP Unit
Records (for non-UP 4. Transferee’s home university /
transferees) institution
PAID TIME PONSIBLE
1. Submit your 1. Program None 10-15 mins Program
Program Adviser / Adviser /
Study Plan Program Coordinator
and True Coordinator
Copy of checks
Grades / copy courses that
of Official can be
Transcript of credited and
Records to determines College SRE
your Program courses to
Adviser / be enrolled.
Program
Coordinator 2. College
SRE checks 5 mins Student
2. Submit your and
Admission encodes the
Slip to the courses set
College by the
Student Program
Records Adviser /
Evaluator Program
(SRE) Coordinator.
3. Proceed with
Enrollment for
Incoming
College
Students
TOTAL None 15-20 mins
385 | P a g e
L. ENROLLMENT OF SHIFTEES

1. Approved Application for 1. Student
Shifting of Course Form 2. Office of the College Secretary
2. Program Study Plan of the accepting College
PAID TIME PONSIBLE
1. Submit your 1. Program
Program Adviser or none 20-30 mins Program
Study Plan Program Adviser /
and True Coordinator Coordinator
Copy of checks
Grades to the courses that
accepting can be
college's credited and 5 mins
Program determines
Adviser or courses to
Program be enrolled
Coordinator College SRE
2. College
SRE checks
2. Submit your and
approved encodes the
Application courses set
for Shifting of by the
Course Form, Program
Program Adviser /
Study Plan, Program
and True Coordinator
Copy of
Grades to the
College
Student
Records
Evaluator
(SRE)
386 | P a g e
M. APPLICATION FOR READMISSION AND WAIVER OF MAXIMUM
RESIDENCY RULES (MRR)

Who may avail Students who have incurred one or a
combination of the following:
- went on Absence without Leave (AWOL) for
at least one term from his/her last enrolled term
- incurred Dismissal or Permanent
Disqualification status as of the end of last
active term
- have exceeded his/her residency in the UP
System according to the Maximum Residency
Rule (MRR)"
1. Letter of Appeal, Plan of Study 1. Student
2. Appeal for Readmission Form, 2. Office of the College Secretary
True Copy of Grades
for Absence without Leave (AWOL)
cases, additional documents
required: Health Services Unit
• Medical Certificate or
equivalent such as latest
Annual Physical Exam Office of the College Secretary
results (if working)
• University Clearance"

PAID TIME PONSIBLE
1. Write a Letter 1. Student
of Appeal,
addressed to
the Dean of
your College,
stating the
compelling
reason(s) for
your status.
Please also
indicate what
steps have
been or will 1-3 working
be days
undertaken in
order to
ensure good 3-5 mins
academic
387 | P a g e
standing or
continued
schooling (if 2. SRE issues 2. College
from AWOL). the True ₱50.00 3-5 mins SRE
Copy of
Grades
2. Secure True upon
Copy of request (50
Grades from PHP / Page)
the Office of 3. College
the College 3. SRE 3-5 mins SRE
Secretary evaluates
the Appeal
3. Fill out the for
Appeal for Readmissio
Readmission n. SRE then 3-5 mins
Form and writes the
submit to the appropriate 3-5 mins
College remarks on 4. Departme
Student the form nt Chair /
Records Program
Evaluator 4. Department Coordinat
(SRE) Chair / or
Program
Coordinator
4. Prepare a signs the
Plan of Study form upon
detailing the endorsemen
courses to be t
taken from
the time of
readmission
until 5. Guidance
graduation. Counselor
Get 3-5 mins
endorsement
from your 5. Guidance
Department Counselor
Chair / signs the 3-5 mins
Program form upon 6. College
Coordinator. endorsemen Secretary
t
5. Get
endorsement
from Office of 7. College
the Student 6. College Dean
Affairs (OSA) Secretary
(for signs the
undergraduat form upon
e students endorsemen
388 | P a g e
only) t
6. Get 7. If student
endorsement has incurred 3-5 mins
from your a "Good
College Academic
Secretary Standing" as
of the end of
their last
7. Get enrolled
endorsement term, the
/ approval College ₱235.00 5-10 mins
from your Dean will
College Dean sign the
form upon
approval.
SRE will
then advise
the student
when the
Notice of
Action will
be issued.
For
approved
readmission
from AWOL
cases, SRE
will issue a
College 8. College
Readmissio SRE
n Slip then
advise
student to
proceed to
Step 10
For all other

cases, the
College
Dean will
sign the
form upon
endorsemen
t.
8. Submit the
endorsed 8. College
form together SRE will
with complete prepare the
attachments documents
389 | P a g e
to the College for
SRE. deliberation
Wait for the by the
Notice of Admissions
Action of the Committee
Admission which 9. OVCAA
Committee. usually College
holds its SRE
meeting
during the
last day of
regular
enrollment.
SRE will
then provide
instructions
on when to
get the copy
of the Notice
of Action
issued by 10. Cash
the Office of Office
9. Get the the Vice
Notice of Chancellor
Action from for
the OVCAA Academic
and proceed Affairs
to the Office (OVCAA)
of the College
Secretary 9. OVCAA
staff will
issue the 11. College
Notice of SRE
Action to the
student. For
approved
requests
from AWOL,
10. For approved SRE will
requests from issue a
AWOL, pay College
the Readmissio
readmission n Slip to the
fee at the student for
Cash Office. payment at
Skip this step Cash Office
if not
applicable to
your case.
390 | P a g e
11. For all cases,
follow the
instructions
from the
College SRE
11. College SRE

collects the
required
documents.
SRE updates
student’s
status on
SAIS
accordingly
and provide
students
instructions
for
enrollment
(for approved
appeals)
depending
on the case.
or more*
* - case to case basis
391 | P a g e
N. REQUEST FOR TRUE COPY OF GRADES (TCG)/CERTIFICATE OF
GENERAL WEIGHTED AVERAGE (GWA)

Type of Transaction G2C - Government of Citizen
1. College Request Slip (Form OCS / UP Cebu OUR website
1.1F)
2. Valid ID Card

1. Secure and fill out 1. OCS staff P50.00 .25 day OCS Staff
the College Request gives out per
Slip (UPC Form form. page
1.1); 2. Staff at the 1 day Library and
2. Secure the Library and Accounting
signature of the Accounting Office Staff
Library and Office sign
Accounting Office; after
checking
student’s
accountabili .50 day Cash Office
ty Staff
3. Pay the fee at the 3. Cash Office
Cash Office; accepts
payment 1 day OCS Staff
and issues OCS Staff
4. Submit the Official OR.
Receipt (OR) 4. OCS
together with the accepts
duly accomplished filled up
request; request .25 day
form and
OR then
5. To claim, present prepares
your OR and one the request.
valid ID. An 5. OCS
authorization letter checks
with proper valid ID of
identification is client and
required if the authorizatio
claimant is not the n letter if
owner. applicable.
TOTAL P50.00 3 days
392 | P a g e
O. REQUEST FOR COLLEGE/UNIVERSITY CLEARANCE

Type of Transaction G2C Government of Citizen
Who may avail Students who wish to apply for honorable
dismissal, to file for LOA, to gain readmission;
Students/Alumni who apply for official TOR,
diploma, and certificate of graduation
REQUIREMENTS
University Clearance Form CSO/WEBSITE OF OUR, UP CEBU

TO BE CESSIN RES-
1. Fill out the 1. Office staff gives .05 day OCS
University out Form
Clearance
Form in 3
copies. 2. Staff of different 2.50 Program
2. Secure the offices sign days
clearance from clearance. Coordinator
offices Library Staff
indicated in the Accounting
Clearance Ofc
Form. Follow Staff
prescribed 3. Dean signs OSA Staff
sequence. Form. .20 day
3. College 4. Staff gives .25 day Dean
clearance copies to OCS Staff
ends at the respective
Dean's level. offices.
Submit to OCS
Copy 1 : OUR
Copy 2 : OCS
Copy 3 : Student
TOTAL None 3 days
393 | P a g e
P. APPLICATION FOR GRADUATION

REQUIREMENTS
a. Application Form OCS/ WEBSITE OF OUR, UP CEBU
b. Updated Checklist
signed by adviser

TO BE CESSIN RES-
1. Secure and 1. Office staff gives P300.00 .10 day OCS Staff
fill out the out form.
Application
for
Graduation
(blue form)
in three (3)
copies. 2. PA examines 1.7 days Program
1. Secure the updated Adviser
signature of checklist.
Program .10 day
Adviser .10 day
(PA). 3. Cash Office Cash Office
2. Pay the fee accepts payment Staff
at the Cash and gives OR. OCS staff
Office. 4. OCS staff
4. Submit to accepts
OCS the duly application.
accomplished
form together
with a copy of
your updated
program
checklist sign
ed by your
PA.
TOTAL P300.00 2 days
394 | P a g e
Q. REMOVAL OF GRADE OF “INCOMPLETE” (INC) OR “4”

Who may avail Students with grades of “INCOMPLETE” (INC)
or “4”
REQUIREMENTS
1. Permit for Removal of OCS/WEBSITE OF OUR, UP CEBU
Incomplete/4.0
2. Report for Completion/
Removal of Grades
NOTE: FORMS ARE

DOWNLOADABLE

1. Secure and fill Gives out Form .10 day OCS Staff
out the Permit for
Removal of
Incomplete/4.0
(Form 26A) and
Report for Comple-
tion/Removal of
Grades (Form 13C)
2.Secure Instructor signs .20 day Instructor

signature of your Form 26A and
instructor and Form 13C.
leave Form 13C
with your
instructor.
3.Submit Form OCS Staff checks .20 day OCS Staff

26A to the Office Form 26A; CSO
of the College signs form.
Secretary for
checking.
4.Secure UR signs form. .20 day OUR Staff
signature from
the University
Registrar (UR).
5. Pay the fee at Cash Office P20.00 .20 day Cash Office
the Cash Office. accepts payment Staff
and issues OR.
395 | P a g e
6. Submit duly Instructor receives .10 day instructor
paid Form 26A to duly accomplished
your instructor for Form 26A.
action.
7. Proceed with Instructor assigns 13.5 Instructor

the completion or and evaluates days
removal of your removal activity,
grade with your accomplishes
instructor. Form 13C, and
submits to the
OCS the same
form duly signed
by the Dean of the
College where
instructor belongs
to.
TOTAL P20.00 14.5
days
R. VALIDATION OF COURSES
Office or Division College Secretary

Who may avail Students whose courses taken up in another
college/university be evaluated and validated
as part of the total academic units gained by
the student in UP Cebu
REQUIREMENTS
M. Application Form (Form OCS/WEBSITE OF OUR, UP CEBU
44A)
Note: Form is downloadable

BE TIME PONSIBLE
PAID
1. Accomplish 1. OCS staff .25 day OCS
Validation Form gives form
in 3 copies.
2. Have the 2. Faculty 4.5 days Faculty

subjects checks assigned to
validated by the records and evaluate
faculty. documents records and
relative to necessary
the documents
course(s)
396 | P a g e
needing
validation.
3. Submit the 3. OCS signs .25 day OCS Staff
duly the form.
accomplished
form to the OCS
of the college
where the
subject belongs.
TOTAL None 5 days
397 | P a g e
How feedbacks are processed • A written feedback is
it is received and this is
working days.
• A verbal feedback is
person by taking note of the
source (name and contact
details) and this is forwarded to
the person it is addressed for
action within 3 working days.
How to file a complaint • A written complaint is
received and this is forwarded to
• A verbal complaint is
acknowledged by taking note of
the complainant’s contact details
and is forwarded to the Office of
the Dean for action.
How complaints are processed • Simple complaints are
addressed by the Office of the
Dean of the College within 3
working days.
• Complaints that need
investigation and legal action
are forwarded to the Legal
Office of the University and
addressed within 7 – 10 working
days.
Contact information of the College Tel. Nos. : 2328187 local 310
of Science cs.upcebu@up.edu.ph
398 | P a g e
COLLEGE OF SOCIAL SCIENCES
External Service
A. Suggestion from other stakeholders

REQUIREMENTS
None College Staff

PAID TIME PONSIBLE
1. Stakeholder 1. Staff None 3 days - Staff
may email acknowledg - Dean
suggestions. es the
2. Concerned receipt of
party replies email within
to the email 3 days.
through the 2. Staff
college email forwards
within 3 days. the email to
the
concerned
party.
3. Staff replies
to the email
with the
response of
the
concerned
party within
the day.
TOTAL None 3 days
399 | P a g e
Internal Service
A. Student Request for Consultation services

REQUIREMENTS

PAID TIME PONSIBLE
1. Student 1. Approval by None 1 day - Staff
request Faculty - Faculty
for an
appointme
nt .
TOTAL None 1 day

REQUIREMENTS
● Letter for authentication ● personal

TIME PONSIBLE
1. Student 1. Staff None 2 days - staff
submits the accepts, - College
letter for reviews, Secretar
authenticatio and y
n countersign - Dean
s the letter
2. College
Secretary/D
ean signs
TOTAL None 2 days
400 | P a g e
C. Student Request to use classrooms/facilities (outside of class hours)

REQUIREMENTS
● Request form ● Campus Maintenance Office
(CMO)
TIME PONSIBLE
1. Fills up the 1. Staff None, if 1 day - staff
request form accepts and academic - Dean
and submits checks for -related - Cashier
it to the the
respective availability For non-
college/divisi of the room. academic
on. CMO Dean ,
(janitor) also approves or P50/hour
signs on the disapproves for the
request form use of
to ensure 2. Cashier one
clean up after receives aircon
the activity. payment unit
and issues
2. Pay for use an OR Pay per
of the aircon hour for
if non- cleaner/s,
academic If beyond
related working
(Cashier) hours of
the
janitor.
TOTAL 1 day

REQUIREMENTS
Suggestion form College Staff
401 | P a g e
PAID TIME PONSIBLE
1. The student 1. Admin None 3 days - Staff
fills up Staff - Dean
suggestion acknowled
form (2 ges receipt
copies) of the form
available in and gives
respective one copy
colleges to the
student
and one
copy to the
College
Secretary
2. College
Secretary /
Dean
responds
to the
suggestion
TOTAL None 3 days
E. Request for Official Travel Order

REQUIREMENTS
● Letter addressed to the ● up.edu.ph account
Chancellor
● UIS
● Official Travel Order
PAID TIME PONSIBLE
1. Faculty, staff, 1. Letter to be None 3 days 1. Requeste
and student endorsed r, office
make a by CAPC, staff
request letter Department 2. Through
addressed to Chair (if UIS -
the applicable), Requeste
Chancellor, Dean, then r,
through VCAA for Departme
402 | P a g e
channels, faculty. For nt Chair,
detailing why, Admin staff, Dean,
when and endorsed VCAA for
where. by the faculty,
2. Faculty, staff, Dean and VCA for
and student VCA. For admin
access and students, staff,
fill up the UIS endorsed OSA and
by the VCAA for
Adviser, students
Dean, OSA 3. Office of
and VCAA. the
2. Through Chancello
UIS - r
through
channels
3. Chancellor
approves
4. Office of
the
Chancellor
makes and
releases
the travel
order
TOTAL None 3 days
F. Application for Local Travel Order

REQUIREMENTS
● UIS ● up.edu.ph UIS account
TIME PONSIBLE
1. Fill up UIS 1. Through None 2 days ● Departme
2. Print Channels nt Chair (if
approved applicable
UIS )
● Dean
● VCAA
● Chancello
r
TOTAL None 2 days
403 | P a g e
G. Application for Research Load Credit

REQUIREMENTS
● Letter ● personal
● Research Proposal
TIME PONSIBLE
1. Letter 1. CAPC None 15 days if request is
addressed to reviews & only three
the recommend units:
Chancellor, s (or not), ● Departme
through Department nt Chair (if
channels, Chair’s (if applicable
three months applicable) )
prior to the and Dean’s ● CAPC
affected endorsemen ● Dean
semester t.
2. Staff if request is
2. Submits receives the more than 3
certfication of letter and units:
funding (if forwards to ● CVSC
applicable) CVSC for ● VCAA
endorsemen (through
t. AcPFC)
3. if three units ● Chancello
only, Dean r
approves (or
not).
4. if more than
three units,
the
Chancellor
approves (or
not)
TOTAL None 15 days
404 | P a g e
H. Application for Leave

REQUIREMENTS

PAID TIME PONSIBLE
1. Faculty/staff 1. Department None 1 day - Staff
fills up the Chair - Departme
form recommend nt Chair
s for (if
approval (In applicable
the case of )
CS) - Dean
2. Dean
approves
the request.
TOTAL None 1 day
405 | P a g e
I. Application for Leave Without Pay

REQUIREMENTS

PAID TIME PONSIBLE
1. Faculty writes 1. Departmen None 5 days - Staff
a letter t Chair - Departme
addressed to recommen nt Chair
the ds for (if
Chancellor, approval applicable
through (In the )
channels, case of - Dean
three months CS). - VCAA
before the 2. Dean - Chancello
affected recommen r
semester. ds for
2. Faculty fills approval.
up the Leave 3. Vice
Form Chancellor
for
Academic
Affairs
recommen
ds for
approval.
4. Chancellor
approves
the
request.
TOTAL None 5 days
406 | P a g e
J. Application for study leave

REQUIREMENTS
Letter of Request, Leave Personal, College Administrative Staff
Form, Faculty Development
Plan, School acceptance

