ADMINISTRATIVE

Transcription

ADMINISTRATIVE

ADMINISTRATIVE
MANUAL
2009 edition
Manila, Philippines
Table of CONTENTS
Table of Contents
i
General Information
1
Vision Statement
1
Mission Statement
1
History
1
The College Seal
4
The iTamaraw Icon
5
Recruitment & Hiring
6
Affinity Policy
9
Timekeeping and Attendance
10
Timekeeping
10
Overtime
11
Official Business
12
Dress Code
13
Identification Card (ID)
15
Benefits
16
Statutory Benefits
16
College Benefits
25
Regularization
30
Performance Evaluation
31
Annual Salary Increase
33
Awards and Recognition
37
Outstanding Associate Award
37
Perfect Attendance
37
Service Award
38
Business Gifts
39
Computer Loan Policy
40
ADMINISTRATIVE MANUAL 2009
i
Computer Purchase Policy
42
Director’s Laptop Plan
44
Lost or Stolen Property
46
Outside Employment
48
PERAA MPL
49
Personnel Movement
51
Movement
51
Separation
53
Exit Interview
56
Complaints and Grievances
57
Offenses & Sanctions
59
Art. I
General Rules
60
Art. II
Penalties and Corrective Measures
60
Art. III Offenses Subject to Disciplinary Action
61
Art. IV Special Rules
66
Art. V
67
Procedure in Imposing Penalty
Appendices
ii
72
A. Amendment Policy
72
B. Effectivity Clause
72
C. Flowcharts
73
D. Job Descriptions
81
E. Councils and Committees
198
F. Organizational Charts
204
G. Administration Directors’ Profile
206
H. Administrative Manual Committee
211
General
Information
VISION STATEMENT
FEU - East Asia College aims to be a center of excellence
in Engineering and Information Technology,
committed to produce competent and principled professionals
who can contribute significantly to building the nation.
MISSION STATEMENT
FEU - East Asia College commits itself to quality instruction,
relevant research, faculty development,
industry partnership, and community involvement
for the development of society.
HISTORY
The present Far Eastern University (FEU) is an offshoot of the union of the
Institute of Accountancy (founded in 1928 by Dr. Nicanor Reyes) and the Far
Eastern College (founded in 1919 by Nicanor Maronilla-Seva, Francisco Africa,
Pedro Cortez, Salvador Unson, and Vicente Favella) in the early second quarter
of the 1900’s. When Dr. Nicanor Reyes, gained the controlling stock on November
5, 1933, he became its first president. Since then, the site of the once humble
cigarette factory turned into an educational institution at the corner of Azcarraga
(now Claro M. Recto) and M. Lorenzo (now Quezon Boulevard) Streets has
produced luminaries who had distinguished themselves in business, law,
education, fine arts, architecture, engineering, nursing and medicine.
Dr. Reyes had envisioned a university with the best facilities to offer for a
well
-rounded education, giving emphasis on the promotion of Philippine art and culture. Since its inception, FEU boasts of cultural and historical vestige. Notable are
the works of national artists such as Pablo Antonio, Vicente Manansala, and Francisco “Botong” Francisco that grace FEU’s grounds and buildings.
Distinguished also were the artistic performances especially in the 50’s and 60’s in the
FEU Auditorium which was dubbed as the “Cultural Centre of the
Philippines”. For twenty years, it was the venue for major cultural presentations like the
operas La Traviata, Il Trovatore and Carmen. Recently, the establishment of the
President’s Committee on Culture has brought a cultural rebirth with its twice-amonth presentations of local and international artists. Modern stage
productions necessitated the overhauling of the auditorium with state-of-the-art theatre
facilities, including a wide screen and a powerful video and computer projector.
1
The Early Beginnings of FEU Institute of Technology
In 1936, the Commonwealth was two years old and independence was promised
a decade hence. The FEU, a private education pioneer, took stock of the
emergent nation’s needs. Among its findings was a very pressing need for
engineers and technologists to help build the nation. It felt itself challenged and it
thus established the Institute of Technology.
An increasing demand for trained engineers and technologists remained. With the
government’s accelerated economic recovery program, private business
establishing more and more factories, and agriculture shifting to mechanization,
the demand for trained and skilled personnel was greater than ever. The Institute
of Technology helped by filling the country’s need in this respect.
In 1936, when it was founded, the Institute of Technology initially offered a
complete course in civil engineering.
The Institute had since added complete courses in six other major fields of
technology: architecture, chemical engineering, mechanical engineering, electrical
engineering, industrial engineering, and chemistry. A course in geodetic
engineering was also started in 1952. However, in 1971, the Department of
Architecture was elevated into the Institute of Architecture and Fine Arts and took
over the architecture program; the course in chemistry was transferred to the
Institute of Arts and Science in 1978.
The courses leading to the Bachelor of Science degree in a specific branch of
engineering offered by the Institute of Technology were similar in some respects
to those of the famed technical institutes and universities in the United States and
Europe, such as the Massachusetts Institute of Technology, University of
Michigan, Cornell University, and California Polytechnic. They, however, were
oriented to suit local conditions and to fill the needs of Philippine technological
advancement.
The curricula of the Institute of Technology were geared to prepare the student to
become a highly technical - yet practical - expert in his/her specific branch of
engineering. To achieve this end, the Institute of Technology had built a strong
and well-balanced faculty. It had a formidable teaching force, composed of the
country’s esteemed technological educators and scholars, professors skilled and
experienced in the basic sciences, trained technicians, and practicing and
consulting professional engineers.
The Institute of Technology was also continually expanding its facilities so as to
provide its faculty and students the most complete and most modern laboratory in
the country. It was in line with this policy that the FEU had built a seven-storey
Technology Building in Manila and a building complex on its 46-hectare Quezon
City campus.
A New Technology
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FEU takes pride in its relentless efforts for academic excellence. For this reason,
it conducts a constant review of programs of major tertiary courses. After a
thorough study of the Technology Program, the administration decided to phase it
out in favor of a computer technology program forged with East Asia Computer
Center, Inc. which offered degrees in Computer Science in 1992.
In July 1991, SM Foundation and IBM Philippines set up Asia Pacific Computer
Technology Center (APCTC). Six months later, APCTC collaborated with Far
Eastern University (FEU) and Intelligent Wave, Inc. (IWI) and set up a computer
school, which was subsequently called East Asia Computer Center. Later, the
name was changed to East Asia Institute of Computer Technology (EAICT).
Initially, the only degree offered was Bachelor of Science in Computer and
Information Science (BSCIS). In 1994, EAICT started to offer the degree of
Bachelor of Science in Computer Engineering (BSCOE).
On September 30, 1998, the Commission on Higher Education (CHED) noted the
change in the name of East Asia Institute of Computer Technology (EAICT) to
East Asia College of Information Technology (EACIT).
On February 24, 2000, EACIT was identified by CHED as a Center of
Development for Excellence (CODE) in Information Technology Education in the
National Capital Region.
In 2001, EACIT sought the approval of CHED to offer additional courses leading
to the degrees of Bachelor of Science in Information Technology and Bachelor of
Science in Information Management. Both courses gained full recognition in April
2004.
Brief History of the New College of Engineering
Engineering was under the Institute of Technology as one of the principal
programs of the FEU until the Board of Directors decided to close the Institute of
Technology by not accepting freshmen in 1991. Although it still had an enrolment
of over 4,000 students, the Institute of Technology found itself caught in a
squeeze between the government’s cap on tuition fee increases and the rising
costs of providing quality education in engineering on the other hand. Rather than
allow a drop in quality standards, FEU finally chose to close down the Institute in
1996.
Being one of the country’s finest universities, FEU worked to restore the scope of
its academic offerings. In 2001, the FEU administration decided to reopen and
rehabilitate the defunct technology program. This paved the way to the re-opening
of the College of Engineering that prides itself with a carefully designed
curriculum, high quality instruction and state-of-the-art laboratory and building
facilities.
The present, College of Engineering offers Bachelor of Science in Civil
Engineering (BSCE), Bachelor of Science in Electrical Engineering (BSEE),
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Bachelor of Science in Electronics and Communications Engineering (BSECE)
and Bachelor of Science in Industrial Engineering (BSIE). These engineering
programs are offered in a Trimestral System. A regular student is expected to
finish any of the programs in four (4) years and one (1) term. This additional one
term consists of three and a half months industry immersion
The College of Engineering received Government Recognition from the
Commission on Higher Education (CHED) last April 12, 2004 to conduct and
operate the four programs.
The Power of Two
In 2002, FEU acquired the controlling stock of EACIT and gained full control of the
College.
In 2003, the FEU Administration took a big step in merging the College of
Engineering and East Asia College of Information Technology. The combined
resources and efforts of both Colleges resulted in the merged FEU – East Asia
College (FEU—EAC) with the re-organized vision/mission.
THE COLLEGE SEAL
The outer ellipse is consistent with the seal of the other schools in the FEU Group:
FEU and FEU – FERN College. The images in the inner ellipse are symbolic of
what the College represents:
1. Bridge and satellite dish
lege
represent the Engineering Programs of the Col2. Circuits represent the Information
Technology Program
3. Three human figures represent
man’s quest for knowledge; Open
book represents learning; it can also
be seen as a laptop which represents
modernity and advanced technology.
4. Colors – GREEN is for hope
representing Rizal’s “Fair Hope of the
Fatherland”; GOLD represents the
golden opportunity for the College to
serve the youth and for her alumni to
serve the country.
4
THE iTAMARAW ICON
The iTamaraw is an adaptation of FEU’s icon, the tamaraw. The right half follows
the classical tamaraw; the left half represents a ‘modernized’ high-tech tamaraw.
1. The left horn, shaped as an antenna
or tower, symbolizing an industrial
structure.
2. The lines on face symbolize
innovation; they
represent circuitry
associated with both computer and
engineering courses.
3. The glowing red eye symbolizes
power or flow of electricity
inside a
computer (much like the flow of blood
inside the human body).
4. The colors green and gold gradient
represent the colors of the College; black
represents strength and determination .
5
ADMINISTRATIVE POLICIES
POLICY on
RECRUITMENT & HIRING
1. PROCEDURE FOR HIRING NEW ASSOCIATES
1.1 Personnel Request: The requesting office shall accomplish the
Personnel Requisition Form (PRF) and submit to the Human Resources
Office (HRO) for action.
1.2 Manpower Requisition Evaluation: The HRO shall validate the need for
hiring.
1.3 Sourcing: The HRO shall decide on the best means for sourcing
applicants.
1.4 Screening and Initial Interview: The HRO shall conduct the screening
and initial interview.
1.4.1 The HRO shall discuss with the applicant the terms and conditions
related to the applied position.
1.4.2 Shortlisted candidates are subject to Pre-employment
Examinations.
1.4.3 Shortlisted candidates are subject to at least three Background
Investigations
1.5 Further Interview: The HRO shall endorse qualified candidates to the
Director of the requesting office for interview and/or teaching demonstration (if necessary). If required, HRO shall schedule interviews with the
Executive Director and/or President.
1.6 ManCom Approval: The HRO shall forward the job application to
ManCom for final disposition.
1.7 Job Offer: The HRO shall prepare the Job Offer containing the total employment package (in
reference to the existing salary table).
1.7.1 For Teaching Position, the HRO shall prepare the initial ranking of
the candidate, to be concurred by the Senior Directors.
1.7.2 For Non-Teaching position, the HRO shall discuss with the
candidate the terms and conditions of employment as well as the
total
employment package offered for the position.
1.8 Employment Requirements: If the candidates accept the offer, they
shall be required to submit the following:
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1.8.1
1.8.2
1.8.3
1.8.4
1.8.5
1.8.6
1.8.7
1.8.8
1.8.9
1.8.10
1.8.11
Birth Certificate*
Marriage Certificate (if married)*
Birth Certificate of dependents (if applicable)*
Medical Certificate (original; at the College’s expense)
1.8.4.1 Laboratory (CBC, Urinalysis, Fecalysis)
1.8.4.2 X-Ray
1.8.4.3 Physical Examination (Medical History, BP, Eye Check-up,
Height, Weight etc.)
SSS Number, TIN, and Philhealth Number
NBI Clearance (original)
Income Tax Return (if applicable)
Print out of Loan Status from SSS and Pag-Ibig (if applicable)
Diploma*
Transcript of Records*
Affinity Form
* Present original copy of the document.
Exemption for submission of some of the requirements can be granted
upon recommendation of the Director or the Executive Director.
1.9 Confirmation of Employment: The HRO shall prepare the employment
contract and appointment paper.
The candidate shall sign the
employment contract to signify acceptance of the terms and conditions.
1.10 Introduction: The HRO shall introduce the new Associate to the
College via an email notice to all users and personal visit to all offices.
1.11 Orientation Process: Newly hired Associates shall be given general
orientation and will be given the following;
1.11.1 Handbook that includes College History, Mission, Vision,
Corporate Core Values and Business Operations
1.11.2 Administrative Manual
1.11.3 Faculty Manual (if necessary)
1.11.4 Student Manual
1.12 The HRO shall endorse the newly hired Associate to the requesting
office.
Exception to any of the above rules can be granted with a filing of a written
request addressed to the HRO, copy furnish the Executive Director, from the
Head of the Department where the returning Associates will be assigned.
7
2. GUIDELINES FOR REHIRING RETURNING ASSOCIATES
2.1 Only Associates who leave the College in good standing will be eligible
for rehire.
2.2 The length of service of the returning Associates shall be reckoned from
date of rehiring.
2.3 Standing hiring policy for all Associates shall be enforced and shall be
effected also for rehired Associates.
2.4 Any updates on personal records shall be submitted.
2.5 A returning Associate shall undergo formal orientation by the Immediate
Head if the new position applied for is different from the former post.
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POLICY on
affinity
1. PURPOSE
FEU – East Asia College, in its desire to promote professionalism and to
avoid conflict of interest that may arise due to relationship between Associates, has decided to adopt a policy that discourages employment of close
relatives up to the 4th degree of consanguinity or affinity.
2. DEFINITION OF TERMS:
“Close relatives up to the 4th degree of consanguinity” for purposes of this
policy, is defined as: parent, foster parent, stepparent, parent-in-law, child,
step-child, spouse, brother, foster brother, sister, foster sister, grandparent,
grandchild, son-in-law, sister-in-law, brother-in-law, daughter-in-law, aunt,
uncle, niece, nephew or other family members who resides in the same
household.
3. POLICY & GUIDELINES:
3.1 Associates who are relatives shall not be placed within the same direct
line of supervision whereby one close relative is responsible for supervising the job performance or work activities of another close relative.
3.2 Close relatives shall not be involved in institutional decisions involving a
direct benefit to either person. Such decisions, include, but shall not be
limited to, initial hiring, retention, promotion, salary adjustments, leaves of
absence and termination.
3.3 An administrator shall not make employment decisions and/or recommendations which impact a close relative individually; however, the policy
does not prohibit an administrator who does not otherwise violate the affinity policy, from making recommendations that pertain to all faculty and/
or staff members at an office where he has close relative who is a faculty
or staff member.
3.4 When, as a result of marriage during tenure, Associates affected of this
policy, shall be resolved by means of a transfer or resignation as may be
necessary.
3.5 This policy does not affect relatives Associates employed prior to
February 2, 2006.
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POLICY on
TIMEKEEPING & ATTENDANCE
A. TIMEKEEPING
1. PROCEDURE
1.1 All Associates who report for work are required to log in and out at the
Attendance Recording System (ARS).
1.2 No entry in the system or in the log sheet for a particular day shall signify
absence and the subsequent salary deduction will be made unless:
1.2.1 An approved leave of absence with pay is filed.
1.2.2 On approved Official Business (OB).
1.2.3. A satisfactory proof of presence is presented.
1.3. The regular office hours of the College is from 8:00 a.m. to 5:00 p.m.,
from Monday to Friday, except for Associates whose work requires them
to perform duties on shifting schedules.
1.4. Associates who have shifting schedules must file for a change of work
schedule duly approved one week before the effectivity date.
1.5. Associates who will go undertime shall notify the Director.
1.6. The official cut off date of attendance is every 15th and 30th day of the
month. Attendance covered from 1st-15th will be the reference for the
deductions on the Associates’ second half salary and the attendance
covered from16th-30th will be the reference for the deductions on the
Associates’ first half salary of the following month.
1.7. Regular payday is every 13th and 28th day of the month.
1.8. The Associate’s total absences, tardiness, and undertime shall be
accumulated until cut off date and subject to salary deduction. A grace
period of 5 minutes is granted to all Non-Teaching Associates. Anything
in excess of the grace period shall similarly be subjected to salary deduction.
1.9. Associates who are under flexible time must comply with the following
requirements:
1.9.1
1.9.2
10
Recommendation from the Director to be submitted to the HRO.
Minimum of six hours a day for a five-day work schedule or four
hours for a six-day work schedule and completed 40 residency
hours per week.
1.9.3
1.9.4
Reporting time is determined by the Director
Associates who are required to work on restday or holiday may
apply for offsetting.
1.10 Associates who will apply for offsetting must conform with the following
requirements:
1.10.1 Recommendation from the Director to be submitted to the HRO.
1.10.2 Only the following maybe offset:
1.10.2.1
1.10.2.2
1.10.2.3
1.10.2.4
Restday
Holiday
At least four hours in excess of the regular work hours
Suspension of work hours
1.10.3 Offsetting should be done within 15 calendar days after service is
rendered. Otherwise, it will be forfeited, unless there is prior
approval to extend the period of offsetting.
1.10.4 Only one day offset can be applied per week.
B. OVERTIME (OT)
1. POLICY
This policy covers only Non-Teaching Associates (excluding Associates on
flexible time)
2. PROCEDURE
2.1 Work rendered in excess of regular work hours shall be considered
overtime provided:
2.1.1 It is approved by the Director.
2.1.2 It is at least one hour in duration. In excess of one hour, the
following table shall apply:
Minutes
Treatment
1 minute to 20 minutes
No addition to overtime
21 minutes to 50 minutes
Considered as 30 minutes
51 to 59 minutes
Carried to the next hour
2.1.3 Overtime work should not exceed four hours a week. Exemptions
must have an approval of the Immediate Head and the HR
Director.
2.1.4 In the absence of the Director, the Senior Director’s approval is
required.
11
2.1.5 Associates are required to file the pre-approved and actual
overtime for record and payroll.
2.1.6 The HRO will use the Attendance Recording System (ARS) as
reference to validate the overtime.
2.2 Overtime Pay Rates shall be applied in accordance with the Labor Code
of the Philippines:
Day
Treatment
Ordinary day
125%
Rest day, Sunday, or special holiday
130%
Rest day which is also a special holiday
150%
Regular holiday
200%
Regular holiday which is also the Associate’s rest day
260%
2.3 For rest day/holiday overtime, lunch breaks are not charged to overtime.
C. OFFICIAL BUSSINESS (OB)
1. GUIDELINES
12
1.1
Associates must file the application at least two days before the actual
date of the OB.
1.2
The Associate should indicate in the OB form the exact date of OB, time
duration (including travel time) and reason for leaving the school
premises.
1.3
For OB that requires one or more days, Associates need not log in and
out. Otherwise, approval is required.
1.4
Associates should inform the Director and the HRO of the cancellation
of the OB.
POLICY on
DRESS CODE
1.
GUIDELINES
1.1
Part-time, contractual, and probationary Associates are required to
abide by the dress code as stipulated in the implementing guidelines.
1.2
The wearing of uniform, formal business attire or smart casuals shall
be prescribed for workdays determined by the Human Resources Office:
1.2.1
For Female Associates
1.2.1.1 Decent dress, decent blouse with/without blazer and
skirt. Skirts or dresses should not be more than two
inches above the knee
1.2.1.2 Formal, tailored pants or slacks with tailored/decent
blouse with/without blazer
1.2.2
The following attire shall not be allowed:
1.2.2.1 T-shirts, polo shirts, blouses with plunging necklines,
sleeveless.
1.2.2.2 Maong, denims, capri, hip-hop, pedal pusher, cargo
and tight flare pants with slit
1.2.3
For Male Associates
1.2.3.1 Short-sleeved or long-sleeved polo (with or without
necktie).
1.2.3.2 Formal pants or slacks
1.2.4
The following attire shall not be allowed:
1.2.4.1 T-shirt, polo shirts, tight fitting shirts
1.2.4.2 Denims, maong pants, cargo pants
1.3
Physical Education (PE) faculty members are provided with PE
uniforms commensurate to the amount of the prescribed uniform every
school year.
1.4
Footwear: Only the following footwear shall be allowed from Mondays
to Fridays:
1.5.1
1.5.2
1.5.3
1.6
For female, closed shoes should be worn.
For male, formal closed shoes with executive socks.
The following footwear shall not be allowed:
1.5.3.1 Open sandals, step-ins, slip-ons, slippers, rubber
shoes, sneakers and any other open footwear.
Saturday Attire. Associates have the option to wear the iTam polo
13
shirt as alternate uniform.
Otherwise, Associates must wear
appropriate attire as determined by the HRO.
14
1.7
Summer Break and Term Break Attire. Associates shall be allowed
to wear any acceptable attire stipulated in this policy except for those
who shall be holding classes/training/seminars during this period.
1.9
Any exemptions to the above guidelines can be secured through a
written approval from the Director Head and endorsed to the HRO.
POLICY on
IDENTIFICATION CARD (ID)
1
GUIDELINES
1.1 All Associates, regardless of employment status, are required to wear
appropriate College ID at all times while within the College premises.
1.2 All Directors and the HRO are responsible for enforcing and monitoring
the wearing of ID’s.
1.3 Associates shall not tamper the ID card.
1.4 Authorized signatories for the ID card is the Executive Director.
2
PROCEDURE
2.1 Issuance and Cancellation of IDs
2.1.1
2.1.2
2.1.3
2.1.4
HRO will process the issuance of ID.
Associates fill-up ID information sheet at the HRO.
HRO processes ID within two working days
Associates who have resigned or separated from the College are
required to surrender his/ her ID to the HRO.
.
2.2 Lost or Damaged ID
2.2.1 Associates who lost or damaged their IDs must immediately
report the incident to the HRO through an explanation letter. All
requests for ID replacement shall be made in writing and will have
to be approved by the Director and the HRO before processing.
2.2.2 Associates shall possess only one College ID at any given time.
In case of lost and found ID, Associates must return to the HRO
the new ID issued to him/ her
2.2.3 The HRO shall issue a temporary ID to the Associate while
processing the replacement
2.2.4 The HRO shall issue a new ID to the Associates in case of loss or
damage upon approval of the request letter.
2.2.5 Replacement of ID shall be for the account of the requesting
Associate. The HRO shall determine the corresponding penalty, if
any.
15
POLICY ON
BENEFITS
1. STATUTORY BENEFITS
1.1
Social Security System (SSS)
Associates are registered with SSS at the start of their employment.
Funds for the payment of the various SSS benefits come from the
premium payments shared by the College and the Associates gets the
following benefits:
1.1.1
1.1.2
1.1.3
1.1.4
1.1.5
1.1.6
1.1.7
1.2
Sickness - benefit in the form of daily cash allowance paid for
the number of days a member is unable to work due to sickness
or injury.
Disability - redesigned disability program of SSS. The new
program adopts the World Health Organization’ s (WHO)
definition of disability that states as any “restriction or lack
(resulting from impairment) of ability to perform an activity in the
manner or within the range considered normal by a human
being.”
Maternity - benefit in the form of daily cash allowance granted
to a female who was unable to work due to childbirth or
miscarriage.
Funeral - grant of P20,000 (effective September 1, 2000) is
given to whoever pays the burial expenses of the deceased
member or pensioner.
Death - cash benefit either in monthly pension or lump sum
paid to the beneficiaries of a deceased member.
Employees Compensation Insurance - program that aims to
assist workers who suffer work-connected sickness or injury
resulting in disability or death.
Loans in form of salary, calamity, educational, investment and
housing
Home Development Mutual Fund (PAG-IBIG)
In compliance with R.A. 7742, all Associates are members of PAG-IBIG
Fund. Major benefits of this program are the multipurpose loan on
housing and the accumulation of a fund at an indicated rate to be
withdrawn by the Associates subject to rules/regulations of the Fund.
1.3
13th Month Pay
The College grants a 13th month pay in accordance with the provisions
of the 13th Month Pay Law.
16
1.4
Paid Holidays
The College grants holiday pay to all qualified Associates in accordance
with the law.
1.5
Philippine Health Insurance (PhilHealth)
PhilHealth benefits are intended to cover the cost of hospitalization and
other incidental medical expenses of the SSS member and his/her legal
dependents (spouse, children and parents) who suffer sickness or
injury.
1.5.1
Inpatient Coverage - PhilHealth provides subsidy for room and
board, drugs and medicines, laboratories, operating room and
professional fees for confinements of not less than 24 hours.
Refer to the table of rate ceilings/maximum allowances for
inpatient coverage.
The following are the maximum allowances or ceilings to be applied per single
Period of confinement**.
17
* Not to exceed 45 days for each calendar year.
** Refers to a confinement or series of confinements of the
same illness not separated from each other by 90 days within a
calendar year. In this case, a member or beneficiary is not
entitled to another set of benefits until after 90 days. They can
only avail of the unused portion of the benefits and the room
and board fees until the 45 days allowance is exhausted.
However, a member can avail of new set of benefits if
succeeding confinements are of different illness or condition.
18
1.5.2
Outpatient Coverage - Day surgeries, dialysis and cancer
treatment procedures such as chemotherapy and radiotherapy
in accredited hospitals and free-standing clinics.
1.5.3
Special Benefit Packages
1.5.3.1
Coverage for
normal spontaneous deliveries PhilHealth provides compensation for uncomplicated
normal spontaneous delivery or NSD of the first
three births done in hospital or non-hospital settings.
For deliveries in hospital facilities subsidy shall be
broken down as follows:
SERVICES
COVERAGE
Hospital Charges
P2,500
Professional Fees
P2,000
TOTAL
P4,500
For deliveries in non-hospital facilities, a
comprehensive package consisting of the maternal
and childcare services are offered under the
Maternity Care Package.
DETAILS OF COVERAGE
Amount of coverage
P4,500
Services included
Prenatal to postnatal care including family planning
services
Providers
Duly accredited birthing homes, maternity and lying-in
clinics etc.
Eligibility
Payment of at least three monthly premium
contributions within the immediate months prior to
confinement.
Exclusions









NSD of the fourth and subsequent births.
Maternal age of less than 19 years.
First pregnancy of patients aged 35 years and
older.
Multiple pregnancies
Ovarian abnormalities (ovarian cyst)
Uterine abnormalities (myoma uteri)
Placental abnormalities (placenta previa)
Abnormal fetal presentations (breech)
History of three or more miscarriages/abortions
19
Exclusions (cont.)




