Preliminary Title
GENERAL PROVISIONS

Article 1. This document shall be known as “The Code of the Davao del Norte State College.”

Article 2. The College as a public institution shall administer its affairs in accordance with its charter, R.A. 7879 and with the general laws of the land insofar as they may be applicable.

Article 3. The powers and responsibilities of the College, as a legal entity, shall be those general corporate powers set forth and granted under the Corporation Code, the powers provided in the College Charter, and such other powers as may be further provided for by law.

Article 4. The College shall enjoy academic freedom pursuant to Section 8, paragraph 2, Article XI of the Constitution of the Philippines (Constitution, 1973; P.D. No. 58).

Article 5. The funds of the College shall include the sums appropriated for the College under the General Appropriations Act, special laws and orders, the incidental income and receipts derived by the College from its operations, and the sums received from all other sources whether by grant, donation and the like. Disbursements of funds shall be made accordingly in pursuance of a specific appropriation approved or authorized by the Board of Trustees.

Article 6. The operation of income generating projects of the College shall be supportive to the institutional program.

Article 7. The College property shall include lands, buildings, equipment and other kinds of property acquired by purchase, grants, or otherwise. Care, custody, maintenance, use, sale or other modes of disposal of College property shall be governed by the provisions of controlling statutes supplemented by regulations promulgated by or under the authority of the Board.

Article 8. No student shall be denied admission to the College by reason of sex, nationality, religion or political affiliations.

Article 9. Appointments and promotions of Academic and Administrative Staff of the College shall be made in accordance to the CSC Rules and Regulations and other pertinent rules.

Article 10. The College color shall be emerald green and white.

Article 11. The College seal shall be the design approved by the Board.

DECLARATION OF POLICIES AND OBJECTIVES

Article 12. Declaration of Policies.

Section 1. The College is a public non-sectarian institution of higher learning principally supported by state funds. It may include secondary levels as laboratory school for teacher training program.

Section 2. It shall aim to provide higher and graduate instruction in relevant areas as provided for in Article II, Section 17 and Article XIV of Philippine Constitution, R.A. 8435 (AFMA), R.A. 7722 (Higher Education Act of 1994), R.A. 8292 (Higher Education Modernization Act of 1997) and R.A. 7879 (The College Charter), and to promote research as well as extension and developmental services that will enhance teaching and community functions.

Section 3. The College shall enhance its capability to pursue excellence in instruction, research, extension, and production.

Section 4. It shall endeavor to democratize access to education through an expansion of assistance program and by offering short-term and specialized courses that shall meet the needs of the community.

Section 5. It shall aim to contribute to the attainment of the following national goals: a) To achieve and maintain an accelerating rate of economic development and social progress; b) To assure the maximum participation of all the people in the attainment and enjoyment of the benefit of such growth; and c) To achieve and strengthen national unity and consciousness and preserve, develop and promote desirable cultural, moral, and spiritual values in a changing world (Education Act of 1982).

Article 13. Declaration of Objectives
Section 1. Provide, as ingrained in its Charter supportive of the declared policy of the State, a broad general education that will assist its clientele to: 1) attain his potential and quality as a human being that enable him participate effectively in the basic functions of society; and 2) acquire the essential educational foundation of his development into a productive versatile citizen.
Section 2. Develop the professions that will provide leadership for the nation in the advancement of knowledge for purposes of improving the quality of human life.
Section 3. Provide appropriate training to the nation’s manpower in the middle level skills required for national development.
Section 4. Respond effectively to the varying conditions and altering needs of the nation through a system of educational planning and evaluation.

Title One
THE GOVERNANCE OF THE DAVAO DEL NORTE STATE COLLEGE (DNSC)

Chapter I
GOVERNING BOARDS (GBs); POWERS AND DUTIES; COMPOSITION;
MANNER OF APPOINTMENT; TERM OF OFFICE; MEETINGS AND QUOROM;
COMPENSATION; AND OTHER RELATED MATTERS

Article 14. Governing Board (GBs).

The governance of DNSC shall be vested in the Board of Trustees of the College.

Article 15. Powers and Duties
Section 1. “The GBs of chartered SUCs shall have the following powers and duties, in addition to its general powers of administration and exercise of all the powers granted a Board of Directors of a corporation under Section 36 of Batas Pambansa Blg. 68, otherwise known as the “Corporation Code of the Philippines,” thus:
a. “to enact rules and regulations not contrary to law as may be necessary to carry out the purposes and functions of the university or college;

b. to receive and appropriate all sums as may be provided for the support of the College, in the manner it may determine and in accordance with its discretion, in order to carry out the purposes and functions of the college;

c. to receive in trust legacies, gifts and donations of real and personal properties of all kinds and to administer and dispose the same when necessary for the benefit of the university or college, subject to limitations, directions and instructions of the donors, if any.

Such donations shall be exempt from all taxes and shall be considered as deductible items from the income tax of the donor. Provided, however, That the rights, privileges and exemptions extended by this Act shall likewise be extended to non-stock, non-profit private universities and colleges: Provided, finally, That the same privileges shall also be extended to city colleges and universities with the approval of the local government unit concerned and in coordination with the CHED.

The Commissioner of the Bureau of Internal Revenue and the Secretary of Finance shall be informed by the Board of such donations in order to effect the necessary tax exemptions as herein provided.

d. to fix the tuition fees and other necessary charges, such as, but not limited, to matriculation fees, graduation fees and laboratory fees, as they may deem proper to impose, after due consultations with the involved sectors.

Such fees and charges, including government subsidies and other income generated by the university or college, shall constitute special trust funds and shall be deposited in any authorized government depository bank, and all interest that shall accrue therefrom shall be part of the same fund for the use of the university or college: Provided, that income derived from university or college hospitals shall be exclusively earmarked for the operation of the hospitals.

Any income generated by the university or college from tuition fees and other charges, as well as from the operation of auxiliary services and land grants, shall be retained by the university or college, and may be disbursed by its GB for instruction, research, extension, or other programs/projects of the university or college: Provided, That all fiduciary fees shall be disbursed for the specific purposes for which they are collected.

If, for reasons beyond its control, the university or college shall not be able to pursue any project for which funds have been appropriated and allocated under its approved program of expenditures, its GB may authorize the use of said funds for any reasonable purpose which, in its discretion, may be necessary and urgent for the attainment of the objectives and goals of the university or college;

e. to adopt and implement a socialized scheme of tuition and greater access to poor but deserving students;

f. to authorize the construction or repair of its buildings, machineries, equipment and other facilities and the purchases and acquisition of real and personal properties, including necessary supplies materials and equipment. Purchases and other transactions entered into by the university or college through its Governing Board (GB) shall be exempt from all taxes and duties;

g. to appoint, upon the recommendation of the President of the university or college, the institution’s Vice President(s), Deans, Directors, heads of departments, faculty members and other officials and employees;

h. to fix and adjust salaries of faculty members and administrative officials and employees, subject to the provisions of the revised compensation and classification system and other pertinent budget and compensation laws governing hours of service, and such other duties and conditions as it may deem proper; to grant them, at its discretion, leaves of absence under such regulation as it may promulgate, any provisions of existing law to the contrary notwithstanding ; and to remove them for cause in accordance with the requirements of due process of law;

i. to approve the curricula, institutional programs and rules of discipline drawn by the administrative and academic councils as hereinafter provided;

j. to set policies admission and graduation of students;

k. to award honorary degrees upon persons in recognition of their outstanding contribution in the fields of education, public service, arts, science and technology or in any field of specialization within the academic competence of the university or college and to authorize the award of certificates of completion of non-degree and non-traditional courses;

l. to absorb non-chartered tertiary institutions within the respective provinces where their university or college is located, in coordination with the CHED which must approve the same, and in consultation with the Department of Budget and Management, and to offer therein needed programs or courses in order to promote and carry out equal access to educational opportunities mandated by the Consultation;

m. to establish research and extension centers of their university or college where such will promote its development;

n. to establish Chairs in the university or college and to provide fellowship for qualified faculty members, and scholarships to deserving students;

o. to delegate any of its powers and duties provided for herein above to the president and/or other officials of the university or college as it may deem appropriate so as to expedite the administration of the affairs of the university or college;

p. to authorize an external management audit of the university or college, and request the CHED to finance the same subject to COA rules and regulations; and to institute reforms, including academic and structural changes, on the basis of the audit results and recommendations;

q. to collaborate with the other GBs of chartered SUCs within the province or the region, under the supervision of the CHED which must approved the same, and in consultation with the Department of Budget and Management, and work towards their restructuring so that they will become more efficient, relevant, productive and competitive;

r. to enter into joint ventures with business and industry for the profitable development and management of the economic assets of the university or college, the proceeds from which is to be used for the development and strengthening of the university or college;

s. to develop consortia and other forms of linkages with local government units, institutions and agencies, both public and private, local and foreign, in furtherance of the purposes and objectives of their universities or college;

t. to develop academic arrangements for institution-capability building with appropriate institutions and agencies, public or private, local or foreign and to appoint experts/specialists as consultants, or visiting or exchange professors, scholars, researchers, as the case may be;

u. to set up the adoption of modern and innovative modes of transmitting knowledge such as the use of information technology, the dual system, open learning, community laboratory, etc., for the promotion of greater access to higher education;

v. to establish policy guidelines and procedures for participative decision-making and transparency within the university or college;

w. to privatize, where most advantageous to the university or college, the management of non-academic services such as health, food, building or grounds, or property maintenance, and similar such other activities; and

x. to extend the services of an incumbent President of the university or college, beyond the compulsory age of retirement but not later then the age of seventy (70), whose performance has been unanimously rated by the GBs as outstanding, after unanimous recommendation by the Search Committee (SC) concerned.”

Article 16. Composition.

Section 1. Except as hereinafter provided for, the GBs of DNSC shall have the following composition, namely:

a. The Chairman of the Commission on Higher Education (CHED) as Chairman;

b. The President of the College as Vice Chairman;

c. The Chairman of the Committee on Education of the Senate Congress of the Philippines, as member;

d. The Chairman of the Committee on Higher and Technical Education of the House of Representatives, Congress of the Philippines, as member;

e. The Regional Director of the National Economic Development Authority (NEDA) of the particular region where the chartered SUC is located;

f. The president/Chair/Head of the duly recognized Faculty Association (FA) of the chartered SUC or the Federation President/Federation Chair/Federation Head thereof, as member;

g. The president of the supreme student council or the student representative elected by the student council who shall be known as the Student Regent (SR) or Student Trustee (ST): provided, that in the absence of the student council president or student representative elected by the student council, the university or college shall schedule one (1) week for the campaign and election of a student representative as member;

h. The president of the alumni association or the Federation of Alumni Association in SUCs with- campuses preferably from tertiary programs as member;

i. Two (2) prominent citizens representing the private sector who have distinguished themselves in their professions or fields of specialization chosen from among a list of at least five (5) persons qualified in the city or the province where the school is located, as recommended by the search committee constituted by the President in consultation with the Chairman of the CHED based on the normal standards and qualifications for the position as members;

j. The Regional Director of the Department of Science and Technology (dost) in case of science and Technology (DOST) in case of science and technological colleges; or the Regional Director of the department of Agriculture (DA) in case of agriculture colleges; or both Regional Directors of DOST and Agriculture in case of a combined Technological and Agricultural College; and/or the Secretary of Education for an Autonomous Region. In lieu of such representation, the commanding generals of the Philippine Air Force (PAF) and the Philippine State College of Aeronautics and the Philippines Merchant Marine Academy, respectively…”

Article 17. Rights and Responsibilities of GB Members.

Section 1. “The GB members shall have all the normal rights and responsibilities of a regular member of the Board of Directors/Board of Trustees of non-profit, non-stock corporation.

Section 2. The GB Chair, Vice-Chair and the members coming from the government have the right to sit as Chair, Vice-Chair and as members thereof ipso facto upon their assumption into office.

Section 3. The right of the SSC/SG, Faculty, and Alumni President/Chair/Heads or their Federation President/Chair/Representatives or their Federation President/Chair/Representatives to become members of the GBs shall automatically rise from their election and qualification into their respective offices.

Section 4. The private sector representatives must take their oaths of office as herein after provided for before they could assume as GB members.

Article 18. Representatives of GB Members Coming From the Government.

Section 1. If the Chairmen of the congressional Committees on Education and Culture/Higher & Technical Education could not personally attend any regular meeting or special session of the GB of a chartered SUC, they may designate in writing their representatives to the said meeting /session which the latter should present to the GB Secretary before the start of the meeting or session. They shall be entitled to seat, voice and vote.

Section 2. The other GB members coming from the government shall personally attend the GB meeting/sessions.

Article 19. Federated SSC/SG, Federated Faculty Association, and/or Federated Alumni Association. – In the case of chartered SUCs which have more than one (1) campus, their respective President shall cause the federation of their SSC/SG, their faculty associations, and their alumni associations immediately after the effectivity of the R.A 8292-IRR and the duly elected Federation Presidents/ Federation Chairs/ Federation Heads shall represents their respective sectors in their GBs.

Article 20. Selection, Appointment and Qualifications of the Two (2) GB Members Representing Private Sector.

Section 1. Search Committee – A Search Committee (SC) shall be formed and constituted by the President of DNSC concerned, in consultation with the Chairman of the CHED, which shall take charge of recruiting, screening and recommending to its GB at least five (5) prominent citizens for possible appointment.

Section 2. Composition of SC – The SC to be formed and constituted by the President of the chartered SUC concerned and to be approved by the CHED Chairman shall have three (3) members who shall elect from among themselves their Chair, provided that the faculty and student sector concerned shall represented in the SC.

Section 3. Minimum Qualifications and/or Standards For Private Sector Representatives in the GBs.- No person shall become a member of the GB of a chartered SUC representing the private sector unless he meets the qualifications and/or standards set by its GB. The private sector representative may come from places where the external campus or main campus of the college is located.

Section 4. Results of Search. – The SC shall submit the names of at least five (5) nominees to the GB within thirty (30) days from the inception of its search in accordance with procedures laid down by the SC itself.

Section 5. Selection. – The GB of the concerned chartered SUC shall select the two (2) private sector representatives from among the five (5) recommended/nominated by the SC, taking into consideration their respective qualifications and the weight of their possible contribution vis-à-vis knowledge, expertise and depth and breadth of experience to the deliberations of the GB and the realization of the mission of the university or college itself.

Section 6. Appointment. – After the GB shall have selected the two (2) private sector representatives, they shall be appointed by it through a Resolution duly adopted by the GB. The appointment of the two private representatives should be signed by the GB Chair, whether CHED Chair or Commissioner.

Section 7. Assumption. – The two (2) duly appointed private sector representatives should assume office after taking their oaths before the CHED Chairman or the CHED commissioner as Chair of BOR/BOT or before his duly designated representatives.

Article 21. Terms of office – The terms of office of the Presidents/Chairs/Heads or Federation Presidents/federation Chairs/Federation Heads of the SSC/SG faculty and alumni associations and the Student Regents/Student Trustees in the GB of chartered SUCs shall be contemporaneous with their terms of office in such capacities in accordance with their respective Constitution and by-laws. Provided, however, that in the event that the student loses his status as a student by way of graduation from the college/university, dismissal, transfer or other such causes, then the duly elected student representative shall sit as regular member of the GB. The two (2) private sector representatives shall serve for a term of two (2) years each. They may be re-appointed for another term only.

Article 22. Meeting/Sessions. – The GBs of chartered SUCs may hold either regular meeting or special sessions.

Article 23. Quorum. – A majority of all the members of the GBs holding office at the time of its regular meeting or special session shall constitute a quorum for the said regular meeting or special session.

No regular meetings or special sessions of the GBs, however, shall be validly held or could legally occur without the presence o either the CHED Chairman who is the Chairman of the Board or the CHED Commissioner as the duly designated Chair, or the President of the chartered SUC who is the Vice-Chairman thereof.

Article 24. Presiding Officer. – The CHED Chairman or the CHED Commissioner as duly designated Chair in his capacity as Chairman of the GBs of chartered SUCs shall preside over the regular meetings or special sessions thereof, except as hereinafter provided for.

In the absence of the CHED Chairman or the CHED Commissioner as Regular Chair of BOR/BOT, the President of the chartered SUC, who is the Vice-Chairman of its GB, shall preside, except as hereinafter provided for.
Article 25. Representative of CHED Chairman. – In case the CHED Chairman is unable to attend any regular meeting or special session of the GB of a particular chartered SUC, he may designate in writing one of the CHED Commissioners to present him in the said meeting or special session.

The CHED Commissioner so designate shall not preside over the regular meeting or special session of the GB but shall have all the rights and responsibilities of a member thereof.

Article 26. Designation of Chair by CHED Chairman. – The CHED Chairman who is the Chairman of the GB of all chartered SUCs may designate in writing a CHED Commissioner to act as the regular Chair of the GB of a particular chartered SUC and/or in any of its regular meetings or special sessions in which case the CHED Commissioner so designated shall act as the presiding officer.

Article 27. No Compensation for the Chairman, Vice-Chairman and Members of GBs. – The Chairman, Vice-Chairman and members of the GB of chartered SUCs shall not receive any regular compensation as such but they shall receive entitlements to actual allowances allowed by law, and reimbursement of necessary expenses incurred during or in conjunction with their attendance in the regular meetings or special sessions of the GB or in connection with their performance of official business duly authorized by the GB through a resolution… “

Chapter 2
THE ADMINISTRATIVE COUNCIL (ADCO)

Article 28. The Administrative Council (ADCO) shall be composed of President as Chairman and with its Vice-President(s), Deans, Directors, other officials of equal rank, Presidents of the faculty group and non-academic personnel, and President of Student Body upon invitation by the Chairman as members, whose duty shall be to: formulate policies governing the administrative management and development planning the College subject to the approval of the Governing Board (GB), and recommend appropriate policies governing the administration management, and development planning of the College for Board action.

Section 1. In his absence, the Vice-President for Administration shall preside, and in the absence of both, the next ranking officer shall preside.

Section 2. The College Secretary shall be the ex-officio secretary of the Council. It shall be his duty to issue the proceedings and to provide each member of the Council a copy of such minutes and agenda for every regular meeting at least three days before the scheduled date.

Article 29. Meetings

Section 1. The Administrative Council shall meet at such time as the President may determine, provided that there shall be at least one regular meeting each term. The President may convene a special meeting upon the written request of at least one-fifth of the members of the Council.

Section 2. Every member of the Council shall be required to attend all its meetings. Quorum shall consist of a majority of all its members, excluding those on official travel or leave, and a majority vote of all the members present shall be required to dispose a question or decide an issue.

Article 30. The ADCO may create committees, as it may deem expedient and convenient for the proper performance of its functions.

Chapter 3
THE ACADEMIC COUNCIL (AC)

Article 31. There shall be an Academic Council consisting of the President of the Institution as Chairman, Vice-President for Academic Affairs or its equivalent as Vice-Chairman, Deans and all members of its instructional staff with the rank of not lower than Assistant Professor as members.

Section 1. The AC so formed and constituted shall have the following functions, in accordance with Sec. 4, Par. (0) & (v) of R.A. 8292, to wit:

a. Determine, review and recommend for the approval of its GB the course offerings of the College;

b. Devise/draft, review and recommend for the approval of its GB the rules of discipline of and for the College; and

c. Fix the requirements for the admission of students in the College as well as for their graduation and the conferment of degrees and submit the same to its GB for review and/or approval in accordance with Sec. 4, Par. (j) of R.A. 8292.

Section 2. The President of the Institution shall be the presiding officer of the Academic Council. In his absence, the Vice-President for Academic Affairs shall preside, and in the absence of both, the next ranking officer shall preside.

Section 3. The Registrar and/or the College Secretary shall be the ex-officio secretary of the Council whose functions shall be the same as those specified in the ADCO for this office.

Article 32. Meetings

Section 1. The Academic Council shall meet at such time as the President may determine, provided that there shall be at least one regular meeting each semester or term. A special meeting may be called upon the written request of at least one-fifth of the members of the Council.

Section 2. Every member of the Council shall be required to attend all its meetings. Quorum shall consist of a majority of all its members, excluding those on official travel or leave, and a majority vote of all the members present shall be required to dispose a question or decide an issue.

Article 33. The Academic Council may create committees, as it may deem expedient and convenient for the proper performance of its functions.

Chapter 4
OFFICIALS OF THE ADMINISTRATION

Article 34. The officials of the administration shall be the President, the Vice-President(s), Chief(s)/Directors of Programs/Services and their equivalents, Directors/ Deans of Institutes/Student Services, the Secretary of the Institution and/or Board. and other school officials as may be considered part of the management team by the Head of the Institution.

Article 35. The President of the Institution

Section 1. The College President shall be appointed by the DNSC Governing Board in accordance with the R.A. 8292 IRR and shall have a term of four (4) years, the beginning and end of which must be clearly specified in the appointment made. Incumbent President who were appointed under and by virtue of previous laws, rules and regulations shall continue in office until his respective term expires, unless sooner removed for cause. President who wishes to continue serving in such capacity at the expiration of his term shall be evaluated by the GB or by any process and procedure prescribed by it.

Section 2. He shall have general supervision of all business and financial operations of the Institution.

Section 3. All officers, members of the teaching staff, and employee shall be responsible to and under the direct supervision of the President.

Section 4. The President shall carry out the general policies laid down by the Governing Board, and shall have power to act within the limits of said general policies. He shall direct or assign the details of executive action.

Section 5. He shall preside at commencement and other public exercises of the Institution, and confer such degrees and honors as granted by the Board. All diplomas and certificates issued by the Institution shall be signed by the President of the Institution and attested by the Dean and Registrar.

Section 6. Should a permission or an authorization given to any person to engage in any work or activity within the campus of the Institution be used by such person to inculcate and instigate disloyalty to the Government of the Philippines, or to discourage students, school personnel from attending their functions, or to interfere directly or indirectly with the management and administration of the College, the President of the Institution, shall after due hearing, cancel the granted privilege and thereafter prohibits such person from staying or remaining on the campus. The President shall inform the Governing Board of his actions and the Board may take commensurate action in connection therewith.

Section 7. He shall be the official link or medium of communication between the College personnel or students and the Governing Board.

Section 8. He shall appoint qualified and competent persons to fill in vacant and new positions as per approved recruitment and selection criteria upon recommendation of the appropriate recruitment board. He shall make special appointments/designations as are permitted by the Board.

