UPManila Citizen` Charter - University of the Philippines Manila

Transcription

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Frontline Services
A. Central Administration
A.1 Accounting Office
A.2 Cash Office
A.3 Human Resource Development Office
A.4 Information Management Service Office
A.5 Office of Student Affairs
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C.4 College of Medicine
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C.5 College of Nursing
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C.6 College of Pharmacy
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C.7 College of Public Health
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C.8 National Teacher Training Center for the Health Professions
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A.6 Office of the University Registrar
A.7 Property and Supply Office
B. University Library
C. Colleges/Units (Office of the College Secretary)
C.1 College of Arts and Sciences
C.2 College of Allied Medical Professions
C.3 College of Dentistry
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Mission and Goal
Performance Pledge
Feedback and Redress Mechanism
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TABLE OF CONTENTS
Mission and Goal
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The University of the Philippines Manila shall constantly
strive to become an Outstanding and relevant institution of
higher learning. Thus, it shall provide the highest quality of
advance instruction, professional training, basic and
applied research, and community service, and thereby
produce outstanding scholars, practitioners, and leaders in
the fields of health, the natural sciences, the social
sciences, and the humanities.
Performance Pledge
To our valued clients:
We, the officials and employees of UP Manila, hereby commit:
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 To deliver prompt and efficient service;
 To treat you with the highest degree of respect and courtesy;
 To give you fair and equal treatment regardless of your social
status; and
 To welcome your comments/suggestions for the improvement of
our service delivery.
Feedback and Redress Mechanism
Please help us to serve you better by taking time to…
 Accomplish our Feedback Form in our respective offices.
 E-mail us at [email protected].
 Talk to our Officer of the Day at the Public Assistance and Complaints Desk.
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Your comments and suggestions are important to us!
Frontline Services
CENTRAL ADMINISTRATION
Accounting Office
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Processing of Voucher for Payment of First Salary
Issuance of Certifications
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PROCESSING OF VOUCHER FOR PAYMENT OF FIRST SALARY
Step
1
Applicant
Service Provider
In behalf of the applicant, HRDO
submits appointment with complete
Requirements
Receives documents
Verifies completeness
Duration of Activity (Under
Normal Circumstances)
5 minutes
Person in Charge
20 minutes
2
-Computes salary
-Prepares Voucher
3
5 minutes
Performs pre-audit
Prepares Obligation
10 minutes
Request
Signs Obligation Request
1 minute
Provides Budget Clearance
10 minutes
Journalizes entries
5 minutes
Signs Voucher
1 minute
Prepares check
15 minutes
Signs check
2 minutes
Co-signs check
2 minutes
Releases check
5 minutes
END OF TRANSACTION
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Receives check (payment)
Fees
Form
Receiving Clerk
-
-
Accounting Staff
-
-
-
-
-
-
-
-
Accounting Staff
Staff from the unit where
the applicant is assigned
Dean/Director/Head
Budget Officer
Accounting Staff
VC for Admin.
Cashier
VC for Admin.
Budget Officer
Cashier
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Duration:
How to Avail of the Service:
Monday - Friday (8:00 a.m. to 5:00 p.m.)
UPM Employees (Newly Appointed)
 Copy of Appointment
 BIR Form
 Report for Duty
 DTR/COS
 Oath of Office
 Approved Application for Leave (if applicable)
 Assets & Liabilities
1 Hour & 21 Minutes
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Schedule of Availability of Service:
Who May Avail of the Service:
What are the Requirements:
ISSUANCE OF CERTIFICATION (Purpose: GSIS/PAG-IBIG/PHILHEALTH, ETC.)
1
Applicant
Service Provider
Requests for certification
Verifies purpose
Advises applicant re: release of document
-Checks Accounting data
-Types certificate
-Prints and initials
-Reviews and signs certificate
Releases document to the applicant
2
3
4
Returns to the Accounting
Office and claim the
requested document
Duration of Activity
(Under Normal
Circumstances)
1 minute
Person in Charge
Fees
Form
Accounting Office Staff
-
-
10 minutes
-
-
2 minutes
1 minute
Chief Accountant
-
-
END OF TRANSACTION
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Step
UPM Employees
None
14 Minutes
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What are the requirements:
Duration:
Frontline Services
Cash Office
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 Collection of tuition, newborn screening fees, etc.
 Payroll servicing
 Check Releasing
COLLECTION OF TUITION FEE
A. Purpose: ENROLLMENT - Payment thru Cashier
Duration:
UPM Students
Assessed Form 5
5-10 minutes (per transaction)
Student
Service Provider
( under normal
circumstance)
Person in Charge
Form
- Proceed to the designated
Collecting Cashier with assessed
Form 5 duly initialed by the college
assessor and signed by the
respective adviser;
- Verify Form 5;
5 minutes
Cashier assigned
at the window
Form 5
- Receives payment;
- Issues Official Receipt;
- Stamps with "Registered" all
sets of Form 5.
- Pays;
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- Keeps Official Receipt & student's
copy of Form 5 for future reference.
COLLECTION OF TUITION FEE
B. Purpose: ENROLLMENT - Payment thru ON-LINE Banking
Duration:
UPM Students
Assessed Form 5
5-10 minutes (per transaction)
Student
Service Provider
- Right after transacting with the
authorized bank, provide the Office
of the University Registrar (OUR)
2 copies of duly validated deposit
slip together with the complete set
of Form 5 for stamping
"ENROLLED" and for record
purposes;
- Furnish Accounting Office a
copy of Abstract of Collection
as needed.
(under normal
circumstance)
within the day upon
receipt of the abstract
of collection from
bank
Person in Charge
Form
Cashier's Staff
-
- Keeps a copy of Deposit Slip &
student's copy of Form 5.
N.B.
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Students who are UP employee/availed of SLB program/scholarships/employee dependent are advised to pay thru the Cashier (1.1A)
Frontline Services
Human Resource Development Office
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Issuance of Service Records (For Active Employees)
Issuance of Service Records (For Separated Employees)
Issuance of Certificate of Employment (Purpose: GSIS/PAG_IBIG/Provident)
Issuance of Certificate of Employment (Purpose: For Reference and/or Private Loans)
Request for Special Detail and issuance of Travel Authority (Foreign Trips)
Application for Leave
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ISSUANCE OF SERVICE RECORDS (SR) for Active Employees
1
Applicant
Registers in the HRDO
Logbook for Service Records
2
3
4
Returns to HRDO as per
schedule and claim the
requested document
Service Provider
Informs the applicant re: schedule
of release of document
-Updates SR
(Under Normal
Circumstances)
1 minute
10 minutes
Person in Charge
Fees
Form
HRMO
-
-
HRMO
-
-
-Signs SR
1 minute
HRDO Director
-
-
Releases document to the
applicant
1 minute
HRMO
-
-
END OF TRANSACTION
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Step
Monday to Friday (8:00 a.m. to 5:00 p.m.)
Active Employees
none
13 Minutes
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What Are the Requirements:
Duration:
ISSUANCE OF SERVICE RECORDS (SR) for Separated Employees
1
2
Applicant
Service Provider
Registers in the HRDO
Logbook for Service
Records
Pays to the Cashier
Advices the applicant re:
-Payment of fee/s
-Date of release of document
Receives payment and issues
Official Receipt
-Checks SR from the files
-Prints and signs
Sings SR
-Verifies Official Receipt
-Releases document to the
Applicant
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4
5
Returns to HRDO as per
schedule
-Presents Official Receipt
-Claims document
(Under Normal
Circumstances)
1 minute
Person in Charge Fees
Form
HRMO
-
-
5 minutes
Cashier
P10.00/document
-
10 minutes
HRMO
-
-
HRDO Director
HRMO
-
-
1 minute
1 minute
END OF TRANSACTION
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Step
Separated Employees (resigned/retired/etc)
Approved University Clearance
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What is the Requirement:
Duration: 19 Minutes
ISSUANCE OF CERTIFICATE OF EMPLOYMENT (Purpose: GSIS/PAG-IBIG/Provident)
1
Applicant
Service Provider
Registers in the HRDO Logbook for
Certifications
Advices the applicant re: release of
document
-Checks personnel data
-Types certificate
-Signs certificate
Releases document to the
applicant
END OF TRANSACTION
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3
4
Returns to HRDO and claim the
requested document
(Under Normal
Circumstances)
1 minute
10 minutes
1 minute
1 minute
Person in Charge
Fees
Form
HRMO
-
-
HRMO
-
-
HRDO Director
HRMO
-
-
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Step
Active Employees
None
14 Minutes
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What are the requirements :
Duration:
ISSUANCE OF CERTIFICATE OF EMPLOYMENT (Purpose: For Reference and/or Private Loans)
Applicant
Service Provider
1
Registers in the HRDO Logbook
for Certifications
2
Pays to the Cashier
Advices the applicant re:
-Payment of fee/s
-Schedule of release of
document
Receives payment and issue s
5 minutes
Official Receipt
-Checks personnel data
10 minutes
-Types certificate
-Signs certificate
1 minute
-Verifies Official Receipt
1 minute
-Releases document to the
Applicant
END OF TRANSACTION
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4
5
Returns to HRDO
-Present Official Document
-Claim the requested document
(Under Normal
Circumstances)
1 minute
Person in Charge
Fees
Form
HRMO
-
-
Cashier
P10.00/document
-
HRMO
-
-
HRDO Director
HRMO
-
-
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Step
Active and/or Separated Employees (resigned/retired/etc.)
None
18 Minutes
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Duration:
APPLICATION FOR LEAVE
1
-University Clearance
20 Minutes
Applicant
Service Provider
Submits the application
with complete
requirement/s (if
applicable) to the HRDO
-Receives application and
requirements (if applicable).
2 minutes
-Checks completeness
-Advice applicant re:
Schedule of release
-Reviews applicable policies
10 minutes
-Checks available leave credits
-Acts on the application
Signs/Certifies available
1 minute
leave credits
Signs/approves Application for
2 minute
Leave
-Certifies Xerox copy of
5 minutes
approved application
-Releases certified true copy
to the applicant
END OF TRANSACTION
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3
4
5
-Medical Certificate
-Medical Certificate
Returns to HRDO and
claim the approved
application
(Under Normal
Circumstances)
Person in Charge
Fees
Form
HRMO
-
HRMO
-
Form 6
If applicable:
-Med. Certif.
-Univ.
Clearance
-
HRDO Director
-
-
VC for Academic
Affairs/Administration
HRMO
-
-
-
-
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Step
Central Administration Employees
Application for Leave (Form 6) duly accomplished and endorsed by the office head
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Additional Requirements if Applicable:
Sick Leave of more than 5 days
Maternity Leave
Vacation Leave of 30 calendar
days or moreDuration:
REQUEST FOR SPECIAL DETAIL AND ISSUANCE OF TRAVEL AUTHORITY (Foreign trips)
Active Employees
Request Form duly accomplished and endorsed by the unit head
Letter of Invitation
-University Clearance
-Service Contract
-Surety Agreement
20 Minutes
1
Submits the request with
complete requirements to
the HRDO
2
3
4
5
6
Submits to the Office of the
VC for Academic
Affairs/Administration
Submits to the Office of the
Chancellor
Returns to HRDO and claim
the requested documents
-Receives the request and
requirements from the
applicant
-Checks completeness
-Evaluates request
-Prepares Travel
Authority
-Signs HRDO Clearance
-Initials Travel Authority
-Endorses request
-Initials Travel Authority
(Under normal
Circumstances)
2 minutes
Person in-charge
Fees
Form
HRMO
-
HRMO
-
Request Form
If applicable:
Univ. Clreance
Service Contract
Surety Agreement
-
1 minute
HRDO Director
-
-
3 minutes
VC for Academic Affairs/
Administration
-
-
Chancellor
-
-
HRMO
-
-
10 minutes
-Approves request
2 minutes
-Signs Travel Authority
Give the applicant the
2 minutes
following:
-Approved request
-Travel Authority
END OF TRANSACTION
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Additional Requirements if Applicable:
(This is in case the Special Detail will take
1 calendar days or more)
Duration:
Step
Applicant
Service Provider
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Frontline Services
Information Management Service Office
1. Campus-wide network operations. Maintenance of the network backbone. Help desk re
connectivity issues and concerns. Support for videoconferencing activities. Maintenance of
servers (web, database, DNS, LDAP, etc.). Management of Internet access. Administration of
webmail service.
2. Information systems development. Supporting units' and offices' needs for computerization
by helping them develop web-based information systems, including portals and official
websites.
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4. Human resource development support. Management of e-Learning Program for employees
as well as students (in collaboration with academic units). Handling of computer exams for
job applicants. Maintenance of the payroll system.
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3. ICT equipment and software acquisition, maintenance, and inspection support. Evaluation of
requests for ICT equipment purchase. Inspection of quality of acquired ICT equipment and
software. Troubleshooting problems encountered by employees in using computers and
other IT equipment.
AUTHENTICATION AND DIRECTORY SERVICE (ADS)
A. CREATION OF USER ACCOUNTS FOR UPM AND PGH EMPLOYEES AND CONSULTANTS
Description:
A user account is mainly for Internet access from within the UP Manila and PGH
premises, so long as users are connected to the UP Manila network.
This service is available to those who have not been included in the initial or previous
lists processed for user account creation.
Schedule of availability of
service:
Daily, 8am to 5pm
Who may avail of the service: UPM and PGH employees and consultants through respective Administrative Officers
Download and fill up a certification form from the IMS site.
ODT format: http://qu.upm.edu.ph/iaa1
25 minutes (from receipt of the certification) for one person. Add 5 more minutes per
person for others.
Persons in charge:
Dong Calmada ([email protected])
Susan Macahiya ([email protected])
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Duration:
20
PDF format: http://qu.upm.edu.ph/iaa2
Download and fill up a
certification form
2
Send the filled up form to the IMS
through email
([email protected]) and hand
delivery
Duration
Form
ODT format:
http://u.pm/iaa1
PDF format:
http://u.pm/iaa2
3
Evaluate the sent form. Don't receive if it
does not contain required information
and/or any of the data is illegible.
5 minutes
4
If request is valid, perform the service
5 minutes (per
name)
5
Email the requester about the performed
service, to which s/he should reply as an
acknowledgment.
5 minutes
6
Assist the employees with new
accounts in changing passwords
via http://ads.upm.edu.ph/user
5 minutes per
name
7
Reply to the email notice,
acknowledging the new accounts
and change of password
5 minutes
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/ads-1.
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1
Person-in-charge
Page
How to avail of the service:
Step Requester
B. CREATION OF USER ACCOUNT – STUDENT
