ACCOUNTING OFFICE

1. VALIDATION OF ENROLMENT

This is a process by which students become officially enrolled in classes for a given semester.

Office or Division:	Accounting Office - Assessment Section
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may avail	Student

Checklist of Requirements	Where to Secure
Assessment Form - 1 copy	Registrar's Office
Official Receipt - 1 copy	Cashier's Office

FOR STUDENTS WHO OPT-OUT OF RA 10931

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents Assessment Form and Official Receipt.	1. Receives the Assessment Form and Official Receipt from the student.	None	1 minute	Assessment Clerk Accounting Office
2. Waits for the processing of the service.	2. Reconciles details of assessment form and data in the Student Information and Accounting System (SIAS).	None	2 minutes	Assessment Clerk Accounting Office
3. Waits for the processing of the service.	3. If reconciled, validates the enrollment.	None	2 minutes	Assessment Clerk Accounting Office
4. Waits for the processing of the service.	4. Stamps "Officially Enrolled" and affixes signature on the Assessment Form.	None	10 seconds	Assessment Clerk Accounting Office
5. Waits for the processing of the service.	5. If not reconciled, the assessment officer determines the reason of the difference. If the difference pertains to fees, he checks and reprints the assessment form. Registrar's office reprints new assessment form but if the difference pertains to other student data, he requests the student to clarify with the Registrar's Office.	None	2 minutes	Assessment Clerk Accounting Office
6. Receives the Assessment Form	6. Releases copy of Assessment Form to student.	None	5 seconds	Assessment Clerk Accounting Office
Total:		None	7 minutes & 15 seconds

FOR STUDENTS WHO OPT-IN OF RA 10931

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents Assessment Form	1. Receives the Assessment Form from the student.	None	1 minute	Assessment Clerk Accounting Office
2. Waits for the processing of the service.	2. Reconciles details of assessment form and data in the Student Information and Accounting System (SIAS).	None	2 minutes	Assessment Clerk Accounting Office
3. Waits for the processing of the service.	3. If reconciled, posts discounts then the enrollment	None	2 minutes	Assessment Clerk Accounting Office
4. Waits for the processing of the service.	4. Stamps "Officially Enrolled" and affixes signature on the Assessment Form.	None	10 seconds	Assessment Clerk Accounting Office
5. Waits for the processing of the service.	5. If not reconciled, the assessment officer determines the reason of the difference. If the difference pertains to fees, he checks and reprints the assessment form. Registrar's office reprints new assessment form but if the difference pertains to other student data, he requests the student to clarify with the Registrar's Office.	None	2 minutes	Assessment Clerk Accounting Office
6. Receives the Assessment Form	6. Releases copy of Assessment Form to student.	None	5 seconds	Assessment Clerk Accounting Office
Total:		None	7 minutes & 15 seconds

2. ISSUANCE OF EXAMINATION PERMIT FOR OPT-OUT STUDENTS

This is a process of issuing examination permits to officially enrolled students and to ensure collection of fees required as of examination period.

Office or Division:	Accounting Office - Assessment Section
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Student

Checklist of Requirements	Where to Secure
Assessment Form - 1 copy	Registrar's Office
Official Receipt - 1 copy	Cashier's Office
Promissory Note - 1 copy	Accounting Office

FOR OPT-OUT STUDENTS

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents Assessment Form or Official Receipt	1. Receives the Assessment Form or Official Receipt from the student	None	5 seconds	Assessment Clerk Accounting Office
2. Waits for the processing of the service.	2. Verifies balance of fees required to be paid on the examination period. Promissory notes are accepted in case students cannot pay the required amount of fees.	None	2 minutes	Assessment Clerk Accounting Office
3. Waits for the processing of the service.	3. Prints and signs the examination permit	None	1 minute	Assessment Clerk Accounting Office
4. Waits for the processing of the service.	4. Stamps "PERMIT ISSUED" on the Assessment Form/Official Receipt of student	None	30 seconds	Assessment Clerk Accounting Office
5. Receives the Assessment Form/Official Receipt and Permit	5. Releases the Permit and Assessment Form/Official Receipt	None	10 seconds	Assessment Clerk Accounting Office
Total:		None	3 minutes & 45 seconds
FOR OPT-OUT STUDENTS
1. Presents Assessment Form	1. Receives the Assessment Form or Official Receipt from the student	None	5 seconds	Assessment Clerk Accounting Office
2. Waits for the processing of the service.	2. Prints and signs the examination permit	None	1 minute	Assessment Clerk Accounting Office
3. Waits for the processing of the service.	3. Stamps 'PERMIT ISSUED' on the Assessment Form/Official Receipt of student	None	30 seconds	Assessment Clerk Accounting Office
4. Receives the Assessment Form and Permit	4. Releases the Permit and Assessment Form/Official Receipt	None	10 seconds	Assessment Clerk Accounting Office
Total:		None	1 minute & 45 seconds

3. SIGNING OF CERTIFICATE OF ENROLLMENT AND BILLING

This is a process of ensuring that officially enrolled students are given correct certification upon request.

Office or Division:	Accounting Office - Assessment Section
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Student

Checklist of Requirements	Where to Secure
Certificate of Enrollment and Billing - 1 copy	Registrar's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents Certificate of Enrollment and Billing	1. Receives the Certification form issued by the Registrar Office	None	5 seconds	Assessment Clerk Accounting Office
2. Waits for the processing of the service.	2. Verifies record of student	None		Assessment Clerk Accounting Office
3. Waits for the processing of the service.	3. Forwards the Certification to the University Accountant for signature	None	1 minute	Assessment Clerk Accounting Office
4. Waits for the processing of the service.	4. Signs the Certification.	None	30seconds	Assessment Clerk Accounting Office
5. Receives the Certificate of Enrollment and Billing	5. Releases the Certification	None	10 seconds	Assessment Clerk Accounting Office
Total:		None	3 minutes & 45 seconds

4. ISSUANCE OF STATEMENT OF ACCOUNTS OF STUDENTS

This is a process of ensuring that officially enrolled students are given updated Statement of Accounts.

Office or Division:	Accounting Office - Assessment Section
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Student

Checklist of Requirements	Where to Secure
Request Form	Accounting Office
Official Receipt	Cashier's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
Presents Request Form and Official Receipt	Receives the Request form and Official Receipt from the Student.	None	10 seconds	Assessment Clerk Accounting Office
Waits for the processing of the service.	Checks the SOA for any unusual entries. If none, print, then signs it	None	2 minutes	Assessment Clerk Accounting Office
Waits for the processing of the service.	If there are unusual entries, inquiries from the student and Registrar.	None	5 minutes	Assessment Clerk Accounting Office
Waits for the processing of the service.	If resolved, prints the SOA, then signs it	None	30 seconds	Assessment Clerk Accounting Office
Receives the SOA	Release the SOA to student.	None	10 seconds	Assessment Clerk Accounting Office
Total:		None	7 minutes & 50 seconds

5. ADJUSTMENT OF ASSESSMENT DUE TO SCHOLARSHIP DISCOUNT AND PETITION

This is a process of adjusting students' ledger due to scholarship, discount and petition.

Office or Division:	Accounting Office - Assessment Section
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Student

Checklist of Requirements	Where to Secure
Assessment Form	Registrar's Office
Petition Letter	Dean's Office

FOR SCHOLARSHIP AND DISCOUNTS

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents Assessment Form.	1. Receives copy of Assessment Form from students.	None	5 seconds	Assessment Clerk Accounting Office
2. Waits for the processing of the service.	2. Verifies the validity of the claim.	None	2 minutes	Assessment Clerk Accounting Office
3. Waits for the processing of the service.	3. Adjusts ledger.	None	2 minutes	Assessment Clerk Accounting Office
4. Waits for the processing of the service.	4. Stamps "POSTED" on the request form.	None	30 seconds	Assessment Clerk Accounting Office
5. Receives the (1) copy of Drop-out Form	5. Releases Assessment Form to student.	None	5 seconds	Assessment Clerk Accounting Office
Total:		None	2 minutes & 40 seconds
FOR PETITION SUBBJECT
1. Presents approved Petition Letter.	1. Receives copy of approved Petition letter from students.	None	10 seconds	Assessment Clerk Accounting Office
2. Waits for the processing of the service.	2. Verifies with the HR Office the rate of Faculty who will handle the petition subject.	None	15 minutes	Assessment Clerk Accounting Office
3. Waits for the processing of the service.	3. Adjusts ledger.	None	2 minutes	Assessment Clerk Accounting Office
4. Receives the Assessment Form	4. Prints and releases new Assessment Form to student.	None	1 minute	Assessment Clerk Accounting Office
Total:		None	18 minutes & 10 seconds

6. ADJUSTING OF FEES DUE TO CANCELLING OF ENROLLMENT AND DROPPING OFSUBJECT

This is a process of ensuring that adjustment of fees of students due to cancellation of enrollment and dropping of subject is valid,accurate and authorized.

Office or Division:	Accounting Office - Assessment Section
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Student

Checklist of Requirements	Where to Secure
Drop-out Form - 2 copies	Registrar's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents Drop-Out Form	1. Receives copy of supporting documents from students.	None	10 seconds	Assessment Clerk Accounting Office
2. Waits for the processing of the service.	2. Retrieves record of the student and verifies on the data base.	None	2 minutes	Assessment Clerk Accounting Office
3. Waits for the processing of the service.	3. Checks completeness, correctness and validity of supporting document.	None	3 minutes	Assessment Clerk Accounting Office
4. Waits for the processing of the service.	4. If there are no problems with the supporting documents, adjusts assessment of the student and stamps "ADJUSTED" on the request form.	None	2 minutes	Assessment Clerk Accounting Office
5. Receives the (1) copy of Drop-out Form	5. Releases one (1) copy of form to student.	None	5 seconds	Assessment Clerk Accounting Office
Total:		None	7 minutes & 15 seconds

7. PROCESSING OF REFUNDS FOR STUDENTS

This is a process of ensuring that claims for refunds of students are valid, accurate and with complete supporting documents and that overpayment of students are being refunded to them.

Office or Division:	Accounting Office - Assessment Section
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Student

Checklist of Requirements	Where to Secure
Assessment Form	Registrar's Office
Official Receipt	Cashier's Office
Request for Form	Accounting Office

FOR SCHOLARSHIP AND DISCOUNTS

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
Presents Request Form for Refund, Assessment and Official Receipt	Receives request form together with supporting documents from the students.	None	1 minute	Assessment Clerk Accounting Office
Waits for the processing of the service.	Verifies validity of the claim and completeness of supporting documents.	None	5 minutes	Assessment Clerk Accounting Office
Waits for the processing of the service.	Informs client if not valid and if with incomplete supporting documents.	None	5 minutes	Assessment Clerk Accounting Office
Waits for the processing of the service.	If valid and complete, accepts the documents for processing.	None	30 seconds	Assessment Clerk Accounting Office
Waits for the processing of the service.	Prepares Disbursement Voucher and records on logbook.	None	5 minutes	Assessment Clerk Accounting Office
Total:		None	7 minutes & 50 seconds

8. SIGNING OF STUDENT CLEARANCE (TERMINAL FOR TRANSFER)

This is a process ensuring that student has fully paid his school fees and other financial obligation to the university before signing the clearance.