Section 9. He shall exercise the following specific powers:

a. Accept resignation and authorize transfer of faculty members and other personnel to be confirmed by the Board;

b. Grant or deny leaves of absence with pay or without pay and/or extension of such leaves or delegate the same to a duly authorized officer of the Institution;

c. Grant or deny extension of fellowships or scholarships for a period not beyond one academic year if the budget permits and for reasons he may deem satisfactory;

d. Approve retirement of the members of faculty and employees to be confirmed by the Board;

e. To renew or terminate for cause after due process temporary appointments, appointments of contractual/ casual, and to institute administrative proceedings to all erring personnel in accordance with the existing regulations;

f. Transfer/ detail faculty members and employees from one department or unit of the Institution to another in accordance with their specialization with consent of the transferee and with proper compensation;

g. Appoint, without the necessity of submitting to the Board for approval, qualified members of the faculty as fellows of the Institution (full or partial) in order to enable them to pursue graduate studies abroad, and to fix financial assistance to any such fellows in accordance with the rules promulgated by the Governing Board and within the lump sum appropriated thereto.

h. Deny or grant, without any financial obligation on the part of the Institution other than the regular salary of the person concerned, permission for members of the faculty to accept training grants, fellowships, scholarships, assistantships, or invitations to conferences sponsored by outside agencies or organizations;

i. Supervise and control, through the Dean of Student Services, over extra-curricular activities of students; and issue, if needed, adequate rules for the organization and qualifications of officers thereof;

j. Approve rules for the safekeeping and proper disbursement of funds and use of property of all recognized student organizations designating a person to examine and audit the account pertaining to such funds and property;

k. Provide leadership for the College; maintain and protect its academic integrity and ensure the observance and implementation of the policies laid down by the Governing Board;

l. Exercise within the framework of College policies his authority and responsibilities on the following areas: development planning and resource application; grants, endowments, and fund raising; external relations and public affairs; policy relating to regional and national development programs, curricula, and matters affecting the rights, privileges, culpabilities, and welfare of the College personnel;

m. Formulate integrated and comprehensive academic, research, extension, physical development, and fiscal plans for the College;

n. Coordinate all activities, projects, programs, and plans of the College; review the goals and objectives of the various units, appraise their performance in relation to goals, and recommend appropriate action for consideration by the Board;

o. Appoint officers, faculty members, and other employees of the College subject to confirmation of the Board in accordance to what has been stipulated in the R.A. 8292 and other related and existing provisions;

p. Promote personnel of the College, fix their work schedules, approve their special detail, additional assignments, designations, retirement, and additional remunerations due them in accordance with the policies approved by the Governing Board;

q. Create a committee to review all disciplinary actions appealable to the Office of the President, and for consideration of position for restitution of grievances;

r. Award fellowships, assistantships and scholarships to students, faculty members and other personnel in accordance with the policies prescribed by the Board;

s. Negotiate and obtain grants for specific projects, gifts and donations of real or personal property of all kinds, subject to the confirmation of the Board, and to administer the same for the benefit of the College, its units, departments, or students in accordance with the directions and instructions of the donor, and in default thereof, in such manner as the Board say in its discretion may determine;

Section 10. In addition to such responsibilities as may have been entrusted to him elsewhere in the College Charter, or by special resolution of the Board, the President shall discharge the following functions:

A. With respect to the Governing Board:

a. To determine and prepare agenda for each meeting without prejudice to the right of any member to have any matter include therein;

b. To submit to the Board the annual budget and all other matters, e.g., courses of study and academic program, rules of discipline, conferment of degrees and diplomas as recommended by the Academic Council, and the like requiring its approval;

c. To report to the Board for ratification or information about his decisions and actions affecting College affairs;

d. To make an annual report to the Board relative to the achievements undertaken in the past year and the institutional needs for the current year

B. With respect to the College Personnel consistent with the conditions and standards prescribed by the Board and the Civil Service requisites whenever applicable:

a. To issue appointments and promotion in accordance with the recommendations of College Selection Board (CSB) based on the College Merit and Promotion Plan (CMPP);

b. To secure services through labor contracts whenever exigencies so require;

c. To designate the Officer-In-Charge of the College and individual units;

d. To grant or withhold approval for good cause of request on the following personal matters;
i. Engaging in private practice or business;
ii. Transfer from one college, division, department or unit to another;
iii. Change the leave status of faculty members from teachers leave to that of vacation and sick leave;
iv. Leaves of absence without pay;
v. Extension of such leaves of absence;
vi. Resignation; and
vii. Retirement.

C. With respect to the financial and property matters:

a. To prepare the annual budget of the College and estimates of income and expenditures;

b. To approve expenditures from designated funds for purposes specifically authorized by the Board;

c. To order the closing of the dormant accounts or finished projects and to direct the revision of any balance to the original funds from which they were drawn or to the general funds of the College;

d. To accept donations and grants to the College in behalf of the Board, either personally or by representative; and

e. To approve the use and disposal of College facilities and equipment.

Article 36. The Vice-President for Academic Affairs

The Vice-President for Academic Affairs shall be appointed/designated by the President of the institution and confirmed by the Board of Trustees. He shall: 1) be directly responsible to the President for carrying out the educational policies and programs of the Institution and in promoting supervising instruction-based research and other academic activities of the faculty; 2) take charge of the development and implementation of academic and related programs; and spearhead the effective supervision of the academic personnel.

Section 1. He shall direct planning, implementation and evaluation of the instruction programs/activities to ensure effective training and education of students. Under this general function are the following duties and responsibilities:

a. Serve as chairman of the Council of Deans in formulating viable guidelines affecting the planning implementation and evaluation of instruction activities;

b. Coordinate the planning and preparation of the proposed annual budget of the different institutes and units in the instructional program, propose the same to the University/College Budget Committee, and keep the Council of Deans informed of related decisions on the matter;

c. Coordinate with the Research, Extension and Production Unit of the Institution in promoting research, extension, and production activities of the Institutes;

d. Serve as ex-officio chairman of all standing and/or Ad Hoc Committee which shall study /conduct regular faculty appraisal on performance ratings;

e. Upon consultation with the Institute Deans and Dean of Student Services, create standing and/or Ad Hoc Committee that shall study/supervise student election, field trips and other such activities;

f. Approve the yearly programs of work of the Institute Deans and other academic offices/units under his supervision; and

g. Administer the overall execution of policies on instruction formulated by higher authorities.
Section 2. He shall likewise coordinate with other University/ College Programs and/or related agencies to insure inter-program/agency complementation and efficient maximization of available resources through a functional management information system. Under this general function are the following duties and responsibilities:

a. Determine available resources (men/money/materials) for efficient use of such resources from within the inter projects of the academic programs; and for the efficient use of such resources through an inter-program scheme from without;

b. At the beginning of each school year, determine resources, needs of the academic program to be monitored to top-level management for decisions to monitor such decisions to the Council of Deans for implementation and evaluation; and

c. Establish and manage an efficient management information system for the academic program that shall continuously monitor needed data and information to top level management/ management team, and other appropriate offices, from within and without, when needed as the case may be.

Section 3. He shall also represent academic programs in appropriate offices/bodies and causes resolution of conflicts in accordance with established policies, sound management and operation practices. Under this general function are the following duties and responsibilities:

a. Represent academic programs in the Administrative Council, and other top level offices or in the office of the President of the Institution, as the case may be;

b. Promote harmonious interaction between and among the faculty and staff of the program through regular faculty conferences and Directors/Dean’s Council meetings;

c. Establish and recommend for approval by higher authorities a reward system to maintain/boost faculty morale;

d. Represent the academic programs of the University/College from within and without, as the Vice-President for Academic Program. As such, he shall continuously cause the promotion and the development of noteworthy academic standards commensurate to those of a University/College via regular consultation with outside agencies/institutions programs similar to his own; with his college deans/directors on how best, under the circumstances, the academic programs can be improved; and the department chairman and faculty on how the academic activities can be carried out in the best interest of students; and with the students on how best their talents can be harnessed for development;

e. Submit a regular memorandum of work progress to the President; and

f. Exercise such other powers and perform such other functions as may be delegated to him/her by the President.

Article 37. Other College Officials, Chairpersons, Designated Personnel and Respective Terms of Reference:

Section 1. Institute Deans

o Assists the Vice President in the operation of academic institutes.
o Attends to the student’s academic programs enrolled in the institute and coordinates with other concerned personnel for various academic concerns.
o Identifies the annual institute targets and budgetary allocations, and discuss these with the department chairmen.
o Plans and implements programs, projects, and activities to improve the academic climate in the College
o Takes full charge of all the publication of the institute.
o Initiates disciplinary measures against personnel under him/her in accordance with existing rules.
o Submits annual/periodic reports and other reports that the President may require.
o Performs such other duties and responsibilities that may be assigned by the President of the Institution.

Section 2. Board Secretary

o Coordinates and facilitates all Board Meetings; serves as custodian of the records of the Governing Board.

Section 3. Legal Retainer

o Handles all legal matters affecting the College

Section 4. College Secretary

o Coordinates and facilitates the conduct of Administrative/Academic Council and President’s meetings and assemblies.
o Prepares communications/memoranda from the Office of the President.

Section 5. Planning Officer

o Assists the President in identifying major thrusts and in formulating the institutional development plans and programs.
o Undertakes feasibility studies on institution-building and submits to the President comments and recommendations on specific institutional projects and programs before they are submitted to any funding agency for support.
o Reviews project report and recommends ways and means of improving project implementation relative to the school’s objectives.
o Assists Budget Officer in preparation of College Annual Budget.
o Monitors the implementation of College Plans, Programs and Projects, and recommends ways and means to enhance effectiveness and efficiency.
o Prepares Quarterly and Annual Accomplishment Reports of the College.
o Assists the College Board Secretary in the preparation of BOT meetings.
o Performs such other functions as directed by the College President.

Section 6. Records Officer

o Assumes responsibility for the custody and safekeeping of official records and documents and issues authenticated copies as instructed by the President
o Receives communication addressed to the President of the College and routes the same to the concerned Office as instructed.

Section 7. Finance Services Director

o Supervises the carrying out of usual auditing procedures on journalization, classification and reconciliation of the book of accounts, and reconsiders rational implementation of College budgetary allocations and disbursements of income.
o Reviews and forwards to President of the Institution the recommended and submitted Annual College Budget Proposal by the Budget Office, and prepares College Annual Financial Plan Reports.
o Handles and supervises the management of the accounting and finance services sector and its personnel:

1) Accountant

a. Signs vouchers and checks supporting documents/papers/Purchase Orders/Abstract of Quotations attached to it;
b. Acts as Internal Controller who controls Department of Budget & Management releases;
c. Reconciles with Cash Balances with the Cashier and checks monthly Summary List of Checks Issued submitted to the DBM;
d. Checks and signs monthly reports on Statement of Allotment/Obligations submitted to DBM;
e. Prepares quarterly reports such as Financial Report of Operations, Cash Flow Statement, Quarterly Report of Income, and the like as DBM/COA so requires;
f. Checks and signs various remittances, reports, Paid Vouchers, RCI, ROC, and the like to the Resident COA Auditor; and
g. Attends meetings, conferences, seminars.
h. Does other related works as directed by the immediate head.

2) Budget Officer

a. Responsible for the preparation of annual, supplementary and special budget in coordination with other offices and units of the College.
b. Evaluates and integrates, in consultation with the Finance Services Director, the Planning Officer, the management team, and the College President, the budgetary requests of different units, departments, and institutes based on the College Internal Resource Allocation Policies and Financial Plan typically in the sub-allocation of funds.
c. Reviews allotment requests and recommends corresponding action to the President at the same time supervise the control and allocation of funds.

3) Cashier

a. Makes daily cash count of all collections & deposit the same to the bank;
b. Maintains and submits monthly/year end reports needed by the DBM, BIR and other agencies;
c. Reviews and signs daily reports of collection and disbursements;
d. Maintains & updates cash book collection and bank cash book;
e. Signs and encashes checks; and signs and submits ACIC to the bank;
f. Releases/disburses TEVs and other payments;
g. Issues Official Receipts and signs clearances and permits;

4) Bookkeeper

a. Takes charge of the closing of books (GF 101, 102, STF,164, Trust Fund, ESF & ARC);
b. Prepares New Set of Books (6 Individual GL & SL Books), JEV for DV, GJ, Collections, Liquidations;
c. Prepares Cash Receipt Journals, Check Disbursement Journals, General Journals, Monthly Bank Reconciliation, Monthly TRA for Withholding Tax (Compensation & Supplies), Monthly Aging of Cash Advance, Quarterly Reports, transmittals to various offices re: accounting reports, Monthly and Quarterly Reports;
d. Gather and binds monthly reports from Cashier and submits the same to the COA Auditor; and
e. Prepares and submits Year-End Alphalist of DNSC employees.

Section 8. Dean, Students Services

o Assists the Vice President in the operation and implementation of co-curricular and extra-curricular student activities and enforcements of College policies.
o Promotes values formation, leadership skill and social awareness among students.
o Exercises overall supervision to other units: Students Discipline, Sports, Scholarship, Cultural, Students Organization, Guidance, Registrar, and Library.
o Submits quarterly accomplishment report reports on his sphere of influence.

1.) Librarian
a. Caters information needs of students and faculty, e.g books, journals, etc.;
b. Keeps and maintains the AVR, student publications, thesis, research manuscripts and nonprint reference materials ensuring its propitious utilization;
c. Develops and reviews policies and procedures for a cogent library operations;
d. Establishes linkages with other College/University libraries to enrich library holdings and information repository; and,
e. Organizes and monitors individual performance of library staff, thereafter, generate quarterly accomplishment report and annual inventory report.

2.) Guidance
a. Handles orientations, testing, seminars on career and occupational development, vocation information drive, seminars on values formation recommended by Student Discipline, scholarship, network placement, promotional programs, alumni directory services, and individual counseling’, thereafter, generate quarterly accomplishment report and annual inventory report.

3.) Registrar
a. Responsible for the recording, filing, safekeeping, preparing, evaluating, issuing and maintaining student academic records, e.g. transcript of records, rating cards, accredited subjects, etc..
b. Formulates and enforces policies and procedures on students’ status upon enrolling, validating, determining course/subject taken from other colleges/ Universities, dropping, withdrawing, transferring and retaining, thereafter, generate quarterly accomplishments report and annual inventory report.

4.) Chairperson, Student Discipline
a. Investigates cases involving students/ organization accused on violating college regulations based on set procedures;
b. Formulate resolutions on the verdict of cases to dispose justice and corrective measures, thereafter, generate quarterly accomplishment report and annual inventory report; and
c. Dialogues with parents for follow-up cases.

5.) Chairperson, Sports
a. Drafts annual sports utilization program for all Sports and Athletic activities to the Director of Students Services for approval and implementation;
b. Establishes linkages to the PSC and other agencies involved in sports development;
c. Ensures safekeeping and maintenance of sports equipment; and,
d. Initiates faculty and staff development programs by creating dynamic and sustainable physical and fitness programs, thereafter, generate quarterly accomplishment report and annual inventory report.

6.) Chairperson, Scholarship
a. Screens and facilities poor but deserving students to receive scholarship and grants-in-aids subjects to the conditions prescribed by CHED and by the Institution, thereafter, generate quarterly accomplishment report; and,
b. Establishes linkages to other agencies/organizations for more scholarships funding.

7.) Chairperson, Cultural
a. Facilities cultural activities to foment and cultivate expression of arts and cultural awareness in Interschool/College/University competitions,
thereafter, generate quarterly accomplishment report.
8.) Chairperson, Student Organization
a. Directs and supervises the campus associations/organization to the attainment of the mission, vision, and goals of the College;
b. Fitness and assesses requirements for recognition of student organizations and authorize their operation notifying the Director Of Students Services; and,
c. Mobilizes students organizations, thereafter, generate quarterly accomplishment report.

Section 9. Head Laboratory School

o Assists the Dean, Institute of Education in devising new teaching strategies methodologies for the Teacher Education Program.
o Compiles teaching strategies for publication, dissemination and adoption.
o Administer student teachers for in-campus training.
o Mobilize and evaluate performance of Laboratory school critique Instructors, thereafter, generate quarterly accomplishment report.

Section 10. Director, Research, Extension and Production (REP)

On Research:

o Plans, coordinates, and reviews research programs and publicizes research results of the College.
o Evaluates teaching staff research proposals and recommends funding thereof by the Institution or other agencies.
o Administers implementation of skills and adaptation of technologies to clienteles or program beneficiaries.
o Establishes strong linkages with other public and private, domestic, and foreign research agencies and organizations.
o Recommends outstanding researches of the Institution for recognition by other organizations or agencies.
o Conducts periodic evaluation of research programs of the Institution and make appropriate recommendations.

On Extension:

o Makes periodic appraisal of extension problems affecting communities, particularly those in the service area of the Institution.
o Develops extension plans, programs, and new approaches that will improve the efficiency, productivity, income, and well-being of the people in the service area.
o Maintains operative linkage with government and private organizations that carry on extension-type activities.
o Coordinates and recommends budget for long or short extension activities of the various units of the Institution.
o Disseminates information, prepares and submit periodic and other necessary reports to the President of the Institution.
.

On Production:

o Organizes production units, which shall be composed of appropriate set of officers designated by the President.
o Supervises and monitors production units that undertake income-producing projects and sees to it that the earnings derived therefrom shall form part of the revolving fund of the Institution likewise the observance of proper procedures involving financial transactions.
o Sees to it that the production projects shall also serve as laboratory and demonstration area for instruction, research, and extension programs.
o Proposes incentive scheme, based on the net income, to encourage personnel involved in optimizing the production activity income.

On Supervision:

o Supervises and monitors the following REP personnel:

a. Marine Research Station Head
1) Supervises the operational functions of the station relative to marine research activities.
2) Conducts regular monitoring on subjects under study.
3) Takes charge of the overall maintenance and safekeeping of marine station properties.
4) Recommends proposals and action plans for coastal resource management in the area under study, thereafter, generate quarterly accomplishment report.

b. Statistician
1) Appraises and validates accuracy of statistical treatment and interpretation on the researches conducted.
2) Recommends appropriate statistical tools to be used in the study.

c. Coordinator, Research
1) Coordinates the preparation of research proposals and its eventual implementation consistent to institutional, regional, and national priorities comparable to international standards and procedures in his area of jurisdiction.

d. Coordinator, Extension
1) Coordinates and formulates action plans and programs channeling to the public the results, findings, and recommendations of the conducted researches for the adaptation of technology and discoveries through information-education campaign.
2) Conducts and documents skills training for sustainable development, thereafter submit quarterly accomplishment report.

e. Coordinator, Production
1) Coordinates and formulates action plans and programs mobilizing the trained and skilled stakeholders for livelihood programs.
2) Engages in entrepreneurial activities for income generating projects of the College.

f. Coordinator, Applied Communication
1) Coordinates and publicizes journals, newsletters, pamphlets, research studies, extension activities and other breakthroughs to obtain feedback.
2) Assists and edit research, extension and production reports conducted by the institutes;
3) Establishes linkages with SUCs and other research and extension institutions/agencies both national and international, particularly in the mutual exchange of information, and with local news network for mutual assistance in terms of exchange of information, ideas, and expertise.

g. Coordinator, Management Information System (MIS)
1) Keeps records of Research, Extension and Production meetings and activities;
2) Handles communications and justifications for research, extension, and production funding;
3) Assists the Applied Communication Coordinator in the publication of research journals, newsletters, pamphlets, research studies, and other breakthroughs;
4) Participates in the planning, implementation, monitoring and evaluation of researches, extension, and production programs/ projects/ studies;
5) Attend the quarterly meeting of Southern Mindanao Agriculture and Resources Research and Development Consortium (SMARRDEC); and
6) Prepare and submit annual and quarterly accomplishment reports.

Section 11. Other Chairpersons and Designated Personnel:

a. Chairperson, Accreditation
1) Responsible for accreditation efforts of the College.
2) Monitors and coordinates College activities consistent to the requirements for accreditation.

b. Chairperson, Curriculum Development
1) Conducts studies relative to the requirements of the labor markets.
2) Develops and upgrades curricula relative to CHED prescribed policies.
3) Collaborates with the Institute Directors the formulation, revision, and implementation of curricula.

c. Chairperson, QCE
1) Plans and facilitates academic activities to advance faculty academic ranking for evaluation.

d. Department Chairpersons
1) Design programs and activities in line with the discipline to ensure appropriate learning delivery system is implemented and adopted, e.g. syllabi, TOS, testing instruments, instructional materials, teaching strategies, etc.
2) Review manuals and workbooks for use in different discipline.
3) Update curricular offering and recommends it to the Institute Dean.
4) Evaluates individual faculty development program; and
5) Generate quarterly accomplishment report.

e. Program Chairpersons
1) Act like Department Chairpersons but with additional functions, such as: formulate and implement policies and procedures for admission and retaining, e.g., screening, interviewing, etc.; review and recommend student standing to the College registrar; facilitate conduct of on-the-job training, e.g., orientation, skills tests, accreditation of companies, evaluation, etc.; and thereafter, generate quarterly accomplishment report.

Section 12. Director, Administrative Services

o Issues policy memorandum on administrative matters upon the directive of the College President.
o Exercises such other powers and performs such other functions as may be delegated to him by the President.
o Directs and supervises the operations of the following personnel:

a. Property/ Supply Officer
1) Takes charge on the canvass, purchase, and records of supplies and materials needed for an efficient operation of the College.
2) Keeps records of the Memorandum Receipts issued to personnel.
3) Conducts inventory on existing properties and monitors consumption for replenishment.

b. HRMO
1) Handles the management of systems and structures of human resources, as well as the development and implementation of HRD programs of the College.

c. Campus Security Officer
1) Coordinates with the academic and administrative sectors in the preparation of plans and programs for security of both life and property in the campus.
2) Supervises Agency Security Personnel and facilitates campus activities for peace and order.

d. Head, Physical Facilities
1) Takes charge of the direction, supervision, and coordination of the operations of the: (1) Infrastructure planning and construction; (2) Motor Pool; (3) Electronic and communication; and (4)Campus Beautification and Cleanliness.
2) Directly responsible in the preparation and implementation of campus/site development plan and buildings design and estimates.
3) Conducts periodic assessment and repair on all buildings assets and facilities of the college and makes recommendations to ensure safety and prolong life span.

e. College Nurse
1) Provides and maintains adequate health services to all personnel and students in terms of medical, dental, first aid, etc.
2) Conducts and facilitates periodic medical/dental check ups and symposia on health issues.

f. Dormitory Manager
1) Plans and maintains order, discipline, housekeeping, custodial responsibilities, and financial operations of the dormitory and guesthouse.

Title Two
TERMS AND CONDITIONS OF EMPLOYMENT

Chapter 5
RECRUITMENT, SELECTION, AND APPOINTMENT

Article 38. Basically, recruitment and selection of employees for appointment in the government service shall be open to all qualified men and women; it shall be done according to the approved MERIT SELECTION PLAN (MSP) of the College ( Approved College MSP for Faculty and Academic Staff dated Nov. 11, 1997 in tandem with the Approved Agency MSP dated September 13, 2001 pursuant to CSC Resolution No. 010114 and CSC MC No. 03, 2001) and the Merit System Policy Guidelines (BOT Resolution No. 002, s. 2002 ).

