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ADMINISTRATOR

Citizen's Charter

Office of the Registrar Office of the Cashier Knowledge Center Office of Student Affairs Services Office of the Guidance Counselor Medical Services Records and Communication Office Alumni
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Office of the Registrar

Internal / External Services

1. Registration of Students Seeking Enrollment

Pre-Registration/Registration Forms are documents showing the personal information, academic information where approved list of subjects, number of units, time schedule, room assignment and instructor’s name taken are indicated and finally assessed and validated through the Student Information and Accounting System (SIAS).

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking enrolment
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Pre-Registration/ Registration Forms Student Registration and Records Services
Client Steps Agency Actions Fees Processing Time Person Responsible
A. PRE- REGISTRATION
New Students, Transferees, Second Coursers:
1. Presents documentary requirements (Form 138, Certificate of Good Moral Character, PSA, Certificate of Transfer Credential, Certification of Grades, College Admission Test and Entrance Interview Results, duly signed acceptance form by the College, Course Validating/Crediting Form (if applicable)) 		1. Checks/ verifies presented documents 1 min Office of the University Registrar personnel
2. Secure Pre-Registration/Registration Forms 3 sec Register personnel
TOTAL: 1 min 3 sec
Old/Continuing Students
1. Presents duly accomplished clearance 		1. Checks presented clearance 30 sec OUR personnel
2. Secure Request for Document form for issuance of evaluation of grades, shifting form and course validating/crediting form (if applicable) 2. Issues assessed Request for Document Form 30.00/type of document 1 min
TOTAL: 1 min 30 sec
B. REGISTRATION
New, Transferees, Second Coursers
1. Submits approved Pre-Registration/Registration Forms including attachments. 		1.1. Rechecks completeness of attached documents
1.2. Encodes approved subjects
1.3. Issues computer generated assessment 		- 10 sec
5 min
5 sec 		OUR personnel
TOTAL: 5 min 15 sec
Old/Continuing Students
1. Submits approved Pre- Registration/Registration form including duly accomplished shifting form, course validating/crediting form (if applicable) 		1.1. Verifies completeness of attached documents
1.2. Encodes approved subjects
1.3. Issues computer generated assessment 		- 10 sec
5 min
5 sec 		OUR Personel
TOTAL: 5 min 15 sec
C. ISSUANCE OF CLASS CARDS
 1.Counts number of subjects enrolled and issues class card 30 sec OUR personnel
TOTAL: 30 sec

Summary: This process outlines the complete steps and requirements for new students, transferees, second coursers, and continuing to register or pre-register, submit documents, get assessed through SIAS, and receive their class cards at the Office of the University Registrar.


2. Issuance of Request for Document Form

The Request for Document Form is a form used in securing/ applying any type of transaction or services provided by the Student Registration and Records Services Office.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students securing Academic document
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F014-Request for Documents Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1.Interviews client on reasons for securing Request for Document form 15 sec OUR PERSONNEL
2. Secures and accomplishes Request for Document form and pay the assessed fee to the Cashier 2.Issues assessed Request for Document Form 5 sec
3. Presents official receipt 3. Checks OR submitted and issue form 5 sec
4. Presents duly accomplished form for document processing 4. Receives duly accomplished form and acts on service procedure requested 15 sec
5. Waits for the issuance of the student copy of processed document 5. Provides client’s copy of the processed document 2 sec
TOTAL: 42 sec

Summary:This process explains how students can obtain a Request for Document Form, complete the required steps, pay the necessary fees, and receive their processed academic document from the Office of the University Registrar.


3. Issuance of Change of Matriculation (Changing, Adding and Dropping of Subjects)

Change of Matriculation Form is a form accomplished by clients who are applying for a change, add or drop a subject/s.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students securing change of matriculation (changing, adding and dropping of subjects)
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F004-Change of Matriculation Forms Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1.Interviews client on reasons for Change of Matriculation 1 min 2 sec
2.Surrenders recent validated Assessment and secures and accomplishes Request for Document form for Change of Matriculation 5 sec
3. Presents duly approved Change of Matriculation form & surrenders class cards in case of changing/dropping subjects 3.Verifies approved Change of Matriculation form P 20.00 10 sec
4. Waits for the issuance of rectified assessment including copy of Change Matriculation form and additional classcard (in case of adding subjects) 4. Re-issues Assessment Form including student’s copy of the Change Matriculation Form 5 min
TOTAL: 6 min 17 sec

Summary:This process guides students through requesting and completing a Change of Matriculation whether changing, adding, or dropping subjects by submitting required forms, paying applicable fees, and receiving an updated assessment from the Office of the University Registrar.


4. Issuance of Form for Withdrawal of Registration

Withdrawal of Registration is a form used by the client who withdraws his/her registration from the University within the prescribed period of withdrawal.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students requesting for withdrawal from registration
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F006-Form for Withdrawal of Registration Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews client on reasons for withdrawal from registration 1 min 2 sec OUR personnel
2.Secures and accomplishes Request for Document form for Withdrawal from Registration 2. Checks official receipt and issues form for Withdrawal of Registration for the student to accomplish P 20.00 5 sec
3.Presents duly approved Withdrawal of Registration form and surrenders recent Assessment form and class cards received 3.Verifies signatures of concerned officials in the Withdrawal form 10 sec
4. Receives student copy of Withdrawal form including Admission requirement in case of Freshmen and Transferees 4. Cancels/drops subjects enrolled by the students in the Student Information and Accounting System (SIAS) 5 min
TOTAL: 6 min 17 sec

Summary:This process outlines how students can formally withdraw their registration by securing the required form, submitting validated documents, paying the necessary fee, and having their enrolled subjects cancelled in the SIAS system.


5. Issuance of Shifting Form

Shifting form is a form used by a student who wishes to shift/ transfer from one program to another.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking for shifting of program
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F005-Shifitng Application Form Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews client 1 min OUR personnel
2. Secures and accomplishes Request for Document form for Shifting form 2.Verifies official receipt and issues Shifting Form for the student to accomplish P 20.00 2 sec
3. Presents duly approved Shifting form in 2 copies and surrenders current Assessment form and classcards received 3.Checks and verifies if the student has undergone academic counseling and if shifting is consented by parent/guardian and approved by the concerned officials 4 min
4. Waits for the issuance of rectified assessment including copy of Shifting form 4. Re-issues Assessment form and student’s copy of the Shifting form 5 min
TOTAL: 10 min 2 sec

Summary:This process outlines how students can request and complete a Shifting Form to transfer from one academic program to another, including submitting required documents, paying the fee, undergoing verification, and receiving an updated assessment and official shifting records.


6. Issuance and Retrieval of Course Validating/Crediting Form

Course Validating/Crediting form is used by a student shifter or a transferee. It contains the subjects taken previously from another program/schools which may be credited to the course description offered by a certain program currently enrolled in the university.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students securing course validating/crediting form
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F008-Course Validating/Crediting Form Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews client 1 min OUR personnel
2. Secures and accomplishes Request for Document form for Course Validating/Crediting Form 2. Issues Course Validating/Crediting Form for the student to accomplish P 30.00 2 sec
3.Submit duly approved Course Validating/Crediting form in 4 copies 3.Receives and verifies if the student has undergone academic evaluation and must be approved by the concerned officials 5 min
4. Waits for the issuance of Course Validating/Crediting Form 4. Records and issues student’s copy of the Course Validating/Crediting Form 2 min
TOTAL: 8 min 2 sec

Summary:This process explains how students can request and complete the Course Validating/Crediting Form to have previously taken subjects evaluated and credited, including securing the required form, paying the fee, submitting approved copies, undergoing verification, and receiving the issued validated/credited course record.


7. Issuance and Retrieval of Permit to Cross Enroll Application Form (For Outbound Cross-Enrollees)

Permit to Cross Enroll Application Form (For Outbound Cross-Enrollee) is granted for bonafide students who wish to cross-enroll in other state-owned or government recognized private educational institutions for a subject needed for graduation provided that the subject is not offered during that semester or is offered during the term but cannot be enrolled due to conflict in schedule and which cannot be resolved.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking permit to Cross Enroll
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F013-B-Permit to Cross Enroll Application Form (For Outbound Cross Enrollees) Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews client 1 min OUR personnel
2. Secures and accomplishes Request for Document form permit to cross enroll 2. Issues Permit to Cross Enroll Application Form for the student to accomplish P 30.00 2 sec
3.Submits duly approved request for cross enrolment form 3.Receives and verifies if the student has undergone academic evaluation and must be approved by the concerned officials 5 min
4. Waits for the issuance of permit to cross enroll. 4.Records and issues student’s copy of permit to cross enroll. 2 min
TOTAL: 8 min 2 sec

Summary:This process describes how students can request and obtain a Permit to Cross Enroll, which allows them to take subjects at another accredited institution when the needed course is unavailable or conflicts with their schedule. It includes securing the required form, paying the fee, submitting approved documents, undergoing academic verification, and receiving the issued cross-enrollment permit.


8. Issuance and Retrieval of Application for Cross Enrollment (Inbound Cross-Enrollee)

Application for Cross Enrollment (For Inbound Cross-Enrollee) is allowed for students from other institutions who wish to cross-enroll at the university provided they have presented complete documents required for cross enrollment, understood and agreed that said cross enrollee binds himself to the same academic discipline and administrative policies and procedures governing students’ of QSU.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students securing Application for Cross Enrollment
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F013-A- Application For Cross-Enrollment (For Inbound Cross-Enrollees) Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews client 1 min OUR personnel
2. Presents required documents (Letter of Recommendation from Dean of Home school and Cross Enrollment permit) 2. Check and prepares Permit to Cross enroll (Inbound Application Form) P 30.00 2 sec
3. Waits and receives Permit to Cross Enroll (Inbound Application Form) 3. Issues Permit to Cross enroll application form 5 min
4. Submits duly approved Cross Enrollment Application form for filing and recording purposes 4. Records and issues student’s copy of permit to cross enroll. 2 min
TOTAL: 8 min 2 sec

Summary:This process outlines how students from other institutions can apply to cross-enroll at the university by submitting the required documents, paying the fee, completing academic verification, and receiving the official inbound cross-enrollment permit, ensuring they adhere to the university’s academic and administrative policies.