Description:
User account is mainly for Internet access from within the UP Manila and PGH premises,
so long as users are connected to the UP Manila network.
This service is available to students who have not been included in the initial or previous
lists processed for user account creation.
Schedule of availability of
service:
Daily, 8am to 5pm
Who may avail of the service: UPM students
1. Scanned copy of ID
2. Active CRS account
3. Access to the Internet outside UPM network
4. Access to the UPM Network (To test: Open a web browser and visit this:
40 minutes
Persons in charge:
Page
Duration:
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http://ims.upm.edu.ph)
Step
Requester
1
Fill up an online form, uploading
scanned copy of ID
Person-in-charge
Duration
Form
5 minutes
Online form:
http://ims.upm.edu
.ph/forms/ads-2
2
Evaluate the submission. If request is not
valid, email the requester.
10 minutes
3
5 minutes
4
Email the requester about her/his new
account, with instructions on how to
proceed.
5 minutes
Optional: Send the requester an SMS
message to notify about the email.
5
Go to http://ads.upm.edu.ph/user
and log in with the credentials (as
previously instructed). Then update
profile, particularly the password.
10 minutes
6
acknowledging the new account
and change of password
5 minutes
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C. CREATION OF USER ACCOUNT - ALUMNI
Description:
This service is available to UPM alumni who wish regular access to the Internet
while inside the University.
Every Monday or Tuesday, 8am to 5pm
Who may avail of the service:
UPM alumni through the Office of Alumni Relations
Visit in the Office of Alumni Relations
Duration:
50 minutes
Persons in charge:
Page
Schedule of availability of service:
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The user accounts for alumni expire after six months or less depending on the
certification of the OAR.
Step
Requester
1
Visit the Office of Alumni Relations with
the request for Internet user account
Person-in-charge
Duration
Form
Online form
administered by
OAR
2
Evaluate the form submitted. Validate the 10 minutes
form with OAR
3
If request is valid, perform the service.
4
Contact the requester about her/her new 5 minutes
account with instructions on how to
proceed.
5
Email the requester about the new
5 minutes
account, to which s/he should reply as an
acknowledgment.
5 minutes
6
Go to http://ads.upm.edu.ph/user and
log in with credentials (as previously
instructed). Then update profile,
particularly the password.
10 minutes
7
acknowledging the new account and
change of password
5 minutes
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D. PASSWORD RESET
Description:
This is for users who forgot their passwords. This is for users who forgot their
passwords.
The IMS will not grant the request for password reset unless the requester has
provided all the required data, or when despite our efforts to follow up on these data
the requester still fails to do so. In this case, the requester has to call the IMS (5262265) to arrange a visit in the office. S/he must personally appear with his/her ID
(UPM, PGH or student).
Daily, 8am to 5pm
PGH employees and consultants;
UPM employees, consultants, students, and alumni
Duration:
45 minutes
Persons in charge:
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1. Landline number (for employees and consultants)
2. Mobile phone number (for students and alumni)
3. Access to the UPM Network (To test: Open a web browser and visit this:
4. The person-in-charge may require the requester to call the IMS to arrange a
visit in the office. S/he must personally appear to identify her/himself.
Page
Step
1
Requester
Person-in-charge
Fill up an online form
Duration
10 minutes
2
Evaluate the submission. Contact the
requester
10 minutes
3
5 minutes
4
Email the requester about her/his
temporary new password, with
instructions on how to proceed.
Optional: Send the requester an SMS
message to notify about the email.
5 minutes
5
Go to http://ads.upm.edu.ph/user and log
in with the credentials (as previously
instructed). Then update profile,
particularly the password.
10 minutes
6
Reply to the email notice, acknowledging
the new account and change of password
5 minutes
Form
Online form:
For students/alumni:
http://ims.upm.edu.ph/forms/a
ds.password.reset.student
For employees/ consultants:
http://ims.upm.edu.ph/forms/a
ds.password.reset.employee
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COMPUTER AND PERIPHERALS REPAIR AND MAINTENANCE
Description:
This service covers computer desktops and mobile computers and peripherals
that are damaged or rendered unusable in varying degrees. The IMS services
only equipment whose warranty period has lapsed.
Daily, 8am to 5pm
UPM employees
Access to the UPM Network (To test: Open a web browser and visit this:
Duration:
Minimum: 3 hours and 15 minutes
Maximum: 3 days and 15 minutes
Persons in charge:
Richard Silva ([email protected])
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Junjun Vender ([email protected])
Step
1
Requester
Person-in-Charge
Duration
Submit an online request form.
Alternatively, call the IMS (5262265)
Online request form:
http://ims.upm.edu.ph
/form.computer.repair
2
Respond to the request by email or
5 minutes
phone call, committing date and time
of the service completion
3
Perform the service
4
Inform the client of the service
5 minutes
completion or problems encountered
in the performance of the service (in
person or by call)
5
Form
Pick up and/or receive the
configured or problematic device
and sign the request form
3 hours to 3 days
5 minutes
Service Request Form
or Print-out of filled-in
online request form
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This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/rm.
COMPUTER EXAMINATIONS FOR UPM JOB APPLICANTS
Description:
Administration of computer examinations for UPM job applicants, whose exam
permits are granted by the HRDO.
Every first Tuesday of the month, at 9 am for the morning schedule and 1pm for
the afternoon schedule, or as arranged with the hiring unit of the requesting
office.
UPM job applicants permitted by the HRDO to take the exam
Exam permit granted by the HRDO and official ID
Duration:
1 day, 2 hours and 10 minutes
Persons in charge:
Rina Alcid ([email protected])
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Susan Macahiya ([email protected])
Step
Requester
1
Go to the IMS and have
requirements checked
2
Register
3
Take the exam
Person-in-charge
Check the requirements
Duration
Form
5 minutes
5 minutes
Administer the exam
2 hours
4
Check exam submissions
1 day
5
Submit exam results to the HRDO
Registration form
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This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/ce.
COMPUTERIZED REGISTRATION SYSTEM (CRS) SERVICES
A. CREATION OF ACCOUNT FOR UPM EMPLOYEE
Description:
Creation of user account for UPM employees (mainly faculty members and staff
involved in academic affairs). The account is used for the site http://crs2.upm.edu.ph.
Three times daily (morning and early and late afternoon)
Faculty members and student records evaluators
Scanned copy of employee ID, which is to be uploaded via an online request form.
30 minutes, excluding holding time between the submission of the form and the actual
performance of the service.
Persons in charge:
Melissa Pagaduan ([email protected])
Page
Duration:
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Person-in-charge
Fill up an online request
form
Duration
5 minutes
2
Verify identity of applicant thru the
submitted online form with uploaded
scanned copy of employee ID
5 minutes
3
Perform the service (If request is found
valid)
10 minutes
If request is found invalid, inform the
applicant via email, advising him/her to
resubmit the request where necessary
5
Reply to the email
notice, acknowled-ging
the account creation
http://ims.upm.edu.ph/for
m.crs.create.account
Email
If request is valid and CRS account already 5 minutes
created, inform the applicant via email
4
Form
Email
5 minutes
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/crs-1.
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1
Requester
Page
Step
CRS-2
B. REACTIVATION OF ACCOUNT
Description:
Reactivation of user account used for the site http://crs2.upm.edu.ph.
Faculty members, staff, and students whose CRS accounts have expired
Scanned copy of employee ID or student ID, which is to be uploaded via an online request form.
Access to the Internet
Duration:
27 minutes, excluding holding between the submission of the form and actual performance of
service
Persons in charge:
Melissa Audrey D.P. Pagaduan ([email protected])
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Rina T. Alcid ([email protected])
Step
1
Requester
Person-in-charge
Fill up an online
request form
Duration
5 minutes
Form
Online request form: For student:
http://ims.upm.edu.ph/forms/crs2-a
For employee:
http://ims.upm.edu.ph/forms/crs2-b
2
Verify identity of applicant thru the 5 minutes
submitted online form with
uploaded scanned copy of employee
ID or student ID
3
Email the requester:
5 minutes
a) when the request is invalid, or
b) asking him/her to confirm his/her
request
5 minutes
Perform the service (If request is
found valid)
10 minutes
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5
Reply to the email
Page
4
Email
If request is valid and CRS account
already reactivated, inform the
applicant via email
4
5
Reply to the email
notice, acknowledging the account
reactivation
5 minutes
Email
5 minutes
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CRS-3
C.
GENERATION OF REPORTS/DATA NEEDED
Description:
Generation of ad hoc reports or datasets that are based on the CRS database.
Student record evaluators (SREs)
Duration:
Minimum: 1 hour and 20 minutes
Maximum: 8 hours and 50 minutes
(excluding holding time between the submission date and actual performance of service)
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Page
Persons in charge:
Step
1
Requester
Person-in-charge
Fill up an online
request form
Duration
10 minutes
2
Assess request
10 minutes
3
Generate data requested
30 minutes to 8 hours
4
Summarize extracted/generated 15 minutes
data
5
Email the generated data
6
Reply to the email,
acknowledging the
receipt of the
requested data
Form
http://ims.upm.edu.ph/form.crs.data
10 minutes
5 minutes
Page
38
CRS-4
D. INQUIRY
Description:
Inquiry about the CRS
Daily, 8am to 5pm
Student record evaluators (SREs), faculty and students
Minimum: 25 minutes
Maximum: 50 minutes
Persons in charge:
Page
Duration:
39
Step
1
Requester
Person-in-charge
Fill up an online request form
Duration
10 minutes
2
Assess inquiry
5 minutes
3
Respond to inquiry via email
5 to 30 minutes
4
Reply to the email,
acknowledging the receipt of
response to inquiry
Form
http://ims.upm.edu.ph/
form.crs.inquiry
5 minutes
Page
40
CRS-5
E.
SCHEDULING/ACTIVATION OF PRE-REGISTRATION, REGISTRATION AND POST-REGISTRATION ACTIVITIES
Description:
Scheduling and activation of the CRS activities such as start of semester, online ESF, online preenlistment, batch processing registration, in-progress classes, and online grade submission
Daily, 8am to 5pm
Student record evaluators (SREs) and faculty
Minimum: 2 hours and 10 minutes
Maximum: 8 hours and 10 minutes
Person in charge:
Page
Duration:
41
Step
1
Requester
Person-in-charge
Duration
10 minutes
2
Respond to the request by email,
committing date and time of the
service completion
5 minutes
3
Perform the service
2 hours to 8 hours
4
Reply to the email,
acknowledging completion of
service
Form
form.crs.schedule
5 minutes
Page
42
WD
CONFIGURATION OF WIRELESS DEVICE
Description:
This service covers wireless routers which users need to connect to the UP Manila network and
the Internet.
Daily, 7am to 4pm
UPM and PGH offices
Duration:
40 minutes
Persons in charge:
Darwin Laurencio ([email protected])
Mikey Lintag ([email protected])
Page
43
Roque Villegas ([email protected])
Person-in-charge
Fill up an online request form.
Alternatively, call the Computer
Center (526-4193) for UP Manila
employees or (526-4351) for PGH
employees
Duration
5 minutes
Evaluate the request
5 minutes
3
Respond to the request by email or phone
call, informing the requester on issues
identified in the request. If request is valid,
commit date and time of the service
completion
5 minutes
4
15 minutes
5
Inform the client of the service completion
or problems encountered in the
performance of the service (in person, by
email, or by call)
5 minutes
Pick up and/or receive the configured
or problematic device and sign the
request form
form.wireless
2
6
Form
5 minutes
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/wd.
Print-out of filled-in online
request form or Service
Request Form
44
1
Requester
Page
Step
HC
HELP DESK FOR CONNECTIVITY ISSUES AND CONCERNS
Description:
Troubleshooting of issues and addressing concerns by users about UPM network connectivity. This
is related to web browsing or accessing the UPM network and the Internet.
Daily, 7am to 5pm
PGH and UPM employees and students
Visit http://ims.upm.edu.ph/connectivity and check whether the issue or concern at hand
has been already addressed.
Duration:
30 minutes to to 2 days and 50 minutes
Persons in charge:
Jay Sun ([email protected])
Page
45
Step
1
Requester
Person-in-Charge
Fill out an online form
Duration
5 minutes
Form
Online form:
http://ims.upm.edu.ph/for
m.connectivity
If online form submission is not
feasible, call the Computer
Center (526-4193). Leave a
message when the person-incharge is out of office.
5 minutes
3
Contact the requester by email, phone call or
office/site visit, addressing the concern or
committing date and time of the service
5 to 30 minutes
4
Perform the service
5 minutes to 2 days
5
Email or call the requester re the service
performed.
5 minutes
6
Reply to email or sign the
printed online request form or
5 minutes
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/hc.
Service Request Form or
Print-out of filled-in online
request form
46
Assess submitted form or message
Page
2
ESI
ICT EQUIPMENT AND SOFTWARE INSPECTION
Description:
Quantity and quality inspection of ICT equipment and software (operating system, software
applications and special-purpose softwares). Inspection is done together with the Internal Audit
Office.
One to three days after IMS's receipt of the equipment's/software's purchase order together with
related documents, or subject to arrangement between the person-in-charge and requester.
UPM offices (sometimes through the initiative of IAO)
Purchase order, sales invoice/delivery receipt and corresponding documents like IAR
Duration:
1 hour and 15 minutes to 6 hours and 15 minutes
Persons in charge:
Junjun Vender ([email protected]) for equipment, operating system and common
software applications
Page
47
Dong Calmada ([email protected]) for special-purpose softwares
Step
1
Requester
Person-in-Charge
Duration
Online form:
form.inspection
Fill out an online request form
2
Assess submitted form
3
Contact the requester (IAO and/or
5 minutes
concerned office) by email, phone call
for possible issues or clarifications on
the submission and/or commiting
schedule of service
4
Visit office/site and conduct
inspection
5
Form
Sign the print-out of online form
(Rep. of concerned office)
5 minutes
1 to 6 hours
5 minutes
Print-out of previously
filled-in online request
form
Page
48
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/esi.
TS
ICT TRAINING SUPPORT
Description:
The IMS supports ICT-related staff capability building efforts of UPM offices. At their requests, the
IMS would propose training modules, co-organize and handle the training for their staff. (Note:
This service is separate from the proactive/pre-scheduled e-Learning courses organized by the
IMS.)
Subject to arrangements between the IMS and the requesting office
UPM offices
Presence of pointperson (aside from head of office), with whom the IMS will work from the
preparation to the actual conduct of training
Access to the Internet, for sending email
Duration:
Pre-training: 1 month
Page
Person in charge:
49
Actual training: Half day to 3 days