PAID TIME PONSIBLE
1. Faculty 1. CAPC None 20 days - staff
writes reviews & - Departme
letter recomme nt Chair
addressed nds (or or
to the not), Program
Chancello Departme Coordinat
r, through nt Chair’s or
channels, (if - Dean
one applicable - VCAA
semester ) and - Chancello
before the Dean’s r
affected endorsem
semester ent
2. Faculty 2. CAPC
fills up the submits
leave form endorsem
ent to
AcPFC
3. AcPFC
reviews &
recomme
nds action
on
request to
the
Chancello
r
4. Chancello
r reviews
and acts
on the
request
TOTAL None 20 days
407 | P a g e
K. Application for Faculty Grant

REQUIREMENTS

PAID TIME PONSIBLE
waits for reviews - CAPC
the call for documents - AcPFC
faculty for - Chancello
grant endorseme r
2. Submit nt
form with 2. AcPFC
supporting reviews,
document ranks for
s to the endorseme
CAPC for nt
endorsem 3. Chancellor
ent reviews
and
approves
request
TOTAL None 20 days
L. Application for Research Grant

Classification HT
REQUIREMENTS

PAID TIME PONSIBLE
1. Faculty 1. Dean None 20 - College
waits for endorses Admin
the call for the form staff
- Dean
408 | P a g e
research 2. CVSC - CVSC
grant sends the - VCAA
2. Faculty research - OVCAA
writes a document staff
letter and out for peer - Chancello
attach the review r
CVSC 3. CVSC
research returns
template proposal to
3. Submit to faculty for
the Dean revisions
for 4. CVSC
endorsem endorses
ent revised
4. Faculty proposal to
responds VCAA
to the 5. VCAA
reviewer’s endorses
comments proposal for
and Chancellor’
submit s approval
revised 6. CVSC
proposal processes
to CVSC the
research
contract
and returns
to faculty
for
signature
7. OVCAA
staff
prepares
the DV,
OBR with
the signed
contract for
fund
release
TOTAL None 20 days
409 | P a g e
M. Application for Authority to Travel Abroad

REQUIREMENTS
● Request letter addressed ● up.edu.ph UIS account
to the Chancellor, through
channels
● UIS: international travel
order
PAID TIME PONSIBLE
1. Write a letter 1. Department None 1 day - Departme
addressed to Chair (if nt Chair
the applicable), (if
Chancellor Dean, applicable
through VCAA ), Dean,
channels. If endorse the VCAA,
academic/ad letter. Office of
ministrative 2. Once the
work is going approved, 1 day Chancello
to be the office of r
affected, the
indicate your Chancellor
plan to cover issues the
or make up Authority to
for missed Travel
classes and Abroad
administrative
work.
2. Fill up UIS:
international
travel
TOTAL None 2 days
N. Request to hire new faculty

REQUIREMENTS
410 | P a g e
● Letter of Request, faculty ● Department/ Program
Loading for the entire ● Applicant
Academic Year,
● Basic Papers( justification for
result)
PAID TIME PONSIBLE
1. Department 1. Submit to None 10 days - - Dept.
Chair/ HRDO for Chair/
Program AcPFC Program
Coordinator review and Coordinator
or Dean endorsem or Dean
writes a letter ent 10 days - - CAPC
of request 2. Submit - - AcPFC
endorsed by endorsed - - HRDO
CAPC request - -
addressed to with Chancellor
the supporting -
Chancellor documents
through for
channels, Chancellor
one semester ’s approval
in advance
(Basic papers
attached to
request)
TOTAL None 20 days
O. Request authority to hire

REQUIREMENTS
Loading

PAID TIME PONSIBLE
1. Department 1. CAPC None 10 days - Departme
Chair/Progra endorses nt
m the request Chair/Pro
411 | P a g e
Coordinator and forward gram
writes a the letter Coordinat
letter and the or
addressed to attachment - HRDO
the s to HRDO - AcPFC
Chancellor for AcPFC - Chancello
through review and r
channels endorseme
asking for nt 10 days
authority to
hire new 2. AcPFC
faculty (three forwards
months the request
before the to the
start of the Chancellor
semester) for
2. Attach the approval.
academic
loading for
the entire
school year
or the
remaining
semester
TOTAL None 20 days
P. Request for UP Cebu RDG and Release of RDG Fund

REQUIREMENTS
● Request letter addressed to ● http://cvsc.upcebu.edu.ph/index.p
the Chancellor through hp/downloadable-forms/
channels
● Application Form (UP-Cebu-
RDG-Forms-1-2-final-2)
● Attachments: information
about the conference, and
paper to be presented.
PAID TIME PONSIBLE
1. Letter of 1. Endorsed by None 15 days - Applicant
request the - CVSC
addressed to Department - VCAA
412 | P a g e
the Chair (if - Chancellor
Chancellor applicable), - Office staff
through Dean, CVSC - Budget
channels Director, - Accounting
2. Fill up UP VCAA. - Cashier
Cebu RDG 2. Approval of
form the
supporting 3. Once
documents approved,
4. Once staff prepares
approved, the
follow up on Disbursement
the release of Voucher (DV)
RDG and
Obligation
Request and
Status (OBR)
4. Dean
endorses the
release of
payment,
OVCAA
recommends
and
Chancellor
approves
5. Staff inputs in
UIS.
6. Cashier
prepares &
releases the
check once
signed
TOTAL None 15 days
Q. Renewal of Faculty


REQUIREMENTS
Letter Request, SET
413 | P a g e
PAID TIME PONSIBLE
1. Department 1. CAPC None 10 days -Department
Chair/Progra endorses the Chair/Progra
m request and m
Coordinator forward the Coordinator
writes a letter letter and the -Dean/CAPC
addressed to attachments -HRDO
the to HRDO for -
Chancellor AcPFC VCAA/AcPF
through review and C
Channels endorsement
(two months .
before the 2. AcPFC 10 days
semester forwards the
starts) request to
2. Department the
Chair/Progra Chancellor
m for approval.
Coordinator
attaches the
following
documents:
justification
with CAPC
endorsement,
recent SET of
faculty,
faculty
loading for
the next
school year
TOTAL None 20 days
R. Request for UP System RDG Grants/International Publication Award

REQUIREMENTS
● Application Form ● https://ovpaa.up.edu.ph/
● Attachments
PAID TIME PONSIBLE
414 | P a g e
1. Access and 1. Forms need None 45 days - Applicant
download to be - CVSC
forms from endorsed by - VCAA
https://ovpaa. the - OVPAA
up.edu.ph/ Department - Staff
2. Attach Chair (if - Dean
supporting applicable), - Chancellor
documents Dean, CVSC - Cashier
3. Check Director,
ovpaa.up.edu VCAA.
.ph for the 2. OVPAA
submission (through
dates for the rdg.ovpaa@u
RDG. p.edu.ph or
4. Email ipa.ovpaa@u
scanned p.edu.ph ) will
endorsed inform
application applicant by
forms and email if
attachments application
to was
rdg.ovpaa@u approved.
p.edu.ph for 3. Once
the RDG and approved,
ipa.ovpaa@u OVPAA will
p.edu.ph for send an email
the IPA to the
5. Mail to UP applicant for
(OVPAA) the the release of
printed form the
(with grant/award.
endorsement 4. Staff prepares
s and the
attachments) Disbursement
6. Forward the Voucher (DV)
email of and
OVPAA to Obligation
staff to Request and
prepare for Status (OBR)
the release of 5. Dean
the endorses the
grant/award. release of
payment,
OVCAA
recommends
and
Chancellor
approves
6. Staff inputs in
UIS.
415 | P a g e
7. Cashier
prepares &
releases the
check once
signed
TOTAL None 45 days
S. Application for Faculty/Staff Clearance

REQUIREMENTS
● Clearance Form ● HRDO
PAID TIME PONSIBLE
1. Faculty/staff 1. Program None 3 days - Academic
clearance College Administrat
form and Secretary, ive Heads
by concerned sign
academic and 2. Administrative
administrative Heads sign
heads
TOTAL None 3 days
T. Application for UP Fellowship Grant

REQUIREMENTS
Letter to OVPAA through Personal
channels
Proof of university acceptance
Faculty Development Plan
PAID TIME PONSIBLE
416 | P a g e
1. Submits letter 1. CAPC None 20 days - Dean,
through the reviews CAPC,
Dean with application for AcPFC,
supporting fellowship Chancellor,
documents 2. Submits OVPAA
endorsement
to AcPFC
3. AcPFC
reviews
application
and makes
recommendati
on to the
Chancellor
4. Chancellor
reviews
AcPFC
endorsement
and submits
application to
OVPAA
TOTAL None 20 days
U. Application for Plantilla Item

REQUIREMENTS

1. Faculty waits 1. CAPC None 20 days Program
for the call for reviews Coordinators/
filling up of documents Department
items. and ranks Chairs, Dean,
2. Submits applicants CAPC,
document on 2. CAPC AcPFC,
accomplishm endorses Chancellor
ents/perfor to the
the CAPC for assignment
evaluation of plantilla
and ranking item to the
Chancellor
3. Chancellor
reviews and
417 | P a g e
acts on the
request
TOTAL None 20 days
V. Application for Tenure

REQUIREMENTS
● Letter of application for ● Office Staff
tenure ● Applicant
● Evaluation Form
● Supporting documents
(publication, SET, etc)
PAID TIME PONSIBLE
1. Submit a 1. Dean sends None 45 days - Applicant
letter of letter, together - CAPC
application for with tenure - Tenured
tenure to the evaluation faculty
Dean of the form and - Dean
College supporting - HRDO
2. Supporting documents, to - AcPFC
documents. the CAPC for - Chancellor
evaluation. - BOR
2. If all papers
are complete,
CAPC
endorses the
application for
evaluation by
the tenured
faculty of the
college.
3. Dean calls a
meeting with
the tenured
faculty to
evaluate the
application and
attachments.
4. Tenured
faculty
endorses (or
418 | P a g e
does not)
based on the
application,
tenure
evaluation
form, and
other
supporting
documents.
5. Dean sends
recommendati
on of tenured
faculty,
together with
all supporting
documents, to
HRDO for
AcPFC
evaluation and
endorsement.
Cover letter
shall be made
indicating the
decision of the
majority on the
tenure
application.
6. AcPFC,
reviews
recommendati
on in (5) and
acts on the
recommendati
on.
7. AcPFC sends
recommendati
on to the
Chancellor for
final action on
the application
for tenure.
8. Chancellor
acts on the
recommendati
on.
9. If
recommended,
the application
is sent to the
419 | P a g e
BOR for
approval.
TOTAL None 45 days
W. Request for Supplies

REQUIREMENTS
- Purchase Requisition UIS
form
- Obligation Request
form UIS
- Line Item Budget ( if
API)
- Project Procurement
Management Plan
(PPMP)
PAID TIME PONSIBLE
1. Staff 1. Budget None 10 days - College
makes Officer Admin
Purchase checks staff
Requisitio funds - Dean
n (PR)and availability - Budget
Obligation for the Officer
Request purchase - VCA or
(OBR) to of Chance
be signed requested llor
by the items and - Chair of
Dean signs OBR BAC
2. PR and and - SPMO
OBR with endorses
Line Item this to
Budget VCA or
(LIB) and Chancellor
Project for
Procurem approval
ent 2. VCA or
Managem Chancellor
ent Plan approves
(PPMP) is request
submitted 3. Approved
to Budget PR with
Office attached
420 | P a g e
documents
is
submitted
to (Bids
and
Awards
Committee
) BAC
office for
mode of
procureme
nt
4. Supply
and
Property
Managem
ent Office
(SPMO)
for
procureme
nt
TOTAL None 5 days
X. Request for Official Time

REQUIREMENTS
● Letter addressed to the ● Applicant
Chancellor
PAID TIME PONSIBLE
1. Submit a 1. Endorsement None 3 days - Applicant
letter of the Dean, - Dean
addressed to VCAA, and - VCAA
the Chancellor - Chancellor
Chancellor
through
channels, If
academic/ad
ministrative
work is going
to be
affected,
421 | P a g e
indicate your
plan to cover
or make up
for missed
classes and
administrative
work.
2. Fill up UIS for
travel order, if
applicable
TOTAL None 3 days
Y. Processing of Cash Advance (CA) /Reimbursement/Liquidation

REQUIREMENTS
● Travel Order ● Applicant
● Approved letter of funding
● Itinerary of the travel,
Airline ticket, boarding
passes, Certificate of
Appearance, and other
documentary
requirements
● DV, OBR
PAID TIME PONSIBLE
FOR CA 1. Staff prepares None 7 days - Applicant
1. Submit travel DV and OBR. - Dean
order, 2. Dean signs - Cashier
itinerary of 3. Staff enters - VCA
travel, airline request in UIS - Chancellor
tickets, and 4. Staff submits
other the signed DV
documentary Budget,
requirements. Accounting,
and then
FOR OVCA
Reimbursement/ 5. If all papers
Liquidation complete,
1. Submit travel Cashier
order, prepares and
itinerary of releases the
travel, airline signed check
422 | P a g e
ticket,
boarding
pass,
certificate of
appearance,
photos, and
other
documentary
requirements
TOTAL None 7 days
Z. Application for Merit Promotion

REQUIREMENTS
UP President
● Promotion instrument

PAID TIME PONSIBLE
1. Submit a 1. CAPC None 45 days - Applicant
letter of reviews and - CAPC
application for evaluates - Dean
promotion application. - AcPFC
2. Self- 2. Submit to - Chancellor
evaluation HRDO for - BOR (if
based on the AcPFC. cross-
promotion 3. AcPFC ranking)
instrument reviews,
3. Prepare two evaluates,
sets of and
supporting recommends
documents 4. Chancellor’s
4. If cross- recommenda
ranking, tion
prepare 5. BOR if cross-
justification ranking to
for cross- Association
ranking Professor
and Full
Professor
TOTAL None 45 days
423 | P a g e
AA. Application for Automatic Promotion

REQUIREMENTS
● Proof of completion of
MA/PhD degree
● Publications if request is
with merit
PAID TIME PONSIBLE
1. 1. Submits a 1. CAPC None 20 days - Applicant
together with 2. Submits to - Chancellor
supporting AcPFC for -
documents evaluation.
3. AcPFC
reviews,
evaluates,
and
recommend
action to the
Chancellor.
6. Chancellor
reviews and
acts on the
recommenda
tion.
TOTAL None 45 days
BB. Request for Limited Practice of Profession

424 | P a g e
REQUIREMENTS
● LPP form ● UIS
PAID TIME PONSIBLE
1. Fill LPP form 1. Dean None 3 days - Applicant
in UIS endorses - Dean
2. VCAA - Chancellor
recommends
3. Chancellor
approves (or
disapproves)
TOTAL None 3 days
CC. Request for Course Offerings from Other Colleges

Type of Transaction G2C – Government to Government
REQUIREMENTS
● Letter of request ● Requester
PAID TIME PONSIBLE
1. Department 1. Dean of the None 7 days - Departmen
Chair (if servicing unit t Chair (if
applicable) or receives the applicable)
Program request and or Program
Coordinator identifies the Coordinato
writes a letter faculty who is r
of request for available to - Dean of
a course handle the the
[endorsed by requested requesting
the Dean] course unit
addressed to 2. Servicing unit - Dean of
the Dean of replies in the
the servicing writing the servicing
unit. approval of unit
2. The request the requests
includes the including
proposed changes
schedule. made to the
proposed
schedule.
TOTAL None 7 days
425 | P a g e
DD. Request for Faculty from Other Colleges

REQUIREMENTS
● Request letter ● Requester
PAID TIME PONSIBLE
1. Department 1. The None 3 days - Departmen
Chair (if concerned t Chair (if
applicable) or faculty is applicable)
Program asked for or Program
Coordinator his/her Coordinato
writes a letter availability r
of request for 2. Servicing unit, - Dean of
a faculty either through the
[endorsed by the Dean or requesting
addressed to replies in - Dean of
the Dean of writing if the the
the college can servicing
concerned accommodate unit
college. request or not
2. The request 3. If the
includes the servicing unit
proposed or college
schedule. cannot
accommodate
the request,
then the
requester
needs to look
for their own
lecturer
TOTAL None 3 days
EE. Request for Official Data/Information

426 | P a g e
REQUIREMENTS
PAID TIME PONSIBLE
1. Submit a 1. The Dean, None 3 days - Departmen
letter to the after legal t Chair (if
Dean of the clearances, applicable)
concerned forwards the or Program
department or request to the Coordinato
college about concerned r
the request department/u - Dean of
for the nit. the
specific 2. Depending on requesting
data/docume the nature of unit
nt including the request, - Dean of
the purpose the concerned the
of the department/u servicing
request. nit should be unit
2. Signs the able to
request letter produce the
to signify requested
receipt of the data/documen
data/docume t within a
nt. minimum of 3
days.
3. The Dean
releases the
data/documen
t
TOTAL None 3 days
FF.Hiring Procedure of New Faculty (Full time and lecturer)

Who may avail Faculty Applicant
REQUIREMENTS
● Application Letter ● Applicant
Addressed to the Dean
● CV
● TOR
PAID TIME PONSIBLE
427 | P a g e
1. Applicant 1. College None 45 days - Applicant
submits receives the - Dean
application applications. - CAPC
documents to 2. CAPC - AcPFC
the Office of reviews the - Chancellor
the Dean applications
based on
hiring criteria
and
schedules
interview and
demo
teaching of
short-listed
applicants.
3. College
informs non-
shortlisted
applicants of
the result of
their
application
4. College calls
short-listed
applicants for
interview and
demo
teaching and
submission
of other
requirements
.
5. CAPC
conducts
interview,
observe
demo
teaching,
review other
requirements
, evaluate
and rate
short listed
applicants,
and submit
endorsement
to AcPFC
through
HRDO.
428 | P a g e
6. Informs the
recommende
d faculty of
the AcPFC
action and
for him/her to
submit
employment
requirements
.
7. Inform faculty
to report for
duty upon
issuance of
his/her
appointment
from the
Office of the
Chancellor
TOTAL None 45 days
GG. Endorsement of Request for Use of Rooms/Facilities