9. Issuance of Grade Completion Form

Grade Completion Form is a form used by students who incurred a grade of incomplete or an in-progress grade. This should be accomplished in triplicates and be submitted to the Registrar’s Office two (2) days from date of completion.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students securing grade completion form
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F017- Grade Completion Form Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews client 1 min OUR personnel
2. Secures Request for Document form for Grade Completion Form 2. Issues Grade Completion Form for the student to accomplish P 20.00 5 sec
3.Presents official receipt and wait for the issuance of Grade Completion form 3. Checks official receipt and issues number of grade completion form base from amount of receipts submitted 15 sec
4. Submits duly approved Cross Enrollment Application form for filing and recording purposes 4.Checks official receipt and issues number of grade completion form base from amount of receipts submitted
5. Submits duly signed grade completion form for posting 4. Receives, post and issues student’s copy of duly approved grade completion form 1 min
TOTAL: 2 min 20 sec

Summary:This process explains how students with an incomplete or in-progress grade can request and obtain a Grade Completion Form, including securing the required document, paying the fee, presenting the receipt, submitting the completed form for posting, and receiving the officially approved grade completion record.


10.Issuance of Certification of Grades Certification of Grades Form is a document issued to students securing for a certification of grades for academic record or legal purposes.

Grade Completion Form is a form used by students who incurred a grade of incomplete or an in-progress grade. This should be accomplished in triplicates and be submitted to the Registrar’s Office two (2) days from date of completion.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking for certification of grades
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F022-B-Certification of Grade Form Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews clients and verifies grades posted 20 sec OUR personnel
2. Presents clearance and accomplish Request for Document form and pay the assessed fee to the Cashier 2. Verifies clearance and issues Request for Document Form P 30.00 15 sec
3. Submit official receipt for currently enrolled students and clearance form and receipt of payment for inactive students 3. Checks clearance form and official receipt submitted 1 min
4. Wait for the issuance of the student certification of grade 4.Encodes/prints/signs certification of grade 3 min
5. Receives Certification of Grade 5. Signs and issues certification of grades 10 sec
TOTAL: 4 min 45 sec

Summary:This process outlines how students can secure a Certification of Grades for academic or legal purposes, including verifying posted grades, presenting clearance, paying the required fee, submitting official receipts, and receiving the printed and signed certification of grades from the Registrar’s Office.


11.Issuance of Certification of Enrolment, Graduation, Total Earned Units

These certifications are issued to students securing certification that are officially enrolled during a particular term/s, determining total earned units and a certification of graduation for those who have completed a particular degree.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking for certifications
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F022-A-Certification of Enrolment Student Registration and Records Services
2. QSU-REG-F022-D-Certification of Graduation Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews clients 30 sec OUR personnel
2. Secures clearance, accomplishes Request for Document form and pay the assessed fee to the Cashier 2. Verifies clearance and official receipt submitted P 30.00 1 min
3. Submit clearance, official receipt and authorization of representative/proxy (if applicable) 3. Checks clearance form, official receipt and authorization of representative/proxy 15 sec
4. Waits for the issuance of the student certification 4. Encodes/prints type of certification requested 3 min
5. Receives Certification 5. Signs and issues certification 5 sec
TOTAL: 4 min 50 sec

Summary:The Office of the University Registrar provides certifications for officially enrolled students, graduates, and total earned units. This service is classified as Simple and is available to all students who need official school certifications.


12. Issuance of Change of Information

Change of Information Form is accomplished by a student who applies and updates his personal information after satisfying requirements prescribed by the Student Registration and Records Services Office.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students securing change of information
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F015-Request for Change of Information Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews clients 1 min OUR personnel
2.Accomplishes Request for Document form for Change of Information, pay the assessed fee to the Cashier and comply with the requirements required 2. Verifies official receipt, issues form and gives instructions on required documents P 60.00 15 sec
3. Submits duly accomplished Change of Information including required documents 3. Rectifies requested change of student information in the Student Information and Accounting System(SIAS) 5 min
4. Receives copy of duly accomplished Change of Information 4. Signs and issues student copy of duly accomplished Change of Information form 10 sec
TOTAL: 6 min 25 sec

Summary:Students may request updates or corrections to their personal information by submitting a Change of Information Form and fulfilling the requirements set by the Student Registration and Records Services.


13. Issuance of Student Evaluation

Student Evaluation is issued to students who want to determine their academic standing or use for any legal purpose.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking academic record/evaluation of grade
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F024-Student Academic Record Evaluation Sheet Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews clients 1 min OUR personnel
2.Secure clearance for inactive students and accomplishes Request for Document form for the issuance of Evaluation Sheet and pay the assessed fee to the Cashier 2. Receives duly accomplished clearance and Request for Document form for an Evaluation P 30.00 5 sec
3. Submits completion form, duly accomplished clearance (for inactive students) and official receipt of payment 3. Checks, verifies documents submitted, encodes completion of deficiencies as to grade posted and academic status of student and prepares for the Evaluation 5 min
4. Receives copy of evaluation form 4. Signs, records and releases evaluation form 10 sec
TOTAL: 6 min 15 sec

Summary:This process covers how students can request a Student Evaluation, which provides an official review of their academic standing for personal reference or legal purposes.


14. Issuance Certificate of Transfer Credentials

Certificate of Transfer Credential is granted to students who opted to change school provided they have to comply with all the requirements prescribed for transfer.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking certificate of transfer credentials
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F023-Certificate of Transfer Credentials Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews clients 1 min OUR personnel
2.Secure clearance and accomplishes Request for Document form for Certificate of Transfer Credential Form and complies with other requirements 2.1. Receives duly accomplished clearance and Request for Document form for Certificate of Transfer Credential
2.2. Checks and prepares F137A/Official Transcript of Records which are part of the admission requirement
2.3. Notifies student as to his deficiencies or lacking requirements		 10 min
3. Submits duly accomplished clearance, official receipt of payment and other documents required 3. Verifies document submitted 2 min
4. Waits for the issuance of certificate of transfer credentials 4. Prepares certificate of transfer credential accompanied by a certification of grades P 30.00 5 min
5. Receives duly accomplished certificate of transfer credentials (Honorable Dismissal) 5. Signs, records and issues transfer credentials and certification of grades 2 min
TOTAL: 20 min

Summary:This process outlines how students can request a Certificate of Transfer Credentials when transferring to another school, including complying with clearance requirements, submitting necessary documents, and receiving the officially issued transfer credentials with accompanying certification of grades.


15. Issuance of Diploma/Certificate

Diploma/Certificate is an official certificate given to a student who has obtained a degree and graduated from a particular course of study.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students applying for diploma/certificate
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F026-Diploma Format Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews clients 1 min OUR personnel
2.Secure clearance, presents official receipt and school ID or other identification cards 2. Receives duly accomplished clearance, official receipt and verifies submitted documents (prevailing fee) 3 min
3. Receives diploma/certificate 3. Records and issues diploma/certificate 1 min
TOTAL: 5 min

Summary:This process outlines how graduates may request and receive their official Diploma or Certificate, which serves as formal proof of completing a degree or program after meeting all clearance and document requirements.


16. Issuance Official Transcript of Record (OTR)

Official Transcript of Record is an official certificate given to a student who has obtained a degree and graduated from a particular course of study.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking Official Transcript of Record
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F025-Official Transcript of Record Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews clients 2 min OUR personnel
2.Secure clearance, presents official receipt and school ID or other identification cards 2. Receives duly accomplished clearance, official receipt and verifies submitted documents (prevailing fee) 5 min
3. Receives Official Transcript of Record 3. Records and issues Officials Transcript of Record 15 working days
TOTAL: 15 days 7 min

Summary:This process explains how students can request and receive their Official Transcript of Record (OTR), an authenticated document showing their complete academic history, issued after meeting all clearance and document requirements.


17. Issuance Certification, Authentication and Verification (CAV)

This certification is issued to a client for submission to companies/agencies who want to ensure that an individual’s record and documents are indeed authentic and legal.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students securing Certification, Authentication and Verification (CAV)
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-REG-F022-C-Certification, Authentication and Verification (CAV) of Student Record Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. 1. Interviews clients and verifies request 15 sec OUR personnel
2. Secures and accomplishes Request for Document Form and pay assessed fee to the Cashier 2. Receives and checks accomplished Request for Document Form P 80.00 10 sec
3. presents official receipt and original and photocopies of documents to be authenticated (acts on written/mailed request) 3.1. Receives document presented and counterchecks payment made to that of requested no. of copies
3.2. Checks and verifies authenticity of document submitted		 5 min
4. Waits for release of applied document 4. Prepares, authenticates and signs endorsement letter accompanied by the authenticated documents 15 min
5. Receives requested document 5. Records and releases requested documents 1 min
TOTAL: 21 min 15 sec

Summary:This process covers how students can request Certification, Authentication and Verification (CAV), a document required by institutions or agencies to validate the authenticity of a student's academic records.


18. Issuance Certification for General Weighted Average (GWA)

Certification for General Weighted Average (GWA)is requested by a client to determine their academic standing/ rank for employment or any other purposes.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking certification for General Weighted Average(GWA)
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. None
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. 1. Interviews clients 15 sec OUR personnel
2. Secures and accomplishes Request for Document form for Certification of General Weighted Average (GWA) and pay the assessed fee to the Cashier 2. Checks official receipt and Request for Document form submitted 1 min
3. Submit official receipt and duly accomplish form for certification of General Weighted Average (GWA) 3. Checks and receives official receipt and form for Certification P 30.00 15 sec
4. Waits for the issuance of the certification requested 4. Encodes/prints certification of General Weighted Average 4 min
5. Receives Certification 5. Signs and issue certification 5 sec
TOTAL: 5 min 35 sec

Summary:This process allows students to request a Certification for General Weighted Average (GWA) to determine their academic standing or rank, often needed for employment or other purposes.


19. Issuance of Certification for Records Check confirming scholastic records of Students

This certification is issued to requesting companies/agencies for records check/verification purposes confirming the scholastic records of a student/client.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking for Records Check verification
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. None
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Logs in 1. Interviews clients 10 sec OUR personnel
2. Presents and submits endorsement letter 2. Verifies submitted endorsement letter none 1 min
3. Waits for the issuance of the certification 3. Encodes/prints certification 4 min
4.Receives Certification 4. Signs and issue certification 5 sec
TOTAL: 5 min 15 sec

Summary:Students can request a no-fee certification from the Office of the University Registrar to verify their scholastic records for companies or agencies, which is processed in about 5 minutes.


20. Submission of Notarized List of Graduates to Professional Regulation Commission (PRC)

This document is complied and submitted by the Office of Student Registration and Records Services on or before the scheduled deadline.