Person-in-Charge
Duration
Write to the IMS Director
([email protected]) requesting for
training support via communication letter
and email (cc
[email protected])
Hand-delivered letter
and email
2
With endorsement from the
Director, evaluate the request
3
Contact the requester by email or 15 minutes
phone call for possible issues or
clarifications on the request
and/or confirming assistance
4
5
Form
Respond to the email by person-in-charge
on the issues raised or commitment to
assist
15 minutes
15 minutes to
1 day
Write and submit training
proposal (modules, schedule,
training needs identification and
analysis, etc.)
2 days to 1
week
50
1
Requester
Page
Step
6
Respond to training proposal
7
Finalize the training programme
1 to 2 days
8
Co-facilitate, co-handle the training
Handle the training proper
Half day to 3
days
9
Evaluate the training
Evaluate the training
1 day
Evaluation form
Page
51
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/ts.
ICE
INVENTORY OF CONDEMNED ICT EQUIPMENT
Description:
This service covers computer desktops, mobile computers, peripherals and other ICT devices such
as multimedia projectors that are beyond repair. The IMS assists concerned offices in making an
inventory of such unusable equipment.
Subject to arrangement with requesting office
UPM offices
Duration:
2 hours and 10 minutes to 1 day and 2 hours and 10 minutes
Persons in charge:
Page
52
Step
1
Requester
Person-in-Charge
Duration
form.inventory
2
Respond to the request by email or phone 5 minutes
call, committing date and time of the
service completion
3
Perform the service
4
Form
Sign the accomplished
inventory form and print-out
of previously submitted
request form
2 hours to 1 day
Inventory form
5 minutes
Accomplished inventory
form and print-out of
filled-in online request
form
Page
53
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/ice.
LC
LAN CABLING
Description:
A LAN (local area network) cable is used to connect a computer to a network device or a LAN port
found on a wall so that the computer user may be able to connect to the UPM network and the
Internet.
This service is for indoor purposes only.
Subject to arrangement with the requesting party
UPM employees
Fill out the online request form. The requester takes care of producing the cable and RJ-45
connectors as well as the moulding if it so wishes.
45 minutes to 1 hour and 15 minutes
Persons in charge:
Page
Duration:
54
Step
1
Requester
Person-in-charge
Fill out online request form.
Alternatively, call the Computer
Center (526-4193) for UP Manila
employees or (526-4351) for PGH
employees
Duration
5 minutes
2
5 minutes
phone call, confirming the
requirements with the requester. Then,
arrange date and time of the service
3
Visit the requester's office/site and
perform the service
4
Sign the print out of online
request form or the Service
Request Form
Form
/form.cabling
30 minutes to 1 hour
5 minutes
Print-out of filled-in
online request form or
Page
55
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/lc.
PY
Preparation of payroll slips, remittance reports, among others, for the consumption of the
Accounting Office
Daily, 7am to 4pm
Accounting office
Payroll abstract
Duration:
Daily, 7 am to 4 pm
Persons in charge:
Dennis Martin ([email protected])
Page
Description:
56
PAYROLL PREPARATION
2
3
Submit payroll
abstract
Duration
Form
5 minutes
Receives and scans payroll abstracts for preparation of payroll
for the following:
Salary
PERA/RATA/Honorarium/ Laundry Allow.
Hazard
Subsistence Allow.
Uniform Allow.
Rice Allowance
PIB
13th month
Cash Gift
PEI
Monetization
Merit Incentives
Loyalty
Longevity
Prepares remittance report for all salary deductions
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/py.
3 days
1 day
2 days
1 day
1 day
1 day
1 day
1 day
1 day
1 day
1 day
1 day
1 day
1 day
1 day
3 days
57
1
Person-in-charge
Page
Step Requester
PDTS-1
PERSONNEL DATA TRACKING SYSTEM (PDTS) SERVICES
A. INQUIRY
Description:
Inquiry about the PDTS
Daily, 8am to 5pm
HRDO staff
Minimum: 25 minutes
Maximum: 50 minutes
Persons in charge:
Page
Duration:
58
Step
1
Requester
Person-in-charge
Duration
10 minutes
2
Assess inquiry
5 minutes
3
Respond to inquiry via email
5 to 30 minutes
4
Reply to the email,
acknowledging the receipt of
response to inquiry
Form
form.pdts.inquiry
5 minutes
Page
59
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/pdts-1.
PDTS-2
PERSONNEL DATA TRACKING SYSTEM (PDTS) SERVICES
B. CORRECTION OF ERRORS
Description:
Errors found by HRDO staff in using the PDTS must be reported to the IMS for
immediate correction
Daily, 8am to 5pm
HRDO staff
60 minutes to 1 hour and 30 minutes
Persons in charge:
Page
Duration:
60
Step
1
Requester
Person-in-charge
Fill up an online form, indicating
in the form the errors found
Duration
10 minutes
2
Check via PDTS application and
resolves errors or issues reported
30 minutes to 1 hour
3
Inform the requester of the
corrections done, by email
15 minutes
4
Reply to the email,
acknowledging the corrections
done
Form
Online form:
/form.pdts.error
5 minutes
Page
61
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/pdts-2.
SI
SOFTWARE INSTALLATION
Description:
This service covers installation of licensed operating systems and standard software applications.
While giving priority to open source applications, the IMS may also provide installation support
for commercial/proprietary applications so long as these are licensed and purchased separately
from computer packages.
This service excludes highly-specialized softwares which should be taken care of by their
vendors/contractors/suppliers.
Subject to arrangement with the requester
UPM offices
2 hours and 10 minutes to 8 hours and 10 minutes
Persons in charge:
Page
Duration:
62
Step
1
Requester
Person-in-Charge
Duration
Form
/form.installation
2
phone call, committing date and
time of the service completion
5 minutes
3
Perform the service
2 to 8 hours
Inventory form
5 minutes
online request form
4
Sign the print-out of previously
submitted request form
Page
63
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/si.
TE
The IMS attends to the requests by the Property and Supply Office (PSO) for a) technical
evaluation of purchase requests and b) evaluation of abstracts of bids to ICT equipment and
software purchase requests. It gives its opinions on which bidder offers the best bid.
Daily, 8am to 5pm
Property and Supply Office (PSO)
Purchase requests, or bids abstracts re ICT equipment or software purchase requests
Duration:
1 hour and 35 minutes to 2 hour and 35 minutes
Persons in charge:
Page
Description:
64
TECHNICAL EVALUATION OF ICT EQUIPMENT AND SOFTWARE PURCHASE REQUESTS
Step
1
Requester
Person-in-Charge
Duration
Furnish the IMS with the equipment or
software details or abstracts of bids
2
Evaluate the bids abstracts. Contact the
requester for issues spotted.
3
Send the evaluation results to the requester's 30 minutes
office
4
Form
Receive the evaluation results
1 to 2 hours
5 minutes
Page
65
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/te.
TP
TROUBLESHOOTING PROBLEMS IN THE USE OF ICT EQUIPMENT, OPERATING SYSTEMS, OR RELATED SOFTWARES
Description:
Problems subject to troubleshooting include system hangs, inability to use a printer, software bugs, and
viruses.
Daily, 8am to 5pm
UPM employees
Access to the UPM Network (To test: Open a web browser and visit this: http://ims.upm.edu.ph)
(Note: In case of a computer problem, requester may use a different computer to submit request form.)
Landline number
Duration:
2 hours and 10 to 8 hours and 10 minutes
Persons in charge:
Page
66
Step
1
Requester
Person-in-Charge
Duration
Form
form.computer.prob
Alternatively, call the IMS office
(526-2265)
2
Call the requester and arrange date and 5 minutes
time of visit
3
Visit the requester's office and perform 2 to 8 hours
the service
4
Sign the print-out of previously
submitted request form or Service
Request Form
5 minutes
online request form or
Page
67
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/tp.
WM-1
UPM WEBMAIL SERVICES
A. CREATION OF UPM WEBMAIL ACCOUNT – UPM STUDENT
Description:
The IMS fully administers webmail accounts under the domain upm.edu.ph, not up.edu.ph.
UPM employees required to use email as part of work
UPM students
Scanned copy of employee/student ID, which is to be uploaded via an online request form.
For students: CRS accounts
30 minutes, excluding holding time between the submission of the form and the actual performance
of the service.
Persons in charge:
Page
Duration:
68
Step
1
Requester
Person-in-charge
Duration
5 minutes
2
Verify identity of applicant thru the submitted 5 minutes
online form with uploaded scanned copy of
employee/student ID
3
Perform the service (If request is found valid)
Form
http://ims.upm.edu.
ph/form.webmail.cr
eate.account
10 minutes
If request is found invalid, inform the applicant
via email
If request is valid and webmail account already 5 minutes
created, inform the applicant via email
acknowled-ging the account
creation
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/wm-1.
5 minutes
69
5
Page
4
WM-2
B. CREATION OF WEBMAIL ACCOUNT – UPM EMPLOYEE
Description:
Webmail accounts are used for official email communication purposes. Any UPM student and
employee required to use email as part of his/her work are entitled to a webmail account. However,
the IMS will not create accounts for them unless they request.
UPM employees required to use email as part of work
UPM students
Scanned copy of employee/student ID, which is to be uploaded via an online request form.
For students: CRS accounts
of the service.
Persons in charge:
Page
Duration:
70
Step
1
Requester
Person-in-charge
Duration
5 minutes
2
Verify identity of applicant thru the
submitted online form with uploaded
scanned copy of employee/student ID
3
Perform the service (If request is found 10 minutes
valid)
Form
http://ims.upm.edu.ph/form
.webmail.create.account
5 minutes
applicant via email
If request is valid and webmail account 5 minutes
already created, inform the applicant
via email
creation
5 minutes
71
5
Page
4
WM-3
C.
WEBMAIL ACCOUNT PASSWORD RESET
Description:
This is for UPM webmail account holder who forgot his/her password.
UPM employees and students with existing UPM webmail accounts
Alternate active email address
Duration:
30 minutes, excluding holding time between the submission of the form and the actual performance of the
service.
Persons in charge:
Page
72
Step
1
Requester
Person-in-charge
Fill up an online request
form
Duration
5 minutes
2
Verify identity of applicant thru the 5 minutes
submitted online form
3
Perform the service (If request is
found valid)
Form
http://ims.upm.edu.ph/form.
webmail.password.reset
10 minutes
If request is found invalid, inform
the applicant via email
password reset
5 minutes
73
5
5 minutes
Page
If request is valid and webmail
account password already reset,
inform the applicant via email
4
WM-4
D. CREATION OR UPDATE OF MAILING LISTS
Description:
Mailing lists are used for mass or group communications. A mailing list is used as an official email
address of an office or unit. For example, while [email protected] serves as the official
email address of IMS, it is actually a mailing list, meaning many email addresses are subscribed to or
members of it. When one sends an email to [email protected], the email message is
received by each member of the list.
UPM academic units and offices
Duration:
of the service.
Persons in charge:
Page
74
Step
1
Requester
Person-in-charge
Duration
5 minutes
2
Evaluate the request
3
Perform the service (If request is found 10 minutes
valid)
Form
http://ims.upm.edu.ph/f
orm.webmail.mailinglist
5 minutes
applicant via email
If request is valid and mailing list is
5 minutes
already created or updated, inform the
applicant via email
4
5
acknowled-ging the creation or
updatine of mailing list
5 minutes
Page
75
VC
VIDEOCONFERENCING SUPPORT
Description:
Videoconferencing is holding or participating in a conference where participants are in different
locations at the same time. It uses videoconferencing equipment and Internet connection. The IMS
keeps Polycom and related equipment used for the this type of events.
Subject to arrangement with the requesting party
UPM and PGH offices
Letter of request addressed to the IMS Director, which should be emailed to the IMS Director
([email protected]) and sent to the IMS office.
Request for support must be made at least two weeks before the event.
The requesting office takes care of everything except handling the videoconference equipment and
Internet connectivity, which is to be taken care of the IMS.
Duration:
6 hours to 2 days, 4 hours and 10 minutes
Persons in charge:
Page
76
Step
1
Requester
Duration
Form
Send letter of request, via email and
delivery of hardcopy
2
3
Person-in-charge
Respond to the request by email. Ask the
requester to fill up an online form.
Fill up an online form, putting the
details of the event
5 minutes
5 minutes
Online form:
http://ims.upm.edu.p
h/form.videoconfab
4
Meet with person/s-in-charge to
discuss technical matters
Meet with requester to discuss technical matters
5
During the event: Handle non-technical During the event: Handle the technical matters
matters
Half day to 2 days
6
Evaluate the event
1 to 2 hours
Evaluate the event
1 to 2 hours
Page
77
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/vc.
WEB-1
WEB HOSTING, DEVELOPMENT AND TROUBLESHOOTING
A. WEB HOSTING
Description:
The IMS assists academic units and offices who wish to have their own websites under the upm.edu.ph
domain. For official websites, the IMS is providing a content management system which runs on Drupal.
For project sites, the IMS sets up disk space and database (optional).
Once a week
UPM academic units and offices
Letter of request addressed to the IMS Director, which should be emailed to the IMS Director
([email protected]) and sent to the IMS office.
3 days, 1 hour and 15 minutes to 7 days, 2 hours and 15 minutes
Persons in charge:
Page
Duration:
78
The requesting office appoints a pointperson with whom the person-in-charge communicates.
Step
1
Requester
Person-in-charge
Duration
Send letter of request, via email and delivery
of hardcopy
Respond to the request by email. If the 5 minutes
request is approved by the IMS
Director, arrange a meeting with the
requester.
2
4
Meet with person/s-in-charge to discuss Meet with requester to discuss the
the website
website
1 to 2 hours
5
Provide the person-in-charge necessary Perform the service
materials for the setting up of the
website
3 to 7 days
Inform (via email) the requester about
the website
6
7
Form
Reply to the email in acknowledgment.
5 minutes
5 minutes
Page
79
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/web-1.
WEB-2
WEB HOSTING, DEVELOPMENT AND TROUBLESHOOTING
The IMS assists academic units and offices who wish to develop their websites (under
upm.edu.ph domain) so long as their websites run on Drupal. The IMS also helps them
troubleshoot any problem about their sites.
Once a week
Webmasters of UPM academic units and offices
Access to the Internet
Duration:
40 minutes to 8 hours and 50 minutes
Persons in charge:
Page
Description:
80
B. WEB DEVELOPMENT AND TROUBLESHOOTING
Person-in-charge
Duration
5 minutes
2
Evaluate the request. Chat with 5 to 15 minutes
the requester for clarification
3
Perform the service (If request
is found valid)
4
Inform the applicant via chat of 5 to 10 minutes
the completed service
5
Chat with the person-in-charge re
completed service
7
Reply to the email notice, acknowledging completion of service
/form.site.develop
10 minutes to 8 hours
5 to 10 minutes
Email the requester about the
completed service.
6
Form
5 minutes
5 minutes
This step-by-step procedure may also be found here: http://ims.upm.edu.ph/services/web-3.
81
1
Requester
Page
Step
Frontline Services
Office of Student Affairs
82
Application for scholarship
Student Assistantship program
Application for student loans
Guidance and counselling services
Issuance of Study Permit for International students
Application for student organizations' activity permit
Application for Good Moral Certificate
Application for clearances (College and University)
Page