Other conditions
History of one stillbirth
History of major obstetric and/or gynecologic
operat i on
(ce sari an
sect i on,
ut eri ne
myomectomy).
History of medical conditions such as
hypertension, pre-eclampsia, eclampsia, heart
disease, diabetes, thyroid disorder, morbid
obesity, moderate to severe asthma, epilepsy,
renal disease, bleeding disorders.
Other risk factors that may arise during present
pregnancy (e.g. premature contractions and
vaginal bleeding) that warrants a referral for
further management.
Pregnancies resulting to abortion are not covered by
the limitation of coverage of vaginal deliveries of the
first three births.
1.5.3.2
Newborn Care Package - Part of PhilHealth’s commitment to bringing healthy babies who will be tomorrow's nation builders.
DETAILS OF COVERAGE
Amount of coverage
P1,000
Services included



Eye prophylaxis, umbilical cord care, Vitamin K,
thermal care, administration of BCG vaccine and
resuscitation of the newborn - P250.
First dose of Hepatitis B immunization - P250.
Newborn screening tests - P500.
Providers
Duly accredited hospitals and non-hospital facilities
(such as lying-in clinics, midwife-managed clinics,
birthing homes, rural health units, ambulatory surgical
clinics and other analogous health facilities) with DOH
or NSRC certified newborn screening facility.
Eligibility
Eligible newborns-dependents.
Other conditions
Only claims with Newborn Screening Test done
between 24-36 hours from complete delivery of the
newborn shall be compensated. However, for
newborns placed in intensive care to ensure survival,
premature and sick newborns may be exempted from
the three-day requirement but should be tested within
seven days of age.
Room and board not compensated but one day shall
be charged against the 45-days allowance for room
and board for dependents.
20
Other conditions (cont.)
1.5.3.3
Newborns/neonates admitted/confined due to other
conditions or illnesses may avail of other benefits
(including room and board) based on case/type of
illness. Claims for said confinement should also
include applicable newborn care services provided for
in the package and shall not be considered a separate
benefit.
TB treatment through DOTS - Treatment of new
cases pulmonary and extra-pulmonary tuberculosis in
children and adults are covered through the Directly
Observed Treatment Shortcourse or DOTS, the
shortest and most effective internationally accepted
treatment protocol for TB.
DETAILS OF COVERAGE
Amount of coverage
P4,000
Services included
Diagnostic work-up, consultation services and anti-TB
drugs required in an outpatient set-up.
Providers
Duly
accredited
TB-DOTS
(available in the Philippines only)
Eligibility
New cases only, i.e., patient has never had treatment
for TB or who has taken anti-TB drugs for less than
one month.
Centers
Payment of at least three months premiums within the
immediate six months prior to enrolment at TB-DOTS
Center.
Exclusions
Failure cases - a patient who, on previous treatment,
is sputum smear positive at five months or later during
the course of treatment.
Relapse case - a patient previously treated for TB
who has been declared cured or treatment completed,
and is diagnosed with bacteriologically positive
(smear or culture) TB.
Return after default (RAD) cases - a patient who
returns to treatment with positive bacteriology (smear
of culture) following interruption of treatment for two
months or more.
Other conditions
Additional services rendered or extension of treatment
shall not be covered.
Premium payments must be continued for the
duration of the treatment.
21
1.5.3.4
SARS and Avian Influenza (Influenza Pandemic or
Bird Flu) Package
DETAILS OF COVERAGE
Amount of coverage
For members and their qualified dependents P50,000 per case.
For health care workers or HCW (forefront and high
risk) - P100,000 per case.
Services included



Providers
Patients must be admitted only in accredited DOHdesignated SARS or AI/IP hospitals.
Professional fees (Php2,500 - pay to doctor)
Hospital charges (Php42,500 - pay to hospital)
Official receipts amounting to Php12,000
(P5,000 - pay to member)
Confinements abroad shall be paid / compensated
provided a certification from the attending physician
is submitted.
Eligibility
Must be certified by the DOH as SARS or avian
influenza/influenza pandemic patient.
Must have paid at least three months premiums
within the last six months prior to confinement.
Exclusions
SARS suspect cases.
Cases of acute respiratory illness where an
alternative diagnosis can fully explain such illness.
Other conditions
Rule on single period of confinement and 45-days
allowance for room and board per year applies.
Other conditions
(for afflicted HCWs)
Contracted the disease while caring for a SARS or
AI/IP patient (person to person transmission).
Renders service in DOH-designated hospital.
DOH attests that HCW contracted the disease while
on official duty.
1.5.4
Exclusions
The following shall not be covered except when, after actuarial
studies, PhilHealth recommends their inclusion subject to
approval of its Board of Directors:
22
1.5.4.1
1.5.4.2
1.5.4.3
1.5.4.4
1.5.4.5
1.5.4.6
1.5.5
Fourth and subsequent normal obstetrical deliveries
Non-prescription drugs and devices
Alcohol abuse or dependency treatment
Cosmetic surgery
Optometric services
Other cost-ineffective procedures as defined by
PhilHealth
Availment conditions and procedures
1.5.5.1
Availment conditions - the following must first be met
to avail of your PhilHealth benefits:
1. Payment of at least three monthly premiums
within the immediate six months prior to
confinement.
2. Confinement in an accredited hospital for at least
24 hours (except when availing of outpatient care
and special packages) due to an illness or
disease requiring hospitalization. Attending
physicians must also be PhilHealth-accredited.
3. Availment is within the 45 days allowance for
room and board.
1.5.5.2
Benefit availment procedure
1.
For outright/automatic deduction of benefits:
1.1 Submit to the billing section the following
prior to discharge from the hospital:
1.1.1. Duly accomplished PhilHealth Claim
Form 1 (original)
1.1.2. Clear copy of Member Data Record
(MDR).
1.1.3. If dependent - patient is not listed yet in
the MDR, submit applicable proof of
dependency.
1.2 Agree with your attending physicians on how
much is left to be paid for their services over
the Professional Fee (PF) benefit.
1.3 Upon submission of all applicable
documents, the billing section will compute
and deduct your benefits from your total
hospital bill.
2. For direct filing/reimbursement
Submit the following to PhilHealth or through the
hospital in addition to the documents mentioned
earlier within 60 calendar days after discharge
2.1 PhilHealth Claim Form 2 (to be filled up by
the hospital and attending physicians)
23
3.
1.5.5.3
2.2 Official receipts or hospital and doctor's
waiver
2.3 Operative record for surgical procedures
performed
For confinement abroad
Submit the following within 180 days after
discharge. Overseas confinements shall be paid
based on Level 3 hospital benefit rates.
3.1 PhilHealth Claim Form 1
3.2 MDR or supporting documents
3.3 Original official receipt or detailed statement
of account (written in English)
3.4 Medical certificate (written in English)
indicating the final diagnosis, confinement
period and services rendered.
Post availment reminders
After the automatic deduction or reimbursement of
your benefits, PhilHealth will send you (to the address
you have indicated in your claim form) a benefit
payment notice or BPN. The BPN is a report of actual
payments made by PhilHealth relative to your
confinement/availment.
Should there be discrepancies or if you have other
concerns pertaining to your benefit availments, you
may contact PhilHealth or your health care providers
and bring the BPN as reference document.
1.5.6
24
Qualified Dependents - The following also enjoy PhilHealth
coverage without additional premiums for each qualified dependent:
1.5.6.1
Legal spouse
inactive)
(non-member
or
membership
is
1.5.6.2
Children - legitimate, legitimated, acknowledged and
illegitimate (as appearing in birth certificate) adopted
or step below 21 years of age, unmarried and
unemployed. Also covered are child/ren 21 years old
or above but suffering from congenital disability,
either physical or mental, or any disability acquired
that renders them totally dependent on the member
for support.
1.5.6.3
Parents (non-members or membership is inactive)
who are 60 years old, including stepparents
(biological parents already deceased) and adoptive
parents (with adoption papers).
All your qualified dependents are entitled to a separate
coverage of up to 45 days per calendar year. However, their 45
days allowance will be shared among them.
Important: Your dependents need to be declared and/or updated with PhilHealth to include them in your Member Data
Record or MDR, your official membership profile with
PhilHealth. Your updated MDR will make your benefit
availments easier and convenient.
1.6
Paternity Leave
In accordance with provisions of Republic Act 8187 otherwise known as
the Paternity Leave Act of 1996, the College grants paternity leave of
seven working days with full pay to all qualified male married Associates
for the first four deliveries of the legitimate spouse with whom he is
cohabiting.
2. COLLEGE BENEFITS
2.1
Leave Privileges
2.1.1
Sick Leave (SL)
2.1.1.1
All regular Associates shall be entitled to SL credits
with pay for every school year of continuous service
in accordance with the schedule below.
LENGTH OF CONTINUOUS SERVICE
LEAVE CREDITS
Less than two years
7 days
Two years, but less than three years
9 days
Three years, but less than four years
11 days
Four years, but less than five years
13 days
Five years and above
15 days
2.1.1.2
The rate of 0.58 day of SL credit per month of service
shall be used when computing on a pro-rata basis.
Computation of initial SL credits shall be reckoned
from the Associate’s date of regularization.
The number of SL credits shall be computed as follows, subject to condition set forth hereinafter:
Length of service reckoned from the month of
regularization up to April 30 x 0.58.
If the regularization date of the concerned Associate
25
falls on or before the 15th of the month, the Associate
will be credited full 0.58 leave credit corresponding
the month of his regularization. If the Associate
regularization falls after the 15th of the month, then
the Associate will not be given the corresponding
leave credit corresponding the month the Associate’s
employment status was converted to regular.
Computation of leave credits shall commence on the
month following his/her month of regularization.
2.1.1.3
Unused Sick Leave
Unused SL credit at the end of the school year is
automatically commuted to cash.
2.1.2
Vacation Leave (VL)
2.1.2.1
All regular Associates shall be entitled to vacation VL
credits with pay for every school year of continuous
service in accordance with the schedule below.
LENGTH OF CONTINUOUS SERVICE
LEAVE CREDITS
Less than two years
10 days
Two years, but less than three years
11 days
Three years, but less than four years
12 days
Four years, but less than five years
13 days
Five years, but less than six years
14 days
Six years and above
15 days
2.1.2.2
The rate of 0.83 days of VL per month of service shall
be applied when computing on a pro-rata basis.
Computation of initial VL credits shall be reckoned
from the Associate’s date of regularization.
2.1.2.3
For newly regularized Associates the number of VL
credits shall be computed as follows, subject to
condition set forth hereinafter:
Length of service reckoned from the
Month of regularization up to April 30 x 0.83
If the regularization date of the concerned Associate
falls on or before the 15th of the month, the Associate
will be credited full 0.83 leave credit corresponding
the month of his regularization. If the Associate’s
26
regularization falls after the 15th of the month, then
the Associate will not be given the corresponding
leave credit corresponding the month the Associate
employment status was converted to regular.
Computation of leave credits shall commence on the
month following the Associate’s month of
regularization.
2.2
Retirement Plan
The College has established a retirement plan for the benefit of its
eligible Associates. It is being administered under and in accordance
with the Plan Agreement (hereinafter referred to as ‘Plan”) of the Private
Education Retirement Annuity Association (PERAA). Membership of an
Associate in the Plan is automatic upon attainment of regular
employment status. The benefits under the Plan are as follows:
2.2.1
Early Retirement Plan
Subject to the provisions of Article IV (no. 4.1 Early Retirement),
any member Associate who voluntarily resigns from the College
shall receive an amount equal to his contributions plus net
earnings thereof plus a percentage of the contributions of the
College including net earnings thereof credited to the Associate
in accordance with vesting schedule below.
Years of Service
Percentage
Less than 10 years
0.0 %
10 but less than 11
50.0 %
11 but less than 12
52.5 %
12 but less than 13
55.0 %
13 but less than 14
57.5 %
14 but less than 15
60.0 %
15 but less than 16
62.5 %
16 but less than 17
65.0 %
17 but less than 18
67.5 %
18 but less than 19
70.0 %
19 but less than 20
72.5 %
20 but less than 21
75.0 %
21 but less than 22
77.5 %
22 but less than 23
80.0 %
27
2.2.2
23 but less than 24
82.5 %
24 but less than 25
85.0 %
25 but less than 26
87.5 %
26 but less than 27
90.0 %
27 but less than 28
92.5 %
28 but less than 29
95.0 %
29 but less than 30
97.5 %
30 and up
100 %
Normal and Late Retirement Benefits
The normal and late retirement benefits shall be a sum equal to
the total amount standing to the credit of the member Associate
which shall consist of the contributions made by the College
and the member Associate plus the earnings respectively
credited thereto. However, the retirement benefit shall not be
less than the regulatory benefit under the Retirement Pay Law
(also known as Republic Act No. 7641) exclusive of the
member Associate’s contributions and its corresponding net
earnings.
2.2.3
Death and Disability Benefits
In the event that a member Associate dies or is retired by the
College due to permanent incapacity or disability as determined
by a competent physician appointed by the College, his death
or disability benefit, as the case may be, shall be a sum
computed in accordance with the normal retirement benefit
formula as of date of death or disability.
2.3
Health Care
Regular Associates are enrolled under a medical plan. The coverage of
dependents is not automatic. It is subject to the terms and conditions
provided for under existing agreement between the College and HMO.
If the agreement between the College and HMO allows for dependents’
coverage, the corresponding premium of covered dependents will be
deducted from the salary of concerned Associate.
As an accommodation, but not necessarily a benefit, the College may
advance the premium for the payment of dependents’ coverage if the
mode of premium payment agreed upon by the College and HMO is
either quarterly, semi-annually or annually. Thereafter, monthly
deduction from the salary of the Associates shall be made by the
College.
28
2.4
Uniform
The College provides sets of uniforms per school year, which is 100%
shouldered by the College in order to provide proper representation for
its Associates with at least one year of service.
2.5
Faculty Development Program
The College reinforces its commitment to the ongoing formation of
faculty members. They are given full, subject to availability of funds,
when attending trainings, seminars, workshops, conventions and other
learning and development programs outside the College.
Participation in this development program must be endorsed by the
Program Director and duly approved by the Executive Director.
2.6
Tuition Fee Discount
The College extends tuition fee assistance to qualified faculty
members enrolled in their graduate courses.
29
POLICY on
REGULARIZATION
1
POLICY
This applies to all probationary Associates of the College.
2
3
30
GUIDELINES
2.1
The Performance Management System (PMS) applies to all
-Teaching Associates of the College.
Non
2.2
The HRO, through the Director, monitors the performance of the probationary Associate.
2.3
The PMS is a requirement for regularization. The following are the
guidelines for regularization of a probationary Associate:
2.3.1
The Associate will undergo a contractual employment for five
months and a probationary period of one month.
2.3.2
Upon completion of four months contractual period, the
Associate shall undergo a performance evaluation by Director,
peer and self.
PROCEDURE
3.1
The HRO shall inform the Immediate Head of the performance
evaluation of the Associate within the fourth month of the Associate’s
contractual employment period.
3.2
The HRO, through the Management Information System (MIS), shall
activate the On-Line Evaluation.
3.3
The HRO shall forward the result of the performance evaluation of the
Associate to the Director for recommendation.
3.4
If the performance evaluation is meritorious based on the total average
rating, the Associate will be notified of his/her regularization through a
Personnel Action Notice (PAN). Otherwise, a notice of End of Contract
(EOC) shall be served by the HRO.
POLICY on
PERFORMANCE EVALUATION
1. GENERAL GUIDELINES
1.1
The Performance Management System (PMS) is designed to review
the performance of all Associates belonging to the following
classifications:
1.1.1
Non-Teaching Associate
1.1.1.1 Support Associate - Rank & File/Technical Staff
1.1.1.2 Supervising Associate - Head/Director
1.1.2
Teaching Associate
1.1.2.1 Regular Full-Time
1.1.2.2 Lecturer Full-Time
1.1.2.3 Lecturer Part-Time
1.2
The HRO is tasked to monitor the Performance Evaluation of all the
Associates.
1.3.
The HRO, in coordination with the Director, is responsible for the
administration and implementation of the PMS.
2. GUIDELINES FOR PERFORMANCE EVALUATION FOR NON-TEACHING
ASSOCIATES:
2.1
The HRO issues a notice of the conduct of the PMS to the respective
Director for all Associates.
2.2
Performance evaluation is conducted every term end.
2.3
The HRO, through the Management Information System (MIS), shall
activate the On-Line Evaluation.
2.4
The Ratee is evaluated based on the following rating scale:
4.50 - 5.00 Outstanding
4.00 - 4.49 Above Average
3.00 - 3.99 Average
2.00 - 2.99 Below Average
1.00 - 1.99 Poor
2.5
The total performance evaluation rating is based on the weights:
Peer
Head
30%
70%
31
2.6
A duly authorized HR Officer is given access to gather all the
Performance Evaluation results for appropriate action.
2.7
The Performance Evaluation results will serve as basis for any of the
following:
2.7.1
2.7.2
2.7.3
2.7.4
32
Merit Increase
Awards
Promotion/Demotion
Other bonuses
POLICY on
Annual salary increase
1. PURPOSE
To provide all eligible Associates with the guidelines and procedures on
annual salary increase.
2. SPECIFIC OBJECTIVES
A sound salary policy that is communicated to and understood by all
Associates will assist the
College in establishing equity among Associates and assist in staff planning
and resource Allocation. It also helps:

To attract the best qualified human resources available to achieve the

College’s goals;

To motivate and stimulate Associates to achieve a high level of performance;

To encourage the retention and productivity of Associates;

To recognize individual and collective efforts toward the attainment of
the goals and objectives of the College
3. POLICY
It is the policy of FEU – EAC that Associates are eligible to receive annual
salary increase based on performance. This policy is developed to allow for
cost of living increases equitably distributed to eligible Associates on a yearly
basis.
4. GUIDELINES
4.1 Eligibility - Only permanent non-teaching Associates and teaching Associates with at least one (1) year of service, shall be considered for possible
salary increase.
4.2 Basis for increase
4.2.1
The annual increase is usually given as base pay adjustment ef
fective the start of the school year following the appraisal period
with the following parameters:
33
WEIGHT
CLASSIFICATION
Associate without subordinates

Peer (maximum of 10)
30%

Head
70%
Associate with two head evaluators

20%

Head 1 (Supervisor)
30%

Head 2 (Director)
50%
Associate with subordinates

20%

Subordinate
30%

Head
50%
Teaching Associate

Student Evaluation
70%

Director’s Evaluation
30%
Program Coordinators
As a Faculty:

Students Evaluation (70%)

Director’s Evaluation (30%)
70%
As a Coordinator:
 Peers—maximum of 10 (20%)
 Subordinates (30%)
30%
 Program Director (50%)
34
Director with Teaching Load
As a Faculty

Student Evaluation ( 70%)

Director Evaluation (30%)
30%
As a Director

Peers-maximum of 10 (15%)

Subordinate (25%)

Senior Director (50%)