Office or Division: Office of the University Registrar (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Students seeking for Records Check verification
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Notarized List of Graduates Student Registration and Records Services
CLIENT STEPS AGENCY ACTIONS FEES TO PAID PROCESSING TIME PERSON RESPONSIBLE
1. Issues Professional Regulation Commission Resolution No. 2019-1181 1.1. Prepares hard copies of the List of Graduates using excel file format
1.2. Prints at least five (5) copies for signature of authorized school officials to be certified and Notarized by a Notary Public
1.3. Prepares digitized copies in addition to the hard or physical copies for submission to the PRC within 15 days from date of Commencement Exercises
1.4. E-mailed Certified and Notarized List of Graduates to PRC.
1.5. Submits physical and digitized copies of the Certified and notarized list of graduates.		 none 7 days



5 min 		OUR personnel
TOTAL: 7 days 5 min

Summary:The Office of the University Registrar prepares, notarizes, and submits both hard and digital copies of the List of Graduates to the Professional Regulation Commission within 7 days after commencement exercises, at no cost to students.

Office of the Cashier

Internal Services

1. Collection of Student Fees during Enrollment
Office or Division: Cashier Office
Classification: Simple
Type of Transaction: G2C – Government to Clients
Who may avail: Students
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Assessment Form Registrar Office
Client Steps Agency Actions Fees Processing Time Person Responsible
1. Presents accomplished Assessment Form 1. Receives assessment form and verifies student account records Indicated on the assessment / enrollment form. 3 minutes Josefina G. Luis Administrative Aide IV
2. Pays student fees 1. Receives assessment form and verifies student account records 2 minutes Josefina G. Luis Administrative Aide IV
3. Receives OR 3. Updates

student account records 		2 minutes Josefina G. Luis Administrative Aide IV
TOTAL: 7 minutes
2. Issuance of Examination Permit

The test permit is required before students are allowed to take the examination.

Office or Division: Cashier Office
Classification: Simple
Type of Transaction: G2C – Government to Clients
Who may avail: Students
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Official Receipt Cashier Office
Client Steps Agency Actions Fees Processing Time Person Responsible
1. Fall in line & present Official Receipt 1. Receives Official Receipt None 1 minutes Josefina G. Luis Administrative Aide IV
2. Wait for the issuance of test permit 2. Verifies records None 2 minutes Josefina G. Luis Administrative Aide IV
3. Receives test permit 3. Issues test permit None 1 minutes Josefina G. Luis Administrative Aide IV
TOTAL: None 4 minutes

Knowledge Center

Internal Services

1. Library Registration for Students (During Enrolment)
Office or Division: QSU Knowledge Center
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: QSU Students
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Pre-Registration Form Registrar's Office
2. Assessment Form Registrar's Office
3. Library Registration Form QSU Knowledge Center
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present Pre-Registration Form & Assessment Form 1. Check and verify the forms presented None 1 minutes Librarian/Library Staff
2. Fill-out library registration form (Basic Information) 2. Give the Student a library registration form None 2 minutes Librarian/Library Staff
3. Take a photo 3. Register the filled-out library registration form and Input the photo of the Student for identification at the Library Utilization Monitoring System (LUMS) None 2 minutes Librarian/Library Staff
4. Wait for the account to be registered 4. Duly sign the Pre-Registration Form None 1 minutes Librarian/Library Staff
5. Receive the Pre-Registration Form & Assessment Form 5. Release the Pre-Registration Form & Assessment Form None 1 minutes Librarian/Library Staff
6. Validate the account (Log-in as a student at the LUMS Attendance) 6. Assist the Student during validation None 1 minutes Librarian/Library Staff
TOTAL: None 8 minutes
2. Library Registration for Faculty & Staff, and Admin Personnel
Office or Division: QSU Knowledge Center
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: QSU Faculty & Staff, and Admin Personnel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Library Registration Form QSU Knowledge Center
2. Borrower’s ID Knowledge Center
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Fill-out library registration form (Basic Information) 1. Give the Faculty/ Staff or Admin Personnel a library registration form None 2 minutes Librarian/Library Staff
2. Take a photo 2. Register the filled-out library registration and Input the photo of the Faculty/ Staff or Admin Personnel at the Library Utilization Monitoring System (LUMS) None 2 minutes Librarian/Library Staff
3. Validate the account (Log-in as a Faculty/ Staff or Admin Personnel at the LUMS Attendance) 3. Assist the Faculty/ Staff or Admin Personnel during validation None 1 minutes Librarian/Library Staff
TOTAL: None 5 minutes
3. Signing of Clearance
Office or Division: QSU Knowledge Center
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: QSU Faculty & Staff, and Admin Personnel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Valid ID QSU Knowledge Center
2. Clearance Form QSU Knowledge Center
3. Library Manual QSU Knowledge Center
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Log-in at the Library Utilization Monitoring System (LUMS) 1. Verify the identity of the client None 1 minute Librarian/Library Staff
2. Present Clearance Form from the Registrar's Office 2. 2. Check any library obligations in the Library Utilization Monitoring System (LUMS)

2.1. See the Library Manual about the obligations/overdue fines for immediate action and settlement		 None 2 minutes Librarian/Library Staff
3. Settle obligations/ pay overdue fines 3. Record Payment None 1 minute Librarian/Library Staff
4. Receive duly signed Clearance Form 4. Release duly signed Clearance Form None 2 minutes Librarian/Library Staff
TOTAL: None 6 minutes
4. Issuance of Borrower’s Card
Office or Division: QSU Knowledge Center
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: QSU Faculty & Staff, and Admin Personnel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Assessment Form Registrar’s Office
2. Valid ID QSU Knowledge Center
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Must have the Assessment Form signed and stamped "OFFICIALLY ENROLLED." 1. Give a new Borrower’s Card to the Student None 1 minute Librarian/Library Staff
2. Properly fill-out the Borrower’s Card (Name, Course & Year, ID Number, etc.);

Attach 1x1 ID Picture;

Give to the Librarian/Library Staff		 2. Check and verify accuracy of information indicated in the Borrower’s Card None 2 minutes Librarian/Library Staff
3. Receive Borrower’s Card 3. Issue Borrower’s Card with validation The first issue is for free, if lost pay Php 5.00 1 minute Librarian/Library Staff
TOTAL: Php 5.00 4 minutes
5. Borrowing Books
Office or Division: QSU Knowledge Center
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: QSU Faculty & Staff, and Admin Personnel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Valid ID QSU Knowledge Center
2. Borrower's Card QSU Knowledge Center
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Must have the Borrower’s Card

Log-in at the Library Utilization Monitoring System (LUMS) for Attendance		 1. Check and verify ID and the Borrower’s Card (should be validated) None 1 minute Circulation Officer/Librarian
2. Get the desired books from the shelves 2. Assist the client, if not familiar with the library system and book collections

(See Library Manual for the borrowing entitlements of Library Clients)

Receive books to be checked-out		 None 3 minutes Circulation Officer/Librarian
3. Fill-out book cards (Issued to) and present it to the library staff at the Circulation desk. 3. Stamp with due date and sign book card;
Scan barcode of the book to be checked-out under the borrower's account in the Library Utilization Monitoring System (LUMS);

Print receipt of books borrowed		 None 2 minutes Circulation Officer/Librarian
4. Wait for the books to be checked-out 4. Issue books to the borrower with the receipt None 1 minute Circulation Officer/Librarian
5. Receive books 5. File the Borrower’s Card of the client plus the book cards None 1 minute Circulation Officer/Librarian
TOTAL: None 8 minutes
6. Borrowing Books
Office or Division: QSU Knowledge Center
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: QSU Faculty & Staff, and Admin Personnel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Valid ID QSU Knowledge Center
2. Temporary Library Card QSU Knowledge Center
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Log-in at the Library Utilization Monitoring System for Attendance 1. Check and verify ID (should be validated) None 1 minute Circulation Officer/Librarian
2. Present books for return/check-in 2. Receive borrowed books for return/check-in;

Stamp returned into the book cards;

Return the books at the Library Utilization Monitoring System (LUMS) under the borrower's account		 None 2 minutes Circulation Officer/Librarian
3. Pay the corresponding amount 3. Check if the borrowed books are overdue Php 1.00 per hour 1 minute Circulation Officer/Librarian
4. Affix signature at the collection record 4. Write down payments at the Collection record (See the Library Manual for Renewals and Overdue Fines) None 1 minute Circulation Officer/Librarian
5. Get the Borrower’s Card 5. Return the Borrower’s Card to the Student None 1 minute Circulation Officer/Librarian
TOTAL: Php 1.00 per hour (for Students) 6 minutes

Office of the Student Affairs Services

Internal Services

1. Scholarship Application

CHED-Tulong Dunong Program

Office or Division: Office of the Student Affairs and Services
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: Qualified Students
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Certificate of Registration (3 Copies) Registrar's Office
2. Certification of Grades (3 copies) Registrar's Office
3. Photocopy of ID (3 Copies) Student
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit documentary requirements 1. Evaluate documentary requirements None 3 minutes OSAS Staff
TOTAL: 3 minutes

Office of the Guidance Counselor

Internal Services

1. Evaluation of Admission Documentary Requirements
Office or Division: Guidance, Counseling and Admissions Office
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: Student-applicants
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Application for Admission Form Guidance, Counseling and Admissions
2. New Student: Form 138, GMRC
Transferee: OTR, Honorable Dismissal, GMRC		 Last school attended
3. Authenticated Birth Certificate Municipal Registrar or Philippine Statistics Authority
4. 2X2 Recent I.D picture (white background with name tag) Photo Studio
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit documentary requirements 1. Evaluate documentary requirements None 5 minutes Psychometrician
2. Fill-up Application for Admission and Personal Data Sheet Forms 2. Check filled-up forms and conduct entrance interview assign date and time of examination None 10 minutes Guidance Counselor
3. Log in on Applicant’s Log Sheet. 3. Issue Test Permit and Claim Stub Form None 1 minute Librarian/Library Staff
4. Wait for the account to be registered 4. Duly sign the Pre-Registration Form None 1 minutes Guidance Counselor
TOTAL: 16 minutes
2. Administration of Admission Test

A service administered to all incoming students to obtain adequate and reliable data of their intellectual abilities, capacities, personality and aptitudes.

Office or Division: Guidance, Counseling and Admissions Office
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: Student-enrollee
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Test Permit Guidance, Counseling and Admissions
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present test permit 1. Check and validate test permit None 10 minutes Psychometrician
2. Log in on the Examinee’s Control List 2. Administer test None 3.5 hours Librarian/Library Staff
3. Psychometrician 3. Assist the Faculty/ Staff or Admin Personnel during validation None 1 minutes Librarian/Library Staff
TOTAL: None 3 hrs & 40 mins.
3. Interpretation of Test, Issuance of Test Result and Career Counseling

A process that presents direct feedback to examinees that helps them understand their psychological and behavioral characteristics with its implications to their career plans and choice -

Office or Division: Guidance, Counseling and Admissions Office QSU Knowledge Center
Classification: Highly Technical
Type of Transaction: Government to Citizen
Who may avail: Student-enrollee
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Present claim stub 1. Interpret, print, discuss and release test result None Guidance, Counseling and Admissions
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present claim stub 1. Interpret, print, discuss and release test result None 20 days Psychometrician
TOTAL: None 20 days
4. Issuance of Good Moral Character Certificate

A documentary requirement issued to the graduates and students for scholarship, government examination, transfer, and employment purposes.