Application for STFAP
Schedule of Availability of Service
: February 01, 2013 to May 30, 2013 – First Semester Applicants
October 01, 2013 to October 30, 2013 - Second Semester Applicants
Who May Avail of the Service :
All undergraduate students of UP Manila
What are the Requirements
:
1. One (1) 2” x 2” picture taken within the last three months, with the applicants's
name and student number printed on the back.
: February 01, 2013 - Start of Application
March 25, 2013 - Deadline: First Batch STFAP Applications (Freshmen)
April 29, 2013 - Deadline: Second Batch (Upperclassmen)
May 30, 2013 - Deadline: Third Batch STFAP Applications
Oct. 30, 2013 - Deadline: Second Sem Application
Page
Duration
83
2. Birth certificate of the applicant.
3. Income Tax Return (ITR) of the applicant for the previous year, if employed.
4. Income Tax Returns of the applicant's parents/legal guardian/spouse for the previous year.
If unemployed or exempt, submit the BIR Certification of Exemption from non-filing
of ITR or Municipal Certification of Unemployment.
5. Income Tax Returns of other gainfully employed members of the applicant's
household for the previous year.
6. Affidavit of support from legal guardian, if applicable.
7. Marriage certificate if the applicant is married.
8. Personal Statement of Assets and Liabilities of the applicant's parent/legal guardian's spouse.
9. Latest Tax Declarations of all real properties.
10. Assessment form or statement of account or certification from high school regarding the amount of
school fees paid by the applicant for fourth year high school (for private high schools only.)
11. Assessment form or statement of account or certification from college/university regarding the
amount of school fees paid by the applicant prior to entering U.P. (for transferees only).
12. Electric bills for the last three (3) months.
13. Water bills for the last three (3) months.
Step
Applicant/Student/Grantee
1.
Secures STFAP application
form from OSA
2.
Submits STFAP Form
Service Provider
Duration of Activity (Under
Normal Circumstances)
OSA issues application forms
2 - 5 minutes
Receives/Checks application
forms
Informs applicants of
deficiences and questions
about entries/Attach checklist
of deficiencies.
5-20 minutes per
application
Person in Charge
Scholarship
Officers
Fees
P10.00
Form
-
-
-
Scholarship
Officers
If the documents are
incomplete and application
form are not properly filled
out – Returns the application
form to student with attached
checklist of deficiencies
3.
Double check all entries and
computations. Record/Log in
to STFAP log book
3-5 minutes per application
Scholarship
Officers
-
-
4.
Encodes application data
3-5 minutes per application
Scholarship
Officers
-
-
Scholarship
Officer/
Liaison Officer
-
-
5.
Submits application forms
to UP Computer Center
END OF TRANSACTION
UP Computer
Center Encoder
84
Encodes and processes the
application form
Page
Two days after the deadline
for first batch
Application for Government/Private Funded Scholarship
: Monday to Friday (8:00 a.m. - 5:00 p.m.) except non-working holidays
Who May Avail of the Service
:
: UP Manila undergraduate and graduate students
 One (1) “2 x 2” photo
 ITR or BIR Certificate of Exemption of parents
 Income Statement, if income is derived from business
 Current Form 5
 TCG / CRS printout
 Certification of Year Level Standing from college
 Certification of GMC from college and OSA
 Birth Certificate
 Certification from college indicating the remaining units
 Letter of financial support
 3 Letters of Recommendation from former professors
Page
Additional Requirement for Presidential Leadership
 List of accomplishments duly authenticated by the appropriate authority
85
Additional Requirements for Graduate Students:
 Transcript of Records
 Program of Study
 Notice of Admission (if new graduate student)
 Recommendation / Certificate of GMC from current employer, if employed
Processing of Student Assistants voucher for payment of salary
:
Monday to Friday ( 8:00AM – 5:00PM )
except non-working holidays
:
UP Manila Student Assistants
:
accomplished and signed Daily Time Record
photocopy of approved appointment
Duration
:
Two (2) weeks
2
Service Provider
Student Assistant submits to
Receives and checks the
OSA accomplished and signed completeness of the Daily Time
Daily Time Record for the
Record
previous month
(Under Normal
Person in Charge
Circumstances)
Fees
Form
Scholarship
Affairs Officer I
-
Daily Time Record
Computes service/time rendered of
the Student Assistant
Scholarship
Affairs Officer I
-
Daily Time Record
Scholarship
Affairs Officer I
-
Prepares payroll
Payroll and Daily Time
Record
Scholarship
Affairs Officer I
-
Disbursement
Voucher and Obligation
Request
OSA Director
-
Payroll, Disbursement
Voucher and Obligation
Request
Student Assistant
-
3
4
Prepares Disbursement Voucher and
Obligation Request
5
Signs the payroll, disbursement
voucher and obligation request
6
Submits the payroll, disbursement
86
1
Applicant
Page
Step
voucher, obligation request, daily
time record and appointment to the
Accounting Office
Voucher, Obligation
Request, daily time
record and appointment
7
Conducts pre-audit
Accounting Staff
Payroll, daily time
8
Submits to the Office of Vice
Chancellor for Academic Affairs
CPC Staff
Payroll, daily time
Vice Chancellor
for Academic
Affairs
Payroll, daily time
10
Forwards the payroll, disbursement
Budget Office
CPC Staff
-
Voucher, Obligation
Request, daily time
11
Provides budget clearance and signs
the obligation request
Budget Officer
12
Returns to the Accounting Office
CPC
13
Journalizes entries
Accounting Staff
Voucher, Obligation
Request, daily time
14
Signs the disbursment voucher
Chief Accountant
Voucher, Obligation
Request, daily time
15
Office of the Vice Chancellor for
CPC Staff
Voucher, Obligation
Request, daily time
-
-
Voucher, Obligation
Request, daily time
Voucher, Obligation
Request, daily time
87
Signs the payroll
Page
9
Signs the disbursement voucher
Vice Chancellor
for Administration
Voucher, Obligation
Request, daily time
17
Cash Office
CPC Staff
Voucher, Obligation
Request, daily time
18
Prepares check
Cash Office Staff
Voucher, Obligation
Request, daily time
record, appointment and
check
19
Initials the check
Chief Cashier
Voucher, Obligation
Request, daily time
check
20
time record and appointment
together with the check to the
Budget Office
CPC Staff
Voucher, Obligation
Request, daily time
check
21
Signs the check
Chief Budget
Office
Voucher, Obligation
Request, daily time
check
22
time record and appointment
together with the check to the
Office of the Vice Chancellor for
CPC Staff
Voucher, Obligation
Request, daily time
check
Page
16
88
Administration
Administration
23
Co-signs the check
Vice Chancellor
for Administration
24
Returns the payroll, disbursement
time record, appointment and check
to the Cash Office
CPC Staff
Voucher, Obligation
Request, daily time
check
25
Receives the payroll, disbursement
time record, appointment and
check. Records the check to the
Cash Book
Cash Office Staff
Voucher, Obligation
Request, daily time
check
26
Detach disbursement voucher,
obligation request, daily time
records and appointments and
endorses to the check and payroll to
the cashier
Cash Office Staff
Voucher, Obligation
Request, daily time
check
27
Encash the check from the bank
Cashier
28
Releases salary to student assistant
Cashier
-
Check
Payroll
Presents validated
Identification Card ; Receives
the salary and signs the payroll
89
END OF TRANSACTION
Page
29
- Payroll, Disbursement
Voucher, Obligation
Request, daily time
check
CITIZENS CHARTER
Name of Activity/Service :
INTAKE INTERVIEW
Schedule of Service:
Monday to Friday (8:00AM to 5:00PM or beyond)
None
Duration:
from 30 minutes to 2 hours
How to avail the service :
Service Provider
Counselor establishes
rapport with client;
interviews client
Interacts/talks/resp Interviews conduct
onds to queries
assessment
Duration
10 minutes
Person-in-charge
counselor
Fees
None
1 hour
Counselor
None
Form
90
Client
Meets with
counselor
Page
Step
Clientcounselor
meeting
Intake
interview
process
Summary of
Interview
ASSESSMENT/PSYCHOLOGICAL TESTING
None
Duration:
from 1 hour to 3 hours
How to avail the services :
Service Provider
Counselor establishes
rapport with client;
interviews client;
administers
questionnaires, tests, selfreports
Interacts/talks/respon
ds to queries / takes
tests, questionnaires,
self-reports
Interpret, evaluates results 3 hours
of assessment
Report writing
Duration
2 hours
1 hour
Person-in-charge
counselor
Fees
None
Counselor
None
Form
None
91
Report writing
Client
Meets with counselor
Page
Step
Clientcounselor
meeting;
administration
of tests and
assessment
tools
Scoring
interpretation
Name of Activity/Service:
Duration:
COUNSELING *
None
from 30 minutes to 3 hours/per session
Counseling with client can be conducted in just or up to 5 sessions depending on the case.
Step
Client
Service Provider
Duration
Appointment
Client makes
appointment
Client walks in for
counseling
Client responds to
interview questions,
shares information
about self
Undergoes interview,
testing
Sets date and time of
counseling
Attends to the client
5 minutes
None
5 minutes
None
Interviews client
1 hour to 2
hours
Counselor
Conducts assessment
process: interviews,
administers tests, etc with
clients
Analyzes data and
information of the client and
define the problem
Sets counseling goals and
start to conduct first
counseling session
2 hours or
more
Counselor None
2 hours
Counselor
None
2 hours
Counselor
None
Assessment
Case
conceptualization
Plan counseling
interventions
Form
None
92
Intake interview
Fees
Page
Walk-in
Person-incharge
2 hours
Counselor
None
2 hours
Counselor
None
Last counseling session
2 hours
Counselor
None
Counselor calls or text the
client for follow-up session
30 minutes Counselor
None
93
Sets counseling goals;
conducts second counseling
session
Set counseling goals, conduct
counseling session # 3
Page
Set appointment
for next counseling
session
Set appointment
for next counseling
session
Termination of
counseling
Follow-up
Name of the Activity/Service
: CONSULTATION (with parents, faculty, staff, administration)
Schedule of Service
: Monday to Friday (8:00AM to 5:00PM or beyond)
What are the requirements
: None
Duration
: from 30 minutes to 2 hours
Service Provider
Meeting with
consultee
Meets with
counselor
Assessment
Provides
information, data
about the case
Attends to the
problem, concern of
consultee
Collects information
and data about the
case through
interview
Plans actions and
interventions,
suggests
interventions for
implementation of
action to consultee
Plan
intervention /
action
Duration
Person-incharge
30 minutes Counselor
Fees
1 hour
Counselor
None
1 hour
Counselor
None
Form
None
94
Consultee
Page
Step
Name of Activity/Service : PROGRAM DEVELOPMENT/ TRAINING ACTIVITY
What are the requirements: None
Duration:
1 day to 2 weeks
Service Provider
Duration
Meeting
Meets with counselor
for initial discussion of
program, set dates of
program
Provide data through
questionnaire,
interview, etc.
Interviews, gathers
data and information
Needs
assessment
Analyze data
Program
Planning
Implementation
Participates in the
program
Evaluation
Responds to
questionnaires and
other forms of
evaluation
Fees
1 hour
Person-incharge
Counselor
Gathers data
information
2 hours
Counselor
None
Analyze data gathered
Sets goal, objectives,
and activities of the
program
Facilitates the activities
of the program
2 hours
3 hours
Counselor
Counselor
None
None
3 hours to one
day ; or even 2day activity
1 hour
Counselor
None
Counselor
None
Collects and analyze
data
Form
None
95
Client/ Target group
Page
Step
Name of Activity/Service : FRESHMAN PSYCHOLOGICAL TESTING
: None
Duration
: from 3 to 4 hours
Administration
of the test
Answers
questionnaires,
information sheets
and test materials
Submits materials
to proctors
Collection of
materials
Service Provider
Preparation of
materials to be
used
Distributes and
administers the
information forms,
test materials
Collect and sort
the test materials
Duration
1 week
Person-in-charge
Counselors, admin
staff
Fees
None
2 to 3
hours
Proctors, Counselors,
admin staff
None
3 hours
Proctors, counselors
None
Form
96
Client
Page
Step
Preparation of
materials
None
Duration:
4 hours
Step
Client
Referral by the The client meets
College
with the counselor
Secretary’s
Office
Interview and
Subject for
assessment
interview and
assessment process
Counseling
Individual
counseling session
with counselor
Report/Recom
mendation
Submit
Follow-up with the
report/recomm OCS
endation to the
College
Secretary’s
Office
Service Provider
Receives referral from the
client/office
Duration
10 minutes
Person-in-charge
Fees
None
Conducts interview,
assessment
2 hours
Counselor
None
Conducts counseling with
student/client
2 hours
Counselor
None
Counselor makes
evaluation report and
recommendation
1 hour
Counselor
None
30 minutes
Counselor
None
Form
97
READMISSION
Page
FRESHMAN BLOCK ACTIVITY
None
Duration:
1 day to 1 week
Service Provider
Sets appointment
with Block Head or
representative
Plans program
Duration
30
minutes
Person-in-charge
Counselor
Fees
None
1 hour
Counselor
None
Implements the
activity
3 hours
Counselor
None
Evaluates the
activity
1 hour
Counselor
None
Form
98
Evaluation
Client
Reports to GCP for
appointment with
counselor-in-charge
Plans activity with
counselor
Coordinates with
members of the
block, participates in
the activity
Page
Step
Sets
appointment
with Block Head
Planning of
activity
Implementation
SEMINAR FOR PARENTS
None
Duration:
4 hours to 1 day
Duration Person-in-charge
Fees
1 hour
Counselor
None
1 hour
Counselor
None
1 day
Counselor
None
2 weeks
Counselor
None
4 hours
Counselor
None
1 hour
Counselor
None
Form
99
Client / Parents /
Service Provider
APC-UPM
Needs
Provides topics for Assesses parents’ data
assessment
consideration
Identify seminar Provides data
Analyzes data
topics
Plan seminar /
Prepares project proposal, Sets
program
goals, and activities, date of the
program
Preparation
Invite participants Invites speakers for the
seminar, arrange venues and
other logistics
Implementation
Implements program
of the program
Evaluation
Evaluate activity
Page
Step
Processing of Request for Activity Permit and Conference Room and Studio Reservation
:
:
UP Manila students/employees/faculty
:
Activity Permit Form
Duration
:
3 minutes and 1 second (if the schedule for the use of conference room/studio during office hours only)
Applicant
Service Provider
Duration of
Activity (Under
Normal
Circumstances)
Person in
Charge
Fees
Form
30 seconds
Administrative
Asst. II
Free of
charge
Activity
Permit
Explains the procedure
1 minute
Administrative
Asst. II
-0-
Accepts the fully accomplished form
for OSA approval
1 minute
OSA Director
Step
1
Secures Acvtivity Permit Form at
OSA
2
3
Submits accomplished and signed
Activity Permit form
Issues activity permit form
if the schedule for the use of conference
room/studio during office hours only)
4
-0-
Activity
Permit
30 seconds
Administrative
Asst. II
-0-
Activity
Permit
1 second
Applicant
-0-
Activity
Permit
Receives the OSA signed/approved
activity permit
END OF TRANSACTION
Page
5
100
Logs and returns the duly OSA
signed/approved form to the applicant
Duration
:
18 minutes
(if the schedule for the use of conference room/studio beyond office hour/weekends or holidays)
6
if the schedule for the use of conference
room/studio beyond office
hour/weekends or holidays)
2 minutes
-0Student
Assistant
Activity
Permit
Forwards the duly OSA signed form to
CPDMO for computation of utility fee
and space rental
7
Computes the fee
2 minutes
CPDMO Staff
8
Forwards the CPDMO computation to
the OVCA for final approval
2 minutes
CPDMO Staff
9
Approves the computation made by
CPDMO
1 minutes
Vice
Chancellor for
Administration
-0-
Activity
Permit
10
Returns to OSA the activity permit
2 minutes
CPC staff
-0-
Activity
Permit
11
Issues the approved permit with the
computation of utilities to be paid to the
applicant
1 minute
Administrative
Asst. II
-0-
Activity
Permit
-0-
Activity
Permit
Activity
Permit
2 minutes
Applicant
13 Receives payment and issues official
receipt
2 minutes
Cashier
-0-
Activity
Permit
Official
Receipt
14 Receives the official receipt and return
to OSA
2 minutes
Applicant
-0-
Activity
Permit
Official
Receipt
1 minute
Administrative
Receives the approved activity permit
Activity
101
Computed
amount by Activity
CPDMO Permit
Page
12 Recieves the activity permit with the
computation prepared by CPDMO and
pays to the cashier
-0-
15
together with the official receipt for
recording to the log book
16
Returns to the applicant the approved
activity permit and official receipt
30 seconds
Administrative
Asst. II
-0-
Applicant
-0-
Permit
Official
Receipt
Activity
Permit
Official
Receipt
Activity
Permit
Official
Receipt
O F TRAN SACTI O N S
102
END
-0-
Page
17 Receives the approved activity permit
and official receipt
30 seconds
Asst. II
Application for UP Manila Car Sticker (Student)
:
UP Manila students
:
Duration
:
Students latest Registration Form
Photocopy of Vehicle Certificate of Registration
Photocopy of LTO latest official receipt
Letter of Request/Authorization from the company(if company car)
Letter of Request from parent/guardian/registered owner of the vehicle
5 minutes and 5 seconds
1
Applicant
Secures application form
at OSA
Service Provider
(Under Normal
Person in Charge
Circumstances)
Fees
Form
Application
form for Car
Sticker
Issues Application for Car Sticker 30 seconds
(Student)
Student Records
Evaluator
Free of charge
Explains the procedure
30 seconds
Student Records
Evaluator
-0-
Accepts the fully accomplished
form
5 seconds
Student Records
Evaluator
Application
form for Car
Sticker
4
Verifies all the attached
requirements
1 minute
Student Records
Evaluator
Documents
submitted
5
Forwards the duly accomplished 30 seconds
form with complete attachments
to OSA Director for approval
Student Records
Evaluator
-0-
Application
form for Car
Sticker
6
Signs/Approves the application
form
30 seconds
OSA Director
-0-
Application
form for Car
Sticker
7
Upon approval of application
30 seconds
-0-
Order of
2
3
Returns to OSA the
accomplished application
form together with the
requirements
Page
Step
103
form for car stickers, prepares
Order of Payment Form for OSA
Director approval
10
Applicant
P100.00 for 1st Order of
payment
car,
P300.00 for the
2nd and
succeeding
application
Official
receipt
Accepts payment and issues an
official receipt
1 minute
Cashier
Receives the official
Receives the official receipt and
receipt and returns to OSA issues the car sticker
1 minute
Student Records
Evaluator
-0-
30 seconds
Student Records
Evaluator
-0-
11
Issues the car sticker to the
applicant
12
Gives instruction to the Guard on 30 seconds
Duty to stick the car sticker
Studdent Records
Evaluator
-0-
13
Sticks the car sticker
Applicant and
Guard on Duty
-0-
1 minute
Official
receipt
END OF THE TRANSACTION
104
9
Receives the order of
payment and pays to the
Cashier
Page
8
payment
Student Records
Evaluator
Application for Student's University Clearance
:
UP Manila students
:
Duration
:
Application for University Clearance
1
Applicant
Service Provider
Presents the application for Accepts the Student/s University
university clearance
Clearance
Duration of
Activity (Under
Normal
Circumstances)
Person in Charge
30 seconds
Student Records Evaluator
Fees
Free of University
charge Clearance
Verifies/Checks if the student is
cleared already in his/her
respective College
30 seconds
-0-
3
Checks the name of the student in
the jacket if he/she has a
pending/on going SDT case
2 minutes
-0-
4
If found no obligation or pending
case, initials the application form
30 seconds
-0-
5
Forwards the University Clearance 30 seconds
to OSA Director for signature
OSA Director
-0-
6
Records in the log book the
University Clearance
3 seconds
7
Issues the signed/cleared
2 seconds
-0-
30 seconds
Student
- 0-
Receives the
signed/cleared by the OSA
Director application for
Page
2
8
Form
105
Step
Request for Good Moral Character Certificate (GMC)
:
UP Manila students
:
Any of the following:
Students/Alumni ID
Form 5
Diploma
Transcript of Records
Duration
:
Person in Charge
Fees
Form
Student Records
Evaluator
Free of
charge
2
Verifies/Checks the requirement 5 seconds
presented
Student Records
Evaluator
-0-
3
Checks the name of the student 2 minutes
in the jacket if he/she has a
pending/on going SDT case
Student Records
Evaluator
-0-
4
If found no obligation or pending 30 seconds
case, issues Order of Payment
Student Records
Evaluator
-0-
Order of
Payment
5
Approves the Order of Payment
OSA Director
-0-
Order of
Payment
6
Releases/Issues the approved
order of payment
Student Records
Evaluator
-0-
Order of
Payment
Receives the Order of
Payment and proceed to the
Cash Office for payment
Requests applicant any of the
requirements as a proof that
he/she is a UP Manila student
(Under Normal
Circumstances)
5 seconds
7
Informs OSA staff of the
request
Service Provider
30 seconds
1 minute
Applicant
P20.00 each Order of
Payment and
receipt
106
1
Applicant
Page
Step
Returns to OSA and submits
the Order of Payment and
official receipt
1 minute
Cashier
-0-
Official receipt
1 minute
Applicant
-0-
Order of
payment and
receipt
10
Prints the Good Moral Certificate 1 minute
and stamps dry seal forwarded
to OSA for Signature
Student Records
Evaluator
-0-
Good Moral
Character
Certificate
11
Signs the Good Moral Certficate 30 seconds
OSA-Director
-0-
Good Moral
Character
Certficate
12
Records the certificate in the log 30 seconds
book and issues to the
student/parent/employee
Student Records
Evaluator
-0-
Good Moral
Character
Certficate
Applicant
-0-
Good Moral
Character
Certficate
13
Receives the good moral
certificate
5 seconds
107
9
Receives payment and issues
an official receipt
Page
8
Frontline Services
Office of the University Registrar
108
Issuance of Transcript of Records (TOR)
Issuance of Verifications/Authentication
First Year Enrollment
Special Assessment
Issuance of Diploma
Issuance of I.D.
Page