Office or Division:	Accounting Office - Assessment Section
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Student

Checklist of Requirements	Where to Secure
Clearance Form	Registrar's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents Clearance Form	1. Receives the clearance form.	None	5 seconds	Assessment Clerk Accounting Office
2. Waits for the processing of the service.	2. Verifies on the database if the student has no balance and has paid the graduation fee. If so, signs the clearance for and on behalf of the University Accountant.	None	4 minutes	Assessment Clerk Accounting Office
3. Waits for the processing of the service.	3. If otherwise, informs the student to settle the balance at the Cashier's Office.	None	10 seconds	Assessment Clerk Accounting Office
4. Waits for the processing of the service.	4. If settled, signs the clearance for and on behalf of the University Accountant.	None	30 seconds	Assessment Clerk Accounting Office
5. Receives the Clearance Form	5. Returns the clearance form to student.	None	5 seconds	Assessment Clerk Accounting Office
Total:		None	4 minutes & 50 seconds

ADMISSION'S OFFICE

1. ADMISSION OF INCOMING COLLEGE FRESHMEN/TRANSFEREES

Conducts the Admission Test to incoming College Freshmen who intend to Enroll in a Baccalaureate Program

Office or Division:	Academics Department
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Graduating Senior High School Students;Transferees

Checklist of Requirements	Where to Secure
Photocopy of school ID (1 copy)/ Any valid ID( 1 copy)	School currently enrolled in/ LTO, Comelec,
Certification of Enrolment in Grade12 (1 copy)	Registrar's Office of School currently enrolled in
Certified true copy of grade (1 copy for transferees)	Registrar's Office of School Currently Enrolled in
1x1 ID Picture with white background (2 copies)	Provided by the enlistee
Authorization Letter from the Registrant (1 copy, if registrant fails to submit requirements personally)	From the Registrant
Registration Form for the CAT	Admission Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1.Submit requirements enlist for the Admission test	1. Assist the client in filling-out the registration form.	None	5 minutes	Admission office's Staff/ Admission Director Admission's Office
2. Receives information about schedule testing venue of the CAT	2. Disseminate / inform the registered examinees of the schedule of testing, testing venues & room assignments	None	2 minutes	Admission Office's Staff/ Admission Director Admission's Office
3.Takes the College Admission Test	3.Administers the CAT simultaneously in all Campuses of the University	None	3.5 hours	Campus Academic Coordinators, Examiners, Proctors, Admission Office staff, Admission Director Admission's Office
4. Receives the CAT result( On-line viewing of CAT ratings)	4. Releases CAT result On-line	None	2.5 months to wait for the result 2 minutes to view the result	IT Staff Admission Director Admission's Office
5. Secures Certificate of CAT rating	5. Validates and Releases CAT Certificates	None	3 minutes	Admission office Staff, Admission Director Admission's Office
Total:		None	2.5 months to wait for release of the results 3 hours and 42 minutes to complete all activities

AUXILIARY SERVICE OFFICE

1. APPLICATION, RESERVATION AND APPROVAL FOR THE USE OF CSU-ANDREWS FACILITIES

Government- Business transaction (application, reservation and use of CSU Facilities by non-campus affiliated agency or private agency with pay), and Auxiliary Services Office of the Cagayan State University Considers Government- Citizen Transaction(application, reservation and use ofFacilities by students, faculties, college departments). Government - Government (application, reservation and use of CSU Facilities by partnered-agency of CSU and other Government Office subject for approval)

Office or Division:	Auxiliary Service Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Freshmen CSU Employees and, Non-Campus affiliated Agency

Checklist of Requirements	Where to Secure
Request Letter- From the requesting party	Auxiliary Services Office
Request Form and Payment Slip
*Request Form (must attach the approved letter of the conduct of a particular activity by the CEO)

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Present Letter with the approval of the Campus Executive officer, if non-campus affiliated agencies or individuals explain the conditions of reservation.	1. Review the validity of the request and availability of the item/s to be used or borrowed	-	3 minutes	Auxiliary Staff Auxiliary Office
2. Fill up the Request Form	2. Signed and approved by the Director		5 minutes	Auxiliary Director Auxiliary Office
3. If approved, wait for the payment slip	3. Issues Payment Slip		1 minute	Auxiliary Staff Auxiliary Office
4. Proceeds for the Cashier's Office for Payment, (only for those non-campus affiliated agencies individuals)	4. Collects Payment and issues Official Receipts	P25,000.00 / day for 8 hrs. (Convention Center) P 1,500.00 / hr. (Gymnasium)	3 minutes	Cashier's Office Staff Cashier's Office
5. Proceeds at the Auxiliary Office to submit the official receipts	5. Files the submitted documents and receipts. Prepares the venue, equipment and other materials requested.	-	-	Auxiliary Staff Auxiliary Office
Total:		0	12 minutes

2. PAYMENT OF CSU ANDREWS CANTEEN BILLS

Payment for the monthly rentals, electric and water bills on the first week of the following month

Office or Division:	Auxiliary Service Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Business Owners

Checklist of Requirements	Where to Secure
Billing Statement	Auxiliary Service Office
Official Receipts of the electric and water bills

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Request for Billing Statement (Rental, electricity and water).	1. Provides the Document	-	5 mins	Auxiliary Staff Auxiliary Office
2. Receive documents, proceeds at the Cashier's Office and pay the monthly bills.	2. Receives payment and Issues Official Receipts.	P4,000.00 for stalls rental, P1,500.00 for the food cart rental *Electric and water bills depends on actual surcharge	10 mins	Auxiliary Staff Auxiliary Office Cashier's Office Staff
3. Submits Official Receipt	3. Reflects payment to the Lessee's Ledger	-	10 mins	Auxiliary Staff Auxiliary Office
Total:			22 mins

3. APPLICATION FOR CSU ANDREWS CANTEEN LEASE

Rental of Stalls for the whole year inside the Campus

Office or Division:	Auxiliary Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Business Owners

Checklist of Requirements	Where to Secure
Letter of Intent	Office
Application Form
Business Slot Application Form
Business Permit	Mayor's Office
Health Permit	Rural Health Unit
BFP Safety Certification	Bureau of Fire Protection
DTI Permit	Department of Trade and Industry
Product Listings, Crew Roster andFacility Layout	Lessee
Contract of Lease	Auxiliary Service Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1.Submits Letter of Intent	1. Receives and review the document submitted	-	2 mins	Auxiliary Staff Auxiliary Office
2. (If approve) Request for Business Slot Application Form and Fills-up the Document	2. Receives the document and verify the completeness	-	3 mins	Auxiliary Staff Auxiliary Office
3. Submit other required documents	3. Receives and peruses documents	-	15 mins	Canteen Manager/ Auxiliary Staff Auxiliary Office
	3.1. Files the document submitted	-	2 mins	Auxiliary Staff
	3.2. Determines the capability of the applicant and forwards the recommendation to the Director of Auxiliary and Vice President for the Administration and Finance	-	1 - 3 days	Canteen Manager/ Auxiliary Staff Auxiliary Office
	3.3. Prepares contracts of lease	-	15 mins	Auxiliary Staff Auxiliary Office
4. Signs the Contract of Lease	4. Instructs the client to have the contract notarized	-	10 mins	Canteen Manager and Auxiliary Director Auxiliary Office
5. Submits accomplished Contract of Lease	Receives and files document. 5.1. Prepares Billing Statement for rental deposit and advance	-	5 mins	Canteen Manager Auxiliary Office
6. Pays rental deposit and advance to the University Cashier	6. Receives payment and issues official receipts	P4,000.00 for stalls rental, P1,500.00 for the food cart rental)	5 mins	Cashier's Office Staff Cashier's Office
7. Shows Official Receipt (OR)	7. Prepares and reflects payment on the lessee's ledger	-	10 mins	Auxiliary Staff Auxiliary Office
Total:

BIDS AND AWARDS COMMITTEE

1. GOVERNMENT PROCUREMENT - ALTERNATIVE MODE OF PROCUREMENT

Procurement of Goods, Infrastructure Projects and Consulting Services

Office or Division:	Bids and Awards Committee and The Secretariat
Classification:	Highly Technical
Type of Transaction:	Government to Business Entity Government to Government
Who may Avail:	All end-user of purchase request

Checklist of Requirements	Where to Secure
Doc. 1 - Purchase Request	Supply Office
Doc. 2 -EarmarkedPurchase Request	Budget Office
Doc. 3 - PPMP	Office of Purchase Request / End-user

Client Steps	Agency Action	Fees to be Paid	Processing Day	Person Responsible
1. Client submits the properly earmarked purchase request	1. Receive and log the Requisition and Issuance Slip or Purchase Request (earmarked).		1day	BAC Secretariat BAC Office
	2. Evaluate technical specifications of goods/services/infrastructure projects. If technical specifications are incorrect, PRs shall be returned to the end-users.
	3. Except for those with ABCs equal to Fifty Thousand Pesos (50,000.00) and below, RFQs shall be posted for a period of three (3) calendar days in the website, website of the Procuring Entity, if available, and at any conspicuous place reserved for this purpose in the premises of the Procuring Entity.		4 days
	4. If for the purchase of goods, issue Request for Quotation to at least three (3) suppliers of good standing (technically, legally, and financially capable).
	5. Retrieve the Request for Quotation.		7 days
	6. Evaluate the Request for Quotations through a meeting.			BAC Chair and Members BAC Office
	7. Prepare the Abstract of Quotation.			BAC Secretariat BAC Office
	8. Recommend to award the Contract to Lowest Responsive Bidder			BAC Chair and Members BAC Office
	9. Prepare Minutes of the Meeting.			BAC Secretariat BAC Office
	10. Award the contract to Lowest Responsive Bidder and Approve the contract - Abstract of Quotation.		2days	HOPE
	11. In case of alternative mode of procurement other than small value procurement, prepare the resolution pertaining to the mode of procurement.			BAC Secretariat BAC Office
	12. If necessary, consolidate the PRs with the same nature of goods and services. 12.1. Transmit the Abstract of Quotation to Supply office.		1 day
Total:			15 days

2. GOVERNMENT PROCUREMENT - COMPETITIVE BIDDING

Procurement of Goods, Infrastructure Projects and Consulting Services

Office or Division:	Bids and Awards Committee and The Secretariat
Classification:	Highly Technical
Type of Transaction:	Government to Business Entity Government to Government
Who may Avail:	All end-user of purchase request

Checklist of Requirements	Where to Secure
Purchase Request	Supply Office
EarmarkedPurchase Request	Budget Office
PPMP	Office of Purchase Request / End-user

