Version 1 TABLE OF CONTENTS

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TABLE OF CONTENTS
Title
I.
II.
Page Number
About NORSU
5
Vision
5
Mission
5
Values
5
Performance Pledge
5
Academic Programs
6
Introduction
a. Scope of the Operations Manual
9
9
b. Systems of Amendments and Revision
9
c. Distribution
10
Definition of Terms and Acronyms
11
The Front Line Services
12
1. The University Registrars Office
13
a. Organizational Structure (Main Campus)
14
b. Organizational Structure (External Campus)
14
c. The University Registrar’s Office Human Resources
15
c.1 University Registrar
15
c.2 Assistant Registrar
16
c.3 Records Officer
16
c.4 Documents Verification Officer
17
c.5 Information Officer
18
c.6 Evaluation Section
20
c.7 Data Entry Encoder
21
c.8 Office Clerk
22
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Title
Page Number
d. Types of Services with Procedures
24
d.1 Issuance of Transcript of Records
24
d.2 Issuance of Diploma
25
nd
d.3 Issuance of Diploma (2 copy)
26
d.4 Issuance of Certification
27
d.5 Issuance of Honorable Dismissal
28
2. The University Library
a. Organizational Structure (Main Campus)
29
29
b. Organizational Structure (External Office)
30
c. The University Library Office Human Resources
31
c.1 University Librarian
31
c.2 Librarian – Public Service Section
32
c.3 Librarian – Collection Management Section
32
c.4 Librarian – Special Library Section
33
c.5 Multi Media Incharge
34
c.6 Administrative Assistant
34
d. Types of Services with the corresponding procedures
36
d.1 Issuance of Student Library ID
36
d.2 Borrowing Fiction Books
37
d.3 Borrow non-Fiction Books
37
d.4 Borrow Reserved Books for Overnight
39
d.5 Borrow Reserved Books for Library Use
40
d.6 Renewal of Borrowed Reserved Books for Library Use
41
3. The Office of Students Affairs & Services (SAS)
a. Organizational Structure of SAS
b. The Office of SAS Human Resources
42
42
44
b.1 SAS Director
44
b.2 Administrative Support
45
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Title
Page Number
c. Types of Services with the Corresponding procedures
c.1 Issuance of Students New Identification Card or
46
46
Replacement of Lost ID
c.2 Validation of Expired ID
47
c.3 Replacement of Damaged Student ID
48
c.4 Issuance of Certificate of Good Moral Character
49
c.5 Issuance of Recommendation Letter for OJT,
50
Employment and Apprenticeship
4. CARE
53
a. Organizational Structure of CARE Center
50
b. The University’s CARE Center Human Resources
54
b.1 University Guidance Center
54
b.2 Guidance Counselor
55
b.3 Placement Officer
56
b.4 Administrative Support Staff
57
c. Types of Services with the corresponding procedures
58
c.1 Administering NORSU Admission Test
58
5. Medical and Dental
a. Organizational Structure of the University Medical and
59
59
Dental Clinic
b. The University Clinic Human Resources
60
b.1 University Physician
60
b.2 University Dentist
61
b.3 University Nurse
62
c. Types of Services with the corresponding procedures
64
c.1 Medical Routine Consultation – New Case
64
c.2 Medical Routine Consultation (With existing file)
65
c.3 Dental Service for new case
66
c.4 Dental Service for existing cases
67
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Title
Page Number
6. The University Cashier Office
68
a. Organizational Structure of the University Cashier’s Office
68
b. The University Cashier’s Human Resources
70
b.1 University Cashier
70
b.2 Receiving Teller
71
b.3 Paying Clerk
71
b.4 Records Custodian
72
c. Types of Service and its Corresponding Procedure
73
c.1 Receiving Payments
73
c.2 Releasing Payments
74
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ABOUT NORSU
The Negros Oriental State University was enacted on June 25, 2004 under the Republic Act No. 9299,
“An Act Converting the Central Visayas Polytechnic College (CVPC) into a State University to be Known
as the Negros Oriental State University (NORSU), Integrating Therewith the Genaro Goni Memorial
College in the City of Bais, the Siaton Community College in the Municipality of Siaton, and the Mabinay
Institute of Technology in the Municipality of Mabinay.”
Negros Oriental State University (NORSU) has nine (9) campuses located in strategic areas across the
province of Negros Oriental, namely: Dumaguete City campuses (2) also known as Main Campuses 1
and 2, Bais City campuses 1 and 2 , Bayawan City-Sta. Catalina Campus, Siaton Campus, Guihulngan
City Campus, Pamplona Campus and Mabinay Campus; and offers Diploma, Certificate, Baccalaureate,
Masteral and Doctoral Degree Programs.
VISION
Negros Oriental State University by 2016 is a dynamic higher education institution of preference for the
development of competitive, productive and world-class human capital.
MISSION
Negros Oriental State University passionately delivers quality instruction, fosters cutting edge research,
and encourages socially-responsive community services through relevant and innovative technologies.
VALUES
The values that characterize the academic program of Negros Oriental State University are:
Kinship of mind and heart for development
Adaptability and accountability in the professions
Benchmarking with global standards and practices
Industry and hard work for productivity
Leadership in societal transformation
Interdependence with various Stakeholders
Nurturing desire for harmony of man and nature
PERFORMANCE PLEDGE
We, the members of the Faculty and Staff do hereby pledge and commit to:
National development through effective partnerships
Opportunity-laden educational access for poor but deserving students
Research-based and competency-driven instruction
Scholarship and innovation
Unity in diversity of cultures
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ACADEMIC PROGRAMS
A. NON-DEGREE PROGRAMS
Short Term Courses
Continuing Education Programs in Technology, Driving, Computer, others
Two-Year Programs
Associate in Hospitality Management
Associate in Industrial Technology
Major in Architecture Drafting, Electrical, Mechanical, Automotive, Electronics, Civil,
Garments, Refrigeration and Air-conditioning, and Food Technology
Associate in Medical-Dental-Nursing Assistant
Associate in Secretarial Science
Midwifery
Three-Year Program
Diploma of Technology
Major in Automotive, Computer, Electronics, Electrical, and Mechanical Technology
B.
DEGREE PROGRAMS
1.
Four-Year Programs
Bachelor of Arts
Major in General Curriculum, Social Science, and English
Bachelor of Mass Communication
Bachelor of Elementary Education
Major in General Education, Special Education, and Pre-School Education
Bachelor of Secondary Education
Major in English, Filipino, Math, Social Studies, Physical Science,
Biological Science, Music, Arts and Physical Education
Bachelor of Science in Accountancy
Bachelor of Science in Agriculture
Major in Animal Science, Agronomy, and Forestry
Bachelor of Science in Architecture
Bachelor of Science in Aviation Maintenance
Bachelor of Science in Biology
Bachelor of Science in Business Administration
Major in Human Resource Development Management, Financial Management,
and Marketing
Bachelor of Science in Chemistry
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Bachelor of Science in Computer Science
Bachelor of Science in Criminology
Bachelor of Science Forestry
Bachelor of Science in Geology
Bachelor of Science in Hospitality Management
Bachelor of Science in Industrial Technology
Major in Electrical, Mechanical, Automotive, Electronics,
Architectural Drafting, Computer, Civil, Garments, Refrigeration and
Air-Conditioning, and Food Technology
Bachelor of Science in Information Technology
Bachelor of Science in Mathematics
Bachelor of Science in Office System Management
Bachelor of Science in Nursing
Bachelor of Science in Pharmacy
Bachelor of Science in Psychology
Bachelor of Science in Tourism
Bachelor of Science in Technological Education
2.
Five-Year Programs
Bachelor of Science in Architecture
Bachelor of Science in Civil Engineering
Bachelor of Science in Computer Engineering
Bachelor of Science in Electric Engineering
Bachelor of Science in Electronics and Communication Engineering
Bachelor of Science in Geodetic Engineering
Bachelor of Science in Geothermal Engineering
Bachelor of Science in Mechanical Engineering
3.
POST-BACCALAUREATE PROGRAM
Bachelor of Laws (LLB)
C.
GRADUATE LEVEL
Doctor of Philosophy (Ph. D.)
Ph. D. in Educational Management
Ph. D. in Mathematics
Doctor of Education (Ed. D.)
Ed. D. in Educational Management
Ed. D. in Instruction
Ed. D. in Science Education
Ed. D. in English
Ed. D. in in Filipino
Ed. D. in in Technology Management
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Doctor of Management (DM)
DM in Human Resource Development
DM in Public Administration
Master in Business Administration (MBA)
Master of Arts
in Science Teaching (MAST)
in Mathematics Teaching (MAMT)
in English (MA Eng.)
in Filipino (MA Fil.)
in Sociology (MA Socio)
in Vocational Education (MAVE)
in Physical Education (MAPE)
in Public Health (MPH)
in Psychology (MA Psych)
in Special Education (MA Sped)
in Early Childhood Development
Master of Science
in Mathematics (MS Math)
in Biology (MS Bio)
in Agriculture (MS Ag)
Major in Agronomy, Animal Science, and Agricultural Extension
in Library Science (MSLS)
in Information Technology (MSIT)
Master in Public Management (MPM)
Major in Local Government Administration, Human Resource Management
and Public Administration
Master in Technician Education (MTE)
Major in Automotive Technology, Civil Technology, Electrical Technology,
Electronics Technology, Mechanical Technology, and
Architectural Drafting Technology
Master of Arts in Educational Management (MAEM)
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INTRODUCTION
This Operations Manual provides valuable information on policies, standards, procedures and
requirements of the frontline services as well as procedures in acquiring them. Most of these
requirements, if not all, adhere to those mandated by statutory and regulatory agencies. The Manual is
designed to facilitate a more efficient delivery of services and better management of and guidance for
the university stakeholders.
a.