Executive Director (10%)
70%
Director without Teaching Load

15%

Subordinate
25%

Head 1 (Sr. Director)
50%

Head 2 (Executive Director)
10%
Senior Directors

Peer
20%

Subordinate
30%

Executive Director
50%
Executive Director

Subordinate
30%

President
70%
4.2.2 The annual increase is based on the National Capital Region
(NCR) Average Inflation Rate (AIR) covering April to March, using the conversion table below:
35
Performance Rating
Rating Description
NCR AIR
1.00 – 1.99
Poor
0%
2.00 – 2.99
Below Average
50% of AIR
3.00 – 3.99
Average
AIR
4.00 – 4.49
Above Average
+15% of AIR
4.50 – 5.00
Outstanding
+30% of AIR
4.3 It is understood that the annual increase shall not be considered a demandable part of the Associates’ salary or an established College practice or precedent, but merely an act of gratuity on the part of the College
which may be granted at the College’s sole discretion. While merit or performance is the preferred basis of salary increases, the management reserves its right to grant a lesser amount to particular Associates, or even
withhold the grant of any increase to particular Associates, in order to preserve or correct the salary structure within the organization, or for other
reasons that management may, in its sole discretion, deem reasonable.
4.4 The management shall exercise final authority in the implementation of
the annual salary increase.
36
POLICY on
AWARDS & RECOGNITION
A. OUTSTANDING ASSOCIATE AWARD
1. GUIDELINES
1.1 Only regular Associates are eligible for the Outstanding Associate
Award.
1.2 The Outstanding Associate Award is be given every term to
-Teaching Associates who have met the following criteria:
Non
1.2.1 Average Performance Rating, based on the new evaluation tool
of scale of 5, is at least 4.50:
4.50 - 5.00 Outstanding
4.00 - 4.49 Above Average
3.00 - 3.99 Average
2.00 - 2.99 Below Average
1.00 - 1.99 Poor
1.2.2 No tardiness and absences.
1.3 There shall be two categories for this award, Supervisory Category and
Staff Category. Only one Associate per category (maximum of two for
exceptional cases) shall be awarded per term.
1.4 An Associate may only win the award once per school year.
1.5 The recipients of the Outstanding Associate Award shall be given Five
Thousand Pesos (P5,000.00) and a congratulatory memo.
1.6 A Hall of Fame for Outstanding Associate Award will be given to
Associates who have been Outstanding Associate awardees for three
times but not necessarily in three consecutive school years.
B. PERFECT ATTENDANCE
1. GUIDELINES
1.1 All Associates are eligible for this award (except Part-Time Faculty
Members)
1.2 The Perfect Attendance Award shall be given every term to Associates
under the following criteria:
1.2.1 No tardiness for the entire term including term break (from day
one of classes up to the day before the succeeding term).
37
1.2.2
1.2.3
1.2.4
1.2.5
No sick leave
No undertime
Associates on flexi-time are automatically disqualified.
Availed vacation leave, with pay, must be within the approved
schedule of vacation leaves.
1.3 The recipients of the Perfect Attendance Award shall be given One
Thousand Pesos (P1,000.00) and a certificate.
1.4 Consistent Perfect Attendance Award shall be given to Associates who
have been Perfect Excellence Awardees for the entire school year. The
recipients of the Consistent Perfect Attendance Award shall be given a
cash incentive of Three Thousand Pesos (P3,000.00) each and a
certificate.
C. SERVICE AWARD
1. SELECTION AND GUIDELINES
1.1 The length of service of Non-Teaching Associates shall be reckoned
from date of hire as probationary Associate.
1.2 The length of service of an Associate who resigned but thereafter
re
-hired by the College shall be reckoned from the date of re-hiring. The
date of re-hire shall be considered as day one of employment.
1.3
Awards to be given are as follows:
1.3.1 Five-year Service Awardee - Token and Certificate
1.3.2 Ten-year Service Awardee - Personalized Wristwatch and
Certificate
1.3.3 15-year Service Awardee - Personalized Wristwatch, Five Thousand Pesos and Certificate
38
POLICY on
BUSINESS GIFTS
1.
PURPOSE:
The policy is established to provide Associates with the guidelines in accepting business gifts.
2. POLICY:
All Associates shall refrain from putting themselves in situations or acting in a
manner that could significantly affect the objective and effective performance
of their duties and responsibilities in the College. The College does not allow
corrupt practices in any form.
3.
DEFINITION OF TERMS
3.1 The term “business gifts” in this policy includes business entertainment,
as well as gift items from Third Parties to the Associate on a personal capacity.
3.2 Business Entertainment, in this policy, means functions/events provided
by Third Parties to the Associate on a personal capacity.
3.3 Third Parties are entities who patronize and/or provide products and/or
services to/from the College.
3.4 Gifts may be in the forms of things, presents, sponsorships or any other
personal benefit given by Third Parties to an Associate whether directly or
indirectly, in relation to the College’s business dealings, and regardless of
the place where such gifts are offered to or received by an Associate.
4.
GUIDELINES:
4.1 Acceptance of cash, check, gift certificates or other cash equivalents of
any amount from Third Parties, even if given on occasions of rejoicing or
celebration of personal and College events such as birthdays, foundation
day, or Christmas, is prohibited.
4.2 Acceptance of any gift worth P500.00 should be disclosed and turned
over to the Executive Director’s Office (EDO).
5.
PROCEDURE:
5.1 It is the duty of the Associate who is given a gift to immediately disclose
the receipt thereof to his Director, copy furnished the EDO, for proper disposition.
5.2 It is also the duty of the Associate to immediately report to his Director any
attempt by Third Parties to undermine the former’s transparency, integrity,
fairness, accountability and objectivity in performing his functions by the
offer of gifts.
5.3 Any Associate who fails to comply with this policy shall be, upon notice
and hearing, subjected to penalties and sanctions as may be determined
by the College.
5.4 Other items not covered in this policy shall be dealt with accordingly.
-nothing followsADMINISTRATIVE MANUAL 2009
39
POLICY on
COMPUTER LOAN
1. PURPOSE
FEU – East Asia College (FEU - EAC) shall provide a computer loan revolving
fund as aid for Associates in the acquisition of laptop computer equipment,
payable in one year with zero interest, to Associates for personal use.
2. POLICY
This policy covers the allotment of a laptop computer loan revolving fund of
P200,000.00.
2.1 All regular Associates who meet the set criteria for the loan can avail of
the laptop computer loan.
2.2 The laptop computer loan revolving fund will be reviewed every six
months for possible availment.
3. CRITERIA
The HRO shall evaluate applications for laptop computer loan based on the
available fund as well as the applicant’s and the Co-Maker’s capability to pay.
40
3.1
For the Applicant
3.1.1 The applicant must be a regular Associate with a take home
pay of at least P5,000.00 per payday.
3.1.2 The applicant cannot be a Co-Maker of another applicant pending the duration of the computer loan.
3.1.3 The lower the loan amount, the higher the priority.
3.1.4 Associates who have already availed of the laptop computer
loan may only avail again of the said loan after three years.
However, the HRO can waive this ruling if funds are available
and there is no other applicant for laptop computer loan.
3.1.5 If two or more Associates requested for a laptop with the same
amount, the length of service will be taken into consideration.
Those with longer service will have higher priority.
3.1.6 In the event that the borrowing Associate resigns, the College is
authorized to deduct the laptop computer loan balance from his/
her last pay and/or other receivables from the College.
3.2
For the Co-Maker
3.2.1 The Co-Maker must be a regular Associate with a take home
pay of at least P5,000.00 per payday.
3.2.2 An Associate can be a Co-Maker only once pending the
duration of the computer loan.
3.2.3 Upon failure of the applicant to pay any and all obligations, the
remaining loan balance due to the applicant shall be paid from
the salary of the Co-Maker through salary deduction. The CoMaker shall continue the monthly amortization of the principal
within the period covered.
4. PROCEDURES
The HRO shall release an announcement to all Associates indicating the
available fund, laptop computer options to choose from and period of availment.
4.1
4.2
4.3
4.4
4.5
4.6
4.7
Associate accomplishes the laptop computer loan application form and
submits to HRO.
The HRO shall evaluate the Applicant and the Co-Maker’s capability to
pay based on the set criteria.
The HRO shall notify the Applicants of their loan application status.
All laptop computer orders shall be delivered and received at the CSO.
A copy of the receiving report shall be given to the Purchasing/
Accounting Office.
The CSO shall issue a delivery receipt to the Associate as proof of
transfer of ownership.
The Associate shall pick up the laptop computer from the CSO.
The deduction shall commence on the nearest payday after the
delivery.
41
POLICY on
Computer purchase
1. PURPOSE
FEU – East Asia College shall give its Associates the opportunity to purchase
used computer units which the College will sell in an easy mode of
payment and to promote the use of Information Technology among Associates.
2. POLICY
This policy applies to all regular Associates of the College.
3. GUIDELINES
The HRO shall evaluate applications for computer purchase based on the
available computer units as well as the applicant’s capability to pay.
3.1
3.2
3.3
3.4
3.5
42
The applicant must be a regular Associate with a take home pay of at
least P3,000.00 per payday.
The Associate is initially entitled to purchase one computer. In cases
there are two Associates with have the same number of years of service who wish to purchase again, the availment history will be considered. The Associate who has availed last will have least priority. However, the HRO can waive this ruling if computer units are available and
there is no other applicant.
Associates with longer service will have higher priority with reference to
the table below:
Years of Service
Points
10 yrs and above
5
8 to 9 yrs
4
6 to 8 yrs
3
3 to 5 yrs
2
7 mos. to 2 yrs
1
Associates must not have any outstanding balance such as cash advances and accountabilities from the Accounting Office as well as with
other offices.
In the event that the Associate resigns, the College is authorized to deduct the computer purchase balance from the Associate’s last pay and/
or other receivables from the College.
4. PROCEDURES
The HRO, in coordination with the CSO, shall release an announcement to all
Associates indicating the available computer units to choose from and the
period of availment.
4.1
4.2
4.3
4.4
4.5
4.6
Associate accomplishes the computer purchase application form and
submits to the HRO.
The HRO shall evaluate the Applicant’s eligibility to purchase.
The HRO shall notify the Applicants of the status of their computer purchase application.
The CSO shall issue a release form to the Associate as proof of transfer
of ownership.
The Associate shall pick up the computer unit from the CSO.
The deduction shall commence on the nearest payday after the delivery, which will continue for 2 months or 4 paydays.
43
POLICY on
Director’s laptop plan
1. PURPOSE
To encourage all Directors to utilize a laptop for official and personal use.
2. POLICY
This policy covers all Directors.
3. GUIDELINES
3.1
3.2
3.3
3.4
3.5
3.6
I3.7
3.8
Directors, for effective and efficient performance of their duties, will be
issued and assigned the laptop for a period of two years from the date
of the issuance thereof. Directors may use the laptop and may be
brought outside the College premises.
The cost of the laptop should not exceed P60,000.00
In the exercise of the option-to-buy, Directors will pay 50% of the total
cost through salary deduction for a period of one year with zero interest.
The balance shall be shouldered by the College.
Directors shall exercise extra-diligence in the care and maintenance of
the laptop. They shall be held liable for the loss of the laptop, regardless of the source and cause thereof.
Directors are expected to have the laptop serviced and repaired only
through the Computer Services Office (CSO) and in no instance will it
be serviced or repaired by any other entity without the written consent
of the College.
Directors undertake to stay with the College for a period of two years. In
the event of separation from service, whether voluntary or involuntary,
or loss of the laptop, by way of liabilities, Directors undertake to pay the
acquisition cost less depreciation and payment already made. Directors
also undertake to deliver the laptop to the College and shall remain in
the College’s possession until full settlement of the balance.
n case of separation within six months from the day the laptop computer
was procured, the College has the right to forfeit all payments made by
the Director.
At the end of the two-year period, the College and the Director will work
for the transfer of the registration of the laptop in the name of the Director, provided no additional cost or expense will be charged to or incurred by the College.
4. PROCEDURES
4.1
4.2
44
Director accomplishes the laptop request form and submits to HRO.
HRO prepares a contract to be signed by the Director and the HR
4.3
4.4
4.5
Director.
All laptop computer orders shall be delivered and received at the CSO.
A copy of the receiving report shall be given to the Accounting Office.
A delivery receipt shall be given by CSO to the Director upon pick up of
the laptop computer.
The deduction shall commence on the nearest payday after the delivery.
45
POLICY on
Lost or stolen property
1. PURPOSE
To provide all Associates with the guidelines and procedures with the care
and handling of College properties
entrusted to Associates.
2. OBJECTIVE
The objective of this policy is to ensure that all Associates are fully aware of
the responsibilities and accountabilities once the Associate is entrusted with
the care and handling of College property.
3. POLICY
It is the policy of the College to implement the guidelines and procedure for
the replacement of lost or stolen College property.
4. GUIDELINES
4.1
4.2
46
This policy is intended for all Associates who have been entrusted with
the care and use of property of the College.
The Associate, provided with the equipment or property, shall exercise
due care in its handling and use.
4.3
In case of loss, a written report detailing the circumstances behind the
incident, must be submitted to the immediate head, within two working
days, copy furnish Accounting and Human Resources Office (HRO).
4.4
In case the lost equipment is a computer or laptop, the report must also
contain a description of the records and files contained in the hard
drive.
4.5
An ad-hoc investigation committee shall convene to evaluate the merits
of the case.
4.6
If the Associate was found to be negligent which resulted to the loss of
the item, the Associate must replace the lost item with the same specifications or better within 30 days from date of loss.
4.7
If after exercising due diligence, a replacement unit is no longer available in the market or the Associate is unable to procure the replacement unit, the Associate shall pay the acquisition cost of the lost item.
4.8
For lost computers, laptop or computer related paraphernalia; CSO
shall issue a certification that the replacement unit provided by the Associate is of the same specification or better. For others, the help of the
appropriate department shall be requested for technical assistance in
proper verification and certification.
47
POLICY on
Outside employment
1. PURPOSE
To provide offices with the guidelines and procedures on outside employment
of Associates.
2. POLICY
It is the general policy of FEU – EAC to prohibit its Full Time Faculty Members
and Non-Teaching Associates to engage in Outside Employment.
3. GUIDELINES
3.1
3.2
48
Outside employment means giving one’s service to a company or institution at some regular hours for which remuneration is given.
Non-compliance with this policy is ground for termination of one’s employment with the College.
POLICY on
Peraa multi-purpose loan
1. PURPOSE:
The policy is established to provide Associates with the guidelines in availing
the Multi-Purpose Loan (MPL) from the Private Education Retirement Annuity
Association (PERAA).
2. POLICY:
This policy entitles all members of PERAA to the MPL allocation as provided
for under the Memorandum of Agreement with PERAA.
3. GUIDELINES:
3.1 Eligibility
3.1.1 The applicant must have paid at least thirty-six (36) monthly contributions
3.1.2 The applicant should have at least P3,500.00 take home pay per
payday
3.1.3 Loan availment is on a “first come first served” basis
3.1.4 The employer will act as the co-borrower
3.2 Loan Purposes
3.2.1 Hospitalization/Medical Expenses
3.2.2 Education Expenses
3.2.3 Purchase of Household Appliances
3.2.4 Minor Home Repair and/or Improvement
3.2.5 Livelihood Project
3.2.6 Funeral Expenses
3.2.7 Others
3.3 Loan Amount
The maximum loanable amount shall be 80% of the borrower’s personal contribution at the time of application or P30,000.00 whichever is
lower.
3.4 Loan Period
The loan is payable for the period of 12 or 24 months at the option of
the borrower. Loan payment starts one month after the check has
been released to the borrower.
3.5 Interest Rate and Other Charges (to be applied by PERAA)
3.5.1 The full interest of the loan is payable throughout the period of
the loan
3.5.2 Service fee is 1.5% of loanable amount.
3.5.3 The penalty charge is equivalent to 1/10 of 1% of any unpaid
amortization for each day of delay.
3.6 Other terms and conditions stated in the Application Form shall apply.
49
4. PROCEDURE:
4.1 Fill out all applicable blanks in the MPL Application Form. Print or type
entries, except the signature. Application forms that are not completely
accomplished will be returned.
4.2 Submit to the HRO one copy of the fully accomplished application form
together with the 36 monthly contributions for consent and approval of the
employer’s authorized representative.
4.3 Do not tamper any of the information written by the employer. If any alterations or erasures are made, make sure that these are duly initialed by
the employer’s authorized representative.
4.4 The HRO shall forward to PERAA all the MPL applications.
4.5 The lead time for processing the MPL applications is 2-3 weeks from date
of receipt of applications by PERAA.
4.6 The college representative/liaison shall be authorized to claim checks for
release. The borrower who intends to claim his check personally from
PERAA is required to bring an authorization letter from his employer.
50
POLICY on
PERSONNEL MOVEMENT
A. MOVEMENT
1. GENERAL GUIDELINES
1.1
Inter-office/department transfers shall be covered by the following
conditions:
1.1.1 It shall be initiated by the concerned Associate or the
Immediate Head.
1.1.2 It shall be limited to all regular Associates regardless of position
title.
1.1.3 Nature of transfer is either lateral or promotional.
1.2
Any and all Personnel Movement or specific changes in the
employment status, position title or designation, salary, rank/level, etc.
of any Associate within the organization must be properly documented
using the Personnel Action Notice (PAN) Form to be prepared by the
HRO and duly signed by all concerned.
2. CONDITIONS FOR LATERAL AND PROMOTIONAL MOVEMENT
2.1
LATERAL TRANSFER is a permanent movement of an Associate from
one position to another vacant position of the same job level.
Guidelines:
2.1.1
An Associate who is interested to apply for a vacant position
must express intention in writing addressed to the Associate’s
Immediate Head, copy furnish the HRO.
2.1.2
The Immediate Head endorses to the HRO the duly noted letter
of intent indicating The Immediate Head’s decision.
2.1.2.1
2.1.2.2.
If not approved, the Associate retains the current
position.
If approved, the HRO evaluates Associate’s
qualifications.
2.1.2.2.1.
2.1.2.2.2.
If the Associate did not meet the
qualifications, Associate retains current
position.
If the Associate meets the qualifications,
the HRO endorses the application to the
requesting office.
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2.1.3
The requesting office evaluates the application.
2.1.3.1
2.1.3.2
2.2
If not accepted, the Associate shall be considered for
other vacant positions or retains the current position.
If accepted, the HRO shall confirm the Associate’s
appointment through the issuance of PAN.
PROMOTION is the vertical movement of a regular Associate to
another position of higher-level responsibility and job classification.
Guidelines:
2.2.1 All promotions shall be on the basis of performance, skills,
experience, training, educational background and administrative
record.
2.2.2 Associate subject for promotion shall be clear of any pending
administrative case or any infraction of College policies and
procedures.
2.2.3 All promotions shall be subject for evaluation, justification, review
and deliberation by the recommending Head, the HRO and the
Executive Director.
2.2.4 For Associates who are considered for directorial or higher
positions, ManCom approval is required.
2.2.5 If the Associate has successfully met the requirements, the HRO
shall confirm the Associate’s promotion through the issuance of
PAN.
2.3
RECLASSIFICATION is the transfer of an Associate to a different level
or position.
Guidelines:
2.3.1 Reclassification of any Associate shall be measured on the basis
of performance record, work attitude, institutional requirement
and/or administrative records.
2.3.2 All decisions for reclassification shall be subject for review and
deliberation by the recommending Head, the HRO and the
Executive Director.
2.3.3 Reclassified Associate’s basic pay shall not be diminished.
However, other benefits specifically due to the previously held
position shall be reduced or forfeited as allowed by law.
2.3.4 The HRO shall confirm reclassification through the issuance of
PAN.
2.4
52
TEMPORARY ASSIGNMENT is a non-permanent assignment of
specific duties, tasks or responsibilities of another position to any
Associate which forms part of the regular function for a specific period.
The new tasks can either be a totally different or exclusive assignment.
Guidelines:
2.4.1 It shall be the responsibility of the requesting head to discuss the
nature of the new task and the specific terms and conditions of
the work involved.
2.4.2 The temporary assignment shall not exceed five months.
2.4.3 The HRO shall confirm temporary assignment through the
issuance of PAN.
B. SEPARATION
1. CONDITIONS
1.1
RESIGNATION is a voluntary cessation of employment by the
Associate.
Guidelines:
1.1.1
1.1.2
1.1.3
1.1.4
1.1.5
1.1.6
1.1.7
1.1.8
1.2
The Associate submits letter of resignation to the HRO, copy
furnished Immediate Head 30 calendar days prior to the date of
effectivity of resignation.
The HRO accepts resignation.
The Associate undergoes an exit interview.
The Associate is required to officially turn-over the Associate’s
accountabilities to the Associate’s replacement or Immediate
Head within the 30-day period.
The Associate may use remaining pro-rated leave credits
subject to the approval of the Immediate Head.
The Associate accomplishes clearance at least seven working
days prior to separation from employment.
The Associate receives last pay upon signing of the Quit Claim.
The Associate receives Certificate of Employment upon
completion of clearance.
RETIREMENT is cessation of employment upon reaching retirement
age as required by law or completion of the required years of service as
defined by the College. Retirement can either be mandatory or optional.
1.2.1
Guidelines for Mandatory Retirement:
1.2.1.1
1.2.1.2
1.2.1.3
1.2.1.4
1.2.1.5
The HRO informs the Associate, copy furnish the
Immediate Head, three months or one term before
retirement of the Associate.
The HRO processes the retirement of the Associate.
The Associate accomplishes clearance at least seven
working days prior to separation from employment.
The Associate receives last pay upon signing of the
Quit Claim.
The Associate receives Certificate of Employment
53
1.2.2.
upon completion of clearance.
Guidelines for Optional Retirement:
1.2.1.1.
1.2.1.2.
1.2.1.3.
1.2.1.4.
1.2.1.5.
1.3
TERMINATION is cessation of the employment as initiated by the
College as stipulated in the Labor Code.
1.3.1
Guidelines for End of Contract Employment:
1.3.1.1
1.3.1.2
1.3.1.3
1.3.2
The HRO informs the Associate, copy furnish the
Immediate Head, of the termination of contractual
employment indicating reasons and the date of
effectivity.
The Associate accomplishes clearance a week
before last day of employment.
The Associate receives last pay and Certificate of
Employment within 60 calendar days upon signing of
the Quit Claim.
Guidelines for End of Probationary Contract:
1.3.2.1
1.3.2.2
1.3.2.3
1.3.2.4
1.3.2.5
54
The Associate submits a letter of intent to avail of the
optional retirement benefit to the HRO, copy furnish
Immediate Head, at least three months or one term
prior to the effectivity of the retirement.
The HRO processes the retirement of the Associate.
Quit Claim.
The HRO informs the Associate of the termination
probationary employment within the fourth month
indicating reasons and date of effectivity.
Associate signs acceptance of termination of
contract.
The Associate accomplishes his/her clearance at
least seven working days prior to separation from
employment.
Quit Claim.
1.3.3
Guidelines for Termination for Cause:
1.3.3.1.
1.3.3.2
1.3.3.3
1.3.3.4
1.3.3.5
The HRO observes due process requirement as
stipulated in the Labor Code.
The HRO serves the Notice of Termination to the
Associate, copy furnish the Immediate Head,
indicating the grounds of termination and the date of
effectivity.
Quit Claim.
55
POLICY ON
EXIT INTERVIEW
1. OBJECTIVE
Exit Interview (EI) gives the Associate a chance to gain a degree of closure as
well as giving the College the opportunity to gain valuable feedback about the
organization. Information that is obtained will be used constructively to form a
basis for improvements.
2. GUIDELINES
2.1
Any information gathered during an EI will be used for monitoring and
future reference.
2.2
Any negative feedback that is gained will not be regarded as an official
grievance being raised and any formal grievance must be in writing,
separate from the EI. This also applies to any other issues that may be
raised during the EI (e.g. Bullying & Harassment Allegations), that may
need further action.
3. PROCEDURE
3.1
Upon filing of the resignation letter, the Associate shall fill-out the EI
Form.
3.2
Upon submission of the EI Form, The HRO shall schedule interviews
with EI panel composed of the following:
3.2.1
3.2.2
3.2.3
3.2.4
4
Executive Director
Senior Director, Academic Affairs
Senior Director, Administration
Human Resources Director
3.3
Associate may invoke the right to refuse interview with anyone of the EI
panel.
3.4
Final EI shall be with the President.
CONFIDENTIALITY
Associates are assured that results of EI will be treated with utmost
confidentiality. However, the result will not be attributed to them personally,
unless a matter disclosed highlights a potential misconduct or criminal
offense.
56
POLICY ON
Complaints & GRIEVANCES
1. GENERAL CONSIDERATIONS
1.1
Grievances are best settled through sincere dialogue and amicable
settlement. It is only as a last resort that one must take formal
procedure to settle grievances. Proper communication is absolutely
necessary to satisfy procedural due process. When a grievance is
expressed in writing, and duly signed, it becomes a formal complaint
needing a formal procedure. When a grievance is made orally, it is
considered informal and to be settled informally.
1.2
All proceedings shall be in writing and these shall include not only the
complaint, answer, memorandum, recommendation and consequent
decision, but also excerpts of all proceedings which should be signed by
all parties participating in a given occasion. All original records of
proceedings shall be kept in the possession of the Director and the HR
201 file.
1.3
Amicable settlement shall be encouraged. This shall be the preference
in the settlement of issues, disputes or grievances raised in the
complaint and answer from the functions of the Associate.
2. GUIDELINES
2.1
All Associates shall be under the administrative supervision of the
Director.
2.2
Should an Associate get into conflict with an administrator, student or
Associates, the first person to approach for information and assistance
is the Director or the HR Director.
2.3
The grievance of the Associates shall be handled on a level-by-level
basis in following order of hierarchy:
2.3.1
2.3.2
2.3.3
2.3.4
2.4
The HRO and the respective Director
Settlement Committee
Executive Director
Management Committee (ManCom) , as deemed necessary
There shall be a Settlement Committee, which shall serve as a venue
for formal settlement or resolution of complaint/conflict.
2.4.1
The Settlement Committee shall be composed of:
2.4.1.1
2.4.1.2
Human Resources Director
Senior Director, Administration (SDA)
57
2.4.1.3
2.4.1.4
2.4.1.5
2.4.1.6
2.4.2
Voting members of the committee shall be composed of the
following:
2.4.2.1
2.4.2.2
2.4.2.3
2.4.2.4
2.4.2.5
2.4.2.6
3.
Senior Director , Academic Affairs (SDAA)
Director
Three Senior Associates or their appropriate
representative occupying equal or higher position.
Representative from council of student leaders to be
appointed by Students Affairs and Community
Services Office (SACSO) (if the complainant is a
student).
HR Director
SDA and SDAA vote as one
Director
Senior Associate 1
Senior Associate 2
Senior Associate 3
2.4.3
One should have served the College at least five years to be
considered Senior Associate.
2.4.4
The Chairman of the committee will be elected among the
members. Chairman’s vote will only be necessary to break tie
votes.
DECISION
Once a settlement is reached, the official decision shall be final and
executory.
58
TABLE OF Offenses &
SANCTIONS
59
Offenses & SANCTIONS
Article I. General Rules
The College expects all its Associates to observe discipline in the practice of their
profession. Associates, who violate College policies and regulations thus
manifesting lack of discipline, shall be dealt with accordingly.
Section 1. For the purpose of imposing the applicable penalty as consequence
of repeated violations of College rules and regulations, repetition of offenses
shall be reckoned on the basis of a running period of one school year. Offenses
committed in a previous school year shall no longer be considered for the
purpose of determining recurrence of violation.
Section 2. If at time of the commission of the latest offense, the Associates had
violated within one school year at least another rule in this manual or other
College rules, the latest offense shall be punishable by the prescribed penalty
for the said offense.
Section 3. The College reserves the right to impose a penalty lower than that
prescribed herein on a case-to-case basis. Such instances, however, shall not
constitute procedures for the purpose of adjudicating subsequent similar cases.
Section 4. This listing of infractions shall not be constituted as complete and
exclusive. The College may impose corrective measures for acts contrary to the
best interest of the College not otherwise included herein.
Section 5. The Offenses and Sanctions described herein serve only as guide.
Other offenses not covered in this manual may be dealt with accordingly in
reference to the Manual of Regulations for Private Schools (MRPS) and the
Labor Code of the Philippines.
Article II. Penalties and Corrective Measures
Section 1. The disciplinary measures that may be taken against an Faculty and
Corrective Measures are:
a. Verbal reminder (V) and dialogue with the immediate superior
b. Written warning/reprimand (W) - After the written reprimand has been issued, there will be a dialogue with the immediate superior and HR Director.
b.1.
b.2.
c.
60
W1
W2
=
=
written warning
written reprimand
Suspension after formal hearing with the Settlement Committee (S) - After
all the corrective measures have been exhausted with due process, the
SC will pre-determine the appropriate sanction to be given to the Associate.
c.1. S1
=
one-day suspension
c.2. S3
=
three-day suspension
c.3. S5
=
five-day suspension
c.4. S7
=
seven-day suspension
c.5. S10
=
ten-day suspension
c.6. PS
=
Preventive Suspension
d. Dismissal after formal hearing (D) - An Associate undergoes dismissal
procedure with legal proceedings.
Article III. Offences Subject to Disciplinary Action
Section 1. Acts or Omission Concerning College Funds or Properties
1. Very Grave Offenses
a. Stealing, misappropriating or cheating College funds.
b. Stealing, damaging or destroying College properties.
c. Fraudulent, illegitimate or unauthorized possession, use, acquisition,
or release to other persons of the College funds or properties.
d. Gross negligence, or deliberate failure to follow instructions or
established procedures, resulting in loss or damage to College
properties.
e. Unauthorized removal of property from College campus, concealing,
or deliberately misplacing College properties.
2. Grave Offenses
a. Willful withholding and causing others to withhold due notifications of
known and needed information to persons concerned, resulting in
loss or damage to College properties.
b. Failure to report within a reasonable time probable or actual loss or
destruction of College properties.
c. Committing any other acts of dishonesty or deceit not embraced by
other provisions herein.
3. Serious Offenses
a. An unjustified failure to attend/complete College-sponsored trainings,
seminars, workshops, either internal or external.
b. Using College time and/or resources without permission for a purpose
other than for which it is intended.
NOTE: In case of loss or damage to the College property that is wholly or
partially due to the fault of the Associates, they may be required to pay,
wholly or partly, the cost of the loss or damage. The payment may be
through payroll deduction.
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Section 2. Acts or Omissions Affecting the College’s Interests
a. Forging, falsifying, altering or intercalating official documents of
the College.
b. Conniving with fellow Associates or outsiders in falsifying, forging
or altering College records and/or official documents.
c. Obtaining or accepting money, gifts or anything of value as
consideration for entering into arrangement with other schools,
students or other third persons.
d. Misrepresenting his/her personal qualifications.
e. Soliciting directly or indirectly, money, gifts or anything of value as
consideration for an act, decisions, or service which the Associate
is duty- bound to perform.
f. Disclosing information that has been obtained in the course of the
Associate’s professional service that should otherwise be held in
confidence, unless such disclosure serves professional purposes
or is required by law.
g. Damaging or jeopardizing College’s interests and business image
through acts or omissions which adversely affect the interest of
students, guests, Associates or other stakeholders, such as:
i. Stealing from the students, guests, Associates or other
stakeholders within College campus.
ii. Making false, malicious, and/or damaging statements about
the College or its course or any of its Associates, or making,
distributing, and disseminating written or printed information
prejudicial to the interest of the College or its Associates.
iii. Engaging in unlawful/unauthorized lending of College funds.
iv. Disclosing, giving away, or using restricted or classified
College matters/ information without proper authorization.
v. Conduct unbecoming of an Associate like financially
supporting a student in exchange of sexual favor(s).
vi. Other forms of offenses covered by R.A. 7877 otherwise
known as Anti-Sexual Harassment Act of 1995.
2. Grave Offenses
a. Using institutional privileges for private gain to enter into any
contract with his/her institution for any profit whatsoever, or using
the name of the College for any reason whatsoever, without prior
permission from the College authorities.
b. Offering or accepting anything of value for a favorable
recommendation.
c. Teaching in any other school, in case of a full-time or regular
member of the faculty, without obtaining permission from the
College.
d. Inciting, participating or intimidating others to participate in
concerted teaching work stoppage, slowdown, riot, or other
similar disruptive activities.
62
e. Asking, demanding, requesting or borrowing money or property
from a student.
f. Organizing groups whose purpose runs contrary to that of the
College.
3. Serious Offenses
a. Unauthorized removal, mutilation, or tampering of officially posted
notices, announcements, or similar matter.
b. Unauthorized publication and implementation of the College
policies.
c. Misrepresenting a department with which the Associate is
affiliated with all the Associate’s utterances or publications, failure
to take adequate measures to distinguish the Associate’s views
from that of the Associate’s department.
d. Uttering words, doing acts, or making gestures to students,
guests, fellow Associates, or other stakeholders which are
insulting, disrespectful or discourteous
e. Unauthorized posting and/or writing, painting, etching, carving of
reading materials on College properties.
f. Omitting other culpable or negligent acts or omission not
otherwise embraced by other provision, which cause damage to
College’s interest.
Section 3. Acts or Omissions Concerning Relationship with Associates or
on Performance of Duties
a. Assaulting, or attacking a fellow Associate for whatever reason.
b. On the part of the Director, conniving, abetting, condoning,
tolerating, or participating in very grave offense(s) committed by a
subordinate.
c. Exposing students and Associates to conditions harmful to their
well-being due to the conduct of unauthorized/unofficial activities.
d. Gambling, placing or collecting bets, or lottery or participating in
any game of chance during official working hours or within the
College campus.
2. Grave Offenses
a. Unjustified refusal to accept work assignment as specified in the
job description.
b. Using the classroom or any forum in the College including
electronic media to ventilate his own personal grievances against
any Associates or the College.
c. Exposing students and Associates to ridicule, embarrassment or
humiliation.
63
d. Consenting to use the Associate’s class or any group of students
as a forum for lecturer or speaker without securing permission
from the College.
e. Inviting an outsider to be an exam proctor without permission
from the immediate superior.
f. Soliciting contributions from students, or Associates or conducting
field trips or organizing socials, fund-raising, campaign, or similar
undertaking without prior authorization from the College.
g. Prescribing textbooks, outline compilation, syllabus or laboratory
manual as required textbook for the students not approved by the
College.
h. Delegating assigned task to others without prior expressed
authority.
i. Threatening, intimidating, coercing, and provoking a fight to fellow
Associate for whatever reason.
j. Verbally assaulting, doing acts, or making gestures to fellow
Associate which is insulting or grossly disrespectful.
k. Gross inefficiency or very unsatisfactory performance.
l. Using coercion to influence professional decisions of colleagues.
m. Deliberate suppression or distortion of subject matter or
information for which the Associate holds full responsibility.
3. Serious Offenses
a. Disobedience, refusal or failure to comply with any procedural or
substantive requirement of any approved policy.
b. Sleeping, gallivanting, refusing to teach or abandoning
assignment during work hours.
c. Doing unauthorized work during work schedule for personal gain
that adversely affects the work operations.
d. Restraining students without just cause in their pursuit of learning
or denying their classes to differing point of view.
e. Underbidding, maligning or commenting adversely about other
candidates to the vacant position the Associate has applied for.
f. Disobedience or willful refusal or failure to obey, cooperate or
carry out lawful orders of the Director or of any College official in
the performance of duties.
g. Discriminating Associates, students, guests or other stakeholders
for reason of race, color, sex, status or creed, for membership in
any professional organization duly recognized by the College.
h. Directly or indirectly interfering with the rights of Associate to
freely participate in the affairs of the College.
4. Less Serious Offenses
a. Unjustly refusing or failing to attend meetings and seminars after
confirming attendance.
b. Failure to adhere strictly to the terms of the contract of
appointment based on the table of classification and Associate’s
record, unless the terms have been legally terminated or altered
by either party.
64
c.
Allowing exploitation of his professional position that will
jeopardize the College.
d. Inviting an outsider to be a lecturer or panelist without permission
from the immediate superior.
Section 4. Acts or Omissions Concerning Harmony and Good Order,
Safety and Security at the College
a. Bringing in, or unauthorized possession of firearms, explosives,
bladed instruments, or other deadly weapons within the College
campus.
b. Possessing, using, selling or pushing prohibited drugs or their
substitutes.
c. Encouraging, assisting or deliberately providing occasion to
anyone to threaten or physically attack and/or harm fellow
Associates, students, guests, or other stakeholders.
d. Engaging in immoral and/or illegal activities detrimental to the
College’s reputation and/or organizational harmony and good
order (for example, contracting illegal business, engaging in
extra-marital activities or public acts of lasciviousness, and the
like).
e. Reporting to work under the influence of intoxicating beverages
and/or drugs.
f. Using another Associate’s ID or permitting another one to use
one’s ID to register attendance.
2. Grave Offenses
a. Serious misconduct within the College campus or during
College-sponsored activities.
b. Unauthorized use of pick locks, or other contrivances or similar
tools that can open any locker, desk, or drawer or any room or
door.
c. Coercing, bribing or inducing others to violate College rules.
d. Using another Associate’s ID or permitting another one to use
one’s ID to enter the College campus.
e. Unauthorized entry into restricted areas off-limits to the
Associate’s concerned and/or unauthorized use of such places or
assisting another person to commit this act.
3. Serious Offenses
Refusal to submit to routine search or interfering with security officers
in the performance of their duties.
65
4. Less Serious Offenses
a. Failure or refusal to wear, or improper use of official College ID,
uniform and/or grooming prescribed for an Associate for purposes
of either safety or presentability, or wearing those, which are explicitly prohibited.
b. Violation of common health and sanitation rules such as but not
limited to smoking within the campus.
c. Improper use and/or abuse of College equipment and facilities.
Article IV. Special Rules
Section 1. Absences Without Official Leaves (AWOL)
An Associate is considered AWOL if absent without approved leave. Any filed
leave not acted upon within three working days is not considered approved. The
Associate who committed AWOL is subject to salary deduction and disciplinary
action. An AWOL of one day is counted as one offense. These offenses shall be
reckoned within one school year. The penalties are as follows:
Frequencies
Penalties
1st Offense
W1
nd
2 Offense
W2
3rd Offense
S1
th
4 Offense
S3
5th Offense
S5
th
S7
th
7 Offense
S10
8th Offense
PS
6 Offense
th
9 Offense
D
Abandonment of work extending beyond nine consecutive working days shall
immediately subject the Associate to dismissal. Written notice will be issued on
the fourth, seventh and tenth day of absence.
Section 2. Habitual Tardiness
Associates are expected to be punctual in reporting to their work. Associates’
tardiness shall be documented, and the record is considered in performance
evaluation.
66
Section 2.1.
Tardiness for Non-teaching Associates
Associates who log-in after the designated reporting hour are considered
tardy. An aggregate tardiness of six times in one month is considered
“habitual tardiness”.
These offenses shall be reckoned within one term. The penalties are as
follows:
Frequencies
Penalties
1st Offense
W
2nd Offense
S3
rd
3 Offense
D
Section 2.2.
Tardiness for Teaching Associates
Faculty Members who fail to report to their classes on time are considered
tardy. An aggregate tardiness based on the table below is considered
“habitual tardiness”.
No. of classes/week
Frequency of Tardiness/month
1–5
4
6 – 10
8
11 – 15
12
16 and above
16
These offenses shall be reckoned within one term. The penalties are as
follows:
Frequencies
Penalties
1st Offense
W
2nd Offense
S3
rd
3 Offense
D
Article V. Procedure in Imposing Penalty
Section 1. General Guidelines
a. All corrective measures must be completely exhausted along with the
disciplinary action that is being imposed.
67
b. Disciplinary action is meted out when there is a violation of the
abovementioned policies either through willful action or negligence. The
disposition of disciplinary action must be commensurate to the offense
committed.
c.
Disciplinary action shall be imposed immediately after offense has been
established.
d. Disciplinary measures shall be imposed consistently and uniformly to
offenders regardless of rank or position. Disciplinary action will be meted
out with fairness and justice.
e. Due process of law and the right to prompt hearing will be afforded the
Associates.
f.
The responsibility for maintaining discipline of Associates shall be the
primary concern of the Immediate Superior or the Associate’s
duly
-authorized representative/s. The Immediate Superior or the HRO shall
have the authority to initiate any disciplinary action against an Associate
whenever a violation is committed.
g. Disciplinary action ranges from verbal warning to dismissal in consonance
with the Manual of Regulations for Private Schools and Labor Law.
h. Associates have the right to bring up their grievances or complaints
following established policies and procedures on grievances.
i.
Grievances or complaints must be attended to with concern and dispatch.
j.
The punishment of any offender under these rules shall not bar the
Associate’s prosecution in the proper court of justice if the same act
constitutes a violation of law.
Section 2. Guidelines for Recommending Disciplinary Action/Penalty
The following should be considered in recommending disciplinary action:
a.
b.
c.
d.
e.
Nature and gravity of the infraction.
Presence or absence of aggravating and mitigating circumstances
201 file of the erring Associate.
Established policy/ practice in handling similar circumstances.
Extent of the injury or harm, if any, to the College.
Section 3. Verbal Warning
Verbal warning for offenses deserving of this action, should be handled by the
Immediate Superior without loss of time from the commissions of the offense,
but only after the facts have been verified. The warning shall be done in private,
68
and amicably but firmly, aimed at rectifying the offenses and discussing ways to
prevent recurrence.
Verbal warning is given after the third occurrence of the same less serious
offense. Thereafter, repeated occurrence corresponds to another offense.
Section 4. Written Warning
Offenses that deserve written warning shall follow this procedure:
a. As soon as the Immediate Head established that an offense has been
committed, he shall discuss the matter with the Associate, determining the
circumstances and listening to the explanation, if any.
b. Thereafter, the Immediate Head shall give full report on the matter to
respective Senior Director, including the Associate’s explanation, if any.
c.
The Senior Director shall review and evaluate the merits of the case and
decide on the disciplinary action to be taken. When the Associate finds it
necessary, the Associate may consult with the Executive Director on the
course of action the Associate intends to take.
d. The HRO shall prepare the written warning, which shall be approved by the
Senior Director and release to the erring Associate.
e. A copy of written warning shall be appended to the Associate’s 201 file.
f.
If the infraction committed, at the same time, constitutes a violation of law,
and the facts and circumstances warrant criminal prosecution, the same
shall be reported to the proper lawful authorities by appropriate action by
the Chief of Security and the Legal Counsel after clearance with the Senior
Director, Executive Director, and the President.
g. Pending completion of the investigation for disciplinary action, preventive
suspension of not more than 30 days may be imposed upon the erring
Associate upon this recommendation of the Director subject to the approval
of the President, when the continued presence of the subject Associate
poses a serious threat to the life or property of any official or co-Associate.
h. Thereafter, the Associate shall be reinstated or the period of suspension
may be extended provided the wages and the other benefits due to the
Associate are paid.
Section 5. Suspension or Dismissal
When the offenses deserve the Associate’s suspension or dismissal, the
following procedure shall be followed:
69
a. As soon as the Immediate Head notes the offense he shall report the matter
to the Senior Director. The Senior Director shall review the facts and
convene the Settlement Committee (SC) to undertake the investigation. The
SC shall cause the issuance of a written notice to the Associate stating the
particular act or omission, with a request for a written explanation from the
erring Associate within five working days from receipt hereof. Failure of the
Associate to answer within the specific period shall mean a waiver on the
Associate’s part to defend the Associate and shall be construed as
admission of guilt.
b. After the period given for the Associate’s explanation has elapsed, the SC
may, if it is so desires, schedule clarificatory hearings as part of the
investigation. Otherwise, the SC shall forward all documents, evidence and
explanation to the legal counsel, together with its findings, comments, and
recommendations.
c.
The legal counsel responses to the SC with its legal advice. SC makes the
final recommendation addressed to the Executive Director.
d. The Executive Director shall review the report of the SC for which purpose it
may decide to conduct further investigation assisted, if needed, by the legal
counsel.
e. The Executive Director endorses the final recommendation to the
Management Committee (ManCom).
f.
ManCom endorses the decision to HRO for execution.
g. The following steps and conditions for execution should be observed:
1.
Notice. The Associate who is ought to be suspended/ terminated shall
be furnished with a written notice stating the particular act/s or
omission/s constituting the ground for suspension/ termination. In
cases of abandonment of work, the notice shall be served at the
Associate’s last known address.
2.
Answer and Hearing. (a) The erring Associate shall be required to
submit a written explanation to the allegation as contained in the notice
(b) The Associate shall likewise be given an opportunity to be heard
and to defend the Associate’s self with the assistance of a
representative, if so desired.
3. Decision. If the penalty imposed for the offense committed is
suspension, the erring Associate shall be immediately notified in
writing, through a notice signed by the President or the Executive Director or the Senior Director, and copies thereof shall be kept in the 201
file and the concerned Department. If the decision arrived at is
dismissal, the same shall be signed by the President upon the
recommendation of the SC, which investigated the case, and
70
endorsement of the Senior Director, after clearance from the legal
counsel.
Section 6. Others
a. In case of infractions meted out the penalties of verbal warning and
counseling up to suspension, the penalties to be imposed shall be without
prejudice to the demotion in rank/level of the erring Associate, as may be
warranted. All papers relating to disciplinary cases should be treated as
confidential and will form part of the Associate’s 201 file.
b. The HRO, in consultation with the legal counsel, has the responsibility to
see that disciplinary case is pursued and decided in accordance with
Philippine laws.
c.
An Associate suspended/dismissed from service for cause in accordance
with law, rules and regulations shall forfeit all rights, privileges, and benefits
accruing to him/her by virtue of past services.
d. Subjects. Subject of inquiry may be any violation of the provisions of (1)
FEU–EAC Faculty Manual; (2) Administrative Manual; (3) Manual of
Regulations for Private Schools; (4) Labor Code of the Philippines.
71
APPENDICES
Appendix A
AMENDMENT POLICY
The College may add, delete, amend and/or revise any of the rules and
regulations and corresponding corrective measures provide for in the Code of
Conduct for Associates.
New and/or revised rules and regulations adopted by the College shall be properly
circularized and communicated to all Associates before implementation.
Appendix B
EFFECTIVITY CLAUSE
This Manual shall take effect on March 1, 2009. All policies, memorandum, rules
and regulation on employee conduct, behavior and good discipline or any part or
provision thereof which are inconsistent herewith are deemed superseded and
ceased to have force and effect.
72
APPENDIX C
FLOWCHARTS
PERSONNEL REQUISITION
START
Requesting Office
accomplishes PRF
Senior Director
recommends
HRO process the
request
Executive Director
approves the PRF
N
Approved?
Defer hiring
Y
Accounting Office
notes appropriation
End
73
RECRUITMENT AND HIRING
`
START
END
Approved PRF
Orientation
Announcement
(Internal and External)
Confirmation of Employment
(Contact/Appointment Paper)
Screening of Applicants
(CV)
Dead File
N
Complied?
Y
Qualified?
N
Active File
Submission of
Requirements
Y
Initial Interview
(HRO)
Passed?
Y
Psychological and
IQ Test
74
Job Offer
N
Active File;
Consider other
applicants
N
Passed?
Y
Requesting Office for
Panel Interview
PERFORMANCE REVIEW
A
START
First Week of April and October
Agree?
Announcement to all Directors
Y
B
N
HRO Intervenes
Directors endorse peer evaluator to
HRO
Agree?
HRO sets up on-line evaluation c/o
MIS
Y
B
N
SD/ED intervenes
HR announces the availability of
on-line evaluation to all Associates
and Directors
Final Rating
Evaluation process begins
B
HRO gathers results
Directors return result to HRO
HRO forwards results to the
Director
Passed?
N
PIP
Y
Director
confirm results
with ratee?
Y
B
Merit Increase
N
Re-evaluate
End
PIP
Evaluation
A
75
LATERAL TRANSFER
START
Job opening
Associate formalizes intent
to transfer with Immediate
Head
Head
approves?
N
Status
quo
Y
HR evaluates Associate's
qualification based on
vacancies
Qualified?
N
Status
quo
Y
HR recommends Associate
to the Requesting Director
Requesting Director
evaluates
Accept?
N
Status
quo
Y
Issue PAN and Notice of
Transfer
END
76
REGULARIZATION
START
HR notifies Head of the
probationary Associates
Evaluation process
Regularize?
N
End of
Contract
Y
Regularization
END
77
PROMOTION
START
Head recommends and
justifies Associate for
promotion
Evaluation
Promote?
N
Status
quo
Y
Promotion
END
78
RESIGNATION
START
Associate submits resignation
letter to HRO through the
Immediate Supervisor at least 30
days before effectivity
HRO serves acceptance letter to
Associate
Associate undergoes an exit
interview
Turnover of Accountabilities
Clearance
Quit Claim
END
79
RETIREMENT
START
HR informs Immediate
Head three months or one
term before retirement of
Associate
A
Immediate Head informs
Associate
Age 60?
N
B
Process retirement
END
Y
Management
offers
extension?
N
A
Y
Associate
accepts?
N
A
Y
Process
retirement?
Y
Yearly Contract
B
N
Continue until age 65
A
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APPENDIX D
JOB DESCRIPTIONS
ACADEMIC AFFAIRS
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
(SDAA)
The Senior Director, Academic Affairs is responsible in coordinating the
activities of the different offices under the Academics. It bridges the Academic
Departments with the Executive Director’s Office. It is responsible in finalizing
matters before they are sent out to other offices/department concerned.
ORGANIZATIONAL RELATIONSHIPS:
Reports to
Supervises
:
:
Coordinates with
:
Executive Director
Executive Assistant and
Program Directors
All Departments/Offices
DUTIES & RESPONSIBILITIES:
1.
2.
3.
4.
5.
6.
Assists the Executive Director in planning, coordinating, and managing
the academic departments
Coordinates activities and projects of all related academic departments
including the administrative support offices
Periodically monitors the works of the different academic units
Participates in different committees as deemed necessary by the
Executive Director
Provides support to the administrative offices in whatever possible
capacity
Performs other related duties as assigned by the Executive Director
QUALIFICATIONS:
Education:

Bachelor Degree in Computer Science/Information Technology or
Engineering

With Masters Degree

With license in the field of his expertise/specialization
(if applicable)
Experience:

At least 5 years of managerial related experience
81
Desirable Traits:






With strong leadership skills
People Relation skills. The Associate must be able to communi
cate with a variety of people in the organization.
Must be proactive, meticulous, highly organized, team player,
result-oriented and with strong sense of urgency and integrity.
Must be proficient communication.
Computer literate and proficient in MS Office applications.
Exude Confidence.
JOB TITLE/POSITION
:
Administrative Assistant
JOB ROLE/SUMMARY
The Administrative Assistant provides administrative support by carrying out
recurring office procedures and policies. Administrative Assistant provides a
full range of administrative support to the department.
Reports to
Coordinates with
:
:
Program Director
DUTIES & RESPONSIBILITIES
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
82
Responsible to assist students
Responsible to assist all faculty members of the department
Minute taker for departmental meetings
Handles all Accounting requests and liquidations (Check Request, Petty
Cash Request, Supplies Request, etc.)
Responsible for filling of exams, updated lecture, updated syllabus, class
record, faculty loading, memos, e-mails, to their designated folders
Responsible to update faculty profile, faculty consultation, residency
hours (for full time)
Responsible to coordinate with the facilities admin. assistant for the
available room for make-up classes
Responsible for doing certificate for top performing students
Responsible to post an announcement, inform the HRO and the Program
Director of the absence of the faculty
Responsible to post memo received from other department (at the bulletin
board)
Responsible to assist the needs of the Program Director
Provide basic administrative support for the office including filing,
photocopying, and submitting paperwork, and distribution of incoming and
outgoing communications like the faculty attendance report, memoranda,
etc.
Sets up appointments, meeting for the immediate head
14. Responsible for preparing the Learning and Development Report (LDR)
15. Responsible for producing and routing the Tentative and Final Teaching
Loads of the faculty for signature
16. Handles/facilitates the clearance of the faculty
17. Assist the Program Director/Coordinator in finalizing the “Office Supplies”
proposed budget of the department
18. Assists during enrolment period
19. Does the initial evaluation of the documents of transferees
20. Administers, checks and endorses validation examinations
21. Guides transferees
22. Performs other duties and responsibilities as required by the immediate
head as deemed necessary
QUALIFICATIONS:
Education:

Graduate of any four-year course, preferably in Business or
Communications
Experience:

With at least two ,years relevant work experience
Desirable Traits:



Good interpersonal communication skills.
Must be approachable and professional in dealing with
students and Associates.
Must be pro-active, meticulous, highly organized, team
player, result oriented and with strong sense of urgency.
Skills:


Must be computer literate and proficient in Excel, MSWord,
and PowerPoint.
Must be knowledgeable in parliamentary procedure or in pre
siding over meetings.
JOB TITLE/POSITION
:
Executive Assistant
JOB ROLE/SUMMARY
The Executive Assistant manages the daily affairs of the SDAA. He/she also
provides support and ideas with regard to the SDAA’s strategic plans, goals,
and direction setting for the College.
83
Reports to
Coordinates with
:
:
1. Managess the SDAA Office, with special attention to managing the affairs
of the SDAA on a daily basis which usually includes the following:
1.1 preparation of SDAA’s materials for various meetings (Academic
Council Meeting, Senior Director’s Meeting, Management Committee Meeting)
1.2 writing the minutes of the meetings called by the SDAA
1.3 documenting and ensuring that action points from meetings are
fulfilled by concerned Associates
1.4 arranging appointments and meetings of the SDAA.
1.5 managing the SDAA’s calendar
1.6 receiving of visitors of the SDAA
2. Solicits and reviews reports crucial to the operations of the College
3. Files important documents of the SDAA
4. Receives and records all incoming documents of the SDAA Office
5. Provides support in various activities conducted by the SDAA Office
6. Manages and releases all administrative forms (Supplies Requisition
Forms, Petty Cash Form, Cash Advance Form, etc.)
7. Requests for and monitors the representation supplies and cash
8. Researches, compiles and analyzes data for a variety of projects at the
request of the SDAA
9. Provides administrative assistance to special committee
10. Performs other functions that may be requested by the SDAA
QUALIFICATION:
Education:

Graduate of any four-year course, preferable in Business or
Communications
Experience:

With at least two years relevant work experience
Desirable Traits:


84
Should have excellent oral and written English communication
skills
Must be trustworthy, pro-active, meticulous, highly organized, team player, result -oriented and with strong sense of
urgency
Skills:

Computer literate and proficient in MS Office software
JOB TITLE/POSITION
:
Laboratory Technician
JOB ROLE/SUMMARY
The Laboratory Technician assists faculty members in laboratory works,
experiments, custodian of laboratory equipment, apparatus and supplies.
Reports to
Coordinates with
:
:
Laboratory Coordinator/Program Director
All Department’s Faculty Members
1. Prepares and distributes equipment and materials before the start of each
electronics lab class
2. Checking of returned equipment and items/materials after each
electronics lab class
3. Requesting of materials and equipment needed in the electronics lab
class
4. Maintaining the order and safety and cleanliness of the electronics lab
5. Repairing of equipment and/or items
6. Under special circumstances, the lab technician may also be involved in
designing and building electronic projects/devices/circuitry
7. Performs such other duties and responsibilities related and/or implied
from those mentioned above and other duties and responsibilities as may
be assigned by the Immediate Head.
QUALIFICATIONS:
Education:

Graduate of any Bachelor’s Degree or Associates Degree
Courses, preferably technical courses.
Experience:

With at least on year relevant work experience
85
Desirable Traits:
 Must be approachable and professional in dealing with students
and Associates
 Must be pro-active, meticulous, highly organized, team player,
result oriented and with strong sense of urgency
Skills:

86
Must be computer literate and proficient in Excel, MSWord, and
Power Point
ADMINISTRATION OFFICE
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
The Senior Director, Administration is responsible in coordinating the
activities of the different offices under the Administration. It bridges the
Administrative offices with the Executive Director’s Office. It is responsible in
finalizing matters before they are sent out to other offices/department concerned.
Reports to
Supervises
:
;
Coordinates with
:
Executive Director
Executive Assistant and
Administration Directors
1. Assists the Executive Director in planning, coordinating, and managing
the administrative offices
2. Coordinates activities and projects of all related administrative offices
including the academic support offices
3. Periodically monitors the works of the different Administrative units
4. Participates in different committees as deemed necessary by the
Executive Director
5. Provides support to the Administration Departments in whatever possible
capacity
6. Performs other related duties as assigned by the Executive Director
QUALIFICATIONS:
Education:
 Bachelor Degree holder
 With Masters Degree
 With license in the field of his expertise/specialization
Experience:
 At least 5 years’ successful experience in a high level of
Administration
Desirable Traits:


Must have relevant administrative and leadership experience
Must have the ability to communicate effectively both in oral and
87
in writing
 Must be pro-active, meticulous, highly organized, team
player, result-oriented and with strong sense of urgency and
integrity.
 Must be proficient in English communication.
 Must have the ability to represent the College locally, nation
ally, and internationally
 Computer literate and proficient in MS Office applications.
 Exude Confidence.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Executive Assistant
The Executive Assistant manages the daily affairs of the SDA. Executive Assistant also provides support and ideas with regard to the SDA’s strategic
plans, goals, and direction setting for the College.
Reports to
Coordinates with
:
:
1.
Manages the SDA Office, with special attention to managing the affairs of
the SDA Office on a daily basis which usually includes the following:
1.1 preparation of SDA’s materials for various meetings (Administrative
Council Meeting, Senior Director’s Meeting, Management Committee Meeting)
1.2 writing the minutes of the meetings called by the SDA
1.4 arranging appointments and meetings of the SDA
1.5 managing the SDA’s calendar
1.6 receiving of visitors of the SDA
2. Solicits and reviews reports crucial to the operations of the College
3. Files important documents of the SDA Office
4. Receives and records all incoming documents of the SDA Office
5. Provides support in various activities conducted by the SDA Office
7. Requests for and monitors the representation supplies and cash
8. Researches, compiles and analyzes data for a variety of projects at the
request of the SDA
9. Provides administrative assistance to special committee
10. Performs other functions that may be requested by the SDA
88
QUALIFICATIONS:
Education:
 Graduate of any four-year course, preferable in Business or
Communications
Experience:
 With at least two years relevant work experience
Desirable Traits:


Should have excellent oral and written English communication
skills.
Must be trustworthy, pro-active, meticulous, highly organized,
team player, result oriented and with strong sense of urgency.
Skills:
 Computer literate and proficient in MS Office software
 Knowledge of PageMaker and Dream weaver, an advantage.
89
ADMISSIONS AND EXTERNAL RELATIONS OFFICE
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Director
The Admissions and External Relations Director develops marketing
programs, strategies, and campaigns designed to promote enrolment to the
College. The Admissions Unit is responsible for the actual recruitment of
enrollees, including the implementation and facilitation of enrolment
processes and protocol. The External Relations Unit provides marketing
communications support through development and production of advertising
materials; and management of special projects and events as maybe defined
in annual strategies.
Reports to
Supervises
Coordinates with
:
:
:
AERO Associates
1. Design and develop marketing strategies and programs to promote
enrolment, and continuously enhance the image of the College to its
various publics
2. Provides leadership and defines priorities in the development,
implementation, and monitoring of strategic marketing plans
3. Establishes and implements short and long range marketing goals,
objectives, policies, and procedures for the organization; evaluates
program effectiveness and effects changes required for improvement
4. Overseas a team of admissions and external relations personnel, to
include performance evaluation, training and motivation, and direct
participation in projects
5. Develops and manages the annual budget for the office, regularly
monitors expenditures, and prepares summary assessments and reports
6. Serves as primary contact/source of information for interested parties
7. Recommends and participates in the development of the College’s
policies and procedures
8. Performs other related duties as assigned by the Senior Director
QUALIFICATIONS:
Education:
 Graduate of Marketing or any Business related courses
Experience:
 At least two to three years experience in a marketing/sales
90
organization.
Desirable Traits:
Creative and Resourceful
Analytic and Strategic Thinker
Highly Proficient in Oral & Written Communications
Exhibits strong orientation/commitment to Customer Delight
Must be pro-active, meticulous, highly organized, team player,
result oriented and with strong sense of urgency.





Skills:
 Computer literate and proficient in MS Office software.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Admissions and External Relations
Associate
Provides full support to AERO in implementation of various enrolment
generation activities directed towards High Schools and Graduating 4th year
HS Students.
Reports to
Supervises
Coordinates with
:
:
:
Admissions Coordinator
Student Assistants
Project/Marketing Team,
All Departments/Offices, Officials
and Students of High Schools; other
prospective enrollees
1. ENROLMENT GENERATION ACTIVITIES
1.1
1.2
1.3
1.4
1.5
Initiates communication and liaison with High School Officials to
secure schedules for Career Talks, Onsite Exams, and exhibits
Physically conducts Career Talks, Exhibits, Onsite Exams, and
other enrolment generation activities at High School Campuses
Conducts In-House CAT, Career Talks, Campus Tours at the
College
Conducts mail brigades and telemarketing, leafleting and other
enrolment blitz activities.
Facilitates enrolment administrative procedures and protocol at
AERO
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2. MONITORING
2.1
Provides feedback from High School Officials and Students on
efficiency of special events and projects
Provides feedback on the appeal/impact of all advertising and
collateral materials
Prepares and submits enrolment statistics
Prepares and submits competitive information and other pertinent
reports
2.2
2.3
2.4
QUALIFICATIONS:
Education:
 Graduate of Psychology, Sociology, Marketing or any Business
related courses
Experience:
 At least two to three years experience in an educational institution
or marketing/sales organization with Public Speaking exposure
Desirable Traits:





Very Pleasing Personality, High Impact Speaker
Youthful, Creative and Resourceful
Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Admissions Assistant
Provides full support to the Marketing Officer in strategic planning and
implementation of various marketing programs and activities geared to
promote enrolment, and enhance the Image of the College. Takes charge of
Information Management and Office Administration of AERO.
92
Reports to
Supervises
Coordinates with
:
:
:
Marketing Officer
Student Assistants
Admissions Team, All Departments/
Offices, External Suppliers
1. STRATEGIC PLANNING
1.1
Assist the Marketing Officer in the preparation of Annual Marketing
Plans; specifically the tactical activities and events for High School,
as well as other internal activities as may be required by the
College
Assist the Marketing Officer in the preparation of the Annual
Marketing Budget particularly defining cost estimates of the specific
projects and activities recommended therein
1.2
2. INFORMATION MANAGEMENT & OFFICE ADMINISTRATION
2.1
Assists the marketing Officer in preparing detailed logistics and
protocol documents for approval of various projects and events
Assists the Marketing Officer sourcing of suppliers for collaterals
and other give-away materials
Prepares Periodic Reports such as weekly coordination meeting
reports, term reports project evaluation reports, takes charge of
administrative filing and safekeeping of office records and
documents
Takes charge of inventory monitoring of advertising, collaterals and
give-away materials
Prepares and submits budget reports: weekly, per term, annual
summary
Answer in coming telephone calls
Supervises the service crew in keeping the office neat and tidy
2.2
2.3
2.4
2.5
2.6
2.7
QUALIFICATIONS:
Education:
Experience:
organization.
Desirable Traits:

93
Analytic and strategic Thinker
result oriented and with strong sense of urgency




Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
AERO Coordinator
Provides full support to AERO in strategic planning and implementation of
various enrolment generation activities directed towards High Schools and
Graduating 4th year HS Students.
Reports to
Supervises
:
:
Coordinates with
:
AERO Director
Admissions Counselors and
Student Assistants
Project/Marketing Team,
All Departments/Offices, Officials
and Students of High Schools;
other prospective enrollees
1.1
1.2
1.3
Assist the AERO Director in identification and prioritization of High
Schools which shall be tapped to generate enrollees
Assist the AERO Director in the preparation of projects and
activities geared to enhance relationship with High School Officials,
and prospective enrollees
Prepares previous-year reports and other pertinent information
essential to formulation of a new/current plan
2. ENROLMENT GENERATION ACTIVITIES
2.1
2.2
2.3
2.4
94
Initiates communication and liaison with High School Officials to
secure schedules for Career Talks, Onsite Exams, and exhibits
Supervises scheduling, coordination and manpower assignments
for enrolment generation activities at High Schools
Physically conducts Career Talks, Exhibits, Onsite Exams, and
other enrolment generation activities at High School Campuses
Supervises and conducts In-House CAT, Career Talks, Campus
Tours at the College
Supervises and conducts mail brigades and telemarketing,
leafleting and other enrolment blitz activities
Supervises and facilitates enrolment administrative procedures and
protocol at AERO
2.5
2.6
3. MONITORING
3.1
Provides feedback from High School Officials and Students on
efficiency of special events and projects
Provides feedback on the appeal/impact of all advertising and
collateral materials
Supervises preparation and submission of enrolment statistics
Prepares and submits competitive information and other pertinent
reports
3.2
3.3
3.4
QUALIFICATIONS:
Education:
 Graduate of Psychology, Sociology, Marketing or any Business
related courses
Experience:
 At least two to three years experience in an educational institution
or marketing/sales organization with Public exposure
Desirable Traits:






Very Pleasing Personality, High Impact Public Speaker
Youthful, Creative and Resourceful
Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Marketing Coordinator
Provides full support to the AERO Director in strategic planning and
implementation of various marketing programs and activities geared to
95
promote enrolment, and enhance the Image of the College. Ensures that
strategies are implemented as scheduled, monitors the department’s annual
budget, prepares and submits periodic reports.
Reports to
Supervises
Coordinates with
:
:
:
AERO Director
Admissions Assistant & Graphic Artist
Offices, External Suppliers
1.1
1.2
1.3
Assist the AERO Director in the preparation of Annual Marketing
Plans; specifically the tactical activities and events for High School,
as well as other internal activities as may be required by the
College
Assist the AERO Director in the preparation of the Annual
Marketing Budget particularly defining cost estimates of the specific
projects and activities recommended therein
Prepares previous-year reports and other pertinent information
essential to formulation of a new/current plan
2. PROJECT MANAGEMENT & IMPLEMENTATION
2.1
2.2
2.3
2.4
Prepares detailed logistics and protocol documents for approval of
various projects and events
Supervises the implementation of all approved projects and events;
in coordination with any and all departments and parties
pre
-defined for each project
Initiates sourcing of suppliers for collaterals and other give-away
materials
Coordinates the production and publication of any and all media
advertising materials
3. MONITORING
3.1
3.2
3.3
3.4
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Prepares and submits Post Mortem Reports for all Special Events
Supervises the preparation of Periodic Reports such as weekly
coordination meeting reports, term project evaluation reports
Supervises inventory monitoring of collaterals and give-away
materials
Prepares and submits budget reports: weekly, per term, annual
summary
QUALIFICATIONS:
Education:
Experience:
organization.
Desirable Traits:





Skills:
 Computer literate and proficient in MS Office software.
97
COMPUTER SERVICES OFFICE &
MANAGEMENT INFORMATION SYSTEMS OFFICE
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Director
Spearhead IT operational and strategic planning, including fostering
innovation, planning projects and organizing, negotiating the allocation of
resources and systems development and maintenance
Reports to
Supervises
Coordinates with
:
:
:
CSO/MIS Associates
1. Develop short term and long term plans, which is responsive and
conforms to the organization's mission, goals, and objectives
2. Attend conferences, workshops, seminars, and classes to maintain
knowledge of changing technologies and developments in the computer
and networking industry
3. Implement, evaluate, and, if necessary, adjust the plans on an annual
basis
4. Manage the deployment, monitoring, maintenance, development,
upgrade and support of IT infrastructure
5. Collect, prepare, and analyse the department’s reports and statistics.
6. Develop and direct the department’s work plan
7. Delegate and monitor duties and responsibilities to the coordinator and/or
department staff based on the work plan
8. Develop, and implement training programs to increase problem resolution
skills for the CSO Team
9. Develop and implement end user training programs to increase computer
literacy and self-sufficiency
10. Plan and conduct department meetings
11. Develop, maintain, and control facilities including its utilization, allocation,
and security
12. Manage financial aspects of the CSO, including purchasing, budgeting
and budget review
13. Develop business case justifications and cost/benefit analysis for IT
spending and initiatives
14. Develop and implement all IT policies and procedures, including those for
architecture, security, disaster recovery, standards, purchasing and
service provision
15. Negotiate and administer vendor, outsourcer and consultant contracts
and service agreements
16. Maintain asset management for IT hardware, software and equipment
98
17. Plan and conduct performance appraisals of CSO Associates, administer
disciplinary action, recommend raises, bonuses, and promotions when
necessary
Prepare and maintain department’s resources. This responsibility includes all
technical service activities such as acquiring, processing, maintaining, and
circulating resources.
1. Establish guidelines for the resource acquisition, requisition and
allocation
2. Perform evaluation studies to ensure information resources are
responsive to client needs
3. Select or design classification schemes to make resources accessible to
clients
4. Administer copyright compliance and contractual commitments
Coordinate the development and application of computing technology. This
includes selecting, designing, implementing, evaluating, and monitoring
computer equipment and software.
1. Evaluate, select, implement, and monitor computer equipment and
software for the academe
2. Develop, oversee, and evaluate Internet and network-related applications
3. Liaise with vendors for the procurement of new systems technologies,
oversee installation, and resolve adaptation issues
4. Analyse performance of CSO service requests activities and documented
resolutions, identify problem areas, and devise and deliver solutions to
enhance quality of service and to prevent future problems
Responsible for managing the overall network functions. Coordinate the
integration of the present office operations and data processing into a network
system.
1.
2.
3.
4.
Installation and configuration of Internet system servers and deployment
Administration and maintenance of those server systems
Design and develop network training and documentation
Design and implement network security, controls, backup and disaster
recovery plan as well as Internet infrastructure connectivity and firewall
security
Identify and implement the information systems that the school needs.
Responsible in coordination with other offices and departments matters
pertaining to information systems. Serves as consultant with respect to the
development and use of information systems.
1. Responsible in the development and maintenance of IT systems
roadmaps including dependencies and sequencing
2. Assure that development and maintenance projects are accomplished
within schedule, budget and specifications
99
3. Ensure that the information needs of the school are addressed in a cost
-effective manner
4. Ensure solutions meet business objectives and establishes and maintains
a high level of user trust and confidence in IT's knowledge of and concern
for users’ business needs
5. Recommend to the executive management regarding the use,
implementation and maintenance of information resources, specifically
software assets and systems
6. Perform such other duties and responsibilities related to and/or implied
be assigned by the Senior Director, Administration
QUALIFICATIONS:
Education:
 Candidates must have at least a Bachelor’s/College Degree in
any IT-related fields such as Computer Science, Computer
Engineering, Information Technology and related fields
 IT certification is required
 Graduate/Post-Graduate Degree is an advantage
Experience:
 Five or more years of progressively responsible related
management experience in an information/technology services
environment
 An equivalent combination of education, training and experience,
which provides the required knowledge, skills and abilities,
required for the job substitute the above requirements
Desirable Traits:






100
An ability to establish and maintain an effective and productive
working relationship with subordinates, departments heads and
directions, and other stakeholders of the College
An effective team player and team leader both within the department and the organization s a whole.
Posses and demonstrate a positive attitude and understanding
of group dynamics.
Serve as a role model in solving problems by being fair and open
in handling conflict and resolving disputes in a straightforward,
constructive manner.
A “hands-on” manager in the department and in the organization;
be seen as an example of positive and proactive leadership in
the organization.
Have the ability to plan, organize a variety of projects, and decisions exhibits good judgment.



Posses a strong participatory management style which values
the contributions and diversity of all Associates.
Be committed to the continuing development and enhancement
of skills and abilities of the Associates of the department.
An excellent communicator, effective listener, able to communicate effectively with Associates, and other stakeholders of the
College.
Skills:
 Capable of using tact, discretion, initiative, and independent
judgment within established guidelines.
 Capable of analyzing and revolving office administrative
situations and problems.
 Capable of searching, compiling and summarizing a variety of
informational and statistical data and materials.
 Capable of organizing work, setting priorities, meeting critical
deadlines, and following up on assignments with a minimum of
direction.
 Has the ability of selecting and motivating staff and providing for
them training and professional development.
 Has the ability to prepare clear and concise reports,
correspondence, and other written materials.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
The Administrative Assistant provides administrative and technical support by
carrying out recurring office procedures and policies. Administrative Assistant
provides a full range of administrative support to the CSO/MIS Director and
CSO/MIS Associates. Administrative Assistant is capable to work in a
dynamic environment requiring a high degree of flexibility, discretion, and tact
in handling sensitive and complex issues.
Reports to
Coordinates with
:
:
CSO/MIS Director
1. Maintain office file systems and administrative files. Reconcile and update
records as necessary
2. Provide basic administrative support for the office and the CSO/MIS
Director, including: filing, photocopying, submitting paperwork, sending
and receiving faxes, shredding confidential documents, distribution of
documents and personal packages, and making deliveries and pickups
101
3. Maintain procedural documentation and guidelines, especially with
respect to purchasing, equipment acquisition, and inventory management
4. Write correspondence, memos, and letters
5. Compile reports drawing information from a variety of sources: existing
documentation, supply orders, purchases, etc.
6. Train staff as necessary on the appropriate utilization of forms and
administrative procedures
7. Assist with the coordination of purchase orders, invoices, and forms with
campus and outside vendors
8. Check all equipment shipments for accuracy and reconcile problems with
the vendor
9. Coordinate all equipment return and repair, investigating warranty
coverage when necessary
10. Create and maintain simple databases and provide reports. Produce ad
hoc inventory reports as needed
11. Maintain an inventory of computer supplies that are distributed to the
CSO. Track usage if needed
12. Provide assistance to the CSO, to include managing the schedule,
calendar of computer laboratory activities and computer equipment
reservation, making the necessary arrangements whenever there are
conflicts in the schedule, screening and handling telephone
communications and making accurate logs of all technical support related
calls
13. Learn fundamental operation of commonly used software, hardware and
other equipment
be assigned by the CSO/MIS Director
QUALIFICATIONS:
Education:
 Bachelor or college degree in any field, but preferably Bachelor’s/
College Degree in Computer Science/Information Technology or
equivalent.
Experience:
 Preferably 1-4 Yrs Experience Employees specializing in
Coordinating with Technology Partners / Administrative Support
or equivalent.
Desirable Traits:




102
Analytical, organized, systematic and detail-oriented
Assertive, Aggressive and Hardworking
Versatile and Result-oriented
Self motivated and able to work without direct supervision.