Client Steps	Agency Action	Fees to be Paid	Processing Day	Person Responsible
1. Client submits the properly earmarked purchase request	1. Organize Pre - Procurement Conference (if necessary). Prepare minutes of the meeting.			BAC Secretariat BAC Office
	2. Conduct conference with the members, TWG and end-user		7 days	BAC Chair and Members Technical Working Group
	3. Post invitation to bid or request for intent in PhilGEPS and/or in nationwide-circulated newspaper (broadsheet), website of CSU, conspicuous place of CSU.		12 days	BAC Secretariat BAC Office
	4. Organize Pre-Bid Conference.			BAC Chair and Members Technical Working Group
	5. Conduct pre-bid meeting with interested contractors / suppliers / consultants.
	6. Schedule and organize meeting for the submission and opening of bids.
	7. Prepare minutes of the meeting.			BAC Secretariat BAC Office
	8. Update supplemental Bid bulletin (to be posted in PhilGEPS).			BAC Chair and Members Technical Working Group
	9. Prepare and distribute Bidding Documents.			BAC Secretariat BAC Office
	10. Send invitation letters to COA; two non-government organizations; end-users, TWG; and observers.
	11. Receive SEALED bidding documents from interested bidders marking the date and time they are accepted and logged.		1 day	BAC Chair and Members Technical Working Group
	12. Conduct opening of bids and bid evaluation.
	13. Prepare minutes of the meeting.			BAC Secretariat
	14. Post-qualify the bidder with lowest calculated bid.		1 day	BAC Chair and Members Technical Working Group
	15. Recommend to the HOPE the award of contract to the bidder with the lowest calculated responsive bid.		2 days
	16. Prepare minutes of the meeting.		BAC Secretariat BAC Office
	17. Approve the Resolution / Issue the Notice of award.			HOPE
	18. Contract Preparation and Signing.		3 days
	19. Approval of contract of Higher Authority.
	20. Issue the Notice to Proceed.
	21. Post the Notice of Award in PhilGEPS.			BAC Secretariat BAC Office
	22. Post the Notice to Proceed and the approved contract in PhilGEPS.
Total:			26 days
The processing time' was changed to processing day' due to the impossibility of quantifying in minutes the procurement stages. However, the law has determined the minimum and maximum period to conduct each stage.

CASHIER'S OFFICE

1. COLLECTION OF FEES

To ensure the process in collection accurately

Office orDivision:	Cashier's Office
Classification:	Simple, Complex Highly Technical
Type of Transaction:	G2C-Government to Citizen, G2B-Government to Business Entity, G2G-Government to Government
Who may Avail:	Outside Clients

Checklist of Requirements	Where to Secure
Assessment Form	Registrar's Office
Payment Slip	Registrar's Office/Business Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents Assessment Form/School ID or duly Payment Slip	1. Receives Assessment Form/School ID or duly accomplished Payment Slip	It varies on the payment slip issued by the concerned offices	1 minute	Cashier's Office Staff Cashier's Office
2. Pays amount indicated in the Payment Slip	2. Receives and Counts the Money 2.1. Print Official Receipts		1 minute	Cashier's Office Staff Cashier's Office
3. Receives Official Receipt / Change	3. Signs and Issues Official Receipts and gives the change (If necessary)		1 minute	Cashier's Office Staff Cashier's Office
Total:			(3 minutes)

2. RELEASING OF CASH (SALARIES FINANCIAL ASSISTANCE/SCHOLARSHIP)

To ensure that payments by cash shall be based on the approved

Office or Division:	Cashier's Office
Classification:	Simple
Type of Transaction:	G2C-Government to Citizen
Who may Avail:	Students, Faculty Members, Administrative Staff, Outside Clients

Checklist of Requirements	Where to Secure
School ID for Faculty, Administrative Staff and Students
Photocopy of School ID for Students
Any Valid ID for Other Clients (Company ID, Passport, Driver's License, SSS, Comelec, GSIS, Philhealth, Postal ID and PRC License

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents two valid for Outside Clients and School ID for Faculty, Administrative Staff and Students	1. Requires Clients to sign in the payroll 1.1 Requires Students to present and photocopy of ID	None	1 minute 1 minute	University Cashier/ Cashier's Office StaffCashier's Office
2. Receives money	2. Counts and releases money	None	1 minute	University Cashier/ Cashier's Office StaffCashier's Office
Total:			(3 minutes)

3. RELEASING OF CHECKS

To ensure validity, propriety of claim based on the approved disbursement

Office or Division:	Cashier's Office
Classification:	Complex
Type of Transaction:	G2C-Government to Citizen
Who may Avail:	Students, Faculty Members, Administrative Staff, Outside Clients

Checklist of Requirements	Where to Secure
School ID for Faculty, Administrative Staff and Students
Any Valid ID for Other Clients (Company ID, Passport, Driver's License, SSS, Comelec, GSIS, Philhealth, Postal ID and PRC License

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents two valid ID's for Outside Clients and School ID for Faculty, Administrative Staff and Students	1. Requires Clients to sign in the received payment box of the disbursement vouchers	None	1 minute	Cashier's Office Staff Cashier's Office
2. Issues Official Receipt for Suppliers, Remittances and Billings	2. Receives Official Receipt (for Suppliers, Remittances and Billings)	None	1 minute	Cashier's Office Staff Cashier's Office
3. Receives Check	3. Releases Check	None	1 minute	Cashier's Office Staff Cashier's Office
Total:			(3 minutes)

GUIDANCE AND COUNSELING CENTER

1. REFERRAL SERVICE

REFERRAL SERVICE refers to the guidance service that entails the assistance of the entire academic community.Students/clients who are deemed to guidance and counseling assistance are referred to the counselor for help. If needed, referrals are also made to external consultants deemed experts and with authority handling cases beyond the ability of the counselor to handle.

Office or Division:	Guidance and Counseling Center
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Members of the academic community, Students

Checklist of Requirements	Where to Secure
Referral Form (1 copy)	Guidance and Counseling Center

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Informs the Guidance Director/Counselor of the purpose of the visit	1. Talks with the referring party about the referral	none	5 minutes	Guidance Director, Guidance Coordinator, Guidance Counselor Guidance Office
2. Referred party undergoes the counseling session	2. Conducts counseling	none	45 minutes to 1 hour	Guidance Director, Guidance Coordinator, Guidance Counselor Guidance Office
3. Signs in the Director's/Counselor's Logbook	3. Files the Intake Form	none	1 minute	Guidance Director, Guidance Coordinator, Guidance Counselor Guidance Office
Total:		none	51 minutes to 1 hour

2. ISSUANCE OF CERTIFICATE OF GOOD MORAL CHARACTER

CERTIFICATE OF GOOD MORAL CHARACTER refers to a document given to any requesting student who does not have any pending case by the time of request.

Office or Division:	Guidance and Counseling Center
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Students

Checklist of Requirements	Where to Secure
CGMC (1 copy)	Guidance and Counseling Center
Official Receipt	Cashier

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Informs the Guidance Staff of the purpose of the visit	1. Issues request form and instructs client to pay at the cashier's officer	CGMC Request Form	1 minute	Guidance Staff Guidance Office
2. Accomplishes the form and pays at the Cashier's Office	2. Issues the official receipt	P30.00 (if the requesting party is already a graduate of the university)	10 minutes	Cashier's Office Staff Cashier's Office
3. Gives the request form and official receipt	3. Checks the accuracy of data and prints the certificate	none	3 minutes	Guidance Staff Guidance Office
4. Signs in the CGMC Request Logbook	4. Signs and issues the certificate	none	1 minute	Guidance Coordinator Guidance Counselor Guidance Office
Total:		P30.00	15 minutes

3. COUNSELING SERVICE

COUNSELING refers to the guidance service wherein the counselor assists the counselees in the development of a well-functioning individual primarily by enhancing and utilizing their potentials to the fullest and plan their future in accordance with their abilities, interests and needs.

Office or Division:	Guidance and Counseling Center
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Enrolled students who are undergoing crisis in life

Checklist of Requirements	Where to Secure
Intake Form (1 copy)	Guidance and Counseling Center

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Informs the Guidance Staff of the purpose of the visit	1. Guidance Staff endorses the client to the counselor in-charge	none	5 minutes	Guidance Staff Guidance Office
2. Undergoes the counseling session	2. Conducts counseling	none	45 minutes to 1 hour	Guidance Director, Guidance Coordinator, Guidance Counselor, Guidance Office
3. Signs in the Director's/Counselor's Logbook	3. Files the Intake Form	none	1 minute	Guidance Director, Guidance Coordinator, Guidance Counselor Guidance Office
Total:		none	51 minutes to 1 hour

HUMAN RESOURCE MANAGEMENT OFFICE

1. REQUEST FOR SERVICE RECORD

Duration of Government Service from employment, promotion, retirement/resignation/transfer as well as salary received per month

Office or Division:	Administrative /HR
Classification:	(Simple)
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Faculty, Personnel

Checklist of Requirements	Where to Secure
Request form (HR Form#3501)	HR Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Persons Responsible
1. Secure Request Form and up the data needed	1. The personnel in-charge receives the request form, reviews the completeness of requirements, and prepares the Service Record	0	25 mins.	HR Staff
2. Client waits at the waiting area	2. Review, signing by authorized officials, and Sealing of Service Record	0	10 mins.	HRMO HR Office Records Officer
3. Receiving of the document	3. Releasing of service record	0	1 min	HR Staff
Total:		0	36 minutes

2. REQUEST FOR CERTIFICATE OF EMPLOYMENT COMPENSATION

Indication of First Day of Service, Position andDesignation, compensation of the Employee Concerned

Office or Division:	Administrative /HR
Classification:	(Simple)
Type of Transaction:	(G2C - Government to Citizen)
Who may Avail:	Faculty, Personnel

Checklist of Requirements	Where to Secure
Request form (HR Form#3501)	HR Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Persons Responsible
1. Secure Request Form and up the data needed	1. The in-charge personnel receives the request form, reviews the completeness of requirements, and prepares the Service Record	0	25 mins.	HR Staff
2. Client waits at the waiting area	2. Review, signing by authorized officials, and Sealing of Service Record	0	10 mins.	HRMO HR Office
3. Receiving of the document	3. Releasing of the document	0	1 min	HR Staff
Total:		0	36 minutes

3. PROCESSING OF APPLICATION OF HIRING, PROMOTION

Appointment issued to the applicant to perform the duties responsibilities attached to the position title indicated

Office or Division:	Administrative /HR
Classification:	(Complex)
Type of Transaction:	(G2C - Government to Citizen)
Who may Avail:	Faculty, Personnel

Checklist of Requirements	Where to Secure
HR Form#3508 copies	HR Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Persons Responsible
1. The client accomplishes and submits the requirements/ submits for review as to completeness	1. The HRM Officer receives the request form, reviews the completeness of requirements, the client to return after 7 working days.	0	5 mins	HRMO HR Office
	1.1 The HRM Officer prepares the appointment and processes it in accordance to the requirements set by the CSC		3 days	HRMO/ HR Staff HR Office
	1.2 HR signs the certification as to compliance of supporting documents and Submission to CSC for Confirmation/ attestation		3 days	HRMO HR Office
	1.3. VP signs the certification as to qualification requirements			VPAF VPAF Office
	1.4. The President approves the appointment			University President President's Office
2. Receiving of the document	2. Releasing of the document	0	1 min	HRMO HR Office
Total:		0	1 week/ 7 days