Scope of the Operations Manual
The Operations Manual covers the following six (6) frontline services and these are:
1) Office of the Registrar,
2) Library,
3) SAS (Student Affairs & Services),
4) CARE (Counseling, Assessment, Resources, and Enhancement),
5) Medical and Dental Services, and
6) Cashier.
For better understanding of the functions of each of the herein mentioned offices, the
following information are provided:
a.1
a.2
a.3
a.4
a.5
b.
Brief overview of the office
The Organizational Structure of the office with description of the functions
The Management of the Office represented by the corresponding Job Profile of the
job holders
Types of Services offered to Students
Procedures representing the flow/process, accountability and evidences of each
type of service rendered
System of Amendments and Revision
The following system of amendment and revision applies to the entire Operations Manual.
Amendment and revision are considered the same. Revision means a partial change to
the Operations Manual and is numbered in sequence. When major changes need to be
made, a new edition will be made.
As the case may be required, revisions may be carried out as:
b.1
b.2
Standard revision – regularly and permanently performed changes on specific
subjects in parts, processes, chapters and/or subchapters;
Temporary Revision – time limited changes or amendments, published additionally
to the revision in effect. Temporary revisions are to be cancelled
upon time limit, or if no longer valid, appropriate or applicable;
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b.3
Urgent Revision – immediate amendments or revisions are required (a) whenever
existing statutory laws, memorandums, and/or executive orders are
superseded and compliance to the new mandate is required, and
(b) in the interest of students and stakeholders of NORSU.
All amendments and revisions require approval. Immediate revisions may be published
as Temporary Revision or Standard Revision
The Operations Manual shall be subjected to a regular review to ensure consistency of
what is practiced and documented processes. A regular review can be either on a yearly
or every other year as the case may be. However, should there be any change in the
technology used or changes in the current operating system, this follows that the
processes will change, hence revision is required.
c.
Distribution
A print copy of the Operations Manual shall be available to all front-line offices and all
other offices of NORSU. Likewise, the Operations Manual shall be made accessible to
students and other stakeholders at www.norsu.edu.ph.
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DEFINITION OF TERMS AND ACRONYMS
1. AACCUP
-
2. CARE
3. CHED MORPHE 4. COA
5. CVPC
6. DOH
7. GO
8. NARSUC
9. NGO
10. OJT
11. SAS
-
Accreditation Agency of Chartered Colleges and Universities in the
Philippines, Inc.
Counseling Assessment, Resources and Enhancement
Commission on Higher Education, Manual Operation of Regulation for
Private Higher Education
Commission on Audit
Central Visayas Polytechnic College
Department of Health
Government Organization
National Association of Registrars of State Universities and Colleges
Non-Government Organization
On the Job Training
Student Affairs & Services
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THE FRONTLINE SERVICES
1.
2.
3.
4.
5.
6.
The University Registrars Office
The University Library
Office of the Student Affairs & Services
CARE
Medical & Dental
The University Cashier Office
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THE UNIVERSITY REGISTRARS OFFICE
The Office of the University Registrar plays a vital role in charging and enforcing University policies and
rules on admission, registration assessment of fees and scholastic records. The office is also the
custodian and guardian of all scholastic records of students and ensures that confidentiality of the same
is always safeguarded. Likewise, the University Registrar is mandated to enforce compliance of
academic rules mandated by the various regulating bodies of the government.
Furthermore, the Office of the University Registrar provides or furnishes data and information as
requested by the different government agencies; keeps and updates records of student’s evaluation
sheets from the date of admission until their graduation; furnishes its graduates and alumni with their
respective official transcript of records; and furnishes other HEI’s records of transferring students
whenever requested.
Moreover, the Office of the University Registrar aims to:
1. Be the center in providing information to students about the University’s academic policies
and between University colleges, offices, external campuses, other HEIs and other
government agencies;
2. Provide services to students, parents, alumni, other HEIs, other stakeholders;
3. Be the center in providing excellent computerized information regarding students’ records
and other school data as well as computerized students transaction and services both at the
main and external campuses.
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THE ORGANIZATIONAL STRUCTURE OF THE MAIN CAMPUS
UNIVERSITY’S REGISTRAR OFFICE
Vice President
Academic Affairs
University Registrar
Assistant
Registrar
Records
Section
Document
Verification
Section
Data Processing
Section
Evaluation
Section
Document
Request Section
Communications
Section
STAFF
The above organizational structure of the University Registrar’s Office shows the office reporting
to relationship with the Academic Affairs and the direct line accountabilities represented herein
by the six (6) sections with whom the corresponding activities of these sections are grouped
according to the nature of tasks and deliverables. On the other hand, the registrar’s office
organization structure at the external campuses, (below) reports directly to the Campus
Administrator at the same time has a coordinating relationship with the University Registrar’s
Office at the main campus. However, the servicing of students and other clients request at the
external campus are served at the external campus itself.
THE ORGANIZATIONAL STRUCTURE OF THE EXTERNAL CAMPUS
REGISTRAR OFFICE
Vice President
Academic Affairs
External Campus
Administrator
External Campus
Registrar
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THE UNIVERSITY REGISTRARS OFFICE HUMAN RESOURCES
1.
Job Title
:
Reporting to
:
Job Dimension
Direct Reports
:
Number of staff supervised :
Communications Framework
External
:
Internal
:
Decision Making Authority
Approvals
:
Vice President for Academic Affairs
1
7
CHED, Dep ED, TESDA
President Office, Academic/NURSO Community
With-in the scope of the defined accountability
Key Accountabilities:
Directly accountable to all matters involving:
1.
2.
3.
4.
5.
Placements and admissions of students to the University;
Students records;
Evaluation of students’ credentials;
Eligibility for graduation;
Approvals and releases of students’ transcript of records, honorable dismissal
and diploma; and
6. Compliance of all mandated memorandum, executive orders, policies, and other
circulars from various government agencies and interagency with whom the
University’s academic programs are covered.
Duties and Responsibilities
1. Provide leadership and develop appropriate recommendations for the implementation
of related technology application in support of enhanced services;
2. Responsible in ensuring that all defined deliverables are executed to the satisfaction of
students and all other stakeholders having transactions at the University Registrar’s
Office;
3. Ensure in-time communication to all internal direct reports about any developments, new
circulars, executive orders, instructions, memorandums;
4. Supervise the coordination, valuation and certification of all graduation applications,
while overseeing the complete graduation process to include all elements of the rehearsal
and ceremony.
5. Collaborate with external campus administrators, deans, faculty, guidance counselors, IT,
and other units of the University in improving the delivery of services to students.
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2.
Job Title
:
Reporting to
:
Job Dimension
Direct Reports
:
External
:
Internal
:
Decision Making Authority :
Assistant Registrar
1
None
Staff within the Registrar’s Office and other
academic offices of the University
None
Key Accountabilities
1. Directly accountable to all matters under the University Registrar’s Office.
1. Provide direct support to the University Registrar regarding all matters and functions
under the office;
2. Ensures that all documents brought to the attention, perusal, approvals and
signature by the University Registrar are in order, accurate and have met all the
mandated compliance as per university policy and other statutory requirements;
3. Provide assistance to all other members of the University Registrar Office.
3.
Records Section
The Records Section is the custodian of all student files and records and is headed by a
Records Officer.
Job Profile of the Records Officer
Job Title
:
Reports to
:
Job Dimension
Direct Reports
:
External
:
Internal
:
Approvals
:
Records Officer
1
None
None
Within the University Registrar Office
None
1. The safety and security of Record Rooms; and
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2. The safety and security of students’ files/folder.
1. Ensure files/folders are maintained and organized according to: a) Baccalaureate Files
and b) Graduate Student Files;
2. Maintain a daily log-book of all in-and-out transactions in the Records Room;
3. Ensure that all details and information of person/persons getting into the Record
Room; purpose; and time of entry are captured in the log-book;
4. Ensure that all files/folders pulled-out out of the Record Room are entered in the logbook’;
5. Ensures that the below details are captured in the log-book of all students
files/folder pulled-out of the Records Room;
a.
Name of Student, File Number or Student Number
b.
Date and Purpose of pull-out;
c.
Name of person requesting the file and the same to be acknowledge;
d.
Date of intended return.