1. Issuance of Official Transcript of Records (TOR)
2. Issuance of certifications/verifications
3. Issuance of authenticated documents
Service Provider
Duration of Person in
Activity
Charge
2 mins.
1
Goes to Window 1 & asks
for application form
Issues application form, asks for purpose of
request & clearance
2
Fills out application form
and submits to processor
Gets the applic. form from the stakeholder &
3-5 mins.
checks for completeness of information &
answers additional inquiries. Assesses cost of
request and asks the stakeholder to pay at the
Cashier's office and return the request with the
payment.
3
Pays to the cashier (beside Receives Official Receipt with the application
3-5 mins.
OUR) and present Official form and issues claim stub with date of release
receipt and
of the requested document.
application form at
Window 1
4
Presents to Window 1 the
claim stub
Accepts claim stub, I.D., /authorization
letter/clearance as needed, locates the
document, puts dry seal at the TOR &
puts initials at the issued portion at the
bottom of the document. Asks the stakeholder
to sign the received portion of the application
form, releases the document and puts the
application form in the release tray.
3-5 mins.
Fees
Person
assigned at the
Window
Form
OUR
Form 1
Person
Php50.00/page(TOR),
assigned at the Php50.00 (cert.),
Window
PhP100.00
(verifications/
authentications
Person
assigned at the
Window
-do-
109
Duration:
Step
Applicant
Monday-Friday (8:00 a.m. to 5:00 p.m.)
UPM Students
Student Clearance (if graduated or transferring to another school)
I.D. /authorization (for claiming)
10-20 minutes
Page
Who may Avail of the Service:
1. First Year Enrollment
Proceeds to assigned Window, submits
entrance redentials, HS card, BC, etc., RSA
form (when applicable)
Service Provider
Duration of
Activity
Person in Charge
Fees
Form
Accepts credentials and other forms, 10-15 mins.
checks completeness of submitted
documents
Person assigned at the Window
-
2
Prints computerized Form 5
1-2 mins.
-
3
Releases computerized Form 5
1 min.
-
4
For Special Assessment - Submits
accomplished computerized Form 5 for
reassessment at the assigned Window
Accepts accomplished Fom 5 and re- 1 min.
assessed then instruct the student to
pay at the cashier's office
Person assigned
at the Window
-
-
5
Presents Student's copy of Form 5 and filledout application form for I.D.
Accepts application form and
encodes data
3-5 mins.
Person assigned at the I.D. section
-
6
Takes picture
2-3 mins.
-
7
Puts sticker at the I.D. & releases the 30 secs.
I.D. to the student
-
110
1
Applicant
Page
Step
1
2
Applicant
Presents Form 5 & Study Permit at Checks the papers presented and
the assigned Window (For Foreign assesses accordingly/advised what to do
Students)
in case of incomplete paper
requirements.
Presents Form 5, accomplished
Checks the papers presented and assesses
Study Privelege Form (For Students accordingly/advises what to do in case of
with special priveleges)
incomplete paper requirements
6)
Step
1
2
Service Provider
Duration of Person in Charge
Activity
3 mins. Person assigned at the Window
Fees
Form
-
-
3-5 mins. Person assigned at the Window
-
-
Activity
1 min.
Fees
-
-
3-5 mins. Person assigned at the Window
-
-
Issuance of Diploma
Applicant
Stakeholder presents
I.D./authorization,
clearance at Window 1
Service Provider
Checks I.D., authorization, clearances
Retrieves the diploma from the file,
verifies/counter checks the name and
degree and puts university seal and
releases it to the stakeholder
Form
111
Step
Special Assessment
Page
5)
Applicant
Service Provider
Activity
Fees
Form
1
Goes to Window 1 and
Checks Form 5 and application form for students/for 1 min.
asks for application form Faculty and staff checks application form duly
for I.D.
validated by HRDO/copy of appointment and asks to
pay at the cashiers office and back at OUR
Person assigned at Php130.00 Application
the Window
form for I.D.
2
Proceed inside the OUR
office for picture taking
Accepts application form and encodes data and takes 3-5 mins.
pictures
Person assigned at
the I.D. Section
Puts sticker at the I.D. (for students)
and releases the I.D. to the student.
Releases I.D. to faculty/staff
Person assigned at
the I.D. Section
3
30 secs.
112
Step
Issuance of I.D.
Page
7)
Frontline Services
Property and Supply Office
Page
113
 Issuance of Supplies
 Issuance of Car Sticker
(For Administrative Employees, Faculty Members and Officials)
 Issuance of University Clearance
(For Administrative Employees and Faculty Members)
Issuance, Delivery and Acceptance of Supplies, Materials and Equipment
EMPLOYEE
RESPONSIBLE
Supply Officer
(Property & Supply
Office for CAD
Offices/End-userColleges/Academic
Units)
PROCEDURES
PROCESSING
TIME
20-30 Minutes
1. Upon receipt of the items, checks and
verifies the compliance of the
specifications and quantities ordered
against Purchase Order.
2. Signs “Received” portion and indicates
date received on the original and Copy
2 of the Supplier's Invoice (SI) Delivery
Receipt (DR). Files the original and
returns Copy 2 of the SI/DR to the
Supplier/Procurement Service.
Elvira T. Aquino – As 3. Prepares Inspection and Acceptance
Inspection Officer for
Report (IAR). Checks the appropriate
items worth P5,000.00
box whether complete or partial delivery.
and below
Indicates quantity received and the date
of its receipt and remarks if any.
4. Informs COA and Internal Audit of the
delivery within 24 hours from Receipt.
6. Forwards IAR, SI/DR, and approved
Purchase Order (PO) as follows:
Copy 1 – Internal Audit
Office
Copy 2 – COA
Page
Supply Officer
114
Dean/Director/Head of 5. Signs in “Acceptance” column,
Unit/ Authorized
acknowledging receipt of the items
Officer
delivered.
Issuance of Car Sticker
(For UPM Administrative Employees, Faculty Members and Officials)
EmployeeApplicant
Employee-Applicant to fill-up the Car
Sticker Application Form with the
following attachments:
- Photocopy of Identification Card,
for permanent/regular employees
- Photocopy of appointment, for
contractual or temporary
employees
- Photocopy of Car Certificate of
Registration and Official Receipt
- If applicant is working in UP
Manila but there's no
appointment yet, application
form must have an endorsement
by the Head of Office/Unit Head.
Property and
Supply Office
(Leopoldo
Mendoza)
Checks the completeness of
documents and issues Order of
Payment to the employee-applicant
Cash Office
Employee-Applicant pays the car
sticker application fee. Secures the
Official Receipt (OR) for presentation
to the PSO.
Property and
Supply Office
Leopoldo
Mendoza
Employee-applicant presents the OR
and Order of Payment.
Applicant must bring their car to the
Joaquin Gonzales compound for the
PSO Staff to fasten the sticker.
PROCESSING
TIME
20-30 Minutes
115
PROCEDURES
Page
ssEMPLOYEE
RESPONSIBLE
Issuance of University Clearance
(For Administrative Employees and Faculty Members)
EMPLOYEE
RESPONSIBLE
PROCEDURES
EmployeeApplicant
Fills-up the University Clearance
Form accompanied by a duly
accomplished College Clearance
Property and
Supply Office Supply Officer of
Designated Unit
Verifies/Checks from the PSO
records whether the equipment
issued were already physically
counted and transferred to the new
accountable officer.
PROCESSING
TIME
3-5 Days
Initials/counter signs on the form.
116
Signs on the University Clearance
form.
Page
Property and
Supply Office Head
Frontline Services
University Library
APPLICATION FOR LIBRARY PRIVILEGE
Monday - Friday
8:00 a.m. - 5:00 p.m.
Students, Faculty, Staff
Non-UP (subject to library rules/regulations)*
1. Valid UP ID
2. 1 1"x1" picture (for new applicants)
3. Form 5 for students; Certificate of appointment for faculty &
staff
Duration: 15 minutes
1
Presents valid UP ID with
sticker for the current
semester & Form 5
Fills-out library registration
form
2
3
Receives Countersigned ID
*Privilege is to use/read material for room use only.
Service Provider
(under normal
circumstances)
3 min
Verifies client by comparing
the ID with the picture
presented, paste picture.
Processes application form
10 min
(encodes applicant's details
in the ILIB database) &
countersigns ID
Releases Countersigned ID
2 min
END OF TRANSACTION
Person in Charge
Fees
Form
Unit
Librarian/designated
staff
Unit
Librarian/designated
staff
-
-
Staff on duty
-
-
117
Applicant
Page
Step
BORROWING OF BOOKS
Monday - Friday
8:00 a.m. - 5:00 p.m.
Students, Faculty, Staff
Non-UP (subject to library rules/regulations)*
Valid UP ID
Duration: 3 minutes
Applicant
Service Provider
1
Presents countersigned
UP ID
2
Fills-out book card
3
Takes the book
borrowed
Person in Charge
Fees
Form
Scans ID's barcode
Staff on Duty
-
-
Checks-out book by scanning barcode & stamps
due date both on book card & date due slip &
affices initial
Staff on Duty
-
Staff on duty
-
Releases the book to client
(under normal
circumstances)
3 min
END OF TRANSACTION
*Privilege is to use/read material for room use only.
Page
Step
118
RETURNING/RENEWING OF BORROWED BOOKS
Monday - Friday
8:00 a.m. - 5:00 p.m.
Students, Faculty,
Staff
What are the
Requirements:
Valid UP ID
Duration: 13 minutes
How to avail of the
service:
1
Presents book
borrowed
2
Pay fine(s) (if any)
Service Provider
Duration of
Activity
(under normal
circumstances)
Checks-in borrowed book
3 min
(through the ILIB
database)
Issues receipt for overdue
10 min
accounts (if any)
END OF TRANSACTION
Person in Charge
Fees
Form
Staff on Duty
-
-
Staff on Duty
appropriate fine(s) as
approved
119
Applicant
Page
Step
Frontline Services
College of Arts & Sciences (Office of the College Secretary)
120
Issuance of True Copy of Grades (TCG)
Issuance of Application for Graduation Form
Issuance of Change of Matriculation Form
Issuance of Dropping Slip Form
Issuance of Permit for Examination Form
Issuance of Leave of AbsenceForm
Issuance of College Clearance Form
Page