4. PREPARATION OF SALARY PAYROLL AND OTHER BENEFITS PER COLLEGE / OFFICE

Processing of compensation of employees earned for the period including benefits entitlement

Office or Division:	Administrative /HR
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Faculty, Personnel

Checklist of Requirements	Where to Secure
Daily Time Record (DTR)	HR Office
Application for Leave	HR Office
Summary of Attendance (F-HRMO-3506)	HR Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Persons Responsible
1. The client requests his/her printed DTR from the HR Office, accomplishes the DTR, and submits it to the HRMO through his/her immediate supervisor not later than the 3rd working day of the month. In case of travels on OB or OT, Travel Orders & Certificate of Appearance must be attached to the DTR. 2. The client receives his/her salary through his/her bank account.	1. The HR staff receives the DTRs and checks the completeness of the data reflected in the DTR including Travel Orders Cert. of Appearance. 2. The HR Staff posts absences; tardiness/ under time in the leave card on the same day, and make a Summary of Report Attendance, reflecting leave of absence w/out pay for deduction. 3. The HR staff prepares a summary list of employees w/out DTR's supporting papers. 4. The HRMO reviews and certifies the correctness of summary of attendance. 5. The Payroll Incharge prepares the payroll, voucher for salaries, Pay Slips, Remittances for GSIS; Philhealth, HDMF, BIR and Bank Loans. 6. The HRMO check/validates the payroll prepared. 7. The Chief Adm. Officer signs the payroll 8. The HR Staff record release the payroll, vouchers and remittances and forward to the Budget Office 9. The Budget Office prepares for the Obligation and Request Status and determines the fund code they used to pay salaries of the 10. The Budget office sends the obligated disbursement vouchers to the Accounting Office 11. The Accounting Office receives the transactions, and the Clerk responsible for the processing of salaries will be the one to review and finalize the amount before it will be signed by the University Accountant 12. The Processing Clerk logs the documents once it is signed by the University Accountant and forwards it to the person-in-charge of ADA/LDAP. 13. One the transactions has been issued ADA/LDAP, the processing clerk will forward the documents to the University Finance Management Officer (CFMO) for her initials beside the name of the VicePresident for Administration and Finance 14. The staff of CFMO records and disposes the documents to the Cashier's Office for recording and proper issuance of CHECKs and signing of ADAs/LDAPS 15. The University Cashier will review and signs the LDAPs/ADAs and CHECKS. 16. The staff of the Cashier's Office sends the signed CHECKs, VOUCHERS, ADAs/LDAPS to the Office of the Vice-President for Administration and Finance for final reviewing and signing. 17. The Office of the Vice-President for Administration and Finance accepts all the documents. The VPAF Financial Analyst reviews all the documents before the VPAF signs all the documents. 18. The VPAF staff returns all the documents to the Cashier's Office once it is completely signed by the VPAF. 19. The Cashier's Office will go to bank to deposit the LDAPs/ADAs and to encash checks which will put into a pay slip.	0 Approval/ Granting of Benefits in accordance to DBM ruling.	3 working days	HR Staff, HRMO, CAO HR Office
Total			3 days

LIBRARY OFFICE

1. CIRCULATION - BORROWING OF LIBRARY MATERIALS

This covers the process of lending of library material in the library.

Office or Division:	Library
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen, G2B - Government to Business Entity, G2G - Government to Government
Who may Avail:	Students, Faculty Members, Administrative Personnel, Administrators, Researchers

Checklist of Requirements	Where to Secure
Library Identification Card	Library - Circulation Services

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Searches the library material using the Web-OPAC and jots down its corresponding Call Number	1. Assists the client in locating the library material	None	2 Minutes	Library Staff Library Office
2. Presents the library material together with the Library Identification Card to the Librarian	2. Checks out the library material to the name of the client and prints two (2) copies of transaction receipt utilizing the Library Automated System	None	1 Minute	Library Staff Library Office
3. Receives the library material and transaction receipt	3. Issues the library material together with a copy of the transaction receipt and files the duly signed copy of the transaction receipt	None	2 Minutes	Library Staff Library Office
Total:		None	5 Minutes

2. CIRCULATION - RETURNING OF LIBRARY MATERIALS

This covers the process of returning of borrowed library material

Office or Division:	Library
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen, G2B - Government to Business Entity, G2G - Government to Government
Who may Avail:	Students, Faculty Members, Administrative Personnel, Administrators, Researchers

Checklist of Requirements	Where to Secure
Library Identification Card	Library - Circulation Services
Transaction Receipt	Library - Circulation Services
Payment Order Form (If overdue)	Library - Circulation Services
Official Receipt (if overdue)	Cashier

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents the borrowed library material to the Librarian	1. Inspects and checks in the library material utilizing the Library Automated System. Verifies the due date of the borrowed library 1.1. If overdue, prints the Payment Order Form and instructs the client to pay the overdue fine/penalty to the Cashier	None	2 Minutes	Library Staff Library Office
2. Pays the computed amount to the Cashier	2. Facilitates the payment process	None	10 Minutes	University Cashier Cashier's Office
3. Present the Official Receipt and submits the Payment Order Form duly signed by Cashier to the Librarian	3. Clears the overdue penalty from the Automated System and files the Payment Order Form	None	1 Minute	Library Staff Library Office
Total:		None	13 Minutes

3. INTER-LIBRARY LOAN SERVICES

This covers the procedure in accommodating clients coming from other schools or institutions through referrals.

Office or Division:	Library
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen G2B - Government to Business Entity G2G - Government to Government
Who may Avail:	Students, Faculty Members, Administrative Personnel, Administrators, Researchers

Checklist of Requirements	Where to Secure
Identification Card	Any valid Identification Card
Referral Letter	Referring Institution

Client Steps	Agency Action	Fees to be Paid	ng Time	Person Responsible
1. Presents the Referral Letter and Identification Card to the Librarian	1. Receives and files the Referral Letter to its corresponding folder	None	1 Minute	Library Staff Library Office
2. Fills up the Inter- Library Loan Services Log Sheet	2. Assists the client in searching information needs	None	1 Minute	Library Staff Library Office
Total:		None	2 Minutes

4. INTERNET/E-LIBRARY SERVICES

This covers the procedure in utilizing the available resources in the E-Library section.

Office or Division:	Library
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen, G2B - Government to Business Entity, G2G - Government to Government
Who may Avail:	Students, Faculty Members, Administrative Personnel, Administrators, Researchers

Checklist of Requirements	Where to Secure
Library Identification Card	Library - Circulation Services

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Surrenders the Library Identification Card to the Internet Section In-Charge	1. Logs the time in' utilizing the E-Library Attendance Monitoring System and assigns a Computer Terminal Number for the client	None	1 Minute	Library Staff Library Office
2. Upon Exit: the client affirms the Computer Terminal Number to the E-Library	2. Assists the client in searching information needs	None	1 Minute	Library Staff Library Office
Total:		None	2 Minutes

5. INTERNET/E-LIBRARY PRINTING SERVICES

This covers the process of printing and payment of information or documents researched by the clients.

Office or Division:	Library
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen, G2B - Government to Business Entity, G2G - Government to Government
Who may Avail:	Students, Faculty Members, Administrative Personnel, Administrators, Researchers

Checklist of Requirements	Where to Secure
Library Identification Card	Library - Circulation Services

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Saves the researched information or document with preferred format (e.g., pdf, html, docx, pptx, xlsx, etc.) into the My Documents folder' of the Computer Terminal or Flash Drive. Requests for printing from the E-Library InCharge; Affirms the filename of the document and its corresponding Computer Terminal Number or Flash Drive to the E-Library	1. Retrieves and prints the document from the shared document folder of the Computer Terminal Number or Flash Drive	Php 3.00 per page (A4 size) Php 4.00per page (Long size)	4 Minutes	Library Staff Library Office
2. Pays corresponding amount of printing; 2.1. Fills up the Sheet for Printing	2. Receives and verifies the payment for printing services	None	1 Minute	Library Staff Library Office
Total:		Php 3.00 per page (A4 size) Php 4.00 per page	5 Minutes

MEDICAL AND DENTAL SERVICES

1. MEDICAL CONSULTATION, EXAMINATION AND COUNSELING

Students, Faculty and personnel of CSU who have medical concerns are assessed and treated in the UniversityClinic

Office or Division:	University Clinic
Classification:	SIMPLE
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Students, Faculty, Personnel

Checklist of Requirements	Where to Secure
Logbook	Clinic
History Form	Clinic
Prescription Form	Clinic
Lab Request Form	Clinic

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Client signs in the logbook.	1. Assists the client in signing the logbook	None	1 minute	Nurse/ Clerk University Clinic
2. Verbalizes chief complaints.	2. Asks series of questions pertaining to chief complaints of the patients.	None	5 minutes	Nurse/ Clerk University Clinic
3. Subjects initial physical examination.	3. Gets vital signs.	None	3 minutes	Nurse University Clinic
4. Subjects himself for medical examination.	4. Conducts a thorough history and physical examination	None	10 minutes	Physician University Clinic
5. Receives treatment form	5. Issues prescription or lab request form for further diagnostics	None	2 minutes	Physician University Clinic
6. Receives initial dose of medicine for the temporary relief of symptoms or asks to come back for further consultation if symptoms persist.	6. Dispenses initial dose of medicine or request the patient to go for further laboratory test/s if symptoms persist.	None	2 minutes	Nurse University Clinic
7. Receives health teaching from the providers.	7. Provides health teaching to the patient.	None	5 minutes	Physician/NurseUniversity Clinic
Total:		NONE	28 MINUTES

2. FIRST AID TREATMENT

Students, Faculty and personnel of CSU who required immediate medical attention are managed accordingly and referred as needed

Office or Division:	University Clinic
Classification:	Simple, Complex, Highly Technical
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Students, Faculty, Personnel

Checklist of Requirements	Where to Secure
Logbook	Clinic
History Form	Clinic
Prescription Form	Clinic
Lab Request Form	Clinic
Referral Form	Clinic

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Verbalizes chief complaints	1. Takes vital signs.	none	1 minute	Nurse University Clinic
2. Subjects himself for physical examination	2. Performs brief and concise history taking and physical examination.	none	2 minutes	Physician University Clinic
3. Receives First aid treatment	3. Provides the emergency treatment and nursing care. Physician does thorough history taking and physical examination.	None	10 minutes to 15 minutes	Physician/Nurse University Clinic
4. If required, he/she is advised hospital referral for further management	4. If required, issues Referral Form to Hospital or Specialist Doctor of Choice for further evaluation and management	None	1 minute	Physician/Nurse University Clinic
5. Receives health teaching from the provider	5. Provides health teaching	None	2 minutes	Physician / Nurse University Clinic
6. Signs in the logbook		None	1 minute	Nurses/ Clerk University Clinic
Total:		none	17- 22 Minutes

3. ISSUANCE OF MEDICAL CERTIFICATE PRIOR TO INTERNSHIP/ON THE JOB TRAINING (OJT) OR ATHLETIC COMPETITION

Medical Clearance as required by different courses are issued to senior students before they are allowed to undergo On-the-job training/internship or engaging in athletic completion.