6. Ensure that no personal items and/or belongings of employees are kept in the Record
room;
7. Ensure that the required space for all files is available;
8. Ensure that students electronic files and other permanent documents are kept at the
Record Room;
9. Ensures that prior to discarding any files, such files have been properly scanned;
10.Immediately report to University Registrar any untoward incident or incidences
occurring in the Record Room;
11.Ensure that the established in-and-out restrictions at the Records Room are
strictly complied and observed;
12 Provide support and assistance to other members of the University Registrar’s
Office when required.
4.
Document Verification Section
The Document Verification Section is tasked to perform all due diligence verification from:
a. University Code;
b. University Student Handbook;
c. NARSUC Handbook;
d. CHED MORPHE;
e. Program Curriculum; and
f. Other approved references.
.
Job Profile of the Documents Verification Officer
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Job Title
:
Reports to
:
Job Dimension
Direct Reports
:
External
:
Internal
:
Approvals
:
Documents Verification Officer
1
None
None
Within the University Registrar’s Office
None
1. Due diligence verification of the authenticity of documents submitted.
1. Ensure that all documents submitted by students and/or any persons authorized to
represent them at the University Registrar’s Office conform with the approved
and prescribed documents accepted by the office;
2. Due diligence verification of all documents and their corresponding attachments prior to
forwarding the same to the University Registrar;
3. Acknowledge receipt of documents by signing on an acknowledgement sheet;
4. Note on any discrepancies, errors, and other forms of non-conformity and
make the needful corrections required;
5. Attends to any concerns, issues and complaints pertaining to students’ documents
and/or records;
6. Refer to the University Registrar problems arising from any mis-representation
of documents by students and other parties and any other issues over and above
their level;
7. Immediately report to University Registrar any untoward incident or incidences
at the University Registrar Office;
8. Provide support and assistance to other members of the University Registrar’s
Office when required.
5.
Document Request Section
The Document Request Section represents the front-line unit of the University Registrars Office
represented by the Information Officer.
The Information Officer’s function are to assist all clients’ inquiries and receive all client
requests.
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Job Profile of the Information Officer
Job Title
Reports to
:
:
Job Dimension
Direct Reports
:
External
:
Internal
:
Approvals
:
Information Officer
1
None
Clients and other parties authorized by students to
represent themselves;
Members of the University wide community within the
University Registrar Office
None
1. The dissemination of enrollment procedures and service processes for the information
of students and all others having transactions with the University Registrars Office.
1. Attend to requests for forms by client/clients;
2. Ensure that all entries in the Request Form are filled up before issuing the
scheduled date of release.
3. Ensure that the request for a transcript of record comes with a colored photo in white
background, and not a computer print-out and is free from any form of alterations;
4. Ensure that the colored photo by the graduate requesting for a transcript of records for
Board Examination Purposes shows a collared shirt in white background;
5. Ensure that the photo submitted by a BS Criminology graduate for a Board Exam
purposes conforms the Type A uniform, is colored and in white background;
6. Responsible for providing accurate information regarding the scheduled
release date of Transcript of Records to be between 10 to 15 working days;
7. Ensures that those requesting for a transcript of record and/or Diploma are duly
informed that Transcript of Records shall only be released upon submission
of accomplished and duly signed University Clearance;
8. Ensures that graduates/alumni/students are duly informed of the University
Registrars Office guidelines in regards to request for transcript of records,
diploma, certification and other documents and consequence for noncompliance;
9. Ensures that Transcript of Records, Certifications, Authentications, and other pertinent
documents submitted by students/clients conforms to the standard of authentic
documents;
10.Release of Transcript of Records, Diploma, Certifications, Authentications, and other
pertinent Registrar Documents requested are duly acknowledged and recorded;
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11.Ensures that prior to the release of documents to students/clients or any
authorized third party due diligence in reviewing the authorization letter and/or
documents;
12.Ensure that all documents submitted by students and/or any persons
authorized to represent the student at the University Registrar’s Office conforms
with the approved and prescribed documents accepted by the office;
13.Shall refer to the University Registrar problems arising from any misrepresentation of documents by students and other parties and any other
issues over and above their level;
14.Immediately report to University Registrar any untoward incident or
incidences noted to take place at the University Registrar’s Office;
15.Provide support and assistance to other members of the University
Registrar’s Office when required.
6.
Evaluation Section
The section is tasked to review all entries in students’ files whenever there is a request for
transcript of records, diploma, and other tasks related to performing due diligence in evaluation
of students’ grade entry on their respective files;
Job Profile of the Evaluation Officer
Job Title
:
Evaluation Officer
Reports to
:
Job Dimension
Direct Reports
:
1
None
External
:
Internal
:
Approvals
:
None
1. Accountable to the accurate entry of grades in the students’ files and evaluation of
student grades.
1. Manage all requests for documents, like Transcript of Records and the evaluation of
student grades;
2. Ensure due diligence and authenticity of the grades posted and/or encoded/entered in
the respective students files/folders;
3. Ensures compliance of internal processes regarding request for documents by the
student assistants;
4. Shall refer to the University Registrar problems arising from any mis-representation of
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documents by students and other parties and any other issues over and above their
level;
5. Immediately report to University Registrar any untoward incident or incidences noted to
take place at the University Registrar Office;
6. Provide support and assistance to other members of the University Registrar’s Office
when required.
7.
Data Processing Section
The Data processing TEAM are the data entry encoders of student’s grades in the students
respective files and folders and other data entries relevant to the University Registrar’s Office.
Job Profile of the Data Processing Officer
Job Title
:
Data Entry Encoder
Reports to
:
Respective Section Heads
Job Dimension
Direct Reports
:
1
None
External
:
Internal
:
Approvals
:
None
1. Accountable to the accurate entry of grades in the students files.
1. Responsible for encoding all required entries of the students’ individual files and folders;
2. Responsible for due diligence compliance of all internal processes within the University
Registrar’s Office;
3. Immediately report to the University Registrar any untoward incident or incidences at
the University Registrar Office;
when required.
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8.
Communications Section
The Communication Section is charged with the dissemination of all mails and documents to
and from the University Registrar’s Office.
Job Title
:
Office Clerk
Reports to
:
Job Dimension
Direct Reports
:
1
None
External
:
None
Internal
:
Approvals
:
None
1. Accurate dissemination of mails and documents with in the University Registrar’s Office
1. Verify and sorts all mails and documents addressed to the University Registrar Office;
2. Ensure that Communications received are classified as priority and regular.
3. Ensures compliance of the guidelines in the classifying of mails and documents as
Priority and Regular with:
Priority Communications are those that:
a. are personally addressed to the University Registrar;
b. come from the University President;
c. come from the respective other NORSU Offices; and
d. come from government offices
Regular communications are those that:
a. concerns enrollment;
b. concerns graduation;
c. relate to statistical data;
d. relate to verification of student records;
e. concerns furnishing for school’s copy (honorable dismissal return slip); and
f. are regularly processed by the Registrar’s Office
4. Due Diligence is observed prior to the release of transcript of records and honorable
dismissal to a requesting school;
5. Strict compliance to all internal guidelines regarding issuance of transcript of records and/or
honorable dismissal to another school;
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6. Immediately report to University Registrar any untoward incident or incidences noted to take
place at the University Registrar Office;
when required.
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Types of Services with the corresponding procedures:
1.
Issuance of Transcript of Records/Form 137
Day/Time Service is available
Monday - Friday ; 8:00AM to 5:00pm (No Noon Break)
Who can avail of the service
ALL Students/Graduates/Alumni
Requirements
Student ID and other valid ID for Alumni
Authorization Letters for representatives
Place/Location service is available
Registrar's Office
1.a.
Procedure
PERSON
PROCESS
SI
STEPS
PROCESS
TIME
1
Accomplish a University Clearance
2
Asks for Request Form (Form 1) and present
Accomplished University Clearance
3 minutes
3
Fills-up From 1 and hand-over filled-up Form 1
to Information officer
3 minutes
4
Make Payment to Cashier
5 minutes
5
6
7
Receive Official Receipt
Present Official Receipt to secure claim stub
Receive Claim Stub
Collect Transcript of Records 15 days from
receipt of claim sub
1 minute
5 minutes
1minute
8
--------END OF PROCESS----------
5 minutes
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
Information
Officer
Receiving
Teller
Information
Officer
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Accomplished
University
Clearance
Filled-up Form
1
Filled-up Form
1
Official Receipt
Official Receipt
Claim Stub
Claim Stub and
Transcript of
Records
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2.
Issuance of Diploma (First Copy)
Photocopy of the Graduation Fee Official Receipt
Photocopies of Official Receipts made to other fees that
may be required.
Authorization Letter for representative
Requirements
2.a
Registrar's Office
Procedure
PERSON
PROCESS
STEPS
SI
1
2
3
Ask for Request Form and present all documents
required to request for a Diploma
Fill-up Request Form and hand-over filled-up
Form to Information Officer
With the accomplished request form make
payment at the Cashier
PROCESS
TIME
3 minutes
3 minutes
3 minutes
4
Receive Official Receipt from payment made
2 minutes
5
Present Official Receipt and Secure Claim Stub
2 minutes
Receive Claim Stub
1 minute
6
7
Collect Diploma 7 days from receipt of claim stub.