Article 39. Pursuant to the approved College MSP, the selection of applicants for vacant positions, shall be basically anchored on the BOT approved general guidelines on recruitment, selection, and appointment (BOT Resolution No. 47, s. 2003 ):

A. Pre-screening Activities

1. Publication of vacant positions in accordance with RA 7041 (Publication Law) specifying therein the position title and salary, qualification standards, and area of specialization.

2. The Personnel Officer/HRMO shall, in compliance to the directive of the College President to fill in vacant position(s) on the basis of actual and rational needs of the College and in consultation with the concerned unit/department, call, convene, and brief the designated selection board members about the requisites of the position(s) to be filled in. Prior to calling the said committee, the Personnel Officer/HRMO shall ask the President who shall be his representative to act as chairman of the designated College Selection Board (CSB) – one for teaching and one for non-teaching. After reiterating the selection requirements and explaining the policies and criteria involved in the Merit and Promotion Plan of the College, the Personnel Officer/HRMO shall relegate the selection proceedings to the chairman.

3. Due to variations of vacant position items, the CSB committee members shall set procedures and establish internal guidelines on how to operationalize these in accordance with the basic requisites of the DNSC Merit Selection Plan; discussion and resolution on who shall be considered candidates for interview shall follow.

For vacancies in the first and second levels, all qualified next-in-rank employees shall be automatically considered candidates for promotion to the next higher position.

4. The chairman shall ask from the HRMO/Personnel Officer a certified master list of all prospective applicants. The latter shall, if possible, provide the chairman and the members of the Selection Board with the machine copies of applicants’ credentials to facilitate the perusal of related documents.
5. Committee findings shall be recorded in the suitable forms; thereafter, the committee shall make resolution relative to the result of the preliminary assessment embodying therein justifications for excluding some of the applicants for the formal interview and examinations (e.g.: theoretical, psychological, skill, and the like). The College President shall be provided a copy of said resolution.

6. Upon the directive of the College President, the committee, through the HRMO, shall inform qualified applicants through phone, mail, or any available medium of communication. The corresponding proof of contacting them shall be submitted to the CSB chairman as part of the proceedings.

B. Screening Proper Activities

1. Brief all qualified applicants subject for interview relative to policies affecting recruitment procedures.

2. Selection proper observing the guidelines on selection agreed upon during the pre-screening activities/ conference.

o Interview of applicants using the standards set forth for that matter to be recorded in appropriate forms.

o Administration of examinations and conduct of actual class demonstrations (in case of instructional vacancy).

3. Collation of results.

C. Post-Screening Activities:

1. Submission of College Selection Board Resolution en banc contending therein the Top Five Applicants for the vacant position subject to final action/decision of the College President. The appointing authority shall assess the merits of the CSB’s recommendation for appointment and in the exercise of sound discretion, select, in so far as practicable, from among the top five ranking applicants deemed most qualified for appointment to the vacant position.

In the case of promotion, the appointing authority may appoint an applicant who is not next-in-rank but possesses superior qualification and competence, and has undergone selection process ( cf.: System of Ranking Positions pursuant to CSC MC 19, s. 1988).

2. Notification of applicants anent to and publication of the result of the conduct of selection to be posted in the college bulletin board and other conspicuous places shall be done. The Personnel Section shall facilitate this.

Chapter 6
ACADEMIC STAFF

Article 40. Composition

Section 1. The Academic Staff of the Institution shall be composed of the teaching staff and the non-teaching staff, as defined hereafter.

Section 2. The members of the teaching staff shall be classified either as regular or non-regular members of the faculty, as defined hereafter.

Section 3. The following academic ranks shall be the regular members of the faculty:

a) For permanent members of the faculty:
(1) Instructor I – III
(2) Assistant Professor I – IV
(3) Associate Professor I – V
(4) Professor I – VI
(5) College Professor

b) For non-permanent members of the faculty:
(1) Visiting Professor
(2) Exchange Professor

Section 4. Any appointment to a non-permanent or non-plantilla item shall be considered contractual no matter how many times made, and shall not create any presumption of a right to another reappointment or indefinite tenure. Further, repeated reappointments to any non-regular positions shall not create a right to another reappointment or to tenure.

Section 5. The members of the non-teaching staff shall be those classified and hired as: researchers, research aides, research assistants, research associates, professional extension workers, guidance counselors, professional librarians, training specialists, information specialists, other related technical positions and the like, a rank under the foregoing categories as necessary.

Article 41. Qualifications

Section 1. Appointments and promotions to the academic staff shall be made strictly on the basis of merit and fitness. It shall be done according to the approved Merit Selection Plan (MSP) of the College and Merit Policy Guidelines (BOT Resolution No. 002, s. 2002) and other existing policy and guidelines.

Section 2. All appointments to part-time positions in the academic staff of those who have full appointment in other agencies of the government shall be made only upon written permission from the agency concerned; the maximum allowable limit provided by law shall be observed in case they are teaching also in another school. Moreover, no person shall be appointed to the faculty on a full time basis if said person is employed in another institution except under consortium agreement. Such appointment shall be made only on a year-to-year basis until another individual, who possesses the desired proficiency, is available for regular appointment.

Section 3. No person shall be eligible for appointment or reinstatement as a regular member of the faculty who: had been elected to any political office, and had filed or withdraw his candidacy or had been defeated as a candidate for any political office within one year following the election.

Section 4. The President, after assessing the merits of College Selection Board (CSB) recommendation, shall appoint faculty members; their appointments shall be subject to the confirmation of the Governing Board.

Section 5. No teaching or non-teaching staff who resigned or separated from the service whose age is beyond 57 years old shall be reappointed or reinstated without authorization from proper authorities, which typically emanates from the Office of the President of the Philippines.

Article 42. Terms and Conditions of Appointment for Academic Staff

Precise terms and conditions shall be ensconced in writing in every appointment. In the case of non-renewable temporary appointment, the concerned person shall be informed in writing at least two (2) months before the termination date. An appointment with tenure may be terminated only by resignation, death, and removal for cause after the due process.

Article 43. Compensation

Section 1. Full and part-time faculty members shall receive compensation on the basis of a fair remuneration schedule approved by the Board upon recommendation of the President in accordance with the existing salary standardization and internal policies.

Section 2. Lecturers shall be paid for each hour of actual service and for each final examination in accordance with the approved remuneration schedule.

Article 44. Tenure, Rank and Promotions

Section 1. The initial appointment in the institution to a faculty rank shall be temporary and probationary in nature renewable annually until such time all the requisites for permanent appointment shall be met.

Section 2. No member of the faculty shall be removed on the basis of academic inadequacy unless: a) such removal is favorably endorsed by a simple majority of the faculty of his department; and b) the due process has been fully met.

Section 3. Promotions, ranking and nature of appointments of the members of faculty shall be based on the requisites of the approved Merit Selection Plan (MSP) of the College and Merit Policy Guidelines (BOT Resolution No. 002, s. 2002), and other related policies and guidelines, e.g., NBC 461, etc.

Section 4. Contract basis may be made if deemed necessary.

Section 5. A professor may be sent to non-profit and non-stock institutions of learning as a visiting professor subject to existing regulations as the Governing Board may determine and/or under consortium arrangement previously approved by the Board. Visiting professors from other institutions may be allowed in, upon authorization by the President, whenever need for their special services necessitate.

Article 45. Resignation and Transfer

No resignation by a faculty member shall take effect sooner than thirty (30) days after the same shall have been filed and submitted in writing to the President through channels, unless sooner approved by the Head of the Agency.

Article 46. Fellowships

Section 1. Fellowships shall be awarded by the President of the Institution, upon recommendation by the unit head concerned, to the most deserving personnel in line of chosen study or field of specialization.

Section 2. Fellowship program shall be established under such rules and regulations as the Board may provide subject to the following standards:

a) Fellowships shall be created and awarded on the basis of the greatest need of, and usefulness to the College on the recommendation of the unit/department/institute heads;
b) Fellowships shall be limited to the most able, promising, and deserving in the line of study based on the specific qualification requirements;
c) No member of the faculty shall accept any fellowship grant or its equivalent offered by an outside entity without the approval of the President.
d) Fellowships for advanced studies shall be awarded only to permanent members of the faculty;
e) Fellowships shall be awarded only to those who are 45 years old or younger and in good health as certified by competent authority;
f) Faculty granted fellowship shall sign a contract to serve the college for three (3) years for every year of scholarship enjoyed. Violation of said contract shall subject the grantee to refund all expenses incurred based on the existing guidelines, policies, rules and regulations.

Article 47. Sabbatical Assignments

A program of sabbatical assignments is hereby authorized under such rules and regulations as the Board may provide subject to the following requisites:

a) The primary aim of the program is to encourage study, investigation and research, and to improve the service competence of faculty members;
b) No faculty member shall be qualified to the program unless otherwise he/she has served for at least seven (7) years; and
c) No sabbatical assignment shall exceed one (1) year.

Chapter 7
CAREER ADVANCEMENT, TRAINING & DEVELOPMENT

Article 48. Faculty and staff shall be entitled to career advancement, and training and development subject to existing policies and guidelines. The documents on Policy Governing Attendance to Seminars, Training, Workshop, and Educational Trip and the Policy Guidelines on Faculty and Staff Scholarship Assistantship Program, presented in a comprehensive form, ensconced procedures in administering and managing the institution’s continuing program for career and personnel development (cf.: 1999 Faculty Manual RE: Policy Guidelines on Faculty and Staff Scholarship Assistantship Program & Attendance to Seminars, Training, workshop and Educational Trips).

Chapter 8
PERFORMANCE APPRAISAL SYSTEM

Article 49. Academic Staff/ Teaching Personnel. – Regular Performance Appraisal System for Faculty Members shall be maintained to promote continuous improvement and institutional effectiveness of individual faculty. As such, set of procedures shall be observed and primarily anchored on the rules and guidelines stipulated on the approved Faculty Performance Appraisal System (cf.: Approved Merit System for Faculty and Academic Staff, CSC ROXI, Nov. 11, 1997 and 1999 Faculty Manual).

Article 50. Administrative Staff/ Non-Teaching Personnel. – In line with the Revised Policies on Performance Evaluation System enunciated under CSC Resolution No. 991792 and CSC MC No. 13 s. 1999, the DNSC shall use the Performance Evaluation System for the Non-Teaching Personnel referred to as DNSCPES.

Chapter 9
WORKING HOURS

Article 51. The Office hours of officials and employees in the civil service are regulated by law, the civil service rules, and Executive Orders of the President. All employees of whatever grade or class are required to render not less than the legal hours of work. Employees shall work not less than eight hours a day, except Saturdays, Sundays, and public holidays, for five days a week or a total of forty (40) hours a week, exclusive of time for lunch.

Article 52. The Forty-Hour Week Law (RA 1880) does not necessarily make Saturday a non-working day. If the employee works only for seven hours a day, Monday to Friday, he can lawfully be required to work for five hours on Saturday. Exceptions to the observance of Forty-Hour Week Law are as follows:

a. Positions that requires a round-the-clock observance of their duties, e.g., firemen, waterworks pump operators, security guards, etc. are not entitled to the benefits of the said law and are required to render services on Saturdays, Sundays, and public holidays subject to the observance of existing CSC rulings and agency’s internal policies on remuneration and requisites for payment of overtime.

b. Generally, any teacher engaged in actual classroom instruction will not be required to render more than six hours of actual classroom teaching a day to give him time for preparation and correction of exercises and other teaching duties. Rendering two more hours of actual classroom teaching a day, a commensurate remuneration subject to usual CSC and agency internal guideline, shall be paid accordingly to the individual.

c. On the other hand, SUC faculty members’ rendition of service from Monday to Saturday, work/ teaching loads, payment of overloads shall be bounded within the ambit of existing CHED Memorandum Order (CMO No. 11, s. 1999 ) and other internal guidelines of the agency.

Article 53. Flexible Working Hours (flexi time), depending on the nature of employee’s work, may be adopted subject to the approval of the head of the agency as recommended by the immediate supervisor. Adopted flexi time shall serve as your “core time” and can not just be changed without the approval of concerned authority.

a) Faculty members shall observe the Internal Policy/Guidelines in the observance of flexi time In order to promote work ethics and discipline in the performance of basic services in the government and to raise the level of consciousness on the importance of attendance and punctuality that will contribute to the efficiency, efficacy and effectiveness of school’s operations (BOT Res. No. 43, s. 2002):

1. As a general rule, DNSC officers, faculty members and employees shall render not less than eight (8) hours of work a day for five (5) days a week or a total of forty (40) hours a week, exclusive of time of lunch. Typically, such working hours shall be from eight o’clock in the morning to twelve o’clock noon and from one o’clock to five o’clock in the afternoon on all days except Saturdays, Sundays and holidays.

2. Due to variations of work and teaching loads, and their corresponding time schedules, flexible working hours may be allowed to faculty members, distinctively one for MWF Schedule and one for the TTh Schedule, provided that:

2.1. A core-time of eight (8) hour-work per day shall be established and shall not be reduced. Offsetting of undertime in the next working day is not advisable;
2.2. It is in accordance with the faculty loading policy; and
2.3. It is within the suggested and tabulated core-time, which is shown below:

Core-Time
Options Morning Afternoon Hours/Day
1 7:00 a.m. – 12:00 noon 1:00 p.m. – 4:00 p.m. 8
2 8:00 a.m. – 12:00 noon 1:00 p.m. – 5:00 p.m. 8
3 9:00 a.m. – 12:00 noon 1:00 p.m. – 6:00 p.m. 8
4 10:00 a.m. – 12:00 noon 1:00 p.m. – 7:00 p.m. 8
5 11:00 a.m.– 12:00 noon 1:00 p.m. – 8:00 p.m. 8
6 1:00 p.m. – 9:00 p.m. 8
7 Subject to the agreement of the faculty & the Dean 8

3. Choice of the core-time shall be established individually by and between the institute dean and the concerned faculty member, taking into consideration the following aspects:

3.1. It shall cover the class schedule for the assigned teaching loads and other designated workloads.
3.2. The possibility of giving or extending optimum services to the students at the time most practical and convenient for them.
4. Generally, incidental to normal teaching duties earmarked as Contact Hour Activities (CHA) are non-teaching chores classified as Non-Contact Hour Activities (NCHA), which shall be devoted to other academic-related works but not limited to preparation, correction of exercises, thesis advisory and the like.
5. Teaching loads beyond the core-time are considered overtime subject to the College President’s approval.

6. Attendance to service relative to the aforesaid subject and other academic-related activities shall be recorded in appropriate form (s).

b) Flexi-time for non-teaching personnel may be instituted. If authorized by the Head of the Agency, this allows the employee to start working not earlier than 7:00 a.m. and not later than 7:00 p.m. for eight hours a day for five days a week, for a total of forty hours.

Article 54. Compensatory service may be availed of outside of the regular working hours, except Sundays, to offset non-attendance or undertimes during the regular office hours. This shall be subject to the written approval of the agency’s proper official and in accordance to the internal office regulations for this purpose (CSC MC 14, s. 1999).

Article 55. Daily time record of attendance is required of all officers and employees, including those serving off-campus. Such record of attendance shall be recorded in the prescribed form and the entries thereto may be done by handwriting if detailed or assigned off-campus, or registering through a bundy clock in case of in-campus services. For purposes of counter-checking, DNSC employees serving in the main campus are advised to log in and out in the log bond aside from the registering the punch card in the bundy clock.

1. Exempted from this requirement are the chiefs and assistant chiefs of agencies who are appointed by the President, officers who rank higher than those chiefs and assistant chiefs, and other presidential appointees. However, absences of such officers must be recorded.

2. Whenever the bundy clock is out of order, handwritten entries are allowed provided each entry is the same as what has been encoded in the log bond and countersigned by the security officer.

3. The punching in or out of the bundy card can not be lawfully delegated as this is purely a personal act of the employee. Any untoward act, which runs counter in the registering procedure, shall be a ground for instigating disciplinary measures.

4. For out-of-town assignment, a detailed itinerary of travel shall be prepared on the prescribed form to be approved by the Head of the Agency or his authorized representative.

5. To facilitate the processing of documents that entail DTR as one of the attachments, the concerned personnel, as shown in the subsequent tabulation, shall sign or countersign the DTR’s:

For the DTR’s of: Countersigning official Signing Official
Directors/VP/OICs College President
Other Personnel Immediate Heads/Directors For Academics: VP
For Adm. Staff: AO

6. Machine entries in the monthly bundy cards shall be recopied to an appropriate DTR Form (CSC Form 48) and submit altogether to the personnel officer/HRMO for review and subsequently for signature by signing officials.

Article 56. Regardless of employment status, employees are advised not to engage during office hours in the private practice of profession. Similarly prohibited is transacting personal matters during regular office hours, for this time no longer belongs to the personnel but to the taxpayers whom he has to serve. Hence, only on very exceptional cases should personnel attend to personal concerns during office hours, e.g., going to the doctor for emergency treatment or taking a sick member of his family to the hospital. Less pressing matters needed to be attended to by any employee need approval of his immediate supervisor.

Article 57. When the interest of the service so requires, the daily hours of work for officers and employees may be extended by the head of the agency concerned, which extension shall be fixed in accordance with the nature of the work. Provided, that work in excess of eight(8) hours must be properly compensated(Omnibus Rules Implementing Book V of EO292, Rule XVII, Section 10).

Chapter 10
LEAVE PRIVILEGES

Article 58. Subject to the requirements of special statutes, and pertinent regulations, qualified personnel shall enjoy the following types of leave whenever applicable as per CSC Res. No. 98-3142, s. 1998 and the Omnibus Rules on Leave: a) Teacher’s Leave; b) Cumulative Leave (vacation and sick leave); c) Maternity; d) Paternity Leave; e) Special Leave; f) Military Leave ; and Study Leave

a) Teacher’s Leave. A teacher’s leave shall be enjoyed by faculty members not entitled to cumulative leave privileges. Instead, faculty members shall earn vacation service credits for services rendered during election registration and/or revision, election day, enrolment period, and the like as authorized by the head of the agency.

b) Cumulative Leave. A cumulative leave shall be enjoyed by qualified persons in the service of the college except those classified under the teacher’s leave status.

In general, appointive officials up to the level of heads of executive departments, heads of departments, undersecretaries and employees of the government whether permanent, temporary or casual, and contractual who render work during the prescribed office hours, shall be entitled to 15 days vacation and 15 days sick leave annually with full pay exclusive of Saturdays, Sundays, Public Holidays, without limitation as to the number of days of vacation and sick leave that they may accumulate (CSC MC 14, s. 1999).

Basic standards set for this type of leave are as follows:

i. In the computation of leave credits, it is made on the basis of 1 day vacation and 1 day sick leave for every 24 days of actual service. Actual service refers to the period of continuous service since the appointment of the employee concerned, including the period covered by the any previous vacation leave with pay and sick leave with or without pay.

ii. Employees appointed on casual or emergency status are entitled to vacation and sick leave after having rendered at least a total of six (6) months service, where such six months period does not involve a single break of more than 1 week ore several breaks from 1 week and/or several breaks from 1 to 3 days, the total of which should not exceed 15 days (CSC Manual on Leave Administration).

iii. Application for vacation leave for one full day or more should be filed 5 days in advance; its grant is discretionary on the part of the President. Thus mere filing of such leave application does not entitle an officer or employee to go on leave outright. Prior to taking the vacation leave, he should see to it that his application for leave was approved by the proper authority.

iv. Internal policy on Leave of Absence shall be observed:

(a) All leave of absence for 1 day or more taken by the employee shall be applied for using the prescribed form (CSC Form 6) to be submitted to the Personnel Officer for assessment of the leave credit balance.