Office or Division: Guidance, Counseling and Admissions
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: Student-enrolleel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Graduates
▪ 1st Request: Request Form
▪ Succeeding Request: Receipt		 Office of the Registrar
Office of the Cashier
2. Students: Receipt Office of the Cashier
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present Request Form/ Receipt 1. Validate Client’s Personal Information, and conduct Interview ₱30.00 15 minutes Guidance Support Staff
TOTAL: ₱30.00 15 minutes
5. Issuance of Good Moral Character Certificate

A documentary requirement issued to the graduates and students for scholarship, government examination, transfer, and employment purposes.

Office or Division: Guidance, Counseling and Admissions
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: QSU Faculty & Staff, and Admin Personnel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. 3. Graduates
▪ 1st Request: Request Form
▪ Succeeding Request: Receipt		 Office of the Registrar
Office of the Cashier
2. Students: Receipt Office of the Cashier
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present Request Form/ Receipt 2. Validate Client’s Personal Information, and conduct Interview ₱30.00 16 minutes Guidance Counselor
TOTAL: ₱30.00 16 minutes
6. Counseling and Referral Feedback

The evaluative information about student’s condition that is technically transmitted to a person or a specialist concerned.

Office or Division Guidance, Counseling and Admissions
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: Student, Specialist, Faculty
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Referral Slip Guidance, Counseling and Admissions Office
2. Call Slip Guidance, Counseling and Admissions Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present Referral Slip 1. Invite and schedule session with the student referred and Issue referral feedback None 10 minutes Guidance Counselor
2. Present Call Slip 2. Conduct Interview and Seek student’s consent for counseling None 20 minutes Guidance Counselor
3. Present Counseling Contacts Schedule 3. Conduct counseling None Maximum of 1hr per session Guidance Counselor
TOTAL: None 1.5 hour

Medical Services

Internal Services

1. Mouth Examination

Oral examination comprises a uniform and consistent inspection of the head and neck and an intraoral evaluation of the hard and soft tissues in conjunction with a thorough dental history. The entire mouth should be inspected regardless of the patient’s chief complaint during the admission.

Office or Division: Medical Services (applies to all Campuses)
Classification: Simple
Type of Transaction: G2C
Who may avail: Students seeking Admission/Enrolment at QSU-DIFFUN
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-MED-F003 Office of The Dental Services
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Log-in to the general logbook 1. Health personnel ask for the reason of clinic visit, and then give necessary forms. None 15 seconds Edgar A. Ulep, RM
2. Client fills-up the Dental Health Record form (QSU-MED-F003) 2. Health personnel check the completeness of the filled-up form None 5 minutes Edgar A. Ulep, RM
3. Clients will proceed to treatment area and follow procedures as instructed. 3. Preparation of instruments needed None 1 minute Librarian/Library Staff
4. Open mouth for oral examination 4. Duly sign the Pre-Registration Form None 5 minute Mayjuleth S. Ramos, DMD.
5. Gargle 5. Discuss proper oral hygiene to the patient and give recommendation None 5 minutes Mayjuleth S. Ramos, DMD.
6. Proceed to the receiving area sign in the patient’s logbook. 6.1. Record all services in the patient’s card and in the logbook.

6.2. Sign enrolment form

6.3. Keep patient’s card in the file cabinet		 None 1 minute Mayjuleth S. Ramos, DMD.


Edgar A. Ulep, RM.
TOTAL: 12 minutes and 15 seconds
2. Tooth Extraction

A dental extraction (also referred to as tooth extraction, exodontia, exodontics, or informally, tooth pulling) is the removal of teeth from the dental alveolus (socket) in the alveolar bone. It is done through appointment of students in every semester.

Office or Division: Medical Services (applies to all Campuses)
Classification: Simple
Type of Transaction: G2C
Who may avail: Students, Employees, Immediate Dependents
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-MED-F003 Office of The Dental Services
2. QSU-MED-F007 Office of The Dental Services
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.1. Log-in to the general logbook 1.1. Health personnel ask for the reason of clinic visit, and then give necessary forms. None 15 seconds Edgar A. Ulep, RM.
t 1.2. Interview the patient for proper diagnosis and record all data gathered None 1 minute Mayjuleth S. Ramos, DMD.
2.clients will proceed to treatment area and follow procedures as instructed. 2.1. Health personnel shall pull out the dental record of the patient
2.2. Preparation of instruments needed		 None 2 minutes Edgar A. Ulep, RM.
4. Gargle 4.1. Application of topical anesthesia
4.2. Localized injection of anesthetic solution 4.3. Retraction of gingiva
4.4. Elevation of the tooth 4.5. Removal of tooth 4.6. Put cotton ball on the extraction area 4.7. Give post-operative instruction to the patient.		 None 1 minute Mayjuleth S. Ramos, DMD.
5. Bite cotton ball for 30 minutes to stop bleeding 5.1. Prescribe medicine, dosage and instruction for proper intake. (QSUMED-F007) None 1 minute Mayjuleth S. Ramos, DMD.
6. Proceed to the receiving area sign in the patient’s logbook. > Record all services in the patient’s card and in the logbook.
> Educate and instruct patient for further care and precaution
> Keep patient’s card in the file cabinet		 None 1 minute Edgar A. Ulep, RM
TOTAL: None 20 minutes and 15 seconds
3. Dental Prohylaxis

It removes tartar and plaque build-up from the surfaces of the teeth as well as those hidden in between and under the gums. It is done through appointment of students in every semester.

Office or Division: Medical Services (applies to all Campuses)
Classification: Simple
Type of Transaction: G2C
Who may avail: Students, Employees, Immediate Dependents
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-MED-F003 Guidance, Counseling and Admissions
2. QSU-MED-F007 Office of The Dental Services
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Log-in to the general logbook 1.1. Health personnel ask for the reason of clinic visit, and then give necessary forms.

1.2. Interview the patient for proper diagnosis and record all data gathered		 None 15 seconds

1 minute		 Edgar A. Ulep, RM.

Mayjuleth S. Ramos, DMD.
2. Clients will proceed to treatment area and follow procedures as instructed. 2.1. Health personnel shall pull out the dental record of the patient
2.2. Preparation of instruments needed		 None 2 minutes Edgar A. Ulep, RM.
3. Open mouth for oral examination 3.1. Removal of soft and hard deposit None 15 minutes Mayjuleth S. Ramos, DMD.
4. Gargle 4.1. Suction of the saliva
4.2. Mechanical tooth brushing/Polishing		 None 15 minutes Mayjuleth S. Ramos, DMD.
5. Proceed to the receiving area sign in the patient’s logbook. 5.1. Record all services in the patient’s card and in the logbook.
5.2. Prescribe Vitamin C if necessary
5.3. Educate and Instruct patient for further care and precaution
5.4. Keep patient’s card in the file cabinet		 None 2 minutes Edgar A. Ulep, RM.

Mayjuleth S. Ramos, DMD.
TOTAL: None 20 minutes and 15 seconds
4. Restoration of Tooth

Dental filling is a treatment to restore the function, integrity, and morphology of missing tooth structure resulting from caries or external trauma as well as to the replacement of such structure supported by dental implants. It is done through appointment of students in every semester.

Office or Division: Guidance, Counseling and Admissions
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: Student-enrolleel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Graduates
▪ 1st Request: Request Form
▪ Succeeding Request: Receipt		 Office of the Registrar
Office of the Cashier
2. Students: Receipt Office of the Cashier
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present Request Form/ Receipt 1. Validate Client’s Personal Information, and conduct Interview ₱30.00 15 minutes Guidance Support Staff
TOTAL: ₱30.00 15 minutes
5. Health Inspection/Gross Physical Examination

Perform comprehensive health assessment; apply nursing procedures and psychomotor skills to techniques of physical assessment during admission.

Office or Division: Medical Services (applies to all Campuses)
Classification: Simple
Type of Transaction: G2C
Who may avail: Students seeking Admission/Enrolment at QSU-DIFFUN
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-MED-F004 Office of The Health Services
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Log-in to the general logbook 1.1. Health personnel ask for the reason of clinic visit, and then give necessary forms. 1 minute 16 minutes Nurse/Nurse Aid
2. Client fills-up the Student Health Record form (QSU-MED-F004) 2.1. Health personnel check the completeness of the filled-up form None 5 minutes Nurse/Nurse Aid
3. Clients will proceed to treatment area and follow procedures as instructed. 3.1. Health personnel perform gross physical examination, vital signs taking and health interview; results will be relayed to the client.
3.2. Fill up the form for the corresponding results.		 None 5 minutes Nurse/Nurse Aid
4. Client will sign the vital signs record book with corresponding results. 4.1. Health personnel sign the enrolment form of the client. None 1 minute Nurse/Nurse Aid
TOTAL: None 12 minutes
6. Issuance of Medical Certificates

It is issued to students for a variety of reasons, including attestation of a student’s illness, fitness to join an activity, or of a student’s recovery from a medical condition.

Office or Division: Medical Services (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: Students
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-MED-F001 Office of The Health Services
2. QSU-MED-F004 Office of The Health Services
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Log-in to the general logbook 1.1. Health personnel ask for the reason of clinic visit, and then give necessary forms. None 1 minute Nurse/Nurse Aid
2.1. Client present validated student’s ID.

2.2. Coordinators of OJT students, Fieldtrips and Coaches shall submit a letter of request for physical examination with complete list of students.		 2.1. Health personnel shall pull out the medical record of the client.
2.2. Health personnel shall schedule the conduct of medical check-up through response letter to coaches and coordinators.		 None 5 minutes Nurse/Nurse Aid
3. Clients will proceed to treatment area and follow procedures as instructed. 3.1. Health personnel perform gross physical examination, vital signs taking and health interview; results will be relayed to the client.
3.2. Fill up the form for the corresponding results.		 None 15 minutes Nurse/Nurse Aid
4. Client will sign the vital signs record book with corresponding results. 4.1. Medical certificate shall be encoded by the health personnel and shall be signed by the physician of the partner hospital. None 4 minutes Nurse/Nurse Aid
TOTAL: None 25 minutes
7. Medical Consultation and Treatment

Common goals include taking preventive measures to halt the development of various diseases particularly for patients who have risk factors, obtain a diagnosis for symptoms being experienced by the patient, or to reassess the patient's risk of various medical conditions.