5 minutes
----------END OF PROCESS----------
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
Information
Officer
Information
Officer
Receiving
Teller
Receiving
Teller
Information
Officer
Information
Officer
Information
Officer
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Accomplished
University
Clearance,
Official
Receipts
Filled-up
Request Form
Accomplished
Request Form
Official
Receipt
Official
Receipt
Claim Stub
Claim Stub
and Diploma
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3.
Issuance of Diploma (Second Copy)
may be required.
Requirements
3.a
Registrar's Office
Procedure
PERSON
PROCESS
SI
STEPS
1
Ask for Request Form and present all documents
required to request for a second copy ( Diploma)
2
3
4
5
Form to Information officer
Secure Claim Stub
Receive Claim Stub
Collect Diploma 7 days from receipt of claim
stub,
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
3 minutes
3 minutes
2 minutes
1minute
5 minutes
Information
Officer
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Accomplished
University
Clearance,
Official Receipts
Filled-up
Request Form
Claim Stub
Claim Stub
Claim Stub and
Diploma
---------END OF PROCESS---------
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4.
Issuance of Certification
may be required.
Requirements
4.a
Registrar's Office
Procedure
PERSON
PROCESS
SI
STEPS
PROCESS
TIME
Ask for Request Form and present all
documents required to request for Certification
3 minutes
2
3 minutes
3
3 minutes
4
2 minutes
5
2 minutes
6
Receive Claim Stub
Collect Certificate 1 hour from receipt of claim
stub.
1 minute
1
7
---------END OF PROCESS----------
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
Information
Officer
5 minutes
Receiving
Teller
Information
Officer
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Accomplished
University
Clearance,
Official
Receipts
Filled-up
Request
Form
Accomplished
Request
Form
Official
Receipt
Official
Receipt
Claim Stub
Claim Stub
and
Certificate
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5.
Issuance of Honorable Dismissal
Released Transcript of Records for Transfer Purposes
Requirements
5.a
may be required.
Authorization letter for representative
Honorable Dismissal is issued only once.
Registrar's Office
Procedure
PERSON
PROCESS
SI
1
2
STEPS
Ask for Request Form and present Transcript of
Records for Transfer and all documents required
to request for Honorable Dismissal
PROCESS
TIME
3 minutes
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
Information
Officer
3 minutes
3
3 minutes
4
2 minutes
5
6
Receives Claim Stub
2 minutes
1 minute
7
Collect Honorable Dismissal 1 hour from receipt
of claim stub.
----------END OF PROCESS---------
5 minutes
Receiving
Teller
Information
Officer
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Transcript of
Records for
Transfer
Filled-up
request form
Accomplished
Request
Form
Official
Receipt
Claim Stub
Claim Stub
Claim Stub
and
Honorable
Dismissal
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THE UNIVERSITY LIBRARY
The NORSU Library is a vibrant learning and physical space that supports the instruction, research
studies and other requirements and needs of the students, guests and any person interested to use the
library facilities for learning purposes. The services of the library are drawn from the diverse
collections, print and electronic resources.
Moreover, the University Library aims to:
1. Acquire and organize library materials facilities, and equipment that will make possible the
most effective use of its resources by students, faculty members and researchers so as to
contribute to their intellectual, scientific and technological advancement;
2. Provide digital and other electronic related services to enhance learning and other
researched activities of students and others who wish to avail of the learning resources and
facilities of the library.
THE ORGANIZATIONAL STRUCTURE OF THE UNIVERSITY LIBRARY
Vice President
Academic Affairs
Library
Committee
University Library
Library Administration
Public Services
Collection
Management
Special Library
Multi Media
Circulation
Reserve
College of
Law
Internet
Reference
Filipiniana
Graduate
School
Facilities &
Systems
Periodicals
Research
Publication
College of
Education
Digital
Library
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The above organizational structure of the University Library shows the reporting to relationship with the
VP Academic Affairs and the direct line accountabilities represented herein by the four (4) sections with
whom the corresponding activities of these sections are grouped according to the nature of tasks and
deliverables
THE ORGANIZATIONAL STRUCTURE OF THE EXTERNAL CAMPUS LIBRARY
Vice President
Academic Affairs
Library
Committee
External Campus
Administrator
External Campus Librarian
.
On the other hand, the organization structure, (above) of the external campuses illustrates that
the External Campus Librarian reports directly to the Campus Administrator. However, the library
services at the external campuses are limited to the collections falling under the public services
classification only.
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THE UNIVERSITY LIBRARY’S OFFICE HUMAN RESOURCES
1.
Job Title
:
University LIBRARIAN
Reporting to
:
Job Dimension
Direct Reports
:
1
5
External
:
AACCUP, external library users /visitors/guests
Internal
:
Students, Faculty, Deans, NORSU Community
Approvals
:
Limited to non-financial.
All collections and maintenance of the Library.
1. Provide leadership and develop appropriate recommendations for the implementation of
related technology application in support of enhanced library services;
2. Manage the planning, administrative, budgetary functions and information services;
3. Develop and maintain collection management policies and procedures;
4. Ensure that effective access to Library collections and resources are provided;
5. Ensure that cataloguing, indexing and classification of all library resources and
collections are up-to-date and current;
6. Maintain the organization and preservation of library materials;
7. Provide library and research services to library users;
8. Ensure that materials and collections are current, accessible, and available to Library
users whenever these are required;
9. Ensure that all defined deliverables are executed to the satisfaction of students and all
other stakeholders having transactions at the Library;
10.Ensure in-time communication about new developments, new collections, new
procedures of services;
11.Collaborate with external campus administrators and librarians for any matters and
issues pertinent to the over-all library resources, collections and other related library
services;
12.Submit an annual report on the status of the Library to the President through the VicePresident for Academic Affairs.
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2.
Job Title
Reporting to
Job Dimension
Direct Reports
Number of staff supervised
External
Internal
:
:
LIBRARIAN – Public Service Section
University Librarian for Main Campus
Campus Administrator for External Campus
:
:
1
0
:
:
External library users
Students, Faculty, Deans,
NORSU Community
Approvals
:
None
All collections and maintenance of the Library.
1. Preserve the quality of all books, references, periodicals with in the Public Service
section of the Library and ensuring the accessibility of the same to users;
2. Ensure that needs of students and other library users are efficiently attended to;
3. Extend assistance in locating books and sections for research and other learning related
activities;
4. Keep and update the circulation records and statistics;
5. Extend the serviceability of the books by making minor repairs;
6. Ensure that Library policies, rules and procedures are observed;
7. Complie bibliographies;
8. Report to the University Librarian any untowards incident/incidences that are happening at
the Library.
3.
Job Title
:
Reporting to
Job Dimension
Direct Reports
External
Internal
:
LIBRARIAN
Collection Management Section
University Librarian
:
:
1
0
:
:
External Library users
Students, Faculty, Deans, NORSU
Community
:
None
Approvals
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To all collections in and maintenance of the Library.
activities;
8. Determine books to be weeded out;
the Library.
4.
Job Title
Reporting to
Job Dimension
Direct Reports
External
Internal
:
:
LIBRARIAN – Special Library Section
:
:
1
0
:
:
NORSU Community
Approvals
:
None
Collections in and maintenance of the Library.
activities;
the Library.
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5.
Job Title
Reporting to
Job Dimension
Direct Reports
External
Internal
:
:
Multi Media Incharge
:
:
1
0
:
:
NORSU Community
Approvals
:
None
All equipment and other facilities under the Multi Media.
1. Provide effective plans in developing library media resources and programs in
promoting students learning and faculties’ teaching effectiveness ;
2. Implement maintenance schedules of all equipment and keeps a maintenance log-book;
3. Ensure that all equipment are in good and running condition;
4. Collaborate with other members of the library team for a smooth flow of work related
activities where the support of the multi media team is required;
5. Report any untoward incident/incidences occurring in the Library.
6.
Job Title
Reporting to
Job Dimension
Direct Reports
External
Internal
Approvals
:
:
Administrative Assistant
:
:
1
0
:
:
NORSU Community
:
None
All administrative matters of the Library
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1. Perform administrative work supporting the operations, functions and programs of the
Library;
2. Perform full range of administrative support services ;
3. Provide in-time and excellent services to all clients of the library;
4. Perform a variety of library tasks that may be assigned from time to time for the smooth
operation of the library ;
5. Respond any untoward incident/incidences occurring in the library premises.
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1.
Issuance of Student Library ID
Day/Time Service is Available
:
Monday – Saturday ; 7:00AM to 7:00PM
No Noon Break
Who can avail of the Service
:
Bonafide NORSU Students
Requirements to avail the service
:
Valid Student ID
Place/Location Service is availed
:
University Librarian’s Office
1.a
Procedure
PROCESS
SI
STEPS
PERSON
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
1
Request for Library ID Form.
2 minutes
Student ID
2
Submit filled-up Library ID Form.
2 minutes
Filled-up
Library ID
Form
Library Staff
3
Collect Library ID.
1 day from
application
Student ID
----------END OF PROCESS----------
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2.