Office or Division:	University Clinic
Classification:	simple
Type of Transaction:	G2C - Government to Citizen, G2B - Government to Business Entity, G2G - Government to Government
Who may Avail:	Students, Faculty, Personnel

Checklist of Requirements	Where to Secure
Letter of Request for issuance of Medical certificate ( 1 copy)	COLLEGE DEPARTMENT - Specific Office/Division/Desk
Laboratory Request form	University Clinic
Laboratory results	Outside Lab service provider
Logbook	University Clinic
Medical Certificate	University clinic

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Presents a letter from respective college that requests issuance of medical certificate (OJT)	1. Receives endorsement from college	None	1 minute	Client/ Nurse/ Clerk University Clinic
2. Secures a Laboratory request from university clinic.	2. Provides client with referral to laboratory.	None	1 minute	Nurse/ Clerk University Clinic
3. Presents referral form to the recommended laboratory or health facility for laboratory test to be done.	3. Assists client and carry out laboratory request.' (outside lab service provider)	Variable	Variable	Lab Service provider
4. Returns to clinic and signs in the logbook and fills up necessary details.	4. Assists the patient in signing the logbook.	None	2 minutes	Nurse University Clinic
5. Subjects himself for initial physical examination.	5. Takes and records vital signs.	None	2 minutes	Nurse University Clinic
6. Subjects himself for further physical examination.	6. Conducts thorough medical and physical examination.	None	2 minutes	Physician University Clinic
7. Presents laboratory examination to physician.	7. Interprets laboratory exam results and correlates with status of client.	None	2 minutes	Physician University Clinic
8. Receives medical certificate or referral form.	8. Issues medical certificate if cleared. Issues prescription and laboratory request if found to have illness.	None	3 minutes	Physician University Clinic
9. Submits photocopy of signed medical certification and laboratory results	9. Receives and compiles photocopies and signed copies of med cert and lab results.	None	1 minute	Nurse/ Clerk University Clinic
Total:		Variable	Variable

4. DENTAL EXAMINATION AND CONSULTATION

Students, Faculty and personnel of CSU who have dental concerns are assessed and treated in the UniversityDental Clinic

Office orDivision:	University Clinic
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Students, Faculty, Personnel

Checklist of Requirements	Where to Secure
Individual Dental Record	University Clinic
Dental Examination Form	University Clinic
Payment Order Form	University Clinic
Consent Form	University Clinic

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Client signs in the logbook.	1. Assists in signing of logbook.	N/A	1 minute	Nurse/ Clerk University Clinic
2. Client subjects himself/ herself for initial physical examination.	2. The Dentist performs thorough dental examination.	N/A	2 minutes	Dentist University Clinic
3. Client receives recommendation/ treatment plan.	3. The Dentist suggests/ recommends treatment plan: Extraction	Student 75php Faculty/ Personnel 100php	2-10 minutes	Dentist and Clerk University Clinic
	Dental Filing Oral Prophylaxis	Student 200php Faculty / Personnel 250php Student 75php Faculty/ Personnel 100php
	Oral Prophylaxis	Student 75php Faculty / Personnel 100php
4. Client receives payment order form and consent form	4. The Dentist/ Clerk issues payment order form and consent form	N/A	2 minutes	Dentist/ Clerk University Clinic
Total:			15 minutes

5. DENTAL TREATMENT

Students, Faculty and personnel of CSU who have dental concerns are assessed and treated in the UniversityDental Clinic

Office or Division:	University Clinic
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Students, Faculty, Personnel

Checklist of Requirements	Where to Secure
Logbook	University Clinic
Payment Order Form	University Clinic
Consent Form	University Clinic
Official Receipt	Cashier
Individual Dental Record	University Clinic
Dental Examination Form	University Clinic

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Client signs in the logbook.	1. Assists in signing of logbook.	N/A	1 minute	Nurse/ Clerk University Clinic
2. Client presents Official Receipt, Payment Order Form and Consent form	2. Receives and verifies the forms submitted. Checks	N/A	2 minutes	Nurse/ Clerk University Clinic
signatures in consent form
3. Client subjects himself for physical examination.	3. Reassesses the patient prior to procedure	N/A	1 minute	Dentist University Clinic
4. Client receives treatment	4. Performs Minor Operation: Extraction Dental Filing Oral Prophylaxis	Student 75php Faculty/ Personnel 100php Student 200php Faculty/ Personnel 250php Student 75php Faculty/ Personnel 100php	2-10 minutes	Dentist and Clerk University Clinic
5. Receives initial dose of postoperative medications	5. Dispenses initial dose of medicine	None	2 minutes	Nurse University Clinic
Total:			13 minutes

REGISTRAR'S OFFICE

1. PROCEDURES FOR THE ENROLLMENT OF FRESHMEN

Enrollment of incoming first year students to be admitted in Cagayan State University.

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Freshmen students

Checklist of Requirements	Where to Secure
Socio economic profile form	College Dean's Office
Free Higher education opt in/opt out form
Advising form
Admission Test Result	Admissions Office
PSA/NSO Birth Certificate	Philippine Statistics Authority
Form 138/ Senior High school Card	Senior High School previously
Good Moral Certificate
Data Profile Sheet	Download from CSU website: https://www.csu.edu.ph/docs/studentprofile_form.pdf
Assessment form	Registrar's Office
Official Receipt	Cashier's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceeds at the Dean's office and submits the enrollment requirements	1. Interviews applicant and reviews all the requirements 1.1. Issues signed advising form specifying the required subjects, schedules and blocks of the freshmen.	n/a	15 mins	Program Chair/Coordinator College Department
2. Proceeds at the Registrar's office and submits the requirements	2. Evaluates and verifies the completeness validity of requirements.	n/a	5 mins	Registrar's Records Custodians Registrar's Office
	2.1. Enters enlistment data in SIAS and prints assessment document. Files all documents submitted by the enrollee.	n/a	10mins	Registrar's Records Custodians Registrar's Office
3. Proceeds at the Cashier	3. Collects enrollment fee and issues official receipt (not applicable to students who availed the free tuition and free		2mins	Cashier's StaffCashier's Office
Miscellaneous - RA.10931)
4. Proceeds at the Accounting'sOffice	4. Validates enrollment in SIAS and stamps the assessment - "officially enrolled"	n/a	2mins	Accounting Assessment OfficerAccounting Office
5. Proceeds at the Registrar's Office and present the validated assessment form	5. Issues class cards	n/a	1 min	Registrar's Staff Registrar's Office
Total:		34mins

2. PROCEDURES FOR THE ENROLLMENT OF OLD STUDENTS

Students must follow all the steps provided to officially enroll and be admitted in Cagayan State University.

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Old students

Checklist of Requirements	Where to Secure
Socio economic profile form	College Dean's Office
Advising form	College Dean's Office
Assessment form	Registrar's Office
Official Receipt	Cashier's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceeds at the Dean's office	Explains and instructs applicant to fill out the profile form and opt in/opt out 1.1. Provides and signs advising form from specifying the required subjects, schedule and blocks of old students	n/a	10 mins	Program Chair/Coordinator College Department
2. Prepares and submit the requirements	2. Evaluates and verifies validity of requirements	n/a	5 mins	Registrar Records Custodians Registrar's Office
	2.2 Enters enlistment data in SIAS and prints assessment document. Files all documents submitted by the enrollee.	n/a	10 mins	Registrar Records Custodians Registrar's Office
3. Proceeds at the Cashier	3. Collects enrollment fee and issues official receipt (not applicable to students who availed the free tuition RA.10931)	n/a	2 mins	Cashier's Staff Cashier's Office
4. Proceeds at the Accounting Office	4. Validates enrollment in SIAS and stamps the assessment - "officially enrolled"	n/a	2 mins	Accounting Assessment Officer Accounting Office
Total:			29 mins

3. PROCEDURES FOR THE ENROLLMENT OF TRANSFEREE

The procedures for the enrollment of freshmen start from the receipt of enrollment credentials

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Transferee

Checklist of Requirements	Where to Secure
Socio-economic profile form	College Dean's Office
Advising form	College Dean's Office
Admission Test Result	Admissions Office
PSA/NSO Birth Certificate	PSA
Form 138	Senior High School previously attended
Good Moral Certificate	College previously attended
Transcript of Records (TOR)	College previously attended
Honorable Dismissal (HD)	College previously attended
Subject Credit Form	Registrar's Office
Data Profile Sheet	Download from CSU website: https://www.csu.edu.ph/docs/studentprofile_form.pdf
Assessment form	Registrar's Office
Official Receipt	Cashier's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceed at the Dean's office and submit requirements	1. Explains and instructs applicant to fill out the socio-economic profile form and unifast opt in/ opt out form 1.1. Verifies and approves the to be credited 1.2. Provides and signs advising form from specifying the required subjects, schedules and blocks of transferee	n/a	20 mins	Program Chair/Coordinator College Department
2. Prepares and submit the requirements at the Registrar's office	2. Evaluate and verify validity of requirements	n/a	5 mins	Registrar Records Custodians Registrar's Office
	2.1. Enters enlistment data and subjects credited in SIAS and prints assessment document. Files all documents submitted by the enrollee.	n/a	15 mins	Registrar Records Custodians Registrar's Office
3. Proceeds at the Cashier	3. Collects enrollment fee and issues official receipt (not applicable to students who availed the free tuition RA.10931)	n/a	2 mins	Cashier's StaffCashier's Office
4. Proceeds at Accounting Office	4. Validates enrollment in SIAS and stamps the assessment - " enrolled"	n/a	2 mins	Accounting Assessment Officer Accounting Office
Total:			44 mins

4. PROCEDURES FOR THE MAIDEN ISSUANCE OF OFFICIAL

TRANSCRIPT OF RECORDS First issuance and release of OTR of theGraduates

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Graduates

Checklist of Requirements	Where to Secure
Document Request Form (DRF)	Registrar's Office
Student Terminal Clearance	Registrar's Office
Hard bound thesis (for Graduate School program)	Graduate School Dean's Office
Official Receipt	Cashier's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceed at the Registrar's Office	1. Issues Document request form to be filled out by the requesting client	n/a		Program Chair/Coordinator
	1.1. Collects payment for issuance of OTR and issues official receipt right after	P50.00 per page	2 mins	Cashier's Staff Cashier's Office
	1.2. Receives required documents for issuance of OTR	n/a	3 mins	Registrar’s Staff
	1.3. Verifies academic records of the student in the system	n/a	2 mins
	1.4. Prints, reviews and signs the OTR	n/a	5 mins
	1.5. Verifies all required documents and signs the OTR	n/a	2 mins
	1.6. Retrieves OTR and files a duplicate copy	n/a	3 mins
	1.7. Dry seals the signed OTR	n/a
	1.8. Logs and issues OTR	n/a	5 mins
Total:		P50.00 per page	24 mins