(b) Such leave application shall be properly assessed, recommended or approved by the following officials:

For: Counter-signing
Official Recommending
Official Approving or
Disapproving Official
Directors/VP/Deans/BS College President
Other Personnel:
– < 30 days – 30 days or more Immediate Heads -do- Directors -do- For Academics: VP For Adm. Staff : AO College President (c) After the auspices of the concerned officials, leave of applications shall be forwarded to the Personnel/HRMO Office for subsequent action. v. Leave of absence in excess of the accrued vacation or sick leave credit is a leave without pay. An employee who has already exhausted his sick leave credits may use his vacation leave credits but in no case can an employee use his sick leave for vacation leave. vi. An employee who is absent without approved leave shall not be entitled to receive his salary corresponding to the period of his unauthorized leave of absence but his absence shall not be deducted from accredited leave credits, if there are any (CSC MC No. 2, s. 1985). vii. Other Salient CSC OMNIBUS RULES ON LEAVE : Effect of vacation leave without pay on the grant of length of service of step increment. – for purposes of computing the length of service for the grant of step increment, approved vacation leave without at pay for an aggregate of fifteen (15) days shall not interrupt the continuity of the three-year service requirement for the grant of step increment. However, if the total number of authorized vacation leave without pay included within the three-year- period exceeds fifteen (15) days, the grant of one-step increment will only be delayed for the same number of days that an official or employee was absent without pay. Effect of pending administrative case against an official or employee. – An official or employee with pending administrative case/s is not barred from enjoying privileges. Status of the position of an official or employee on vacation leave or sick leave. – While the incumbent is on vacation or sick leave with or without pay, his position is not vacant. During the period of such leave therefore, only substitute appointment can be made to such position. Effect of exoneration from criminal/administrative case. – In general, officials and employees who have been dismissed from the service but who were later exonerated and thereafter reinstated, are entitled to the leave credits during the period they were out of the service. viii. Five days forced/mandatory leave. – All officials and employees with 10 days or more vacation leave credits shall be required to go on vacation leave whether continuous or intermittent for a minimum of five (5) working days annually under the following conditions: a. The head of agency shall, upon prior consultation with the employees, prepared a staggered schedule of the mandatory five-day vacation leave of officials and employees, provided that he may, in the exigency of the service, cancel any previously scheduled leave. b. The mandatory annual five-day vacation leave shall be forfeited if not taken during the year. However, in cases where the scheduled leave has been cancelled in the exigency of the service by the head of the agency, the scheduled leave not enjoyed shall no longer be deducted from the total accumulated vacation leave. c. Retirement and resignation from the service in a particular year without completing the calendar year do not warrant forfeiture of the corresponding leave credits if concerned employees opted not to avail of the required five-day mandatory vacation leave. d. Those with accumulated vacation leave of less than ten (10) days shall have the option to go on forced leave or not. However, officials and employees with accumulated vacation leave of 15 days who availed of monetization for 10 days, under Section 22 hereof, shall still be required to go on forced leave. e. The head of agency shall, upon prior consultation with the employees, prepared a staggered schedule of the mandatory five-day vacation leave of officials and employees, provided that he may, in the exigency of the service, cancel any previously scheduled leave. f. The mandatory annual five-day vacation leave shall be forfeited if not taken during the year. However, in cases where the scheduled leave has been cancelled in the exigency of the service by the head of the agency, the scheduled leave not enjoyed shall no longer be deducted from the total accumulated vacation leave. g. Retirement and resignation from the service in a particular year without completing the calendar year do not warrant forfeiture of the corresponding leave credits if concerned employees opted not to avail of the required five-day mandatory vacation leave. h. Those with accumulated vacation leave of less than ten (10) days shall have the option to go on forced leave or not. However, officials and employees with accumulated vacation leave of 15 days who availed of monetization for 10 days, shall still be required to go on forced leave. ix. Monetization of vacation leave credits. – Officials and employees in the career and non-career service whether permanent, temporary, casual or co-terminus, who have accumulated fifteen (15) days of vacation leave credits shall be allowed to monetize a minimum of ten (10) days; provided, that at least five (5) days is retained after monetization and provided further that a maximum of thirty (30) days may be monetized in a given year subject to the discretion of the agency head and the availability of funds. x. Monetization of 50% of vacation/sick leave credits. – Monetization of fifty percent (50%) of all the accumulated leave credits may be allowed for valid and justifiable reasons subject to the discretion of the agency head and the availability of funds. xi. Computation of Leave Monetization – The formula to be used for the computation of monetization is as follows Monthly Salary / 22 working days x No. of days to be monetized = Money value of the monetized leave. c) Maternity Leave. The purpose of the maternity leave is to allow the mother to recuperate and to take care of her child during infancy stage. To harmonize maternity leave provisions with the Solo Parents Welfare Act of 2000 (RA 8972), the CSC resolved to amend some provisions on the maternity leave rules under Rule XVI of the Omnibus Civil Service Rules Implementing Book V of the Administrative Code of 1987 (EO 292), to read as follows: “Section 11. Conditions for the grant of maternity leave. – Every woman in the government service who has rendered an aggregate of two (2) or more years of service, shall, in addition to the vacation and sick leave granted to her, be entitled to maternity leave of sixty(60) calendar days with full pay. Maternity leave of those who have rendered one (1) year or more but less than two (2) years of service shall be computed in proportion to their length of service, provided, that those who have served for less than one (1) year shall be entitled to 60 –days maternity leave with half pay. It is understood that enjoyment of maternity leave cannot be deferred but should be enjoyed within the actual period of delivery in a continuous and uninterrupted manner not exceeding 60 calendar days. “ “Section 13. Every woman, married or unmarried, may be granted maternity leave more than once a year – Maternity leave shall be granted to female employees in every instance of pregnancy irrespective of its frequency.” “Section 14. Every married or unmarried woman may go on maternity leave for less than sixty (60) days . – When a female employee wants to report back to duty before the expiration of her maternity leave, she may be allowed to do so provided she presents a medical certificate that she is physically fit to assume the duties of her position. The commuted money value of the unexpired portion of the leave need not be refunded and that when the employee returns to work before the expiration of her maternity leave, she may receive both the benefits granted under the maternity leave law and the salary for actual services rendered effective the day she reports for work.” “Section 17. Maternity leave of a female employee with pending administrative case. – Every woman employee in the government service is entitled to maternity leave of absence with pay even if she has a pending administrative case.” “Section 18. Maternity leave of contractual employees. – all contractual female employees whether or not receiving 20% premium on their salary shall be entitled to maternity leave benefits like regular employees in accordance with the provisions of Section 11 hereof.” (CSC Res. No. 021420, October 22, 2002) d) Paternity Leave. This refers to the privilege granted by virtue of RA 8187, granting paternity leave of seven (7) days with full pay to all married male employees in the private and public sectors for the first four (4) deliveries of the spouse with whom he is cohabiting. By virtue of the provisions of Section 4 of RA 8187, the following rules and regulations shall be carefully considered: “Section 3. Notification. A married male government employee shall be entitled to paternity leave by filing the requisite leave application form within a reasonable period prior to the expected delivery except in cases of miscarriage and abnormal deliveries which were unforeseen. Approval of the application shall be mandatory on the part of the approving authority unless the services of the male employee are urgently needed to preserve life and property in which case the male employee shall be entitled to overtime pay.” “Section 4. Availment. The paternity benefits set forth herein may be enjoyed by the qualified male employee on the days immediately before, during and after childbirth or miscarriage of his legitimate spouse.” “Section 6. Non-commutation of benefits. The benefits specified hereunder shall be non-cumulative and strictly non-convertible to cash.” “Section 7. Penalty. Any government official or employee found violating any provision of RA 8187 or these Rules shall be punished by a fine but not exceeding Twenty Five Thousand Pesos (P25,000.00) or imprisonment of not less than thirty (30) days nor more than six (6) months. Any government official or employee who files a fraudulent claim shall be punished with separation from the service for dishonesty.” e) Special Leave. College employees, both faculty and staff, in addition to the vacation, sick, maternity, and paternity leave privileges, may also avail of the special leave privileges. Hence, this implementing rules relative thereto is promulgated (BOT Resolution No. 49, s. 2003). 1. Officials/employees of this College may be granted any of the following special leave privileges of his choice or any combinations thereof, such as: 1.1. funeral/mourning leave 1.6. hospitalization leave 1.2. graduation leave 1.7. accident leave 1.3. enrolment leave 1.8. relocation leave 1.4. wedding/anniversary leave 1.9. personal transaction leave 1.5. birthday leave 2.0. calamity leave and in no case shall exceed the three (3) days allocation for every chosen special privilege leave or for any combination thereof of aforementioned privileges within the calendar year subject to the conditions hereunder stated: a. When the occasion is a personal milestone to him such as birthday and anniversary celebrations including death anniversaries. An employee can still avail of this if such occasion falls on either Saturday, Sunday or holidays either before or after the occasion. b. Parental obligations such as attendance in school programs, PTA meetings, graduations, first communion, medical needs and other similar activities. c. Filial obligations involving employee’s moral obligation toward his parents and siblings for their medical and social needs. d. Attendance to domestic emergency needs such as sudden repairs at home, absence of maid, and the like. e. Personal transactions that has bearing with payment of taxes, court appearances, arranging encumbrances that might result to court litigation, etc. f. Occurrence of calamity, accident, hospitalization, and the like that affect the life, limb, and property of the employer or his immediate family (spouse, children, parents, unmarried brothers, sisters, relative living with or dependent on them. g. Whenever the employee transfers residence. 2. College personnel shall submit their leave application one (1) week prior to its effectivity except on emergency cases 3. Employees applying for special privilege leaves shall no longer be required to present proof for that matter. Aforesaid policy guideline is in line with the thrust of the Civil Service Commission to make the bureaucracy more dynamic and responsive. This is formulated in compliance to the CSC MC No. 14, s. 1999, dated 23 August 1999, mandating government agencies to formulate its own internal rules and procedures for an equitable and rational availment of this leave. f) Terminal Leave. – Terminal leave is applied for by an official or an employee who intends to sever his connection with his employer. Accordingly, the filing of application for terminal leave requires as a condition sine qua non, the employee’s resignation, retirement or separation from the service. It must be shown first that public employment ceased by any of the said modes of severance. Other CSC Rulings are as follows: Approval of terminal leave. – Application for commutation of vacation and sick leave in connection with separation through no fault of an official or employee shall be sent to the head of department concerned for approval. In this connection, clearance from the Ombudsman is no longer required for processing and payment of terminal leave as such clearance is needed only for payment of retirement benefits. Payment of terminal leave. – Any official/employee of the government who retires, voluntary resigns, or is separated from the service and who is not otherwise covered by special law, shall be entitled to the commutation of the leave credits exclusive of Saturdays, Sundays and Holidays without limitation and regardless of the period when the credits were earned. Period within which to claim terminal leave pay. – Request for payment of terminal leave benefits must be brought within ten (10) years from the time the right of action accrues upon an obligation created by law. Basis of computation of terminal leave. – Payment of terminal leave for purposes of retirement or voluntary resignation shall be based on the highest monthly salary received at any time during his period of employment in the government service and not on his latest salary, unless the latter is the highest received by the retiree. Computation of terminal leave. – The terminal leave benefits shall be computed as follows: TLB = S x D x CF Where: TLB = Terminal leave benefits S = Highest monthly salary received D = No. of accumulate vacation and sick leave credits CF = Constant factor is .0478087 The constant factor was derived from this formula: 365 = Days in a year 104 = Saturdays & Sundays in a year 10 = Legal Holidays (provided by EO 292) in a year 12 = Months in a year 12 / 365 – (104 + 10) = 12 / 251 = .0478087 This formula shall take effect on January 15, 1999. Official/Employee on terminal leave does not earn leave credits. – The official/employee who is on terminal leave does not earn any leave credits as he is already out of the service. While on terminal leave, he merely enjoys the benefits derived during the time of such employment. Consequently, he is not longer entitled to the benefits or salary increases that may be granted thereafter. Employee on extension of service does not earn leave credits. – The official/employee who has reached the compulsory retirement age of 65 but whose service has been extended by the Commission for another six (6) months, no longer earns leave credits. Effect of decision in administrative case. – An official or employee who has been penalized with dismissal from the service is likewise not barred from entitlement to his terminal leave credits. g) Military Service Leave. This leave without pay shall be granted to any person in the service of the College who is required to report for military service or training. h) Study leave. Officials and employees, excluding those in the teaching profession who are covered by different provisions of law, may be entitled to study leave subject to the following conditions: 1) The study leave is a time off from work not exceeding six (60 months with pay for the purpose of assisting qualified officials and employees to prepare for their bar or board examinations or to complete their masters degree. The leave shall be covered by a contract between the beneficiary thereof and the agency hear or his representative. 2) The beneficiary for such leave shall be selected based on the following qualification requirements: a) The official/employee must have graduated with a bachelor’s degree which consequently requires the passing of government bar and board licensure examination. For thesis writing or comprehensive examination, the official/employee must have completed all the academic requirements for a masters degree. b) The profession or field of study to be pursued must be relevant to the agency or to the official duties and responsibilities of the concerned official or employee. c) Must be a permanent employee. d) Must have rendered at least two years of service with at least very satisfactory performance for the last two rating period immediately preceding the application. e) Must have no pending administrative or criminal charges. f) Must not have any current foreign or local scholarship grant. g) Must have fulfilled the service obligation of any previous scholarship and training contract. The service obligation must be on the basis of the following formula: Period Service Obligation One (1) month to Three (3) months Two (2) years More than three (3) Months to six (6) months Three (3) years In case the official or employee fails to render in full the service obligation referred to in the contract on account of voluntary resignation, optional retirement, separation from the service through his own fault, other causes within his control, he shall refund the gross salary, allowances and other benefits received while on study leave based on the following formula. R = (SOR-SOS) / SOR x TCR Where: R = Refund TCR = Total compensation received (gross salary, allowances and other benefits received while on study leave) SOS = Service obligation served SOR = Service obligation required The official/employee beneficiary of the study leave shall inform his agency in writing, through the personnel office, of his failure to pursue his studies or his failure to take the bar/board examination for which he was granted the study leave. The agency’s formulated internal rules on procedure, which is anchored on the CSC general guidelines stated herein, shall be the basis for an equitable and rational availment of this leave by its own officials and employees. Article 59. Dropping from the roll of personnel. Officers and employees who are absent for at least thirty (30) days without approved leave are considered on Absence Without Leave (AWOL) and shall be dropped from the service after due notice. However, when exigencies of service require his immediate presence and he fails/refuses to return to the service, the head of office may drop him from the service even prior to the expiration of the 30 day period above stated (Rule XVI, Section 35 of Omnibus Rules Implementing Book V of EO No. 292 and CSC MC 12, s. 1994 par. 2 (2.1a) as amended). Chapter 11 COMPLAINTS AND/OR GRIEVANCES Article 60. Complaints and grievances shall be dealt with by observing the grievance procedure mechanism and due process ensconced in the approved Implementing Guidelines on Complaints and Grievances formulated in compliance with the Civil Service Act (R.A. 2260 as amended), Article VI, Sec. 28 (b) (cf.: CSC Approved Implementing Guidelines on Complaints and/or Grievances, dated Nov. 11, 1997 as adapted in the subsequent 1999 Faculty Manual, and the Revised Policies on the Settlement of Grievances approved on September 13, 2001 in accordance with the provision of CSC MC 02, s. 2001). Chapter 12 SEXUAL HARASSMENT Article 63. Definition. – As defined under the new rules, sexual harassment is “an act, or series of acts involving any unwelcome sexual advance, request or demand for a sexual favor, or other verbal or physical behavior of sexual nature committed by a government employee or official in a work-related or training or education-related environment of the person complained of.” (CSC Resolution No. 01-0940). Article 64. Classification. Sexual harassment may be classified as either work related sexual harassment or education-related sexual harassment. Article 65. Salient features of the new rules on sexual harassment are as follows:  “Authority, influence and moral ascendancy are no longer indispensable elements of the administrative offense of sexual harassment; hence, sexual harassment under the new rule may be committed even by a subordinate against his superior.  Covers all government officials and employees including presidential appointees and elective officials holding any level of position.  Provides for a standard procedure in so far as the manner of filing, hearing, disposition, and appeal of sexual harassment cases.  Requires all government agencies the creation of the Committee on Decorum and Investigation as envisioned under RA 7877, composed of representative from management, the accredited union, second and first level employees.  Within the respective agencies, the local Committee on Decorum and Investigation now has exclusive original jurisdiction over sexual harassment complaints.  The Civil Service Commission has appellate jurisdiction over sexual harassment cases decided upon by the government agencies.  New possibilities of committing sexual harassment such as sending offensive or lewd jokes via e-mail and SMS (text) messages are now penalized.  The acts constituting sexual harassment are now clearly classified either as grave, less grave, or light..  Persons who may be made liable for sexual harassment are not limited to those who directly performed the sexual harassment act, but may include those who induced, directed or cooperated with the latter in performing said act. Article 66. Implementing Rules and Regulations. Defining the administrative offense of sexual harassment and prescribing the standard procedure for the administrative investigation, prosecution and resolution of sexual harassment cases in the public sector shall be anchored on the CSC Resolution 01-0940. Chapter 13 SUSPENSION AND REMOVAL Article 67. No person in the service of the College shall be suspended or removed except for cause as provided by law and after due process as prescribed by the Civil Service Commission and the implementing rules and regulations or standards set by the institution, such as: a. No administrative proceeding shall commence without the sworn complaint of any individual filed against the employee. Said complaint, except those initiated by the College President, shall be in writing and under oath, otherwise, the same shall not be given due course; b. No person or persons, whether as a committee or otherwise shall conduct any hearing for disciplinary purposes unless specifically authorized; c. The respondent shall, before the hearing, be personally notified or the specific charge against him; d. The respondent shall be given full opportunity to defend himself with respect to the charges and for this purpose, may submit an answer and appear at the hearing personally or through counsel; e. The President may impose any administrative penalty he may deem proper, including fine, suspension, forced resignation, or termination upon confirmation of the Board, appealable by the respondent within 15 days from the receipt of the decision in case of removal from service; and f. No application for retirement, leave of absence with pay, or resignation by the respondent shall be processed or approved pending the final determination of the case. Chapter 14 AWARDS AND INCENTIVES Article 68. In line with the Revised Policies on Employees Suggestions and Incentive Awards System (ESIAS) provided under CSC Resolution No. 010112 and CSC MC No. 01, s. 2001, the Agency shall adopt the approved Program on Awards and Incentives for Service Excellence (PRAISE) to be referred to as the AGENCY PRAISE (cf.: Approved Agency PRAISE dated September 13, 2001). Subsequent Implementing Rules and Regulations relative thereto Chapter 15 COMMUNICATIONS AND OTHER SCHOOL DOCUMENTS Article 69. Official communications shall follow the regular channels, except where the intermediate officials will not give the communication due course, the faculty member and other school personnel may send this directly to the official concerned. Article 70. All communications and documents of the Institution shall be held in confidence by the office concerned unless other wise authorized or directed by authorized officials. Violation of this provision will subject the erring personnel to disciplinary action. Chapter 16 DUTIES AND OBLIGATIONS OF SCHOOL PERSONNEL Article 71. All personnel shall have the following duties and obligations: a. Performs his duties to the school by discharging his responsibilities in accordance with the philosophy, goals, and objectives of the school; b. Be accountable for the efficient and effective attainment of specified learning objectives in pursuance of national development goals within the ambit and limits of available school resources; c. Assumes the responsibility to maintain and sustain his professional growth and advancement and maintain professionalism in his behavior at all times; d. Participates as an agent of constructive social, economic, moral, intellectual, cultural, ecological and political changes in school and community within the context of national policies. Chapter 17 GENERAL RESTRICTIONS AND OTHER REGULATIONS Article 72. No member of the faculty, officer or employee of the Institution shall publish or discuss publicly proceedings of the Board of Trustees/Regents or board’s decisions not yet released for publication without the written permission of the President of the Institution. Article 73. No member of the faculty, officer or employee shall publish or discuss publicly, charges or complaints against any member of the faculty, officer or employee concerning his official duties or his private life or conduct. Any such complaint shall be addressed to the proper authorities of the Institution for action before resorting to any other remedy available to the complaining party. Article 74. No member of the faculty shall enter into deals with any student of the Institution involving money, property, or other valuable consideration which might influence the scholastic standing of the student. Article 75. No textbook whether printed or duplicated, shall be required as basic teaching materials in any class unless approved by the proper committee created the President of the Institution. Article 76. A faculty member may undertake research work, under the auspices of an organization outside of the institution with the consent of his immediate supervisor and institute dean duly approved by the President of the Institution provided that in the publication of such research, the Institution shall be credited side by side with the outside sponsoring organization. Article 77. The promotion, transfer, detail, reassignment, reinstatement, re-employment, layoff, reduction in force, separation or demotion and other personnel actions affecting administrative personnel shall be governed by the rules and regulations promulgated by the Board of Trustees/Reagents in accordance with the Civil Service rules, memoranda and circulars. Title Three BUSINESS AND FINANCIAL ADMINISTRATION Chapter 18 BUDGET Article 78. The Annual Budget of the Institution shall be prepared within the framework of existing budgetary policies of the government. It shall ensure effective, efficient, efficacious, and economical ways of achieving the educational plans and objectives of the Institution. Article 79. Income emanating from tuition fees, other school charges, land grants, and other operating incomes as may be authorized by law and/or by the Governing Board shall constitute a special trust fund or revolving fund as the case may be for the use of the Institution subject to existing and enabling rules and regulations. Article 80. Basic Guidelines on Disbursements/ Expenditures: Section 1. Funds of the Institution shall not be spent for purposes other than that for which it was intended to, except under the following conditions subject to existing laws and regulations: a. In emergency cases such as to prevent the possible loss of lives and damage to properties; and b. Appropriation for certain project which are inadequate to complete such may be realigned to other more urgent project. Section 2. No expenditure of funds shall be entered to unless there is a lawful appropriation therefore; the unexpended balance, which is free from other obligations, is sufficient to cover proposed expenditures. Section 3. No expenditures shall be made beyond the amount for which appropriations were made as covered in the advice of allotment. Section 4. All expenditures shall conform to existing laws and regulations. There up on, quarterly and year-end accountability reports shall be submitted to appropriate government agencies. Chapter 19 TRAVEL PROCEDURES AND PROTOCOLS Article 81. All official travel shall cover only those which are urgent and necessary, will involve minimum expenditures, and are beneficial to the Agency concerned and/or the country (Sec. 2, EO 248, s. 1993). Article 82. Requisites for travel for each type are as follows (BOT Resolution No. 48, s. 2003): a) Official Travel Outside the City Limit. Employees concerned