Borrow Fiction Books
:
No Noon Break
:
:
Valid Student ID and Library ID
:
Circulation Section
Number of Fiction Books at a time
:
2 Books
2.a
Procedure
PROCESS
SI
1
2
STEPS
PERSON
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
Fill-up book card/s of selected fiction book/s
Submit filled-up book card/s and selected fiction
book/s
Receive selected fiction book/s
4
Return borrowed fiction book/s on or before the 7th
day from date of issue.
(FORM,
DOCUMENT,
EVIDENCE)
Student ID
3 minutes
Library Staff
3
PAPER
1 minutes
2 minutes
Library ID;
filled-up
book card/s;
Selected
Fiction
Book/s
Selected
Books
Library ID
----------END OF PROCESS----------
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3.
Borrow Non-Fiction Books
:
No Noon Break
:
:
:
Circulation Section
Number of Non-Fiction Books at a time
:
2 Books
3.a
Procedure
PERSON
PROCESS
SI
1
2
STEPS
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Fill-up book card/s of selected non- fiction
book/s.
Submit filled-up book card/s and selected non
fiction book/s.
2 minutes
Library Staff
3
Receive selected non-fiction book/s.
4
Return borrowed fction book/s within 1-day
from date of issue.
1 minutes
2 minutes
Library ID;
filled-up book
card/s;selected
Non- Fiction
Book/s
Selected
Books
Library ID
----------END OF PROCESS----------
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4.
Borrow Reserved books for Overnight
:
Monday – Saturday ; 4:00PM to 7:00PM
:
:
:
Reserve Section
Number of Reserved Book at a time
:
1 Books
4.a
Procedure
PERSON
PROCESS
SI
1
2
STEPS
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Fill-up book card of selected reserve book.
Submit filled-up book card of selected reserve book.
Library ID;
book card;
Reserved
Book
3 minutes
Library Staff
3
Receive reserve book.
4
Return borrowed reserved book by 7:30AM the
following day from date of issue.
1 minute
2 minutes
Reserved
Book
Library ID
----------END OF PROCESS---------
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5.
Borrow Reserved Books for Library Use
:
No Noon Break
:
:
:
Reserve Section
Number of Reserved Book at a time :
5.a
1 Books
Procedure
PERSON
PROCESS
SI
STEPS
1
Fill-up book card of selected reserve book.
2
Submit filled-up book card of selected reserve
book.
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Library ID;
book card;
Reserved
Book
3 minutes
Library Staff
3
Receive selected reserve book.
4
Return borrowed reserved book after 1-hour from
the time of issue.
1 minute
3 minutes
Reserved
Book
Library ID
----------END OF PROCESS----------
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6.
Renewal of Borrowed Reserved Books for Libray Use
:
No Noon Break
:
:
:
Reserve Section
Number of Reserved Book at a time :
6.a
1 Books
Procedure
PERSON
PROCESS
SI
1
STEPS
Fill-up book card for renewal purposes.
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Library
card; book
card;
Reserve
Book
2 minutes
Library Staff
2
Receive borrowed reserved book.
1 minutes
Reserved
Book
3
Return borrowed reserved book after 1-hour from
time of issue.
1 minute
Library ID
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THE OFFICE OF THE STUDENT AFFAIRS & SERVICES (SAS)
The Office of the Student Affairs & Services (SAS) aims to provide NORSU a student centered
programs, activities and services in support to the academic instructions; with the end-in-view of molding
a holistic approach towards a well-rounded student development needed to become a responsible citizen
and future leaders of the country.
THE ORGANIZATIONAL STRUCTURE OF THE STUDENT AFFAIRS & SERVICES (SAS)
ACADEMIC AFFAIRS
STUDENTS AFFAIRS &
SERVICES (SAS)
Student Research
Institutional Student Programs
& Services
Admissions Services
Administrative Support
Student Development Services
Student Organization
Student Welfare Services
Information & Orientation
Academic
Student Publication &
YR Book
Health Services
Non-Academic
Student Handbook
Development
Food Services
Student Government
Student Wellness
Safety & Security
Culture & Art
Scholarship & Financial
Assistance
Sports Development
S/PWD & Special Needs
Social & Community
Involvement
International Student
Services
Guidance & Counseling
Student Discipline
Career & Job Placement
Services
Gender & Relationship
Issues
Economic Enterprise
Leadership Training Programs
Multi-Faith Services
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The Office of SAS has three (3) major service areas and in each area are services pertinent to the service
area. These are as follows:
1.
The Student Welfare Services
The services under Student Welfare are the basic services and programs necessary to serve
the well being of students. These include:
2.
1.a
Information, orientation and all other activities that provide awareness and informative
materials and references to the students life at NORSU’
1.b
Guidance and Counseling and all other similar activities where an integrated approach
toward a well-functioning individual are utilized;
The Student Development Services
These are programs and activities designed for the enhancement and deepening of leadership
skills, social responsibility, and all other activities leading to the personal and professional
growth and development of students. These development programs and activities are catered
under:
3.
2.a
Student Organizations consisting of recognized/accredited academic and non-academic
related student organizations;
2.b
Student Government which refers to the student body duly organized and elected at
large by the students themselves, with due recognition and authority from the University;
and
2.c
Economic Enterprise, which involves services and programs that would address the
other economic needs of students. Students entrepreneurial skills shall be developed
under this program.
The Institutional Student Programs and Services
These are programs and activities that facilitate the delivery of essential services to the students
and would be students. These are:
3.a
3.b
3.c
3.d
3.e
3.f
Admission Services;
Student Wellness, (Health, Food, Safety and Security)
Scholarship and Financial Assistance
Student/Persons with Disability
International Students Services
Multi-Faith Services
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THE OFFICE OF STUDENT AFFAIRS AND SERVICES HUMAN RESOURCES
1.
Job Title
:
Reporting to
:
Job Dimension
Direct Reports
:
External
:
Internal
:
Approvals
:
SAS Director
1
3
CHED, AACCUP, Industry partners, GOs, NGOs,
President Office, Academic, Administration, students,
faculty and all other members of the NORSU
community
Those covered under the University Mandate
The overall performance of the Student Affairs and Services Office.
1. Ensuring quality service standards in the delivery of student services are executed by all
units, departments and persons directly responsible in the delivery of service;
2. Provide a University-wide leadership and direction by ensuring that support is provided
to all student affairs and service providers;
3. Ensure that the SAS Office budget is planned, prepared and monitored in keeping with COA,
CHED and University objectives, policies and procedures;
4. Develops, implement, monitor, and review operational plans, procedures, systems and
support in accordance with the University’s strategic goals, policies, procedures and
regulatory requirements;
5. Coordinate with various SAS Office units’ heads, student organization advisers to ensure
that services, programs and activities are regularly reviewed and updated;
6. Plan, organize, direct, and administer activities and services that support students in
assigned areas, and ensures that such activities and services remain with budgetary
limits.
7. Address complaints and conducts investigation as required.
8. Lead or participate in University-wide initiatives and committees;
9. Develop, implement, monitor, and reviews tactical and operational plans, procedures,
systems and support in accordance with the College’s strategic goals, policies,
procedures and regulatory requirements.
10.Perform other related tasks that may be required.
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2.
Job Title
:
Reporting to
:
Job Dimension
Direct Reports
:
External
:
Internal
:
Administrative Support
SA&S Director
1
0
None
Offices of the Academic Affairs, Administration,
Faculty, Students
The delivery of services at the Student Affairs & Services Office.
1. Ensuring quality service standards in the delivery of student services;
2. Provide administrative support for SAS;
3. Provide detailed information on policies and academic regulations; and Coordinates
activities related to SAS.
4. Liaise with students, faculties, staff, departments, related to academic regulations;
5. Compile information and verify and update timetables and calendar entries.
6. Maintain a current file of courses, calendars, programs, student and graduates.
7. Perform other duties and responsibilities that may be assigned from time to time.
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1.
Issuance of Students New Identification Card or Replacement of Lost ID
ALL Students
Requirements
Load Slip stamped enrolled by Registrar’s Office and
photocopy of enrollment payment receipt
SAS Office
1.a
Procedure
PERSON
PROCESS
SI
STEPS
PROCESS
TIME
1
Request for New ID
3 minutes
2
Submit for picture taking
5 minutes
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
SAS Admin
Staff
3
4
Receive temporary ID
3 minutes
PAPER
(FORM, DOCUMENT,
EVIDENCE)
Load Slip stamped
enrolled by Registrar &
Photocopy of payment
receipt
Load Slip stamped
receipt
Load Slip stamped
receipt
Claim official ID Card
5 minutes
Temporary ID
----------END OF PROCESS--------
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2.
Validation of Expired Identification Card
ALL Students
Expired ID
Requirements
2.a
SAS Office
Procedure
PERSON
PROCESS
SI
STEPS
1
Present Student ID with expiry period
2
Receive validated Student ID.
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
(FORM,
DOCUMENT,
EVIDENCE)
Student
ID
3 minutes
5 minutes
PAPER
SAS Admin
Staff
Student ID
---------END OF PROCESS--------
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3.