5. PROCEDURES FOR THE RE-ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS

Issuance of the 2^nd request for OTR to theGraduates

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Graduates

Checklist of Requirements	Where to Secure
Document Request Form (DRF)	Registrar's Office
Official Receipt	Cashier's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceed at the Registrar's Office	1. Issues Document request form to be filled out by the requesting client	n/a		Registrar's Staff Registrar's Office
	1.1. Collects payment for issuance of OTR and issues official receipt right after	P50.00 per page	2 mins	Cashier's Staff Cashier's Office
	1.2. Receives required documents for issuance of OTR	n/a	3 mins	Registrar's Staff Registrar's Office
	1.3. Verifies academic records of the student in the system	n/a	2 mins
	1.4. Prints, reviews and signs the OTR	n/a	5 mins
	1.5. Verifies required documents and signs the OTR	n/a	2 mins
	1.6. Retrieves OTR and files a duplicate copy	n/a	3 mins
	1.7. Dry seals the signed OTR	n/a
	1.8. Logs and issues OTR	n/a	5 mins
Total:		P50.00 per page	24 mins

6. PROCEDURES FOR THE ISSUANCE OF CERTIFICATE OF GRADES

Procedures for the issuance of Certificate ofGrades

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Graduates

Checklist of Requirements	Where to Secure
Document Request Form (DRF)	Registrar's Office
Official Receipt	Cashier's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceeds at the Registrar's Office	1. Issues Document request form to be filled out by the requesting client	n/a	1 min	Registrar's Staff Registrar's Office
	1.1. Collects payment for issuance of certificate of Grades and issues official receipt right	P30.00 per semester	2 mins	Cashier's Staff Cashier's Office
	1.2. Receives required documents and endorses it to the Registrar's clerk	n/a	2 mins	Staff Registrar's Office
	1.3. Prints the certificate of grades from the system	n/a	2 mins
	1.4. Verifies and signs the Certificate of Grades	n/a	2 mins
	1.5. Signs the COG	n/a	1 min
	1.6. Dry seals the Certificate of Grades	n/a	1 min
	1.7. Logs and issues the Certificate of Grades to the client'	n/a	2 mins
Total:		P30.00 per semester	13 mins

7. PROCEDURES FOR THE ISSUANCE OF CERTIFICATION OF AUTHENTICATION AND VERIFICATION (CAV)

Certification for Authentication and Verification is required at the DFA for employment foreign travels of theGraduates

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Graduates

Checklist of Requirements	Where to Secure
Document Request Form (DRF)	Registrar's Office
Photocopy of Transcript of Records and Diploma	Personal Copy of the Graduate
Official Receipt	Cashier's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceed at the Registrar's Office	1. Issues Document request form to be filled out by the requesting client	n/a	1 min	Registrar's Staff Registrar's Office
	1.1. Collects payment for issuance of CAV and issues official receipt right	P120 per set	2 mins	Cashier's Staff Cashier's Office
	1.2. Receives required documents and endorses it to the Registrar's clerk	n/a	2 mins	Registrar's Staff Registrar's Office
	1.3. Prints the certificate of grades from the system	n/a	2 mins
	1.4. Verifies and signs the Certificate of Grades	n/a	2 mins
	1.5. Signs the COG	n/a	2 mins
	1.6. Dry seals the Certificate of Grades	n/a	1 min
	1.7. Logs and issues the Certificate of Grades to the client	n/a	2 mins
Total:		P120 per set	14 mins

8. PROCEDURES FOR THE RE-ISSUANCE OF DIPLOMA

issuance of the diploma to Graduates as proof of academic completion

Office or Division:	Registrar's Office
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Graduates

Checklist of Requirements	Where to Secure
Document Request Form (DRF)	Registrar's Office
Official Receipt	Cashier's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceed at the Registrar's Office	1. Issues Document request form to be filled out by the requesting client	n/a	1 min	Registrar's Staff Registrar's Office
	1.1. Collects payment for re-issuance of Diploma and official receipt right	P200.00 per re-issuance	2 mins	Cashier's Staff Cashier's Office
	1.2. Receives required documents and endorses it to the Registrar's clerk	n/a	2 mins	Staff Registrar's Office
	1.3. Prints Diploma from the system	n/a	2 mins
	1.4. Verifies and initially signs the Diploma	n/a	2 mins
	1.5. Dry seals the Diploma	n/a	1 min
	1.6. Logs and issues the Diploma to the client on the scheduled date of release	n/a	2 mins
Total:		P200.00 per re-issuance	14 mins

9. PROCEDURES FOR ADDING/CANCELLING/DROPPING OF SUBJECTS

Subjects can be added, cancelled and dropped within one (1)week from the first day of class provided it is approved by the college dean

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Officially Enrolled Students

Checklist of Requirements	Where to Secure
Document Request Form (DRF)	Registrar's Office
Adding/cancelling/dropping form	Department
Official Receipt	Cashier's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceed at the Registrar's Office	1. Receives accomplished adding / Cancelling /Dropping form duly signed by the professor/ Instructor and approved by the college dean and Official receipt as proof of payment	n/a	1 min	Registrar's Staff Registrar's Office
	1.1. Verifies the records of the client	n/a	3 mins
	1.2. Approves/ Disapproves the Adding/ Cancelling/ Dropping form submitted by the student	n/a	5 mins
	1.3. Enters the added/cancelled/dropped subjects in the student's record and in the system	n/a	2 mins
	1.4. Files a Registrar's copy of the approved form and releases to the student the duplicate copies (Student's and Dean's copies of the form)	n/a	2 mins
	1.5. Instructs the student to proceed at the accounting office for update of the account.	n/a	1 min
	1.6. Issues a new copy of the assessment document with updated fees	n/a	3 mins
Total:			17 mins

10. PROCEDURES FOR THE RECTIFICATION OF GRADES

Rectification of grade is valid only if the faculty has erroneously entered a grade on the grading sheet or made an error in the computation

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Officially Enrolled Students

Checklist of Requirements	Where to Secure
Request Letter from the Instructor and Grade Sheet (duly signed and approved by the Dean)	Instructor/Professor

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceed at the Registrar's Office	1. Receives request letter to rectify the grade of a student prepared by the Instructor/Professor and approved by the college dean with attached updated grade sheet'	n/a	1 min	Registrar's Staff Registrar's Office
	1.1. Retrieves the original grade submitted and verifies the validity of the request	n/a	3 mins
	1.2. Approves/ disapproves the request for rectification	n/a	1 min
	1.3. Reflects the updated grade/s in the record of the student and in the system	n/a	5 mins
	1.4. Attaches the approved request on the permanent file of the concerned student	n/a	2 mins
Total:			13 mins

11. PROCEDURES FOR THE COMPLETION OF GRADES

Completion of incomplete grades submitted by the faculty within 1 a period of 1 year

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Officially Enrolled Students

Checklist of Requirements	Where to Secure
Completion form (duly signed and approved by the Dean)	Instructor/Professor

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceed at the Registrar's Office	1. Receives the completion form and reviews completeness of request form	n/a	1 min	Registrar's Staff Registrar's Office
	1.1. Retrieves the original grade sheet submitted and verifies the validity of the request	n/a	3 mins
	1.2. Reviews and verifies the request for completion	n/a	5 mins
	1.3. Approves/ disapproves the request for completion	n/a	1 min
	1.4. Reflects the updated grade/s in the record of the student and in the system	n/a	5 mins
	1.5. Attaches the approved request on the permanent file of the concerned student	n/a	2 mins
Total:			17 mins

12. PROCEDURES FOR DROPPING OUT

Students may be allowed to drop from a course only before the conduct of the examination

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Officially Enrolled Students

Checklist of Requirements	Where to Secure
Drop-out form	Registrar's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceed at the Registrar's Office	1. Receives accomplished Drop- out Form from client, duly approved by the college	n/a	1 min	Registrar's Staff Registrar's Office
	1.1. Verifies the validity of the drop out form	n/a	2 mins
	1.2. Approves/ Disapproves the dropout form	n/a	3 mins
	1.3. Enters the mark "DRP" in all registered by the student during the current semester	n/a	3 mins
	1.4. Retains Registrar's copy and releases Student's, Dean's and Accounting's copies of the drop out form	n/a	1 min
Total:			10 mins

13. PROCEDURES FOR THE ISSUANCE OF HONORABLE DISMISSAL

The procedures for the issuance of Honorable Dismissal cover the processes involved from the receipt of the request for HonorableDismissal to the issuance of Honorable Dismissal to the client.

Office or Division:	Registrar's Office
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Officially Enrolled Students

Checklist of Requirements	Where to Secure
Document Request Form	Registrar's Office
Student Clearance	Registrar's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Proceed to the Registrar's Office	1. Receives accomplished DRF, official receipt and accomplished undergrad student clearance.	n/a	1 min	Registrar's Staff Registrar's Office
	1.1. Verifies academic records and documents.	n/a	10 mins
	1.2. Issues transfer credential/ Honorable dismissal with attached COG	n/a
	1.3. Files duplicate copy of HD.	n/a
Total:			11 mins

SUPPLY OFFICE

1. PROCUREMENT

Acquisition of supplies, material sand equipment

Office or Division:	Supply
Classification:	Simple
Type of Transaction:	Government to Business Entity G2G - Government to Government
Who may Avail:

Checklist of Requirements	Where to Secure
Purchase Request	Supply office
Abstract of Quotation	Bids and Awards Committee
Purchase Order	Supply Office
Inspection and	Supply Office
Requisition and Issuance of Supplies, Materials, Property Acknowledgement Report Inventory Custodian Slip	Supply Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Receive approved Purchase Request and assign numbers and forwards to Budget office	1. Assign earmark	None	1 day	Supply Officer, Supply Office Staff Supply Office
2. Receive approved abstract of quotations from VPAF Office and prepares purchase order/Job Order assign number and forwards to the Budget Office	2. Certifies as to availability of funds	None	1 day	Supply Officer, Supply Office Staff Supply Office
2.1. Delivery of Supplies, Materials and Equipment	2.1. Approval	None	7-15 days	Supply Officer Supply Office End user, Inspection Officers
2.2. Inspection and Acceptance	2.2. Acceptance	None	15 minutes
3. Issuance of Supplies, Materials, Equipment	Approval	None	20 minutes	Supply Office Staff Supply Office
Total:		none

OFFICE OF STUDENT DEVELOPMENT AND WELFARE

1. UNIVERSITY BASED SCHOLARSHIP (GRADUATE SCHOOL, COLLEGE OF LAW, COLLEGE OF MEDICINE)

This procedure is aimed at facilitating student application for University Based scholarship

Office or Division:	Office of Student Development and Welfare
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Students in the Graduate School, College of Law and College of Medicine