Issuance of True Copy of Grades (TCG)
Issuance of Certification
Issuance of Application for Graduation
Duration:
Applicant
Service Provider
Duration of Person in
Activity
Charge
Fees
Form
1
Goes to Window 2 & asks
for application form
Asks for purpose of request, issues application form
2 mins.
Person
assigned at
the Window
2
Fills out request slip form
and submit at the window
Gets the request slip form and assesses cost of request
and asks the patron to pay at the Cashier's office and to
return the request with the receipt of payment.
3-5 mins.
Person
assigned at
the Window
Pays to the cashier (at
window/ counter beside
OUR) and submits request
slip form/ Application for
Grad Form and Official
receipt
at Window 2 (OCS)
Receives request slip with the Official receipt and
issues claim stub with date of release of the requested
document (3 working days after the request is filed;
except during enrollment- 3 working days after the
last day of enrollment).
3-5 mins.
Person
assigned at
the Window
-
-
(When claiming requested
document after 3 working
days) Presents to Window 2
the claim stub
Accepts claim stub, I.D., /authorization letter as
3-5 mins.
needed, locates the document & puts dry seal at the
bottom of the document. Asks the patron to sign the
“received” portion of the application form, releases the
document and files the request slip form in the students'
jacket.
Person
assigned at
the Window
-
-
3
4
Request Slip/
Application for
Graduation
PhP20.00/request
PhP10.00 on the 1st day +
PhP3.00 every succeding days
(fine for late application for
graduation)
For Application for Graduation - checks entries on
the application form w/ the student Form 5, takes the
OCS copy and returns the receiving copy to the patron
121
Step
Monday-Friday (8:00 a.m. to 5:00 p.m.)
UPM Students
I.D. /authorization (for claiming)
10-20 minutes
Page
1)
2)
3)
Step
Issuance of Change of Matriculation
Applicant
Service Provider
2
Fills out change of matriculation form and
submits at the window for processing at OCS
Computer Section for enlistment/cancellation
3
Pays to the cashier (at window/counter beside
OUR) and submits request slip form and
Official receipt at Window 2 (OCS)
Receives duly accomplished change
3-5 mins.
of matriculation with the official
receipt of payment and student's copy
of Form 5
Person assigned at the
Window
-
-
4
Presents I.D. to Window 2 to claim the
student's copy of processed change of
matriculation
locates the document and releases the
form to the patron
Window
-
-
5)
6)
Issuance of Dropping Slip
Issuance of Permit for Examination
Service Provider
3-5 mins.
-
As assessed by
the assessors
PhP10.00 +
add'l tuition fee
Activity
1
Goes to Window 2 & asks for a dropping slip
form/
Permit for Examination
Asks for purpose of request.
For Dropping Slip - Lets the patron
sign in the application for dropping
list, issues dropping slip form
For Permit for Exam – gets the
student's jacket to check the semester
when the subject was taken; after this
has been verified, personnel issues
exam permit form
2 mins.
Window
2
Fills out the dropping slip form/permit for
examination, lets the Instructor sign the form
and presents accomplished form at window 2
(OCS)
Receives the accomplished form for
assessment
2 mins.
Window
Pays to the cashier (at window/counter beside
Receives duly accomplished
3
Change of
Matriculation
Fees
Form
Dropping Slip,
Permit for
Examination
Dropping FeePhP10.00/unit
122
Applicant
-
Window
Form
Goes to Window 2 & asks for change of
matriculation form (during late registration)
-
2 mins.
Fees
1
Step
Asks for purpose of request, issues
change of matriculation form
Activity
Removal Fee
(special exam)PhP20.00
3-5 mins.
-
-
Page
4)
4
OUR) and submits dropping slip form with
Form 5/Permit for Exam and Official receipt
attached at Window 2 (OCS)
dropping slip with the official receipt
of payment and student's copy of
Form 5/permit for exam
Presents I.D. to Window 2 to claim the
student's copy of processed dropping slip
form/permit for examination form
locates the document and releases the
form to the patron
7)
Step
Window
3-5 mins.
Window
-
-
Issuance of Leave of Absence Form (LOA)
Applicant
Service Provider
Activity
1
Goes to Window 2 & asks for application form Gets student's jacket and gives to the 2 mins.
for LOA
personnel in-charge to check status of
the student. If qualified - issues
application form with assessment fee
2
Fills out LOA and Clearance form
IF ENROLLED
- lets the Instructor/Faculty sign the form
corresponding to the subject enrolled in
- obtains parent's signature
-
Window
Fees
PhP150.00
-
-
Form
LOA with Clearance
form
-
IF NOT ENROLLED
- signs the LOA Form
Accomplishes Clearance form (to be signed
by the departments/offices concerned)
Pays to the cashier (at window/counter beside Receives accomplished LOA form
OUR) and submits the accomplished form and with the Official receipt and gives it
Official receipt at Window 2 (OCS)
to the personnel in-charge together
with the student's jacket for
processing
3-5 mins.
Window
-
-
4
(When claiming the approved LOA application gets I.D., /authorization letter as
after 2 working days) Presents to Window 2
needed, locates the document, asks
any I.D. of the patron
the patron to sign the “received”
portion of the application form,
releases the document and puts the
LOA form in the student's jacket.
3-5 mins.
Window
-
-
Page
3
123
Surrenders I.D. / Attaches Medical Certificate
if reason for LOA is health reason
8)
Step
Issuance of Honorable Dismissal Form (H.D.)
Applicant
1
Goes to Window 2 & asks for application
form for H.D.
2
Fills- out H.D. and Clearance form
IF ENROLLED
- lets the Instructor/Faculty sign the form
corresponding to the subject enrolled in
Service Provider
Asks for purpose of request. Gets
student's jacket and gives to the
personnel in-charge to check status of
the student. If qualified - issues
application form
Activity
2 mins.
Fees
Window
Form
H.D. with Clearance
form
-
IF NOT ENROLLED
- signs the H.D. Form
Accomplishes Clearance form (to be signed
by the departments/offices concerned)
3
Submits the accomplished form at Window 2
(OCS)
Receives accomplished H.D. form
with the Clearance
IF ENROLLED
- gives to the personnel in-charge
together with the student's jacket
for processing
3-5 mins.
Window
-
-
3-5 mins.
Window
-
-
(When claiming the accomplished documents gets I.D., /authorization letter as
after 2 working days) Presents to Window 2 needed, locates the document, asks the
any I.D. of the patron
patron to sign the “received” portion
of the application form, releases the
document and puts the H.D. form in
the students' jacket.
Page
4
124
IF NOT ENROLLED
- stamps with the College
Secretary's
name and gives to the personnel
in-charge for counter signing
Frontline Services
Page
125
College of Dentistry (Office of the College Secretary)
ISSUANCE OF DOCUMENTS/CERTIFICATIONS
Schedule of Availability of Service: Monday-Friday (8:00 am to 5:00 pm)
Undergraduate & Graduate Students and Alumni of UP College of Dentistry
Properly accomplished request forms, Validated payment order slip
What are the Additional Requirements if
request
is filed through a Representative:
1.
Authorization Letter
2.
One (1) valid Identification Card of the Representative
SEQ #
APPLICANT
PERSON In
Charge
OCS Staff
FEES
FORM
Receives/Reviews
10 minutes
Request form
accomplished request
form, issues order of
payment and advises
student/alumni to
pay at the cashier
2
Pay to the cashier
Process payment and 10 minutes
Cashier
Please refer to
Order of
issues Official Receipt
Table 1
Payment
3
Waits for the
Prepares/Makes the Please refer
OCS Staff
_
request to be
certificate/document to Table 1
processed
for signature of
College Official
4
Claims requested
Releases
10 minutes
OCS Staff
_
document/certificate documents/certificate
END OF TRANSACTION
Note: The processing
time is for one client/applicant being served at one time. The time is extended when there are more
clients/applicants.
126
Fills out appropriate
request form
DURATION
Page
1
SERVICE PROVIDER
Amount
Php 100.00
Php 50.00
Php 50.00
Php 20.00
Immediately upon request
Five (5) working days
Processing
Immediately upon request
127
For Graduate Students and Alumni
Dean’s Letter
Certificate of Graduation with Medium of Instruction
Certificate of Class Ranking
Certificate of Good Moral Character
Note: Prices subject to change without prior notice
Processing
Page
TABLE 1
Documents/Certifications Issued by Office of the College Secretary
For Undergraduate Students
Amount
Certificate of Enrolment/Good Moral Character
Php 20.00
True Copy of Grades
Php 20.00/page
Application form for Elective for foreign elective
Php 100.00
List of Clinical Electives
Php 30.00/page
Certificate of Enrolment with breakdown of tuition
Fee and list of Subjects enrolled
Php 60.00
Course Description (hours to units)
Php 50.00/page
Letter of Recommendation (Off-Campus Elective)
Php 50.00
128
Page
ISSUANCE OF APPLICATION FORM
Schedule of Availability of Service: Monday-Friday (8:00 am to 5:00 pm)
Applicants of UP College of Dentistry
Properly accomplished request forms, Validated payment order slip
Duration:
21 minutes
Step
Applicant
Service provider Duration of
Person in Charge Fees
Form
Activity
1
Fills-out
Issues order of
1 minute
OCS/ Admission payment order
payment and
Staff
slip
advises client to
pay at the
Cashier
2
Pays to the
Processes
15 minutes
cashier
Php 300.00
Payment Order
Cashier
payment and
(local students)
Slip
issues Official
Receipt
$ 20.00 (foreign
students)
3
Presents Official Releases
5 minutes
OCS/ Admission Receipt (with
Application
Staff
photocopy)
Form. Advises
client to submit
form with
complete
requirements on
or before the
deadline.
END OF TRANSACTION
Notes:
The processing fee shall
be paid
by the applicant
only upon approval of the application.
The processing
time is for one client/applicant being served at one time. The time is extended when there are more clients/applicants.
Frontline Services
Page
129
College of Medicine (Office of the College Secretary)
ISSUANCE OF DOCUMENTS/CERTIFICATIONS
Schedule of Availability of Service : Monday - Friday (8:00 am to 5:00 pm)
: Undergraduate Students, Graduate Students and Alumni of the UP College of Medicine
: Properly accomplished request forms
Validated payment order slip
2
3
4
DURATION
PERSON IN CHARGE
Fills-out request form
Receives/reviews accomplished request form,
issues order of payment and advises
student/alumni to pay at the cashier
10 minutes
Student Records
Staff
Pay to the Cashier
Process payment and issues Official Receipt
10 minutes
Cashier
Waits for the request
to be processed
Prepares/Makes the certificate/document for
signature of College Officical
Claims
certificate/document
Please refer to
Table 1
Student Records
Staff
10 minutes
Student Records
Staff
Releases certificate/document
FEES
-
Please refer
to Table 1
FORM
request
form
Order of
payment
-
-
-
-
END OF TRANSACTION
130
1
SERVICE PROVIDER
Page
SEQ
APPLICANT
TABLE 1
Documents/ Certifications provided by Student Records Office
For Undergraduate Students
Certificate of Enrolment/ Good Moral Character
True Copy of Grades
Letter of Recommendation (Off-Campus Elective)
Application form for Elective for foreign elective
List of Clinical Electives ( three pages)
Certificate of Enrolment with breakdown of tuition
fees and List of Subjects Enrolled
Course Description (hours to units)
Amount
Php 30.00
Php 30.00/page
Php 50.00
Php 100.00
Php 30.00/page
For Graduate Students and Alumni
Dean's Letter
Verification of Medical Education from ECFMG, FCVS
and other State Board
Application for MLE (Form 186)
Breakdown of Clinical & Internship rotation
Certificate of Graduation with Medium of Instruction
Certificate of Graduation for MLE
Certificate of Class Ranking
Certified True Copy of Certificate of Internship
Certificate of Internship (In case lost of the original certificate)
Amount
Php 100.00
Php 1000.00/ US$ 30.00
Processing
Php 60.00
Php 50.00/ page
Php 100.00
Php 1000.00/ US$ 30.00
Php 1000.00/ US$ 30.00
Php 50.00
Php 50.00
Php 50.00
Php 25.00
Php 50.00
Processing
Two (2) weeks (depends on
the availability of
Transcript of Records)
Page
131
Note:Subject to change without prior notice
ISSUANCE OF APPLICATION FORM
Schedule of Availability of Service: Monday –Friday (8:00 a.m. to 5:00 p.m.)
Who May Avail of the Service: Applicants to UP College of Medicine
What are the Requirements: Properly accomplished request forms
Duration: 21 Minutes
Step
Applicant
Service Provider Duration of
Activity (Under
Normal
Circumstances)
1
Fills-out payment Issue order of
1 minute
order slip
payment and
advise client to
pay at the
Cashier
2
Pays to the
Process payment 15 minutes
Cashier
and issues
Official Receipt
Releases
Application
Form. Advises
client to submit
form with
requirements on
or before the
deadline.
5 minutes
Form
Admission Office
Staff
-
-
Cashier
P1,500.00
Payment Order
Slip
Admission Office
staff
-
-
END OF TRANSACTION
132
Present Official
Receipt (with
photocopy)
Fees
Page
3
Person in Charge
FLOW CHART
Application to Learning Unit III (LU III)
*For those who downloaded the Application Form from the upcm website, please present the form to Admissions Office and follow the steps on this flow chart.
Get a Payment Order Slip at the
Admissions Office (within the
application period)
Submit the payment order slip together with the
receipt of payment (original & photocopy) to the
Admissions Office
Fill-up all the information requested
on the payment order slip
Present the payment order slip and pay the application fee to
UP Manila Cashiers’ Office at Padre Faura (besides UPM
Registrar’s Office). Please photocopy the receipt of payment.
The Admissions Office will stamp “CLAIMED” your receipt and give you a numbered
Application Form with Return Service Agreement (RSA) for regular applicant, or
Acceptance to Serve and Assumption of Liability Agreement (ASAL) for Regionalization
Program applicant
Please submit the following to the Admissions Office on or before the deadline;
For the Regionalization Program applicant you need to submit the following to the Community Liason Officer (CLO) of your
respective region;