Replacement of Damaged Student Identification Card
ALL Students
Requirements
Damaged Student Identification Card
SAS Office
3.a
Procedure
PERSON
PROCESS
SI
STEPS
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
1
Hand over damaged student ID
3 minutes
Student ID
2
Submit for picture taking
5 minutes
Student ID
3
Claim temporary ID
3 minutes
4
Claim Official ID Card
5 minutes
SAS Admin
Staff
Student ID
New
Student ID
----------END OF PROCESS----------
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4.
Issuance of Certificate of Good Moral Character
Day/time Service is available
Monday-Friday; 8:00AM to 5:00PM (No Noon Break)
ALL Students
Requirements
Valid Student ID
SAS Office
4.a.
Procedure
PERSON
PROCESS
SI
PROCESS
TIME
STEPS
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
1
Request for a form
2 minutes
2
Fill-up form and submit to staff
3 minutes
3
Make payment to Cashier
2 minutes
Receiving
Teller
4
Secure signature of concerned Dean on request form by
presenting official receipt.
2 minutes
Staff at
Dean's Office
5
Secure claim stub.
2 minutes
6
Present claim stub after 1 hour from receipt of claim stub.
SAS Staff
----------END OF PROCESS---------7
Present claim stub with authorization Letter for 3rd party
request after 1 hour from receipt of claim stub
(FORM,
DOCUMENT,
EVIDENCE)
Valid
Student ID
Filled-up
form
Filled-up
form
Request
Form and
Official
Receipt
Claim
Stub
GMC
Certificate
5 minutes
OR
PAPER
SAS Staff
5 minutes
GMC
Certificate
----------END OF PROCESS----------
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5.
Issuance of Recommendation Letter for OJT, Employment and Apprenticeship
Day/time Service is available
Monday-Friday; 8:00AM to 5:00PM (No Noon Break)
ALL Students
Requirements
Valid Student ID and Negative Drug Test Result
SAS Office
5.a
Procedure
PERSON
PROCESS
SI
1
STEPS
Request a form
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
2 minutes
SAS Staff
2
Fill-up form and submit to staff
3 minutes
3
Make payment to Cashier
2 minutes
Receiving
Teller
4
Secure signature of concerned Dean on request form by
presenting official receipt and negative drug test result
2 minutes
Staff at
Dean's Office
5
Secure claim stub
2 minutes
6
Present claim stub after 1 hour from receipt of claim stub.
----------END OF PROCESS---- OR
5 minutes
7
Present Claim Stub with Authorization Letter for 3rd party
request after 1 hour from receipt of claim stub
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Valid
Student ID
and
Negative
Drug Test
Result
Filled-up
form
Filled-up
form
Request
Form,
Official
Receipt,
Negative
Drug Test
Result
Claim
Stub
GMC
Certificate
SAS Staff
5 minutes
GMC
Certificate
---------END OF PROCESS--------
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THE UNIVERSITY CARE CENTER
(COUNSELLING, ASSESSMENT, RESOURCES, ENHANCEMENT)
The CARE Center, is an integral part of the University’s total education program. It is developmental by
design and includes sequential activities in the areas of academic achievement, personal/social
development and career development organized and implemented by guidance counselors ensuring that
the students become productive, well-adjusted adults. It is holistic in approach with active collaboration
with parents/guardians, faculty, administrator, and community.
The CARE Center aims to deliver its services thru:
1.
Counselling
These are professional counselling assistance through teaching and interaction between
student and counselor, either individually, by groups or peer counselling where the
needs, problems, or difficulties of the students are shared, examined, and processed with
the end goal of empowering the students to effectively manage her/his concerns. The
areas of concern can be academic, personal or social which affects the student’s
personality, emotional, attitude, values and behavior.
2.
Testing
The testing services cover the administration, scoring, interpretations of standardized
psychological tests that are used to determine the over-all psychological picture of the
student’s intellectual and emotional traits or character. The testing program aims to help
the students gain understanding of their needs and personality where they are able to
realize their potentials and identify their strengths and weaknesses. Moreover, the results
of the tests are equally valuable to the faculty administrators in evaluating and improving
educational outcomes as well as useful instruments in the diagnosis of academic failures,
educational and vocational counseling, and determination of alternative choices for
solutions to problems encountered by the students.
3.
Placement
These are services that prepare the graduating students for transition from school to
work through Job Entry Skills Training and Job Placements through industry linkages.
4.
Follow-up
This is a formal and systematic monitoring of students’ or individual’s progress during On
the Job training as basis for evaluating the program and curriculum; as well as a
collaborative and systematic data gathering process about each student for individual
self-analysis, individual evaluation and assistance in decision-making, self-understanding
and self-direction.
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5.
Referral and Consultation
Referrals and consultation supplement information gathered about the student’s situation
and environment, and facilitate better understanding of the student’s behavior, and serves
as decision making aids in determining best available intervention are recommended.
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THE ORGANIZATIONAL STRUCTURE OF THE UNIVERSITY’S CARE CENTER
VP Administration, Planning and
Development
CARE Director
Administrative Staff
Guidance
Counselors
Placement Officers
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THE UNIVERSITY’S CARE CENTER HUMAN RESOURCES
1.
Job Title
Reporting to
:
:
Job Dimension
Direct Reports
:
External
:
Internal
:
University Guidance Counselor
Vice President for Administration, Planning and
Development
1
2
CHED, AACCUP, other institutions in the field.
President, Deans, Faculty, Guidance Counselors,
Students
Approvals
:
Limited to direct accountabilities
Delivery of all services, safety of all Test Materials , and confidentiality of all cases at the
CARE Center.
1. Provide leadership at the CARE Center as the University Guidance and Counselor;
2. Network with agencies, institutions, health service providers for possible outside
referrals;
3. Develop a comprehensive plan and CARE programs and activities with the
corresponding monitoring and evaluation mechanism as a feedback to each and
every program and activities;
4 Consult with other allied professionals being seen by students who at the same time
are seeking counseling help.
5. Ensure all disciplinary cases of students’ follow due process and are documented;
6. Ensuring that the appropriate psychological assessment tools are used viz-a-viz specific
case, requirement or need;
7. Establish linkages with Industry partners;
8. Act as the interface between the industry partner and College unit/department
relating to training of students under the Job Placement programs;
9. Initiate a follow-up study on unique cases of students;
10.Ensure that all parties in any conference with students are represented;
11.Initiate a regular meetings with College Guidance Counselors as a form of formal
feedback mechanism to all issues and cases;
12.Represent the University in the various seminars, workshops and other symposia in
the area of CARE;
13.Attend, to Faculty and Staff seeking counseling services;
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2.
Job Title
:
Reporting to
:
Job Dimension
Direct Reports
:
External
:
Internal
:
Guidance Counselor
1
0
CHED, AACCUP,
Students
:
Results of the counseling processes and activities undertaken to a student or group of
students;
1. Attend to students requiring guidance and counseling sessions as may have been
referred by faculty members, school administrators, parents and others;
2. Perform individual or group counseling sessions with students who have personal,
academic, disciplinary, or vocational concerns;
3. Prepare counseling reports, case studies and profile of students;
4. Provide assistance to students seeking guidance and counseling services;
5. Ensure confidentiality of all students’ counseling records/files;
6. Disseminates guidance-related information by posting in bulletin boards, guidance
gazettes, and other reading materials and through room to room campaign, student
orientation and other reading materials as well as during parents’ conferences and faculty
meetings.
7. Coordinate with Faculty and parents of students with academic and behavioral
problems;
8. Ensure a follow-up on all cases;
9. Administer/interpret appropriate psychological tests;
10.Coordinate with other guidance and counselors of all other programs and activities of
CARE.
11.Perform other assignments, tasks and duties that may be assign from time to time.
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3.
Job Title
:
Reporting to
:
Job Dimension
Direct Reports
:
External
:
Internal
:
Placement Officer
1
0
CHED, AACCUP, Industry Partners
Students
:
Career and Job Placements of students having OJT or internship programs.
1. Ensuring that students having OJT or internships have been provided with the appropriate
jobs/career related programs and activities;
2. Coordinate with the colleges and/or faculty advisers of students regarding implementation
of OJT or internship programs;
3. Maintains database of Industry partners;
4. Ensure that students under the placement programs are provided with guidance and
support within the limits of the available sources.
5. Ensure that each student under the placement program receives from the employer
the training agreed upon and to arrange any other relevant training included in the
student’s overall training program.
6. Maintain full, detailed and accurate records of the student’s placements and the same be
captured in the student’s file;
7. Resolve with students and employers any disputes that may arise in connection with the
OJT or internship program or personal;
8. Ensure that an evaluation are conducted to Industry Partners and students every after an
OJT or Internship;
9. Submit a regular report on all evaluation and feedback from Industry partners and
students under the Job Placement programs;
10.Perform other assignments, tasks and duties that may be assigned from time to time.
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4.
Job Title
:
Reporting to
:
Job Dimension
Direct Reports
:
External
:
Internal
:
Administrative Support Staff
1
0
Students
:
Direct support to the University Guidance Counselor,
College Guidance Counselors,
Placement Officers of the CARE Center and ensure that all front line services to the students
are delivered.