Who may avail Requester
REQUIREMENTS
● Room Use Form ● CMO
PAID TIME PONSIBLE
1. Requesting 1. College staff None 1 day - Requester
party secures checks - Staff
request for availability of - Dean
room use room/facility.
form from 2. Dean
CMO and fills endorses
it up. request.
2. Requesting
party brings
form to staff
of college
where the
room/facility
429 | P a g e
requested is
located.
TOTAL None 1 day
430 | P a g e
MEd PROGRAM
External Service
A. Application to the Graduate Program
Office or Division College of Social Sciences (M.Ed. Program )

Who may avail Undergraduate/Graduate students (2nd
Courser)
REQUIREMENTS
• Application Form Office of the Master of Education (M.Ed.)
• 1 pc. 2x2 ID picture Program
• Photocopy of TOR
TO BE CESSIN RES-
5. Accomplish 5. Office Clerk P 1 day - Office Staff
application acceptsfilled up 250.00 - Faculty
form application form Evaluator
6. Submit 6. Forwards
Transcript of application to
Recordsand the faculty
1 pc. 2x2 ID evaluator/s for
picture evaluation of
7. Pay credentials by
processing the Department
fee to Cash Chair
Office
TOTAL P 1 day
250.00
B. Take the Master of Education Entrance Test (MEET)

Who may avail Qualified applicants to the graduate program
after evaluating their application
REQUIREMENTS
1. Test Permit Slip Office of the Master of Education (M.Ed.)
2. Ballpen and Pencil Program
PAID TIME PONSIBLE
431 | P a g e
2. Pay testing 3. Office Clerk P 2weeks - Office Staff
fee to Cash copy the 600.00 - Examiner
Office O.R.# to the - Correctors
3. Get Test application both for IQ
Permit Slip form and and ESSAY
4. Take the issues the - 3 faculty
entrance Test Permit members
exam as per Slip who will do
the 4. The Office of the checking
scheduled Students of the
date in the Affairs ESSAY tests
approved (OSA) to be
acad. administers administered
calendar the exam for
5. Get the the IQ part
exam. while the
results as M.Ed. staff
per administers
scheduled the ESSAY
date of test
releasing 5. Checking of
the exams
administered
6. Release test
results
TOTAL P 2weeks
600.00
C. Enrolment to the Graduate Program of newly qualified applicants

Who may avail Passers of the Masters of Education Entrance
Test (MEET)
REQUIREMENTS
1. Admission Slip Office of the Master of Education (M.Ed.)
2. Hon. Dismissal from school Program
last attended
3. Transcript of Records (TOR)
4. 4 pcs. 2x2 ID picture
5. Medical Lab. Results
6. Original NSO Birth
Certificate
7. Photocopy of NSO Marriage
Cert. for female married
applicants
432 | P a g e
8. Medical Certificate issued by
the UPC Health Services
Unit
9. Letters of Recommendation
from former professors
and/or immediate
supervisors
PAID TIME PONSIBLE
1. Qualified 1. Accepts P 2Hours - Clinic Staff
applicant and helps 4,801.50 - OUR staff
submits and facilitate - M.Ed. Staff
secures a the - Faculty
medical enrollment Adviser
certificate from from the - Cash Office
UP clinic 1st step Staff
2. Submit all until the - Staff of the
required enrollee is Office of the
documents to officially College Sec.
the Office of enrolled
the University
Registrar
(OUR)
3. OUR staff
encodes the
enrollee to
SAIS website
and issues
his/her SAIS
account.
4. M.Ed. staff
checks on the
subjects to be
taken and/or
pre-registered
to make sure
that they’re
correct
5. Enrollee then
proceeds to
the M.Ed.
program
adviser for
advisement
and tuition
calculation
6. Enrollee
proceeds to
the Cash
433 | P a g e
Office for
payment of
tuition and
other fees
7. Goesto the
staff of the
CSS College
Secretary for
final encoding
in the SAIS
website and
stamping
registered of
his/her Form.
5
TOTAL P 2 Hours
4,801.50
D. Enrolment of Continuing Students to the Graduate Program

Who may avail 1st to 3rd year continuing and returning students
REQUIREMENTS
1. 2 printed copies of Temp. The student who wish to enroll will do the
Form 5A pre-registration on the scheduled date and
prints 2 copies of his/her Temp. Form 5
TIME PONSIBLE
1. M.Ed. staff 1. Accepts P 1 Hour - M.Ed. Staff
checks on and helps 4,541.50 - Faculty
the subjects facilitate the or more or Adviser
to be taken enrollment less - Cash Office
and/or pre- from the 1st depending Staff
registered to step until on the no. - Staff of the
make sure the enrollee of units Office of the
that they’re is officially enrolled College
correct enrolled and lab. Sec.
2. Enrollee then fees if
proceeds to there is
the M.Ed.
program
adviser for
advisement
434 | P a g e
and tuition
calculation
3. Enrollee
proceeds to
the Cash
Office for
payment of
tuition and
other fees
4. Goes to the
staff of the
CSS College
Secretary for
final
encoding in
the SAIS
website and
stamping
registered of
his/her Form.
5
TOTAL P 1 Hour
4,541.50
Internal Service
A. Administer the Online Students Evaluation of Teachers (SET)

Who may avail Officially enrolled students in the M.Ed.
Program
REQUIREMENTS
1. Generated Username and Office of the Master of Education (M.Ed.)
Password for the Online Program
SET
TO BE CESSIN RES-
6. Officially 6. Office staff None 3 days - Office
enrolled encodes the Staff
students get names of the
their faculty,
generated subjects
username handled, etc. to
435 | P a g e
and the Online SET
passwords website
from the 7. Get the names
M.Ed. Office of the officially
7. Login to the enrolled
website and students from
do the Online the SAIS
evaluation of website which
their teachers is needed in
for all the generating the
subjects username and
taken passwords
8. Generate the
students
username and
passwords for
the Online SET
9. Facilitate the
student
evaluation of
their teachers
per subject
10. Make sure that
all students
have done the
online
evaluation.
11. Print the
evaluation
results and
distribute them
to the
concerned
faculty
12. Keep copies of
the SET in the
M.Ed. office for
file
TOTAL None 3 days
436 | P a g e
B. Preparation of Lecturer/s Renewal of Appointments

Who may avail Faculty Lecturers for Renewal
REQUIREMENTS

TO BE CESSIN RES-
1. Faculty 1. The coordinator None 1 month - M.Ed.
Lecturer then writes and Office Staff
undergo with prepares the - M.Ed.
all the letter for Coordinato
medical renewal and r
laboratories justifications. - Clinic Staff
as required 2. The office staff - HRDO
for his/her prepares the personnel
renewal of needed forms
appointment for the renewal
2. Lab. results of the faculty
will be lecturer
presented to 3. Office staff also
UPC clinic for prepares
issuance of photocopies of
medical the student-
certificate faculty
after thorough evaluation
checking of results and a
the lab. copy of the
results faculty loading
3. The faculty to be attached
then submits to the Faculty
the medical Lecturer’s
certificate to renewal
the staff of the documents
M.Ed. 4. Staff submit the
program renewal
documents to
HRDO to be
included in the
scheduled
meeting
437 | P a g e
UP High School
External Service
A. Application to the Junior and Senior High School
Office or Division College of Social Sciences (High School

Program )
Who may avail Grade 6 completers, and Grade 10 completers
REQUIREMENTS
• Application Form Office of the High School Program

TO BE CESSIN RES-
8. Accomplish 7. Office Clerk P300.00 1 day - Office
application accept Staff
guidelines application form
9. Submit 8. Evaluation of - Applicatio

Complete credentials by n
requirements the admission committe
committee. e
10. Filing up of
application 9. Review of
form application form
11. Payment of 10. Conduct of

processing individual
Fees interview for - H.S
(Cashier’s applicants. Faculty
office)
11. Approval of
qualified 1 day
12. Claiming of applicants. (3 - Principal
Test permits months
to qualified 12. Releasing of after
applicants test permits. applicati - Office
on) staff
13. Getting Test 13. Releasing of
Results Test Results 1 day
438 | P a g e
(5 days - Office
after staff
exam)
TOTAL P300.00 3 days
B. Admission of Qualified Applicants to Junior and Senior High
Office or Division College of Social Science (High School

Program)
Who may avail Grade 6 completers, and Gradeb10
completers
REQUIREMENTS
- Admission Form Office of the High School Program

PAID TIME PONSIBLE
6. Accomplish 7. Office None 1 day - Office
Requirements accepts Staff
for enrollment required
documents
7. Submission (medical,
ofall required report card,
credentials etc.)
8. Evaluation of
8. Filling out of credentials
enrollment by the office
form staff. - H.S
faculty
9. Enrollment 9. Issuance of assigned
procedure. enrollment for
forms collection
10. Acceptance
of Official
enrollment
form.
TOTAL None 1 day
439 | P a g e
OFFICE OF THE COLLEGE SECRETARY
INTERNAL SERVICES
A. Application For Leave Of Absence (LOA)
Office or Division Office of the College Secretary (OCS)

REQUIREMENTS
Clearance, UP ID,
medical reasons
Note: LOA form is
downloadable.
TIME PONSIBLE
1. Secure and fill 1. Office staff P 150.00 3 days Program
out the receives the Coordinator
Application for documents
Leave of and check Faculty in-
Absence (yellow the charge
form), in three completeness
(3) copies. College
2. Secure required 2. Office staff Secretary
signatures. stamps
3. Submit the duly “RECEIVED” Cash Office
signed form with date and
accompanied initials.
with an
accomplished
University Copy 1: OUR
Clearance for Copy 2: OCS
action of the Copy 3:
Dean. Student
4. If approved, pay
the fee at the
Cash Office.
5. Submit the duly
paid form,
clearance and
UP ID to the
OCS.
440 | P a g e

College Clearance, Report of Grades
from Previous Term, Updated
Checklist and UP ID

PAID TIME PONSIBLE
out the Request receives the Adviser
to Cross- Cross
Register Form, Register Dean
in two copies. Form and
Attach other VCAA
documents in documents
support of the and check Cash
request to cross- the Office
enroll. completeness
2. Request for 2. Office staff OUR
validation of forwards the
subjects to documents to OCS
cross-register the Dean for
from your signature.
Program
Adviser.
3. Submit the duly
signed form for
action of the
Dean and the
University
Registrar.
4. For cross-
registration
outside the UP
System, submit
the form for
action to the
Vice Chancellor
for Academic
Affairs (VCAA)
5. Upon approval,
pay the
441 | P a g e
registration fee
at the Cash
Office.
6. Submit one copy
of the duly paid
form to the
OCS. The other
copy is for
submission to
the host unit.

REQUIREMENTS
Grades
Note: LOA form is
downloadable.
PAID TIME PONSIBLE
1. Fill out the 1. Office staff None 3 days Instructor
Substitution receives the Program
Form in three documents Adviser
(3) copies. and checks Program
2. Have it the Coordinators
endorsed by completenes Department
the s Chair
Instructor/s of 2. Office staff
the required stamps
subject/s, “RECEIVED”
program with date and
adviser, initials.
program
coordinator/d Copy 1: OUR
epartment Copy 2: OCS
chair of Copy 3: Student
required
subject, and
program
coordinator/d
epartment
442 | P a g e
chair of
subject taken.
3. Get the
approval from
the Dean.
4. Submit
approved
form to the
OCS.
TOTAL None 3 days

REQUIREMENTS
PAID TIME PONSIBLE
1. Fill out the 1. Office staff None 3 days Adviser
Application receives the Department
for Shifting of documents Chair/Progra
Program. and checks m
2. Get the Coordinator
endorsement completeness. College
from the 2. Office staff Secretary of
Program computes the current
Adviser, GWA and the college
Department total units College
Chair/Program earned of the Secretary
Coordinator, student. and Dean of
and College 3. OCS forwards accepting
Secretaryof the application college
your current to the Office
college. of the Dean
3. Have your for action.
GWA and
Total Units Copy 1: OUR
Earned Copy 2:
computed by Accepting
the OCS Staff. College
4. Get the Copy 3: Student
endorsement
of the College
443 | P a g e
Secretary and
approval of the
Dean of the
accepting
college.
5. Submit the
approved
application
form to the
OCS of the
accepting
college.
TOTAL None 4 days

Who may avail New Students
REQUIREMENTS
Temporary Form 5
ACTION BE PAID CESSIN RES-
G TIME PONSIBLE
1. Present 1. Office staff Based on 2 days Program
Admission receives the tuition Adviser
Slip to the documents calculate College Clerk
Program and check the OCS Staff
Adviser/Progr completeness
am 2. OCS Staff
Coordinator checks if the
for enlistment Form5A is
of subjects. signed by the
2. Go to the College Clerk
College Clerk and Adviser.
for printing of 3. Staff stamps
the 3 copies of “REGISTERE
Form5A, with D” on the
signature of Form 5 with
the College date and
Clerk and initials.
Adviser. Copy 1: OUR
3. Pay fees at the Copy 2: OCS
Cashier’s Copy 3: Student
Office.
4. Submit Form
5A, Form 5
444 | P a g e
issued by
Cash Office
and Admission
Form to the
OCS for
validation.
TOTAL Tuition 2 days
calculate

Prerequisites Form
Updated checklist
BE TIME
PAID
1. Secure and fill 1. Office staff None 3 days Office staff
out Waiver of indicates
Prerequisites student Program
in three (3) academic Adviser
copies. status.
2. Get 2. CS reviews Program
endorsement student Coordinator/
from your performance Department
adviser, for action Chair
instructor in 3. Dean makes
prerequisite final decision College
course, Secretary
instructor in Copy 1: OUR
course to be Copy 2: OCS College Dean
enrolled in, Copy 3: Student
and
Department
Chair/Program
Coordinator
3. Get approval
from the
College
Secretary/Dea
n
4. Submit copies
to the OCS.
TOTAL None 3 days
445 | P a g e

REQUIREMENTS
Admission slip OUR
PAID TIME PONSIBLE
1. Submit 1. Office staff None 1 day Office staff
Admission Slip quick
to OCS. enrolls
student in
the SAIS
2. Gives copy
of Form 5
to student
TOTAL None 1 day

STUDENTS

REQUIREMENTS
Form 5A SAIS
TIME PONSIBLE
1. Enlist for 1. Office staff None for 2 days OCS
your classes receives the those
in SAIS Form 5A, qualified
during pre- Form5 for for Free
enlistment those who Tuition
period and paid school
print your fees, and For non-
Form 5A. updated qualifiers,
2. Follow Steps checklist. fee
2 - 5 of the 2. Office staff depends
Enrollment checks if on tuition
Flow. student has calculate
446 | P a g e
3. Proceed to been tagged
the OCS for advised.
validation of 3. Staff prints
enrollment. Form 5 for
Submit the those
Form 5A and qualified for
updated Free Tuition
checklist. 4. Staff tags
4. If not student as
qualified for officially
free tuition, enrolled in
submit the the SAIS.
Form 5 5. Staff stamps
issued by “Registered”
Cash Office. on the Form
5. Affix 5 and gives
signature on one copy to
the Form 5 student after
stamped student has
“Registered” affixed
and get one signature.
copy.
Copy 1:
Student
Copy 2: OCS
Copy 3: OUR
TOTAL --- 2 days
447 | P a g e

REQUIREMENTS
OCS

PAID TIME PONSIBLE
program academic
coordinator status in last
and the CS Semester
adviser.
Copy 1: OUR
Copy 2: OCS
Copy 3: Student
TOTAL None 2 days
448 | P a g e
J. ENROLLMENT OFRETURNING STUDENTS FROM LEAVE OF
ABSENCE (LOA)


PAID TIME PONSIBLE
1. Submit letter 1. CS requests None 1 day OCS
of intent to OUR for OUR
enroll activation of
addressed to student’s
the College SAIS
Dean. account.
2. Proceed with 2. Office staff
Enrollment for advises
Continuing student
College when
Students his/her
once SAIS school ID
account has will be
been released.
activated.
TOTAL None 1 day
449 | P a g e

PAID TIME PONSIBLE
1. Submit your 1. Office staff None 1 day Program
Program checks and Adviser /
Study Plan encodes the Coordinator
and True courses set by OCS
Copy of the Program
Grades / copy Adviser /
of Official Program
Transcript of Coordinator.
Records to 2. Office
your Program validates
Adviser / enrollment.
Program
Coordinator
2. Submit your
Admission
Slip to the
OCS.
3. Proceed with
Enrollment for
Incoming
College
Students
TOTAL None 1 day
450 | P a g e