Office or Division: Medical Services (applies to all Campuses)
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: Students, Employees, Visitors and Community
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-MED-F002 Office of The Health Services
2. QSU-MED-F004 Office of The Health Services
2. QSU-MED-F005 Office of The Health Services
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Log-in to the general logbook 1. Health personnel ask for the reason of clinic visit, and then give necessary forms. None 2 minutes Nurse/Nurse Aid
2. Client present validated student/employee’s ID 2.1. Accommodate the client
2.2. Health personnel shall pull out the medical record of the client		 None 5 minutes Nurse/Nurse Aid
3. Clients will proceed to treatment area and follow procedures as instructed. 3.1. Health personnel perform gross physical examination and vital signs taking.
3.2. Health personnel shall carry out medical consultation and dispense over the counter medicine for treatment.
3.3. Refer clients with medical problem to partner hospitals for further management.		 None 30 minutes Physician Nurse Nurse Aid
4. Client will sign the vital signs record book and inventory of medicine. 4.1. Carry out over the counter medicines None 3 minutes Nurse/Nurse Aidr
TOTAL: None 40 minutes

Records and Communication Office

Internal / External Services

1. Submission of all incoming documents

Submission of internal and external incoming documents to the authority.

Office or Division: Records Management and Communication
Classification: Simple
Type of Transaction: G2C
Who may avail: Faculty and Staff/Students
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. None
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submission of external communication 1.1 Accept and stamp “Receive”
1.2 Enter in the record book.
1.3 Forward to the Office of the President		 None 3-5 minutes Board Secretary/Records Officer/Staff
2. Submission of internal communication, vouchers and requests 2.1 Accept and stamp “Receive”
2.2 Enter in the record book.
2.3 Forward to the Office of the President		 None 3-5 minutes Board Secretary/Records Officer/Staff
TOTAL: None 10 minutes
2. Receiving of all outgoing documents

Receiving of internal and external outgoing documents from the authority.

Office or Division: Records Management and Communication
Classification: Simple
Type of Transaction: G2G, G2C, G2B
Who may avail: Clients/Faculty and Staff/Students
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. None
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Receiving of internal communication/requ ests/vouchers. 1.1 Released and have it received by the receiving party. None 2-3 minutes Board Secretary/Records Officer/Staff
2. Receiving of outgoing communications 2.1.Sent through couriers
2.2.Sent through electronic mail		 Minimum of php100 to php200

None		 5-10 minutes

2 minutes		 Board Secretary/Records Officer/Staff /Liaison Officer
TOTAL: None 15 minutes
3. Request for a copy of internal and/or external documents

Request for a copy of internal and/or external documents from the authority.

Office or Division: Records Management and Communication
Classification: Simple
Type of Transaction: G2G, G2C, G2B
Who may avail: Clients/Faculty and Staff/Students
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Document Requisition Slip (DRS) Records Management Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Accomplish a Document Requisition Slip Retrieved /reproduce and have it received by the concerned/reque sting employee/client. None 2-3 minutes Board Secretary/Records Officer/Staff
2. Receiving of outgoing communications 2.1.Sent through couriers
2.2.Sent through electronic mail		 10.00 5 minutes Board Secretary/Records Officer/Staff /Liaison Officer
TOTAL: 10.00 5 minutes

Alumni Office

Internal / External Services

1. Clearance Signing

Signing of graduate clearance

Office or Division: Alumni Affairs
Classification: Simple
Type of Transaction: G2C
Who may avail: All Graduates of QSU-Diffun (or their authorized representatives*)
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Clearance Slip Cashier’s Office
2. Yearbook (if already available)/Master list of Graduates/Graduation Invitation/Program Dean/Program Chair’s Office/Alumni Office
3. Singing of the QSU Hymn Copy of Graduation Invitation/Program
4. Authorization letter and Identification Cards both of the Alumnus/Alumna and his/her authorized representative (only if applicable) Alumnus/Alumna
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Secure clearance slip Generate clearance slip None 2 minutes Cashier’s Office staff
2. Present clearance slip Check for signature of Cashier, Program Chairman/Dean before signing None 2 minutes Alumni Office staff
3. Check yearbook/master list of graduates/ Graduation Invitation/Program for inclusion of name Search/Include name of the alumnus/alumna in the Yearbook/Graduation Invitation/Program /Alumni Tracer System None 2 minutes Alumni Office staff
4. Sing the QSU Hymn 4.1. Remind the Oath of Membership to QSU Alumni Association and Loyalty to the Alma Mater None 3 minutes Alumni Office staff
5. Present authorization letter and IDs (only if applicable) 5. Check for authenticity of IDs and honesty of authorization letter None 2 minutes Alumni Office staff
6. Receive duly signed clearance; then, sign in the Graduates Logbook 6. Check data entered in the logbook None 2 minutes Alumni Office staff
TOTAL: None 13 minutes
2. Walk-In Alumni Data Gathering Process

Gathering of Data from Alumni who Visit the Alumni Office

Office or Division: Alumni Affairs
Classification: Simple
Type of Transaction: G2C
Who may avail: All Alumni of QSU-Diffun (including graduates of the then QSC, QNAS, NNVNAS, and NNVHS) or their authorized representatives
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Graduate Questionnaire Alumni Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Fill-up the Questionnaire Check questionnaire for completeness of information/data provided by the alumnus/alumna None 5 minutes Alumnus/Alumna thru the assistance of the Alumni Coordinator
TOTAL: None 5 minutes

Office of the Vice President for Administration and Finance

Internal / External Services

1. Approval of Application of Leave of Absence (ALA) of staff personnel.

Staff personnel and faculty with administrative designations equivalent to 12 and above Full Time Equivalence (FTE) earn 1.25 days VL and 1.25 SL credits per month of service while faculty without administrative designations earn service credits for authorized services rendered during the summer vacation, Christmas break and work overload during the regular semesters.

For the non-teaching personnel & faculty with administrative designations, leaves are deducted from accumulated sick and vacation leaves balances while leave of absences of faculty without administrative designations are deducted from earned service credits.

2. Approval of Service Records, Certificate of Employment and Other Personnel Records.

Employees and previous employees of the university may request the issuance of personnel records and employment related certifications to support loan applications, step increment, promotions, retirement, transfer to other agencies and for other legal purpose.

Office or Division: Office of the Vice President for Administration and Finance
Classification: Simple
Type of Transaction: G2C – Government to Clients
Who may avail: Employees and previous employees of the university
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Approved Request for Documents FOI Document Controller
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Presents prepared Certifications, Service Records and/or another employee document. 1. Verifies and validates purpose of documents and approves document P 10.00 per document 2 minutes Dr. Florigold V. Saldaen (VP for Administration and Finance)
2. Receives approved document 2. Releases document P 10.00 per document 1 minute Dr. Florigold V. Saldaen (VP for Administration and Finance)
TOTAL: P 10.00 3 minutes
3. Verification of the legality of money claims and veracity of supporting documents.

The Disbursement Vouchers are the required documents for the payment of money claims supported by complete valid and legal documents. Vouchers and supporting documents are verified as to legality of claims & veracity of supporting documents.

Office or Division: Office of the Vice President for Administration and Finance
Classification: Simple
Type of Transaction: G2C – Government to Clients/G2G – Government to Government
Who may avail: Employees and the transacting public
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
(same requirements in the voucher processing transaction)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submits Disbursement Vouchers complete with supporting documents. 1. Verifies as to the legality of claims and veracity of supporting documents and signs documents. None 2 minutes per voucher Dr. Florigold V. Saldaen (VP for Administration and Finance)
2. Receives signed financial documents. 2. Releases Disbursement Vouchers. None 1 minute per voucher Dr. Florigold V. Saldaen (VP for Administration and Finance)
TOTAL: 3 minutes
4. Approval of Locator Slips for Heads of Support Services Units.

The Locator Slip serves as authority for personnel to leave the campus either for personal or official purposes. This covers a maximum time of one (1) hour. This is surrendered to the Gate Guard will indicate the exact time of departure and the exact time of arrival.

Office or Division: Office of the Vice President for Administration and Finance
Classification: Simple
Type of Transaction: G2C – Government to Clients
Who may avail: Subordinates
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. None
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Presents two (2) copies accomplished Locator Slips. 1. Verifies reasons for going out of the campus as indicated in the Locator Slip. And approves Locator Slip. None 2 minutes Dr. Florigold V. Saldaen (VP for Administration and Finance)
2. Receives approved Locator Slip. 2. Releases documents. None Dr. Florigold V. Saldaen (VP for Administration and Finance)
TOTAL: 2 minutes
5. Release of money for reimbursement of petty emergency purchases.

The Petty Cash Fund is maintained for the purchase of routinary supplies such as fuel, janitorial supplies, courier services and other urgently needed items. This is replenished every time the fund is exhausted.

Office or Division: Office of the Vice President for Administration and Finance
Classification: Simple
Type of Transaction: G2C – Government to Clients
Who may avail: QSU Faculty and Staff
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Petty Cash Voucher Official Receipts Administrative Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Presents Official Receipts of purchased emergency items. 1. Verifies purchased items, refunds amount of expenses and require personnel to sign in the “Cash/Reimburse ment Received” portion of the Petty Cash Voucher. None 2 minutes Dr. Florigold V. Saldaen (VP for Administration and Finance)
2. Signs “Reimbursement Received” portion of the Petty Cash Voucher. 2. Pays money claim of personnel. None Dr. Florigold V. Saldaen (VP for Administration and Finance)
TOTAL: 2 minutes
6. Management of university facilities.

University facilities such as the gymnasium and Learning Resource Center are used by the different delivery units of the university for meetings, conferences and seminars. Same facilities are often used by outsiders as venues for weddings, seminars and birthdays at minimal rental fees.

Office or Division: Office of the Vice President for Administration and Finance
Classification: Simple
Type of Transaction: G2C – Government to Clients
Who may avail: QSU Faculty and Staff/Clients
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. None
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submits letter request for the use of university facilities. 1.1. Inside Clients: Determines availability of facility and brief requesting party on policies on Solid Waste Management & approves request.

1.2. Outside Clients: Determines availability of facility and brief requesting party on rental and Solid Waste Management policies.		 P3,000.00 for the LRC and P6,000.00 for the gymnasium per day of use 5 minutes Dr. Florigold V. Saldaen (VP for Administration and Finance)
2. Wait for the approval of Letter Request 2. Approves request & provides a copy to the requesting party. Dr. Florigold V. Saldaen (VP for Administration and Finance)
3. Use venue for meetings, seminars and/or conferences complying with agreed policies on solid waste management and payment of rentals. (outside Clients) 3.1. Monitors utilization of facility & requires clients to fill up feedback forms.