shall fill in first the Request for Travel Form (RTF) subject for approval of the College President. Such travel shall be prepared at least 2 days before the effectivity of travel duly recommended by the immediate supervisor/head. Itinerary of Travel (IT), prepared in triplicate, shall also be attached to the RTF reflecting therein the probable route and travel allowance. Forms for Request for Travel & Itinerary of Travel are available in the personnel section. The RTF and its attachments shall be forwarded to the Office of Finance Services for appraisal of the probable travel expenses. Thereafter, the FS Director shall forward the assessed RTF to the College President for his subsequent action. The approved request for travel shall be forwarded to the HRM Section for the preparation of the corresponding Travel Order (TO). TO shall be made in triplicate – 2 copies for the Finance Services Office and 1 copy for the employee making the travel. All TO shall be logged accordingly with corresponding travel code serially numbered. An appropriate computer program for this matter is suggested to be made to facilitate processing of Travel Orders. b) Official Travel Within the City Limit. Travel request within the city limit shall be applied for using the Locator Slip which shall be filled in accordingly and processed in duplicate (1 copy shall be given to the Security Guard on Duty & other copy shall be retained by the personnel concerned for the reimbursement of travel expenses). The immediate head shall recommend such travel request to be approved by the College President. Similarly, all approved Locator Slip shall be forwarded to the personnel section for appropriate documentation. Transportation expense incidental to the travel shall be reimbursed subject to the availability of funds and college internal financial policies. c) Going out of the Station Other Than the Official Business. In going out of the station other than the official business, e.g., personal and on official time, a LOCATOR SLIP shall also be used and filled in accordingly. The respective institute deans and directors of the requester shall approve Locator Slip classified as personal; the College President shall approve the request of those personnel identified with the management team and key officials. Those classified as On Official Time shall be approved by the College President duly recommended by the requester’s immediate head. Category of Requester Approving Official FOR: Personal Travel FOR: On Official Time Travel Recommending Approval Approved by: Teaching Personnel Dean/Director VP Academics College President Non-teaching personnel Office Director AO V/Director Management Team/Key Officials College President The concerned personnel shall shoulder transportation expense incidental to the above stated travel. Article 83. In case of depleted travel allotments or unbudgeted travel, a Travel Order emanating from the President may be issued provided that “no funds is allotted or available for the purpose” shall be indicated therein. In the absence of appropriation thereof, travel expenses may be subject to reimbursement partially, wholly or not at all depending on the discretion of the agency head. Chapter 20 INTERNAL CONTROL Article 84. There shall be an internal control unit in the Institution whose main function are to safeguard assets, check the accuracy and reliable of accounting data, promote operational efficiency and encourage adherence to prescribed management policies. Article 85. The Internal Control Unit shall be under the direct supervision of the Institution President and independent from other system since they review the operations of other system. Chapter 21 APPROVAL AND AUDIT Article 86. All accounts and expenses of the Institution shall be audited by the Commission on audit in accordance with the prescribed policies and procedures. Article 87. All vouchers and warrants shall be submitted for approval to the President or his authorized representative. Chapter 22 PROCUREMENT AND REQUISITION Article 88. All procurement and requisitions shall be made in accordance with the provisions of existing laws, rules, and other implementing rules of the institution in accordance with Commission on Audit rules. Article 89. To have clear policy guidelines in the aspect of supply management and other procedures consistent with pertinent laws, subsequent guidelines and procedures shall be reckoned with to achieve transparency and efficiency in the system (BOT Resolution No. 003, s. 2002) Article 90. Guidelines and Procedures: 2.1. BASIC CONCEPTS & GUIDELINES ON THE PREPARATION OF ANNUAL PROCUREMENT PLAN 1. The Annual Procurement Plan Program (APP) is an itemized list prepared by the agency head showing the kind, estimated quantity, estimated cost, description of supplies, together with the balance on hand, if any, required by the agency for the ensuing fiscal year. 2. Pursuant to the Implementing Rules & Regulations (IRRs) of Executive Order No. 302 dated February 19, 1996 and pertinent accounting and auditing laws, rules, and regulations, procurement of goods shall be undertaken according to a procurement plan that the agency concerned shall formulate to ensure that the goods to procured are available when needed. 3. The Procurement shall basically include the contract to be employed, the extent/size of contract scopes, and the procurement methods to be adopted, along with the expected time schedule for each procurement action. It shall take into account the lead time for the procurement process plus the manufacturing and shipping times expected so that goods are available at the time needed. 4. Its preparation shall consider the provisions of the Government Accounting and Auditing Manual (GAAM), Section 424. 5. It shall be prepared and submitted to DBM as part of its Work and Financial Plan on or not later than November each year. The supply section officer or the general services officer, as the case may be, shall prepare the procurement plan, which may consist of a program for supplies (Annual Supply Procurement Program or ASPP) and equipment (Annual Equipment Procurement Program or AEPP) separately (Sec. 3.6 of NBC No. 415 dated Jan. 19, 1990 of the DBM & Sec. 424, GAAM, Vol. 1) for the approval of the head of the agency for the ensuing fiscal year. Such plan shall contain an itemized quantity of supplies or property needed for the entire fiscal year, complete description thereof as to kind, quantity and quality, and the balance on hand. 6. The total estimated cost of the APP should not exceed the total appropriations authorized for the acquisition of supplies or property. 7. In the preparation of annual procurement plan, a maximum of fifteen percent (15%) of the estimated requirements may be provided for contingency and miscellaneous items. This shall take care of the requirements, which could not be anticipated or defined during the preparation of the plan. 8. Annual Equipment Procurement Program (AEPP) is a prioritized list of equipment proposed to procured from programmed equipment outlay. The type and engine displacement and other specifications of motor vehicles, if any should be indicated (NBC No. 415, dtd. Jan. 1990). 8.1. Preparation of AEPP. In case there is programmed equipment outlay, the agency shall prepare an Annual Equipment Procurement Program. This AEPP shall be part of the Work and Financial Plan that is annually submitted at the start of the fiscal year to the DBM Regional officer concerned for evaluation and approval. Things to consider are as follows: 8.1.1 It shall be based on the programmed equipment outlay authorized in the General Appropriations Act; 8.1.2 Equipment intended for replacement of unserviceable items shall be supported by an Inventory and Inspection Report of Unserviceable Property; 8.1.3 The request for authority to purchase a motor vehicle shall be supported by a duly accomplished inventory of existing motor vehicles and detailed justifications for acquisitions, including deployment, user and specific activities for which the motor vehicles would be used; 8.1.4 The purchase of computers and other Information Technology (IT) Equipment shall be subject to the guidelines and requirements of the National Computer Center. 8.1.5 The purchase of books intended as reference materials shall not exceed five (5) copies per title; 8.1.6 The purchase of the following equipment shall be subject to clearance/authority from appropriate agencies: 8.1.6.1 Communication equipment – clearance from the National Telecommunications Commission. 8.1.6.2 Firearms – authority from the Firearms and Explosives Unit of the Philippine National Police. 8.2. Modification of Equipment Procurement Program. The approved AEPP may be modified as a result of the agency reprioritization of its equipment requirements without prior approval by the DBM, provided that, the modification shall involve only those items not subject to prior clearance from competent authority, i.e., motor vehicles, computers, communication equipment, and firearms. In the modification of the AEPP, priority shall be given to equipment items that are directly used in the substantive operation of the agency. 2.2. GUIDELINES ON FORECASTING AND ORDERING 1. Forecasting. It is essential element in any inventory/supply management system. The key inventory decisions when and how much to order are done on the basis of estimated or future demand. Forecasting System: 1.1.1 Last period technique – uses the demand for the last period as a forecast for the next period. 1.1.2 Averaging technique – all past demand data are summed up and used as the forecast of the next forecast demand. 1.1.3 Moving average – as we advance each period, the latest demand figure is added to the running sums and the oldest demand subtracted. 1.1.4 Experimental smoothing method – estimate of demand for each future period is equal to the estimate of a permanent component of demand based on past data. The inventory officer (Supply/Property Officer) must know how well he is meeting the agency’s needs and must be able to appraise the costs he incurs in the process. 2. Ordering. This is one of the largest activities the government undertakes in performance of its role as provider of multiple and wide ranging variety of services to the public and other agencies. The enormous activity necessitates that it be systematized and simplified to assure that the value for government money is obtained. Its objective is to maintain continuous supply of supplies, materials, equipment needed in the government’s normal operations and to support its various activities to achieve its goals. 2.1 General Guidelines: 2.1.1 Requisitions for supplies and materials drawn during the last days of December intended to be paid out of the unexpended balance of the appropriation supplies and materials shall not be allowed (Sec. 427 GAAM I). 2.1.2 Except as otherwise provided in the GAA, the stock on hand of supplies, materials, and equipment spare parts, acquired through ordinary and emergency purchase, shall at no time exceed the normal 3 months requirements, subject to pertinent rules and regulations issued by competent authority: Provided that department heads may approve the build up of stocks on hand of critical supplies and materials, in anticipation of cost increases or requirement of a national emergency, and specifying maximum quantities of individual items, but in no case shall these stocks exceed more than one year’s supply, unless otherwise approved by the President (1987 Adm. Code). 2.1.3 Three (3) months supply is determined by computing the average monthly consumption of the agency for the last six (6) months plus 10% allowance for contingencies multiplied by three. However, the 10% allowance for increase may be exceeded when the circumstances call for additional procurement, such as, but not limited to, seminars, conferences and the like or in case where the activities cannot be delayed without causing detriment to the public service. Computation how to arrive at one (1) month supply: Let: T = total consumption for the last 6 months A = T/6 average consumption for the last 6 months P = estimated one (1) month supply P = A +(10%)A Example: January P 23,377.33 Average Consumption for 1 month: February 28,353.04 P = 231,077.05 + (.10) (231,077.05) March 43,411.68 6 6 April 50,623.84 = 38,512.84 + 3,851.28 May 43,664.34 = 42,364.12 June 41,646.82 TOTAL: P 231,077.05 Note: To compute for the 3 months’ consumption, multiply P by 3. 2.3. GUIDELINES IN MAKING PURCHASES 1. Except as otherwise herein provided, procurement of supplies materials and equipment of supplies materials and equipment by government agencies shall be through competitive public bidding (Sec. 1, EO 301, s. 1987). 2. All appropriations for the purchase of equipment, supplies and materials authorized in the General Appropriations Act shall be available. 3. Only for locally manufactured equipment, spare parts, accessories, medicines and drugs, supplies and materials, except when none is available in the market or when the price of the locally manufactured article exceeds those determined by the Flag Law (Sec. 28, Bk VI, 1987 Adm. Code). 4. Purchase of supplies and materials in excess of normal need shall be avoided. As an aid to agency heads in the the discharge of their property responsibilities and to reduce undue strains upon the government’s cash position occasioned by excessive stocking of supplies and materials, the following rules and regulations should be strictly enforced: 4.1 Except as otherwise provided in the GAA, the stock on hand of supplies, materials and equipment, spare parts acquired through ordinary and emergency purchases shall at no time exceed the normal three-month requirements subject to pertinent rules and regulations issued by competent authority: Provided, that department heads may approve the build up of stocks on hand of critical supplies and materials in anticipation of cost increases or requirements of a national emergency, and specifying maximum quantities of individual items, but in no case shall these stocks exceed more than on year’s supplies unless otherwise approved by the President (Sec. 77, Bk. VI, 1987 Adm. Code). 4.2 Each requisition for any single commodity in excess of P1,000.00 in value shall be accompanied by the stock positions sheet of the article being requisitioned. This report shall be used by the agency officials who shall pass upon the requisition for determining the reasonableness of the quantity being requisitioned. All concerned shall see to it that the standard stock levels are not materially exceeded (COA Cir. 78-084, dated Aug. 1, 1978). 4.3 Three copies of the stock position sheet shall be prepared . The original shall go with the original requisition when agency officials submit it for processing and approval. One copy shall be attached to the agency file of the requisition and the other, with a copy of the requisition, shall be sent promptly to the Auditor concerned (Sec. 428, C.3, GAAM Vol. 1). 2.4. GUIDELINES ON THE DELIVERY, INSPECTION, ACCEPTANCE, AND PAYMENT OF ITEMS Acquisition of government property goes through the following general phases: 1) Delivery and receipt of items, 2) Inspection and acceptance of the items, and 3) Payment for the items. Delivery of Items 1. Deliveries of supplies, materials and equipment being requisitioned must be made by the supplier/contractor in accordance with the specifications, terms and conditions provided in the contract/PO. 2. Deliveries should be made in the stipulated time. Failure to deliver within the prescribed period shall render the supplier/contractor liable for penalty, usually in the form of the liquidated damages, specified in the contract/PO/LO. For each day of delay, liquidated damages in the amount of one-tenth (1/10) of one percent (1%) of the total value of the contract shall be deducted. Request for extension of time to deliver shall be made before the expiration of the contract period; this may be granted only due to meritorious and justifiable case, e.g., force majeure, order of the government, any reason beyond the control of the contractor, and attributable to the owner or the like. 3. All supplies shall be adequately contained, packed, crated, cased, bundled, wrapped, or sealed to prevent damage, spoilage, and loss. They must be plainly labeled and marked on the outside showing the exact contents (Sec. 111, COA Cir. 92-386). 4. All items to be inspected shall be accepted first by the general service/supply officer (Sec. 114, COA Cir. 92-386). Such acceptance pertains only to receipting/signing on the delivery receipt and temporary recording of the deliveries upon arrival of the goods/articles to the agency’s premises. The deliveries are still subject to inspection for conformity with specifications on the order. 5. Documentary requirements for specific mode of delivery as prescribed on COA Memo 91-704 shall be followed condensed as follows: 5.1 Inspection of deliveries/fabrication/installation  Approved PO/contract/Letter Order (LO)  Invoice/Delivery Receipt/Billing document and Official Receipt  Certificate of Acceptance  Performance /Quality Test Result (if available)  Detailed Cost Breakdown  Brochures/manual/supplier’s catalogue (if applicable)  Other document specified in the contract necessary to determine conformance with specifications (e.g. approved plans/drawing, samples, standard specifications, etc.) 5.2 Inspection of Infrastructure Project  Reported Progress Accomplishment  Approved accomplishment report  Certificate of completion and acceptance (for 100% accomplishment)  Perfected (approved) original contract and all approved variation orders  Approved plans and specifications (original and all variation orders involved in reported accomplishment)  Authorized (approved) breakdown of the contract cost (original) and all variation orders involved in reported accomplishment)  As-built plans (for completed projects only) 5.3 For necessity of Variation  Approved variation order subject of inspection/verification  Original Contract  Approved original plans and specifications and/ or latest approved revised plans prior to the subject variation order  Authorized breakdown of the original contract cost  Approved revised plans specifications for the variation order  Project engineers’ report showing the dates of inspection and the results thereof, to support the necessity of the issuance of the variation order 5.4 Post-Repair Inspection of Facilities, Heavy Equipment, Aircraft and Marine Vessels  Approved contract/job order/ purchase order and its integral parts including all approved variation orders issued  Certificate of completion and acceptance  Accomplishment report signed by management/ agency concerned  Approved original and revised (if there are variation order issued) installation plans/lay-out for the repair of building/ equipment/facilities  Complete technical description of equipment/aircraft/vessel  Duly accomplishment report of waste materials  Certificate of the sea travel/ seaworthiness for marine vessel and certificate of airworthiness for aircraft 5.5 Post repair inspection of vehicles, all equipment except heavy equipment  Approved job order/work order/contract  Agency certificate of acceptance  Waste materials report, if applicable 6. Inspection and acceptance of the items may consist of check for identity, quantity and shipping damages. 6.1 The general policies in the Inspection of Deliveries are as follows:  All inspection and acceptance of supplies and services by the agency shall be conducted in the most economical and expeditious manner consistent with the best interest of the government and, shall conform to the provision of applicable regulations and standards, sampling procedures, policies relating to interchange of services and uniform method of interpreting specifications.  Inspection on behalf of the government shall be conducted in all cases prior to acceptance, except as otherwise permitted by regulation. Inspection shall be accomplished by or under the supervision of government qualified personnel 6.2 Guidelines in the Inspection of Supplies/Materials/equipment  Look into the standards and all specifications as stated in the contract  In view of the total lifting of pre-audit,[COA Circular No. 95-006 dated 18 May 1995],inspection by COA is no longer a prerequisite neither for acceptance nor for payment.  Undertaken by the authorized inspector of the agency  The chief, Inspection Unit, as authorized by the head of the agency or bureau, may waive the inspection of purchases of insignificant value, provided he is fully convinced that the delivery in question is in accordance with the specifications of the order. The waiver of inspection must be stamped on the original copies of order and invoice.  All items to be inspected shall invariably be accepted first by the property officer/supply officer.  The officials responsible for or in charge of accepting deliveries of procured items shall, within twenty four (24) hours from such acceptance, notify the auditor of the time and date of schedule of deliveries.  Report of inspection of all consumables shall be submitted to the COA auditor within twenty four (24) hours sec. 114,rule 15,COA circular no. 92-386 6.3 Acceptance and Rejection of Deliveries. Where a trend of shortage in quantity, deficiency or defectiveness in quality is established, the inspector may recommend for rejection or reduction in price. The following standards, after consideration of tolerable allowance, shall be observed by the inspector in the evaluation of the result of inspection:  Supplies or property tested and found to be in accordance with the required specifications shall be accepted.  Supplies or property whose quality analysis shows a deficiency of less than ten (10%) percent may be accepted , provided they shall serve the purpose for which they were purchased, the defect is minor and the contract price is reduced according to the deficiency noted.  Supplies or property whose quantity is short by volume, weight, actual count, etc. shall be subject to reduction on contract price at an amount equivalent to the shortage, provided said deliveries are acceptable to the agency or unit.  Damage items that are not disclosed or incorrectly marked as such shall be subjected to corresponding reduction in price. Formula for determining the percentage deficiency: % deficiency = x 100 6.4 Preparation of Certificate of Acceptance. Acceptance of deliveries may be made only if the supplies and materials delivered conform to the standards and specifications stated in the contract. 6.5 The technique/standards in Property Inspection are as follows:  Inspection by Item—Individual item is checked for conformity to every requirement stated in the specifications. This method of inspection is applicable, but not limited to deliveries of equipment/fixed assets.  Inspection by Sampling –Sampling is a process of obtaining information about a group of data having similar purpose or function, usually ten percent (10%) of it. The use of this procedure requires a high degree of judgment in order that the inspection can be considered as a reliable tool towards meaningful and effective inspection. The type of sampling to be used will depend on the accuracy of the result desired, the availability of personnel, time, and other factors. Sampling Techniques: • Random Sampling – When items included in the sample are completely taken at random from the entire delivery or from the selected group within it. • Internal Sampling – When items in the delivery do not have a serial number, post number or some other form of identification, ready identification is not possible and random sampling proves difficult to use. 6.6 General Procedure in Conducting Inspection: 6.6.1 Upon receipt of the request for inspection, the following important documents shall be checked as to completeness and authenticity prior to actual inspection:  PO/LO/Contract or their equivalent – determine completeness as to date, number, name and address of supplier, supplier acknowledgement or receipt including date of receipt, nature and place of delivery, accurate description of article’s ordered, quantity, unit price, availability of funds and approval by the head of the agency or his authorized representative.  Supplier’s Invoice/Delivery Receipt – The following shall be observed:  It should be pre-numbered and not just typed, stamped or written separately;  Check all date contained thereon;  It should conform with those in the order/contract; and  Note “RECEIVED” portion. Receipt and date of item delivered should be duly acknowledged by the property officer or receiving officer.  Other required papers necessary for a substantive inspection such as catalogue/ brochures/government standard specifications, etc. 6.6.2 After all pertinent documents have been checked, proceed to delivery site and conduct inspection and testing procedures if applicable. 6.6.3 If delivery is subject to test and samples are taken, accomplish the certificate of sampling in accordance with the prescribed guideline on testing (refer to Inspection Procedures for Specific Items – PSMS of the SAADO-COA). 6.6.4 Prepare inspection report immediately after inspection for submission to the agency inspector’s supervisor. 2.5. PROCUREMENT GUIDELINES 1. General Policies: 1.1 Compliance with laws, rules and existing applicable laws. Complex laws, rules and policies govern the procurement process. Participants in the process Participants in the process are not only required to be familiar with the different procedures but also with applicable regulations and jurisprudence. 1.2 Prohibition against splitting of requisitions, purchase/letter orders and payment. Forms of Splitting: o Non-consolidation of requisitions for one or more items needed at or about the same time by the requisitioner o Issuance of 2 or more Purchase Orders based on 2 or more requisitions for the same or about the same time by different requisitioners o Making 2 or more payments for one or more items involving one PO Consequence: If splitting is apparent, the Unit Auditor shall notify the officials concerned and shall disallow the transaction in audit. Exemption: Exempted are requisitions for supplies, materials and spare parts acquired thru emergency purchase from reputable firms. 1.3 Need for certificate showing availability of funds for the purchase No contract involving the expenditure of public funds shall be entered into unless there is an appropriation therefore for which the accounting official concerned shall certify that funds have been duly appropriated for the purpose and that the amount necessary to cover the proposed contract for the current fiscal year is available for expenditure Consequence: Without the certificate, the contract is deemed void. (In cases when the only defect or irregularity in the claim is the delayed execution of the certificate of availability of funds (CAF), COA allows recovery by contractors on the basis of quantum meruit, i.e., the amount earned or the value of services rendered.) Exemption:  Contracts for Personal Services  Supplies for current consumption or to be carried in stock not exceeding the estimated consumptions for 3 months  Banking transactions of government-owned or controlled banks 1.4 Prohibition against irregular, unnecessary, excessive, extravagant, and unconscionable expenditures or uses of funds or property IRREGULAR expenditures are those incurred without adhering to established rules, regulations, procedural guidelines, policies, principles or practices that have gained recognition in law. UNNCESSARY expenditures are those which could not pass the test of prudence or the diligence of a good father of a family and denotes non-responsiveness to the exigencies of the service. EXCESSIVE expenditures incurred without restraint, judiciousness and economy. UNCONSCIONABLE expenditures are incurred without knowledge or sense of what is right, reasonable, and just and not guided or restraint by conscience. 1.5 Policy of protecting locally-manufactured/produced articles over foreign made products A long established policy and entrenched in the FLAG Law, but:  Does not entitle supplier of local products to sell at unreasonable and excessive prices.  Presupposes that the local product is of same quality as that of foreign products. 2. Specific Procedures in Procurement: 2.1 Procurement planning and the preparation of the Annual Procurement Program/ Plan and Amendatory /Supplementary Program or Plan 2.2 Requisitioning or Preparation of RIV/PR • The description and/or specification must be clearly defined to avoid further interpretation and shall satisfy the needs of the end-user. • The property/supply officer with the assistance of a technical specialist and/or the project officer shall determine the specifications of the supplies and services needed to be approved by the Head of the Agency. • Requisition must be accompanied by a Request for Obligation and Allotment (ROA) properly signed by concerned officials as to the existence of appropriate funding. 2.3 Approval of requisition 2.4 Preparation of Certificate of Availability of Funds (CAF) 2.5 Preparation of Purchase Order (PO) /Letter Order (LO)/ Contract 2.6 Approval of PO/LO/ Contract 2.7 Delivery of PO/LO/Contract 2.8 Delivery of Items 2.9 Inspection of Items 2.10 Preparation of Certificate of Acceptance 2.11 Preparation of the Voucher, or equivalent document, for payment 3. Modes of Procurements Procurement of government property may be achieved through the following modes: 3.1 Public Bidding 3.2 Negotiated Contract 3.3 Limited Source/Selected Bidding 3.4 Personal Canvass/Shopping 3.5 Emergency Purchase 3.6 Repeat Order 3.7 Direct Contracting 3.8 Procurement from Exclusive Philippine Agent or Distributor 3.9 Procurement from the Procurement Service 2.6. INTERNAL GUIDELINES ON DNSC COMPOSITE PREQUALIFICATION, BIDS & AWARD COMMITTEE (PBAC) AND BIDS & AWARDS COMMITTEE (BAC) 1. Composition of DNSC PBAC/BAC 1.1 The PBAC/BAC of Davao del Norte State College shall compose the following: 1.1.1 Chairman (Regular) – Vice President 1.1.2 Executive Officer & Secretary – Administrative Officer/Director, Admin Affairs As PBAC Executive Officer, he may designate a clerk who will assist him in the preparation of Bid Documents and to do other bid related matters. 