Checklist of Requirements	Where to Secure
Duly accomplished Scholar DataForm(1 copy)	CSU/OSDW - Scholarship -in-charge
Photocopy of Enrolment/Assessment form (1 copy)	CSU/Registrar's Office
Photocopy of Appointment/ Certificate of Employment of the Regular Employee (1 copy)	CSU/Records Office/HR Office
Photocopy of School ID	CSU/IMC Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Signs in the Visitor's/ Client Logbook 1.1. Applies for Scholarship	1. Determines the scholarship being applied for 1.1. Gives the applicant the Scholar Data Form 1.2. Advises the applicant of the documentary requirements	None	5 minutes	OSDW Staff OSDW Office
2. Fills out the Data Form 2.1. Submits the duly accomplished Data Form	2. Receives the documentary requirements 2.1. Checks completeness/ correctness of documents 2.2. Evaluates application	None	15 minutes	OSDW Staff
3. Seeks approval of the OSDW Director	3. Approves/ Disapproves scholarship application	None	10 minutes	OSDW Director
4. Presents the original copy of Enrolment/ Assessment Form	4. Stamps the original Enrolment/ Assessment with the approved scholarship grant	None	2 minutes	OSDW Staff
Total:		None	32 minutes

2. UNIVERSITY BASED SCHOLARSHIP (UNDERGRADUATE FINANCIAL INCENTIVE PROGRAM)

This procedure is aimed at facilitating student application for scholarship(Financial IncentiveProgram)

Office or Division:	Office of Student Development and Welfare
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Students in the Undergraduate programs

Checklist of Requirements	Where to Secure
Duly accomplished Scholar Data Form (1 copy)	CSU/OSDW - Scholarship -in-charge
Photocopy of Senior High School Card for first year students/ Latest Certification of grades for higher year levels(1 copy)	DEPED/Secondary School - Principal's Office CSU/Registrar's Office
Photocopy of Excellence Award Certificate (first year students only) (1 copy)	DEPED/Secondary School - Principal's Office
Photocopy of Assessment/Enrolment Form for the current semester(1 copy)	CSU/Registrar's Office
Photocopy of SchoolID(1 copy)	CSU/IMC Office
Photocopy of PWD ID (for PWD applicants only) (1 copy)	DSWD

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Signs in the Visitor's/ Client Logbook 1.1. Applies for Scholarship	1. Determines the scholarship being applied the applicant the Scholar Data Form 1.1. Advises the applicant of the documentary requirements	None	5 minutes	OSDW Staff OSDW Office
2. Fills out the Scholar Data Form 2.1. Submits the duly accomplished Data Form	Receives the documentary requirements 2.1. Checks completeness/ correctness of documents 2.2. Evaluates scholarship application	None	15 minutes	OSDW Staff OSDW Office
3. Encodes the name of the student in the		None	2 minutes	OSDW Staff OSDW Office
4. Prepares Payroll and Voucher		None	3 working days (after the 4-days application period)	OSDW Staff OSDW Office
5. Certifies the correctness of the payroll and signs the voucher		None	5 minutes	OSDW Director/OSDW Coordinator OSDW Office
6. Forwards the payroll, voucher and documentary requirements to the Budget Office for Obligation		None	10 minutes	OSDW Staff OSDW Office
Total:		None	7 days

3. PRIVATE BASED AND GOVERNMENT BASED SCHOLARSHIP

This procedure is aimed at facilitating student application for private and government based scholarship

Office orDivision:	Office of Student Development and Welfare
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Students in the Undergraduate programs

Checklist of Requirements	Where to Secure
Duly accomplished Scholar Data Form (1 copy)	CSU/OSDW - Scholarship -in-charge
Photocopy of Senior High School Card for first year students/Latest Certification of grades for higher year levels(1 copy)	DEPED/Secondary School - Principal's Office CSU/Registrar's Office
Notice of Award orCertification'from the Scholarship Provider/ Masterlist provided by the scholarship provider (1 copy)	CHED/Scholarship Provider
Photocopy of Assessment/Enrolment Form for the current semester(1 copy)	CSU/Registrar's Office
Doc. 5-Photocopy of School ID (1 copy)	CSU/IMC Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Signs in the Client/Visitor's Logbook 1.1. Presents Notice of Award/Certification from the scholarship provider/Inclusion in the List of Scholars provided by the scholarship provider	1. Checks Notice of Award/Certification from the scholarship provider presented or verify name if included in the List of Scholars provided by the scholarship 1.1. Gives the applicant the Scholar Data Form 1.2. Advises the applicant of the documentary requirements	None	10 minutes	OSDW Staff OSDW Office
2. Fills out the Scholar Data Form 2.1. Submits the duly accomplished Scholar Data Form together with the documentary requirements	2. Receives the documentary requirements 2.1. Reviews documents submitted.	None	15 minutes	OSDW Staff OSDW Office
	2.2. Prepares Payroll and Voucher	None	1 hour (after the 5 days application period)	OSDW Staff OSDW Office
	2.3. Certifies the correctness of the payroll and signs the voucher	None	10 minutes	OSDW Director/OSDW Coordinator OSDW Office
	2.4. Forwards the payroll, voucher and documentary requirements to the Budget Office for Obligation	None	10 minutes	OSDW Staf OSDW Office
Total:		None	6 days

4. STUDENT ASSISTANTSHIP

This procedure is aimed at facilitating student application for student assistantship which provides opportunities for students to work during their vacant time.

Office or Division:	Office of Student Development and Welfare
Classification:	Complex
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Students in the Undergraduate programs

Checklist of Requirements	Where to Secure
Doc. 1-Duly accomplishedStudent Assistantship Application Form (1 copy)	CSU/OSDW - Student Assistantship -
Doc. 2 - Photocopy ofAssessment/Enrolment Form for the current semester(1 copy)	CSU/Registrar's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1.Signs in the Client/Visitor's Logbook 1.1 Applies for Student Assistants ship	1. Gives the student application form for student 1.1. Advises the student of the documentary requirements	None	1-5 minutes	OSDW Staff OSDW Office
2. Fills out the Student Assistantship Application 2.1. Submits the duly accomplished application form together with the documentary requirements	2. Receives the documentary requirements 2.1. Reviews documents 2.2. Screens the application of the student as to the Class Schedule 2.3. Schedules the interview	None	10-15 minutes	OSDW Staff OSDW Office
3. Presents himself/ herself for interview	3. Conducts interview	None	10 minutes	OSDW Staff OSDW Office
	3.1. Prepares the final list of Student Assistants	None	1 hour (after 4 days of application period)	OSDW Staff OSDW Office
	3.2. Endorses to the VPAA for recommendation to the President/ Campus Executive Officer for the approval of their applications	None	10 minutes	OSDW Director/OSDW Coordinator Campus OSDW Office
	3.4. President/ Campus Executive Officer Approves the List 3.5. Once approved, prepares Special Order/Office Order for signature of the University President/ Campus Executive Officer	None	1 day	University President/ Campus Executive Officer
4. Receives copy of Special Order	4. Gives copies of Special Order/Office Order to qualified students as well as to the concerned offices 4.1. Informs students on the schedule of orientation	None	1 day	OSDW Staff OSDW Office
5. Attends Orientation of student assistants	5. Conducts orientation of student assistants 5.1. Deploys students to their respective office assignment	None	1 day	OSDW Director/OSDW Coordinator and OSDW Staff OSDW Office
Total:		None	7 days

5. ACCREDITATION AND RE-ACCREDITATION OF STUDENT ORGANIZATION

This procedure is aimed to ensure that all student organizations comply with the requirements necessary for accreditation/re-accreditation and that all student organizations are given or issued a certificate of accreditation.

Office or Division:	Office of Student Development and Welfare
Classification:	Technical
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Student Organizations for accreditation or re-accreditation

Checklist of Requirements	Where to Secure
A. For Accreditation
Request letter addressed to the Executive Officer duly endorsed by the Office of Student Development and Welfare (Pro Forma Form) (1 copy)	CSU/OSDW
A copy of Constitution and by - laws (1 copy)	CSU/Student Organization Office
List of officers and members of the organization (Pro Forma Form) (1 copy)	CSU/OSDW
Request letter and acceptance of advisers (Pro Forma Form) (1 copy)	CSU/OSDW
Directory of Officers and Members (Pro Forma Form) (1 copy)	CSU/OSDW
General Action Plan for the School Year (Pro Forma Form) (1 copy)	CSU/OSDW
B. For Re-accreditation
Request letter addressed to the Executive Officer duly endorsed by the Office of Student Development and Welfare (Pro Forma Form) (1 copy)	CSU/OSDW/Student Organization Office
A copy of Constitution and by - laws (if amended) (1 copy)	CSU/Student Organization Office
Request letter and acceptance of advisers (Pro Forma Form) (1 copy)	CSU/OSDW/Student Organization Office
Updated Directory of Officers and Members (Pro Forma Form) (1 copy)	CSU/OSDW/Student Organization Office
General Action Plan for the School Year (Pro Forma Form) (1 copy)	CSU/OSDW/Student Organization Office
Accomplishment Reports ((Pro Forma Form) (1 copy)	CSU/OSDW/Student Organization Office
Financial Reports prepared by the financial secretary, checked by the auditor, noted by the president and the adviser/s and further noted by the College Dean (Pro Forma Form) (1 copy)	CSU/OSDW/Student Organization Office
Inventory of Supplies and Equipment (1 copy)	CSU/Student Organization office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Monitors the schedule of accreditation/re-accreditation	1. Posts schedule of accreditation/re-accreditation of student organizations	None	30 minutes	OSDW Staff OSDW Office
2. Signs in the Client/Visitor's Logbook Applies for accreditation/re-accreditation 2.1. Applies for accreditation/re-accreditation 2.2. Submits documentary requirements	2. Receives the documentary requirements 2.1. Checks completeness/ correctness of documents 2.2. Evaluates the application	None	1 hour	OSDW Staff OSDW Office
3. Seeks recommendation and approval of application	3. Recommends to the Campus Executive Officer the approval of application (Campus Level) 3.1. Forwards the List of Accredited Organization to the Director of OSDW	None	2 days	OSDW Coordinator Campus OSDW Office
	3.2.Prepares the Certificate of Accreditation	None	1 day	OSDW Staff OSDW Office
	3.3. Signs the Certificate of Accreditation	None	30 minutes	OSDW Director OSDW Office
	3.4. Forwards to the Office of the Vice President for Academics for recommendation to the Office of the President for approval and signing of the Certificates of Accreditation	None	10 minutes	OSDW Staff OSDW Office
	3.5. The VPAA and the President sign the Certificate of Accreditation	None	2 days	VPAA and University President VPAA Office/ President's Office
4. Receives Certificate of Accreditation	4. Distributes the Certificate of Accreditation to concerned Student Organization officers	None	1 day	OSDW Staff OSDW Office
Total:		None	15 days

6. APPLICATION FOR THE SPECIAL PROGRAM FOR THE EMPLOYMENT OF STUDENTS OR RA9547

This procedure is aimed at facilitating the application of interested students who may avail of SPES.