Team player, must be willing to work closely with users, supervisors and Directors
Able to interface successfully with other department within the
organization.
Skills:





Must have excellent PC skills with experience in MS office applications (Word, Excel, PowerPoint)
Excellent written and verbal communication skills
Organizational skills with high emphasis on detail and time management.
Knowledgeable in computers and peripherals procurement
Has the ability to hold inventory and material/stocks
management .
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Business Process Analyst
The Business & Process Analyst is responsible for analyzing business
feasibility of a request for system development. In addition, as a business
process analyst, the Business Process Analyst is responsible in analyzing
business processes that will be converted into an information system.
Reports to
Coordinates with
:
:
CSO/MIS Director
1. Work with the CSO/MIS Director to develop, modify, and enforce existing
procedures to streamline processes, improve responsiveness and quality
2. Analyze business and industry trends and applications across all lines of
business
3. Develop and document business requirements, detailed specifications,
workflow analysis, test plan development and execution
4. Identify and quantify business process improvements along with system
improvements through the use of technology
5. Assist in writing Quality Assurance (QA) test cases for changes and
performing QA testing
6. Maintain a working knowledge of business unit processes, procedures
and current applications
7. Assist in training and rollout plans for new systems or enhancements to
existing systems
8. Coordinate research and resolution of operational questions or production
support issues
9. Coordinate and meet with IT and business owners to ensure that
business requirements are translated into clear requirements with defined
103
ranges
10. Build and maintain knowledge of new technologies or technology
opportunities and assists in development of analysis of their use for
business and/or IT clients
QUALIFICATIONS:
Education:

A Bachelor’s degree in Business, or related Technical Degree
in Computer Science & Information Management, or combination; a Masteral Degree is an advantage.
Experience:

Shall have at least 2 years of practical experience in business
process analysis, process re-engineering and development
and project management. Demonstrated experience with current systems analysis principles, methods, procedures, practices, tools and techniques and project management principles. A proven ability to communicate effectively with variety
of levels of knowledge, skills and responsibilities and dedication to meeting the expectations and requirements of internal
customers.
Desirable Traits:





Highly-organized; ability to prioritize independently, multiple
requests and system requirements to meet the organizational
goals
Hardworking and possess a positive attitude
Self-motivated and able to work without direct supervision
Team player, must be willing to work closely with users, supervisors and Directors
Has the ability to explore and expand the use of technology to
drive Quality and Records processes
Skills:



104
With excellent and effective communication skills both in oral
and written
Proficient on Productivity Tools like MS Word, Excel, PowerPoint, MS Visio
Knowledgeable in programming languages like PHP, MySQL,
Java & Visual Basic
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Coordinator, Infrastructure
Perform a variety of Information Technology (IT) functions related to systems
maintenance of the local area networks (LANs) and Internet systems,
administration of personal computer workstations and peripherals, supervision
of Technical Specialist, technical support to users, troubleshooting of
hardware and software problems, and installation of hardware equipment and
software applications.
Reports to
Coordinates with
:
:
CSO/MIS Director
1. Assist the CSO/MIS Director in the over-all management of the College’s
computing resources (infrastructure). This includes activities like
developing work plans, managing facilities, and supervising on a day-today basis
2. Design network topology and cabling specifications. Develop alternatives
for completing the wiring and installation including economic comparisons
3. Monitor the operation of the computing resources and see to it that
everything functions smoothly
4. Monitor and test fixes to ensure problems have been adequately resolved
5. Access software updates, drivers, knowledge bases, and frequently
asked questions (including resources with vendors and/or on the Internet
to aid in problem resolution)
6. Assess need for any system reconfigurations based on request trends
and make recommendations
7. Maintain technical reference library; develops technical information
materials and workshops on these new areas for IT as appropriate
8. Regularly review the policies and procedures with regards to the use of
the College’s computing resources and submits them to the CSO/MIS
Director for approval
10. Recommend to the CSO/MIS Director acquisitions of equipment and supplies necessary for the operation of computers for administrative use
11. Recommend to the CSO/MIS Director ideas and solutions
related to
technology issues
12. Responsible for maintaining all documentation for the College’s computer
infrastructure
13. Maintain a broad range of technical and business knowledge
14. Certify hardware specifications according to computer room power and
cabling standards
105
15. Schedule regular maintenance of administrative computing units and
delegates assignment to system administrator and technical specialist
16. Assign the workload of all Technical Specialist
17. Participate in developing and implementing goals, objectives, policies,
and priorities for the systems development unit; identify resource needs;
recommend and implement policies and procedures
18. Provide status report of all Technical Specialist on a monthly basis
19. Identify, recommend and possibly develop training programs to increase
troubleshooting, diagnosis, and problem resolution for the CSO Team
20. Support plans that anticipate short and long-term technology demands,
and meet deadlines and deliverable target dates
21. Assist the CSO/MIS Director in the evaluation of CSO staff applicants.
22. Train, coach, and mentor Technical Specialist and other junior staff (like
SAs)
23. Plan and conduct performance appraisals of Technical Specialist
administer disciplinary action, recommend raises, bonuses, and
promotions when necessary
QUALIFICATIONS:
Education:


Candidates must have at least a Bachelor’s/College Degree
in Computer Science, Computer Engineering or similar ITrelated discipline
IT Certification is desirable but not required
Experience:



Four years of equivalent and applicable experience that demonstrates developed skill in either Linux or Windows systems
and services plus general knowledge of other related computer systems
Experience working in a highly technologically diverse environment (multiple services, multiple operating systems, multiple and competing user groups, etc.); experience working in
an academic environment
Experience with specification, procurement, installation, configuration, maintenance, and/or enhancement of computer
systems (hardware and network) and application systems
(software and operating systems)
Desirable Traits:

106
Attention to detail; mathematical problem solver; able to work
alone or in a team; able to interpret complex information.
Skills:





Demonstrated mastery of either Microsoft Windows
(2000,2003,current) or RHEL
Accurately evaluate and prioritize hardware and software requests.
Exercise good judgment, flexibility, creativity, and sensitivity
in response to changing situations and needs.
Demonstrated leadership skills through successful project
management
Good written and oral communication skills
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Coordinator, System Development
The CSO coordinator for system development is responsible in overseeing
the entire systems development life cycle, assisting the CSO/MIS Director.
Reports to
Coordinates with
:
:
CSO/MIS Director
1. Work closely with the CSO/MIS Director in managing the system development unit and liaise closely with the Business Process Personnel & Service Management Personnel
2. Monitor on-going technical projects under purview of the department and
maintains a satisfactory working relationship with client and management
groups
3. Proactively manage the project schedule and budget, check for scope
changes and adjust resources and deadlines accordingly, with the
approval of the CSO/MIS Director
4. Participate in developing and implementing goals, objectives, policies,
and priorities for the systems development unit; identify resource needs;
recommend and implement policies and procedures
5. Ensure data recovery, maintenance, data integrity, and space
requirements for physical database are met through formulations and
monitoring of policies, procedures, and standards relating to database
management and recovery procedures
6. Provide a high degree of coordination between end-users, technical,
application, and other entities to ensure effective data management in an
organization
7. Identify, recommend and possibly develop, and implement end user
training programs to increase computer literacy and self-sufficiency.
8. Work with stakeholders of varying levels of technical expertise in a high
107
-pressure and complex environment
9. Provide technical expertise and guide the administration of security tools
that control and monitor information security, including:
9.1 Updating access control tables
9.2 Setting up user logon IDs and assigning/resetting passwords
9.3 Designing computer system access reports to identify possible
security violations
10. Maintain technical reference library; develops technical information
materials and workshops on these new areas for IT as appropriate
11. Recommend to the CSO/MIS Director ideas and solutions
related to
technology issues
12. Ensure appropriate implementation of technology both within the
production and the development environments
13. Participate in IT architecture review and standards setting
14. Assist in the development of white papers, conducting presentations as
needed to explain why a technology is being recommended by IT
15. Prepare budget proposals and operational expenditure statements
16. Provide orientation and training of newly developed systems
QUALIFICATIONS:
Education:


Candidate must possess a Bachelor's/College Degree in
Computer Science/Information Technology or equivalent
Having a master’s degree in Information Technology or
equivalent is an advantage
Experience:



With at least three years of solid development experience,
including complete life cycle development, from requirements
analysis, design and implementation, testing and into deployment and user support
Has developed a major system project or played a major role
in the completion of a project
Has experience of managing development teams
Desirable Traits:



108
Excellent interpersonal skills and ability to facilitate work
groups and design teams, and perform a broad range of supervisory responsibility over others
Excellent planning, time management, communication, decision-making, presentation, and organization skills
Ability to implement solutions that meet targets for accuracy,









quality, cost and timeliness
With strong operations management and finance background
Must have experience working in a leadership position
Must possess good communication skills both in oral and
written
Has the ability to interact effectively with end-users
Must have excellent logical abilities
Has high aptitude for learning new programming languages,
technologies, and techniques
Hardworking, patient, keen on details, creative, innovative,
self-motivated, pro-active, and possesses a strong commitment to excellence and customer service
Can handle multiple tasks or projects simultaneously
Able to lead by example
Skills:









Knowledgeable on MS Office tools and software development
tools and understands web, database, networking, and other
technical concepts
Proficient in developing systems using PHP, Java, ASP, Visual Basic, and MySQL
Knowledgeable or has working knowledge of using open
source platforms and applications
Strong background in software requirements, business and
systems analysis, database design, end-user reports, and
processing skills
Advanced understanding of the PHP, JAVA, and Visual Basic
programming languages, HTML, XML, Cascading Style
Sheets, AJAX, JavaScript, and MySQL
Experienced in Microsoft Windows and LINUX environments
Advanced knowledge of Web protocols and programming
requirements
Ability to oversee the creation of detailed, complete project
documentation through prototyping, use cases, userinteraction flows, flowcharts, ERDs, graphical user interface
design and functional specifications
Ability to formulate research and analysis studies, plans and
reports, analyze alternatives, and use appropriate support
and/or illustrative software
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Database Administrator
The Database Administrator is responsible in providing technical expertise on
the database management system to clients and IT personnel and designing,
109
installing, maintaining and enhancing both physical and logical databases for
specific applications considering stakeholders’ needs, information security
and cost effectiveness.
Reports to
Coordinates with
:
:
Coordinator - System Development
1. Install, upgrade, and maintain databases and applications which include
backups, tuning issues, security, monitoring of space and activities,
coordinating upgrades and new installations with technical specialist and
internal customers (end users and developers), and maintaining a system
log
2. Perform data recovery and maintenance as well as data integrity, and
space requirements for physical database are met
3. Monitor policies, procedures, and standards relating to database
management
4. Monitor database performance. Identify database system problems and
implement solutions. Ensure the database is running at optimum speed
and efficiency
5. Document, log maintenance, and test for all backup procedures that are
put in place
6. Keep database system at current release and maintenance levels. Install
supporting products and provide current, stable production and
development environments
7. Automate procedures at regular intervals and use tools to reorganize or
defragment database table spaces, tables, and indexes
8. Research and recommend optimal design criteria and publish standards
and work with development team
QUALIFICATIONS:
Education:

Candidate must possess at least a Bachelor's/College Degree in Computer Engineering, Computer Science/
Information Technology, Business or equivalent
Experience:


110
At least 2 years of working experience in the related field is
required for this position
Preferably 1-4 Yrs Experienced Employees specializing in IT/
Computer - Network/System/Database Admin or equivalent.
Job role in Database Administrator or equivalent.
Desirable Traits:







Highly analytical and strong problem solving skills
Well organized, pro-active and self directed; able to perform
with minimal supervision.
Excellent verbal and written communication skills.
Results and Performance Driven.
Team Player and Personal Effectiveness.
Hardworking and possess a positive attitude.
Skills:







Required skill(s): MySQL Server Databases
Strong knowledge of DBMSs (database management systems) and the query language SQL
Duties involve ensuring the integrity of the College's information system.
Very keen understanding of DBMSs may be necessary for
optimizing queries, adjusting DBMS settings
Knows how to develop data backup and restoration plans and
procedures, in order to preserve the data which he/she is responsible for.
Familiar with designing information systems.
Capable on specifying users and user access levels for each
segment of database and developing methods for integrating
different products so they work properly together such as
customizing databases to fit specific needs.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Quality Assurance (QA) Engineer
The QA Engineer is responsible for the creation of test cases for the systems
developed. The QA Engineer is also responsible for these test cases to
ensure systems quality
Reports to
Coordinates with
:
:
CSO/MIS Director
111
1. Perform test planning, manual testing, test automation, test environment
setup/teardown, defect logging and verification
2. Continuously re-evaluate the test strategy to adjust for new information,
changing risks, shifting priorities, and schedules
3. Accurately assess and quantify the business and technical risks
associated with the software being tested and communicate these risks
clearly to project stakeholders in all phases of the system development
life cycle
4. Develop functional and performance test automation scripts; applies
automation and programming technologies to address defined project
needs
5. Apply QA best practices from project inception to deployment and beyond
6. Properly documents tests, executes them, and accurately reports testing
status and test results to project stakeholders (primarily to the developer
for revision)
7. Log all defects discovered and tracks them through closure
8. Ensure that the reliability, performance, and functionality of assigned
features and modules meet or exceed business goals
9. Work in high collaboration with software development staff to assist in the
reproduction and resolution of defects/concerns
10. Prepare for interactive User Acceptance Tests with Business and IT
stakeholders for assigned projects
11. Make recommendations to improve product reliability and performance
12. Review and provide feedback to improve solution development process
be assigned by the CSO Coordinator (Systems Development)
QUALIFICATIONS:
Education:

Must possess at least a Bachelor's/College Degree in Engineering OR MS in Computer Science (Computer/
Telecommunication), Computer Science/Information Technology or equivalent.
Experience:


At least 1 year of working experience in the related field
Preferably 1-4 years Experienced Employees specializing in
Quality Control/Assurance or equivalent
Desirable Traits:




112
Highly analytical, organized and keen to details
Self motivated and able to work without direct supervision
Hardworking and possess a positive attitude
Willingness to learn new technologies as they arise


Quality and result-oriented; Customer-service oriented & Client-focus individual
Team player; willing to work closely with users, supervisors,
Directors, co-work with developers and/or QA engineers in
testing software modules for new versions of tools/systems/
applications.
Skills:















With excellent and effective communication skills both in oral
and written
Organizational skills with high emphasis on detail and time
management
Proficient on Productivity Tools like MS Word, Excel, PowerPoint, MS Visio
Knowledgeable in programming languages like PHP, MySQL,
Java & Visual Basic
Project Management skills or equivalent work experiences
Knowledgeable in QA methodology; highly proficient in a Windows environment
Ability to create Test Plan for a certain project and coordinate
engineer resource
Ability to monitor project status from time to time and be able
to identify and address possible risks that may arise during
the project development.
Ability to review technical specifications documents
Ability to create/design test cases/test scripts independently
Ability to create/design test data independently
Ability to write bug reports, test reports, user's manual and
release notes; consolidate test reports of multiple modules
Can conduct product quality evaluation/analysis.
Development and/or test automation experience is a plus
Debugging skills is a plus
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Service Management Officer
The Service Management Officer adheres at quality standards to provided
unparalleled services.
Reports to
Coordinates with
:
:
CSO/MIS Director
113
1. Work with the CSO/MIS Director in devising and delivering solutions to
enhance quality of service and to prevent future problems
2. Conduct research, user surveys, focus groups, or benchmarking studies
to determine the products and services the department will offer
3. Establish and enforce CSO service levels agreements in consultation with
end users to establish problem resolution expectations and timeframes
4. Track and analyze trends in CSO service requests and generate
statistical reports
5. Responsible for customer self assessments and facilitating customer
audits
6. Establish and maintain global metrics for customer complaints to drive
improvements in response and follow-up time to customers
7. Provide timely and effective follow-up/feed-back to both end users and
CSO for any and all problems, issues, and/or requests
8. Maintain and enhance engagement with College stakeholders
9. Manage the processing of incoming calls to CSO via both telephone and
e-mail to ensure courteous, timely, and effective resolution of end user
issues
10. Maintain hardware inventory database and track all equipment transfers
11. Catalog or index or maintain an inventory of resources
12. Track software inventory and licensing. Assist in the coordination of
software license compliance for all departmental equipment
13. Enforce request handling and escalation of policies and procedures
14. Train users and in the use of new technology and provide
documentation, manuals, and guides
15. Oversee development and dissemination of help sheets, usage guides,
and FAQ lists and survey forms for end users
16. Design and develop internal IT audit work programs and ensure that
audits are performed in accordance with professional audit standards.
17. Prepare internal audit reports identifying IT opportunities for
improvements and make recommendations to IT and operational
management
from those mentioned above and other duties and responsibilities as
may be assigned by the CSO/MIS Director
QUALIFICATIONS:
Education:

in IT-related course, preferably Information Management
Experience:


114
At least 1-year experience providing quality and unparalleled
service to the organization’s stakeholders
Knowledge and experience in IT services is required
Desirable Traits:

Energetic, Enthusiastic, Flexible Team Player, Customeroriented

Good Communicator, Good Problem Solving and Report
Writing Skills, Attention to Detail, Good Time Management
Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Senior Systems Developer
Develop reliable project timelines, and then design, develop, test, and deliver
against those timelines; design, build, test, and maintain systems for clients;
contribute to design and code reviews, regression testing, documentation,
and QA to ensure top-quality systems.
Reports to
Coordinates with
:
:
Coordinator – System Development
1. Design, specify, and build applications in a Web/Internet delivery
environment and stand-alone environment, including:
1.1 application analysis
1.2 modeling techniques
1.3 complex algorithmic coding
1.4 a systematic approach to application integration
2. Design, develop and support applications using current and new
development technology, in Windows or Linux platform
3. Responsible for the full SDLC including development and testing of
prototypes, performing, testing, deployment into production
4. Scope, implement, test and deploy new features and versions of core
applications, databases and utilities
5. Debug and maintain deployments of core applications, databases and
utilities
6. Help identify and recommend options, risks and alternatives to deliver a
robust and stable IT application systems
7. Devise or modify procedures to solve problems considering computer
equipment capacity and limitations, operating time, form of desired
results, and integration of components
115
results, and integration of components or modules
9. Translate customer requirements, recommend system solutions, and
formulate detailed specifications from which programs are written. Work
closely with system analyst, database administrator and business analyst
to produce quality products that meet business needs
10. Participate in design and technical meetings.
11. Provide technical consultation to technical team
QUALIFICATIONS:
Education:

Bachelor's Degree in Computer Engineering, Computer Science, Information Technology or any other computer related
courses
Experience:


Preferably 2 to 3 years of solid experience in programming,
systems analysis and design, project implementation, deployment, and user support
Has developed a major system project or played a major role
in the completion of a project
Desirable Traits:










116
Has good communication and interpersonal skills
Can review codes and do enhancements
Should have the ability to maintain multiple information technology systems and that may have different programming
languages and operating systems
Must be hardworking, proactive, result-oriented and can work
with minimal supervision
Good analytical thinking and problem solving skills
Has good change implementation planning & management
skills
Must have the ability to work independently or in a team, handle multiple projects, and priorities effectively and efficiently
Must have general understanding in the areas of application/
web programming, database and system design
Must be well organized, punctual, adaptable, and willing to
learn new skills and technologies
Must be proficient in task definition, time management,
and status reporting
Skills:










Knowledgeable in programming languages, database programming, software tools, operating system facilities, machine and user interfaces, and end-user reports
Experienced in Microsoft Windows and LINUX environments
Can do new development as well as code maintenance
Has strong analysis and problem solving skills
Expert knowledge in designing and delivering complex webbased applications using the LAMP stack (Linux, Apache,
MySQL, PHP 4 and PHP 5)
Expert in user interface and system functionality development
using PHP, AJAX, JavaScript, CSS, HTML
Advanced understanding of MySQL database administration
and security
Experience with rendering pages on Mobile devices and WAP
2, XHTML would be an asset
Knowledgeable in object-oriented programming and Flash
including Flash ActionScript is desirable
Experience on Web Security is a plus
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Systems Analyst
The System Analyst determines, analyzes, and transforms business
requirements to produce design specifications at the system and
programming levels.
Reports to
Coordinates with
:
:
Coordinator – System Development
System Client
1. Participate in program/projects and contribute to the technical and
functional design, development and implementation of IT system needs of
the College
2. Analyze the functional requirements and translate into efficient technical
solutions that meet those requirements following documented technical
development standards and best practices
3. Responsible for planning, conducting and directing analysis of business
problems to be solved with automated systems.
4. Collaborate across businesses and IT to ensure that technical design
meets the business requirements and IT strategy on processes and
standards
117
5. Participate in project architecture review to ensure the design meets the
overall program/project requirements
6. Design solution prototypes and proof of concepts by using system
requirements and appropriate methods and tools
QUALIFICATIONS:
Education:

Candidate must possess at least a Bachelor's/College Degree in Engineering (Computer/Telecommunication), Mathematics, Computer Science/Information Technology or equivalent.
Experience:


At least 4 years of working experience in related field
Preferably Supervisor / 5 Yrs & Up Experienced Employees
specializing in IT/Computer - Software or equivalent. Job role
in System Analyst or equivalent.
Desirable Traits:







Highly analytical and strong problem solving skills
Well organized, pro-active and self directed; able to perform
with minimal supervision.
Excellent verbal and written communication skills.
Service-Oriented, Quality-Oriented, Results and Performance
Driven.
Team Player and Personal Effectiveness.
Skills



118
Must have profound background in analysis, design and programming of MySQL databse and PHP applications
Capable in identifying all possible test scenarios and prepares tests for the systems under development, executing
test plan during development and system testing and provides user acceptance testing or other testing as required to
ensure that system processing reflects user requirements/
designs
Strong ability on providing post-implementation and process
support for systems including analysis of process problems
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Systems Developer
Develop reliable project timelines, and then design, develop, test, and deliver
against those timelines; design, build, test, and maintain systems for clients; contribute to design and code reviews, regression testing, documentation, and QA to
ensure top-quality systems.
Reports to
:
Coordinates with
:
CSO Coordinator –
System Development
1. Design, specify, and build applications in a Web/Internet delivery
environment and stand-alone environment, including:
1.1
application analysis
1.2
modeling techniques
1.3
complex algorithmic coding
1.4
a systematic approach to application integration
2. Design, develop and support applications using current and new
development technology, in Windows or Linux platform
3. Scope, implement, test and deploy new features and versions of core
applications, databases and utilities
4. Debug and maintain deployments of core applications, databases and
utilities
5. Create enhancements to primary and supporting web sites, web
applications and infrastructure
6. Create subsystem documentation. Produce design and technical
specifications as needed for technical documentation
7. Help identify and recommend options, risks and alternatives to deliver a
robust and stable IT application systems
results, and integration of components or modules
9. Translate customer requirements, recommend system solutions, and
formulate detailed specifications from which programs are written. Work
closely with system analyst, database administrator and business analyst
to produce quality products that meet business needs
10. Participate in design and technical meetings.
11. Provide technical consultation to technical team
119
QUALIFICATIONS:
Education:
Candidates must possess a Bachelor’s / College Degree in Computer
Science / Information Technology or equivalent
Experience:



Minimum of one year of development experience, including
complete life cycle development, from requirements analysis,
through design and implementation, through test and into
deployment
Experience in using a web application framework or in developing web-based application as well as desktop applications
Open to new graduates
Desirable Traits:






Can easily relate with end-users, management, and technical
people
Hardworking, creative, patient, proactive, punctual, and result
-oriented
Can work independently or in a team who can function with
minimal supervision and has an intense desire and ability to
succeed
Must be self motivated and have good English communications skills both verbal and written
With effective project management skills
Must be dependable, have a positive attitude, good work
ethic, ability to complete projects on time, and detail oriented
Skills:






120
Can do new development as well as code maintenance
Basics of computer hardware and software, data and file
structure, quality assurance and security
Expert knowledge in designing and delivering simple to complex web-based applications using the LAMP stack (Linux,
Apache, MySQL, PHP 4 and PHP 5) as well as HTML, CSS,
AJAX, and Javascript
Knowledgeable in multi-platform environments (Linux and
Windows)
Knowledge of JAVA and object-oriented programming same
with Flash including Flash Actionscript is an advantage
Knowledge in Web security is desirable
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
System Security Officer
The System Security Officer is responsible for the overall development,
implementation, and maintenance of the security systems used by the
College. Assess security needs and capabilities of the organization. Prepares
regular reports to CSO/MIS Director concerning the current state of security
measures and makes recommendations for improvement as required.
Reports to
Coordinates with
:
:
CSO/MIS Director
1. Perform all tasks necessary to ensure the protection of information
systems assets and computing resources from intentional or inadvertent
access or destruction
2. Monitor network security, controls, backup and disaster recovery plan as
well as remote access capabilities, electronic gateways, and firewall
security
3. Monitor network daily traffic and performance
4. Regularly review the policies and procedures (business continuity,
disaster recovery, etc.) with regards to the computer and network security
with the CSO/MIS Director
5. Maintain effective disaster recovery plans, processes, and procedures
necessary to recover critical services in the event of a declared disaster.
6. Analyze application security needs based on the sensitivity or proprietary
nature of the data, and ensure all systems are utilized for
management-approved purposes only
7. Research, evaluate, design, test, recommend, and plan implementation of
new or improved computer, system and network security software or
devices
8. Train information owners and officers in the implementation of necessary
computer security controls or new upgraded security software and
devices. Develop and implement information security educational
programs, conducting awareness seminars and workshops as appropriate
9. Coordinate efforts with various project teams ensuring control techniques
are incorporated into the overall security model regarding operating
systems, applications, database management and network management
10. Coordinate the development, testing and implementation of security
review plans, products and control techniques
11. Provide security assessment and report any security system incidents
12. Generate audit reports, performs testing of security modifications and
submit pertinent security reports to CSO/MIS Director
13. Identify regulatory changes that can affect information security policy,
standards, and procedures to recommend appropriate security program
changes
121
QUALIFICATIONS:
Education:


Candidates must possess at least a Bachelor’s/College Degree in Computer Science, Computer Engineering, Information Technology or related technology field
Information system security certification (CISSP, CEH, Security+) is preferred but not required
Experience:





Candidates must have at least three years of relevant computer systems experience, preferably in a College setting.
Experience should include at least one year of experience in
an information security position and two years in a customer
support role with high customer satisfaction goals.
With thorough understanding of risk analysis, disaster recovery and audit tracking.
With thorough knowledge of local area and wide area network
architectures (LAN/WAN), and in-depth and current knowledge of data processing and programming concepts.
Experience with network design, routing design and open
system
security
issues.
Desirable Traits:

Trustworthy, Reliable, Flexible, Highly-motivated, TeamOriented, Honesty

Must have excellent interpersonal skills to effectively communicate with all levels of Associates
Has the ability to develop policies and procedures which ensure information
security integrity
Strong vendor management, negotiation, and resolution skills
Skills:



122
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Graphic Artist
Provides full support to AERO in creation of high impact advertising and
collateral support materials to enhance the image of the College.
Reports to
Coordinates with
:
:
Marketing Officer / AERO Director
Offices
1. Visualization of all graphic design requirements such as leaflets,
brochures, print ads, collateral materials, give-away items, web templates/
pages, etc.
2. Digital Final Art rendition of the above
3. Safekeeping and storage of the above
4. Coordination with external suppliers as the need arises
QUALIFICATIONS:
Education:

Graduate of Fine Arts
Experience:

At least two to three years experience in an Ad Agency, Design and or Publication outfits
Desirable Traits:



Highly Creative and Resourceful
Exhibits strong orientation/commitment to excellence and
Customer Delight
Skills:



Highly proficient and updated in the latest graphic arts software: Adobe, Flash, etc.
Proficient in photography: stills and video
Knowledge in animation and video editing – an advantage
123
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Technical Support Specialist
Provide to technical support to the different stakeholders of the College.
Reports to
Coordinates with
:
:
CSO Coordinator – Infrastructure
1. Setup the computing requirements such as file servers and other
technical system needs and perform maintenance of those as well as
administration of Active Directory infrastructure
2. Design network topology and cabling specifications. Develop alternatives
for completing the wiring and installation including economic comparisons
3. Provide status report of all computing units and equipment for on a
weekly basis
4. Contribute to problem resolution by giving hands-on support to resolve IT
operational issues
5. Train users and in the use of new technology and provide documentation,
manuals, and guides
6. Ensure the data integrity and security of clients
7. Perform hands-on fixes, including installing and upgrading software,
installing hardware and networks, implementing file backups, and
configuring systems and applications
8. Respond to real-time alerts to resolve problems or application/system
outages, regular on-going review of analysis of data to identify recurring
problems and proactively detect potential future problems
9. Assist in identifying and improving the reliability, security, effectiveness, in
the IT environment
10. Document work and time for the client, including analysis of root causes;
frequent common problems; and recommendations
11. Identify opportunities for improvement by accurately documenting the
problem and solution through service reports
12. Provide first level technical support for PC, network, and printer problems.
Act as central point of contact for peripherals and office systems
technologies
13. Write and document all work-related matters. In terms of troubleshooting,
indicate the clear solutions to problem solved. Performance report should
be submitted to the Computer Laboratory Coordinator on a weekly basis.
14. Assist Associates and students in hardware and software capabilities and
use of microcomputer, LCD/DLP projectors and any items reserved from
the computer laboratory
15. Maintain the cleanliness of computers in ALL computer laboratories
16. Must be responsible for covering scheduled shift as assigned by the CSO
Coordinator with the approval of the CSO/MIS Director
124
1. Must notify CSO if unable to cover scheduled shift due to illness or
personal reason. When possible or you need time off from your scheduled
shift, it is your responsibility to make arrangements to have someone else
cover your shift
be assigned by the CSO Coordinator (Infrastructure)
QUALIFICATIONS:
Education:


Candidate must possess at least a Bachelor's/College Degree in
Computer Science/Information Technology or Bachelor’s/College Degree in Computer Engineering
or equivalent
IT certification preferred but not required.
Experience:



Must have at least 3 years of IT-related tasks (computer and
networking)
Must have experience in setting up and troubleshooting PC
hardware and mobile/handheld computers
Must have hands-on experience in Standard Operating Environment implementation.
Desirable Traits:

Highly-motivated, Team-oriented, Computer savvy, Willing to
learn new technologies, Energetic individual

Must have excellent interpersonal skills to effectively communicate with all levels of Associates
Must have strong working technical knowledge on desktop
operating systems (MS Windows-based), desktop productivity
tools (Microsoft Office, Internet Explorer, Adobe Acrobat
Reader, Microsoft Project, Visio, Symantec Anti-virus, Trend
Micro Antivirus)
Skills:

JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Technical Writer
The Technical Writer is responsible for the creation of systems documentation
and user’s manual. The Technical Writer is also in-charge of the project
management documentation
125
Reports to
Coordinates with
:
:
CSO Coordinator - System Development
1. Create technical documents and develop process and procedure
documentation
2. Plan, write, edit, and maintain technical, operational, or instructional
documentation in support of the College’s software and hardware
systems
3. Follow and recommend standard practices and procedures to create
technical documentation/manuals for end-users and technical staff
4. Attend meetings to obtain and gather current information on project
objectives, schedules, and applicable subject matter
5. Develop and maintain interactive and printed information based on
interviews, existing data, and/or experience, to illustrate and guide the
use of those processes, tools, services and/or business solutions
provided by and/or used in the organization
6. Participate and provide input to various process review meetings and
technical walk-through
7. Collaborate with business and system development personnel during the
system development lifecycle to gain an understanding of systems and
services
8. Conduct interviews with end users and technical staff to gather data for
documentation
9. Research and translate technical information into manuals and/or
web
-based documents for non-technical and technical users
10. Recommend changes to existing workflow, operations, and procedures as
they relate to efficiency and integrity of operational unit
11. Analyze and interpret technical information to compose technical
documentation and presentations
12. Establish document libraries and manage version control
13. Ensure accuracy and completeness of technical documentation produced
14. Edit, revise, and maintain existing system documentation as needed
QUALIFICATIONS:
Education:

126
Candidate must possess at least a Bachelor's/College Degree
in Computer Science/Information Technology or equivalent.
Experience:

At least 2 year(s) of working experience in the related field is
required for this position.
Desirable Traits:



Team player, must be willing to work closely with users, supervi
sors and Directors

Able to interface successfully with other departments within the
organization.
Skills:





This position requires a high degree of process knowledge and
detailed orientation to produce technical MIS’ Service and Training documentation encompassing the entire College’s processes
and systems.
Has the capability to develop, write, and edit material for user
manuals, functional requirements specifications, and related technical and administration publications.
Must have excellent PC skills with experience in MS Office, MS
Visio, Macromedia Fireworks, and Adobe Photoshop or graphic
application packages.
Excellent communication, time management, writing, and organizational skills with high emphasis on detail.
Knowledge of Web technologies (PHP and Java) and MySQL
database a plus
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Usability Engineer
The Usability Engineer facilitates the design of systems user interface to
ensure the smooth interaction between the user and the system. The UE is
also responsible in the creation of user interface templates both for web and
stand alone systems
Reports to
Coordinates with
:
:
CSO Coordinator – System Development
System Client
1. Develop a user interface and architecture for the different systems and
applications that address workflow and usability requirements and
127
2.
3.
4.
5.
6.
7.
8.
facilitate system adoption across the stakeholders of the different systems
to be developed
Create interfaces, flow diagrams, and prototypes in support of customer
requirements. Be able to clearly communicate and present interfaces and
flow diagrams to both customers and development team
Collaborate with business analysts to develop design solutions that
address the organization's needs, strategies and goals
Collaborate with system developers on the technical feasibility of
proposals
Must possess a broad knowledge of information architecture and
interaction design principles as well as usability and UI design
Create rapid iterations of visual and/or storyboard concepts and has a
solid understanding of the potential of HTML/DHTML and CSS as well as
deep knowledge of current web technology opportunities and limitations)
Be able to carry out visual design work under the supervision of the CSO
Coordinator/Director, produce deliverables, and communicate clearly with
all members of the team
Perform such other duties and responsibilities related to and/or implied
QUALIFICATIONS:
Education:

Candidate must possess at least a Bachelor's/College Degree in Computer Science/Information Technology or equivalent.
Experience:

At least 2 years of working experience in the related field is
required for this position.
Desirable Traits:
 Self motivated and able to work without direct supervision.
 Hardworking and possess a positive attitude.
 Team player, must be willing to work closely with users, supervisors and Directors
 Willingness to learn new technologies as they arise.
Skills:



128
Interviewing skills, to talk with individuals and groups about
their needs and ask the right questions to surface essential UI
requirements information
Listening skills, to understand what people say and to detect
what they might be hesitant to say
Analytical skills, to critically evaluate the information gathered
from multiple sources, reconcile conflicts, decompose highADMINISTRATIVE MANUAL 2009







level information into details, abstract up from low-level information to a more general understanding, distinguish presented user requests from the underlying true needs, and
distinguish solution ideas from requirements
Writing skills, to communicate information effectively to customers
Organizational skills, to work with the vast array of information gathered during elicitation and analysis and to cope with
rapidly changing information
Modeling skills, to represent requirements information in
graphical forms that augment textual representations in natural language, including using modeling languages already
established in the development organization
Proficiency in HTML/CSS layout skills. Ability to quickly code
complex designs in table-less CSS structure maintaining design integrity and with an eye to cross browser/platform issues.
Must have excellent PC skills with experience in MS Office,
MS Visio, Macromedia Flash/ Fireworks, and Adobe Photoshop or graphic application packages.
Knowledge of Web technologies (PHP and Java) and MySQL
database a plus.
Familiarity with UI design.
129
EXECUTIVE DIRECTOR’S OFFICE
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Executive Director
The Executive Director reports to and is responsible to the President of the
College. The Executive Director is a member of the Management Committee,
and as such, he provides leadership to the College which includes
management of daily operations, strategic planning, and direction setting.
Appointed by
Reports to
Supervises
:
:
:
President
President
Senior Directors, EDO Staff
1.
2.
3.
4.
5.
6.
7.
8.
130
Coordinates the development and consistent execution of the College’s
overall strategic plans and budget, as approved by the Board of Trustees
Provides accurate, clear and concise regular financial reports and
projections to the Board of Trustees through the Management Committee.
He is responsible for all expenditures within the framework of the
approved budget. He ensures that financial records for the College are
audited annually, and he seeks maximum efficiency in all financial
procedures
Analyzes and interprets the needs of academic departments,
administrative offices, and finance. He entertains suggestions, proposals,
and request from Senior Directors and executes them into actions
consistent with the Vision and Mission and policies of the College
Ensures that systems are in place and regularly reviews them for
efficiency and effectiveness; ultimately using these systems to monitor
areas needing quality improvement and support
Seeks new opportunities that further the ideals of the College, such as
networking and establishing partnerships with other academic institutions
or industry partners
Represents the College in important national or international functions
that serves as a platform to introduce the College and its ideals
Ensures strict compliance of CHED regulations regarding the offering of
academic courses
Does other tasks that may be assigned to him by the President as the
need arises
QUALIFICATIONS:
Education:



Bachelors Degree holder
With Masters Degree
Experience:

At least 5 years’ successful experience in a high level of administration
Desirable Traits:







Must have the ability to communicate effectively both in oral
and in writing
integrity.
Must be proficient in English communication.
Must have the ability to represent the College locally, nationally, and internationally
Exude Confidence.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Provide full administrative support to the Executive Director’s Office.
Reports to
Coordinates with
:
:
Executive Assistant, EDO
1. Coordinates and assists in meeting sponsored by the Executive Office
(Directors’ Council Meeting, Senior Directors’ Meeting, Management
Committee Meeting, etc.)
2. Provides support in various activities conducted by the EDO
3. Files important documents of the whole College
131
4. Takes minute of the meeting. (Director’s Council Meeting)
5. Screens and entertains visitors of the EDO (Students, Parents, BOT and
VIPs)
6. Receives and records all incoming documents of EDO
7. Routes outgoing documents to the respective department/office
9. Requests for and monitors the representation supplies
10. Performs other related tasks that may be assigned by the Executive
Assistant or the Executive Director
QUALIFICATIONS:
Education:

Graduate of any four-year course, preferably in Business or Communications
Experience:

With at least two ,years relevant work experience
Desirable Traits:



Must be approachable and professional in dealing with students
and Associates.
Skills:

and PowerPoint.
Must be knowledgeable in parliamentary procedure or in presiding over meetings.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Executive Assistant
The Executive Assistant manages the daily affairs of the Executive Director
and the entire Executive Director’s Office. The Executive Assistant also
provides support and ideas with regard to the Executive Director’s strategic
plans, goals, and direction setting for the College.
132
Reports to
Supervises
Coordinates with
:
:
:
Executive Director
EDO Administrative Assistant/s
1.
2.
3.
4.
5.
6.
Manages the Executive Director’s Office, with special attention to
managing the affairs of the Executive Director on a daily basis which
usually includes the following:
1.1 solicitation of proposed agenda and preparation of materials for
various meetings (Board Meetings, ManCom Meetings, Senior
Directors’ Meetings, Directors’ Council Meeting)
1.2 writing the minutes of the meetings called by the Executive Director
1.4 drafting correspondences for both internal and external
consumption
Authors reports, speeches, presentations, and emails on behalf of the
Executive Director
Authors systems and processes, policies, templates, and other
documents relevant to the operations of the EDO (e.g. OIC Policy, Guidelines to Writing a BOT Report, etc.)
Solicits and reviews reports crucial to the operations of the College
Reviews and signs the monthly administrative forms of the office
(Supplies Requisition Forms, Petty Cash Form, Cash Advance Form, etc.)
Functions as the Communications Officer of the College, responsibilities
of which include:
6.1
6.2
6.3
6.4
6.5
6.6
Reviewing and editing materials for posting on the website
Updating the website on a periodic basis
Authoring the annual President’s Report
Reviewing and editing the College newsletter
Editing of policies, contracts, and print advertisements
Designing and sending announcements to all Associates
QUALIFICATIONS:
Education:

Graduate of any four-year course, preferable in Business or
Communications
Experience:

With at least two years relevant work experience
133
Desirable Traits:


Should have excellent oral and written English communication skills
Skills:


134
Knowledge of Pagemaker and Dreamweaver, an advantage
FACILITITES OFFICE
JOB TITLE/POSITION
:
Director
JOB ROLE/SUMMARY
The Facilities Director ensures effective management and maximized
utilization of resources to support the efficient operations of the College and
timely delivery of quality services to its clients.
Reports to
Supervises
Coordinates with
:
;
:
Senior Director , Administration
FO Associates
FEU - FTS
FEU - Custodial Office
1. Prepares the annual budget and monitors expenditures including security
budget and allocation monitoring
2. Oversees the work of the Facilities Office Associates in order to ensure
that:
2.1 the College is provided with a well-trained crew, quality supplies,
and functional equipment for the maintenance of a clean and
orderly environment that is conducive to learning and productivity
2.2 sufficient, efficient, functional, and serviceable facilities are
maintained
2.3 effective facilities are made available or accessible for the successful conduct of all activities in the College
2.4 peace and order is maintained on campus to ensure the safety of
the clients and facilities in the College
3. Conducts research and recommends cost-efficient products or
alternatives
4. Reviews existing policies and procedures and presents to the Directors’
Council necessary amendments for approval
5. Evaluates the Facilities Office personnel and responds to their needs and
recommends them for training, promotion, etc.
6. Responsible for proper disposal or unusable equipment
7. Direct supervision of all Service Crew and Security Officers
8. Assigning of service crew to their respective schedules and areas of
responsibility
9. Security Officers’ monthly and incident report review
10. Training, orientation and development of security officers and service
crew.
11. Provides effective leadership, guidance and instruction for the office.
Independent judgment and discretion in supervising security officers and
service crew
12. Performs other job-related functions as necessary or as required by the
135
QUALIFICATIONS:
Education:

in any Engineering-related fields preferably Civil Engineering
Experience:

At least 3 years of managerial experience in Maintenance
Engineering
Desirable Traits:




Have the ability to plan, organize a variety of projects, and
make decisions exhibiting good judgment.
People Relation skills. The Associate must be able to communicate with a variety of people in the organization.
Negotiation skill is an advantage.
Skills:


Computer literate and proficient in MS Office software.
Proficient in AUTOCAD
JOB TITLE/POSITION
:
Facilities Assistant
JOB ROLE/SUMMARY
The Facilities Assistant provides support to the Facilities Director in the
efficient carrying out of operations of the College and timely delivery of quality
services to its clients.
Reports to
Coordinates with
:
:
Facilities Director
FEU - FTS
1. Assists in the preparation of the annual budget of the department
including security budget and allocation monitoring
2. Assists the director in overseeing the work of the Facilities Office in order
136
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
to ensure that:
maintained
2.3 effective facilities are made available or accessible for the
successful conduct of all activities in the College
Assists the director in conducting research and recommendation for cost
-efficient products or alternatives
Assigning and posting of the receiving report, disposal, transfer and loss
of property and equipment in the inventory list of the different
departments
Preparation and issuance of gate pass for approval of the Facilities
Director
Assists in the proper installation of communication and electrical wires of
offices
Ensures that all office equipment are in good working condition (except
for the computers)
Coordinates in the logistical preparation for events or reservations
Coordinates with FEU – FTS for repairs and maintenance
Safekeeping of files and records of the office
Handles office and janitorial supplies requisition and billing
UBIX and DUPLO supervision
Annual inventory of fire extinguisher and emergency lights
Parking slot management
Performs other job-related functions as necessary or as required by the
Facilities Director
QUALIFICATIONS:
Education:

Experience:

At least 1 year experience in Maintenance Engineering
Desirable Traits:



Have the ability to plan and organize a variety of projects
137
Skills:

JOB TITLE/POSITION
:
Facilities Coordinator
JOB ROLE/SUMMARY
The Facilities Coordinator provides support to the Facilities Director in the
efficient carrying out of operations of the College and timely delivery of quality
services to its clients.
Reports to
Coordinates with
:
:
Facilities Director
FEU - FTS
1. Assists in the preparation of the annual budget of the department
including security budget and allocation monitoring.
2. Assists the Facilities Director in overseeing the work of the Facilities
Office in order to ensure that:
maintained
2.3 effective facilities are made available or accessible for the
successful conduct of all activities in the College
3. Assists the Director in conducting research and recommendation for cost
-efficient products or alternatives
4. Coordinates with all departments to facilitate the acquisition, maintenance
and inventory of fixed assets and fixtures
5. Direct supervision of all Service Crew and Security Officers
6. Coordinates with suppliers/contractors needed by the College
7. Coordinates with FEU – FTS for repairs and maintenance
8. Validate monthly electrical consumption
9. Handles investigation and incident reports
10. Annual inventory of fire extinguisher and emergency lights
11. Performs other job-related functions as necessary or as required by the
Facilities Director
138
QUALIFICATIONS:
Education:

Experience:

At least 1 year experience in Maintenance Engineering
Desirable Traits:



Have the ability to plan, organize a variety of projects, and
make decisions exhibiting good judgment.
Skills:


Knowledge in AUTOCAD an advantage
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Accounting Assistant - Inventory
Responsible for Fixed Assets Inventory, maintenance of records of
acquisition, disposal and transfer. Monitoring and releasing of office supplies
stock and requisition.
Reports to
Coordinates with
:
:
Accounting Supervisor
All Departments/Offices and suppliers
1. Consolidates Stock Requisition Form (SRF) submitted by the requesting
department
2. Prepares Requisition Form (RF) for office supplies requirements of the
College
3. Prepares monthly report for office supplies consumption per department
and inventory of stocks on hand
4. Releases stock requested per as per approved SRF
5. Records Receiving Reports (RR) submitted by other department
139
6. Assigns inventory codes on all newly acquired assets
7. Prepares fixed assets accountability form per associate
8. Updates and monitors fixed assets inventory, acquisition, transfer and
disposal
9. Conducts annual physical inventory counts based on given schedule
10. Perform other functions that may be assigned
QUALIFICATIONS:
Education:

Graduate of any four - year course
Experience:

With at least one year related work experience
Desirable Traits:




Highly organized, result – oriented, with strong sense or urgency
Self-driven, effective team player, can work in a fast paced and
dynamic environment
5S oriented
Keen to details
Skills:


140
Good communication skills
Computer literate, proficient in MS Office
FINANCE OFFICE
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Senior Director, Finance (SDF)
Financial services are headed by the Senior Director for Finance whose primary responsibility involves directing and coordinating financial objectives of
the College. It includes corporate planning, accounting, budgeting, financial
management and control, procurement, and investment. The Senior Director
for Finance is responsible for providing and economic appraisal of the College
and preparing relevant financial reports.
Reports to
Supervises
:
:
Executive Director
Finance Associates
1. Takes charge of the overall supervision of accounting operations of the
College in terms of:
1.1 Outsourcing of payroll processing
1.2 Requesting materials or supplies;
1.3 Preparation of Cash Position report and Bank Reconciliation
1.4 Allocation of Petty Cash Fund
1.5 Liquidation of advances
2. Prepares financial reports; provides analyses of accounts in the financial
reports/statements as basis of management control
3. Prepares the budget and plans for the Accounting Office; works with other
departments to evaluate budget reports and forecasts, and complete the
overall annual budget
4. Exercise prudent fiscal management of all company financial assets
5. Monitors approved annual corporate budget (operating and capital) for
proper control and implementation like:
5.1 Consultation of the annual corporate budget
5.2 Coordination of monthly update of approved budget per department
5.3 Coordination of purchases for ManCom approval
6. Coordinates with other offices regarding the interpretation of the
accounting policies and procedures
7. Prepares and files government requirements such as VAT, withholding
taxes, etc.
8. Establishes professional relationship with banks and other lending
institutions
9. Performs other related duties as assigned by the Executive Director
10. Checks and recommends processing of confidential payroll
141
QUALIFICATIONS:
Education:



Masters Degree holder, an advantage
Experience:

At least 5 years of managerial related experience
Desirable Traits:






With strong leadership skills
integrity.
Exude Confidence.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
General Accounting Supervisor
Responsible for Financial Reports.
Reports to
Coordinates with
:
:
Senior Director, Finance
All Departments/Offices and students
1. Supervises Student Account, General Accounting, Properties/Supplies
and Budget Section
2. Assists in the preparation of financial reports as well as annual budget
proposal
3. Develops and recommends department’s policies and procedures
4. Reviews and recommends approval of PO and budget request submitted
by different department
5. Prepares Cash Position Report, negotiates money market placement rate
with the bank and recommend for possible placements
142
6. Reviews monthly budget report, book of accounts, Check Voucher,
Journal Voucher and other mandatory reports for submission to
government agencies such as BIR, SSS, HDMF and Philhealth
7. Reviews and recommend approval of promissory note application of
students
8. Checks inventory of fixed assets
9. Reviews and recommends approval of office supplies requirement within
budget and ensures proper control of inventory stock levels
10. Regularly oversees the preparation, analysis, negotiation, and review of
contracts related to the purchase equipment, materials, services and
facilities
11. Perform other functions that may be assigned from time to time
QUALIFICATIONS:
Education:

Graduate of BS Commerce, major in Accountancy
Experience:

With at least 3 years related work experience
Desirable Traits:




Highly organized, result oriented with strong sense or urgency.
dynamic environment.
5S oriented
Keen to details
Skills:


Good oral and written communication skills. Must be adept in
composing letters procedures and presentation materials.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Accounting Assistant - Bookkeeping
Responsible for Financial Reports.
Reports to
Coordinates with
:
:
Interacts with internal & external
auditor
143
1. Prepares Financial Reports
2. Prepares schedules for external auditor (AR Aging, Income & Expense
Account)
3. Prepares bank reconciliation statements
4. Records daily abstract of collections in the Cash Receipts Book
5. Monitors/audits daily collections as per deposit slip
6. Prepares billings to affiliated companies & others
7. Monitors cash advance request & liquidations
8. Performs other tasks that may be assigned from time to time
QUALIFICATIONS:
Education:
 Graduate of BS Commerce, major in Accountancy
Experience:
 With at least 1 year related work experience
Desirable Traits:
 Highly organized, result oriented with strong sense or urgency.
 Self-driven, effective team player, can work in a fast paced and
 5S oriented
 Keen to details
Skills:


Good oral and written communication skills.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Accounting Assistant - Budget
Responsible for Budget Appropriation and Consolidation of OPEX and
CAPEX proposals.
Reports to
Coordinates with
144
:
:
1. Assists in the preparation of proposed consolidated budget for the
College (CAPEX and OPEX)
2. Appropriates budget as per submitted request and purchases
3. Prepares Monthly Budget Monitoring Report per department
4. Monitors CAPEX and prepares monthly report
5. Acts as Petty Cash Custodian
6. Monitors and ensures that all disbursement thru petty cash are budgeted
and approved
7. Prepares Petty Cash Replenishment Report
8. Performs some of the functions of Inventory Assistant in his absence such
as receiving deliveries and releasing of items requested by other
departments
9. Other functions that may be assigned from time to time
QUALIFICATIONS:
Education:

Graduate of BS Commerce, major in Accountancy
Experience:

With at least 1 year related work experience
Desirable Traits:




5S oriented
Keen to details
Skills:


Good oral and written communication skills.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Accounting Assistant - Disbursement
Responsible for
Disbursement Vouchers and Check preparation and
Preparation of Monthly Lapsing Report.
145
Reports to
Coordinates with
:
:
Interacts with suppliers
1.
2.
3.
4.
5.
Prepares Vouchers and Checks
Lapsing of Fixed Assets
Cash Advance Monitoring
1601E remittance
Other functions that may be assigned from time to time from time to time
QUALIFICATIONS:
Education:

Graduate of any four year course
Experience:

Desirable Traits:


Good sense of customer service.
Highly organized, result oriented with strong sense of urgency.
5S oriented
Keen to details


Good communication skills.


Skills:
JOB TITLE/POSITION
:
General Support Clerk
JOB ROLE/SUMMARY
Responsible for messengerial tasks, supplies releasing and others.
Reports to
Coordinates with
146
:
:
Internal & external
stakeholders
1. Attends to all messengerial requirements of Accounting Office
2. Releases and monitors office supplies
3. Performs other functions that may be assigned from time to time
QUALIFICATIONS:
Education:

College Level
Experience:

With at least 6 months related work experience
Desirable Traits:


5S oriented.
Keen to details.


Computer literate.


Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Purchasing Officer
Responsible for timely procurement of goods and services.
Reports to
Coordinates with
:
:
1.
2.
3.
4.
5.
Responsible for timely procurement of goods and services
Assist in canvassing of goods and services
Negotiate with supplier for better price and credit terms applications
Checks Bid Tabulation Form (BTF) and Purchase Order (PO)
Investigates problems that might prevent timely delivery of orders and
147
reports to Senior Director for Finance
6. Prepares report for Purchases for ManCom approval
7. Process/evaluates supplier’s application for accreditation
8. Prepares operation plan of Purchasing Section for approval of Senior
Director for Finance
QUALIFICATIONS:
Education:

Graduate of any business course.
Experience:

With at least 3 years experience in purchasing.
Desirable Traits:




Self-driven, effective team player, can work in a fast paced
and dynamic environment.
5S oriented
Keen to details
Skills:


Good oral and written communication skills. Must be adept in
composing letters procedures and presentation materials.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Purchasing Assistant
Responsible for timely procurement of goods and services.
Reports to
Coordinates with
:
:
Purchasing Officer
1. Process department’s requisition for goods and services
2. Coordinates with the requesting department and clarify specifications and
other concerns
148
3.
4.
5.
6.
7.
Canvasses goods and services
Negotiate with supplier for better price and credit terms applications.
Process Bid Tabulation Form (BTF)
Prepares and process Purchase Orders
Coordinates with suppliers with regards to delivery dates and status of
orders
QUALIFICATIONS:
Education:

Graduate of any business course.
Experience:

With at least one year experience in purchasing.
Desirable Traits:


Very good common sense and could work well with minimum
supervision.
5S oriented
Keen to details




Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Students Account Assistant
Responsible for Students Account, students refund, Assessment Certificate,
Checking of Enrolment Book- CCS and subject with laboratory fee
monitoring.
Reports to
Coordinates with
:
:
Interacts with students and parents
guardian
149
1.
2.
3.
4.
5.
6.
7.
8.
Attends to student’s inquiry
Process refund on tuition and other fees
Process assessment certificate
Checks Enrolment Book (EB) for CCS
Monitors subject code of laboratory fee
Posting of Debit/Credit Memo (DM/CM)
Updates student files/ledgers
Checks/process mandatory reports like SSS, Pag-ibig, Philhealth and
request for payment
9. Prepares payroll entries every month
10. Performs other functions that may be assigned from time to time
QUALIFICATIONS:
Education:

Graduate of any four year course
Experience:

Desirable Traits:


5S oriented
Keen to details




Skills:
150
HUMAN RESOURCES OFFICE
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Responsible in
organization by
recruitment and
company policy
development.
Director
the attainment of company goals of supporting the
overseeing areas in the Human Resources such as
selection, compensation and benefits administration,
implementation, employee relations and training and
Reports to
Supervises
Coordinates with
:
:
:
HRO Associates
Primary:
1.
2.
3.
4.
Ensure the safety of the workforce
Create world-class and superior workforce
Develop the Human Resources department
Build an employee-oriented company culture that emphasizes quality,
and high performance
5. Develop a continuing education and development program
Specific:
1. Determines organizational goals and objectives; establishes policy, and
allocates resources
2. Creates, documents, and maintains systems and standards for various
human resources projects and programs in the areas of HR information
systems, employment, staffing, benefits and compensation administration
3. Ensures data integrity
4. Creates, develops, and implements new benefit programs; arranges and
conducts employee information presentations and enrolments
5. Counsels Associates regarding employment-related policies, procedures,
rules and regulations
6. Explains to Associates the company and government rules, regulations
and procedures and the need for compliance
7. Conducts investigation, establishes and maintains records and files as
regards to the sanctions and disciplinary actions
8. Recommends or initiates disciplinary actions according to applicable rules
and policies
9. Participates in resolving labor-related issues
10. Explains departmental decisions on human resources related matters
11. Analyzes operational problems and develops solutions
151
QUALIFICATIONS:
Education:

Graduate of Psychology, Human Resource Management,
Behavioral Science or any related courses
Experience:

At least five years experience in a managerial post, exposed
all facets of Human Resources
Desirable Traits:

team player, result-oriented and with strong sense of urgency
and responsibility, has positive work attitude, with leadership
qualities.



Knowledgeable in labor laws and government requirements
Computer literate and proficient in MS Office Software
Above average communication skills (oral and written)
Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Compensation and Benefits
Officer
Ensure minimal disruptions and smooth transitions through timely processing
of payroll and administration of benefits. Provide full support to the HR
Director in implementing HR Programs and Policies. Assist HR Director in
establishing and sustaining HR systems and an organizational culture that is
positive and aligned with the vision and mission of the College.
Reports to
Coordinates with
:
:
HR Director
All Departments/Offices,
Government Agencies (SSS, BIR,
Philhealth, Pag-Ibig, etc.),
PERAA and SM-SLA
1. Maintains records, files, reports and other documents pertaining to wage
and salary administration and ensures safekeeping, confidentiality and
152
easy retrieval when needed
2. Oversees the administration of the leave program, including the proper
distribution, receipt and review of leave grids for accuracy and
completeness and the verification and calculation of leave actions
3. Oversees the timely entry of data into the appropriate system, including
information pertaining to classification, employee separations, pay,
appointments, leave, transfers, etc.
4. Ensures 100% accuracy and on-time preparation/submission of
attendance summary and payroll for both full-time and part-time
Associates
5. Processes earnings and deductions for payroll such as statutory and
mandatory benefits
6. Requests for payment for all deductions made in the payroll
7. Prepares overload payment for full time faculty
8. Prepares payroll adjustment, if any
9. Creates and maintains automated payroll reports
10. Processes employment certificates
11. Processes Personnel Action Notice forms
12. Creates, develops and implement new benefit programs; arranges and
conducts employee information presentations and enrolments
13. Creates, documents and maintains systems and standards for various
human resources projects and programs in the areas of HR information
systems, benefits and compensation administrations
14. Facilitates implementation of government mandated benefits as well as
company granted benefits
15. Generates government reports such as Social Security System (SSS),
Home Mutual Fund (PAG-IBIG), and Bureau of Internal Revenue (BIR)
16. Processes Philhealth claims
17. Processing of SSS and Pag-Ibig benefits claims such as salary, calamity,
sickness and maternity benefits, etc.
QUALIFICATIONS:
Education:

Graduate of Business Psychology, Behavioral Science, BS
Human Resources Management, BSBA Management or any
related course.
Experience:

At least two to three years experience in Human Resources
in a supervisory position.
Desirable Traits:


Knowledgeable in timekeeping and payroll systems and government requirements.
153
Skills:

JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Employee Relations and Training
Officer
Provide full support to the HR Director in implementing HR Programs and
Policies. Ensure minimal disruptions and smooth transitions through
evaluating and compiling personnel action material; interpreting applicable
laws, policies, rules and regulations; planning and designing organizational
structures; providing technical advice to peers, management, and others;
conferring with administrators at policy – making levels; mediates problems
that cannot be solved through other channels.
Reports to
Supervises
Coordinates with
:
:
:
HR Director
HR Associates
1. Interviews Associates to gather information on Associates’ attitudes
toward work environment and supervision received to facilitate resolution
of employee relations problems
2. Explains to Associates College and governmental rules, regulations, and
procedures, and need for compliance
3. Talks informally with Associates and attends meetings of directors and
work units to facilitate effective interpersonal communications among
Associates and to ascertain human relations and work related problems
that adversely affect employee morale and productivity
4. Counsels and motivates Associates in order to maintain high morale and
discipline
5. Administers the grievance process at all levels within the organization
6. Conducts investigation; establishes and maintains records and files with
regards to the sanctions and disciplinary actions
7. Reviews submitted Incident Violation Report and administrative penalties
to erring Associate
8. Recommends or initiates disciplinary actions according to applicable rules
and policies.
9. Ensures compliance to College policies and procedures.
10. Conducts exit interview for resigning Associates.
11. Takes charge of the information dissemination and orientation of
154
12.
13.
14.
15.
16.
Associates on the revised/new systems, programs, policies and
procedures.
Prepares company policies and recommends updating/amendments of
existing policies and procedures.
Participates in resolving labor relations issues.
Handles college programs and activities
Ensures that all company programs and activities are properly
communicated to Associates.
Performs other related tasks that may be assigned.
Training & Development:
1. Prepares and schedules orientation for all newly hired Associates.
2. Conducts orientation on company policies and procedures, company
benefits, administrative penalties, etc.
3. Assists in processing requests for seminars outside of the school.
4. Assists in the company sponsored seminars that will be provided for the
Associates.
6. Issues Performance Evaluation Notice to the different heads and
self-evaluation form to all Associates due for evaluation.
7. Checks and reviews submitted Performance Evaluation of all Associates.
QUALIFICATIONS:
Education:

Graduate of Psychology, Human Resource Management,
Experience:

At least two to three years experience in all facets of Human
Resources specifically recruitment
Desirable Traits:

qualities.