RP Application From
NSO Birth Certificate
RP Form #3 (to be provided by the Admissions Office
True copies of ITR of parents for the last three (3) years
Voter’s/Comelec ID of parent(s) and applicant
Letter of Intention addressed to the RPC Chair to be considered under the RP and to serve the region or underserved
regions of the Philippines after graduation
133
Accomplished Application Form
Original Transcript of Record (for at least 3 1/2 years)
4 copies of 2x2 colored picture (put a signature on the front of your picture)
NSO Birth Certificate (photocopy but present the original)
Latest ITR of both parents (photocopy but present the original)
Accomplished RSA or ASAL Form and its Reply Slip (back page of the primer of RSA or Regionalization Program)
Page






Frontline Services
College of Nursing (Office of the College Secretary)
Profile
We are the academic support group that continuously coordinates with various academic units for
efficient student admission and registration, records processing and management, records evaluation, and
graduation of students.
Location
Office of the College Secretary
Ground Flr, JV Sotejo Hall
Pedro Gil St., corner Taft, Avenue, Ermita, Manila
Page
Clients
Primarily students and faculty members, alumni and other linkages that may require students records.
134
Availability of Services
7:00am to 5:00pm
FRONTLINE SERVICES
Forms
School ID
Processing Time
15-20 mins.
Person-in-Charge
OCS staff/computer room
Tuition fee
Form 5
15 mins.per stud.
OCS staff/College
Secretary/Adviser
None
None
Paid F5
Request form
5 mins.
15 mins
OCS staff
College Secretary/OCS Staff
Payment order slip
3 days
OCS Staff
Application form
Request form
2 weeks
3 days
OCS staff/College Secretary
OCS Staff/College Secretary
None
Letter/form
1 month
OCS Staff
None
Referral form
On the day
College Secretary/Adviser
None
None
None
Clearance
Theses
Forms
10 mins
3 to 4 days
2 mins.
College Secretary/OCS Staff
OCS Staff
OCS staff
None
None
Uncomplicated;
Normal single
transaction - 15
mins.
OCS staff
Php 25/doc
Php 50
Php 50
Php 50/course
None
Php100/
document
135
3. Issuance of classcards
4. Approval of students’ request (College
level only)
5. Preparation and Issuance of
 True Copy of Grades
 Certification
 RLE
 Course Description
 Course Syllabus
6. UPCN Scholarship application
7. Preparation of Verification of Credentials
for application to CGFNS, NCLEX, NMC
and other Board Exams.
8. Request for Ext of MRR (undergraduate &
graduate level)
9. Consultation of student concerns (e.g.,
advising, referral to guidance counselor)
10. Signing of Clearance
11. Approval & Signing of student theses
12. Issuance of Forms e.g., dropping slip,
completion form, PE permit etc.
13. Routine inquiries on admission, etc.
Fees
None
Page
Type of Frontline Service
1. Processing of online Enlistment Survey
registration(ESF)
2. Enrolment
Frontline Services
College of Pharmacy (Office of the College Secretary)
1. Request for
 TCG
 Different types
of Certifications
1.Fill up form which can be
obtained from Administration
office
2.Go to the Cash Office and pay
the corresponding amount.
3.Submit receipt to the Admin
Office
 Course
Description
2.Request for
computation of units
and payback for
students under RSA
3.Issuance and
Receipt of glassware
Write letter address to the College
Secretary and wait for the release.
Person-incharge
Amount of
Fees
Required
Documents
Procedure for
filing of
Complaints
Php25.00
Completed
Write letter
Form and Official address to the
Receipt
Dean
1-2 days
Cheryll
Calunsod
Thelma
Raymundo
Fill up borrower’s slip
Receive complete, intact
glassware
Time
Needed
3-4 days
Write letter
address to the
Dean
Not applicable
5 mins.
Daisy
Angeles
Php40.00/page
5 mins.
Completed form with
signature
Write letter
address to the
Dean
136
Procedures
Page
Services
Frontline Services
College of Public Health (Office of the College Secretary)
Issuance of Form 5 (Enrollment Form)
Issuance of Class cards
Application for Change in Matriculation
Application for Dropping of Subjects
Issuance of CRS Password
Issuance of True Copy of Grades (TCG) & Certificates (Enrollment, Good Moral, Units Earned, etc.)
Application for College Clearance
Issuance of Permit for Examination
Issuance of Excuse Slip
Issuance of Certificate of Appearance
Application for Leave of Absence (LOA)
Application for Extension of Maximum Residency Rule (MRR)
Application for Re-Admission
Application for Comprehensive Exam
Issuance of Notice of Master’s Thesis/Dissertation Proposal
Issuance of Notice of Master’s Thesis/Dissertation Defense
Application for Graduation
Permit to Transfer from one CU to Another
Page


















137
Office of the College Secretary
CPH Library








Application for Library Privilege
Borrowing of Books
Returning/Renewing of Borrowed Books
Request for Referral Letter
Reference Queries (Ready Reference)
Research Queries
Request to Photocopy Materials
Signing of Clearance







Physico-Chemical analysis of drinking water
Work Environmental Monitoring – Airborne Particulates and Environmental Lead Monitoring
Work Environment Monitoring – Illumination and Sound Level Monitoring
Work Environment Monitoring – Heat Stress Measurement
Teaching: Undergraduate Students (PH 131 – Physiology)
Teaching: MOH Graduate Students – Industrial Hygiene (IH) laboratory (Oh 202, OH 201)
Teaching: MOH Graduate Students – Plant visit (OH 206 & OH 201, Postgraduate Course in Occupational Health and
safety)
Preparation of Lecture Equipments
Blood Lead analysis
Photocopy of teaching materials, exams, faculty and course evaluation, research output, etc.
Cleaning of IH and EH Laboratory and Equipment maintenance
Teaching: Undergraduate Students (PH136), NSTC Module 7 & 8
Proctor during Examination and Administer course/faculty evaluation: Graduate and Undergraduate Students
Finance Officer: Liquidation of Cash Advances
Page







138
Department of Environmental and Occupational Health
Department of Health Policy and Administration





Preparation and Processing of COS
Preparation and Processing of Appointments and Honoraria of single shot or visiting lecturers of the Department
Preparation and Processing of basic paper of newly hired faculty and staff of the Department
Preparation and Processing of basic paper for renewal for faculty/professorial lecturer
Preparation of Modules for Students and Faculty
Department of Epidemiology and Biostatistics




Computer Laboratory
Statistical Consulting Laboratory
Library Service ( for Biostat/Epid reference materials)
Conduct of Short courses
Department of Health Promotion and Education




Preparation and Processing of basic paper for renewal of faculty and staff
Requesting of supplies, materials needed in the department
Procurement of supplies, materials needed in the department
Discard laboratory materials used
Page
Department of Medical Microbiology
139
 Preparation and Processing of COS
 Preparation and Processing of Appointments and Honoraria of the senior and single shot/professorial lecturers of the
Department
 Preparation and Processing of Basic paper of newly hired faculty and staff of the Department
 Preparation and Processing of Basic paper or renewal for faculty/senior and professorial lecturers
 Preparation of Reading packets/notes for students and faculty
 Diagnostic laboratory services; water analysis for bacteria
Department of Nutrition




Preparation and Processing of appointments and honoraria of the senior and professorial lecturers of the department
Preparation and Processing of basic paper of newly hired faculty and staff of the department
Preparation and processing of basic paper of renewal for faculty/senior and professorial lecturers
Preparation of laboratory manual for students and faculty
Department of Parasitology












Receiving and filing of Daily Outgoing Communications
Making and filing of electronic Files of Teaching Materials
Preparation and processing of local and International Travel
Encoding of monthly financial report
Filing of Monthly Financial Report
Diagnostic Laboratory Services
Encoding of all Laboratory Result
Transcribing of Minutes of the department meeting
Collating Handouts, Lecture Materials and Exam
Receiving and accepting Phone calls
Photocopying
Receiving and filing of daily Incoming communications
Page
 Receiving Incoming Documents
 Attending to walk-in and telephone inquiries
 Actions on:
1. Application for leave
2. Request for room use
3. Manual entries on bundy cards
140
Administrative Office
4. Application for authorization pass
5. Job request
6. Request for trip ticket
7. Application for Gate pass
 Attending to administrative consultations/implementations of University and other government rules and regulations
Office of the Dean
Page
141
 Issuance and processing of Office forms of the following:
1. Basic papers for new employees (Faculty, REPs, Admin. Personnel, Lecturers, etc.)
2. Membership to the different agencies such as GSIS, Pag-ibig, PhilHealth, UP Provident, etc.
3. Sworn Statement of Assets, Liabilities and Net worth (SALN)
4. Leaves (Study, Sabbatical, Secondment, etc.)
5. Travel Forms (Local/International Trip)
6. Certificate of Report for Duty and Official Travel Report (New employees, travel, leave, etc.)
7. University/College Clearance
8. Privilege to study at reduced fees
 Receiving and disseminating different correspondences, routine communications, memorandum, notice of meetings
from different offices, Universities and agencies
 Preparation and Processing of basic papers for appointments (New employee, renewal, additional assignments, etc.)
 Receiving and facilitating conduct of trainings, seminars requested for the college
 Request for certificate of employment, appearance
 Certificate of recommendation/referral letter
Frontline Services
Page
142
National Teacher Training Center for the Health Professions
(Office of the College Secretary)
Frontline Services
Page
143
College of Allied Medical Professions
(Office of the College Secretary)
ENLISTMENT/PRE-ENLISTMENT in CAS Courses for CAMP Students
BLOCK decides on subjects they would like to sign up for in Online Pre-enlistment

Consider curriculum, RGEP requirements and subjects already taken
ESF FORM

Students log onto CRS individually to fill up
Enlistment Survey Form (ESF).
Print accomplished form
Obtain signature of academic
adviser
Submit signed ESF to SRE
SRE collates and summarizes ESF forms
CAMP SRE requests courses with specific schedules for CAMP
students from CAS OCS based on:


ESF results
Schedule of courses at CAMP to be enrolled in by the student blocks;
these are typically only one section and offered only once a year
APPROVAL by CAS based
on availability of faculty,
classrooms, etc
CAMP
proposes
alternatives
YES
NO
Approved courses are incorporated into list of
courses available for Online Enlistment via CRS
Students Enlist Online during the online pre-enlistment period
(Please see flowchart for online enlistment prepared by CRS)
CAMP REGISTRATION PROCESS
OBTAIN PROCEDURE LIST
For BSOT & BSPT Students
CAMP Lobby/Information Table
PRIOR TO ENROLLMENT




Consult with Academic Adviser


Obtain list of courses approved for
enrolment for the semester
Discuss other processes necessary for
maintaining good standing, shifting,
etc as needed
Wait in HOLDING AREA
until your name is called
for BSOT & BSPT
students

List of academic advisers
Directory of students
List of Registration Advisers
Schedule of Registration Activities
GO TO HOLDING AREA (Rm 201)

Sign up for registration advising
GET FORM 5 FROM SRE
SEE REGISTRATION ADVISER

(for BSSP students, your academic adviser
is also your registration adviser)
SIGN Form 5 in Holding Area
Room 201



SRE will generate computerized
Form 5 based on list from
registration adviser

Submit recommendations from
academic adviser
Submit grades from previous semester
Obtain final list of courses approved for
enrolment
Indicate date and provide other
information on the form as
needed

PAY STUDENT FUND and UPDATE STUDENT
DIRECTORY at Table designated for CAMP
Student Council
SUBMIT Form 5
to REGISTRATION ASSISTANTS for
signature of Registration Adviser
Once signed Form 5 has been returned to you
proceed to CHECKER for CHECKING
OF ASSESSMENT
and STFAP Bracket
Wait in Holding Area
Go to the Office of Student
Affairs (OSA) at Padre Faura
for


NO
Correction of entry in CRS
Manual re-computation
assessment based on correct
STFAP Bracket
Proceed to PAYMENT at UPM
Cashier’s Office
at Padre Faura
STFAP Bracket and
computation of
Amounts Due are
correct
YES
academic
adviser –
faculty
who serve
to advise
the
student
througho
ut their
program;
their role
includes
student
support
and
support
for the
decision
making of
student
within the
program
for to
facilitate
maintena
nce of
good
academic
standing,
decisions
regarding
shifting,
and
general
student
adjustme
nt.
registratio
n adviser
– faculty
assigned
for the
day to
sign
registratio
n papers
NTRAUNIVERSITY CROSS-REGISTRATION:
Additional Subjects Outside the Curriculum (ASOC)
(These are courses available at UP Manila which are not part of the curriculum approved for
the program the student is admitted to, e.g. Chemistry 72 for a BSSP student)
START
2 weeks before regular registration
2 weeks before regular registration
Letter of request to take ASOC written by student
 Specify subject/s
 Clear justification for taking the course(s)
Letter is submitted to ACADEMIC ADVISER FOR RECOMMENDATIONS