1. Ensure that administrative support are provided to the office of the CARE Center
including all clerical tasks and duties;
2. Keep and organize all files and records of the Center;
3. Maintain an orderly and welcoming office environment, greet all visitors with pleasant
and professional demeanor;
4. Handles confidential information with tact, discretion and in compliance with CARE
Office regulation;
5. Perform other assignments, tasks and duties that may be assigned from time to time.
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1.
Administering NORSU Admission Test
Monday - Friday ; 8:00AM to 5:00PM (No Noon Break)
Incoming Freshmen or Transferee
Requirements
2 pcs Recent 2 X 2 colored photo; Photocopy of High
School Report Card; Good Moral Certificate; Photo copy
of Birth Certificate; FOR TRANSFEREE: Transcript of
records for evaluation and certificate of honorable
dismissal) and pencil
CARE CENTER
Fees and Charges
NAT
English Exam
CEA
1.a.
Procedure
PERSON
PROCESS
SI
1
2
- Php 40.00
- Php 60.00
- Php 25.00
STEPS
Request for NORSU Admission Test
(NAT) Form
Fill up NAT FORM and submit to CARE
Staff
PAPER
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
(FORM,
DOCUMENT,
EVIDENCE)
3 minutes
CARE Staff
NAT Form
5 minutes
CARE Staff
PROCESS
TIME
Filled up
NAT Form
Filled-up
NAT Form
and Official
Receipt
Filled-up
NAT Form
and Official
Receipt
3
Pay to Cashier and receives official
receipt
2 minutes
Receiving
Teller
4
Present official receipt and filled-up NAT
form
2 minutes
CARE Staff
5
Take the NAT Exam
1 hour
CARE Staff
NAT Answer
sheet
6
Receive NAT Exam claim stub
2 minutes
CARE Staff
NAT Exam
Claim Stub
Present NAT Exam claim stub and
receive the NAT Exam Results
2 minutes
CARE Staff
NAT Exam
Result
7
----------END OF PROCESS----------
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THE UNIVERSITY MEDICAL AND DENTAL CLINIC
The Medical and Dental Clinic of the University is a walk-in facility that provides routine consultations
and emergency medical and dental care services to the students, faculty and staff.
THE ORGANIZATION STRUCTURE OF THE UNIVERSITY MEDICAL AND DENTAL CLINIC
Vice President for Administration,
Planning, and Development
Medical
Clinic
Dental
Clinic
University
Nurse
The organizational structure is composed of two (2) separate sections. Medical and Dental. Each clinic
is separately headed by a Medical Doctor and a Dentist both reporting to the VP Administration.
1. Medical Clinic
This clinic is responsible for the students’ medical checkup including provisions of medical
advice, prescription of medicines, and issuance of medical certificates to students to support
absence due to illness and to students who will undergo educational tours, on-the-job
trainings, sports activities, and other activities requiring certification or evidence of good
health.
2. Dental Clinic
This clinic is responsible for the students’ dental checkup including dental health awareness
lectures, issuance of dental certificates, consultation, prescription and dispensing of
available medicines.
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THE UNIVERSITY CLINIC HUMAN RESOURCES
1.
Job Title
Reporting to
Job Dimension
Direct Reports
External
Internal
:
:
University Physician
Vice President for Administration, Planning,
and Development
:
:
1
1
:
:
AACCUP Accreditors, DOH, Suppliers, others
Internal Offices
1. Compliance to medical mandate; to follow medical protocol
2. Medical supplies and equipment
1. Provide employees and students medical checkup, medical advice or prescription and
consequently dispenses a three-day allowance package of available medicines.
2. Issue medical certificates to students who will undergo educational tours, on-the-job
trainings, sports activities, and other activities requiring certification or evidence of good
health.
3. Inform parents, guardians, or teachers of the condition of their student.
4. Recommend hospital treatment for patients as needed, especially in cases of emergency
and known communicable diseases that cannot be treated at the clinic.
5. Inventories supplies and facilities in the clinic and makes requisition for necessary items.
6. Maintain a logbook of patients, indicating their illness, mode of treatment, medication
dispensed and advice or prescription.
7. Submits a year-end report to the superiors on the inventory of the physical condition of
the clinic and the performance of the staff.
8. Promote health consciousness among students and employees by inviting health
resource persons to lecture on various health issues.
9. Strictly observe the working schedule and punctuality and implements a consistent
performance on-duty.
10.Attend all meetings and conferences, retreats, and other social activities organized by
the school administration to foster camaraderie.
11.Perform other tasks, duties, and functions assigned by superiors should the need
arises.
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2.
Job Title
Reporting to
Job Dimension
Direct Reports
External
:
:
University Dentist
Vice President for Administration, Planning,
and Development
:
:
1
0
:
AACCUP Accreditors, Negros Oriental Dental
Society, Suppliers, others
Internal offices
Internal
:
1. Compliance to medical mandate; to follow dental protocol
2. Dental supplies and equipment
1. Provides assistance in the screening of prospective students or transferees with the
issuance of Dental Certificate prior to enrolment.
2. Conducts annual dental checkup and other dental services to students and employees
and informs them of the diagnosis, prescription, and advices upon consultation.
3. Keeps records of students and employees with disabilities as required by the
Department of Health.
4. Has the authority to inform parents, guardians, or teachers of the condition of the
student.
5. Maintains logbook of patients, indicating their illness, mode of treatment, medication
dispensed and advice or prescription.
6. Issues dental excuse slips/certifications to availing students if necessary.
7. Updates health records of students and employees.
8. Promotes good dental health consciousness through lectures prior to dental services as
well as disseminates the current Dental Health Activities on bulletins.
9. Inventories dental supplies and facilities in the clinic and makes requisition for necessary
items.
10.Attends all meetings and conferences, retreats, and other social activities organized by
the school administration to foster camaraderie.
11.Attends meetings organized by Philippine Dental Association.
12.Submits a year-end report to the superiors on the inventory of the physical condition of
the clinic, services rendered and the performance of the staff.
13.Strictly observes the working schedule and punctuality and implements a consistent
performance on-duty.
14.Keeps the dental clinic clean, organized, and furnished with the necessary dental
medications.
15.Performs other duties, tasks, and functions delegated by superior as the need arises.
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3.
Job Title
:
University Nurse
Reporting to
:
University Physician
Job Dimension
Direct Reports
:
1
:
0
External
:
AACCUP Accreditors, DOH, Suppliers,
Internal
:
Internal offices
1. Delivery of medical and dental services and functionality of medical equipment.
1. Assist the University Physician in the performance of the duties and responsibilities.
2. Be present at the clinic during office hours to be able to respond to ordinary or
emergency cases.
3. Provide appropriate emergency treatment to students and employees with
medical-surgical conditions e.g. open wounds, asthma, fracture or dislocations.
4. Act as the secretary and receptionist of the clinic and keep a logbook of
services extended to all patients.
5. Accomplish, on the doctor’s directions, medical forms and records needed for
information or communication about the client or patient.
6. Control the inflow of students seeking medical assistance in the clinic.
7. Inventory medicine and medical equipment and subsequently recommend and
follows up the requisitions.
8. Confers with the physician, dentist, teachers, parents and guardians about the
health status of the students.
9. Perform health inspections of classrooms or shops periodically, with emphasis
on safety and cleanliness of the area.
10.Give clinic passes and excuse slips/certifications for students if necessary.
11.Update health records of students and employees of the University.
12.Dispenses available medicines to patients.
13.Accompany patients to hospitals, if necessary, with the permission and
clearance from the school physician.
14.Assist the University Physician in identifying communicable diseases among
students and upon the recommendation/referral of the Physician, accompanies
them to the appropriate treatment facility.
15.Assists the University Physician in coordinating with government and private
health entities in promoting health services not available in the University.
16.Provide health lectures to students and employees regarding their illness/diseases
during the course of the checkup.
17.Set up and man first aid stations during selected school activities like
Founder’s Day celebration, Intramurals, etc.
18.Serve as Delegation Nurse during regional and national athletic meets.
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19.Strictly observe the working schedule and punctuality and implement a
consistent performance on-duty.
20.Attend meetings, conferences, and other social activities organized by the
school administration.
21.Perform other duties, tasks, and functions delegated by superiors should the need
arises.
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TYPES OF SERVICE AND ITS CORRESPONDING PROCEDURE
1.
Medical Routine Consultation – New Case
Monday - Friday; 8:00AM to 5:00PM (NO NOON
BREAK)
All Students
Requirements
Valid Student I.D.
University Clinic
1.a
Procedure
PERSON
PROCESS
SI
STEPS
PAPER
PROCES
STIME
(RESPONSIB
LE FOR THE
DELIVERY OF
SERVICE)
(FORM,
DOCUMENT,
EVIDENCE)
1
Present for medical consultation and request for a
consultation Form
3 minutes
Nurse
Student ID
2
Fill-up consultation form and submit to nurse
5 minutes
Nurse
Consultatio
n Form
3
Receive an initial routine checkup of vital signs
10
minutes
Nurse
Consultatio
n Form
4
Submit for medical consultation/ treatment
Physician
Consultatio
n Form
Physician
Medicines;
Drug
Prescription
; Medical
Certificate
or Referral
5
Receives initial medication (if available) or drug
prescription and medical certificate if student is advised
to rest or will be absent from classes; or medical referral
if applicable and necessary.