Knowledgeable in labor laws and government requirements
Computer literate and proficient in MS Office Software
Above average communication skills (oral and written)
Skills:
155
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Human Resources Associate
Strictly monitor the attendance of all faculty members and provide assistance
to all HR related activities.
Reports to
Coordinates with
:
:
Employee Relations & Training Officer
1. Regularly checks the attendance of all faculty members
2. Submits notification report to Program Directors
3. Prepares missed class, tardiness and early dismissal report every payroll
cut off period
4. Checks the given schedule of the faculty for their make up classes and
substitutions
5. Process and distributes the summary of the print outs of the on-line
faculty evaluation
6. Prepares logistics needed for in-house seminars, trainings, meetings,
general assembly, sports festival, Christmas party and summer outing
7. Routes outgoing HR communication in all departments and offices
8. Encodes Official Business Forms, Overtime Applications, Leave
Applications, Change of Work Schedules and manual attendance Log-in
and Log-out of Associates
9. Prepares ID for newly hired Associates
10. Maintains 201 file and other related documents
11. Monitors office supplies from time to time and conducts inventory.
12. Answer phone calls and take messages for the human resources office
and Associates
13. Prepares and updates R1A
14. Prepares Certificate of Employment
15. Performs other related tasks that may be assigned
QUALIFICATIONS:
Education:

Male, graduate of any four-year course
Desirable Traits:

156
Skills:

JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Recruitment Officer
This position is responsible for providing full support tot the HR Director in
ensuring minimal disruptions and smooth transitions through timely sourcing
and placement of qualified candidates. Also assists the HR Director in
establishing and sustaining HR systems and an organizational culture that is
positive and aligned with the vision and mission of the College.
Reports to
Coordinates with
:
:
HR Director
Government Agencies (SSS, BIR,
Philhealth, Pag-Ibig, etc.)
Recruitment & Selection:
1. Takes charge in recruitment and placement of all manpower requirements
for all levels
2. Screens applicants by conducting preliminary interview prior to
endorsement with the requisitioning head
3. Conducts (character reference check) background investigation for all
qualified candidates prior to hiring
4. Takes charge in checking the authenticity of pre-employment
requirements submitted by the Associate
5. Ensures immediate preparation of Employment Contract and 201 File of
all newly hired Associates
6. Prepares endorsement letter to the Bank for opening of accounts for
payroll purposes
7. Ensures registration/employment report of all newly hired Associates to
government agencies (i.e. SSS, Philhealth, HDMF, BIR, etc.) within one
(1) week from the date of employment
1. Ensures preparation of company wide announcements for all newly hired
Associates
2. Personally introduces all newly hired Associates to everybody
3. Processes Personnel Action Notice Forms
Records/Document Management:
157
1. Ensures that 201 Files are well maintained and updated.
2. Maintains and updates reports on headcount
2.1. Associates’ Masterlist
2.2 Demographics
3. Ensures proper monitoring of Associates due for evaluation on a monthly
basis
4. Monitors, updates and ensured proper documentation personnel
movements such as transfers, promotion, salary adjustments, change of
employment status, resignations etc.
5. Assists in receiving incoming communications
QUALIFICATIONS:
Education:
 Graduate of Psychology, Human Resource Management,
Experience:
 At least two to three years experience in all facets of Human
Resources specifically recruitment
Desirable Traits:
 Must be trustworthy, pro-active, meticulous, highly organized,
qualities.
Skills:
 Knowledgeable in labor laws and government requirements
 Computer literate and proficient in MS Office Software
 Above average communication skills (oral and written)
158
INDUSTRY - ACADEME LINKAGE, ALUMNI, AND PLACEMENT
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Director
The Director is responsible for the strategic planning, implementation, and management of the IALAP Office.
Reports to
Supervises
Coordinates with
:
:
:
IALAP Associates
Internal and External Stakeholders
1. Establish partnerships, collaborative projects, and programs with external
organizations that would benefit the College and its stakeholders
2. Provides faculty members and students with opportunities to experience
actual corporate environment by deploying them with the College’s
Industry Partners
3. Provide students with information on internship matters
4. Coordinates with internal offices on activities, projects, programs, or
concerns involving intern students, alumni, faculty members on
immersion, and industry partners
5. Liaise with Alumni and the Alumni Association
6. Coordinate with the Alumni Association and provide support in the
implementation of their projects and activities
7. Assist students and alumni with work opportunities
8. Liaise with external organization on their manpower needs
9. Prepares the budgets and plans of the office
10. Performs other job-related functions as necessary
QUALIFICATIONS:
Education:

Bachelor of Science in Commerce Degree holder, Preferably
in Business Management or Marketing.
Experience:

At least 3 years of managerial experience in Marketing, Sales
or Operations.
159
Desirable Traits:








Exude Confidence.
Presentation skill is an advantage.
Conversant with a wide array of topics.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Alumni & Placement Coordinator For
Partnership Program
The Alumni and Placement Coordinator is responsible for Alumni Relations
and Placement Program of the College.
Reports to
Coordinates with
:
:
IALAP Director
1. Coordinates with industry on manpower requirements as well as for
requests to validate alumni information
2. Evaluates, qualify and deploy intern students to industry partners
3. Provide students information on internship matters
4. Manage internship and alumni records
5. Coordinate with alumni on College activities and industry partners’
manpower requirements
6. Assist in deploying faculty members to industry partners for the Faculty
Immersion Program of the College
7. Assists the Director in strategic planning for the office in terms of Alumni
Relations and Placement Programs
8. Other relevant duties and responsibilities that is assigned by the Director;
such as, but not limited to:
8.1 Office Management
8.2 Project Management
8.3 Marketing Collateral Management
8.4 Budget Management
8.5 Inventory Management
160
QUALIFICATIONS:
Education:

Bachelor of Science in Psychology or Bachelor of Science in
Commerce degree holder, preferably in Business Management or
Marketing
Experience:


Supervisory experience is an advantage
Experience in Placement or Alumni Office of a Higher Educational
Institution is an advantage
Desirable Traits:

 Customer Service Oriented.
 People Relation skills. The Associate must be able to communicate with a wide variety of people.
 Negotiation skill is an advantage.
 Must be pro-active, meticulous, highly organized, team player,
 Must be proficient in English communication.
 Computer literate and proficient in MS Office applications.
 Exude Confidence.
 Presentation skill is an advantage.
 Conversant with a wide array of topics.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Industry Linkage Coordinator For
Partnership Program
The Business Development Officer is responsible for Industry Partners
Relations and establishment of partnerships between industry and the
College.
Reports to
Coordinates with
:
:
IALAP Director
All Internal Offices as well as external
clients
1. Liaise with industry partners and prospective partners on collaborative
activities with the College
161
2. Plans and organizes industry-based events, for the benefit of the students
and Associates of the College
3. Manage industry partners’ records
4. Communicate and monitors industry partners’ needs, activities, feedback
and concerns to the appropriate office for proper action
5. Evaluates and recommends applicants to be industry partners of the
College
6. Coordinate with industry partners on the faculty immersion program of the
College, including the deployment of faculty members
7. Assists the Director in strategic planning for the office in terms of Industry
Partners Relations
8. Other relevant duties and responsibilities that is assigned by the Director;
such as, but not limited to:
8.1 Office Management
8.2 Project Management
8.3 Marketing Collateral Management
8.4 Budget Management
8.5 Inventory Management
QUALIFICATIONS:
Education:

Bachelor of Science in Commerce Degree holder, preferably
in Business Management or Marketing
Experience:

Supervisory experience in Marketing, Sales, or Operations is
an advantage
Desirable Traits:









162
Customer Service Oriented
People Relation skills. The Associate must be able to communicate with a wide variety of people
A negotiation skill is an advantage
player, result oriented and with strong sense of urgency
Must be proficient in English communication
Exude Confidence
Presentation skill is an advantage
Conversant with wide array of topics
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:


Alumni & Placement Associate
The Associate is responsible in providing graduating students and
alumni members opportunities to obtain employment with industries.
Then Associate is also task to handle Alumni Relations and the Alumni
Tracing Program of the College.
Reports to
Coordinates with
:
:
IALAP Director
1. Liaise with industry partners and external organization on manpower
requirements as well as facilitate request for validation of alumni academic records with the Registrar’s Office.
2. Liaise with graduating students and alumni on work opportunities with the
industry partner.
3. Establish collaborative projects and programs with industry partner or ex
ternal organization that would promote the College as a “graduating of
choice’. Examples of these programs are:
 Job Fairs
 Exclusive Job Fairs
 Industry Partners’ Program / Orientation
 Soft Skills Development Seminars or Workshops
 Mock Interview with the Industry Partners
4. Manage the database of Alumni members ( Alumni Tracer Program),
Inclusive of the maintenance and enhancement of the JobsDB Microsite.
QUALIFICATIONS:
Education:

Preferably a degree holder of Bachelor of Science in Psychology, Bachelor of Science in Commerce major in Business
Management or Marketing
Experience:


Supervisory experience is an advantage
Experience in Placement or Alumni Office of a Higher Educational Institution is an advantage
163
Desirable Traits:









164
Customer Service Oriented.
People Relation skills. The Associate must be able to communicate with a wide variety of people.
Exude Confidence.
Presentation skill is an advantage.
Conversant with a wide array of topics.
INFORMATION AND PLANNING OFFICE
JOB TITLE/POSITION
:
Director
JOB ROLE/SUMMARY
The IPO Director is responsible for providing relevant and timely information from
the data gathered and affording quality planning services.
Reports to
Supervises
:
:
Senior Director for Administration
1. Gathers and regularly updates data and information resulting from the
College’s long-range plans and projects
2. Formulates plans (strategic, operational, financial) using management tools.
3. Develops metrics to be used by Senior Directors in assessing organizational
performance.
4. Maximizes monitoring reports in formulating/improving plans.
5. Provides recommendations in developing institutional plans.
6. Performs other tasks related to planning as may be assigned by the Senior
Director for Administration.
QUALIFICATIONS:
Education:
With Masters Degree



Experience:
At least 3 years of experience in a high level of administration

Desirable Traits:


Must have the ability to communicate effectively both in oral and
165





166
in writing
result-oriented and with strong sense of urgency and integrity.
Must have the ability to represent the College locally, nationally,
and internationally
Exude Confidence.
LIBRARY
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Chief Librarian
Responsible for the effective and efficient planning, management and
supervision of library procedures, services and standards.
Reports to
Supervises
Coordinates with
:
:
:
Librarians
1. Formulates and interprets library policies and procedures
2. Establish a schedule of policy and procedure reviews to assure close
agreement with the mission, goals, and objectives of the college
3. Plans and schedules the functions and activities of the library
4. Evaluate library programs, services, facilities and materials in support of
college programs
5. Facilitates the best library service to meet the needs of those who use its
facilities
6. Oversees the proper organization and maintenance of library facilities
7. Maintains records, prepares reports, and composes correspondence
relative to the work
8. Supervises library personnel in carrying out their duties and
responsibilities
9. Evaluates and verifies library personnel performance through the review
of completed work assignments and work techniques
10. Identifies staff development and training needs and ensures that training
is obtained
11. Conducts staff meetings and participates in the professional meetings to
discuss and act on library problems
12. Administer budgets according to needs and objectives of the library to
assure optimum use
13. Identifies and recommends library materials necessary for the
improvement of library services
14. Supervises the purchase and processing of library materials
15. Oversees and ensures accurate and timely procurement of requested
books
16. Coordinates with the Budget Department for library collection expenses
17. Oversee the annual inventory of library materials, and the preparation of
lists of materials to be discarded from the collection or replaced
18. Provides access to national and local off-site resources through consortia
membership
19. Adhere to safe work practices and procedures; participate in maintaining
library security
167
20. Attends conferences and seminars for the improvement of
service
library
QUALIFICATIONS:
Education:


Degree in Library Science. BLIS, BSE LS, with post graduate
degree relevant.
Licensed Librarian.
Experience:

At least five years experience as Head Librarian.
Desirable Traits:


Must be results oriented, diplomatic, open-minded and has a
sense of perspective
Knowledge of supervisory and training techniques.
Is articulate (good oral/written/presentation skills)

Able to operate computer system and applications.

Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Librarian, Acquisition
Knowledge of the impact of library collections, services and policies on
acquisitions policies and practice.
Reports to
Coordinates with
:
:
Chief Librarian
Librarians
1. The acquisition librarian handles the selection of books and non-book
materials in the library
2. Demonstrate competency in selection, acquisition, circulation and
maintenance of materials and equipment for all school programs
3. Manage collection development and the acquisition of materials and
resources including online subscriptions
4. Initiates purchase of new books, periodicals and other resources as
needed to provide current materials for existing programs and future
expansion of programs
168
5. Collaborates with book vendors and publishers to provide optional access
to library materials
6. Prepares Requisition Forms for books
7. Receives new library materials and check against invoices
8. Keep records of receipts of purchased publications and acknowledgment
of donated, exchange or gift materials
9. Prepares and maintains all necessary acquisition records
10. Preparation of progress report of the unit
11. Closely coordinate with the cataloging and classification librarian
12. Assists in the selection and requisitioning of books, instructional aids and
supplies to the extent possible
13. Assist in the preparation of library reports
14. Prepares a monthly bibliographical listing of newly acquired books
15. Assist in the inventory of books
16. Adhere to safe work practices and procedures; participate in maintaining
library security
17. Maintain a current knowledge/use of trends and issues for the
improvement of library service
18. Performs other task that may be assigned by the superior
QUALIFICATIONS:
Education:

Degree in Library Science. BLIS, BSE LS
Experience:

At least two years work experience as a librarian.
Desirable Traits:

Demonstrate ability to analyze material and summarize content effectively.

Able to express well in English (written and oral).

Able to operate computer system and applications
Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Librarian, Cataloger
Catalogs and classifies the holdings of the library according to the generally
accepted system.
169
Reports to
Coordinates with
:
:
Chief Librarian
Librarians
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Lead the way in researching new techniques and technologies for
cataloging, share findings with colleagues, and make recommendations
for implementation in department processes as appropriate
Develop and catalogue a collection of resources appropriate to the needs
of the students and staff, and the educational strategies and curriculum of
the College
Perform original and copy cataloging and adapts online records according
to guidelines in all subject areas
Coordinate and help plan technical services operations, especially the
development of efficient workflows and procedures across the
departments of cataloging, serials, and acquisitions
Editing of adapted entries (CIPD and additional copies) through generally
accepted cataloging and classification scheme
Keep automated card catalogue/circulation software current and accurate.
Update electronic resources to maintain currency
Coordinates in the acquisition of library materials for evaluation whenever
necessary
Work closely with mechanical processing staff to ensure that standard
procedures are maintained
Maintenance of bibliographic files and databases
Maintains records & compiles statistics of books processed in the section
Keep automated library software current and maintain system support
Assist in the inventory of books
Adhere to safe work practices and procedures; participate in maintaining
library security
Maintain a current knowledge/use of trends and issues for the improvement of library service
Performs other task that may be assigned by the superior
QUALIFICATIONS:
Education:


Licensed Librarian
Experience:

170
Desirable Traits:

 Ability to experiment and take risks and responsibility for outcomes; monitor and analyze current trends; exercise creativity
and pioneering in related areas of the profession; and willing to
work hard to identify alternatives to achieve objectives; act to
maintain a healthy sense of urgency.
 Experience in library preservation, the cataloging of serials and
electronic resources, and Innovative Interfaces.
 Able to express well in English (written and oral).
Skills:

JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Librarian, Circulation
Provides research assistance to library users and prepares guides to facilitate
easy and full use of library resources.
Reports to
Coordinates with
:
:
Chief Librarian
Librarians
1. Work with the Chief Librarian to implement procedures that support library
policy
2. Guide patrons in making effective use of library facilities and materials;
advise on library regulations and procedures
3. Gives one-to-one assistance to students who need help
4. Enforces the necessary disciplinary measures to maintain an orderly
environment
5. Provides instruction and guidance in using library resources
6. Supervises the circulation of the library collection of books and non-book
materials
7. Recommend acquisition of materials for collection development and
service enhancements
8. Supervises the receiving and recording of overdue fines
9. Evaluate books and other library materials for damage, general condition
and cleanliness after each use; perform and/or delegate repair work as
required
10. Shelves books, straightens shelves, and shelf reads to keep the collection
in order
11. Identifies cataloging errors and refers books or materials to technical unit
171
12.
13.
14.
15.
16.
Assist in the inventory of books
Compile statistical circulation data, completing reports as needed
Participate in the budgeting and purchasing process as appropriate
Maintains a pleasant, organized and positive reading area
library security
17. Maintain a current knowledge/use of trends and issues for the
18. Performs other tasks that may be assigned by the superior
QUALIFICATIONS:
Education:


Licensed Librarian
Experience:

Desirable Traits:


A service oriented person, which includes a sense that they
like people
Works on multiple tasks simultaneously


Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Librarian, Periodicals
The Periodical Librarian is responsible for the direct supervision and
operations associated with the Periodical Section.
Reports to
:
Chief Librarian
Coordinates with
:
Librarians
1. Oversees the maintenance of the Periodical collection
2. Tracks and reports issues of serials and periodicals that have failed to
172
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
arrive or have been lost; takes appropriate action to obtain replacements
whenever practical
Checks the utilization of the e-journals (EBSCO)
Maintains periodicals shelf with current issues
Shelves periodicals accordingly
Does the indexing of periodicals
Maintains periodical records
Prepares reports and statistics of periodical utilization
Prepares the list of periodicals for binding before being sent to the
bindery
Organizes the Vertical File collection
Cuts out and prepares articles from newspapers for filing in Vertical File
Assist in the inventory of library materials
Participate in the budgeting and purchasing process as appropriate
Decorates library entrance bulletin board creatively
library security
Maintain a current knowledge/use of trends and issues for the
Performs other task that may be assigned by the superior
QUALIFICATIONS:
Education:


Licensed Librarian
Experience:

Desirable Traits:

Must be resourceful, has interest in reading on a variety of
subjects and in electronic information systems
Able to express well in English (written and oral)


Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Library Aide
Assist in the mechanical preparation of library materials and in providing
assistance to library users.
173
ORGANIZATIONAL RELATIONSHIPS
Reports to
Coordinates with
:
:
Librarian
Library, Student Assistant
1.
2.
3.
4.
5.
6.
7.
8.
9.
Assist in the printing of library cards
Assist in the pasting of book pockets
Assist in the checking of cards and books preparatory to filing
Covers books with plastic
Assist in the Circulation Desk
Assist in the filing of catalog
Assist in the shelf reading of books
Assist in the inventory of library materials
library security
10. Performs other task that may be assigned by the superior
QUALIFICATIONS:
Education:

Graduate of any four-year course
Experience:

At least two years work experience as office personnel
Desirable Traits:

Must be patient, tactful and courteous in handling reader’s
queries and dealing with frequent interruptions


Skills:
174
REGISTRAR’S OFFICE
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Registrar
Provide support to the college with regards to its role as the repository of
student records and documents. As the official pro of the college to its
external publics, ensures that all documents that are issued are authentic,
complete, comprehensive and valid and are delivered promptly. Ensures that
Associates under its supervision are trained to be trustworthy, responsible,
productive, efficient and effective co-workers. Oversees the planning,
execution and evaluation of all RO activities relative to enrolment, exam
schedule, course offering and graduation, etc. Sits in committee meetings in
the capacity as chairman or member relative to the formulation, execution and
evaluation of policy, functions, process and operation. Prepares official
communication of the college to CHED.
Reports to
Supervises
Coordinates with
:
:
:
RO Associates
1. Plans all the activities of RO in support to academics. Prepares specific
calendars tailored to each activity and disseminate the same to the
Academic community. Sets schedule of submission, deadline, etc.
of activities
2. Coordinates with Senior Director of Academic Affairs and other College
units relative to preparations of the Academic Calendar, Course
Offerings, Enrolment, Final Exam Schedule, Graduation
3. Enforces policies set by the Academic council on various
processes; grade completion, crediting, shifting, overload, underload,
graduation, final grade submission
4. Assigns, supervises, coordinates, defines and controls all the tasks of
the Registrar associates in regard to operations and
records
classification, indexing, filing, storing, and releasing of records and/ or
files and documents to external publics
5. Supervises the preparation; from encoding to binding, of RO reports for
submission to CHED
6. Prepares official communication to external publics; tuition fee increase,
scholars, official response to CHED memorandum order
7. Signs all official documents sent to external publics; TORs, Certifications,
Transfer credential, Scholastic records
8. Disseminates and /or submits pertinent communications and records to
and from external (CHED-NCR,CHED-CO, PRC, BID,TESDA)
and internal customers( MANCOM,SDM, Program Directors, Students
175
and Parents) etc.
9. Solicits and initiates the formulation, revision and enforcement and
evaluation of existing policies, work procedures relative to enrolment,
scholarship, graduation, etc.
10. Oversees the enrolment and graduation processes
11. Meets with other units of the college to set schedule; course offerings,
enrolment, Final exam, grade submission and other deadlines
12. Ensures the integrity, security and sanctity of
RO records and
documents
13. Establishes a standard of performance of each Subordinate Associate
and evaluates their performance
14. Reads and responds to emails
15. Oversees the preparation of the Annual budget
16. As a service academic provider of the college, coordinates with the
various units ( MIS/CSO, Facilities Office, SACSO. Library, IALAP,
AERO, AO, HR, )relative to its operational functions specifically,
enrolment and graduation logistical preparations,
RO charges on
documents, Student records on placement of alumni and internship,
admission requirements of new students and transferees, book allowance
of scholars, grade submission of faculty, and performance evaluation of
Associates
17. Oversees the daily and entire operation of the unit
18. Performs other functions that are germane to the position
QUALIFICATIONS:
Education:

Bachelor of Science in Commerce Degree holder, Preferably in
Business Management or Marketing.
Experience:

At least three years of related work experience in a managerial
post
Desirable Traits:

Committed, Reliable, Honest, Truthful, Responsive Industrious,
Patient
Skills:

176
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Responsible in supporting all Registrar Operations and ensure a smooth flow
of activities. This includes the logistical preparation for enrolment and
graduation specifically handling all supply requisitions, petty cash, check
requisition and liquidation and all other operational needs. Also deals with
various enrolment services over the counter and attends to records
application. Handles the preparation of Annual Budget under supervision of Registrar. Attends to meeting relative to the improvement of systems and procedure of the college (5S, English Policy, Community extension, etc.) and Interacts with other offices, such as Accounting, Facilities, Academic Affairs, and
other Program Directors’ Offices.
Reports to
Coordinates with
:
:
Registrar
1. Provides general administrative support to the RO dealing with academic
registration activities and graduation coordination
2. Oversees the appropriate use, maintenance, control and safekeeping of
properties and equipments of the RO
3. Handles the preparation, liquidation and maintenance of detailed records
of office supplies, check payments & petty cash advances
4. Prepares the annual schedule of supplies & graduation budget, etc.
5. Assists in the preparation of bulletin board postings, school calendar and
other Registrar Advisories
6. Coordinates schedules of meetings on enrolment, graduation and
scholarship meetings and prepares snacks for participants
7. Prepares meeting agenda and acts as recording secretary for the
Registrar’s Office specifically graduation post-mortem
8. Handles over the counter queries on policies and procedures and assists
students with various enrolment services, by taking ID photos, etc.
9. Interacts with other offices, such as Accounting, Facilities, Academic
Affairs, and other Program Directors Offices
10. Prepares rush requests of student records and other information by
assisting in production of Scholastic Records and other Reports of
Ratings as the need arises
11. Acts as official representative of the RO to the other college units by
attending various committee meetings (5’S Committee, English Policy,
Community Extension)
12. Serves as a Liaison Officer to Professional Regulation Commission by
requesting and picking up communication on Board Exam results
13. Handles the preparation of RO’s official annual budget
14. Performs other related tasks that may be assigned
177
QUALIFICATIONS:
Education:

Graduate of any four-year course, preferably in Business or
Communications
Experience

At least two years experience in general administrative duties
and records keeping
Desirable Traits:

Must be pro-active, highly organized, team player, result oriented and with strong sense of urgency

Computer Literate and proficient in MS Office Application
Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Records Evaluator
Handles all verification functions of the RO pertaining to the management of
student records both in electronic and physical forms. Prepares all documents
for external stakeholders. Assists in RO’s major
activities, graduation and
enrolment. Assists in the daily operations of the RO in the absence of
Associates who are directly in-charge.
Reports to
Coordinates with
:
:
Registrar
1. Prepares all communications to all external publics of RO
2. Processes and prints students’ requests such as Transcript of Records,
CAV, Diplomas, Certificates, Scholastic Records, Transfer credential and
letters of student referrals, Special Order application
3. Assists in graduation preparation specifically printing of programs and
evaluation of graduates’ documents
4. Ensures that requirements of graduating students are complete, authentic
and accurate
5. Processes the change of grades and grade completion of all students
6. Coordinates with IALAP regarding graduates’ records and documents.
7. Assists in Enrolment
178
8. Performs other related tasks that may be requested by Associates and
assigned Immediate Superior
QUALIFICATIONS:
Education:

Graduate of any four-year course, preferably in Business
Management or Communications
Experience:

At least two years of related work experience
Desirable Traits:

Possess the ability to work under moderately stressful conditions by maintaining the required level of productivity to meet
critical deadlines. Show a capacity for professional growth
and development.

Proficient use of Word, Excel, Email, Access and /or similar
software application.
Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Records In-Charge
Handles the records management of all RO files that include student and
CHED etc. Ensures that all RO records are in order, updated, complete and
accessible to all stakeholders.
Reports to
Coordinates with
:
:
Registrar
1. Put in order files of all students from 1992 onwards and graduates from
1996 onwards
2. Maintains all active and inactive files by ensuring that records and
documents; transfer credentials, birth certificates, Form 138, certificate of
good moral character etc. are filed in 201 of individual student's files and
are properly labeled and updated
3. Controls flow, safety and security of student files and records by
monitoring all incoming and outgoing records of student
179
4. Ensures and checks that all transactions of student are properly and
correctly inputted and filed
5. Ensures that shiftees files are updated and encoded electronically based
on evaluation of Program Directors
6. Organizes CHED files of Tuition Fee increase communications, seminars
and workshops of Registrars budget etc.
7. Organizes files of unclaimed Diplomas and TORs, Enrolment list etc.
8. Serves as utility in all aspects of Registrar work specifically enrolment,
graduation and other operational needs by printing , photo copying,
answering telephone queries and attending to over the counter services
9. Coordinates with all RO associates in the filing and retrieval of records to
meet rush or regular request for documents
10. Performs other tasks that are required by immediate and superior and co
-associate
QUALIFICATIONS:
Education:

Graduate of any four-year course, preferably in Business
Management or Communications
Experience:

Desirable Traits:


Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Registration Specialist
Provide full support to the RO. Handles, executes, and responds to all queries
within areas of responsibility specifically student related services offered by
the Registrar’s Office. Assists in the Enrolment and during Graduation and all
activities of RO. Prepares reports for submission to external publics
specifically CHED, etc. Prints rush requests of parents and students such as:
trimestral grades, students schedule, certificates, statistics and scholastic
records.
180
Reports to
Coordinates with
:
:
Registrar
1. Plans, executes the registration procedures in coordination with the
Registrar, Academic council and other offices
2. Examines students admission credentials and ensure that they are
correct and valid
3. Determines subject load and subject sequence of students
4. Handles all queries over the counter and performs student-related
services
5. Prepares and proof reads the Enrolment List and Form IX to be submitted
to CHED
6. Performs general secretarial work such as typing, sorting, classifying
7. Assists flexibly in answering telephone calls and queries
8. Assists in the preparation of Bulletin Board postings, the School Calendar,
Trimester Course Offering, Exam Schedule and other announcements
9. Receives and releases all requests of external stakeholders who visit the
office
10. Assists flexibly in office operation during enrolment, graduation and other
activities
11. Encodes and updates subject credited by the academic department which
was earned by the student in other school
12. Encodes accurately entry data of student with regards to student’s
records
13. Informs students of course deficiencies
14. Encodes dropping, shifting, and cancellation of registration of students to
the enrolment systems
15. Handles the updating of course flow and change of course template/
curriculum of students
16. Print midterm grades for mailing and final grading sheet of faculty
17. Performs other duties that may be requested by immediate superior and
other RO associates
QUALIFICATIONS:
Education:

Graduate of Bachelor of Science in Commerce major in Computer Science
Experience:

181
Desirable Traits:


Skills:
JOB TITLE/POSITION
:
JOB ROLE & SUMMARY
:
Scholarship Coordinator/
Liaison Officer
Liaises with government regulatory agencies, CHED Central Office, CHEDNCR, BID, TESDA and others relating to students and school’s reportorial
requirements and requests. Coordinates all pertinent academic and
non
-academic activities to scholar and grantees by interviewing, orienting,
tagging, enrolling, evaluating, advising and assigning specific discounts.
Handles all registration activities of international students and assisting them
in the processing of required visa. Performs general registration functions
such as enrolling, dropping, registration cancellation, crediting and
re
-crediting, course auditing and assessment and others.
Reports to
Coordinates with
:
:
Registrar
All Departments/Offices and Regulatory
Agencies
1. As Government Regulatory Agencies’ Coordinator (Liaison Officer)
1.1 Coordinates with government regulatory agencies on students’
records for CAV (graduate and undergraduate), Special Order
application and revocation, correction of names and status, inclusion
and exclusion of names in the enrolment list and others
1.2 Coordinates and submits reports and requests as required by
government relgulatory agencies such as Enrolment List (EL) of local
and international students, Form IX, Basic Higher Education Data
(BHED), Class Teachers’Program (CTP) National Service Training
Program (NSTP), Collegiate Calendar, Tuition and Other Fee
Adjustments, curricula revisions, opening of new programs and other
reports that may required from time to time
1.3 Assists representatives of government regulatory agencies during on
the spot visits and inspections
1.4 Represents and attends to seminars, fora and workshops organized
by government regulatory agencies pertaining to new orders,
182
memoranda and other directives
2. As International Student Desk Officer
2.1 Assists the Admissions Office in evaluating the admission
credentials of international students
2.2 Interviews and evaluates scholastic records as well as checks
background of IS applicants
2.3 Recommends admission of international students to any degree
programs of the College
2.4 Assists international students in the application of student visas, study
permits, extension or renewal of student visas, and/or conversion of
existing visa to student visa
2.5 Assists international students to comply enrolment regulations and
processes
2.6 Updates international students of new regulations, policies,
memoranda and department orders by both CHED and CID
(Commission on Immigration and Deportation) affecting their studies
and stay in the Philippines
2.7 Evaluates, monitors and advises international students regarding
scholastic performances in relation to visa renewal
2.8 Coordinates and works with SACSO of the services (guidance,
counseling and discipline) and socio-cultural activities line up for
international students
2.9 Coordinates and works with the Academics regarding specialized
courses in Filipino, History, English (Extensive English Language
program for non-English speakers) and Values Education for
international students
2.10 Coordinates, works with and establishes contacts and relations with
international students’ councils and other organizations, promoting
socio-cultural and other activities with the objective of understanding
Philippine culture
3.
As Senior Records Evaluator and Registration Specialist
3.1 Assists registration specialists and records evaluators in evaluating
admission credentials, records of graduation, outgoing undergraduate
students, transferees, cross enrollees, shiftees, returnees and special
students’ credentials, crediting and recrediting, course audit, changes
in curricula, parallel courses and others
3.2 Prepares, generates and maintains different statistical reports of
enrolment, and other academic reports for ManCom, BOT and CHED
3.3 Recommends and generates systems and procedures for the different
transactions including enrolment at the Office of the Registrar
4.
As Scholarship Coordinator
4.1
Interviews, recommends and approves scholarship applications of
prospective scholars
183
4.2
4.3
4.4
4.5
4.6
Prepares, generates and maintains scholarship statistical reports for
submission to SDM, ManCom and BOT
Assists AERO, Library, SACSO and AO in managing the scholarship
program with regards to admission, book allowances, stipends and
others
Reviews, updates and recommends scholarship policies revisions
Orients and updates scholars of the scholarship general policies and
guidelines
Maintains a performance evaluation schedule for all scholars
QUALIFICATIONS:
Education:

Bachelor of Science in Commerce Degree holder, Preferably in
Business Management, Marketing or Communications
Experience:

At least two years of related work experience in a supervisory
post
Desirable Traits:

Creative, Highly Organized, Independent
Skills:

Computer literate and proficient in MS Office software, Leader
ship skills, Public Relations
184
STUDENT AFFAIRS AND COMMUNITY SERVICES OFFICE
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Director
The Director of Student Affairs and Community Services provides a studentcentered activities and services in support of academic instruction intended to
facilitate student development for active involvement in nation-building.
Develops programs geared toward the holistic development of students based
on the vision and mission and core values of the College.
Reports to
Supervises
Coordinates with
:
:
:
SACSO Associates
All Departments/Offices and Units
DUTIES AND RESPONSIBILITIES
1. Monitors and evaluates all services and programs to ensure that the office
efficiently performs the following functions:
1.1 Welfare, such as counseling, testing and inventory, career and
development, health services, and financial aid programs
1.2 Control, such as assistance in admissions and discipline
1.3 Activities, such as co-curricular and extra curricular programs,
student government, student publication, socio-civic, spiritual, and
cultural programs
1.4 Education, such as orientation, monitoring of international students,
and exchange programs
2. Engages students in holistic programs that meet student needs and
concerns through the office’s two main services:
2.1 Student Welfare Services and Programs – refer to services and
programs directed toward ensuring and promoting student well –
being
2.2 Student Development Services and Programs – refer to services
and programs designed to engender awareness, and the
enhancement, and development of students’ potential
3. Coordinates and supervises the implementation of all services and
programs through coordinators/heads of the following sub-units:
3.1
3.2
3.3
Community Services Unit – handles the enjoining of the entire
school community in socio-civic and environmental awareness activities
Discipline Unit – handles the judicious implementation of rules and
regulations governing student behavior
Guidance Unit – handles individual or group services designed to
assist students’ self–awareness, adjustment, and continual
development, orientation, and wellness
185
3.4
Student Organization and Activities Unit – handles all services and
program related to student organizations and their implementation
of activities
3.5 Student Development – handles development programs for
leadership and stewardship, selection of contingents to conferences
and competitions, sports activities, spiritual programs, and other
auxiliary services
4. Coordinates and consults with academic and administrative directors on
all student-related matters
5. Regulates the fund of the Units under the Office, including the Student
Government and Student Publication
QUALIFICATIONS:
Education:


Graduate of any four-year or five-year course
With Masters Degree in any field of specialization
Experience:

With at least two years experience in the field of Student services

Must have knowledge in all areas under Students Services.
Skills:
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Provide full support to the SACSO. Coordinate with all the Units under this
department and other offices on matters related to requests, meetings,
activities, and programs. Attends to inquiries of students, and assists the
Director on clerical and procedural requirements.
Reports to
Coordinates with
:
:
Director
1.
2.
186
Takes down notes during meetings and prepares the Minutes of the
Meeting
Facilitates requests for the services Student Assistants
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Supervises and monitors performance of Student Assistants
Coordinates with other offices, internal and external, related to office
matters
Collates monthly reports of SACSO Units, and prepares the term-end
report, based on the collective unit reports
Represents the office in meetings and activities, in the absence of the
Director, or OIC, or any representative from the SACSO
Monitors and regulates the release of office supplies
Facilitates requests related to budgetary concerns and other office
requirements
Facilitates requests for the use of the Student Center
Facilitates requests for meetings with SACSO
Manages filing system of the office
Assists the Director on clerical and procedural requirements
Initials inbound and outbound correspondence
Receives all calls
JOB TITLE/POSITION
:
Community Extension Services Unit
Coordinator
JOB ROLE/SUMMARY:
Provide support to the Student Affairs and Community Services Office
through a college-wide extension program. To provide opportunities to all
Associates and students designed to develop social awareness, personal
internalization and meaningful contribution to nation building.
Reports to
Coordinates with
:
:
Director
1. Conduct regular meeting with recognized student organizations and
community extension advisers
2. Implement the community extension program of the College
3. Supervise the progress of the community extension program.
4. Prepare minutes of meetings.
5. Prepare official internal and external correspondence
6. Maintain monthly reports of the College’s community involvement
activities
7. Maintain regular communicate with Community Extension Advisers in the
Academic and Administrative departments
8. Prepare and review procedures and guidelines related to the day-to-day
operation of the Community Extension Service Unit
9. Provide technical assistance in the preparation, review implementation of
College Community Involvement Plan to Associates and/or student
organizations
187
10. Represent the College in external meetings related to community extension matters
11. Conduct program planning, monitoring and evaluation workshop for
Community Extension Advisers and/or student organization
12. Facilitate regular Volunteer Formation Program for Community Extension
Adviser and Recognized Student Leaders
13. Assist student organizations in developing programs and activities
14. Guide students in mapping out aligned and prioritized programs of the
administration
15. Approve activity proposals related to community outreach programs
16. Coordinate with the administrative assistant on budgetary requirements
17. Maintain an efficient filing system of all documents of the unit
QUALIFICATIONS:
Education:

Graduate of any Bachelor’s Degree or Associates Degree
Courses.
Experience:

At least one year experience in office management.
Desirable Traits:



Must be approachable and professional in dealing with students and Associates
Must have pleasing personality
Skills:

and PowerPoint.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Discipline Officer
Provide support to the Security Services in maintaining peace and order,
disciplined, safe, and healthy environment. It promotes impartial
implementation of rules and regulations and defines appropriate student
conduct and prescribes sanctions for misconduct.
Reports to
Coordinates with
188
:
:
Director
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Conduct entry orientation with student and parents
Prepare monthly and term-end reports
Process student infractions
Encode Minor and Major infractions
Invite speakers for DU seminars / training
Maintains effective and efficient recording system of documents
Recommend Uniform Exemption Pass
Conduct investigation on special cases
Issue and serve call slip
Conduct roving in all buildings
Conduct room-to-room orientation
Post announcements
Repository of lost and found items
Distribute student handbook and collect conformity slips
QUALIFICATIONS:
Education:

Graduate of any four-year course
Experience:

With at least one year experience as discipline officer
Desirable Traits:




Knowledgeable in handling students' infraction.
Must have an excellent integrity.
Must not have been involved in any legal case
Skills:


and PowerPoint
Must be knowledgeable about student rights and basic law
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Guidance Unit Coordinator
through an effective guidance and counseling program. Facilitate the total
189
growth and development of students through the services the unit offers.
Supervise the performance of Guidance Counselors.
Reports to
Coordinates with
:
:
Director
1. Supervise implementation of all programs, activities, and services of the
Guidance Unit
2. Participates in budgeting and planning sessions of SACSO
3. Facilitate the Guidance Unit meetings
4. Supervise the case counseling sessions of Guidance Counselors
5. Organize and maintains the student individual files
6. Conceptualize and prepare proposals for Guidance Unit Program of
Activities such as seminars, trainings, group dynamics or structured
learning exercises and workshops for students every school year
7. Participate in the preparation and implementation of the activities and
programs
8. Evaluate the conducted programs and counterchecks the post activity
assessment reports
9. Consolidate the demographic data of the students
10. Consolidate and prepare reports on the Unit’s monthly activities and other
gathered data
11. Conduct initial interview to new students and exit interviews to graduating
and transferring students
12. Conduct individual and group counseling to students, parents and
Associates who walks-in and was referred to the office
13. Conduct academic counseling to students who have been referred by
Associates with problems in class attendance, academic performance,
interpersonal relationships and behavioral concerns or other relative
factor affecting their studies
14. Conduct monitoring and follow-up counseling to student/s who was
referred and who walks-in to the office
15. Coordinate with the Psychometrician regarding the testing program of the
Unit
16. Refer student to Psychometrician for testing and interprets the result to
students
17. Schedule parents through phone calls or send postal mails, e-mails, or
test messaging for conference or consultation
18. Provide feedback report on students referred by associates and parents
19. Coordinate with the HRO for initial interview for applicants in the
Guidance Unit
20. Conduct research studies
190
QUALIFICATIONS:
Education:


Graduate of Psychology or Guidance and Counseling
Graduate (preferred) or with at MA units in Guidance and
Counseling.
Experience:

With at least four years experience as a Guidance Counselor
Desirable Traits:







Knowledgeable in Guidance and Counseling programs and
services.
Knowledgeable in Ethics of Counseling.
Knowledgeable in different psychological test, its administration and interpretation.
Research oriented.
Must have a strong desire in helping the student/s for his/her
development.
Must be approachable and accommodating.
Must be a team player, result oriented and with strong sense
of urgency.
Skills:





Must have knowledge in counseling techniques/approaches.
Must have knowledge in administration, testing, and interpretation of psychological tests.
Must have knowledge in facilitating program of activities and
trainings.
and PowerPoint
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Guidance Counselor
through an effective guidance and counseling program. Facilitate the total
growth and development of students through the services the unit offers.
191
Reports to
Coordinates with
:
:
Director and Coordinator
1. Conduct all programs, activities, services and plans of the Guidance Unit
2. Organize and maintain the student individual files
3. Conceptualize and prepare proposals for Guidance Unit Program of
Activities such as seminars, trainings, group dynamics or structured
learning exercises and workshops for students every school year
4. Participate in the preparation and implementation of the activities and
programs
5. Conduct and supervise the programs and activities of Students Support
Group
6. Regularly submit reports on Monthly Accomplishments, Student Referral
Feedbacks, Post Activity Assessments, Transfer/ Re-admission Lists and
Student Demographic Profile
7. Conduct initial interview to new students and exit interviews to graduating
and transferring students
8. Conducts individual and group counseling to students, parents and
Associates who walks-in and was referred to the office
9. Conduct academic counseling to students who have been referred by the
Associates with problems in class attendance, academic performance,
interpersonal relationships and behavioral concerns or other relative
factor affecting their studies
10. Conduct monitoring and follow-up counseling to student/s who was
referred and who walks-in to the office
11. Schedule parents through phone calls or send postal mails, e-mails, or
test messaging for conference or consultation
12. Provide feedback report on students referred by associates and parents
13. Coordinate with the Psychometrician regarding the testing program of the
Unit
14. Refer student to Psychometrician for testing and interprets the result to
students
15. Conducts research studies
QUALIFICATIONS:
Education:


Graduate of Psychology or Guidance and Counseling
Graduate (preferred) or with at MA units in Guidance and
Counseling.
Experience:

192
With at least four years experience as a Guidance Counselor
Desirable Traits:







Knowledgeable in Guidance and Counseling programs and
services.
Knowledgeable in Ethics of Counseling.
Knowledgeable in different psychological test, its administration and interpretation.
Research oriented.
Must have a strong desire in helping the student/s for his/her
development.
Must be approachable and accommodating.
Must be a team player, result oriented and with strong sense
of urgency.
Skills:





Must have knowledge in counseling techniques/approaches.
Must have knowledge in administration, testing, and interpretation of psychological tests.
Must have knowledge in facilitating program of activities and
trainings.
and Powerpoint
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Student Development Coordinator
Support the Student Affairs and Community Services Office in providing
opportunities for students to acquire skills, knowledge, attitude and other
qualities necessary for them to be able to interact constructively with the
educational environment.
Reports to
Coordinates with
:
:
Director
1.
Provide training for the enhancement of leadership skills and social
responsibility
193
2.
3.
4.
5.
6.
Provide efficiency training to organization officers
Plan and implement cultural program for international students
Plan and implement sports activities for students
Coordinate with the Campus Ministry and students on multi-faith program
Coordinate with offices/departments in the college on institutional
activities
7. Coordinate with the administrative assistant and Accounting Office on
budgetary requirements
8. Custodian of all equipment, musical instruments, electronic gadgets, and
games
9. Supervise the student on development programs
QUALIFICATIONS:
Education:

Graduate of any Bachelor’s Degree
Experience:

and
At least two years experience in handling student organization
developmental programs.
Desirable Traits:


Must be approachable and professional in dealing with students
and Associates

Must be creative

Must be agile and proactive
Skills:



Must be computer literate and proficient in Excel, MSWord, and
Powerpoint
Must be knowledgeable in parliamentary procedure or in presid
ing over meeting.
Must know several team building activities
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Student Development Assistant
Provide assistance to the Student Development Unit and the Student
Organization and Activities Unit on programs and activities designed for the
enhancement and deepening of students’ leadership skills and social
responsibility.
194
Reports to
Coordinates with
:
:
Director
SACSO Units
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Assist in the develop training program on the enhancement of leadership
skills and social responsibility
Assist in the development of efficiency training for organization officers
Assist in the development of a cultural program for international students
Assist in the development of a multi-faith program
Prepares a weekly calendar of activities of student organizations
Coordinate with the administrative assistant and Accounting Office on
budgetary requirements
Assist the Coordinator for student development in maintaining all
equipment, musical instruments, electronic gadgets, and games
Coordinate with external organizations regarding conferences,
conventions, and training-workshops
Coordinate with external organizations regarding competitions and
search
Assist in coaching students who will be sent to competitions
Accompany students in competitions, conferences, and conventions
Monitor performance of students in national and international
competitions
QUALIFICATIONS:
Education:

Graduate of any Bachelor’s Degree
Experience:

No experience at work is needed, but at least has experienced to be a student leader in college.
Desirable Traits:


Must be creative
Must be agile and proactive



Skills:
195


Must know several team building activities.
JOB TITLE/POSITION
:
JOB ROLE/SUMMARY
:
Student Organizations and
Activities Coordinator
Provide support to the Student Affairs and Community Services Office by
maintaining a an effective and working system on recognition, accreditation,
supervision and monitoring of student groups, including evaluation of their
activities, in and off campus. This monitors the activities of all recognized
student organizations, student publication, and international students
Reports to
Coordinates with
:
:
Director
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
196
Implement and evaluate policies and procedures for student activities
upon consultation with concerned parties
Accredit and recognize student organizations
Revoke accreditation of student organization
Renew the certificate of recognition of student organization
Approve activity proposals of all student organizations and monitor
conduct of activities organized by student organization, in and off campus
Issue and collect waivers to all off campus activities
Assists Student Development Unit in the selecting representatives to
competitions, conferences, and conventions
Accompany students in off campus activities
Coordinate with offices/department on schedule of activities
Assists SACSO in the proper dissemination of information to student
organizations
Assist the Student Coordinating Council and the Student Publication on
budgetary requests
Prepare the Minutes of Meetings of unit meeting and student organization
meetings
Represent the Director in organizational meetings, in and off campus
Facilitate request for insurance benefit
Assist student organizations in developing programs and activities
Guides students in mapping out aligned and prioritized programs of the
administration
Approve activity proposals of all student organizations
QUALIFICATIONS:
Education:


Graduate of Bachelor of Science in Social Work
At least 18 Units of Masters of Science in Social Work
(preferred)
Experience:


At least three years experience in University/College Community Extension Programs or its equivalent in non-government
agencies
Humanitarian work in a supervisory position.
Desirable Traits:





Knowledgeable in community extension work.
player, and result oriented;
Must have the desire to help the marginalized members of
the society
Skills:



Excellent human relations skills
and PowerPoint
197
APPENDIX E
COUNCILS AND COMMITTEES
Administrative Council
The Administrative Council is an advisory, policy-formulating and recommending
body to the Executive Director regarding administrative matters. It passes
resolutions by majority vote of all members in a constituted meeting. It shall
convene at least twice a month or upon request of the Senior Director.
The Council shall be composed of the following:
CHAIRMAN
:
ADMINISTRATIVE DIRECTORS
:
Admissions and External Relations Office
Computer Service Office
Facilities Office
Human Resources Office
Industry – Academe Linkage, Alumni and Placement Office
Management Information Systems Office
Specifically, the Council shall:
1. Discuss and recommend solutions to problems that affect an
administrative office.
2. Review and recommend the approval of major systems and procedures
that would ensure successful operations.
3. Review and recommend the approval of policies related to
3.1. requisition, acquisition, inventory, usage and disposal of property
3.2. non-teaching personnel such as recruitment, evaluation, appointment,
promotion, development, welfare, morale, tenure, benefits, dismissal
and retirement
3.3. linkage with industry partners, collaboration with alumni, and
placement of graduates
3.4. management of information
3.5. student organizations, student activities and student services
3.6. services for the community and determinants of successful delivery
4. Review administrative matters presented by the Executive Director.
198
Academic Council
The Academic Council is an advisory, policy formulating and recommending body
to the Executive Director regarding academic matters. It passes resolutions by
majority vote of all members in a constituted meeting. It shall convene at least
once a month or upon request of the Executive Director:
CHAIRMAN
:
PROGRAM DIRECTORS
:
Civil Engineering Department
Information Technology Education Department
Electronics, Electrical and Computer Engineering Department
Humanities, Social Sciences and Communications Department
Industrial Engineering Department
Mathematics and Physical Sciences Department
Library
Registrar’s Office
Student Affairs and Community Services Office
1. Review and recommend the approval of major curricular changes within
the context of the College Mission and Objectives.
2. Consider and recommend approval of policies in connection with faculty
affairs such as recruitment, evaluation, appointment, promotion,
development, welfare, morale, tenure, benefits, dismissal and retirement.
3. Review and recommend approval of policies as regards to annual
enrolment levels, admission standards, retention standards, student
academic load, honors and awards standards, graduation requirements,
methods of instruction and instructional materials to be used.
4. Recommend the approval of new programs and new majors relevant to
student and community needs, problems and interests based on studies
presented by proponents.
5. Review the relevance and effectiveness of on-going programs and
academic departments; likewise recommend phase out of such programs
and/or academic departments when necessary.
6. Review academic matters presented to it by the Executive Director and
recommended appropriate action.
199
Directors Council
The Directors’ Council is an advisory, policy formulating and recommending body
to the Executive Director regarding matters that affect the whole organization. It
passes resolutions by majority vote of all members in a constituted meeting. It
shall convene two times in one trimester or upon request of the Executive Director.
CHAIRMAN
:
Executive Director
PROGRAM DIRECTORS
:
Civil Engineering Department
Electronics, Electrical and Computer Engineering Department
Humanities, Social Sciences and Communications Department
Industrial Engineering Department
Mathematics and Physical Sciences Department
Library
Student Affairs and Community Services Office
ADMINISTRATIVE DIRECTORS:
Accounting Office
Computer Services Office
Facilities Office
Industry – Academe Linkage, Alumni and Placement Office
Management Information System Office
1. Discuss issues that affect the majority and recommend solutions.
2. Formulate policies that would help ensure efficient delivery of quality
services to all clients.
3. Review existing or proposed policies and recommend necessary
amendments.
4. Perform other tasks that are related to the alignment of department
activities and the objectives of the College.
200
Management Committee
ManCom is a decision-making body. It settles issues on policies, which affect the
operations of the school. It has authority to approve expenses, which are in the
board-approved capex and opex. It elevates major concerns to the board, such as
management issues, employee benefits, etc.
CHAIRMAN
:
President
SENIOR DIRECTORS
:
Executive Director
Specifically, the Committee shall:
1. Coordinate the development and consistent execution of the College’s
overall strategic plans and budget, as approved by the Board of Trustees.
2. Analyzes and interprets the needs of Academic Departments,
Administrative Offices, and Finance.
3. Ensures that systems are in place and regularly reviews them for
efficiency and effectiveness.
4. Ensures strict compliance of CHED regulations regarding the offering of
Academic Courses.
5. Approve hiring of new Associates with regards to College’s needs.
6. Approve new programs and new majors relevant to student and
community needs, problems and interests based on studies presented by
proponents.
7. Review and recommend approval of policies as regards to annual
enrolment levels, admission standards, retention standards, student
academic load, honors and awards standards, graduation requirements,
methods of instruction and instructional materials to be used.
8. Recommend the approval of new programs and new majors relevant to
student and community needs, problems and interests based on studies
presented by proponents.
9. Review the relevance and effectiveness of on-going programs and
academic departments; likewise recommend phase out of such programs
and/or academic departments when necessary.
10. Review academic matters presented to it by the Executive Director and
recommended appropriate action.
201
Research Committee
The Research Committee is the policy-making body responsible for promoting,
encouraging, and publicizing the research activities of the faculty consistent with
the educational mission of the College. The Research Committee shall be
composed of the Program Directors, Executive Director, and senior faculty
members with research experience.
Functions of the Research Committee
1. Assist in educating the faculty members to help build their research
capabilities
2. Review, refine, and communicate guidelines for college research.
3. Initiate and maintain research as a concept and function of the College.
4. Review and approve research proposals in relation to College goals.
5. Ensure the implementation of research findings and elicit feedback from
faculty on data interpretation and use.
6. Contribute to continuous improvement of the College’s educational
frameworks, assumptions, principles, and practices based on the findings
of the research conducted by the faculty.
7. Establish the relationships with other institutions, organizations and
College committees to assure the success of its work.
8. Elicit constructive critique from colleagues in the profession and establish
the College as a contributor to higher education research and evaluation.
5S Committee
The 5S Committee is a special body committed to promote Quality in all aspects
of work for the entire College community. The Committee aims to achieve
efficiency in time, transforming the physical environment of work area and
enhance the spirit of all employee levels.
1. Promote 5S Philosophy on effective work place organization, simplifies
work environment, reduces waste while improving quality and safety.
2. Lead the College to have a healthy, comfortable and productive life for
everyone at work. This is fundamental to productivity improvement.
3. Initiate any programs align with Quality Improvement that will establish
good practice.
4. Give guidance on improving the processes for generating productivity
from all units of the College.
5. Introduce other types of improvement and problem-solving activity
wherein the College will achieve good practice, quality improvement and
efficient work environment.
202
Committee on Classification and Promotion Non – Teaching
This Committee is established to provide a fair and objective review of
Non
-Teaching Associates evaluation for purposes of re-classifications and
promotion. The Committee shall be composed of the following permanent members:
CHAIRMAN
:
MEMBERS
:
Compensation and Benefits Officer
Two senior Non-Teaching Associates
(One rank and file and one supervisory)
Senior Director, Finance or duly designated representative
The Committee may invite the Directors where the affected Associate belongs.
These officials shall sit as non- voting members of the Committee during
deliberation.
1. Assign the initial rank of the Associate based on evaluation and
recommendation by the Directors
2. Review recommendation for promotion submitted by the Director and to
determine the appropriate rank and status
3. Adopt its own rules, regulations and procedures governing committee
meetings, deliberation and decision.
4. Recommend to the Executive Director changes in the policies, rules,
regulations and procedures governing classification evaluation and
promotion of teaching personnel.
Awards and Recognition Committee
The Committee is established to provide a fair and objective review of the policies
and procedures in giving employee awards. All efforts will be made to include
representatives from both Academic and Administrative Personnel.
1. Initiate and/or review changes to the award policies subject to the
approval by the Management Committee
2. Review and approve all nominations and determine award recipients
according to the policy.
3. Find niches for possible new awards, research the value of each
possibility, recommend revisions to the Management Committee.
203
Appendix E
ORGANIZATIONAL CH
President
Executive Director
Senior Director,
Administration
Director,
Admissions and External
Relations Office
204
Senior Director,
Finance
Director,
Computer Services Office /
Management Information
System
Director,
Facilities Office
Director,
Industry-Academe
Linkage, Alumni, and
Placement
Director,
Director,
Information and Planning
Office
Appendix E
GANIZATIONAL CHART
President
Executive Director
Senior Director,
Finance
Senior Director,
Academic Affairs
Director,
Civil Engineering
Department
Director,
Information Technology
Education
Director,
College Research Center
Chief Librarian,
Library
Director,
Electrical Engineering,
Electronics Engineering, and
Computer Engineering
Department
Director,
Mathematics, Physics, and
Science Department
Director,
Humanities, Social, and
Communications
Department
Registrar,
Director,
Industrial Engineering
Department
Director,
Student Affairs and
Community Services Office
205
Appendix F
ADMINISTRATION DIRECTOR
Name
Benson T. Tan
Office
EDO
Position
Baccalaureate
Acting Executive Direc- Bachelor of Science in Computer
tor
Science
Masteral
Master of Science in
Computer Science
Edna M. Anicete
Finance
Senior Director
Bachelor of Science in Accountancy
na
Doris Z. Albelda
Admissions
and External
Relations
Office
OIC
BS Commerce
na
Engr. Rolando B. Cauriz
Facilities Office
Director
Bachelor of Science in Electronics
& Communications Engineering
na
MIS/CSO
Acting Director
Reginald S. Cheng
206
Bachelor of Science in Computer Master of Science in
and Information Science
Appendix F
ATION DIRECTORS’ PROFILE
Doctorate
Computer Science
na
na
na
na
na
Work Experience
Acting Executive Director 2009-present
FEU-East Asia College
ITE Program Director 2009
AERO Director 2001-2004
Chief Executive Officer 2001-2003
Detour Sports Bar
President/Gen. Manager 1997-1999
Envisions, Inc.
Vice President 1990-1997
Grosvenor Printers Corp
Systems Analyst 1989-1992
Citizens Manufacturing
De La Salle University 1982-1991
Faculty
Sr. Director, Finance 2007-present
Accounting Director 2005-2007
Accounting Manager 2003-2005
Metro Manila Shopping Mecca
Auditor 2003
EPCI Bank
Faculty 2001-2002
La Consolacion College
Audit Supervisor 1997-2003
Far Eastern University
OIC, AERO 2009-present
PRO/Marketing Officer 2006-2009
Tomas Del Rosario College, Bataan
Marketing Manager 2005-2006
Radiowealth Finance Corporation
Marketing Officer 2002-2005
Sales Support Supervisor 1998-2001
Berkley International, Makati
Business Development Officer 1992-1998
Radiowealth Finance Corporation
FO Director 2008-present
Facilities Administrator 2004-2007
Project Coordinator 1996-2002
Philippine Home Cable Holdings, Inc
Acting Director, CSO/MIS Feb 1, 2010 - present
Senior Software Developer 2007-2010
Incuventure Partners Corporation
Senior Software Engineer May - Dec 2007
WorldPartner Inc.
Senior Software Engineer 2004-2007
Software Engineer 2004-2006
Independent IT Consultancy
Faculty Member 2002-2004
iAcademy
MIS Staff/Faculty Member 1998-2001
East Asia College of Info Technology
Junior Programmer 1996-1998
Intelligent Wave
207
Appendix F
ADMINISTRATION DIRECTOR
Name
Office
Position
Baccalaureate
Masteral
Jacklyn Anne C. Mantolino
Acting Director
Bachelor of Science in Psychology
na
Evelyn Ruth BM. Manuel
Information
and Planning
Office
Director
Bachelor of Science in Statistics
Jarvis C. Muyargas
IndustryAcademe
Linkage,
Alumni, and
Placement
Office
Director
Bachelor of Science in Commerce,
Major in Business Management
na
208
Appendix F
RATION DIRECTORS’ PROFILE
Masteral
Doctorate
na
Information Technol-
Work Experience
HRO Acting Director 2009-present
Employee Relations Officer 2005-2007
Training Officer 2001-2002
MTR The Mentor Group
HR Specialist 2002-2004
Phil. Global Communications, Inc
Doctor in Educational IPO Director 2009-present
Management
ITE Program Director 2008-2009
(dissertation)
na
Full Time Faculty 2004-2008
Part Time Faculty 1993-2004
East Asia College of Info Technology
Full Time Faculty 1989-1993
Trinity College of Quezon City
IALAP Director 2008-present
Asst. to the Executive Director 2007-2008
Sr. Director for Admin 2006-2007
Facilities Director 2006-2007
Acting Director, AERO 2004-2005
Consultant 2004-2005
Consultant 2003-2004
CIM Technologies
Operations Manager 2000-2001
CIM Technologies
Operations Officer 2000
CIM Technologies
Cash Officer 1998
Credit Analyst 1995-1997
Office Clerk 1993-1995
Philippine Airlines
Philippine Airlines
Administrative Assistant 1992
Philippine Airlines
Arnold Tiosejo Photography
Marketing Assistant 1991
IBM Philippines
Trust Assistant 1991
Far East Bank & Trust Company
210
APPENDIX G
Administrative manual
committee
CHAIRMAN
Carlos C. Manuel
Senior Director, Administration and HR
MEMBERS
Dr. May Rose C. Imperial
Rossana T. Adao
Celsa C. Dulatre
Director, CSO/MIS
Registrar
Henry G. Magat
Jarvis C. Muyargas
Director, SACSO
Director, IALAP
Evelyn R. Barsana
Leonila Lizanette E. Magtulis
Compensation and Benefits Officer
Jacklyn Anne C. Mantolino
Daisy M. Niegas
Employee Relations and
Training Officer
Recruitment Officer
SECRETARIAT
Jocelle J. Villamor
Executive Assistant, Administration Office
211
notes
212
FEU Campus, Nicanor Reyes Street, Sampaloc, Manila 1015
Tel. Nos.: 736-0015 to 19 Telefax 736-0021 and 25
www.feu-eastasia.edu.ph

ADMINISTRATIVE

Transcription

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