Office or Division:	Office of Student Development and Welfare
Classification:	Technical
Type of Transaction:	G2C - Government to Citizen G2G - Government to Government
Who may Avail:	Students in the Undergraduate programs

Checklist of Requirements	Where to Secure
Certificate of Enrollment/Indigence/Employment(DOLE Pro Forma Forms) (1 copy)	DOLE/CSU-OSDW
SPES Application Form (DOLE Pro Forma Forms) (1 copy)	DOLE/CSU-OSDW
SPES oath of Undertaking (DOLE Pro Forma Forms) 1 (copy)	DOLE/CSU-OSDW
SPES Contract (DOLE Pro FormaForms)(1 copy)	DOLE/CSU-OSDW
Photocopy of Enrolment/AssessmentForm'(1 copy)	CSU/Registrar's Office
Photocopy of School ID (1 copy)	CSU/IMC Office
Photocopy of Birth Certificate (1 copy)	PSA
Latest Certification of Grades (1 copy)	CSU/Registrar's Office
Student AssistantshipForm(1 copy)	CSU/OSDW
1 x 1 ID picture of the student applicant (1 copy)

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Accomplishes Pledge of Commitment and certification as to the availability of funds		None	30 minutes	OSDW Staff OSDW Office
	1.1. The Budget officer and the University President signs the pledge of commitment and certification of the availability of funds	None	1 hour	Budget Officer Budget Office University President President's Office
	1.2.Submits the Pledge of Commitment and the Certification of Availability of Funds to DOLE RO2	None	OSDW Staff OSDW Office
2. Monitors the announcement for Special Program for Employment of Students	2. Posts/Informs students of the opening of the SPES Program of DOLE	None	30 minutes	OSDW Staff OSDW Office
3. Signs in the Client/Visitor's Logbook 3.1. Applies at the OSDW 3.2. Fills-out student assistantship application form	3. Distributes student assistantship application form 3.1. Schedules interview	None	10 minutes	OSDW Director/OSDW Coordinator OSDW Office
4. Presents himself/herself for interview	4. Conducts interview 4.1. Evaluates the application of the students	None	15 minutes	OSDW Staff OSDW Office
5. Accomplishes DOLE Forms 5.1. Secures documentary requirements	5. Distributes DOLE Forms to qualified student and list of other requirements 5.1. Sets deadline of submission of requirements	P 5.50 (GSIS Insurance fee)	15 minutes	OSDW Staff OSDW Office
6. Submits duly accomplished forms and other documentary requirements	6. Receives forms and documentary requirements of the 6.1. Checks completeness/ of forms and documents submitted Endorses the OSDW Director	None	10 minutes	OSDW Staff OSDW Office
	6.2. Prepares the GSIS Insurance Coverage and Placement Report to be signed by the OSDW Director/ Coordinator and the University President/ CEO	None	20-30 minutes	OSDW Staff OSDW Office
	6.3. Recommends to thePresident'through the Vice President for Academic Affairs / Campus Executive Officer those who are qualified to recipients of the DOLE SPES Program	None	10 minutes	OSDW Director/OSDW Coordinator OSDW Office
	6.4. Signs the Placement Report and GSIS Insurance Coverage	None	10 minutes	University President/CEO President's Office/CEO Office
	6.5. Releases Special Order	None	1 day	University President President's Office
7. Receives copy of Special Order	7. Gives copies of Special Order to concerned Offices and to students qualified as SPES recipient	None	1 day	OSDW Staff OSDW Office
	7.1. Submits to the DOLE RO2 Placement Report, GSIS Insurance Coverage and Documentary Requirements of the beneficiaries	None	1 day	OSDW Staff OSDW Office
Total:		P 5.50	15 days

7. APPROVAL OF CONDUCT OF STUDENT ACTIVITIES (CAMPUS LEVEL)

This procedure is aimed to ensure that all student activities are properly coordinated and approved by authorities.

Office or Division:	Office of Student Development and Welfare
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Student Organizations

Checklist of Requirements	Where to Secure
Request Letter (1 copy)	CSU/Student Organization Office
Activity Proposal/ Plan (1 copy)	CSU/Student Organization Office
Budget plan if it entails expenses (1 copy)	CSU/Student Organization Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Signs in the Clients/Visitors Logbook 1.1. Presents letter request	1. Reviews the request for previous details (noted by the student organization adviser and endorsed by the Dean) and attachments	None	3 minutes	OSDW Staff OSDW Office
2. Seeks endorsement of the OSDW Coordinator to the Campus Executive Officer for	2. Evaluates the request 2.1. Conducts short 2.2. Endorses the activity to the Executive Officer	None	5-10 minutes	OSDW Coordinator Campus OSDW Office
3. Seeks approval of Campus Executive Officer	3. Approves/ Disapproves the conduct of the activity	None	5-10 minutes	Campus executive Officer CEO Office
Total:		None	23 minutes

8. APPROVAL OF CONDUCT OF STUDENT ACTIVITIES (UNIVERSITY LEVEL)

This procedure is aimed to ensure that all student activities are properly coordinated and approved by authorities.

Office or Division:	Office of Student Development and Welfare
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Student Organizations

Checklist of Requirements	Where to Secure
Request Letter (1 copy)	CSU/Student Organization Office
Activity Proposal/ Plan (1 copy)	CSU/Student Organization Office
Budget plan if it entails expenses (1 copy)	CSU/Student Organization Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Signs in the Clients/Visitors Logbook 1.1. Presents	1. Reviews the request for previous details (signed by the head of the organization, noted by the adviser, to be endorsed by the OSDW Director, recommending approval of the VPAA and approval of the President) and attachments	None	3 minutes	OSDW Staff OSDW Office
2. Seeks endorsement of the OSDW Director	2. Evaluates the request 2.1. Conducts short 2.2. Endorses the activity to the Vice President for Academic Affairs	None	5-10 minutes	OSDW Director OSDW Office
3. Seeks recommendation of Vice President for Academic Affairs	3. Recommends to the University President the conduct of the activity	None	10 minutes	Vice President for Academic Affairs VPAA Office
4. Seeks approval of the University President	4. Approves/ Disapproves the conduct of the activity	None	1 day	University President President's Office
Total:		None	1 day

9. SIGNING OF STUDENT CLEARANCE

This procedure is aimed to ensure that all students are cleared from money and other accountabilities before securing credentials.

Office or Division:	Office of Student Development and Welfare
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Students

Checklist of Requirements	Where to Secure
Student Clearance (1 copy)	CSU/Registrar's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Signs in the Clients/Visitors Logbook 1.1 Presents duly filled-out Clearance Form	1. Receives clearance Form 1.1. Checks for the completeness of information in the Student Clearance Form 1.2. Endorses the OSDW Director/ Coordinator for signature'	None	5-10 minutes	OSDW Staff OSDW Office
2. Seeks the signature of the OSDW Director/OSDW Coordinator	2. Conducts interview 2.1. Signs the clearance	None	5-10 minutes	OSDW Director/OSDW Coordinator OSDW Office
Total:		None	20 minutes

10. STUDENT PUBLICATION EDITORIAL BOARDS CREENING

Office or Division:	Office of Student Development and Welfare
Classification:	Technical
Type of Transaction:	G2C - Government to Citizen
Who may Avail:	Aspiring student journalists/writers

Checklist of Requirements	Where to Secure
Editorial Board Application Form (1 copy)	CSU/OSDW
Photocopy of Assessment/Enrolment Form (1 copy)	CSU/Registrar's Office
Photocopy of Senior High School Card for first year students/Latest certification of grades for higher year levels (1 copy)	DEPED/Secondary School/Principal's Office CSU/Registrar's Office

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Monitors the posting of announcement for the selection Student Publication Editorial Board.	1. Posts announcements on the schedule for the selection of Student Publication editorial board. 1.1. Sends communications to the different college deans on the schedule of the Student Board Screening	None	1 hour	OSDW Staff OSDW Office
2. Accomplishes Editorial Board application form	2. Creates Screening Committee and request for Office order from the Campus Executive Officer 2.1 Distributes application form for the screening 2.2 Schedules the Screening	None	1-3 days	OSDW Coordinator
3. Takes the screening procedures	3. Conducts the Screening 3.1. Interviews applicants/check written exams 3.2. Submits Result of the Screening of the Student Publication Editorial Board	None	2 days	Screening Committee
	3.3. Endorses the result of Screening to the Office of the Campus Executive Officer for the preparation of Office Order	None	20 minutes	OSDW CoordinatorCampus OSDW Office
	3.4. Releases Office of Order: on the Composition of the Student Publication Editorial Board	None	1 day	Campus Executive Officer CEO Office
4. Receives Office Order	4. Distributes copy of Office Order to qualified Editorial Board Staff	None	4 hours	OSDW Staff OSDW Office
Total:		None	7 days

11. ISSUANCE OF CERTIFICATIONS ON SCHOLARSHIP, LEADERSHIP, JOURNALISM, AND ADVISORSHIP

This procedure is aimed to issue certifications to students and other stakeholders as requested.

Office or Division:	Office of Student Development and Welfare
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen

Who may Avail:	Students, Graduates, Faculty Members, Parents
Checklist of Requirements	Where to Secure
Request form (1 copy)	CSU/OSDW

Client Steps	Agency Action	Fees to be Paid	Processing Time	Person Responsible
1. Signs in the Clients/Visitors Logbook 1.1. Fills-out request form	1. Checks records 1.1. Prepares certification 1.2. Endorses the OSDW Director/ Coordinator for signature	None	5-10 minutes	OSDW Staff OSDW Office
2.Seeks for the OSDW Director's/OSDW Coordinator's signature	2. Signs the certification	None	3-5 minutes	OSDW Director/OSDW Coordinator OSDW Office
Total:		None	15 minutes

FEEDBACK AND COMPLAINTS MECHNISMS

How to send a feedback	Clients may our Feedback Form available in the frontline offices and put in the dropbox at the University Information Desk. Clients may also send their feedback through the University website.
How the feedback is processed	1. Feedbacks gathered are channeled to the QMR for action. 2. The QMR forwards all positive feedback to the concerned office/s. these are considered best practices for continuing implementation. Records are kept for reference and shall follow the Records Control Procedure. 3. Negative complaints are verified by and internal audit, forwarded to the office/s concerned through the action plan and status of implementation form following the established procedure for non-conformity resolution corrective and preventive action detailed in the next section.
How to file a complaint?	Complaints may be filed immediately through the Officer of the Day at the Information and Help Desk who shall direct the client to the office of the QMR for proper documentation.
How the complaints are processed	Complaints are verified and immediate solution/s shall be offered and executed.
Contact Information of ARTA, PCC, CCB	ARTA: complaints@arta.gov.ph, 8478 5093 PCC: 8888 CCB: 0908 881 6565 (SMS)

LIST OF OFFICES

Office	Address	Contact Information
Accounting Office	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 844-7115
Admission's Office	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 377-1349
Auxiliary Service Office	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 844-2207
Cashier's Office	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 844-0098 loc.126
Bids and Award Committee	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 377-5520
Guidance and Counseling Center	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 844-2374
Human Resource Management Office	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 844-0098 loc. 133
Library Office	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 844-5042
Medical and Dental Services	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 844-9437
Registrar's Office	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 844-0098 loc. 123
Supply Office	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 375-0780
Office of Student Development and Welfare	CSU Andrews Campus, Caritan Sur, Tuguegarao City	(078) 844-1903