PAID TIME PONSIBLE
Program Adviser or none 1 day Program
Copy of checks
accepting can be
college's credited and
Program determines
Program be enrolled
Coordinator OCS
4. Submit your 4. OCS checks
approved and
Application encodes the
for Shifting of courses set
Course Form, by the
Program Program
Study Plan, Adviser /
and True Program
Copy of Coordinator
Grades to the
OCS
TOTAL None 1 day
451 | P a g e

active term
Rule (MRR)"
True Copy of Grades
• Medical Certificate or Office of the College Secretary
Annual Physical Exam
PAID TIME PONSIBLE
1. Write a Letter 1. Office staff P225 5 days pre- OCS
of Appeal, indicates for Admissions Program
addressed to student’s readmis Committee Adviser
the Dean of class sion Meeting Program
your College, standing on from 7 days from Coordinator
stating the the Form. AWOL. Admissions or
compelling 2. Office Committee Department
reason(s) for staffprepares Meeting Chair
your status. the College
Please also documents Secretary
indicate what for Dean
steps have deliberation Admissions
been or will by the Committee
be Admissions Cash Office
undertaken in Committee
order to which usually
ensure good holds its
academic meeting
standing or during the
452 | P a g e
continued last day of
schooling (if regular
from AWOL). enrollment.
2. Secure True 10. For
Copy of students on
Grades from Good
the Office of Academic
the College Standing as
Secretary of the end of
3. Fill out the the last
Appeal for enrolled term
Readmission and applying
Form . for
4. Prepare a Readmission
Plan of Study from AWOL,
detailing the the decision
courses to be ends at the
taken from College level.
the time of 11. Decision
readmission for appeals
until for waiver of
graduation. MRR ends at
Get the Dean’s
endorsement level.
from your 12. Office
Department staff
Chair / willadvice
Program when NOA
Coordinator. will be
5. Get issued.
endorsement 13. OCSissu
from Office of es a College
the Student Readmission
Affairs (OSA) Slip if appeal
(for for
undergraduat readmission
e students is approved.
only) 14. OCS
6. Get advises
endorsement students on
from your next steps to
College follow.
Secretary
7. Get
endorsement
/ approval
from your
College Dean
8. Wait for the
Notice of
453 | P a g e
Action of the
Admission
Committee.
9. For approved
requests from
AWOL, pay
the
readmission
fee at the
Cash Office
and get
university
clearance.
Skip this step
if not
applicable to
your case.
10. For all cases,
follow the
instructions
from the
OCS.
TOTAL P225 ---
for
readmis
sion
from
AWOL
454 | P a g e

1.1F)
2. Valid ID Card

1. Secure and fill out 1. OCS P50.00 3 days OCS
the College Request accepts per Library and
Slip (UPC Form duly page Accounting
1.1); accomplish Cash Office
2. Secure the ed request
signature of the form and
Library and OR then
Accounting Office; prepares
3. Pay the fee at the the
Cash Office; request.
4. Submit the Official 2. OCS
Receipt (OR) checks
together with the valid ID of
duly accomplished client and
request; authorizatio
5. To claim, present n letter if
your OR and one applicable.
valid ID. An
authorization letter
with proper
identification is
required if the
claimant is not the
owner.
TOTAL P50.00 3 days
455 | P a g e

REQUIREMENTS

TO BE CESSIN RES-
1. Fill out the 1. Office staff gives None 3 days OCS
University out Form Program
Clearance 2. OCS Staff
Form in 3 checks student’s Coordinator
copies. records and Library Staff
2. Secure the forwards the Accounting
clearance from Form to College Ofc
offices Secretary for Staff
indicated in the action. OSA Staff
Clearance
Form. Dean
3. College Copy 1 : OUR OCS Staff
clearance Copy 2 : OCS
ends at the Copy 3 : Student
Dean's level.
4. For college
clearance,
submitduly
accomplished
form to OCS
TOTAL None 3 days
456 | P a g e

REQUIREMENTS
c. Application Form OCS/ WEBSITE OF OUR, UP CEBU
d. Updated Checklist
signed by adviser
CLIENT STEPS AGENCY ACTION FEES PRO- PERSO

TO BE CESSING N RES-
PAID TIME PONSIB
LE
1. Secure and fill 1. OCS evaluates P300.00 Submission OCS
out the academic records of list to
Application for of student. OUR for Program
Graduation 2. OCS submits list verification Adviser
(blue form) in of candidates for is 7 days
three (3) graduation to the from the Cash
copies. OUR for deadline of Office
2. Secure the verification. submission
signature of 3. OCS submits of grades. OUR
Program verified list to the
Adviser (PA). Dean for College Candidates College
3. Pay the fee at endorsement. endorsed by Council
the Cash 4. List of endorsed University
Office. candidates is Council will Universi
4. Submit to submitted to the be notified ty
OCS the duly OUR for by email Council
accomplished endorsement by through their
form together the University UP account. Board of
with a copy of Council. Regents
your updated
program
checklist signe
d by your PA.
TOTAL P300.00
457 | P a g e

or “4”
REQUIREMENTS
Incomplete/4.0 (Form 26A
Removal of Grades (Form
13C)
NOTE: FORMS
AREDOWNLOADABLE
1. Secure and fill 1. Gives out Form P20.00 1 day OCS Staff
out the Permit Instructor signs Instructor
for Removal of Form 26A and OUR Staff
Incomplete/4.0 Form 13C. Cash Office
(Form 26A) and OCS Staff
Report for checks Form
Completion/Re 26A; CSO signs
moval of Permit.
Grades (Form 2. Upon receipt of 1 day
13C). duly paid Form
2.Secure 26A and Report
signature of for
your instructor Completion/Remo
and leave Form val of GRades
13C with your (Form 13C), OCS
instructor. staffs encodes
3.Submit Form grades.
26A to the Copy 1: OUR
Office of the Copy 2: OCS
College Copy 3: College
Secretary for Copy 4: Student
checking.
4.Secure
signature from
the University
Registrar (UR).
5. Pay the fee at
the Cash Office.
6. Submit duly
paid Form 26A
458 | P a g e
to your
instructor for
action.
7. Proceed with
the completion
or removal of
your grade with
your instructor.
TOTAL P20.00 2 days
Office or Division College of

Who may avail Students requesting courses taken up in
another college/university be evaluated and
validated as part of the total academic units
gained by the student in UP Cebu
REQUIREMENTS
N. Application Form (Form OCS/WEBSITE OF OUR, UP CEBU
44A)

PAID TIME PONSIBLE
1. Accomplish 5. OCS staff 5 days OCS
Validation Form gives form Faculty
in 3 copies. 6. Faculty assigned to
2. Have the checks evaluate
subjects records and records and
validated by the documents necessary
faculty. relative to the documents
3. Submit the course(s)
duly needing
accomplished validation.
form to the OCS 7. OCS signs the
of the college form.
where the
subject belongs.
TOTAL None 5 days
459 | P a g e
Where to send Email: css.upcebu@up.edu.ph

feedbacks/complaints Call: (032) 232 8187 local 203
Write: The Dean
College of Social Sciences, P Cebu
Gorordo Ave., Lahug Cebu City
Action on • All feedbacks/complaints will be received

feedbacks/complaints with utmost professionalism and courtesy.
• The feedback/complaint will be reviewed
and forwarded to the unit/person
concerned for immediate and appropriate
response or action
• The complainant will be informed of the
response/action on their
feedback/complaint.
For more information about the Anti-Red Tape Act, please log on to:
www.contactcenterngbayan.gov.ph
460 | P a g e
SCHOOL OF MANAGEMENT
External Service
A. Hiring Procedure of New Faculty (Full time and lecturer)
Office or Division School of Management

REQUIREMENTS
Application Letter Applicant
CV
TOR
PAID TIME PONSIBLE
Submits College receives None 20 days Applicant
application the applications. Dean
documents to the CAPC
Office of the CAPC reviews AcPFC
Dean the applications Chancellor
based on hiring
criteria and
schedules
interviews and
demo teaching of
short-listed
applicants.
College informs
non-shortlisted
applicants of the
result of their
application.
College calls
short-listed
applicants for
interview and
demo teaching
and submission
of other
requirements.
CAPC conducts
an interview,
observe demo
461 | P a g e
teaching, review
other
requirements,
evaluate and rate
shortlisted
applicants, and
submit
endorsement to
AcPFC through
HRDO.
Informs the
recommended
faculty of the
AcPFC action
and for him/her to
submit
employment
requirements.
Inform faculty to
report for duty
upon issuance of
his/her
appointment from
the Office of the
Chancellor
TOTAL None 45 days
B. Hiring of New Faculty

Type of Transaction G2C - Government to Citizens
Who may avail New Faculty
Application Letter School of Management
Curriculum Vitae, Teaching Human Resource Department Office
Demo, Justification, Transcript of
Records, Diploma & other
requirements from UP Cebu
Human Resource Dept. Office
ACTION/FORMS TO BE CESSING RES-
PAID TIME PONSIBLE
The Dean None 1 day Dean
schedules for the College Staff
applicant for a Applicant
Teaching Demo
462 | P a g e
Teaching demo The Dean, None 1 day CAPC
and panel College Faculty
interview Academic Dean
Program Applicant
Committee and
Faculty members
will evaluate the
applicant using
the Hiring of New
Faculty
Evaluation Form
from HRDO
If an applicant is
qualified, the
Dean prepares
the endorsement
letter & other
necessary
documents to be
signed by the
Dean & CAPC
members
Cover Letter, None 1 day Dean
Justification of CAPC
the newly hired
faculty with
attached teaching
demo, faculty
loading,
application letter,
CV, TOR,
Diploma & other
requirements c/o
HRDO
Staff informs the None 1 day College Staff
new hiree to HRDO
prepare other
documentation as
required by the
HRDO (list from
HRDO)
Submit the HRDO None 1 day New Faculty
requirements to HRDO
the HRDO
TOTAL None 5 days
463 | P a g e
C. Endorsement of Request for the Use of Rooms/Facilities

Who may avail Outsiders
REQUIREMENTS
Request letter Requester
Room Use Form CMO
PAID TIME PONSIBLE
Requesting party The college staff 1 day Requester
secures request checks the College Staff
for room use availability of the Dean
form from CMO room/facility.
and fills it up.
The requesting Dean endorses Hourly 1 day Requester
party brings the the request. rate of College Staff
form to the staff the Dean
of the college room
where the Hourly
room/facility rate of
requested is janitor if
located. after
work
hours
TOTAL 2 da
ys
D. Suggestion from other stakeholders

Who may avail Stakeholders other than students
REQUIREMENTS
Request for Appointment College Staff

PAID TIME PONSIBLE
The stakeholder The staff None 3 days College Staff
may email acknowledges Concerned
suggestions. the receipt of Faculty
the email Dean
464 | P a g e
The concerned within three
party replies to days.
the email
through the The staff
college email forwards the
within three email to the
days. concerned
party.
Staff replies to
the email with
the response
of the
concerned
party within the
day.
TOTAL None 3 days
465 | P a g e
Internal Service
A. Enrollment of BSM from second year to graduating students
School of Management (Bachelor of Science in

Office or Division Management)
Who may avail Undergraduate students
Chart Flow Office of the University Registrar, or
Study Plan School of Management
ACTION/FORM TO BE CESSING RES-
S PAID TIME PONSIBLE
Update SAIS Student None 5 minutes Student
account Academic
Information
System (SAIS)
portal
Print Form5a Form5a none 5 minutes College Staff
Go to the Form 5a & study none 5 minutes Program
program plan coordinator
coordinator with
the study plan
for checking and
for SAIS tagging
Go to the Non-paying: none 5 minutes College
College Printing of Form Secretary's
Secretary Staff 5 and stamping Staff
for assessment: of "Registered."
• non-paying
student If six years and
• if beyond five beyond, College
years staff will assess
and the student
will pay to the
cashier
Go the Cashier Cashier prints Based 5 minutes UP Cashier
out the official on
Form 5 and the STFAP
eOR, for six (if a
years and student
beyond applied),
enrollees else
P1,000
for
regular
student
466 | P a g e
Paying student Printing of Form 5 minutes College
submits Form5a 5 Secretary's
to the college Staff
secretary clerk
for tagging
[registered]
TOTAL 1 day
B. Assist students in the use of SoM facilities
Office or Division School of Management (Bachelor of Science in

Management)
SoM Room Reservation Form SoM Admin Office
ACTION/FOR TO BE CESSING RES-
MS PAID TIME PONSIBLE
Fill-up the SoM Staff checks None 5 minutes College
Reservation Form the availability Staff
and submits to the of the
admin requested
room
If for None 5 minutes College
academic-use Staff
If for non- P50/unit College
academic and x no. of Staff
students will hours
use the air-
conditioning
units
LCD Projector P150/uni
use t x no. of
hours
Get the approval Dean signs 2 minutes Dean
of the Dean for
payment
Payment for the Approved 5 minutes Cashier
use of the facilities reservation
form for
payment to the
UP Cebu
Cashier
Submit the paid Staff receives 2 minutes College
form to the and reserves Staff
College Staff the room
TOTAL 1 day
467 | P a g e

REQUIREMENTS
Request form Campus Maintenance Office (CMO)
TIME PONSIBLE
Fill up the Staff accepts Per hour CMO
request form and and checks for of the Janitor
submit it to the the availability janitor, Staff
respective of the room. pay Dean
college/division. Dean approves directly to
CMO (janitor) or disapproves the janitor
also signs on the the request
request form to
ensure clean up
after the activity.
Pay for the use Cashier None, if Cashier
of the aircon receives academic
payment and -related
issues an OR
For non-
academic
,
P50/hour
for one
aircon
unit use
TOTAL 1 day
D. Student applying for official travel (local)

Management)
REQUIREMENTS
Letter of request addressed to School of Management
the Chancellor uis.up.edu.ph
Itinerary of travel
468 | P a g e
ACTION/FORM TO BE CESSING RES-
S PAID TIME PONSIBLE
Do a letter of Adviser signs. 5 minutes Student
request for Dean signs.
official travel,
with a line-item
budget. The
letter is
addressed to the
Chancellor
through
channels. Go to
the adviser and
dean for their
signature.
Submit the Letter Staff receives None 2 minutes Student
request, attach the request
the itinerary, letter, complete
flight schedule, with signatures.
ticket.
The staff None 15 Staff
prepares & minutes
prints the
Itinerary travel,
Obligation
Request &
Status,
&Disbursement
Voucher(DV)
and attaches
the supporting
documents
Staff inputs None 5 minutes Staff
details in the
University
Information
System (UIS)
portal- DV entry
to secure the
DV number
Staff routes the None 10 minutes Budget
necessary OSA
documents for OVCAA
budget Chancellor
clearance,
endorsements,
and approval of
the Chancellor
469 | P a g e
Staff scans the None 5 minutes Staff
approved
documents &
attached them
to the
UISportal- DV
Once None 1 day Staff
approved, staff Cashier
informs the
student to pick
up the check
from the
Cashier
Claim check 1 min Cashier
TOTAL 3 days
Once return from The staff None Staff
the travel, submits the
liquidate cash necessary
advance. Submit documents to
boarding passes, Accounting for
receipts, the liquidating
certificates of process.
attendance, and
other supporting
documents
required.
E. Consultation services

CLIENT AGENCY FEES PRO- PERSON

STEPS ACTION TO BE CESSING RES-
PAID TIME PONSIBLE
Request for an Staff receives the None 1 day Staff
appointment request and
through the contacts the
Staff concerned faculty
Faculty gives Faculty
consent
Staff informs Staff
student Student
TOTAL None 1 day
470 | P a g e
F. Request for Authentication of Documents / Certificates

REQUIREMENTS
Letter for authentication Personal
TIME PONSIBLE
Submit the letter Staff accepts, None 2 days Staff
for reviews, and
authentication countersigns
the letter
College College
Secretary/Dea Secretary
n signs Dean
TOTAL None 2 days
G. Suggestions from Students

REQUIREMENTS
Suggestion Form Office
PAID TIME PONSIBLE
Fill up Staff None 1 day Staff
suggestion form acknowledges College
(2 copies) receipt of the Secretary
form and gives
one copy to
the student
and one copy
to the College
Secretary
College 2 days College
Secretary / Secretary
Dean Dean
responds to
the
suggestion.
471 | P a g e
Staff replies to
the student (if
a reply is
required)
TOTAL None 3 days
H. Application to MBA Program
Office or Division School of Management (MBA)

Who may avail Anyone who has a bachelor’s degree and
two years of work experience
REQUIREMENTS
List of requirements http://som.upcebu.edu.ph/master-of-
Application Forms business-administration/mba-
admission-guidelines/
http://som.upcebu.edu.ph/master-of-
business-administration/mba-applicant-
notice/
PAID TIME PONSIBLE
Submit a staff evaluates None 1 day MBA Staff
Transcript of the TOR
Records (TOR)
for evaluation
through email
If the applicant 2 days MBA Staff
is qualified to
take the
admissions
test, SoM
sends an
email letter
with the list of
requirements.
If the applicant
is not qualified
to take the
admissions
test, SoM
sends an
email letter to
the applicant
to apply next
time with the
472 | P a g e
necessary
initial
requirements.
Submit all MPAT Staff receives MBA Staff
requirements the follow:
Application
Form
Recommendati
on Form (2
referees)
Certificate of
Employment /
Business
Permit
2x2 ID Picture
with White
background
Pay the MPAT The cashier 700.00 Cashier
Fee accepts
payment and
issues OR
TOTAL 700.00
I. Taking the MBA Program Admissions Test (MPAT) and Results

Who may avail Who has paid the MPAT Fee
REQUIREMENTS
MPAT Form SoM Office
PAID TIME PONSIBLE
Pick up the The staff MBA Staff
MPAT Admission makes the
Form a week form available
before the exam for MPAT
at SoM office takers
On the day of the Staff at the MPAT takers
MPAT exam, registration MBA Staff
come in 30 table
minutes before
the start of the
admissions test
Written exam 1 day
in the morning,
followed by a
473 | P a g e
panel interview
in the
afternoon
After two 14 days Program
weeks, the Coordinator
MBA Program MPAT
Coordinator checkers
sends out a Dean
notification
letter to all
MPAT takers.
Staff sends out MBA Staff
a notification to
the MPAT
takers to pick-
up the MPAT
results.
Pick up the letter MPAT taker
(whether
accepted or not)
TOTAL None 15 days
J. Application to MBA Bridge Course Program