3.2. Monitors payment of rental fees (outsideClients)		 Dr. Florigold V. Saldaen (VP for Administration and Finance)
TOTAL: 3,000.00 – 6,000.00 5 minutes
7. Approval of Request Vehicle for Official Travel.

Approved Request for Vehicle is necessary for the preparation of Trip Tickets for official travels. The approved Trip Tickets serve as permit for the university vehicles to be brought out from the campus for official travels. The time-out and time-in of vehicles are indicated by the Gate Guard on the Trip Ticket. No vehicle is allowed to be brought out from the Campus without an approved Trip Ticket.

Office or Division: Office of the Vice President for Administration and Finance
Classification: Simple
Type of Transaction: G2C – Government to Clients
Who may avail: QSU Faculty and Staff
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Approved Travel Order Office of the University President
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Presents accomplished Request for Vehicle Form 3 days before scheduled trip 1. Determines necessity of service vehicle, confers with Motor Pool Supervisor on the condition of vehicle to be used, approves request and forward approved request to the concerned driver. None 2 minutes Dr. Florigold V. Saldaen (VP for Administration and Finance)
2. Wait for the vehicle at the agreed take-off time at the take-off place. 2.1. Prepares Trip Ticket and coordinates with travelling employees of the departure time.

2.2. Requires signatures of passengers on the Trip Ticket before take-off.

2.3. Conducts authorized passengers for official travels		 None Dr. Florigold V. Saldaen (VP for Administration and Finance)
3. Use venue for meetings, seminars and/or conferences complying with agreed policies on solid waste management and payment of rentals. (outside Clients) 3.1. Monitors utilization of facility & requires clients to fill up feedback forms.

3.2. Monitors payment of rental fees (outsideClients)		 None 3 minutes Dr. Florigold V. Saldaen (VP for Administration and Finance)
TOTAL: None 5 minutes

Procurement Office

Internal / External Services

1. Receipt of Purchase Request for Shopping and Small Value Procurement

Submission of Purchase Request

Office or Division: Procurement Office
Classification: Simple
Type of Transaction: G2C
Who may avail: All QSU Faculty and Staff
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Purchase Request Form BAC Chairperson’s/Procurement Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the PR (hard and soft copies) with corresponding fund clusters at the Procurement Office 1.1. Scrutiny of the submitted PR before accepting and receiving. Procurement of Goods shall be based on approved PPMP/APP. None 5 minutes Staff (Procurement Office)
1.2. PRs will be sent to the HoPE for approval None 5 minutes (depending on the availability of the HoPE) Staff (Procurement Office)
TOTAL: None 10 minutes
2. Agency Procurement Request Preparation

Submission of APR to PS-DBM

Office or Division: Procurement Office
Classification: Simple
Type of Transaction: G2C
Who may avail: Procurement Office
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. APR Form PS-PhilGEPS
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Download APR form, fill it out and submit to PS-DBM. 1. 1.1. Approval of APR by the HoPE None 5 minutes (depending on the availability of the HoPE) Staff (Procurement Office)
t 1.2. PS-DBM submission thru email None 1 minute Staff (Procurement Office)
TOTAL: None 6 minutes
3. Request for Quotation/Canvass Preparation

RFQ Invitation/Canvass dissemination

Office or Division: Procurement Office
Classification: Complex
Type of Transaction: G2B
Who may avail: Procurement Office and All QSU Faculty and Staff End-Users
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. RFQ/Canvass Form Procurement Office
2. PhilGEPS account PhilGEPS Website
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Fill out RFQ/Canvass Form 1.1. Consolidate approved PRs None 2 hours Staff (Procurement Office)
1.2. PhilGEPS Postings None 15 minutes Staff (Procurement Office)
1.3. PhilGEPS posting ad None 5 days Staff (Procurement Office)
1.4. Canvass dissemination None 1 day Staff (Procurement Office)
TOTAL: 6 day 2 hours 15 minutes
4. Purchase Order and Abstract as Calculated/Abstract of Canvass Preparation

Evaluation of Purchase Order and Abstract as Calculated/Abstract of Canvass

Office or Division: Procurement Office
Classification: Simple
Type of Transaction: G2B/G2C
Who may avail: Procurement Office
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. PO Form Procurement Office
2. Abstract as Calculated/Abstract of Canvass Form Procurement Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Fill Out form 1.1 Evaluation of attached documents None 1 day Staff (Procurement Office)
1.2. Retrieve completely signed documents by all signatories None 2 days (depending on the availability of signatories) Staff (Procurement Office)
TOTAL: 3 days
5. Pre-Procurement of Goods/Services Through Competitive Bidding

Conduct of Pre-Procurement conference for Procurement readiness

Office or Division: Office of the Vice President for Administration and Finance
Classification: Simple
Type of Transaction: G2C
Who may avail: BAC, BAC Sec and All QSU Faculty and Staff End-Users
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. List of Items to be purchased Procurement Office
2. Services to be rendered Procurement Office
3. Program of Works (Civil works) CLIENT STEPS Physical Plant and Site Development (PPSD) Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Participate in the Pre-Procurement 1. Discuss relevant matters in preparation for Procurement None 2 hours (highly depends on the technicality of goods/services) Bids and Awards Committee and TWG
TOTAL: 2 hours
6. Preparation of Bidding Documents

Review and Finalization of Bid Docs

Office or Division: Procurement Office
Classification: Simple
Type of Transaction: G2C
Who may avail: BAC Sec
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Bid documents form Government Procurement Policy Board website (GPPB)
2. PhilGEPS account PhilGEPS Website
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Prepare the bid documents for posting 1.1. Review the bid documents None 1 day BAC, BAC Sec and TWG
2. Fill out the necessary information for the Project to be bid 2.1. Scrutinize and finalize detailed information None 1 day BAC, BAC Sec and TWG
TOTAL: 2 days
7. Advertisement/Posting of the Invitation to Bid

Public notice to all prospective bidders

Office or Division: Procurement Office
Classification: Simple
Type of Transaction: G2C
Who may avail: BAC, BAC Sec and All QSU Faculty and Staff End-Users and Prospective Bidders
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. PhilGEPS account PhilGEPS Website
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Secure bidding documents 1.1. Advertise the Invitation to Bid thru PhilGEPS None 15 minutes BAC Sec
1.2. PhilGEPS Postings None 21 days BAC Sec
TOTAL: 21 days 15 minutes
8. Pre-Bid Conference

Conduct of Pre-Bid Conference

Office or Division: Procurement Office
Classification: Simple
Type of Transaction: G2C
Who may avail: BAC, BAC Sec and TWG
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Attendance Sheet Form BAC Sec
2. Bid Documents BAC Sec
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Participation in the Pre-Bid Conference 1. Discuss, clarify and explain the details of the project to be bid. None 2 hours (highly depends on the technicality of goods/services) BAC, BAC Sec and TWG
TOTAL: 2 hours
9. Opening of Bids – Technical and Financial Proposals

Opening, Examination and Inspection of Technical and Financial proposals

Office or Division: Procurement Office
Classification: Simple
Type of Transaction: G2C
Who may avail: BAC, BAC Sec and All QSU Faculty and Staff End-Users and Prospective Bidders
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Technical and Financial Proposals Procurement/BAC Sec Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Observe the opening of bid proposals 1. Open, examine and inspect the technical and financial proposals of prospective bidders None 1 hour (highly depends on the complexity of the project) BAC, BAC Sec and TWG
TOTAL: 1 hour

Supply Office

Internal Services

1. Inspection and Acceptance

Strict implementation on actual and physical inspection of complete delivered items. Acceptance of complete delivered item upon complying all requirements and specifications in the Purchase Request and Purchase Order.

Office or Division: Supply Office
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Private and Public Supplier
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Approved Disbursement Voucher Procurement Office
2. Copy of received Purchase Order from Procurement Office Private and Public Supplier
3. Delivery Receipt/ Sales Invoice/ Statement of Delivery Private and Public Supplier
4. Complete delivered Items (Supplies, Materials and Equipment) Supply Office
5. Inspection and Acceptance Supply Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Coordinate the deliveries to Supply Office 1. Check the completeness of documents (approved; Purchase Request, Canvass/Quotation and Purchase Order) attached in the Disbursement Voucher. None 3 minutes Supply and Property Management Assistant
2. Prepare/present the Delivery Receipt of delivered Items 2. Check the inclusiveness of delivered items None 5 minutes Supply and Property Management Assistant
3. Complete delivery of Items 3. Actual Inspection, Acceptance and Inventory of delivered Items None 1 Hour Supply and Property Management Officer/ Inspection Officer
TOTAL: None 1 Hour and 8 Minutes
2. Issuance and Utilization

Issuance of complete delivered items to End-User upon showing the approved Purchase Request. Direct inventory, monitoring and control of supplies, materials and equipment issued.

Office or Division: Supply Office
Classification: Simple
Type of Transaction: Government to Client
Who may avail: End-User (Faculty and Staff of the University)
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Approved Disbursement Voucher (Purchase Request, Purchase Order and Delivery Receipt) Procurement Office
2. Copy of approved Purchase Request End-User
3. Delivered Items(Supplies, Materials and Equipment) Supply Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present approved Purchase Request 1. Check and verify the approved Purchase Request if included in the inventory and delivered items None 5 minutes Supply and Property Management Assistant
2. Inventory and Inspection the completeness and suitability of requested items 2. Assistance in the Inventory and Inspection based in the Delivery Receipt and approved Purchase Order None 5 minutes Inspection Officer
3. Receive requested Items 3.1 Prepare Receiving documents (Requisition and Issuance Slip (RIS), Inventory Custodian Slip (ICS) for semiexpendable Property, Plant and Equipment (PPE), Property Acknowledgement Receipt (PAR) for PPE).
3.2 Prepare requested items.
3.3 Record receiving documents for preparation of report.
3.3 Approve by the Supply Custodian.
3.4 Issue/Release requested items.		 None 1 hour Supply and Property Management Assistant, Inspection Officer and Supply and Property Management Officer/ Supply Custodian
TOTAL: None 1 Hour and 10 Minutes

Human Resource Management Office

Internal Services

1. Processing of Application for Rendition of Overtime Services for NonMonetary Renumeration

This document aims to standardize a quality system procedure in the rendition of overtime services in the University. This procedure applies to regular faculty and staff including Contract of Service (COS) personnel.