1.1.3 Member (Regular) – Faculty Club President 1.1.4 Member (Regular) – General Administrative Staff and Services Personnel Organization President 1.1.5 Member (Regular) – Technical Member from DNSC (pro tem based on the type of bid project) 1.1.5.1 For civil works – Civil Engineer 1.1.5.2 For mechanical works – Mechanical Engineer 1.1.5.3 For electrical works – Electrical Engineer or College Electrician 1.1.5.4 For electronic works – Electronic Engineer or Computer Engineer Aforesaid provisional technical member shall assist in the preparation of the agency plan, Agency Estimates, Specifications, Proposal Book Forms, and the draft of the contract. The technical member shall help in evaluating the submitted Bidders’ Estimates and Program of Works. 1.1.6 Two Members from the Private Sectors – Both qualified representatives from private organizations shall be non-voting members. 1.1.7 Observer – The Resident Auditor or representative from the COA shall serve as observer. Note: Notice of meeting shall be sent two calendar days before the date of meeting. 2. Procurement of Equipment, Supplies, Materials and Services 2.1 The public bidding may be dispensed with the purchase of supplies, materials, and equipment in the amount of TEN MILLION (P10,000,000.00) PESOS, as long as the purchase is most advantageous to the government (COA Resolution No. 95-244 dated May 15, 1995 pursuant to Executive Order No. 301 dated July 26, 1987). 2.2 The purchase shall be bid by sealed canvass of at least three (3) bidders. 2.3 If the requisite for purchase relative to minimum number of bidders of at least three (3) bidders cannot be met or made available in the locality, the canvasser shall write justification why such requisite for bidding cannot be fully satisfied thereby resorting only to one or two qualified bidders 2.4 The PBAC, excluding non-voting members and observers, shall convene regularly on certain time agreed by them for the purpose of opening and awarding of sealed canvass except on emergency cases. 2.5 The PBAC shall open the canvass or bid when there is an Approved Requisition and Certification of Funds Available for the purchase, and Approved Agency Estimate with Certificate of Availability of Funds (DF) for the public bidding. 2.6 Quotation or Bid of equal lowest cost shall be decided by tossing the coin or by voting of the PBAC Members banking on the premise to save the cost of documents and time. 2.7 The date, time and signature of the PBAC Members shall be reflected in the canvass or in the Bid Form. 2.8 The lowest calculated responsive bidder shall be issued a Purchase Order (PO) and Voucher for payment with appropriate attachments, e.g. Abstract of Bids prepared by the Supply Officer following the existing standard Procurement and Supply Management procedures, and the like. 2.9 Bid tender without the signature of the supplier shall be rejected by the PBAC. 2.10 Bid containing erasures or alterations on the cost and other entries without signature or initial shall be rejected. 2.11 Bid tender found substantially not responsive and/or not complying with the conditions/requirements set forth in the bid document, particularly in terms of the technical requirements/specifications in the contract and other government rulings (Sec. 435, GAAM, Vol. 1), e.g., contingent bids, shall be rejected outright. 3. Public Bidding 3.1 For construction, repair or rehabilitation of projects like buildings and heavy equipment wherein public bidding is applicable, the activities shall follow the prescribed guidelines provided in P.D. No. 1594 as amended on August 12, 2000. 3.2 The PBAC Chairman shall schedule the publication, deadline accepting intent, pre-bid evaluation, pre-bid conference, opening of bid and post evaluation. 3.3 Contractors who file intent for public bidding shall be required to pay a non-refundable amount of Three Hundred (P300.00) Pesos to defray the expenses incurred for the printing of the Pre-qualification Statement Form, Instruction to Bidders or Proposal Book Form, and Agency Plan. 3.4 During the pre-bid conference, opening of bid, post conferences wherein the chairman is absent for valid reasons, e.g., official travel, and leave of absence of any type, the Executive Officer shall take over his place. As such, the Executive Officer shall be notified in advance. 3.5 During the opening of bids, the dropping of envelope “A” and “B” shall be done within the prescribed period. Envelopes submitted after the given period shall not be accepted. Envelope “A” (first envelope) shall contain the following information/ documents: a. Authority of Signing Official; b. Construction Schedule and S-curve; c. Construction Method; d. Organizational Chart for the contract to bid; e. List of Contractor’s Personnel with their qualification; f. Person power Schedule; g. List of Contractor’s Equipment; h. Equipment Utilization Schedule; i. Certificate of Site Inspection; j. Bid Security; k. Certification that the Detailed Estimates, Cash Flow by Quarter and Payment Schedule are in the second envelope; l. Commitment from the Contractor’s Bank to extend to him a credit line if awarded the contract to be bid, or cash deposit certificate; m. Construction safety and Health Program by the Contractor based on section IB 1.3.g of PD 1594 as required by the Department of Labor and Employment (DOLE) Occupational Safety and Health Standard. The second envelope (envelope b) shall contain the following information/documents: a. Bid Prices in Bill of Quantities with Detailed Estimate including a Summary Sheet indicating the unit price of the construction materials, labor rates and equipment rentals used in coming up with the bid; b. Cash Flow by quarter and Payment Schedule 3.6 Bid/tender shall only be withdrawn upon written request one (1) day before the opening of bid. However, bids may also be withdrawn even after the opening on recognized grounds of error or mistake considering that no prejudice is attributable to the college. 3.7 The PBAC shall keep a logbook to record all proceedings of all bidding activities. 3.8 The Chairman and the Executive Officer are responsible in the preparation of the Abstract and other documents needed as annexes to the Contract Agreement, and submit the same to the College President and other concerned officials. 3.9 During the contract period, the Technical Member of the PBAC shall supervise the project. 3.10 Once the project reaches an accomplishment of 95%, the DNSC Inspectorate Team shall conduct inspection of the project and shall submit punchlist to the contractor in the preparation for the final turn-over of the project. The said punchlist shall contain the remaining works and work deficiencies for necessary corrections. 3.11 Before the final turnover of the project, the PBAC shall invite the COA Technical Specialist to conduct the post-inspection of the project. 3.12 After the COA Technical Specialist has submitted the findings that the project was done and completed within the allowable range of COA rules and regulations, the PBAC Chairman shall prepare the Certificate of Project Completion and Acceptance for signature of the College President in response to the accomplishment report submitted by the contractor. 2.7. GUIDELINES COVERING NEGOTIATED CONTRACTS Section 1, EO 301, s. 1987 provides that any provision of law, decree, executive order or other issuance to the contrary notwithstanding, no contract for public services or for furnishing supplies, materials and equipment to the government or any of its branches, agencies or instrumentalities shall be renewed or entered into without public bidding, except under any of the following situations: 1. Whenever the supplies are urgently needed to meet an emergency, which may involve the loss of, or danger to, life and/or proper. 2. Whenever the supplies are to be used in connection with a project or activity which cannot be delayed without causing detriment to the public service; 3. Whenever the materials are sold by an exclusive distributor or manufacturer who do not have sub-dealers selling at lower price and for which no suitable substitute can be obtained elsewhere at more advantageous terms to the government; 4. Whenever the supplier under procurement have been unsuccessfully placed in bid for at least two (2) consecutive times, either dui to lack of bidders or the offers received in each instance were exorbitant or non-conforming to specification; 5. In cases where it is apparent that the requisition of the needed supplies thru negotiated purchase is most advantageous to the government to be determined by the Department Head concerned; and 6. Whenever the purchase is made from an agency of the government. 7. Where there was a failure of competitive bidding for the second time as provided under the Rule 4.8 of the IRR on the Procurement of Goods by the Government issued by NEDA to implement the EO No. 302 dated February 1996, to wit: “ 1.8 Failure of bidding 1.8.1 The government shall declare the bidding a failure and the concerned agency shall conduct a re-bidding of the project when no bids are received, or when no bids are found to be substantially responsive and/or complying to the requirements of the bidding documents, particularly in terms of the technical requirements/ specifications of the contract. 1.8.2 Should there occur another bidding failure after the conduct of the project’s re-bidding, the agency concerned may enter into negotiated procurement…;” 8. In the event there is an existence of negotiated purchase, the following additional requirements shall be observed: 8.1 Approval of the proper official/body pursuant to existing rules and regulations; 8.2 Canvass of licensed responsible suppliers of the needed item, except when it has been reliably established that (a) the supplier is the sole exclusive distributor or manufacturer of said supplies; (b) there is no suitable substitute in the market at more advantageous terms to the government, and (c) no sub-dealers are offering lower prices in which case a Certificate to that effect shall be required. 2.8. GUIDELINES FOR THE LIMITED SOURCE/ SELECTIVE BIDDING 1. Limited Source/Selective Bidding is employed in any of the following conditions: 1.1 Procurement of highly specialized types of equipment where only, a few manufacturer/ suppliers/distributors are available who could maintain a competitive position, such that resorting to the open competitive bidding method will not likely result in any additional manufacturers/ suppliers/distributors participating in the bidding; 1.2 Procurement of relatively small additions to an existing fleet of equipment where a few manufacturers/suppliers/distributors are well-established and who provide satisfactory after-sales service; 1.3 Procurement of major plant components where it is deemed advantageous to limit the bidding to known qualified bidders in order to maintain uniform quality and performance of the plant as a whole; and 1.4 Procurement of goods involving relatively small amounts, i.e., amounts involving P500,000.00 or less, such that the cost and time publicly advertising the bidding is not justifiable. 2. The PBAC of the concerned agency shall observe the PROCEDURES INVOLVED IN LIMITED SOURCE BIDDING/SELECTIVE BIDDING as prescribed under the pertinent provisions of IRR: 2.1 Pre-selection of manufacturers/suppliers/distributors with known experience and proven capability on the requirement of the particular contract. 2.2 Transmission to Invitation to Bid 2.3 Evaluating of bids 2.4 Awarding of Purchase Order/Contract 2.9. GUIDELINES FOR SHOPPING/PERSONAL CANVASS Shopping/Personal Canvass. Under this mode, the purchaser simply requests for the submission of price quotations for the goods to be procured directly from the manufacturers/ suppliers/distributors with known qualifications. 1. This method of procurement shall be employed only in the following cases: a. Procurement of readily available off-the-shelf goods or standard specifications goods that are small in value, i.e., amounts involving P500,000.00 or less. b. Procurement of ordinary/regular office supplies and equipment involving an amount not exceeding P500,000.00. This may be handled by the respective Administrative Staff/ Department/Division of the Agency instead of the PBAC. 2. To ensure competitive prices, the PBAC concerned shall obtain quotations from at least three (3) manufacturer/suppliers/distributors. 3. Concerned personnel, in the course of its implementation, shall observe the PROCEDURES INVOLVED IN SHOPPING/PERSONAL CANVASS in accordance to the applicable existing COA rules and regulations: 1) Conduct of Personal Canvass 2) Preparation of Abstract of Canvass 3) Evaluation of Canvass 4) Awarding of Purchase 2.10. GUIDELINES FOR EMERGENCY PURCHASE, REPEAT ORDER, AND DIRECT CONTRACTING A. Emergency Purchase 1. Emergency purchases are allowed in cases where the need for supplies, materials, furniture, equipment or repair of an equipment is exceptionally urgent or absolutely indispensable to prevent immediate danger to, or loss of, life and/or property, or to avoid detriment to the public service. They should be based on a canvass of prices of at least three (3) bona fide dealers (EO 302 s. 1940). 2. The emergency purchase shall be invariably supported by a certificate by the agency head or his duly authorized representative – a) as to the necessity/justification for said purchase, and b) that the price or contracted for is reasonable that it was the lowest obtainable at the time of the purchase or order (COA Cir. 78-84, Aug. 1, 1978). 3. The amount involved in an emergency purchase should not exceed the limitations provided for in the corresponding Annual Appropriations Act in a monthly amount not exceeding four percent (4%) of the annual agency expenditures, Board Resolutions or Regulations (COA Cir. 78-84, supra.). 4. The procedures involved in emergency purchase shall be followed as follows: a. Conduct of Canvass b. Preparation of Abstract of Canvass c. Preparation of Purchase Order d. Approval of P.O. e. Delivery of P.O. B. REPEAT ORDER 1. Repeat Order may be resorted to by Agencies only in cases where the manufacturer/ supplier/distributor who was selected in the previous bidding is clearly superior to the other bids not only in terms of the price quoted but also in terms of equipment reliability, availability of spare parts, after sales service and delivery period among others. Under this method, acquisition is made on additional quantities form the manufacturer/ supplier/distributor who provided the same items under previously bid contract. 2. Repeat Orders shall be subject to the following conditions: a. Prices must be the same as or lower than in the original contract; b. The Repeat Order will not result in splitting of requisitions or purchase orders; c. Repeat Orders may be availed of only within a six (6) month period from the date of the original purchase; and d. The Repeat Order shall not exceed the quantity in the original contract. C. DIRECT CONTRACTING 1. Direct contracting may be resorted to by the agency under the following conditions: a. Procurement of items of propriety nature which can be obtained only from the propriety, i.e., when patents, trade secrets and copyrights prohibit other from manufacturing the same item; b. Those sold by an exclusive dealer or manufacturer which does not have sub-dealers selling at lower prices for which no suitable substitute can be obtained at more dangerous terms to the government; c. When the procurement of critical plant components from specialist manufacturer/ supplier/distributor serves as a precondition for the erection of the project for his guarantee of project performance; d. For purposes of maintaining standards, such as a purchase involving a small addition to an already existing fleet of equipment; and e. In emergencies where procurement must be immediately accomplished regardless of cost. Emergencies shall be defined as those situations where there is imminent danger to life and/or property as determined by the head of the agency concerned. 2. This mode does not require elaborate bidding documents. The selected manufacturers/ suppliers/distributors is shall simply be asked to submit a price quotation or a pro-forma invoice together with the conditions of sale. The offer may be accepted immediately by the agency concerned. GUIDELINES FOR PROCUREMENT FROM EXCLUSIVE PHILIPPINE AGENTS OR DISTRIBUTORS, PROCUREMENT SERVICE (PS), AND OTHER AGENCIES A. Procurement from Exclusive Philippine Agents/Distributors 1. The general procedures shall be followed: a. In case of supplies of foreign origin, procurement may be made directly from the exclusive or reputable Philippine distributors or agents subject to the following conditions: 1) That the exclusive Philippine distributor ahs no sub-dealers selling at lower prices; and 2) That no suitable substitutes of substantially the same quality are available at lower prices. 2. The following certificates shall invariably support the procurement from exclusive Philippine agents/distributors: a. A certificate executed by the supplier that he is the exclusive manufacturer or dealer of a specific supplies, duly attested by the foreign or local principal, and that there are no sub-dealers selling at lower prices; and b. A certificate by the requisitioning officer (approved by the Agency Head) that there are no suitable substitutes of substantially the same quality is available for the supplies/ materials/equipment that are exclusively manufactured or distributed. B. Procurement from the Procurement Service (PS) 1. The operating procedures of procurement as prescribed by the PS shall be followed, which shall cover, among others, the following: a. Preparation and submission of the annual agency procurement programs for brand-new supplies, materials and equipment, which are covered by the procurement system. b. Appropriations for the annual procurement programs of the agency shall be identified in their Annual Work and Financial Plan. This plan shall serve as the basis of the DBM in the release of the agency’s quarterly allotments and monthly funding warrants. The agency shall remit in advance to the Procurement Service the funds needed to service their requirements for supplies, materials and equipment as reflected in said Work and Financial Plan. c. Adoption of simplified bidding procedures as authorized under Item 12 of LOI 755 by the Procurement Service Bids and Awards Committee whose composition shall be determined by the Procurement Policy board. d. In the evaluation of supplies, materials and equipment, the applicable standards as to specifications and test methods of the Bureau of Product Standards shall be strictly followed; where otherwise not available, the appropriate international and/or trade standards, whichever is more beneficial to the government, shall apply. Evaluation of items, which are highly technical in nature shall in all cases be attended by the technical experts of the end-user professional associations under whose field of expertise the items may be covered. e. The Procurement Service shall charge service fees not to exceed five percent (5%) of the value of supplies, materials and equipment procured and supplied to the agency concerned. This will cover its personnel services and other operations as may be authorized by the Procurement Policy board pursuant to Section 33 of RA 6688 and Section 52 of PD 1177. C. Procurement from other Philippine Government Agencies 1. Procurement may be made direct from government entities producing supplies to fill the needs of the government (Sec. 372, RA 7160). Thus, school desks and office furniture may be procured from government schools of arts and trade or vocational schools or the Bureau of Prisons. For standard and accountable forms of national, provincial, city and municipal governments, including government corporations, the printing binding and distribution thereof shall be undertaken by the National Printing Office (Sec. 6, EO 285 s. 1987). D. Purchase of Items with specific Requirements: 1. Land – Evidenced by a Torrens Title drawn in the name of the Republic of the Philippines or such other document satisfactory to the President of the Philippines that the title is vested in the government. These titles and documents shall accompany the vouchers covering the purchase of land, after which they shall be forwarded to the Record Management and Archieves Office (RMAO) 2. Clothing or Wearing Apparel – Raincoats, caps, uniform and other articles of clothing for use of public officials and employees, shall not be purchased unless specifically authorized by law a. Where the law authorized the furnishing of uniforms, this should be construed to include only regulation caps, pants and coats b. Unless expressly authorized, purchases of shoes as part of uniforms at government expense will not be allowed 3. Motor Vehicles – Pursuant to the Administrative Code of 1987 – No appropriation for equipment authorized in the General Appropriations Act (GAA) shall be used directly or indirectly for the purchase of automobiles, jeeps, jitneys, station wagons, motorcycle, trucks, launches, speedboats, airplanes, helicopters and other types of motor transport equipment unless otherwise specifically authorized by the President. Purchase of Motor vehicles for national government agencies, GOCCs and SUCs shall observe the national standard specifications provided in LOI No. 667 dated Feb. 1978. Chapter 23 PAYMENT OF CONTRACT Article 91. The Institution shall in no case make advance payments for services not yet rendered or for supplies, materials and equipment not yet delivered under any contract therefore. Article 92. The Institution on any contract entered into, unless all requirements appertaining thereto are complied with, shall make no payment, either partial or final. Chapter 24 SALE AND DISPOSAL OF INSTITUTION PROPERTY Article 93. The sale or disposal of any property of the institution shall be in accordance with existing laws, rules and regulations. a. Valueless or unsalable property of the Institution shall be condemned either by burning, pounding or throwing beyond recovery. b. Disposable property may also be transferred with or without cost to other government agencies. c. In exceptional cases and for meritorious reasons, disposable college property may be donated to Charitable, Scientific and Cultural organization. d. Properties, which are in good and top conditions but are not and shall never be used by the College or institution, may be sold through public auction or negotiation if deemed to be the best advantage of the Institution. Chapter 25 TRAVELLING EXPENSES Article 94. The incurrence of travel expenses for local travel shall be subject to the provisions of existing laws and rules/regulations pertaining to local travel. Article 95. The President of the Institution shall provide a lump sum appropriations for each college or school of Institution to spend for Traveling Expenses of Personnel such amount as may be necessary for travel within the country for purposes of research, extension, community training or study and similar purposes. Article 96. Existing laws shall govern expenditures for foreign travel. Chapter 26 INSTITUTION PUBLICATIONS Article 97. The rates of subscription to institution publication shall be recommended by the President or other officials designated by him, and approved by the Board and the income that may derived therefrom shall accrue exclusively to their maintenance and support subject to accounting and auditing rules and regulations. Article 98. All exchanges for College publications shall be turned over to the library. Title Four ADMINISTRATION OF AND SECURING THE INSTITUTION PROPERTIES Chapter 27 BUILDINGS AND GROUND Article 99. Maintenance Section 1. All buildings and assets thereon of the Institution shall be properly inventoried and insured, and shall comply with the safety requirements as provided for in the National Building Code. Section 2. The personnel assigned to maintain buildings and grounds shall be under the immediate supervision of the Physical Facilities, Plant and Development Officer or any duly designated official. Section 3. Care and maintenance of, and putting order in the school grounds/ campus or environment is not a concern of only few individuals but everybody should. Henceforth, to conjure such concern, enabling environmental policies shall be observed by all concerned (Office Memorandum No. 2001-044, s. 2001). Section 4. No repair of buildings shall be undertaken if estimated cost exceeds fifty percent of its present appraised value. Section 5. No buildings shall be demolished unless properly recommended for condemnation by the Appraisal Committee to be composed of authorized representatives from the College Institution, Commission on Audit, Bureau of Supply Coordinator and Ministry of Public Works, and provided further, that all other existing requirements are complied with. Article 100. Rentals of college facilities shall be covered by appropriate BOT resolutions and other issuances/memoranda as determined by the Governing Board. Article 101. Use of Buildings, Premises and Equipment Section 1. It shall be incumbent upon the Institution to exercise due care in the use of its facilities. In this respect, the Institution President shall promulgate implementing rules and regulations for the use thereof in accordance with existing policies, rules and laws typically on rentals. Section 2. Except those specifically provided by law, recognized Campus organizations and agencies having linkages with the Institution shall have priority in the use of its buildings or any other property; provided, however, that the use of facilities shall not be in conflict with the slated program of the Institution. Campus organizations are those whose members are drawn from students, alumni, employees or faculty of the Institution in accordance with the enabling rules promulgated thereabouts. Article 102. Solicitations within the Institution’s Buildings and Grounds Section 1. No solicitation for funds, canvassing for the sale of merchandize, subscriptions, sale of tickets and any other promotional or charity schemes shall be conducted in the buildings or grounds of the Institution without the previous approval of the President or his duly authorized representative. Section 2. Streamers, placards and similar materials which are used to announce, advertise or publicize events, products or the like shall not be posted or placed in any of the buildings or grounds of the Institution without the written permission of the President or his duly authorized representative. Chapter 28 RESPONSIBILITY FOR MOVABLE PROPERTY Article 103. It shall be the prime responsibility of the Institution to promote greater service and economy in the use of supplies, materials. The Institution shall maintain such properties and annual inventory thereof shall likewise be conducted. Article 104. The Supply Officer shall take custody of and shall be accountable for all movable properties of the Institution such as equipments, tools, supplies and materials, etc. If there is no employee for such accountability, it shall be the persons who have been issued such property who shall be accountable. Supply Officer or other administrative officials having property accountability shall be properly bonded in the Fidelity Bond in accordance with existing laws, rules and regulations. Article 105. No property of the Institution shall be used or taken out from the Institution without prior written approval of the authorities concerned. Article 106. The Institution shall constitute an effective maintenance program to prolong the life span of all its fixed assets and equipments, including motor vehicles. Article 107. No equipment shall be dismantled or repaired unless duly authorized by concerned authorities and certified by the accountant as to availability of funds for such repair, and provided further, the estimated cost per repair shall not exceed fifty percent of its present value. Chapter 29 RE-ISSUANCE OF MEMORANDUM RECEIPTS AND RESPONSIBILITIES TOWARDS GOVERNMENT EQUIPMENT/PROPERTY ISSUED Article 108. Policy Statement: 1. Memorandum Receipts shall be renewed every three (3) years (GAAM Vol. 1, Sec. 492). 2. Memorandum Receipts not renewed after three (3) years, the equipment stipulated therein shall not be considered in making physical count of the equipment thereby considering it as unaccounted and lost. Article 109. Guidelines and Responsibilities: 1. All equipment issued to DNSC Officers/Employees shall be returned to the Supply Officer or any authorized Supply Office Personnel for purposes of checking and re-issuance of Memorandum Receipts (MR) as scheduled: 1.1. For Officers/Employees under Vacation/Sick Leave status: Checking and re-issuance shall be done every January of the 3rd year after the issuance of the property/ties. 1.2 For Officers/Employees classified under Vacation Leave Status: As a requisite for faculty clearance, checking and returning of issued equipment shall be done within fifteen (15) working days after the end of school year as specified in the School Calendar. Re-issuance of MR for returned equipment shall depend on the time of needs. 