Who may avail Who pass the MBA Program Admission
Test
REQUIREMENTS
Acceptance Letter School of Management Office
PAID TIME PONSIBLE
Present the Staff fills out None 10 minutes MBA Staff
acceptance letter the payment
(the basis for the slip with the
bridge course amount
application) required
(depends on
the number of
courses to be
taken)
and gives it to
the enrollee.
Pay all required Cashier 11,000.0 5 mins Cashier
courses receives 0 (max)
payment and
474 | P a g e
signs the
payment slip,
and issues an
OR
Return the The staff MBA Staff
payment slip to receives the
the SoM staff payment slip.
with the
signature of the
cash office.
TOTAL 11,000.0 1 day
0
K. Registration to the MBA Program; New Enrollee

Who may avail Qualified MBA Students
REQUIREMENTS
Temporary Form5A http://som.upcebu.edu.ph/master-of-
Form5 business-administration/mba-
https://sais.up.edu.ph/psp/ps/?cmd=logi
n&languageCd=ENG&
PAID TIME PONSIBLE
Submit all College None 10 mins College
requirements for Secretary Staff Secretary
enrollment receives all Staff (OCS)
enrollment
requirements
and provides
Admission
Program Slip
OCS registers 10 mins OCS
the student in
SAIS
OCS 2 mins OCS
calculates
tuition in SAIS
OCS prints 5 mins OCS
temporary
form5Afor the
student’s class
schedule
475 | P a g e
Go to the MBA Program 10 mins Program
Program Coordinator Coordinator
Coordinator for double checks
tagging of class and tags the
schedules class
schedules of
the student in
SAIS
MBA 2 mins Program
Programcoordi Coordinator
nator signs the
temporary
form5A
Go back to MBA Staff jots down 5 mins MBA Staff
office the amount
payable on the
temporary
form5A
Pay tuition at the The tuition fee 11,100.0
Cashier for six units 0
Miscellaneous 1,201.50
Cash Office 5 mins Cashier
receives
payment and
print eOR/
Form5
Go back to the OCS checks 5 mins OCS
MBA office the eORfor
student and
Adviser's
Signature
OCS stamps 5 mins OCS
the eOR with
"Registered."
TOTAL 12,301.5 1 day
0
L. Registration to the MBA Program; Continuing Students

Who may avail Continuing Students
REQUIREMENTS
Temporary Form5A http://som.upcebu.edu.ph/master-of-
Form5 business-administration/mba-
476 | P a g e
https://sais.up.edu.ph/psp/ps/?cmd=logi
n&languageCd=ENG&
PAID TIME PONSIBLE
Pre-enlist MBA Staff 1 day MBA Staff
classes in SAIS checks SAIS of
a week before the pre-
the enrollment enlisted
students
MBA Staff MBA Staff
prints
temporary
form5A
Program 5 mins MBA Staff
Coordinator MBA
pre-tags class Program
schedules of Coordinator
regular
students
before the
enrollment and
signs the
temporary
form5A
For irregular MBA Program 10 mins Program
students: Coordinator Coordinator
Go to MBA advises the
Coordinator student and
tags the
classes of the
student in
SAIS
MBA Program 2 mins Program
coordinator Coordinator
signs the
temporary
form5A
For all students: Staff jots down 5 mins MBA Staff
Go to the MBA the amount
Staff payable on the
temporary
form5A
Tuition fee for 11,100.0
6 units; 0
4 units –
7,400.00;
2 units –
3,700.00
Miscellaneous 941.50
477 | P a g e
Pay tuition at the Cash Office 5 mins Cashier
Cash Office receives
payment and
prints eOR/
Form5
Geo back to OCS will check 5 mins OCS
MBA Staff the eORof
student and for
Adviser's
Signature
OCS will 5 mins OCS
stamp the eOR
with
"Registered."
TOTAL 12,041.5 37 mins
0
M. Application to MBA Comprehensive Exam

Who may avail Those with GWA of 2.0000 or better
REQUIREMENTS
Application form for Office of the College Secretary
Comprehensive Exam School of Management Office
Certificate of GWA https://sais.up.edu.ph/psp/ps/?cmd=logi
Temporary Form5A n&languageCd=ENG&
PAID TIME PONSIBLE
Request for OCS prints 50 3 days OCS
GWA certificate of
GWA
Submit an Staff receives 10 mins MBA Staff
application for the application
comprehensive form with
Exam attached
Certificate of
GWA
Staff fillsout 5 mins MBA Staff
the payment
slip with the
amount
required,
depends on
the number of
courses
478 | P a g e
Pay for the Pay at the 200.00 Cashier
comprehensive cashier
Exam
Before the Comprehensive Exam
Provide two USB Staff receives 1 day MBA Staff
two weeks the USBs and
before the exam creates codes
date for assigning
the USBs on
the exam date
Block Staff receives 1 day MBA Staff
Representative the letter Program
need to write a request and Coordinator
letter requesting have the Dean
for the use of Program ICT
computer Coordinator
laboratory and and Dean
technical endorse the
assistance. request letter.
Staff then
Attachment: Fill forwards it to
out the OVCA the concerned
Events form to offices.
reserve the
computer
laboratory
Pay the required Cashier 5,850.00 Cashier
amount receives
payment
- 450.00 per
hour; 6 hours
on the first
day and 7
hours for the
second day
Pay for the Technical staff Technical
honorarium of receives an Staff
the technical honorarium
staff
Block letter request Block
Representative to VECO Representati
need to request ve
VECO for no
power
interruption on
the exam date
TOTAL
479 | P a g e
N. Taking the MBA Comprehensive Exam and Results

Who may avail Those who have applied for the
Comprehensive Exam
REQUIREMENTS

PAID TIME PONSIBLE
Come in 30 Examiner Examiner
minutes before starts
the start of the registration 30
Comprehensive minutes before
Examination the exam
Examiner Examiner
assigns code
numbers to
examinees
randomly by
means of draw
lots.
An IT staff is ICT
present at all
times for any
technical
service.
Results of the Comprehensive Examination (after two weeks)
Staff sends out 5 mins MBA Staff
a notification to
the student
takers to pick-
up the MBA
Comprehensiv
e Exam
results.
Get the letter To those who MBA Staff
from the MBA did not pass,
Staff Staff informs
the students
who will retake
the exam the
schedule of the
retake
480 | P a g e
SERVICES TO LECTURERS
O. Renewal of Appointment of Lecturers

Management)
Who may avail Lecturer
Letter request, Justification of the School of Management
Renewal Appointment,Basic Human Resource Department Office
Paper, Student Evaluation for
Teaching result, and Tentative
Faculty Loading
ACTION/FORMS TO BE CESSING RES-
PAID TIME PONSIBLE
Coordinator None 1 day Program
prepares the Coordinator &
faculty loading for Dean
the entire year or
for the remaining
semester,
approved by the
Dean
• Coordinator/Dean None 2 days Program
writes a letter Coordinator &
addressed to the Dean
Chancellor
through channels
to request the
renewal of the
faculty with
attachments
endorsed by the
CAPC. Attached
are the
justification of the
renewal/appointm
ent, basic papers,
student
evaluation for
teaching results,
and the tentative
faculty Loading
1. Staff forwards None 5-10 Staff
request and other minutes HRDO
attachments to AcPFC
the HRDO for VCAA
481 | P a g e
AcPFC review Chancellor
and endorsement
and approval of
the Chancellor.
HRDO issues the 1 day HRDO
Notice of
Appointment
(NOA) & informs
the college and
Staff picks up the
NOA
Staff informs None 1-2 College Staff
lecturer/s of the minutes
NOA
Lecturer picks up The staff None 1 minute
the NOA releases the
NOA.
P. Preparation of Lecturer’s monthly salary
Office or Division School of Management (Bachelor of

Science in Management)
Who may avail Lecturer
DTR School of Management

ACTION/FORMS TO CESSING RES-
BE TIME PONSIBLE
PAID
Submits his/her The staff None 3 days College Staff
signed DTR to the prepares Budget
college staff Disbursement Office,
Voucher (DV), Accounting,
Obligation Cashier
Request & Status
(OBR), and
submit them to
the budget (with
notice of
appointment on
the first month).
Documents must
have a DTS
sticker &
Disbursement
Voucher number.
482 | P a g e
Processing and 3 days Signatories
signing of checks
When the check none 1-2 College
is available, minutes Staff, Cash
college staff Office Staff
informs the
lecturer to pick-up
the check
Picks up the Lecturer
check at the Cashier
Cashier’s Office
SERVICES TO FACULTY
Q. Request for Official Travel Order

REQUIREMENTS
Letter addressed to the Personal
Chancellor up.edu.ph account
Itinerary,Line Item Budget
UIS
PAID TIME PONSIBLE
Submit a request Letter to be 3 days College Staff
letter addressed endorsed by CAPC
to the CAPC, Dean, Dean
Chancellor, then VCAA for VCAA
through endorsement Chancellor
channels, of the request.
detailing why, then
when, and Chancellor
where. Include
flight details if
outside Cebu,
line-item budget
if the travel
requires
funding.
Access and fill UIS through Dean
up UIS: Request channels Chancellor
for a travel order. approval
Once Chancellor
Chancellor Office of the
approves, the Chancellor
483 | P a g e
Office of
theChancellor
makes and
releases the
travel order.
IF FUNDING The staff 1 day College Staff
WAS prepares and
REQUESTED: prints the
Itinerary of
travel,
Obligation
Request &
Status
&Disbursemen
t voucher with
attached
supporting
documents
(printed travel
order)
Staff encodes Staff
in the UIS
portal the DV
entry to secure
the DV
number. Staff
also scans the
approved
pertinent
documents &
attached them
to the UIS DV
entry.
Staff submits Budget
documents Dean
(Itinerary of Cashier
travel, VCA/Chancel
Obligation lor
Request &
Status &
Disbursement
Voucher) for
budget
clearance &
signatures.
Once check, if Cashier
available, staff College Staff
informs the
faculty.
484 | P a g e
Picks up the Cashier
check when Faculty
ready
TOTAL None 7 days
R. Processing of Cash Advance (CA) /Reimbursement/Liquidation

REQUIREMENTS
Travel Order Applicant
Approved letter of funding
Itinerary of the travel, Airline
ticket, boarding passes,
Certificate of Appearance,
and other documentary
requirements
DV, OBR
PAID TIME PONSIBLE
FOR CA The staff None 7 days Applicant
Submit the travel prepares DV Dean
order, the and OBR. Cashier
itinerary of travel, VCA
airline tickets, Dean signs Chancellor
and other
documentary Staff enters
requirements. request in UIS
Staff submits the
FOR signed DV
Reimbursement/ Budget,
Liquidation Accounting, and
Submit travel then OVCA
order, the
itinerary of travel, If all papers
airline ticket, complete,
boarding pass, Cashier
certificate of prepares and
appearance, releases the
photos, and signed check
other
documentary
requirements
TOTAL None 7 days
485 | P a g e
S. Application for Local Travel Order (not official)

REQUIREMENTS
UIS up.edu.ph UIS account
TIME PONSIBLE
Fill up UIS Through None 2 days Dean
Channels VCAA
Chancellor
Print approved
UIS
TOTAL None 2 days
T. Application for Research Load Credit

REQUIREMENTS
Letter personal
Research Proposal
TIME PONSIBLE
Letter addressed CAPC reviews None 3 days CAPC
to the & recommends Dean
Chancellor, (or not) and
through Dean’s
channels, three endorsement.
months prior to
the affected
semester.
Submits the
certification of
funding (if
applicable)
Staff forwards None 1 day CVSC
to CVSC for
endorsement.
486 | P a g e
If three units Dean
only, Dean
approves (or HRDO
not). AcPFC
if more than Chancellor
three units, the
request goes to
the HRDO for
AcPFC
recommendatio
n and then to
the Chancellor
for approval (or
not)
TOTAL None
U. Application for Leave

REQUIREMENTS
PAID TIME PONSIBLE
Fills up the form Staff receives None 1 day Faculty
it and forwards College Staff
it to the Dean Dean
for the
approval of the
request.
TOTAL None 1 day
V. Application for Leave Without Pay

REQUIREMENTS
Letter Request Personal
PAID TIME PONSIBLE
487 | P a g e
Submits a letter CAPC CAPC
addressed to the recommends, Dean
Chancellor, and Dean
through endorses the
channels, three request.
months before
the affected It is then
semester. Fills forwarded to
up the Leave the OVCAA.
Form
Vice- None 5 days College Staff
Chancellor for VCAA
Academic Chancellor
Affairs
recommends
for approval.
Chancellor
approves the
request.
TOTAL None 5 days
W. Application for study leave/ fellowship

REQUIREMENTS
Letter of Request Personal
Leave Form College Administrative Staff
PAID TIME PONSIBLE
Submit letter CAPC None 7 days College Staff
addressed to the endorses for CAPC
Chancellor, approval Dean
through Dean endorses
channels, one for approval
semester before Then to HRDO
the affected for AcPFC
semester and fill deliberation
up the leave
form
AcPFC / VCAA AcPFC
endorse for VCAA
approval. Chancellor
Chancellor
approves
request
488 | P a g e
The staff
informs the
faculty once
the request is
approved.
TOTAL None 7 days
X. Application for Faculty Grant

REQUIREMENTS

PAID TIME PONSIBLE
Wait for the call CVSC will CVSC
for faculty grant make the
announcement
Submit the form CAPC reviews None 20 days College Staff
with supporting documents for CAPC
documents to the endorsement. AcPFC
CAPC for Staff submits Chancellor
endorsement to HRDO for
AcPFC
deliberation.
AcPFC
reviews, ranks
for
endorsement
Chancellor
reviews and
approves the
request
TOTAL None 20 days
Y. Application for Research Grant

REQUIREMENTS
489 | P a g e
CVSC website
PAID TIME PONSIBLE
Wait for the callCVSC will CVSC
for a research make the
grant announcement
Write a letter and
attach the CVSC
research
template
Submit to the Dean endorses College Staff
Dean for the form. Dean
endorsement Staff forwards
to CVSC.
CVSC sends 20 days CVSC
the research
document out
for peer review
CVSC returns
the proposal to
faculty for
revisions
Faculty responds CVSC College Staff
to the reviewer's endorses the Dean
comments and revised CVSC
submit a revised proposal to VCAA
proposal to VCAA. VCAA OVCAA staff
CVSC endorses the Chancellor
proposal for
Chancellor's
approval.
CVSC CVSC
processes the Legal
research
contract and
returns to
faculty for
signature
Signs the OVCAA staff Faculty
contract prepares the OVCAA staff
DV, OBR, with
the signed
contract for
fund release.
TOTAL None 20 days
490 | P a g e
Z. Application for Authority to Travel Abroad

REQUIREMENTS
A request letter addressed up.edu.ph UIS account
channels
UIS: international travel
order
PAID TIME PONSIBLE
Write a letter CAPC, Dean, None 2 days CAPC
addressed to the VCAA endorse Dean
Chancellor the letter. VCAA
through Once Chancellor
channels. If approved, the Office of the
academic/admini office of the Chancellor
strative work is Chancellor
going to be issues the
affected, indicate Authority to
your plan to Travel Abroad
cover or make
up for missed
classes and
administrative
work.
Fill up UIS: Dean
international Chancellor
travel
TOTAL None 2 days
AA. Request to hire new faculty

REQUIREMENTS
Letter of Request Department/ Program
Faculty Loading for the entire Applicant
Academic Year
Basic Papers( justification for
491 | P a g e
result)
PAID TIME PONSIBLE
Program Submit to None 10 days Program
Coordinator or HRDO for Coordinator
Dean writes a AcPFC review Dean
letter of request and CAPC
endorsed by endorsement AcPFC
CAPC Submit the HRDO
addressed to the endorsed Chancellor
Chancellor request with
through supporting
channels, one documents for
semester in Chancellor's
advance (Basic approval
papers attached
to request)
TOTAL None 20 days
BB. Request authority to hire

REQUIREMENTS
Academic Loading Department/Program Office
PAID TIME PONSIBLE
Department CAPC None 20 days Program
Chair/Program endorses the Coordinator
Coordinator request and Dean
writes a letter forwards the HRDO
addressed to the letter and the AcPFC
Chancellor attachments to Chancellor
through channels HRDO for
asking for AcPFC review
authority to hire and
new faculty endorsement
(three months
before the start AcPFC
of the semester) forwards the
Attach the request to the
academic
492 | P a g e
loading for the Chancellor for
entire school approval.
year or the
remaining
semester
TOTAL None 20 days
CC. Request for UP Cebu RDG and Release of RDG Fund

A request letter addressed to the http:// cvsc.upcebu.edu.ph/
Chancellor through channels index.php/ downloadable-forms/
Application Form (UP-Cebu-
Attachments: information about
the conference, and paper to be
presented.
PAID TIME PONSIBLE
Letter of request Endorsed by None 15 days Applicant
addressed to the Dean, CVSC CVSC
Chancellor Director, VCAA. VCAA
through Approval of the Chancellor
channels Chancellor.
Fill up UP Cebu
RDG form and
attach
supporting
documents
Once approved, College Staff
the staff prepares Dean
the VCAA
Disbursement Chancellor
Voucher (DV)
and Obligation Budget
Request and Accounting
Status (OBR) Cashier
Dean endorses
the release of
payment,
OVCAA
recommends,
493 | P a g e
and Chancellor
approves
Staff inputs in
UIS.
The Cashier
prepares &
releases the
check once
signed
Picks up the Faculty
check
TOTAL None 15 days
DD. Renewal of Faculty