Office or Division: Human Resource Management Office
Classification: Simple
Type of Transaction: G2C
Who may avail: All Faculty and Staff including Contract of Service personnel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Request for the Rendition of Overtime Services (Request for Authority to Render Overtime Services Form) Supervisor/HR Office
2. Logbook/Biometrics HR Office
3. Certificate of Overtime Credit HR Office
4. Leave Form HR Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Sign in the Client Logbook 1. Entertains Client None 1 minute HRMO Staff
2. Present the Approved Request for Authority to Render Overtime Services Form 2. Received and Verifies document. None 1 minute HRMO Staff
2. Request for Biometric Printout and Certificate of Overtime Credit 2.1. Received the Request;

2.2. Start Processing the Request;

2.3. Issue the Biometric Printout and Certificate of Overtime Credit signed by the HRMO;		 None 45 minutes (HRMO Staff)

(HRMO Staff)
3. Fill up and submit Leave Form (Form 6) and Make sure it is properly filled up and approved by Supervisors 3. Receivedthe documents; None 10 minutes (HRMO Staff)
4. Submit Leave Form supportedly by the Certificate of Compensatory Overtime Credit. Request for the Redition of Overtime Form together with the Biometric at the HRM Office 4. Record to Employee's Leave Card total numberofrendered
TOTAL: None 57 Minutes
Office or Division: Medical Services (applies to all Campuses)
Classification: Simple
Type of Transaction: G2C
Who may avail: Students, Employees, Immediate Dependents
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-MED-F003 Office of The Dental Services
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Log-in to the general logbook 1.1. Health personnel ask for the reason of clinic visit, and then give necessary forms. None 15 seconds Edgar A. Ulep, RM.
1.2. Interview the patient for proper diagnosis and record all data gathered None 1 minute Mayjuleth S. Ramos,
2. Clients will proceed to treatment area and follow procedures as instructed. 2.1. Health personnel shall pull out the dental record of the patient 2.2. Preparation of None 2 minutes Edgar A. Ulep, RM.
2. Processing of Application for the Approval of Travel Order

This document aims to standardize a quality system procedure in processing of Travel orders. This procedure applies to regular faculty and staff including Contract of Service (COS) personnel.

Office or Division: HUMAN RESOURCE MANAGEMENT OFFICE
Classification: Simple
Type of Transaction: G2C
Who may avail: All Faculty and Staff including Contract of Service personnel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Communication Letters/Memorandum Supervisor
2. Routing Slip for Approval Office of the President
3. F11 Form (Travel Order Form) Properly Filled-up HR Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Sign in the Client’s Logbook 1. Entertains Client None 1 minute Mary Ann Dela Cruz and Abigail Bongtayon (Office of the President)
2. Present and submit the Communication/M emorandum to the office of the President 2. Received and Verifies document. None 1 minute Mary Ann Dela Cruz and Abigail Bongtayon (Office of the President)
Office or Division: Medical Services(applies to Campuses)
Classification: Simple
Type of Transaction: G2C
Who may avail: Students, Employess, Immediate Dependets
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. QSU-MED-F003 Office of The Dental Services
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Log-in to the general logbook 1.1. Health personnel ask for the reason of clinic visit, and then give necessary forms. None 15 seconds Edgar A. Ulep, RM.
1.2. Interview the patient for proper diagnosis and record all data gathered None 1 minute MayjulethS. Ramos,
2. Clients will proceed to treatment area and follow procedures as instructed 2.1 Health personnel shall put out the dental record of the patient
2.2 Preparation of		 None 2 minutes Edgar A. Ulep, RM.
3. Properly Fill up and submit the F11 Form (Travel Order Form) signed by Immediate Supervisor 3.1 Received the Request;

3.2 Start Processing the Request for the Approval of the University President;

3.3 Turn over the Approved Travel order to the HR Office for Numbering and Recording		 None 20 Minutes


1 Minute 		Mary Ann Dela Cruz and Abigail Bongtayon (Office of the President)


(HR Office)
4. Receives Approved Travel order. 4. Releases Travel order; None 3 Minutes (HR Office)
5. Sign in the Client’s Logbook. 5. Record the Employee’s Travel for the updating of Employee’s Leave Card. None 3 Minutes (HR Office)
TOTAL: None 26 Minutes
3. Processing of Service Records and Certificate of Employment and other Personnel Records

This document aims to standardize a quality system procedure in processing request for the issuance of Service Records, Certificate of Employment and personnel records. This procedure applies to regular faculty and staff and previous employees including Contract of Service (COS) personnel.

Office or Division: HUMAN RESOURCE MANAGEMENT OFFICE
Classification: Simple
Type of Transaction: G2C
Who may avail: All Faculty and Staff, previous employees including Contract of Service personnel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Document Requisition Slip Records Management Office
2. Official Receipt Cashier’s Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Sign in the Client’s Logbook 1. Entertains Client None 1 minute (HRMO – Staff)
2. Request Document Requisition Slip 2. Releases Document Requisition Slip None 2 minutes Ma. Elena D. Dupa (Board Secretary V)

(Cashier)
3. Pay at the Cashier 3. Releases Official Receipts 10.00
4. Present and submit the Document Requisition Slip and Official Receipt 4. Receives and Prepares document for signing by the Chief Administrative Officer. None 5 Minutes (HRMO Staff )
5. Receives copy of the documents 5. Releases the document; None 1 Minute (HRMO Staff )
TOTAL: 10.00 10 Minutes
4. Processing of Application for Leave

This document aims to standardize a quality system procedure in processing of Application for Leave. This procedure applies to regular faculty and staff including Contract of Service (COS) personnel.

Office or Division: HUMAN RESOURCE MANAGEMENT OFFICE
Classification: Simple
Type of Transaction: G2C
Who may avail: All Faculty and Staff, previous employees including Contract of Service personnel
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Form 6 (2 Copies) Office of the Chief AO
2. Medical Certificate (if necessary) Cashier’s Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Fill up Form CSC Form 6 1. Verifies Leave Balances None 3 minutes Immediate Supervisor

Dr. Cherry P. Collado (VP for Administration and Finance)/ (for Staff)

Dr. Elizabeth T. Carig (VP for Academic)/ (for Faculty)
2. Wait for processing of document 2.1. Interviews employee for reasons of leave None 1 Minute HRMO Staff
2.2. Indicates leave balances in the leave form None 2 Minutes Dr. Cherry P. Collado VP for Administration and Finance/ (for Staff)
2.3. Signs recommending approval portion None 1 Minute Dr. Elizabeth T. Carig (VP for Academic) / (for Faculty)
3. Receives Leave Form 4. Receives and Prepares document for signing by the Chief Administrative Officer. None 5 Minutes (HRMO Staff )
3. Returns leave form for approval of approving Authority 4. Receives and Records Approved ALA (Form 6) None 1 Minute (HRMO Staff )
TOTAL: 6 Minutes

Physical Plant and Site Development Office

Internal Services

1. Repair and Replacement of Facilities

This covers the installation, inspection, replacement and repair of facilities.

Office or Division: Physical Plant and Site Development
Classification: Complex
Type of Transaction: G2C- Government to Client
Who may avail: All QSU Faculty and Staff
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Work Order Request Form (2 copies) QSU - Physical Plant and Site Development
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Secure a work order request form 1. Issue form to the employee of the University None 5 minutes Maintenance and Construction Engineer detailed
2. Submit a Work Order Request Form 2. Accept and approve the work order request form None 5 minutes Documentary custodian
3. Accompany PPSD personnel for the inspection 3. Inspect the reported facility None 2 Hours Construction and Maintenance Engineer, Maintenance personnel, Quantity Surveyor/Draftsman
4. Wait for the estimate of the assigned PPSD personnel 4. Plan and estimate the request of the client None 5 days PPSD Personnel
5. Receive, sign, and accomplish the Purchase request of estimated materials and labor 5. Submit the duly signed Purchase request to the Procurement office None 1 day Project in charge
6. Receive requested materials 6. Inspect the delivered materials None 1 day Project in charge, Construction and Maintenance Engineer
7. Accompany the PPSD personnel for the inspection and acknowledgment of repair and replacement facility 7. Inspect, acknowledge, and verify the repair/replaceme nt of facility None 1 day PPSD Director, Construction and Maintenance Engineer, Maintenance personnel, Quantity Surveyor/Draftsman
TOTAL: None 8 days, 2 hrs, 10 mins

Auxiliary and Enterprise Development Office

Internal Services

1. IGE Monthly Reports Submission

Submission of monthly Income Generating Enterprise (IGE) reports every 10th day of next month.

Office or Division: AED Office
Classification: Complex
Type of Transaction: G2G (Government to Government)
Who may avail: IGE Managers
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. IGE Forms AED Office
2. List of AR Supply staff
3. List of sales receipts Cashier’s office
4. List of Expenses Budget office
5. List of Collections Accounting office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Secure IGE Forms 1.1. Provide IGE forms None 5 minutes Staff (AED Office)
2. Secure list of AR, sales receipts, expenses, and collections 2.1. Facilitate collection of records from different offices None 2 days Staff (Supply, accounting, budget and cashier’s Office)
3. Filling up and submission of IGE report forms 3.1. Guide IGE managers
3.2. Check individual records
3.3 Receive completed forms
3.4 Consolidate the individual IGE report.		 None 5 days


5 days		 IGE managers and AED Asst. Director and Staff
TOTAL: None 12 days and 5 minutes

Management Information System – Web Content

Internal Services

1. Add or Update Web Content Request Form

Submission of Web Content Request Form

Office or Division: Management Information System
Classification: Simple
Type of Transaction: G2G
Who may avail: All QSU Faculty and Staff
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Web Content Request Form Management Information System Office
2. Softcopy of Content to be uploaded The office requesting
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit Web Content Request Form and the softcopy of the content 1.1. Receive Web Content Request Form and the Data to be uploaded in the website. None 5 minutes Staff (MIS Office)
1.2. Forward the form for approval to the MIS Officer. None 5 minutes MIS Officer
1.3. Once approved, call the attention of the Web Master for the uploading.

1.3.1. Upload Content		 None 5 minutes Web Master
2. Receives Notification 2.1. Notify the requesting office once the content is uploaded. None 5 minutes Staff (MIS Office)
TOTAL: None 20 minutes

Finance Services

Internal / External Services

1. Processing of Disbursement Voucher
Office or Division: Finance Department
Classification: Complex
Type of Transaction: Government to Clients/Government to Government/Government to Business
Who may avail: Students/Faculty/Staff
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Budget Utilization Request and Status Budget Office
2. Obligation Request and Status Budget Office
3. Disbursement Vouchers Cashier
4. Report of Checks Issued Cashier
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the Voucher with attachments 1.1. Receive and check the Disbursement Voucher with attachments for checking

1.2. Record/log the DV to the Logbook

1.3. shall attach checklist and routing slip		 None 6 minutes Staff (Finance Division)
1.4. Forward Disbursement Voucher to Budget Office for Obligation None/td> 5 minutes Staff (Finance Division)
1.5. Fills up necessary data in the ORS/BURS system

1.6. Generates/Prints ORS/BURS from the system

1.7. Gives the ORS/BURS to Budget Officer for review		 None 5 minutes (simple transactions)

10 minutes (complex transactions)		 Staff (Budget Office)
1.8. Review ORS/BURS Signs the ORS/BURS None 3 minutes Budget Officer
1.9. Fills up tracking slip for the release of the ORS/BURS

1.10. Forwards signed ORS/BURS to the VP- Admin. & Finance		 None 2 minutes Staff (Budget Office)
2. Collection and Deposit Process
Office or Division: Cashier’s Office
Classification: Complex
Type of Transaction: Government to Client/Government to Government/Government to Business
Who may avail: Students/Faculty/Staff
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. SIAS Official Receipt Cashier
2. Deposit Slip (Land Bank Deposit Slip) Cashier
3. SIAS Detailed Collection and Deposit Cashier
4. Cash Receipt Registry Cashier
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Receipt of Cash or Check 1.1. receive approved cash/check from payor representing collection, input the transaction in the SIAS and issues Official Receipt.