2. Due care shall be exercised in the use of equipment. Every officer/employee accountable for government property shall be liable for its money value in case of improper or unauthorized use of or misapplication thereat by himself or by any person whose acts he may be responsible and he shall be liable for all losses, damage or deterioration by negligence in keeping or use of such property. 3. All equipment issued to an officer/employee and is no longer serviceable or no longer needed shall be surrendered to the Supply Officer/authorized supply personnel. 4. Officers/employees are not authorized to transfer issued equipment to another personnel. When property is transferred from one accountable officer to another, the former shall secure appropriate clearance for property accountability. 5. In case of loss of issued equipment/properties, the Supply Officer/Property Custodian shall be notified immediately in writing. Loss of property may be credited when the loss: occurs while the property is in transit or is cause by, fire, theft, and other casualty or force majeure; the accountable officer therefore or having custody thereof, shall notify the COA or Auditor concerned within thirty (30) days and shall present his application for relief of accountability with appropriate and available supporting documents/evidences. Any Officer/Employee who fails to comply the requirements shall not be relieved of liability or allowed credit for any loss in the settlement of this account (Section 73 PD 1445). There up on, non-compliance of aforesaid requisites, the accountable person shall replace the item(s) with the same specifications or pay the “money value” of the lost property/ties based on its current market value; however, price increase or adjustment shall be sustained by the concerned personnel. Chapter 30 USE OF ENGINEERING & INFORMATION TECHNOLOGY (EIT) AND LABORATORY EQUIPMENT Article 110. Borrowing, use and operation of IT equipment and facilities shall be in accordance with the existing policy guidelines as ensconced in the following rules and regulations: Section 1. Equipment affected by this policy is the UP-800 Plus portable high resolution data projector with one set of computer, which is kept at the Institute of Engineering and Information Technology. Section 2. The priority use of the data projector-computer is for the College Trainings, Seminars, Conferences and Meetings only. Section 3. Only the faculty and staff and other individuals recognized by the College are allowed to use the aforesaid equipment. Section 4. It is recommended that individuals who wish to use the data projector-computer shall make a request letter signed by their immediate Head/Supervisor and the Dean of IEIT prior to day of use. A preliminary setup and test shall be done to ensure that users understand how to connect the data projector to the computer and how to make necessary changes to achieve optimum settings. Section 5. No students shall be permitted to sign out a data projector-computer without a Faculty Member taking financial responsibility for the equipment. A faculty authorization letter must be submitted before such request shall be granted. Section 6. Since the maintenance cost of the projector and computer is very high, a fee of P200.00 per hour shall be collected to non-college base users who wish to use the equipment for project/research presentation, classroom lectures, film showing and the like. Section 7. The data projector-computer is for in-house use only. This equipment shall not be taken outside the College premises. Section 8. Use of the data projector-computer shall be granted on a first come-first served basis. Section 9. Anyone who finds something wrong with the data projector-computer and/or its peripherals must contact immediately the Dean of IEIT. No one should attempt to open or repair the gadgets. Section 10. Data projector-computer users shall be responsible for the repair or replacement costs of any busted projector/computer components, which are considered not within its normal wear and tear or expected life span. In case of loss, the user must replace the said equipment with the same specifications. Section 11. All unexpected situations affecting unscheduled usage of the aforesaid equipment shall be referred immediately to the IEITDean. Section 12. The borrower shall be responsible for returning the data projector-computer to the Institute of Engineering and Information Technology (IEIT) equipment in charge. Article 111. The following are guidelines formulated for the safety, proper use, accounting of the laboratory equipment, and for the availability and easy access of the facilities to users. Section 1. Heavy equipment (oven, incubator, refrigerator, autoclave, analytical balances, muffle furnace, etc.) should not be taken out of the laboratory without the consent of the Chairperson, Natural Sciences and Laboratory Aide. No equipment shall be released/used if it is not in good condition. Section 2. Laboratory experiments conducted overnight in the Science Laboratory Building require consent and approval of the Dean of the faculty member concerned. Prior to such approval, an arrangement with the Laboratory Aide and the Natural Sciences Chairperson as to the availability of the facilities must be made. The office of the Campus Security Director shall also be furnished with the copy of the approved request for safety and for monitoring purposes of the Roving Guard on Duty. Section 3. All laboratory equipment/ apparatuses should be returned within forty eight (48) hours after the release or as maybe indicated in the request slip. Any extension thereof in the use of such equipment, the instructor concerned shall issue a certification for such effect. A fine shall be charged per day for every apparatus/equipment not returned in violation of this rule. The fine shall be collected on or before the issuance of clearance by the Cashier, and/ or upon receipt of laboratory account slip from the Laboratory Aide. The proceeds shall be added to the College’s Laboratory Trust Fund and shall be used for the repair and purchase of laboratory equipment/materials. In the case of Laboratory School, the Science Instructor may borrow equipment to be returned at the end of the year. However, students borrowing the apparatus must follow the same procedure. Section 4. No rooms in the Laboratory building shall be used without the consent and approval of the Laboratory Staff. All keys of the laboratory rooms shall be kept by the Laboratory Aide after the official use of said rooms. Section 5. Outside class/activity hours, students are not allowed to stay inside the apparatus and equipment preparatory rooms to avoid possible loss and / or damage of laboratory facilities. Only student assistants are authorized to get inside these rooms and only during the conduct of their duties and functions. Section 6. Students’ request for chemicals and laboratory materials shall be made and forwarded to the Laboratory Aide one day before the actual experiment. Science Instructors’ request of the same laboratory materials or equipment shall be submitted to the Laboratory Aide at least one semester ahead for consolidation and submission to the Officials concerned. Section 7. All electrical devices should be turned off after use to save electricity and to avoid possible electrical problems. Section 8. Water faucets should be closed tightly after use. Leakage of water pipes and sinks should be reported immediately to the proper authorities to avoid water wastage. Article 112. Laboratory Fees – Laboratory fees shall be collected from students with laboratory subjects. The College, with the approval of the Board of Trustees (BOT), shall determine the Laboratory fee. The number of laboratory subjects the student is carrying in a particular semester shall multiply such fee. Article 113. Guidelines in the Use of the Internet and IT Equipment: Section 9. This policy describes the different types of available computer facilities, defines who may use these facilities, and provides commensurate guidelines. Section 10. Resources covered by this policy include host computer systems, personal computers and workstations, computer peripherals, communications networks, software and files. The use of these resources is governed by Davao del Norte State College policies and procedures. The College may monitor access to any of these resources in order to ensure security of its systems and networks, and enforce aforesaid College policies and procedures. Section 11. Access to DNSC computing facilities is limited to College faculty, staff and students. Exceptions are made for DNSC approved workshops, seminars, and special events. Section 12. Users are responsible to follow appropriate policies, procedures, and protocols likewise the ethical use of DNSC computer resources, including among others honesty in their academic pursuits, respect for others who share these resources, and care of lab equipment and area at all times in the computer laboratory.. Section 13. As protocol, all users must sign-in or present a valid DNSC ID when they enter a computing facility. Section 14. An account number is assigned to a single individual who shall be responsible for safeguarding the assigned security code. A user who has logged in a particular computer should not leave it unattended. The College shall subject users that break any of the computer lab policies to disciplinary action. Section 15. All use of computers in the laboratory must be recorded in the Usage Log located near the lab door. User’s name and the label of the computers used must be properly filled in. Section 16. Access to the computers or any computer-related equipment in the computer lab is limited to faculty members/ support staff, current DNSC students who had paid the computer lab access, and other individuals/ visitors with linkages with the College. Section 17. Laboratory Aide/ Staff on duty shall be available to assist users typically on computer technical problems, but not on their academic work or other college-related tasks and do computer work on the users’ behalf. Section 18. All IT Faculty, Computer Lab Administrator, and Computer Technician recognized by the College are authorized to repair and troubleshoot the computers and other peripherals. Section 19. All sort of noise levels, e.g., talking, computer generated music, and the like in the laboratory area should be kept low so as not to disturb others. A quiet study environment should be maintained in the computer laboratory. Section 20. Users shall do the housekeeping of the used area before they leave; this includes among others the removal of temporary files and unwanted encoded information from the computer. Section 21. All concerned shall respect the privacy of the encoded digitized information and intellectual property of other users. There up on, unauthorized copying, modification of data and passwords, and decoding or decrypting files own by others is prohibited. Section 22. Triggering computer games in any of the computer units are also prohibited. Students, faculty and staff who shall be playing video games shall be asked to leave. Section 23. All food, drinking water, and beverages are prohibited inside the laboratory. Section 24. Computer Laboratory Policies: a. Students are not permitted to install, modify or delete any software on lab computers. In cases of software that comes with textbooks, a student needs to gain permission from the IT faculty or lab administrator before the software can be installed. If software other than what has been provided is needed, a written request to the Dean of the Institute of Engineering and Information Technology is required for consideration. b. All equipment in the computer lab shall not be removed, modified, relocated, or disassembled without permission from Dean of IEIT. c. Problems with computer lab equipment are to be reported to any of the IT faculty or the computer-lab personnel immediately. d. Computers are available to students only during computer lab hours of operation. When classes are not scheduled in the room, students may be allowed to use the gadgets provided they must fill up the necessary Request Form. e. Student data disk must be kept inside the room and should be submitted to the Laboratory Mentor after every hands-on exercise. Borrowing of data disk to continue unfinished exercises outside the computer laboratory is not allowed. f. In the absence of computer instructor or lab facilitator, the students are not allowed to do their computer laboratory activities. Section 25. Internet and Network Policies (Internet Library): a. Fifteen (15) Internet hours per semester is given for College student and thirty (30) Internet hours per year for Laboratory School. b. Internet access is provided for educational use. Visiting sites (viewing or printing) of inappropriate nature or that may be considered offensive by other individuals is not considered as an acceptable use of this service at DNSC. c. Sending/Posting harassing messages or repeatedly sending/posting unwanted messages (electronic or paper) to others is prohibited. d. Users is prohibited to connect any personal computer equipment to the college network without prior authorization from the College. e. All diskettes being brought into the lab must first be checked for viruses before being used. Section 26. Printing Policies a. Laser printing is available in the Internet Lab. Students may print from a black and white laser printer and pay the corresponding amount of printing. Unused or excess Internet hours can be converted to printing services. An excess of one (1) hour is equivalent to three (3) pages. b. All faculty and staff can avail of free printing services for every official or school related documents provided that a Request for printing form must be filled-up and duly signed by their immediate supervisor. However, they can also print for their personal use provided they must pay the corresponding amount of printing. c. Since graphics and word art requires a lot of toner/ink, a corresponding amount of printing per page will be charged or an equivalent of two pages for every page printed. Chapter 31 USE OF COLLEGE VEHICLES Article 114. Policies and guidelines are hereby prescribed to systematize the utilization of the College vehicles (BOT Resolution No. 005, s. 2002). Article 115. The use of vehicles shall be strictly adhered to for official trips bounded for each vehicle as reflected in the implementing guidelines. Article 116. Personnel with transportation allowances may be allowed to use the official vehicles involving official trips provided the concerned official shall bear the actual fuel consumption. Corresponding fuel receipts shall be attached to the trip ticket. However, if the trip is for the purpose of accompanying visitors of the College, expenses incidental thereto shall be charged to the college operation. Article 117. Agencies with existing linkages with the College may be allowed to use the vehicles provided they should shoulder the cost of fuel, vehicular expenses incidental to the travel, and the driver’s honorarium. Article 118. In emergency cases involving College faculty/personnel and their next of kin, i.e., father, mother, father-in-law, mother-in-law, children, brother, sister, wife, husband, extended family members, and students of this College, the vehicle shall be used for free. Article 119. Requests of DNSC personnel/employees and students for transport service should be made one (1) week before the actual trip on the prescribed form. All requests shall be recommended by the immediate heads/directors to be coursed through the Chief Administrative Officer for scheduling and endorse the same to the Office of the President for President’s approval. a) The requesting party shall sign a contract covering responsibility over the vehicle and the security/welfare of the driver as a prerequisite for the issuance of a trip ticket. The receipt covering fuel bought shall be attached to the trip ticket. b) The rental proviso for the use of the coaster shall be approved by the Governing Board. No trips shall be allowed beyond the limits specified in the guidelines. In emergency cases, request for the use of the vehicle shall be accorded immediately. Article 120. The Chief Administrative Officer approves trip ticket and forwards the same to the designated head of Physical Facilities Management Service (PFMS) or his/her authorized representative for dispatch. His alternate, the Vice-President on Academics, shall approve trip tickets particularly during weekends and emergencies involving danger to life and property. Article 121. Trip tickets must also cover the use of vehicles within the city limits. Article 122. Trip tickets shall be serially numbered and valid only once for that particular purpose. No trip tickets shall be used continuously/continually for the next succeeding trips. a) Trip tickets shall be hand carried only by the Driver. In no case should the requesting party be made to carry such document. b) All trip tickets shall be properly accomplished in quadruplicate. All items in that form shall be filled in. Copies of trip tickets shall be distributed as follows: security guard, PFMS Designated Head, driver’s copy, and AO file. Article 123. Assignment of Drivers to a particular vehicle is vested on the college PFMS Designated Head. a) A permanent driver is assigned to a particular vehicle. He shall take charge of the care and maintenance of the assigned vehicle; do the reporting of fuel consumption on the first week of the following month; and keep a log book for recording of mileage, oil consumption/change, tire replacement, servicing and other related details. b) Only authorized drivers shall be allowed to handle the vehicles provided they possess the necessary driver’s license. In cases when no authorized drivers are available, only the College President can authorize other personnel to drive a particular vehicle. However, he must possess the necessary driver’s license, i.e., professional driver’s license. Article 124. The release of the vehicle from the motor pool must be under the control of the PFMS Designated Head and no vehicle shall leave the premise without proper decorum and appropriate routine check-ups. Henceforth, utilization details of vehicles shall be published in a bulletin board, which is conspicuously placed in the motor pool. Article 125. Care and maintenance of vehicles must be properly observed. When the vehicles are deposited in the motor pool, they must be washed, and freed of unwanted engine oils. Article 126. All official drivers must stay in the motor pool area to ensure the availability of their services. Matters involving the filling in of DTR must bear the initial of the PFMS Designated Head. Article 127. As a general rule, only authorized persons are allowed to board the vehicle. College Faculty and other personnel may be allowed to ride provided the driver concerned makes proper notation on the remarks portion of the trip ticket. Chapter 32 CAMPUS SECURITY POLICIES Article 128. To protect lives and properties of the College and in consonance with R.A. 8292, subsequent guidelines in the following areas of concern shall be observed by all concerned to ensure proper coordination among different units, clientele, and security unit thereby minimizing misunderstanding and irritants among them (BOT Resolution No. 46, s. 2003): a) STUDENTS: 1. Curfew time for students shall be from 9:00 p.m. to 5:00 am. 2. Students’ activities such as Induction, Culminating Program, Fellowship and the like requiring security must secure request/permission from the office concern. Proper notification and coordination with the Office of the Campus Security shall be observed. 3. Use of school’s facilities such as computers, sound system, gymnasium, sports equipment, vehicles, rooms for academic related activities must also secure permission from the OSA subject to existing rules (if any) for the use of government facilities and properties. 4. Dormitory occupants must present gate pass to the guard upon check out for records purposes. 5. All other existing policies issued by the Office of Student Discipline, administrative policies, rules & regulation as provided in the Student Handbook shall be strictly observed. b) PERSONNEL: 1. Faculty who will conduct overtime work must notify the guard on duty with a written permission from the office concern. 2. Faculty/Staff who shall use or enter any rooms shall secure the key from the guardhouse and must sign the logbook for records purposes. 3. Personnel who borrows or rent schools facilities/equipment i.e. tables and chairs, vehicles and the like for personal use must present to the guard on duty proper documents/clearance prior to the release of such facilities or equipments. 4. All other existing administrative policies, rules and regulation mandated by the Civil Service Commission shall be observed. c) VISITING PUBLIC: 1. Vendors during office hours shall not be allowed. Provided however, a written request duly approved by the office concern shall be presented to the Chief Security Officer for proper coordination. 2. Visitors such as parents, relatives, friends of students and personnel must sign in the logbook stating herein the purpose of the visit. All visitors shall present identification documents before entering the school premises. They shall be required to wear visitors ID while inside the school and shall be returned to the guard upon checkout. 3. Visitors with vehicles shall submit for inspection by the guard. 4. Transacting public i.e. suppliers, bidders who shall do business shall also present identification for security purposes. In cases of delivery of materials and the like the guard on duty must inspect the materials. If vehicles are used likewise it must be checked properly upon check in and checkout. d) Use of Properties: 1. All buildings/rooms shall be provided with locks/padlocks. 2. All rooms shall be closed after the last scheduled classes. 3. All buildings shall be provided with fire extinguisher to be installed on the walls properly secured in boxes for easy use. 4. Lights, air-condition units, computers, electric fans/wall fans/ceiling fans shall be put off after its use. 5. Keys of these buildings/rooms shall be left at the guardhouse. Article 129. All security guards, watchmen and agency guards duly licensed in accordance with R.A. 5487 and its implementing rules and regulations shall strictly observe strictly the Code of Ethics and Code of Conduct of Security Guards. Article 130. Decorum on the flow of communications, requests or information related to campus security shall be observed with accordingly. No communication shall be directed to the Guard on Duty except on emergency cases. All college activities that entail security or peace and order shall also be coordinated with the Office of the Campus Security for proper planning. Article 131. All other acts contrary to existing laws, ordinances, rules and regulations that affects life, government properties, public order, safety and morality not covered by this policy shall be dealt with accordingly. Any violation thereof shall be referred directly to the office concern for appropriate action. Title Five ACADEMIC POLICIES Chapter 33 ACADEMIC CALENDAR Article 132. There shall be an academic calendar for a specific school year specifying the curricular, co-curricular and extra-curricular activities of the College. It shall be consistent with the calendar issued by the Commission on Higher Education (CHED) and the details thereof shall be prepared by the Vice President for Academic Affairs (VP-AA) in consultation with the Academic Heads subject to the approval of the College President. It must be adequately disseminated to all faculty members at the beginning of the school year. Article 133. The academic year consists of two semesters and one summer. Each semester shall consist of at least eighteen (18) weeks and summer term for six (6) weeks or as prescribed by the CHED. Class work/activities in the summer session shall be equivalent to class work in one semester. However, the College may have the option to implement the trimester scheme upon the approval of the Board of Trustees (BOT). Article 134. Make up classes shall be held in lieu of class hours lost due to fortuitous events such as typhoons and earthquakes, to meet the number of hours required for the class. For reasons other than these, it shall be authorized by the VP for Academic Affairs upon the recommendation of Institute Dean concerned. Chapter 34 SCHEDULE OF CLASSES Article 135. Schedule of Classes/Class Program shall be prepared by a Committee headed by the Vice-President for Academic Affairs with the Deans, Curriculum Chairperson, Program/Department Chairpersons and Registrar as members. Article 136. All programs shall start classes on the first day of the academic term. Faculty members shall meet their classes at the time specified in the official schedule and venue. Faculty members are required to provide the students with the course syllabus during the first meeting. Article 137. No faculty member shall change class schedules and venues unless otherwise authorized by the Dean and VP for Academic Affairs upon consultation with the students. Article 138. Classes in an Institute or unit shall not be suspended by the Dean or VP-AA without the authority from the College President or his duly authorized representative except in cases of fortuitous events and force majeure. A report shall be submitted to the College President justifying the reasons for such suspension. Chapter 35 CLASS SIZE Article 139. The College shall endeavor to implement class size as follows: 1. lecture class – 40 students 2. laboratory class – 25 students Article 140. Article 141. To open a subject, the class shall have a minimum of fifteen (15) students except for major courses or if it is a regular offering for the semester. Chapter 36 ADMISSION TO THE COLLEGE Section 142. General Admission: Section 1. No student shall be deprived admission to the Davao del Norte State College by reason of race, age, sex, and socio-economic status, religious and political affiliation and ideology. The College reserves the right to admit or reject student/s on the basis of merit and other program standards. Section 1. When necessary, the College may set enrolment quota depending on the availability of resources in the College such as faculty and other facilities. Hence, the College may close admission for students or programs whenever the faculty and facilities do not warrant. Section 143. Admission Requirements Section 2. Admission requirements for Degree Courses are as follows: 1. Passing the Qualifying Exam (OLSAT), certified by the Office of Guidance Services; 2. Secondary Report Card (Form138) ; and 3. Certificate of Good Moral Character. Section 3. Admission requirements for Non-degree courses are as follows: 1. Entrance Exam (OLSAT) result, certified by the Office of Guidance Services; 2. Secondary Report Card (Form138); and 3. Certificate of Good Moral Character. Section 4. Those who qualify for enrolment but are not admitted to the program desired due to enrolment quota may seek enrolment in other programs. Those who did not pass may still avail of other programs of the College on probationary status for one semester. Afterwhich, he/she is required to pass the qualifying examination and achieve a GPA of 2.5 in order to qualify for the 2nd semester. Section 5. A transferee maybe admitted provided that: 1. He/She must have passed the qualifying examination; 2. All academic subjects taken must not have incurred 10% subject deficiency/failure; 3. He has presented a certification from the Dean/authorized representative that he has no derogatory record; 4. He has submitted an honorable dismissal; and 5. He has submitted a certified true copy of transcript of records for evaluation and validation. 6. And other program requirements Transferees in the Laboratory School are not accepted. Section 6. Admission requirements for Laboratory School A. First Year Students 1. He must be an elementary graduate from any authorized/recognized public or private elementary school. 2. He must take and pass a standardized entrance examination on the date scheduled by the school (Daughters/Sons of College personnel are exempted from taking the entrance examination). 3. Scores of examinees will be ranked and the top 80 will automatically be considered as qualified to enroll. 4. Qualified students may process enrollment on the scheduled date upon submission of the following requirements: a. report card b. passing admission test result (top 80) c. certificate of moral character d. birth certificate (original & photocopy – untampered) and Original and recent LCR/CRF 1-A (Birth Available) e. recent medical certificate f. one long size brown envelope g. 4 pcs. 1 x 1 ID photo 5. Public elementary school graduates in the immediate city shall be given priority in admission (Sec. 8 R.A. 6655) upon meeting the above requirements B. Old Students (Second Year – Fourth Year) The following are the requirements for processing of enrollment: a. report card with a passing general average b. 2 pcs. 1 x 1 ID photo c. recent medical certificate d. clearance or certification that the student has no derogatory records (to be recommended by the adviser and duly signed by the CSD). Section 7. The College may close admission for students or programs whenever the faculty and facilities do not warrant. Chapter 37 REGISTRATION/ENROLMENT Article 144. A student is considered officially enrolled if he/she has completed the process of advisement, registration and payment of fees and has submitted the official registration/enrolment form at the Registrar’s Office to be officially listed in the class lists. Compliance of pre-requisite subjects shall be strictly followed in the registration process. Unless officially enrolled, no person may be admitted to any class except as a visitor/special student duly authorized by the Dean. Article 145. Students shall register/enroll within the schedule of registration/enrollment period as provided for in the approved annual academic calendar. Late registration shall be granted, provided that corresponding fines per day is observed. But the total number of hours required for the subject of not more than 10% (2 weeks or 6 hours for a 3-unit course) in a semester shall also be taken into consideration. Hence, classes missed for late enrolment is considered absent from classes. Article 146. Enrolment Requirements: Students who qualify for admission should submit the following to the Program Chairperson & Registrar upon registration: 1. Report Card (Form 138) 2. Medical Certificate 3. Original and recent LCR/CRF Form 1A (Birth Available); 4. 