REQUIREMENTS
SET Department/Program Office
Justification for renewal
Annual Academic Loading
PAID TIME PONSIBLE
The program CAPC endorses None 10 Program
Coordinator the request and days Coordinator
writes a letter forwards the CAPC
addressed to the letter and the Dean
Chancellor attachments to HRDO
through HRDO for VCAA/AcPF
Channels (two AcPFC review C
months before and Chancellor
the semester endorsement.
starts).
AcPFC forwards
Program the request to
Coordinator the Chancellor 10
attaches the for approval. days
following
documents:
justification with
CAPC
endorsement,
recent SET of
494 | P a g e
faculty, faculty
loading for the
next school year
TOTAL None 20 days
EE. Request for UP System RDG Grants/International Publication Award

REQUIREMENTS
Application Form https://ovpaa.up.edu.ph/
Attachments
PAID TIME PONSIBLE
Access and Forms endorsed None 3 days Applicant
download forms by Dean, CVSC Dean
from Director, VCAA. CVSC
https://ovpaa.up. VCAA
edu.ph/
Attach
supporting
documents
Check
ovpaa.up.edu.ph
for the
submission
dates for the
RDG.
Email scanned OVPAA (through 17 days OVPAA

endorsed rdg.ovpaa@up.e Staff
application forms du.ph or Dean
and attachments ipa.ovpaa@up.e Chancellor
to du.ph ) will Cashier
rdg.ovpaa@up.e inform the
du.ph for the applicant by
RDG and email if the
ipa.ovpaa@up.e application was
du.ph for the approved.
IPA.
Once approved,
Mail to UP OVPAA will
(OVPAA) the send an email to
495 | P a g e
printed form (with the applicant for
endorsements the release of
and the grant/award.
attachments)
The staff
prepares the
Disbursement
Voucher (DV)
and Obligation
Request and
Status (OBR)
Dean endorses
the release of
payment,
OVCAA
recommends,
and Chancellor
approves
Forward the Staff inputs in Applicant
email of OVPAA UIS. College Staff
to staff to The Cashier Check
prepare for the prepares & signatories
release of the releases the Cashier
grant/award. check once
signed
TOTAL None 20 days
FF.Application for Faculty Clearance

REQUIREMENTS
Clearance Form HRDO
PAID TIME PONSIBLE
Fill up form Program None 3 days Academic
Adviser, College and
Secretary, and Administrat
Dean sign ive Heads
Administrative
Heads sign
TOTAL None 3 days
GG. Application for Tenure
496 | P a g e
REQUIREMENTS
Letter of application for Office Staff
tenure Applicant
Evaluation Form
Supporting documents
(publication, SET, etc.)
PAID TIME PONSIBLE
Submit a letter of Dean sends the None 20 days Applicant
application for letter, together CAPC
tenure to the with the tenure Tenured
Dean of the evaluation form faculty
College with and supporting Dean
supporting documents, to HRDO
documents. the CAPC for AcPFC
evaluation. Chancellor
BOR
If all papers are
complete, CAPC
endorses the
application for
evaluation by the
tenured faculty of
the college.
Dean calls a
meeting with the
tenured faculty to
evaluate the
application and
attachments.
Tenured faculty
endorses (or
does not) based
on the
application,
tenure evaluation
form, and other
supporting
documents.
Dean sends a
recommendation
497 | P a g e
of tenured
faculty, together
with all
supporting
documents, to
HRDO for AcPFC
evaluation and
endorsement.
The cover letter
shall be made
indicating the
decision of the
majority on the
tenure
application.
AcPFC reviews
the
recommendation
in (5) and acts on
the
recommendation.
AcPFC sends the

recommendation
to the Chancellor
for final action on
the application for
tenure.
Chancellor acts
on the
recommendation.
If recommended,
the application is
sent to the BOR
for approval.
TOTAL None 20 days
HH. Request for Official Time
Office or Division School fo Management

REQUIREMENTS
Letter addressed to the Applicant
Chancellor
498 | P a g e
PAID TIME PONSIBLE
Submit a letter Endorsement of None 3 days Applicant
addressed to the the Dean, VCAA, Dean
Chancellor and Chancellor VCAA
through Chancellor
channels. If
academic/admini
strative work is
going to be
affected, indicate
your plan to
cover or make up
for missed
classes and
administrative
work.
Fill up UIS for

travel order, if
applicable
TOTAL None 3 days
II. Application for Merit Promotion

REQUIREMENTS
Letter addressed to the UP Applicant
President
Promotion instrument
Supporting documents
PAID TIME PONSIBLE
Submit a letter of CAPC reviews None Applicant
application for and evaluates CAPC
promotion the application. Dean
AcPFC
Self-evaluation Submit to HRDO Chancellor
based on the for AcPFC. BOR (if cross-
promotion ranking)
instrument AcPFC reviews,
evaluates, and
recommends
499 | P a g e
Prepare two sets Chancellor’s
of supporting recommendation
documents.
BOR if cross-
If cross-ranking, ranking to
prepare a Association
justification for Professor and
cross-ranking Full Professor
TOTAL None 45 days
JJ. Request for Limited Practice of Profession

REQUIREMENTS
LPP form UIS
PAID TIME PONSIBLE
Fill LPP form in Dean endorses None 3 days - Applicant
UIS VCAA - Dean
recommends - Chancellor
Chancellor
approves (or
disapproves)
TOTAL None 3 days
500 | P a g e
SERVICES TO THE OTHER COLLEGES
KK. Course Offerings

REQUIREMENTS
Letter of request Requester
PAID TIME PONSIBLE
The program Dean of the None 7 days Program
Coordinator servicing unit Coordinator
writes a letter of receives the Dean of the
request for a request and requesting unit
course identifies the Dean of the
[endorsed by the faculty who is servicing unit
Dean] addressed available to
to the Dean of handle the
the servicing requested
unit. course.
The request Servicing unit

includes the replies in writing
proposed the approval of
schedule. the requests,
including
changes made
to the proposed
schedule.
TOTAL None 7 days
LL. Request for Faculty

REQUIREMENTS
PAID TIME PONSIBLE
501 | P a g e
Program The concerned None 3 days Program
Coordinator faculty is asked Coordinator
writes a letter of for his/her Dean of the
request for a availability. requesting unit
faculty [endorsed Dean of the
by the Dean] Servicing unit, servicing unit
addressed to the either through
Dean of the the Dean or the
concerned faculty, replies in
college. writing if the
college can
The request accommodate
includes the the request or
proposed not
schedule. If the servicing
unit or college
cannot
accommodate
the request, then
the requester
needs to look for
their own
lecturer
TOTAL None 3 days
MM. Request for Official Data/Information

REQUIREMENTS
PAID TIME PONSIBLE
Submit a letter to The Dean, after None 3 days Program
the Dean of the legal clearances, Coordinator
concerned forwards the Dean of the
department or request to the requesting unit
college about the concerned Dean of the
request for the department/unit. servicing unit
specific
data/document, Depending on
including the the nature of the
purpose of the request, the
request. concerned
department/unit
should be able
502 | P a g e
Signs the to produce the
request letter to requested
signify receipt of data/document
the within a
data/document. minimum of 3
days.
The Dean
releases the
data/document
TOTAL None 3 days
OFFICE OF THE COLLEGE SECRETARY, SCHOOL OF MANAGEMENT
INTERNAL SERVICES
A. Application for Leave of Absence (LOA)

REQUIREMENTS
Clearance, UP ID,
medical reasons
Note: LOA form is
downloadable.
TIME PONSIBLE
out the receives the Coordinator
Application for documents
Leave of and check Faculty in-
Absence (yellow the charge
form), in three completeness
(3) copies. College
2. Secure required 2. Office staff Secretary
signatures. stamps
3. Submit the duly “RECEIVED” Cash Office
signed form with date and
accompanied initials.
with an
accomplished
University Copy 1: OUR
503 | P a g e
Clearance for Copy 2: OCS
action of the Copy 3:
Dean. Student
4. If approved, pay
the fee at the
Cash Office.
5. Submit the duly
paid form,
clearance and
UP ID to the
OCS.

College Clearance, Report of Grades
from Previous Term, Updated
Checklist and UP ID

PAID TIME PONSIBLE
1. Secure and fill 1. Office staff P 3 days Program
out the Request receives the 40.00 Adviser
to Cross- Cross
Register Form, Register Dean
in two copies. Form and
Attach other VCAA
documents in documents
support of the and check Cash
request to the Office
cross-enroll. completeness
2. Request for 2. Office staff OUR
validation of forwards the
subjects to documents to OCS
cross-register the Dean for
from your signature.
Program
Adviser.
3. Submit the duly
signed form for
action of the
504 | P a g e
Dean and the
University
Registrar.
4. For cross-
registration
outside the UP
System, submit
the form for
action to the
Vice Chancellor
for Academic
Affairs (VCAA)
5. Upon approval,
pay the
registration fee
at the Cash
Office.
6. Submit one
copy of the duly
paid form to the
OCS. The other
copy is for
submission to
the host unit.
TOTAL P 3 days
40.00

REQUIREMENTS
Grades
Note: LOA form is
downloadable.
PAID TIME PONSIBLE
1. Fill out the 1. Office staff None 3 days Instructor
Substitution receives the Program
Form in three documents Adviser
(3) copies. and checks Program
2. Have it the Coordinators
endorsed by completenes Department
the s Chair
505 | P a g e
Instructor/s of 2. Office staff
the required stamps
subject/s, “RECEIVED”
program with date and
adviser, initials.
program
coordinator/d Copy 1: OUR
epartment Copy 2: OCS
chair of Copy 3: Student
required
subject, and
program
coordinator/d
epartment
chair of
subject taken.
3. Get the
approval from
the Dean.
4. Submit
approved
form to the
OCS.
TOTAL None 2 days

REQUIREMENTS
PAID TIME PONSIBLE
1. Fill out the 1. Office staff None 3 days Adviser
Application receives the Department
for Shifting of documents Chair/Progra
Program. and checks m
2. Get the Coordinator
endorsement completeness. College
from the 2. Office staff Secretary of
Program computes the current
Adviser, GWA and the college
Department total units College
Chair/Program Secretary
506 | P a g e
Coordinator, earned of the and Dean of
and College student. accepting
Secretaryof 3. OCS forwards college
your current the application
college. to the Office
3. Have your of the Dean
GWA and for action.
Total Units
Earned Copy 1: OUR
computed by Copy 2:
the OCS Staff. Accepting
4. Get the College
endorsement Copy 3: Student
of the College
Secretary and
approval of the
Dean of the
accepting
college.
5. Submit the
approved
application
form to the
OCS of the
accepting
college.
TOTAL None 5 days

Who may avail New Students
REQUIREMENTS
Temporary Form 5
PAID TIME PONSIBLE
1. Present 4. Office staff Based 2 days Program
Admission receives the on Adviser
Slip to the documents tuition College Clerk
Program and check the calculat OCS Staff
Adviser/Progr completeness e
am 5. OCS Staff
Coordinator checks if the
for enlistment Form5A is
of subjects. signed by the
507 | P a g e
2. Go to the College Clerk
College Clerk and Adviser.
for printing of 6. Staff stamps
the 3 copies of “REGISTERE
Form5A, with D” on the
signature of Form 5 with
the College date and
Clerk and initials.
Adviser. Copy 1: OUR
3. Pay fees at the Copy 2: OCS
Cashier’s Copy 3: Student
Office.
4. Submit Form
5A, Form 5
issued by
Cash Office
and Admission
Form to the
OCS for
validation.
TOTAL Tuition 3 days
calculat
e

Prerequisites Form
Updated checklist
BE TIME
PAID
1. Secure and fill 1. Office staff None 3 days Office staff
out Waiver of indicates
Prerequisites student Program
in three (3) academic Adviser
copies. status.
2. Get 2. CS reviews Program
endorsement student Coordinator/
from your performance Department
adviser, for action Chair
instructor in 3. Dean makes
prerequisite final decision College
course, Secretary
508 | P a g e
instructor in Copy 1: OUR
course to be Copy 2: OCS College Dean
enrolled in, Copy 3: Student
and
Department
Chair/Program
Coordinator
3. Get approval
from the
College
Secretary/Dea
n
4. Submit copies
to the OCS.
TOTAL None 3 days

REQUIREMENTS
Admission slip OUR
CLIENT STEPS AGENCY FEES PRO-CESSING PERSON
ACTION TO BE TIME RES-
PAID PONSIBLE
2. Submit 3. Office None 1 day Office staff
Admission staff
Slip to OCS. quick
enrolls
student
in the
SAIS
4. Gives
copy of
Form 5 to
student
TOTAL None 1 day
509 | P a g e
STUDENTS

Form 5A SAIS
TO BE CESSIN RES-
1. Enlist for 1. Office staff None for 2 days OCS
your classes receives the those
in SAIS Form 5A, Form5 qualified
during pre- for those who for Free
enlistment paid school fees, Tuition
period and and updated
print your checklist. For non-
Form 5A. 2. Office staff qualifier
2. Follow Steps checks if student s, fee
2 - 5 of the has been tagged depends
Enrollment advised. on
Flow. 3. Staff prints Form tuition
3. Proceed to 5 for those calculate
the OCS for qualified for Free
validation of Tuition
enrollment. 4. Staff tags student
Submit the as officially
Form 5A and enrolled in the
updated SAIS.
checklist. 5. Staff stamps
4. If not “Registered” on
qualified for the Form 5 and
free tuition, gives one copy to
submit the student after
Form 5 student has
issued by affixed signature.
Cash Office.
5. Affix Copy 1: Student
signature on Copy 2: OCS
the Form 5 Copy 3: OUR
stamped
“Registered”
and get one
copy.
TOTAL --- 2 days
510 | P a g e

REQUIREMENTS
OCS

PAID TIME PONSIBLE
program academic
coordinator status in last
and the CS Semester
adviser.
Copy 1: OUR
Copy 2: OCS
Copy 3: Student
TOTAL None 2 days
511 | P a g e
J. ENROLLMENT OFRETURNING STUDENTS FROM LEAVE OF
ABSENCE (LOA)


PAID TIME PONSIBLE
1. Submit letter 1. CS requests None 1 day OCS
of intent to OUR for OUR
enroll activation of
addressed to student’s
the College SAIS
Dean. account.
2. Proceed with 2. Office staff
Enrollment for advises
Continuing student
College when
Students his/her
once SAIS school ID
account has will be
been released.
activated.
TOTAL None 1 day
512 | P a g e

PAID TIME PONSIBLE
1. Submit your 1. Office staff None 1 day Program
Program checks and Adviser /
Study Plan encodes the Coordinator
and True courses set by OCS
Copy of the Program
Grades / copy Adviser /
of Official Program
Transcript of Coordinator.
Records to 2. Office
your Program validates
Adviser / enrollment.
Program
Coordinator
2. Submit your
Admission
Slip to the
OCS.
3. Proceed with
Enrollment for
Incoming
College
Students
TOTAL None 1 day
513 | P a g e

PAID TIME PONSIBLE
Program Adviser or none 1 day Program
Copy of checks
accepting can be
college's credited and
Program determines
Program be enrolled
Coordinator OCS
2. Submit your 2. OCS checks
approved and
Application encodes the
for Shifting of courses set
Course Form, by the
Program Program
Study Plan, Adviser /
and True Program
Copy of Coordinator
Grades to the
OCS
TOTAL None 1 day
514 | P a g e

active term
Rule (MRR)"
True Copy of Grades
• Medical Certificate or Office of the College Secretary
Annual Physical Exam
PAID TIME PONSIBLE
1. Write a Letter 1. Office staff P225 5 days pre- OCS
of Appeal, indicates for Admissions Program
addressed to student’s readmis Committee Adviser
the Dean of class sion Meeting Program
your College, standing on from 7 days from Coordinator
stating the the Form. AWOL. Admissions or
compelling 2. Office Committee Department
reason(s) for staffprepares Meeting Chair
your status. the College
Please also documents Secretary
indicate what for Dean
steps have deliberation Admissions
been or will by the Committee
be Admissions Cash Office
undertaken in Committee
order to which usually
ensure good holds its
academic meeting
standing or during the
515 | P a g e
continued last day of
schooling (if regular
from AWOL). enrollment.
2. Secure True 15. For
Copy of students on
Grades from Good
the Office of Academic
the College Standing as
Secretary of the end of
3. Fill out the the last
Appeal for enrolled term
Readmission and applying
Form . for
4. Prepare a Readmission
Plan of Study from AWOL,
detailing the the decision
courses to be ends at the
taken from College level.
the time of 16. Decision
readmission for appeals
until for waiver of
graduation. MRR ends at
Get the Dean’s
endorsement level.
from your 17. Office
Department staff
Chair / willadvice
Program when NOA
Coordinator. will be
5. Get issued.
endorsement 18. OCSissu
from Office of es a College
the Student Readmission
Affairs (OSA) Slip if appeal
(for for
undergraduat readmission
e students is approved.
only) 19. OCS
6. Get advises
endorsement students on
from your next steps to
College follow.
Secretary
7. Get
endorsement
/ approval
from your
College Dean
8. Wait for the
Notice of
516 | P a g e
Action of the
Admission
Committee.
9. For approved
requests from
AWOL, pay
the
readmission
fee at the
Cash Office
and get
university
clearance.
Skip this step
if not
applicable to
your case.
10. For all cases,
follow the
instructions
from the
OCS.
TOTAL P225 ---
for
readmis
sion
from
AWOL
517 | P a g e