----------END OF PROCESS---------
*Time
vary
15
minutes
*process time varies depending on the case and type of medical procedure undertaken.
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2.
Medical Routine Consultation (with existing file)
BREAK)
All Students
Requirements
Valid Student I.D.
University Clinic, CNPAHS Bldg., NORSU Main
Campus I
2.a
Procedures
PERSON
PROCESS
SI
STEPS
PROCESS
TIME
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
1
Present for medical consultation
3 minutes
Nurse
Student ID
2
Submit for initial routine check-up
5 minutes
Nurse
Consultation
Form
3
Receive an initial routine checkup of vital signs
10 minutes
Nurse
Consultation
Form
4
Submit for medical consultation/ treatment
*Time vary
Physician
Consultation
Form
Physician
Medicines;
Drug
Prescription;
Medical
Certificate or
Referral
5
prescription and medical certificate if student is
advised to rest or will be absent from classes; or
medical referral if applicable and necessary.
----------END OF PROCESS---------
15 minutes
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3.
Dental Service for new case
BREAK)
All Students
Requirements
Valid Student I.D.
Campus I
3.a
Procedure
PROCESS
SI
STEPS
PROCESS
TIME
1
Present for dental check-up and request for a
Consultation Form
3 minutes
2
Fill-up consultation form and submit to dentist
5 minutes
3
Submit for dental consultation/ treatment
*Time vary
4
----------END OF PROCESS----------
PERSON
PAPER
(RESPONSIBLE FOR
THE DELIVERY OF
SERVICE)
(FORM,
DOCUMENT,
EVIDENCE)
Student ID
Dentist
15 minutes
Consultation
Form
Consultation
Form
Medicines;
Drug
Prescription;
Medical
Certificate
or Referral
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4.
Dental Service for existing cases
BREAK)
All Students
Requirements
Valid Student I.D.
Campus I
4.a
Procedure
PERSON
PROCESS
SI
STEPS
PROCESSTIME
1
Present for dental check-up
3 minutes
2
Submit for dental consultation/ treatment
5 minutes
3
----------END OF PROCESS----------
*Time vary
PAPER
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
(FORM,
DOCUMENT,
EVIDENCE)
Dentist
Student ID
Consultation
Form
Medicines;
Drug
Prescription;
Medical
Certificate or
Referral
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THE UNIVERSITY CASHIER’S OFFICE
The Cashier Office is the University’s cash custodian. It is tasked to make payments for the University’s
monetary obligations arising from various official transactions made. The cash office also ensures that
all these monetary related transactions are complying with legal mandates prior to any payments or
disbursements. Likewise, the cash office is tasked to receive all forms and types of payments from
students and other members of the university community.
THE ORGANIZATION STRUCTURE OF THE UNIVERSITY CASHIERS’ OFFICE
University
Accounting Dept.
CASHIER
Department
Receiving
Section
Records
Section
Payment
Section
The above structure shows the relationships of the roles and functions of the Cashier’s office as well as
its scope of management and control represented by its direct reporting and supervision functions. In
this organization structure, the Cashier Department is directly supervised by the Accounting Department
of the University, and under it are three (3) sections:
1. Receiving Section
The receiving section is responsible for accepting all payments made from students as per
schedule and table of fees. (Annex)
2. Records Section
The records section is responsible for preparing all pertinent documents, reports and files
relevant to the section as well as responsible for maintaining and keeping all records of the
section.
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3. Payment section
The Payment section is responsible for disbursing all scheduled payments to be made. The
section also conducts due diligence in ensuring that all supporting documents and papers
pertinent to the payment to be made comply with statutory and university requirements of
the same.
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THE UNIVERSITY CASHIERS’ OFFICE HUMAN RESOURCES
1.
Job Title
Reporting to
Job Dimension
Direct Reports
External
Internal
Approvals
:
:
University Cashier
University Accountant
:
:
1
6
:
:
Depository Banks
Within the Accounting and Cash Departments
:
Limited to the confines and boundaries of
the key accountabilities, duties and
responsibilities
1.
All cash-in-vault; cash-in-hand and cash in the positions of receiving and paying
tellers; and
2.
All cheques that are signed by authorized signatories and due for release.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Provide leadership in all activities, functions, tasks and work assignments of the department.
Ensure safety and security of all cash-in-vault; cash-in-hand; cash-in-transit;
Prepares and submits regular reports to the accounting department;
Ensures that all cash requirements for payments and disbursements are ready and prepared
before its scheduled payments and/or disbursements;
Ensures that daily cash transactions from receiving tellers balances/matches with official
receipts issued;
Ensures that any discrepancies (overages or shortages) from daily cash transactions after
exhausting all efforts to find and reconcile cash with pertinent documents must be officially
closed and reported;
Immediately report to concerned offices any untoward incidents noted to be happening at the
office;
Ensures an orderly and smooth flow of transactions at the receiving section during peak
times such as enrollment and examinations periods;
Attends to all queries and concerns pertaining to the transactions and operations at the Cash
Department.
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2.
Job Title
Reporting to
Job Dimension
Direct Reports
External
Internal
Approvals
:
:
Receiving Tellers
University Cashier
:
:
1
None
:
:
Students
:
Limited to the confines and boundaries of
the key accountabilities, duties and
responsibilities
1.
All Cash received from various payments made
1. Ensure safety and security of all cash received;
2. Prepare a daily cash receipt report and submit to cashier;
3. Ensure that currency received are those approved for circulation by the Bangko Sentral ng
Pilipinas
4. Issue Official Receipts to all cash payments received;
5. Ensure that cash receipts balances all official receipts issued for the day;
6. Report to Cashier immediately any untoward incident/incidences happening at the receiving
counter;
7. Ensure that cash in custody are safe and secured;
8. Ensure cash differences from the daily transactions and accounted properly ; and
9. Assist other members of the office when required.
3.
Job Title
:
Paying Clerk
Reporting to
:
University Cashier
Job Dimension
Direct Reports
:
1
:
None
External
:
Students/Utility Services/Suppliers
Internal
:
Approvals
:
None
1. Safety of all Signed Cheques due for release
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1. Ensure that documents pertinent to a particular payment are in order and complete and have
passed due diligence review before any payment is made;
2. Report immediately to University Cashier any untoward incident/incidences noted or observed
within the Cash Department;
3. Prepare regular reports as required;
4. Ensure that all signatories required for a payment document are signed;
5. Perform out of office payments as required to various utility service providers and suppliers
of the university;
6. Ensure safety of all checks in custody due for release and/or payment;
7. Assist other members of the office when required.
4.
Job Title
:
Records Custodian
Reporting to
:
University Cashier
Job Dimension
Direct Reports
:
1
:
None
External
:
None
Internal
:
Approvals
:
None
1.
Safety of all Signed Cheques due for release
1. Preparing all reports pertaining to documents required;
2. Ensure that all records, files, documents are safe and secured;
3. Ensure that all soft files and documents are free from any forms of corruption to maintain the
integrity of the documents;
4. Ensure confidentiality of all records;
5. Ensure that any request for any records shall have the approval of University Cashier and
other University officers authorized to approve release of such record/records;
6. Report to Cashier immediately any untoward incident/incidences happening at the records
section;
7. Maintaining a back-up file of all soft files and documents;
8. Keeping the records section organized;
9. Assist other members of the office when required
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QUAMC
TYPES OF SERVICE AND ITS CORRESPONDING PROCEDURE
1.
Receiving Payments
Monday - Friday ; 8:30AM to 4:30PM NO NOON
BREAK
ALL Students/Parents/Others authorized to make
payments
Saturday ; 9:00AM to 12:00NN
Graduate School Students
Requirements
Payment Forms from any of the university's operating
units/services and colleges requiring payment
specifying the nature of payment and amount to be paid
Cashier's Office Receiving Window
1.a
Procedure
PERSON
PROCESS
SI
STEPS
1
Hand-over to the receiving teller the payment form and
cash.
2
Receive Official Receipt from payment.
(RESPONSIBL
E FOR THE
DELIVERY OF
SERVICE)
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
PROCESS
TIME
Payment
Form
1 minute
2minutes
Receiving
Teller
Official
Receipt
---------END OF PROCESS---------
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QUAMC
2.
Releasing of Payments
These are payments representing various scholarship allowances, stipend and other
reimbursements approved for payment.
Monday-Friday; 8:30AM to 12:00NN; 1:30PM to 4:30PM
Students with approved payments or disbursements
Requirements
Student valid ID
Cashier’s Office Receiving Window
2.a
Procedure
PERSON
PROCESS
SI
STEPS
PROCESS
TIME
1
Submit disbursement form and Student ID.
1 minute
2
Receive cash or check.
2minutes
3
Acknowledges receipt of payment.
2 minutes
(RESPONSIBLE
FOR THE
DELIVERY OF
SERVICE)
PAPER
(FORM,
DOCUMENT,
EVIDENCE)
Disbursement
Form and ID
Paying Staff
Cash or
Cheque
Official
Receipt
----------END OF PROCESS---------
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Version 1 TABLE OF CONTENTS

Transcription

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