1.2. Collecting Officer shall also forwards the collection to the cashier.		 None 3 minutes Collecting Officer
2. Receipt of collections 2.1. Receive collections, verify if the amount tally with the one appearing in the deposit it to the bank None 2 minutes Cashier III
3. Receipt of Deposit Slip 3.1. Receive the deposit slip and input in the SIAS.

3.2. Generate details of the collection and deposit for the day and forwards to Cashier Staff II		 None 2 minutes



2 minutes		 Collecting Officer
TOTAL: None 9 minutes

Research and Development Office

Internal Services

1. Application and Endorsement for External Research Presentation

Endorsement and approval process for research paper presentation in in-country research conference/colloquium/forum/congress

Office or Division: University Research and Development Office (URDO)
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Faculty Researcher/Staff
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Letter of Intent for External Research Presentation University Research and Development Office
2. Abstract of the Paper Faculty Researcher/Staff
3. Acceptance Letter from Conference External research conference/colloquium/forum/congress
4. Completed Paper Certification Form University Research and Development Office
5. Research Approval Form University Research and Development Office
6. Endorsement Form for External Research Presentation University Research and Development Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present Letter of Intent for External research Presentation and other requirements 1.1. Accepts Letter of Intent submitted by Faculty/Researcher.
1.2. Check if Letter of Intent is accompanied by the following documents:
1.3. Acceptance letter/invitation letter and program (if available) from the research conference/colloquiu m/forum/congress will be held.
  • Abstract/full paper		 None 3 minutes Staff (URDO)
1.4. Verify if the research output was presented in any of the University’s inhouse review or special research review conducted. If output was presented, KMS Coordinator will issue a certification that the research output was presented during the AIHR/special research review. None/td> 5 minutes KMS Coordinator (URDO)
1.5. Review the application and if found sufficient, certifies that the application is complete. Forward the application to the VP RDET for endorsement. None 3 days University Research Director (URDO)
1.6. Review the application and determine if application is complete. If found meritorious, the faculty researcher is endorsed to the CHED-IAS for application and issuance of travel clearance (for offcountry presentation). None 2 days Vice President, Research Development and Extension Training (URDO)
TOTAL: 5 Days and 8 minutes
2. Faculty Paper Presentation in the University In-House Review

Procedure to be undertaken for paper presentation during annual University In-House Reviews

Office or Division: University Research and Development Office
Classification: Simple
Type of Transaction: G2C - Government to Citizen
Who may avail: Faculty Researchers
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Full Paper University Research and Development Office
2. PowerPoint presentation University Research and Development Office
3. Bio-note University Research and Development Office
4. Rapporteur’s Report University Research and Development Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Prior to presentation proper, the facilitator will present and discuss the procedure for presentation.

Introduce the paper presenter as well as title of paper to be presented to the panel of evaluators		 None 30 minutes URDO Staff
1. Presents the study through PowerPoint presentation 2. The faculty researcher shall be given minimum of 12 minutes but not more than 15 minutes to present his/her study.

The allotted time should be used on the following:
  • Discussion of thebackground/ rationale of the study
  • Discussion of the methodology employed in conducting the study
  • Presentation of the results and discussion of the study
  • Discussion of thefindings of the study visà-vis the objectives.		 None 1 day Faculty Researcher
2. Answer the question/s posed by the Evaluators 3. After the presentation, the panel of evaluators shall be given ample time to ask questions or pose points of clarifications to the presenter. None 5 minutes Evaluators (External)
4. Note down the issues, questions and clarifications forwarded by the evaluators as well as the corresponding answer from the presenter. These issues, questions and clarifications as well as recommendations from the evaluators to improve the research output shall be included in the proceedings of the in-house review. None 5 minutes Documenter/Facilitator
5. Consolidate all the session reports and come up with a consolidated inhouse review proceedings. The report will be submitted to the URDO for dissemination and filing. None 20 minutes Documenter/Facilitator
6. Upon receipt of the consolidated report, URDO staff shall furnish a copy of the comments and recommendation made by the panel of evaluators for each presenter to serve as basis in improving the research manuscript. None 2 days URDO Staff
TOTAL: None 3 Days and 60 minutes
3. Research Publication Process

Procedure for facilitating the publication of completed researches either online or print

Office or Division: University Research and Development Office
Classification: Highly Technical
Type of Transaction: G2C - Government to Citizen
Who may avail: Faculty Researchers
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Full Paper University Research and Development Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit paper to the office for initial evaluation and editing 1. Accepts paper for Publication and forward it to the Managing Editor.

Note: In-House Winners are priority.		 None 2 minutes URDO Staff
2. Evaluates paper. Determine if the paper falls in any of the field mentioned in the research manual. None 2 days Managing Editor (URDO)
3. Evaluate the merit of the paper for publication. If found suitable, the paper goes back to the Managing Editor None 2 days Editorial Board (URDO)
4. Managing Editor makes the initial editing, further evaluation and critiquing. After initial evaluation, the paper is forwarded to the University Statistician. None 2 days Managing Editor (URDO)
5. Review the methodology and statistical tool used in the analysis of data.
• The result of the review will be the basis in determining whether a paper is deemed suitable or not suitable for publication. Author/s of accepted or rejected papers are informed properly of the results via email or letter.		 None 5 days University Statistician
6. Review, critiques and edits the paper. Checks if the paper followed the required format. If found in order, paper is forwarded to the Editor in Chief.

If not in order, the paper returns to the Managing Editor for further improvement.		 None 5 days Associate Editor (URDO)
7. Review the paper and incorporate comments made by the Associate Editor. None 2 days Managing Editor (URDO)
8. Do the final review and editing of the paper. None 2 days Editor-in-Chief (URDO)
9. Do the lay outing, blueprinting and cover designing. None 5 days Lay-out artists (URDO)
10. If not in order, paper returns to the Associate Editor for further review in consultation with None 2 days Associate Editor (URDO)
the Managing Editor.

Reviewing/proofrea ding follows these stages:
a. Edited manuscript
b. Second proof. It is understood that the Associate Editor has made all final corrections and additions on the second stage of proofreading.
11. Does the final round of review for returned papers and submit to the lay-out artist after completed.

Once the journal has been laid-out Papers are forwarded to External Technical Reviewers		 None 2 days Editor-in-Chief(URDO)
12. Review and check the corrected paper based on the recommendation of the technical reviewer. None 2 days Managing Editor, Associate Editor for proofreading (URDO) and Consultant (External)
13. Finalizes the lay-outing. Once lay-outing is completed, printing is done and copy is forwarded to the Editor-in-Chief. None 2 days Lay-out artists(URDO)
14. Proofread the outline in consultation with the Associate Editor and Consultant. No major changes will be followed in the outline. None 2 days Editor-in-Chief(URDO)
15. After revisions are incorporated, Managing Editor coordinates with the publishing company and accounting department for the final printing of the journal. None 2 days Managing Editor (URDO)
TOTAL: None 37 Days and 2 minutes
4. Facilitation and Issuance of Cash Incentives

Application and disbursement of RDE cash incentives for publications, best paper award during conferences, and approved patent/utility model for research outputs completed by faculty researcher/s.

Office or Division: University Research and Development Office (URDO)e
Classification: Simple
Type of Transaction: Government to Client
Who may avail: Faculty Researcher/Staff
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Letter of Intent for External Research Presentation Request Letter for Cash Incentives (Paper Presentation/Publication) University Research and Development Office
2. Completed Paper Certification Form University Research and Development Office
3. Endorsement Form for Research Cash Incentives University Research and Development Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Present the application for RDE cash incentive 1.1. Accepts the letter of intent for cash incentive with the necessary attachment, like copy of the certificate of recognition.
1.2. For publication, URDO staff ensures that research journals where output is published is indexed by Thomson ISI now Clarivate Analytics, Elsevier Scopus, CHED and other reputable journal.		 None 3 minutes Staff (URDO)
1.3. Verify if the research output was presented in any of the University’s inhouse review or special research review conducted. If output was presented, KMS Coordinator will issue a certification that the research output was presented during the AIHR/special research review. None 5 minutes KMS Coordinator (URDO)
1.4. Review the application and if found sufficient, certifies that the application is complete. Forward the application to the VP RDET for endorsement. None 3 days University Research Director (URDO)
1.5. Sign and endorse the application to the Office of the President. OP staff shall return the approved application to the URDO. None 1 day Vice President, Research Development and Extension Training (URDO)
1.6. Accepts the approved application. Inform the concerned faculty through call or text about the approval of the application None 5 minutes Staff (URDO)
TOTAL: 4 Days and 13 minutes

Extension & Training Services

Internal Services

1. Conduct of Internally Funded Training

Conduct of internally funded trainings from submission of proposal up to submission of required documents (refer to checklist of evaluation of end of training reports)

Office or Division: University Extension & Training Services
Classification: Complex
Type of Transaction: Government to Client
Who may avail: Faculty Extension worker/Extension Staff
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
1. Training proposal University Extension & Training Services
2. Checklist of evaluation of end of training reports University Extension & Training Services
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit training proposal 1. Receive training proposal None 3 minutes Staff (UETS)
2. Evaluate the training proposal None 1 day Director for Extension & Training Services
3. Endorse the proposal to Vice President for RDET None 1 day Director for Extension & Training Services
4. Notify the proponent to proceed None 1 day Director for Extension & Training Services
2. Prepare and conduct the training 1. Facilitate the preparation up to conduct of the training None 3 days Staff (UETS)
3. Submit required documents 1. Requires the proponent to submit documents after the conduct of training None 3 days Staff (UETS)
TOTAL: None 9 days 3 minutes
created by: Florante Agustine, Ezekiel Cadiz, John Clyde FLores, Elene Homerez | all rights reserved Copyright @2024.