Student may need to see adviser for consultation
Letter is forwarded to DEPARTMENT CHAIR FOR RECOMMENDATIONS
Letter is forwarded to CAMP COLLEGE SECRETARY for PROCESSING
If letter is endorsed at all levels, the student submits endorsed letter to the office
of the college secretary at the college where the student intends to take ASOC
(also known as the “receiving unit”
NO
Student
cannot take
ASOC that
semester
APPROVED
YES
Student follows procedures of
RECEIVING UNIT for enrolling in ASOC
Approved ASOC Form
CAMP Registration Procedures
INTER-UNIVERSITY CROSS- REGISTRATION
Enrolment in courses offered by a UP campus other than Manila
START
After completing registration of courses at mother unit (i.e. at CAMP)
(usually last day of enrolment of UPD,if student plans to cross enroll at UPD)
LETTER OF REQUEST WRITTEN BY STUDENT


Specific courses to be taken
Clearly state justification for taking those courses
OBTAIN ENDORSEMENT FROM ACADEMIC ADVISER
OBTAIN ENDORSEMENT FROM DEPARTMENT CHAIRPERSON
OBTAIN ENDORSEMENT FROM COLLEGE SECRETARY
OBTAIN CROSS REGISTRATION FORM
from SRE in CAMP Admin Office


Student accomplishes form
Then has form signed by:
o Adviser
o Dean c/o College Secretary
o OUR of UP Manila
o OUR of campus where student will
enroll (e.g. UP Diilan)
ENLISTMENT AT RECEIVING UNIT
(i.e. the college where you will enroll, e.g. CSSP, UP Diliman)
ASSESSMENT AT RECEIVING UNIT/CAMPUS (e.g.UPDiliman)
PAYMENT AT CASHIER OF RECEIVING UNIT/CAMPUS (e.g. UPDiliman)
REGISTERED FORM 5B
EXTRA-UNIVERSITY CROSS-REGISTRATION
Enrolment in Courses at a University outside of the UP System
START
STUDENT’S LETTER OF REQUEST TO TAKE SUBJECT(S) IN ANOTHER UNIVERSITY
 Addressed to the Chancellor through the Vice Chancellor for Academic Affairs
 Specify the subject(s) to be taken
 Specify the academic period (e.g. First Semester AY2013-14)
 Provide clear justification
Letter is submitted to ACADEMIC ADVISER FOR RECOMMENDATION/S
 Student may need to see adviser for consultation
Letter is forwarded to DEPARTMENT CHAIR for endorsement
Letter is forwarded to COLLEGE SECRETARY for endorsement
Letter is forwarded to DEAN for endorsement
Letter is forwarded to OUR for endorsement
Letter is forwarded to
VICE CHANCELLOR FOR ACADEMIC AFFAIRS
for endorsement
UP will not
credit units
taken at the
other university
Letter is forwarded to CHANCELLOR for action
NO
YES
request is
endorsed at all
levels and
APPROVED
Approved letter is forwarded to the
following for recording
 OUR of UPM
 OCS of home college
 Dept. Chair
 Academic Adviser
Student submits letter to OUR of
RECEIVING UNIVERSITY and
follows procedures of that
university for enrollment
ACCOMPLISHING A REMOVAL PERMIT
START
SRE for INFORMATION, FORM
ACCOMPLISH FORM
CASHIER for REMOVAL EXAM FEE
(Outside Removal Period)
COLLEGE SECRETARY
REMOVAL EXAM PERMIT
INSTRUCTOR
The following certifications can be processed by CAMP:
Certificate/Document
Clinic Hours Earned
Official Descriptions of Courses Taken
Letter of Recommendation
Certificate of Completion of
Requirements for Graduation
True Copy of Grades
Application for Graduation
Other documents
Estimated Processing Time
(outside of registration period)
Cost
3-5 working days
5 working days
1-2 working days
5-7 working days
P50.00/copy
5 working days
1 day
variable
P25.00/copy
P950.00
P20.00/copy
Requests for CERTIFICATE of GOOD MORAL CHARACTER
or LETTER OF RECOMMENDATION
Certificate/Document
Letter of Recommendation
Estimated Processing Time
Cost
(outside of registration period)
1-2 working days
5-7 working days
P20.00/copy
Fill up REQUEST FORM at CAMP Admin
Office; submit to SRE
NO
APPROVAL
by faculty signatory
(if signatory is College Secretary,
OCS may need to confer with the
chairman of the department to
which the student belongs)
PAY FEE at UPM Cashier’s Office on
Padre Faura
Certification
cannot be
given
YES
SUBMIT RECEIPT to SRE at CAMP Admin Office.

The SRE will generate the document based on CAMP records and obtain the
signatures for the documents from the appropriate college officials.
CLAIM DOCUMENT from SRE
after the estimated processing time
REQUEST FOR TRUE COPY OF GRADES (TCG)
Processing Time: 5 Working Days except during registration period
START
SRE for INFO, FORMS
PAY FEE AT CASHIER
P25/copy
Submit receipt to SRE
SRE prepares TCG
COLLEGE SECRETARY validates/signs TCG
TRUE COPY OF GRADES
(student obtains signed TCG from SRE)
TRANSCRIPT OF RECORDS (TOR)




This is a service provided by OUR, not CAMP. The flowchart is included here for the
reference of CAMP students.
Graduates of 1984 and before 1984, obtain TOR from UP Diliman
Graduates of 1985 and after, obtain TOR from UP Manila
University Clearance may be required
START
Student gets APPLICATION FORM at OUR
 Accomplish form
Pay Fee at UPM CASHIER
 Submit receipt to OUR
Submit UNIVERSITY CLEARANCE to OUR
if you have not done so since your last enrolment.
Claim
TOR and RECEIPT
from the OUR
CERTIFICATE OF COMPLETION of REQUIREMENTS FOR GRADUATION
(Usually needed for submission to PRC, Medical School, Employment)
START
STUDENT HAS COMPLETED ALL
REQUIREMENTS FOR
GRADUATION
YES
NO
STUDENT COMPLETES
ACADEMIC/ADMINISTRATIVE
REQUIREMENTS
STUDENT OBTAINS
REQUEST FORM
from SRE
STUDENT PAYS FEE at UPM CASHIER
STUDENT SUBMITS THE FOLLOWING to SRE
 Accomplished request form
 Receipt of payment
 Clearance
SRE PREPARES CERTIFICATE
DEAN/COLLEGE SECRETARY SIGNS CERTIFICATE
Student claims CERTIFICATE OF COMPLETION from SRE
APPLICATION FOR GRADUATION
CLEARANCE FOR GRADUATING STUDENTS
Submission of clearance is required in order to obtain Diploma, TOR, certificate of
completion, and other documents. It is recommended that you obtain duplicate copies of
your clearance. If all requirements are complete, processing time is usually 15 days
START
START
Accomplish Departmental
Accomplish CAS Clearance
Clearance at CAMP
STUDENT OBTAINS APPLICATION
(includes all Departments)
for
all
major subjects taken
FORM from SRE
STUDENT PAYS FEE at UPM CASHIER
ACCOMPLISH CAMP COLLEGE CLEARANCE
This includes clearance for:
 all affiliation centers
 all department heads
 the head of the CAMP Graduate Programs (for graduate students only)
 the CAMP
Adminsitrative
STUDENT
SUBMITSOfficer
RECEIPT and
ACCOMPLISHED
FORM to SRE
 the CAMP
Library
 the Officer of Student Relations
 the College Secretary on behalf of the Dean
SRE Prepares List of Applicants for
Graduation for Submission to OUR
ACCOMPLISH UNIVERSITY CLEARANCE
(includes all unit libraries, LRC, OSA, UPM Health Service, OUR, etc)
Accomplished clearance forms
 CAS
 CAMP
 University
Do not lose these forms. You will need them repeatedly.
CLINICAL TRAINING HOURS
START
Student Obtain REQUEST FORM from SRE
PAY FEE at UPM Cashier’s Office
P50 per copy as of 2013.02.18
Student submits the following to SRE:
 Receipt
 Accomplished request form
SRE prepares record of Clinical Training
Hours based on records of department
CLINICAL TRAINING coordinator
College Secretary validates and signs
certification of clinic hours
Student claims
CERTIFICATE OF CLINIC HOURs
from SRE
LEAVE OF ABSENCE (LOA)



If a student is enrolled in coursework when the need arises to apply for LOA,the application should be filed before the
deadline indicated in the Academic Calendar.
If a student chooses to go on LOA instead of enrolling for coursework in any semester, the application should be filed
during the enrolment period for that semester.
Processing Time: 15 working days (given prior accomplishment of clearance)
START
Letter requesting LOA written by student. Letter should include
 Justification for applying for LOA. Specify if
reasons are financial , personal , health , etc.



If for health reasons, attach medical certificate
Signature of parent(s) and/or legal guardian indicating consent
Duration for which leave is requested (one semester or one year)
Request adviser’s endorsement of letter
Present letter to ADVISER for
COUNSELING/PROCESSING
Submit letter to SRE
Obtain copy of LOA MEMO FORM and other
relevant information from SRE

Request endorsement from DEPT Chair.
Dept Chairperson will need to indicates class standing on form
Obtain endorsement of College Secretary on behalf of the Dean
Pay Fee at UPM Cashier’s Office
P150/semester as of 2013.02.18
ACCOMPLISH DEPT, CAMP and CAS CLEARANCE FORMS
(see separate flowchart)
Submit the following to SRE
 accomplished LOA Memo form
 receipt
 clearance forms
Claim APPROVED LOA MEMO from SRE
 Do not lose this document. Without it, you will be
considered AWOL.
READMISSION FROM LOA
START
DEPARTMENT CHAIR FOR
RECOMMENDATIONS
COLLEGE SECRETARY
APPROVED MEMORANDUM ON
ACTION OF DEAN ON REQUEST
FOR READMISSION FROM LOA
ACADEMIC ADVISER
 academic
 clinical training
 health
 others

READMISSION FROM AWOL
PROCESSING TIME RANGE: 15 DAYS +
START
STUDENT’S LETTER WITH CLEAR REASON/S
(ADDRESSED TO THE DEAN)
 financial
 personal
 health + medical certificate
 others
OGC
College Secretary
Department Chair for Advising
SHIFTING/
TRANSFER
PROCEDURES
NOT
FAVORABLE
UNIVERSITY GUIDANCE
COUNSELOR RECOMMENDATION
FAVORABLE
CASHIER
OCS
DEAN
OUR’SENDORSEMENT
UNIVERSITY ASSISTANT FOR
ACADEMIC AFFAIRS
CHANCELLOR’S ACTION
REGISTRATION
PROCEDURES
Processing of Requests for Extension of Stay in a Degree Program of the University beyond
the Duration Allowed by the Maximum Residence Rule (MRR):
1. Student writes letter requesting for extension and submits to adviser. The letter should include:
a. Explanation for why the student has been delayed
b. Length of extension requested (number of semesters and/or academic years)
c. The student’s plan for maximizing the period of extension, if granted
2. Adviser submits request together with his/her recommendations and the rationale for those recommendations
to department chairperson.*
3. The department chairperson forwards the above together with his/her own recommendations to the College
Secretary, together with the following documents:*
a. True copy of grades
b. Table calendaring the student’s academic standing from the first semester of enrolment to the present,
and listing the courses to be taken or completed during the period of extension
c. The department opinion re: the likelihood that the student will be able to complete all requirements for
graduation given the extension
d. Any special conditions that exist or need to be met, such as but not limited to:
i. Regular follow up at OSA for personal counseling
ii. A student loan that covers board, lodging and tuition
iii. Full time leave to complete thesis (for graduate students)
iv. Change of thesis adviser, etc
4. The College Secretary studies the department recommendation, annotates and or makes his/her own
recommendations and submits all documents to the UPM Committee for Readmission, Retention and
Graduation for committee consideration and action.**
5. The student receives a letter indicating the action of the UPM Committee.
File copies of all of the above documents should be stored in the student’s jacket.
* These two steps may be modified as needed by the department, for example:
- The adviser may feel the need to refer the student to OSA and wait for the OSA report prior to forwarding
the request to the department chairperson, or may request for a meeting with the student’s parents, etc
- The department chairperson may choose to discuss the request at an en banc meeting of all department
members, etc
**The College Secretary may likewise choose to consult the CAMP Executive Committee or the CAMP Officer for
Student Relations, etc. prior to submitting recommendation to the UPM Committee
SHIFTING OUT OF CAMP
START
PARENTS
NO
PARENTS’
POSITIVE
CONTENT
YES
LETTER OF INTENT TO SHIFT
ADDRESSED TO DEAN
 Parent’s consent
 REASON
 Course Shifting



ACADEMIC ADVISER
Counseling
Recommendations
Referral to OGC
NO
LETTER
POSITIVELY
ENDORSED
YES
OFFICE OF GUIDANCE AND COUNSELING
SRE

DEAN
Approval


SRE
ADMISSION
NOTE FROM
CLEARANCE
DEPARTMENTAL
COLLEGE
REQUEST FOR HONORABLE DISMISSAL
START
STUDENT’S WRITTEN PETITION
SIGNED BY PARENT/GUARDIAN
SRE for INFORMATION
DEPARTMENT CHAIR for ADVISING
OUR
UNIVERSITY CLEARANCE
APPROVED
YES
HONORABLE DISMISSAL SLIP
STOP
COLLEGE INVESTIGATION COMMITTEE (CIC)
START
LETTER OF COMPLAINT
ADDRESSED TO CHAIR
DEAN
DEPARTMENT
MERITS
INVESTIGATION
NO
DEPARTMENTAL
FILE-STUDENT’S
JACKET
YES
CIC APPOINTED BY DEAN
2 FACULTY, 1 STUDENT
LOG CASE IN A STUDENT
DISCIPLINARY CASE
BOOK
DEAN
REPORT TO CHANCELLOR
within 10 days from receipt of Committee Report
OFFICE OF THE CHANCELLOR
NO
SANCTION SUSPENSION
≤ 1 YEAR
UDENT
YES

ST STUDENT
DISCIPLINARY
TRIBUNAL
FINAL & EXECUTORY
After 15 days from receipt of CIC’s decision
DEAN’S LETTER INFORMING STUDENT’S
AND PARENT/S OF CHARGES
STUDENT’S RESPONSE
After 1 week/after 3
day

UPManila Citizen` Charter - University of the Philippines Manila

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