1.1F)
2. Valid ID Card

1. Secure and fill out 1. OCS P50.00 3 days OCS
the College Request accepts per Library and
Slip (UPC Form duly page Accounting
1.1); accomplish Cash Office
2. Secure the ed request
signature of the form and
Library and OR then
Accounting Office; prepares
3. Pay the fee at the the
Cash Office; request.
4. Submit the Official 2. OCS
Receipt (OR) checks
together with the valid ID of
duly accomplished client and
request; authorizatio
5. To claim, present n letter if
your OR and one applicable.
valid ID. An
authorization letter
with proper
identification is
required if the
claimant is not the
owner.
TOTAL P50.00 3 days
518 | P a g e

REQUIREMENTS

TO BE CESSIN RES-
1. Fill out the 1. Office staff None 3 days OCS
University gives out Form Program
Clearance 2. OCS Staff
Form in 3 checks student’s Coordinator
copies. records and Library Staff
2. Secure the forwards the Accounting
clearance from Form to College Ofc
offices Secretary for Staff
indicated in the action. OSA Staff
Clearance
Form. Dean
3. College Copy 1 : OUR OCS Staff
clearance Copy 2 : OCS
ends at the Copy 3 : Student
Dean's level.
4. For college
clearance,
submitduly
accomplished
form to OCS
TOTAL None 3 days
519 | P a g e

REQUIREMENTS
e. Application Form OCS/ WEBSITE OF OUR, UP CEBU
f. Updated Checklist
signed by adviser
CLIENT STEPS AGENCY ACTION FEES PRO- PERSO

TO BE CESSING N RES-
PAID TIME PONSIB
LE
4. Secure and fill 1. OCS evaluates P300.00 Submission OCS
out the academic records of list to
Application for of student. OUR for Program
Graduation 2. OCS submits list verification Adviser
(blue form) in of candidates for is 7 days
three (3) graduation to the from the Cash
copies. OUR for deadline of Office
5. Secure the verification. submission
signature of 3. OCS submits of grades. OUR
Program verified list to the
Adviser (PA). Dean for College Candidates College
6. Pay the fee at endorsement. endorsed by Council
the Cash 4. List of endorsed University
Office. candidates is Council will Universi
4. Submit to submitted to the be notified ty
OCS the duly OUR for by email Council
accomplished endorsement by through their
form together the University UP account. Board of
with a copy of Council. Regents
your updated
program
checklist signe
d by your PA.
TOTAL P300.00
520 | P a g e

or “4”
REQUIREMENTS
Incomplete/4.0 (Form 26A
Removal of Grades (Form
13C)
NOTE: FORMS
AREDOWNLOADABLE
2. Secure and fill 3. Gives out Form P20.00 1 day OCS Staff
out the Permit Instructor signs Instructor
for Removal of Form 26A and OUR Staff
Incomplete/4.0 Form 13C. Cash Office
(Form 26A) and OCS Staff
Report for checks Form
Completion/Re 26A; CSO signs
moval of Permit.
Grades (Form 4. Upon receipt of 1 day
13C). duly paid Form
2.Secure 26A and Report
signature of for
your instructor Completion/Remo
and leave Form val of GRades
13C with your (Form 13C), OCS
instructor. staffs encodes
3.Submit Form grades.
26A to the Copy 1: OUR
Office of the Copy 2: OCS
College Copy 3: College
Secretary for Copy 4: Student
checking.
4.Secure
signature from
the University
Registrar (UR).
5. Pay the fee at
the Cash Office.
6. Submit duly
paid Form 26A
521 | P a g e
to your
instructor for
action.
7. Proceed with
the completion
or removal of
your grade with
your instructor.
TOTAL P20.00 2 d
a
y
s
Office or Division College of

Who may avail Students requesting courses taken up in
another college/university be evaluated and
validated as part of the total academic units
gained by the student in UP Cebu
REQUIREMENTS
O. Application Form (Form OCS/WEBSITE OF OUR, UP CEBU
44A)

PAID TIME PONSIBLE
1. Accomplish 8. OCS staff 5 days OCS
Validation Form gives form Faculty
in 3 copies. 9. Faculty assigned to
2. Have the checks evaluate
subjects records and records and
validated by the documents necessary
faculty. relative to the documents
3. Submit the course(s)
duly needing
accomplished validation.
form to the OCS 10. OCS
of the college signs the form.
where the
subject belongs.
TOTAL None 5 days
522 | P a g e
How feedbacks are processed • A written feedback is acknowledged
by the receiving person indicating
time and date it is received and this
is forwarded to the person it is
working days.
• A verbal feedback is acknowledged
by the receiving person by taking
note of the source (name and
contact details) and this is
working days.
How to file a complaint • A written complaint is acknowledged
by the receiving person indicating
time and date received and this is
forwarded to the Office of the Dean
for action.
• A verbal complaint is acknowledged
by taking note of the complainant’s
contact details and is forwarded to
How complaints are processed • Simple complaints are addressed by
the Office of the Dean of the
College within 3 working days.
• Complaints that need investigation
and legal action are forwarded to
the Legal Office of the University
and addressed within 7 – 10
working days.
Contact information of the College Tel. Nos. : 2328187 local 310
of Science som.upcebu@up.edu.ph
523 | P a g e
ALL COLLEGES
EXTERNAL SERVICES
A. Hiring Procedure of New Faculty (Full time and lecturer)

REQUIREMENTS
● Application Letter ● Applicant
● CV
● TOR
PAID TIME PONSIBLE
1. Applicant 1. College None 45 days - Applicant
submits receives the - Dean
application applications. - CAPC
documents to 2. CAPC - AcPFC
the Office of reviews the - Chancellor
the Dean applications
based on
hiring criteria
and
schedules
interview and
demo
teaching of
short-listed
applicants.
3. College
informs non-
shortlisted
applicants of
the result of
their
application
4. College calls
short-listed
applicants for
interview and
demo
teaching and
submission
of other
524 | P a g e
requirements
.
5. CAPC
conducts
interview,
observe
demo
teaching,
review other
requirements
, evaluate
and rate
short listed
applicants,
and submit
endorsement
to AcPFC
through
HRDO.
6. Informs the
recommende
d faculty of
the AcPFC
action and
for him/her to
submit
employment
requirements
.
7. Inform faculty
to report for
duty upon
issuance of
his/her
appointment
from the
Office of the
Chancellor
TOTAL None 45 days
525 | P a g e
B. Endorsement of Request for Use of Rooms/Facilities

Who may avail Requester
REQUIREMENTS
● Room Use Form ● CMO
PAID TIME PONSIBLE
1. Requesting 1. College staff None 1 day - Requester
party secures checks - Staff
request for availability of - Dean
room use room/facility.
form from 2. Dean
CMO and fills endorses
it up. request.
2. Requesting
party brings
form to staff
of college
where the
room/facility
requested is
located.
TOTAL None 1 day
526 | P a g e
INTERNAL SERVICES
General Services (Students)
A. Consultation services

REQUIREMENTS

PAID TIME PONSIBLE
1. Student 1. Facultyappr None 1 day - Staff
request oves - Faculty
for an appointmen
appointme t request.
nt .
TOTAL None 1 day

REQUIREMENTS
● Letter for authentication ● personal

TIME PONSIBLE
1. Student 1. Staff None 2 days - staff
submits the accepts, - College
letter for reviews, Secretar
authenticatio and y
n countersign - Dean
s the letter
2. College
Secretary/D
ean signs
TOTAL None 2 days
527 | P a g e

REQUIREMENTS
● Request form ● Campus Maintenance Office
(CMO)
TIME PONSIBLE
1. Fills up the 1. Staff None, if 1 day - staff
request form accepts and academic - Dean
and submits checks for -related - Cashier
it to the the
respective availability For non-
college/divisi of the room. academic
on. CMO Dean ,
(janitor) also approves or P50/hour
signs on the disapproves for the
request form use of
to ensure 2. Cashier one
clean up after receives aircon
the activity. payment unit
and issues
2. Pay for use an OR Pay per
of the aircon hour for
if non- cleaner/s,
academic If beyond
related working
(Cashier) hours of
the
janitor.
TOTAL 1 day
528 | P a g e

REQUIREMENTS
Suggestion Form College Staff

PAID TIME PONSIBLE
1. The student 1. Admin None 3 days - Staff
fills up Staff - Dean
suggestion acknowled
form (2 ges receipt
copies) of the form
available in and gives
respective one copy
colleges to the
student
and one
copy to the
College
Secretary
2. College
Secretary /
Dean
responds
to the
suggestion
TOTAL None 3 days
529 | P a g e
E. Suggestion from other stakeholders

REQUIREMENTS
None College Staff

PAID TIME PONSIBLE
1. Stakeholder 1. Staff None 3 days - Staff
may email acknowledg - Dean
suggestions. es the
2. Concerned receipt of
party replies email within
to the email 3 days.
through the 2. Staff
college email forwards
within 3 days. the email to
the
concerned
party.
3. Staff replies
to the email
with the
response of
the
concerned
party within
the day.
TOTAL None 3 days
530 | P a g e
F. Request for Official Travel Order

REQUIREMENTS
● Letter addressed to the ● up.edu.ph account
Chancellor
● UIS
● Official Travel Order
PAID TIME PONSIBLE
1. Faculty, staff, 1. Letter to be None 3 days 1. Requeste
and student endorsed r, office
make a by CAPC, staff
request letter Department 2. Through
addressed to Chair (if UIS -
the applicable), Requeste
Chancellor, Dean, then r,
through VCAA for Departme
channels, faculty. For nt Chair,
detailing why, Admin staff, Dean,
when and endorsed VCAA for
where. by the faculty,
2. Faculty, staff, Dean and VCA for
and student VCA. For admin
access and students, staff,
fill up the UIS endorsed OSA and
by the VCAA for
Adviser, students
Dean, OSA 3. Office of
and VCAA. the
2. Through Chancello
UIS - r
through
channels
3. Chancellor
approves
4. Office of
the
Chancellor
makes and
releases
the travel
order
TOTAL None 3 days
531 | P a g e
G. Application for Local Travel Order

REQUIREMENTS
● UIS ● up.edu.ph UIS account
TIME PONSIBLE
1. Fill up UIS 1. Through None 2 days ● Departme
2. Print Channels nt Chair (if
approved applicable
UIS )
● Dean
● VCAA
● Chancello
r
TOTAL None 2 days
H. Application for Research Load Credit

REQUIREMENTS
● Letter ● personal
● Research Proposal
TIME PONSIBLE
1. Letter 1. CAPC None 15 days if request is
addressed to reviews & only three
the recommend units:
Chancellor, s (or not), ● Departme
through Department nt Chair (if
channels, Chair’s (if applicable
three months applicable) )
prior to the and Dean’s ● CAPC
affected endorsemen ● Dean
semester t.
2. Staff if request is
2. Submits receives the more than 3
certification letter and units:
532 | P a g e
of funding (if forwards to ● CVSC
applicable) CVSC for ● VCAA
endorsemen (through
t. AcPFC)
3. if three units ● Chancello
only, Dean r
approves (or
not).
4. if more than
three units,
the
Chancellor
approves (or
not)
TOTAL None 15 days
I. Application for Leave

REQUIREMENTS

PAID TIME PONSIBLE
1. Faculty/staff 1. Department None 1 day - Staff
fills up the Chair - Departme
form recommend nt Chair
s for (if
approval (In applicable
the case of )
CS) - Dean
2. Dean
approves
the request.
TOTAL None 1 day
J. Application for Leave Without Pay

REQUIREMENTS
533 | P a g e

PAID TIME PONSIBLE
1. Faculty writes 1. Departmen None 5 days - Staff
a letter t Chair - Departme
addressed to recommen nt Chair
the ds for (if
Chancellor, approval applicable
through (In the )
channels, case of - Dean
three months CS). - VCAA
before the 2. Dean - Chancello
affected recommen r
semester. ds for
2. Faculty fills approval.
up the Leave 3. Vice
Form Chancellor
for
Academic
Affairs
recommen
ds for
approval.
4. Chancellor
approves
the
request.
TOTAL None 5 days
K. Application for study leave

REQUIREMENTS
Letter of Request, Leave Personal, College Administrative Staff
Form, Faculty Development
Plan, School acceptance

PAID TIME PONSIBLE
writes reviews &
534 | P a g e
letter recomme - Departme
addressed nds (or nt Chair
to the not), or
Chancello Departme Program
r, through nt Chair’s Coordinat
channels, (if or
one applicable - Dean
semester ) and - VCAA
before the Dean’s - Chancello
affected endorsem r
semester ent
2. Faculty 2. CAPC
fills up the submits
leave form endorsem
ent to
AcPFC
3. AcPFC
reviews &
recomme
nds action
on
request to
the
Chancello
r
4. Chancello
r reviews
and acts
on the
request
TOTAL None 20 days
L. Application for Faculty Grant

REQUIREMENTS

PAID TIME PONSIBLE
waits for reviews - CAPC
the call for documents - AcPFC
faculty for - Chancello
grant r
535 | P a g e
2. Submit endorseme
form with nt
supporting 2. AcPFC
document reviews,
s to the ranks for
CAPC for endorseme
endorsem nt
ent 3. Chancellor
reviews
and
approves
request
TOTAL None 20 days
M. Application for Research Grant

Classification HT
REQUIREMENTS

PAID TIME PONSIBLE
1. Faculty 1. Dean None 20 - College
waits for endorses Admin
the call for the form staff
research 2. CVSC - Dean
grant sends the - CVSC
2. Faculty research - VCAA
writes a document - OVCAA
letter and out for peer staff
attach the review - Chancello
CVSC 3. CVSC r
research returns
template proposal to
3. Submit to faculty for
the Dean revisions
for 4. CVSC
endorsem endorses
ent revised
4. Faculty proposal to
responds VCAA
to the 5. VCAA
reviewer’s endorses
comments proposal for
536 | P a g e
and Chancellor’
submit s approval
revised 6. CVSC
proposal processes
to CVSC the
research
contract
and returns
to faculty
for
signature
7. OVCAA
staff
prepares
the DV,
OBR with
the signed
contract for
fund
release
TOTAL None 20 days
N. Application for Authority to Travel Abroad

REQUIREMENTS
● Request letter addressed ● up.edu.ph UIS account
channels
● UIS: international travel
order
PAID TIME PONSIBLE
1. Write a letter 1. Department None 1 day - Departme
addressed to Chair (if nt Chair
the applicable), (if
Chancellor Dean, applicable
through VCAA ), Dean,
channels. If endorse the VCAA,
academic/ad letter. Office of
ministrative 2. Once the
work is going approved, 1 day Chancello
to be the office of r
affected, the
537 | P a g e
indicate your Chancellor
plan to cover issues the
or make up Authority to
for missed Travel
classes and Abroad
administrative
work.
2. Fill up UIS:
international
travel
TOTAL None 2 days
O. Request to Hire New Faculty

REQUIREMENTS
● Letter of Request, faculty ● Department/ Program
Loading for the entire ● Applicant
Academic Year,
● Basic Papers( justification for
result)
PAID TIME PONSIBLE
1. Department 1. Submit to None 10 days - - Dept.
Chair/ HRDO for Chair/
Program AcPFC Program
Coordinator review and Coordinator
or Dean endorsem or Dean
writes a letter ent - - CAPC
of request 2. Submit 10 days - - AcPFC
endorsed by endorsed - - HRDO
CAPC request - -
addressed to with Chancellor
the supporting -
Chancellor documents
through for
channels, Chancellor
one semester ’s approval
in advance
(Basic papers
attached to
request)
538 | P a g e
TOTAL None 20 days
P. Request authority to hire

REQUIREMENTS
Loading

PAID TIME PONSIBLE
1. Department 1. CAPC None 10 days - Departme
Chair/Progra endorses nt
m the request Chair/Pro
Coordinator and forward gram
writes a the letter Coordinat
letter and the or
addressed to attachment - HRDO
the s to HRDO - AcPFC
Chancellor for AcPFC - Chancello
through review and r
channels endorseme
asking for nt 10 days
authority to
hire new 2. AcPFC
faculty (three forwards
months the request
before the to the
start of the Chancellor
semester) for
2. Attach the approval.
academic
loading for
the entire
school year
or the
remaining
semester
TOTAL None 20 days
Q. Request for UP Cebu RDG and Release of RDG Fund

539 | P a g e
REQUIREMENTS
● Request letter addressed to ● http://cvsc.upcebu.edu.ph/index.p
the Chancellor through hp/downloadable-forms/
channels
● Application Form (UP-Cebu-
● Attachments: information
about the conference, and
paper to be presented.
PAID TIME PONSIBLE
1. Letter of 1. Endorsed by None 15 days - Applicant
request the - CVSC
addressed to Department - VCAA
the Chair (if - Chancellor
Chancellor applicable), - Office staff
through Dean, CVSC - Budget
channels Director, - Accounting
2. Fill up UP VCAA. - Cashier
Cebu RDG 2. Approval of
form the
supporting 3. Once
documents approved,
4. Once staff prepares
approved, the
follow up on Disbursement
the release of Voucher (DV)
RDG and
Obligation
Request and
Status (OBR)
4. Dean
endorses the
release of
payment,
OVCAA
recommends
and
Chancellor
approves
5. Staff inputs in
UIS.
6. Cashier
prepares &
releases the
540 | P a g e
check once
signed
TOTAL None 15 days
R. Renewal of Appointment of Faculty


REQUIREMENTS
Letter Request, SET

PAID TIME PONSIBLE
1. Department 1. CAPC None 10 days -Department
Chair/Progra endorses the Chair/Progra
m request and m
Coordinator forward the Coordinator
writes a letter letter and the -Dean/CAPC
addressed to attachments -HRDO
the to HRDO for -
Chancellor AcPFC VCAA/AcPF
through review and C
Channels endorsement
(two months .
before the 2. AcPFC 10 days
semester forwards the
starts) request to
2. Department the
Chair/Progra Chancellor
m for approval.
Coordinator
attaches the
following
documents:
justification
with CAPC
endorsement,
recent SET of
faculty,
faculty
loading for
the next
school year
TOTAL None 20 days
541 | P a g e
S. Request for UP System RDG Grants/International Publication Award

REQUIREMENTS
● Application Form ● https://ovpaa.up.edu.ph/
● Attachments
PAID TIME PONSIBLE
1. Access and 1. Forms need None 45 days - Applicant
download to be - CVSC
forms from endorsed by - VCAA
https://ovpaa. the - OVPAA
up.edu.ph/ Department - Staff
2. Attach Chair (if - Dean
supporting applicable), - Chancellor
documents Dean, CVSC - Cashier
3. Check Director,
ovpaa.up.edu VCAA.
.ph for the 2. OVPAA
submission (through
dates for the rdg.ovpaa@u
RDG. p.edu.ph or
4. Email ipa.ovpaa@u
scanned p.edu.ph ) will
endorsed inform
application applicant by
forms and email if
attachments application
to was
rdg.ovpaa@u approved.
p.edu.ph for 3. Once
the RDG and approved,
ipa.ovpaa@u OVPAA will
p.edu.ph for send an email
the IPA to the
5. Mail to UP applicant for
(OVPAA) the the release of
printed form the
(with grant/award.
endorsement 4. Staff prepares
s and the
attachments) Disbursement
Voucher (DV)
542 | P a g e
6. Forward the and
email of Obligation
OVPAA to Request and
staff to Status (OBR)
prepare for 5. Dean
the release of endorses the
the release of
grant/award. payment,
OVCAA
recommends
and
Chancellor
approves
6. Staff inputs in
UIS.
7. Cashier
prepares &
releases the
check once
signed
TOTAL None 45 days
T. Application for Faculty Clearance

REQUIREMENTS
● Clearance Form ● HRDO
PAID TIME PONSIBLE
1. Faculty/staff 1. Program None 3 days - Academic
clearance College Administrat
form and Secretary, ive Heads
by concerned sign
academic and 2. Administrative
administrative Heads sign
heads
TOTAL None 3 days
543 | P a g e
U. Application for Fellowship Grant

REQUIREMENTS

PAID TIME PONSIBLE
2. Fill up form 3. Program None 3 days - Academic
Adviser, and
College Administrat
Secretary, ive Heads
and Dean
sign
4. Administrative
Heads sign
TOTAL None 3 days
V. Application for Plantilla Item

REQUIREMENTS

1. Faculty waits 1. CAPC None 20 days Program
for the call for reviews Coordinators/
filling up of documents Department
items. and ranks Chairs, Dean,
2. Submits applicants CAPC,
document on 2. CAPC AcPFC,
accomplishm endorses Chancellor
ents/perfor to the
the CAPC for assignment
evaluation of plantilla
and ranking item to the
Chancellor
3. Chancellor
reviews and
544 | P a g e
acts on the
request
TOTAL None 20 days
W. Application for Tenure

REQUIREMENTS
● Letter of application for ● Office Staff
tenure ● Applicant
● Evaluation Form
(publication, SET, etc)
PAID TIME PONSIBLE
1. Submit a 1. Dean sends None 45 days - Applicant
letter of letter, together - CAPC
application with tenure - Tenured
for tenure to evaluation form faculty
the Dean of and supporting - Dean
the College documents, to - HRDO
2. Supporting the CAPC for - AcPFC
documents. evaluation. - Chancellor
2. If all papers are - BOR
complete, CAPC
endorses the
application for
evaluation by
the tenured
faculty of the
college.
3. Dean calls a
meeting with the
tenured faculty
to evaluate the
application and
attachments.
4. Tenured faculty
endorses (or
does not) based
on the
application,
tenure
evaluation form,
545 | P a g e
and other
supporting
documents.
5. Dean sends
recommendation
of tenured
faculty, together
with all
supporting
documents, to
HRDO for
AcPFC
evaluation and
endorsement.
Cover letter shall
be made
indicating the
decision of the
majority on the
tenure
application.
6. AcPFC, reviews
recommendation
in (5) and acts
on the
recommendation
.
7. AcPFC sends
recommendation
to the
Chancellor for
final action on
the application
for tenure.
8. Chancellor acts
on the
recommendation
.
9. If recommended,
the application is
sent to the BOR
for approval.
TOTAL None 45 days
546 | P a g e
X. Application for Supplies

REQUIREMENTS
- Purchase Requisition UIS
form
- Obligation Request
form
- Line Item Budget ( if
API)
- Project Procurement
Management Plan
(PPMP)
PAID TIME PONSIBLE
1. Staff makes 1. Budget Officer None 10 days - College
Purchase checks funds Admin
Requisition availability for staff
(PR)and the purchase - Dean
Obligation of requested - Budget
Request items and Officer
(OBR) to be signs OBR - VCA or
signed by the and endorses Chance
Dean this to VCA or llor
2. PR and OBR Chancellor for - Chair of
with Line Item approval BAC
Budget (LIB) 2. VCA or - SPMO
and Project Chancellor
Procurement approves
Management request
Plan (PPMP) 3. Approved PR
is submitted with attached
to Budget documents is
Office submitted to
(Bids and
Awards
Committee)
BAC office for
mode of
procurement
4. Supply and
Property
Management
Office (SPMO)
547 | P a g e
for
procurement
TOTAL None 5 days
Y. Request for Official Time

REQUIREMENTS
Chancellor
PAID TIME PONSIBLE
1. Submit a 1. Endorsement None 3 days - Applicant
letter of the Dean, - Dean
addressed to VCAA, and - VCAA
the Chancellor - Chancellor
Chancellor
through
channels, If
academic/ad
ministrative
work is going
to be
affected,
indicate your
plan to cover
or make up
for missed
classes and
administrative
work.
2. Fill up UIS for
travel order, if
applicable
TOTAL None 3 days
Z. Processing of Cash Advance (CA) /Reimbursement/Liquidation

548 | P a g e
REQUIREMENTS
● Travel Order ● Applicant
● Approved letter of funding
● Itinerary of the travel,
Airline ticket, boarding
passes, Certificate of
Appearance, and other
documentary
requirements
● DV, OBR
PAID TIME PONSIBLE
FOR CA 1. Staff prepares None 7 days - Applicant
1. Submit travel DV and OBR. - Dean
order, 2. Dean signs - Cashier
itinerary of 3. Staff enters - VCA
travel, airline request in UIS - Chancellor
tickets, and 4. Staff submits
other the signed DV
documentary Budget,
requirements. Accounting,
and then
FOR OVCA
Reimbursement/ 5. If all papers
Liquidation complete,
1. Submit travel Cashier
order, prepares and
itinerary of releases the
travel, airline signed check
ticket,
boarding
pass,
certificate of
appearance,
photos, and
other
documentary
requirements
TOTAL None 7 days
AA. Application for Merit Promotion

REQUIREMENTS
549 | P a g e
UP President
● Promotion instrument

PAID TIME PONSIBLE
1. Submit a 1. CAPC None 45 days - Applicant
2. Self- 2. Submit to - Chancellor
evaluation HRDO for - BOR (if
based on the AcPFC. cross-
promotion 3. AcPFC ranking)
instrument reviews,
3. Prepare two evaluates,
sets of and
supporting recommends
documents 4. Chancellor’s
4. If cross- recommenda
ranking, tion
prepare 5. BOR if cross-
justification ranking to
for cross- Association
ranking Professor
and Full
Professor
TOTAL None 45 days
BB. Application for Automatic Promotion

REQUIREMENTS
● Proof of completion of
MA/PhD degree
● Publications if request is
with merit
550 | P a g e
PAID TIME PONSIBLE
1. Submits a 1. CAPC None 20 days - Applicant
application evaluates - Dean
for promotion application. - AcPFC
together with 2. Submits to - Chancellor
supporting AcPFC for -
documents. evaluation.
3. AcPFC
reviews,
evaluates,
and
recommend
action to the
Chancellor.
4. Chancellor
reviews and
acts on the
recommendati
on.
TOTAL None 45 days
CC. Request for Limited Practice of Profession

REQUIREMENTS
● LPP form ● UIS
PAID TIME PONSIBLE
1. Fill LPP form 1. Dean None 3 days - Applicant
in UIS endorses - Dean
2. VCAA - Chancellor
recommends
3. Chancellor
approves (or
disapproves)
TOTAL None 3 days
551 | P a g e
SERVICES TO THE OTHER COLLEGES
DD. Course Offerings

REQUIREMENTS
● Letter of request ● Requester
TO BE CESSING RES-
PAID TIME PONSIBLE
1. Department 1. Dean of the None 7 days - Departmen
Chair (if servicing unit t Chair (if
applicable) receives the applicable)
or Program request and or Program
Coordinator identifies the Coordinato
writes a faculty who is r
letter of available to - Dean of
request for a handle the the
course requested requesting
[endorsed by course unit
the Dean] 2. Servicing unit - Dean of
addressed to replies in the
the Dean of writing the servicing
the servicing approval of the unit
unit. requests
2. The request including
includes the changes made
proposed to the
schedule. proposed
schedule.
TOTAL None 15 days
EE. Request for Faculty

REQUIREMENTS
552 | P a g e
PAID TIME PONSIBLE
1. Department 1. The None 3 days - Departmen
Chair (if concerned t Chair (if
applicable) or faculty is applicable)
Program asked for or Program
Coordinator his/her Coordinato
writes a letter availability r
of request for 2. Servicing unit, - Dean of
a faculty either through the
[endorsed by the Dean or requesting
addressed to replies in - Dean of
the Dean of writing if the the
the college can servicing
concerned accommodate unit
college. request or not
2. The request 3. If the
includes the servicing unit
proposed or college
schedule. cannot
accommodate
the request,
then the
requester
needs to look
for their own
lecturer
TOTAL None 3 days
553 | P a g e
FF.Request for Official Data/Information

REQUIREMENTS
PAID TIME PONSIBLE
1. Submit a 1. The Dean, None 3 days - Departmen
letter to the after legal t Chair (if
Dean of the clearances applicable)
concerned , forwards or Program
department or the request Coordinato
college about to the r
the request concerned - Dean of
for the departmen the
specific t/unit. requesting
data/docume 2. Depending unit
nt including on the - Dean of
the purpose nature of the
of the the servicing
request. request, unit
2. Signs the the
request letter concerned
to signify departmen
receipt of the t/unit
data/docume should be
nt. able to
produce
the
requested
data/docu
ment
within a
minimum
of 3 days.
3. The Dean
releases
the
data/docu
ment
TOTAL None 3 days
554 | P a g e
VII. List of Offices
Office Address Contact Information

Office of the Ground Floor,
Chancellor Administration Building, 032 2313086/ 032
UP Cebu, Gorordo 2328187 local 103
Avenue, Lahug, Cebu City
Legal Office Room 202, 2/F 032 2328187 local 125
Administration Building,
UP Cebu, Gorordo
Public Information 3/F - FLIP Learning 032 2328187 local 313
Office Facility, TIC, Building, UP
Cebu, Gorordo Avenue,
Lahug, Cebu City
Budget Office Ground Floor, 032 2328187 local 122
UP Cebu, Gorordo
Ugnayan Ng Room 152 G/F, AS 032 2328187 local 212
Pahinugod/Oblation Building, UP Cebu,
Corp Gorordo Avenue, Lahug,
Cebu City
Office of the Vice Room 105 G/F 032 2328187 local 124
Chancellor for Administration Building,
Academic Affairs UP Cebu, Gorordo
Office of the Ground Floor, 032 2328187 local 120
University Registrar Administration Building,
UP Cebu, Gorordo
Office of Student Room 204, 2/F, 032 2328187 local 115
Affairs Administration Building,
UP Cebu, Gorordo
University Library Ground Floor, Library 032 2328187 local 117
Building, UP Cebu,
Gorordo Avenue, Lahug,
Cebu City
Central Visayas Room 138 G/F, AS 032 2328187 local 209
Studies Center Building, UP Cebu,
Gorodo Avenue, Lahug,
Cebu City
Office of Continuing Room 152 G/F, AS 032 2328187 local 212
Education and Building, UP Cebu,
Padayaon
555 | P a g e
Cebu City
Gender and Room 521 2/F, AS 032 2328187 local 211
Development Building, Room 152 G/F,
AS Building, UP Cebu,
Cebu City
Teacher’s Learning Ground Floor, 032 2328187 local 110
Resource Center Undergraduate Building,
Room 152 G/F, AS
Building, UP Cebu,
Cebu City
Office of the Vice Room 105 G/F 032 2328187 local 123
Chancellor for Administration Building,
Administration UP Cebu, Gorordo
Accounting Office Room 106 G/F 032 2328187 local 104
UP Cebu, Gorordo
Cash Office Room 103 G/F 032 2328187 local 101
UP Cebu, Gorordo
Campus 2/F, TIC Building, UP 032 2328187 local 306
Maintenance Office Cebu, Gorordo Avenue,
Lahug, Cebu City
Health Services Ground Floor, TIC 032 2328187 local 305
Unit Building, UP Cebu,
Cebu City
Human Resource Room 205 2/F 032 2328187 local 119
Development Office Administration Building,
UP Cebu, Gorordo
Information Room 242 2/F, Right 032 2328187 local 202
Technology Center Wing, AS Building, UP
Lahug, Cebu City
Office of the Room 206 2/F 032 2328187 local 127
Campus Architect Administration Building,
UP Cebu, Gorordo
Supply and Room 107 G/F 032 2328187 local 121
Property Administration Building,
UP Cebu, Gorordo
College of 2/F Undergraduate 032 2328187 local 112
Communication, Building, UP Cebu,
556 | P a g e
Art, and Design Gorordo Avenue, Lahug,
(CCAD) Cebu City
Office of the 2/F Undergraduate 032 2328187 local 112
College Secretary, Building, UP Cebu,
CCAD Gorordo Avenue, Lahug,
Cebu City
College of Science G/F Undergraduate 032 2328187 local 310
(CS) Building, UP Cebu,
Cebu City
Office of the G/F Undergraduate 032 2328187 local 310
College Secretary, Building, UP Cebu,
CS Gorordo Avenue, Lahug,
Cebu City
College of Social Room 144 G/F Right 032 2328187 local 203
Sciences (CS) Wing, AS Building, UP
Lahug, Cebu City
Office of the Room 135 G/F Right 032 2328187 local 210
College Secretary, Wing, AS Building, UP
CSS Cebu, Gorordo Avenue,
Lahug, Cebu City
School of Room 128, School of 032 2328187 local 304
Management (SoM) Management Building, UP
Lahug, Cebu City
Office of the Room 128, School of 032 2328187 local 304
College Secretary, Management Building, UP
SoM Cebu, Gorordo Avenue,
Lahug, Cebu City
557 | P a g e

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UNIVERSITY OF THE PHILIPPINES CEBU

As the national university, a public and secular institution of higher learning,

A lead university in pioneering research, creative design, ICT-driven

IV. Service Pledge

1. Prompt and expeditious service

3. Just and fair

Office of the Chancellor

Public Information Office

Ugnayan Ng Pahinungod Office

Office of the Vice Chancellor for Academic Affairs

Office of the University Registrar

Office of Student Affairs

Gender and Development

Teaching and Learning Resource Center

Campus Maintenance Office

Health Services Unit

Human Resource Development Office

Information Technology Center

Safety and Security Unit

Supply and Property Management Office

A. Provision of Abstract of Bids/Quotation 315

College of Communication, Art, and Design (CCAD)

College of Science (CS)

College of Social Sciences (High School Program)

Office of the College Secretary, CSS

Office of the College Secretary, SoM

Summary of Services of all Colleges

A. Request for collaboration/coordination/representations with other

Office or Division: Office of the Chancellor

Office or Division: Office of the Chancellor

Classification: Highly Technical

A. Endorsement to UPS for fellowships, faculty/staff development,

Office or Division: Office of the Chancellor

Office or Division: Office of the Chancellor

Office or Division: Office of the Chancellor

D. Student’s request for approval of student loan (SLB at 90-99%)

Office or Division: Office of the Chancellor

E. Student’s request for funding

Office or Division: Office of the Chancellor

Office or Division: Office of the Chancellor

H. Approval of request for funding (administrative and academic events)

Office or Division: Office of the Chancellor

Office or Division: Office of the Chancellor

Type of Transaction: G2C - Government to Citizen

J. Approval of API Realignment of Budget

Office or Division: Office of the Chancellor

Office or Division: Office of the Chancellor

Office or Division: Office of the Chancellor

Office or Division: Office of the Chancellor

R. Approval of Request for Application for Leave (more than 10 days

Office or Division: Office of the Chancellor

Classification: Complex to Highly Technical

Office or Division: Office of the Chancellor

1. Accounting 1. Receives the

Office or Division: Office of the Chancellor

X. Approval for Official Travel Abroad

Office or Division: Office of the Chancellor

Y. Approval for Authority to Travel Abroad (Personal)

A. Facilitating the Notarization of UP Cebu documents

Office or Division Legal Office

Office or Division Legal Office

CLIENT STEPS AGENCY FEES PRO- PERSON

A. Issuance of pro-forma affidavits (e.g. Affidavit of Loss)