2 x 2 I D Pictures (4 copies); 5. Honorable dismissal; and 6. Certificate of Good Moral Character Old Students Section 1. Upon enrolment, old students shall seek advisement from the Program Chairperson for the evaluation of subjects to be enrolled in the semester. Old students seeking for re-enrolment shall present their clearance and shall be checked by the Chairperson to make sure that they have no financial and property accountability in the last semester attended. Article 147. Enrolment Procedures: (Follow the approved Enrollment Flow) Section 1. Students shall proceed to: 1. Institute (Program Chairperson) to secure enrolment form, undergo advisement, submit enrolment requirements and encoding of subjects. 2. The following offices for payment of non-governmental fees: a. Supreme Student Council (SSC)/Student Body Organization (SBO) b. Davao Reef/Sea Urchin c. HEPTA/PTFI d. Other concerned offices 3. Office of the Student Services 4. Accounting Office for assessment of tuition & miscellaneous fees 5. Cashier for payment of tuition & miscellaneous fees 6. Registrar for the approval of registration Article 148. At the start of the semester, a class list which is arranged alphabetically in the order of their surnames shall be provided by the Registrar to the faculty. based on the students’ enrolment form. Such list shall be given to the faculty member handling a particular subject for his/her reference. In addition, an enrolment list of students by program, whose spelling of names are based on the birth certificate, shall be also be prepared, and shall be given to the different Program Chairpersons within fifteen (15) days after the first day of classes. Chapter 38 SUBJECT CREDIT FOR TRANSFEREES Article 149. Courses taken in Tertiary level which have equivalent courses in this College may be credited by the Program Head, Registrar and Institute Dean provided that the pre-requisites are complied. Subjects with similar descriptions shall undergo validation process (c/o J. Forro). Chapter 39 DROPPING/ADDING OF COURSES Article 150. Dropping of Subjects Section 1. Generally, no dropping of subjects is allowed except for the following reasons: 1. Conflict of schedules; 2. Health reasons; 3. Work/family related problems; 4. Non-compliance of pre-requisite subjects; and 5. Other valid justifiable reasons as determined by the Dean concerned. Section 2. Dropping of courses shall be allowed during the first two weeks of classes. The student shall accomplish the dropping/adding form and have it approved by the concerned Institute Dean/Program Chairperson, Subject Instructor/Professor and the Registrar. Article 151. A student who drops the subject with official approval will be marked “DP” (dropped with permission) in said subject. A student who drops the subject without approval will be marked “DF” (dropped with failure) and will get a grade of 5.0 in said subject. Article 152. Subjects dropped within the two weeks from the start of classes shall not be reflected officially as such on the Official Transcript of Records (OTR) and shall be subject to the provision on refund of fees. Article 153. Adding of Subjects Section 1. Adding of subjects shall be done within the first two weeks from the start of classes. Section 2. It shall be allowed provided that: a. It will not exceed the number for units required for the semester; b. However, in case the student is graduating, a maximum of six (6) units shall be allowed in excess of the regular load for the semester unless otherwise prohibited by CHED Chapter 40 WITHDRAWAL FROM THE PROGRAM Article 154. A student who officially withdraws from the program during the first two weeks of classes, his/her enrolment shall be classified as “cancelled”. Withdrawal after the prescribed period, the provision on dropping shall apply. Article 155. Any student who withdraws from the College without formal withdrawal there from shall be liable for all unpaid authorized fees. Chapter 41 REFUND OF FEES Article 156. The following regulation on refund of tuition fees shall be followed: 1. Only 100% payment of tuition fee shall be refunded in accordance with the prescribed schedule and regulation: a. Within one week from the opening of classes – – – – – -70% b. two weeks – – – – – – – 35% 2. After the two weeks from the opening of classes, tuition fee refund is no longer allowed. Chapter 42 SUBSTITUTION OF SUBJECTS Article 157. Change of subjects after it has been officially enrolled maybe authorized when it does not involve subjects under the same department, provided further that the student needs a required subject not offered in the major department. Substitution maybe allowed in non-prescribed requirement of the course provided that the subjects to be substituted have equal credit units. Article 158. Substitution of subject maybe authorized on any of the following grounds: a. When a student is pursuing a curriculum that has been superceded by a new one and substitution tends to bring the old curriculum in line with the new; b. Conflict of hours between the required subject and another required subject ; c. When the required subject is not offered as scheduled; d. When a student is deficient in some discipline and/or when he has shown superior competence in the discipline desired. Every application for substitution must: 1.Involve the subject within the same Department, if possible, the two subjects concerned must be allied to each other; and 2.Must be between subjects carrying the same number of units. Article 159. Every substitution of subjects must be recommended by the Program Chairperson and approved by the Institute Dean and noted by the Registrar. Chapter 43 SHIFTING OF C0URSES Article 160. Any student who wishes to transfer to any program within the College shall file an application to the Dean of the Program concerned within the first two weeks from the start of classes. Such application must be noted by the current Institute Dean. He/She shall present his academic record duly certified by the Registrar for evaluation purposes. Section 1. Shifting of program shall be allowed up to the third semester of the student in the College. Section 2. Students who qualify for admission requirements for degree courses but enrolled in the special program shall be allowed to shift to a degree program within the prescribed period provided that he/she passed all his/her academic subjects in the previous curriculum. Article 161. If the student satisfies the admission requirements of the accepting Institute, upon the approval of the Dean, the approved application for shifting shall be forwarded to the Registrar. Chapter 44 CONDUCT OF SPECIAL/TUTORIAL CLASSES Article 162. Tutorial or special classes on request basis shall be allowed subject to the following conditions: a. There is an immediate need to clear out students academic deficiencies; b. Course is not offered in the regular offering of the College particularly for graduating students; c. Student enrolls only in at most six (6) units of subject duly approved by the Dean. d. Payment for the teaching load shall be shouldered by the students concerned. e. A special schedule for tutorial classes shall be prepared. f. The request shall be recommended by the Program Chairperson and approved by the Dean of the students concerned. It shall be also noted by the Program Chairperson and by the Dean of the concerned service institute of the Faculty.” Chapter 45 CROSS ENROLMENT/PERMIT TO STUDY Article 163. This part refers to cross enrolment of students from other Institutions to Davao del Norte State College or vice versa. The authority for the cross-enrolment/permit to study during summer term should be exercised judiciously and sparingly. Article 164. Students who are currently enrolled in this College who wish to cross enroll in another institution may be permitted to do so subject to the following conditions: a. There is an immediate need to clear out his academic deficiencies; b. Subject is not offered in the College during the semester particularly for graduating students; c. Only minor subject/s of any curriculum shall be allowed for cross enrolment/permit to study; and d. Student enrolls only in at most six (6) units of minor subject duly approved by the Dean. Article 165. The College shall not credit any course taken by the student/s of this College in any other University/College unless the taking of such course was authorized in writing by the Dean/Program Chairperson approved by the VP for Academic Affairs and duly endorsed by the Registrar, signifying the subjects authorized and the Institution where it shall be taken. Article 166. Cross enrolment/permit to study of students shall be allowed only to CHED recognized Institutions. Article 167. The Institution reserves the right to accept a student who seeks to cross enroll in this College. However, no student registered in any other Institution shall be admitted to the College without a written permit from the VP-AA or Registrar of the University stating the total number of units for which the student is registered and subject/s that he/she is authorized to take in this College. Article 168. TRANSFER OF STUDENTS A student shall be given a certificate of eligibility to transfer/honorable dismissal that entitles him/her for admission to another school, provided that all indebtedness to the College is settled (upon presentation of approved clearance). Credentials for admission shall be returned to freshmen students whose application for cancellation of enrolment is approved. Chapter 45 IDENTIFICATION CARDS Article 169. Every student of the Davao del Norte State College shall be issued with the prescribed identification card with corresponding student number that bears the signature of the Registrar and Institute Dean. Such shall be validated every semester by the College Registrar, by countersigning the Identification card on an indicated school year and semester to signify that the student is officially enrolled in the College Article 170. Replacement of lost identification cards shall be filed by the concerned student at the Office of the Registrar with corresponding replacement fee. A temporary ID shall be issued once the application for replacement is approved. Chapter 46 ACADEMIC LOAD Article 171. The standard number of hours for every one unit of credit is as follows: a. Lecture Class 1 hour b. Laboratory Class 3 hours c. Physical Education 1 hour Article 172. A regular student, shall carry a load of not more than the number of units of the semester, curricular year and program in which he is classified. This regulation applies also to students with back subjects Article 173. During summer, the normal load shall be six (6) units, but in justifiable cases, the Dean or Director may allow higher load not exceeding nine (9) units Article 174. The Dean may limit the academic load of students who are employed, whether full time or part-time. A graduating student with academic record better than the average may however be permitted to carry a heavier load in the last year of his course upon the recommendation of the Dean concerned. Provided however, that a graduating student maybe granted an overload not exceeding six (6) units for a semester if it is needed to clear out his academic deficiencies. Provided further, that it shall not violate the existing rules and regulations of the CHED. Article 175. No student shall be allowed to enroll two (2) academic programs at the same time except for special courses offered during weekends. Chapter 47 CLASSIFICATION OF STUDENTS Article 176. Students are those who are enrolled in and who are regularly attending an educational institution of secondary and higher level or a person engaged in formal study (Education Act of 1982). Article 177. Students are classified on the basis of their academic loads which are as follows: A regular student is one who is registered for formal academic credits and carries a full load called for in a given semester by his curriculum; An irregular student, for some reasons, is one who is taking subjects other than those prescribed by his curriculum in a given semester; A special student is one who is not formally carrying academic units and is not enrolling for any program of the College; A working student is one who is employed on a full time/part time basis in or outside the Institution; A foreign student is one who is not a citizen of the Philippines; Article 178. Students are also classified on the basis of academic work completed as follows: A freshman is a student who has not finished the prescribed subjects of the first year of his curriculum or 25% of the total number of units required for an entire course. A sophomore is a student who has completed the prescribed subjects of the first year of his curriculum or has finished not less than 25% nor more than 50% of the total number of units required for an entire course. A junior is one who has completed the prescribed subjects of the first two years of his curriculum or has finished not less than 50% nor more than 75% of the total number of units required for the course. A senior is one who has completed the prescribed subjects of the first three years of his curriculum, or has finished not less than 75% of the total number of units required for the entire course. Chapter 48 ATTENDANCE Article 179. The rules on attendance shall be enforced in all classes in this College. Article 180. A student is given ten percent (10%) allowable excused and unexcused absences of the total number of hours required by his course prior to midterm examination. Time lost by late enrollment shall be considered as time lost by absence. Article 181. Students’ absences shall be subject to Instructor’s reminder, Office call (through the Dean of the Institute) and corresponding referrals from the Guidance Office before the subject Instructor shall take his/her final action. Corresponding reminder and office calls shall be observed (based on the percentage of allowable absences) as a disciplinary action to a students incurring absences: 50% – Reminder (first warning by the Subject Instructor) 75% – Office Call (second warning by the Guidance & Dean concerned ) 100% – Office Call (last warning by the Guidance & Dean concerned) Reminders and office calls shall be properly recorded by all of the concerned officials. Article 182. Students who incur more than the allowable absences after the midterm examination shall automatically get a failing grade (5.0) except in cases of illness, death of an immediate family member and transfer of residence. However, corresponding proofs are required. Article 183. Students who are officially representing the College for curricular, co-curricular and extra-curricular activities shall be considered present during his participation. Quizzes/exams administered during students’ absence shall be excluded from the computation of his/her grades except for term examinations. Article 184. Students who are late by fifteen (15) minutes after the start of classes shall be considered absent. But if the faculty is late by 15 minutes, the student may leave the classroom, unless the faculty informs the students beforehand. Chapter 49 EXAMINATIONS Article 185. Examinations are integral components of instruction and shall be administered by the subject teacher or assigned proctor for the purpose of evaluating student performance. An integrated schedule of examination shall be prepared by the VP-for Academic affairs with the Deans of Institutes and Department/Program Chairpersons as members. Article 186. The academic performance of students shall be evaluated at the end of each term. The College shall schedule two periodic examinations in each term namely: Midterm and Finals. Faculty members are required of Table of Specifications (T.O.S.) for every term examination questionnaire. Article 187. All periodic examinations shall be held in accordance with the schedule prescribed by the College. Schedule of examination may be changed by the subject teacher for a reasonable cause provided it is approved by the VPAA and Institute Dean and the Students concerned are informed one week prior to the newly set schedule. Article 188. Special Examination Section 1. Special Examination shall be given to students attending seminars, conventions, workshops or any activities representing the College during the time of examination if their participation is considered vital and recognized by the Dean of the Office of Student Services and Dean of Institute. Section 2. If students fail to take the examination for reasons other than those mentioned above, special examination shall also be given with a corresponding special examination fee. Removal examination is considered as a special examination however, it shall be administered within one week after the final examination schedule. Section 3. Irregular students with conflict of examination schedule/s should inform the faculty so that a new schedule will be given within the examination period. Section 4. A different set of examination shall be prepared by the subject Instructor/Professor duly approved by the Institute Dean for instances cited in section 2. A corresponding Instructor’s honorarium per examinee shall be given. This shall be taken from the special examination fee. Article 189. Examination papers (quizzes, midterm and finals) properly checked and recorded must be returned to the students within two weeks after the examination. Test questionnaires for periodic exams shall be collected by the Faculty with corresponding students’ initial for record purposes. Article 190. The faculty is given the option to exempt a student from taking the final exam if the class standing of said student is at least Very Good (1.5). Chapter 50 EXAMINATION PERMITS Article 191. Examination Permit is a requisite to taking the term examinations. However, students with delinquent accounts shall be given permit upon the execution of the promissory note, guaranteed by their parents/guardians, recommended by the Program Chairperson and approved by the Dean. Article 192. Each Institute should facilitate the release of examination permits two (2) weeks before the scheduled examination. Support Offices such as Registrar, Cashier and Accounting should also accommodate students during said schedules. However, release of such permit during examination time must be avoided. Article 193. The Flow in Securing Examination Permit Section 1. Examination permits shall be issued by the Program Chairpersons upon payment of students’ accounts (Cashier’s Office) and other obligations (Different Offices) every Midterm and Final Examination. Section 2. Memorandum of Agreement (MOA) signed by authorized representative shall serve as a guarantee in clearing tuition and/or miscellaneous fees of scholars sponsored by LGUs, NGOs & GOs. However, accountabilities/obligations from other College offices are not included. A list of students issued with permits should be prepared by the Chairperson for records purposes. Section 3. Students’ accountabilities and other obligations shall be forwarded to the Program Chairperson one week before the examination period. Section 4. In case of loss, the students shall secure another permit from the Registrar’s Office with corresponding fee. Article 194. The examination permits shall be countersigned by the assigned Proctor of each subject in the space provided for, to signify that the student has already taken the examination of a particular subject. After the examination, students should submit the exam permits to the Program Chairperson. Chapter 51 STUDENTS’ CLEARANCE Article 195. The clearance is needed for clearing financial and property accountability in the College. It should be accomplished for the application for final examination of graduating students and request for documents for transferees and drop-outs. Article 196. The clearance shall include the following offices with the Heads as the corresponding signatories: 1. Cashier 2. Office of the Student Services (OSS) 3. Program Chairperson 4. Institute Dean 5. Registrar 6. Library Offices not included in the clearance shall forward a list of students with financial and property accountabilities related to school work to the Program Chairperson one week prior to every examination period. Article 197. Graduating students should not be allowed to take final examination unless he is cleared. Chapter 52 GRADES AND GRADING SYSTEM Article 198. The work of students in higher education shall be graded at the end of each term in accordance with the prescribed grading system. Article 199. The grading system shall be uniform using number grades in multiples of .25 from 1 to 5 where 1 is the highest and 3 is the lowest passing grade. No grade of 4 shall be given as final rating. Students shall be rated in accordance with weight distribution established by the Department/Unit and in accordance with the following system: Numerical Percentage Description Equivalent 1.0 – 98-100 – excellent 1.25 – 95-97 – outstanding 1.5 – 92-94 – very good 1.75 – 89-91 – good 2.0 – 86-88 – very satisfactory 2.25 – 83-85 – satisfactory 2.5 – 80-82 – moderately fair 2.75 – 77-79 – fair 3.0 – 75-76 – passing 4.0 – 74-72 – conditional (must be removed through a removal exam (prior to submission of final grades). If a student passes, the final grade shall not be better than 3.0. If he fails, the final grade shall be 5.0. 5.0 71-below – No credit failure. It requires a re-enrollment in and repetition of the subject. INC – incomplete. This is given if a student whose class standing throughout the semester or term is passing but he fails to take the final examination or student fails to complete all the academic requirements for the course due to illness or other valid reasons. The deficiency will be indicated by “INC” which must be removed within a period of one year by passing the examination or meeting all the requirements for the subject. After which the student shall be given a final grade based on his overall performance. Accomplished completion form signed by the subject Instructor must be submitted within the specified period for such removal. If the student fails to do so, he shall automatically get a grade of 5. Article 200. A student who has received a passing grade in a given course is not allowed to take another examination for the purpose of improving his grade. Article 201. Students with failing grades are subject to the provision of item retention and scholastic delinquency. Article 202. The College reserves the right to establish a standard in computing grades based on the approved grading system to be approved by the Academic Council. Article 203. The Grading System and Reporting of Student’s Performance in the Laboratory School shall be consistent with the existing Dep Ed Policies. Article 204. Submission of Grades Section 1. Every faculty member shall submit his/her report of grades in an official grading sheet to the Registrar Office and Institute Dean where he/she belongs and not later than ten (10) working days after the last day of the mid-term and final examination day. Students are required to submit all the requirements for the subjects enrolled in a semester within three (3) days after the midterm/final examination schedule. A day after the prescribed period of submission, a report of such shall be submitted by the Dean to the College President through the VP-AA. In case of deviation from the rule, corresponding administrative sanction shall be imposed. Section 2. The grades shall be entered by the concerned Program Chairperson in an official evaluation sheet and summary of grades sheet as students academic record from his/her first year up to graduation or separation from the College. This record shall also serve as the basis for students’ promotion or retention every semester. Same data shall be entered by the Program Chairperson in a report card to be submitted to the Registrar for counter checking. Article 205. Semestral report of grades must be made known to the students by the Program Chairperson, duly noted by the Institute Dean, not later than twenty (20) working days after last day of the examination. The Registrar shall send students’ report of grades to parents every end of the semester periodic evaluation. Article 206. In exceptional cases where an error has been committed, changes in grades shall be made subject to the following requirements: 1. Official letter request to the Registrar duly recommended by the Dean concerned shall be submitted to the VP-for Academic Affairs for approval; 2. Authenticated photocopies of the class records and grading sheets; 3. Notarized affidavit attesting the truth that he has noted errors and he is making corrections in his report of grades in the Registrar’s Office. Article 207. Application for the correction of grades is a sole responsibility of the subject instructor. No student shall be allowed to facilitate the application for correction. Article 208. If the request is granted, the correction shall be forwarded to the Registrar for change of grades. Chapter 53 RETENTION/SCHOLASTIC DELINQUENCY Article 209. A student is expected to make satisfactory progress in his/her academic endeavors. Towards this end, the following provisions on selective retention shall be followed: Section 1. A Student should not incur more than nine (9) units of allowable academic deficiency at any given time. The grade of INC will be included in the counting of students’ academic deficiency. Section 2. Any student who incurs more than 9 units academic deficiency during the first 2 years is advised to shift in any program of his/her choice. Chapter 54 RESIDENCY Article 210. A student is expected to finish his/her program according to the prescribed period of the curriculum. Section 1. A student is given a maximum residency of six years for a four-year degree program. Section 2. A student is given a maximum residency of seven years for a five-year degree program. Article 211. (Benchmark) Chapter 55 LEAVE OF ABSENCE Article 211. Leave of absence shall require a written petition duly signed by parent/s to the Dean stating the reasons for the leave and shall specify the period of the leave which shall not exceed one academic year. Article 212. Granting of extension and the number of years of extension is on a case to case basis upon the recommendation of the Dean and subject to the approval of Vice President for Academic Affairs. If the student re-enrolls after a lapse of five (5) years from the date of last enrolment, the course he/she has taken shall be evaluated on the curriculum in the course at the time of re-enrolment. Article 213. The College through the Dean and Registrar shall notify the parents/guardian of every student granted leave of absence and money refunded to the student if any. Chapter 54 RECOGNITION AND AWARDS Article 214. Dean’s List At the end of the semester, a dean’s list is prepared. To be recognized through the “Dean’s List” a student must be enrolled in at least 18 academic units and must earn an average specified for Academic Honors in the Students Merit and Award System. Dean’s List” shall be published in the school publication and posted in the most conspicuous place immediately after a semester ends. A certificate indicating Academic excellence (academic honors) may be given by the office of the VPAA and Dean of the Institute to students in the dean’s list. Article 215. Recognition and Award for the academic and non-academic performances of students shall be based on the approved “Students Merit and Award System”. Article 216. Students’ Merit and Award System Sec 1. Objectives To establish a framework for students’ development, the College adheres to a system of merit and fitness in the recognition and award for their academic and non-academic performances to ensure fairness and excellence. The Students’ Merit System aims to: 1. identify appropriate awards for students’ achievements; 2. establish a sound procedure in recognizing students’ performances for a speedy and fair distribution of awards; 3. provide equal and fair opportunities for students to excel; and 4. motivate students to improve performance. Sec 2. Scope This Students’ Merit and Award System shall apply to all students of Davao del Norte State College. This shall be categorized into academic and non-academic awards. Sec 3. Definition of Terms The following terms are used in this Students’ Merit and Award System: 1. Students’ Merit and Award System – a standard governing the selection, utilization, recognition and citation of the students’ performances and achievements. 2. Academic Awards – awards given in recognition of students’ excellence in scholastic achievement/performance. 3. Non-academic Awards – awards given in recognition of students’ outstanding performances in co-curricular and extracurricular activities. Sec 4. Committee on Evaluation and Awards A Committee for Evaluation and Awards shall be constituted to appraise the academic and non-academic awards of students. It shall scrutinize the documents of prospective awardees/nominees for endorsement to proper authorities. The composition of the Committee shall be recommended by the Academic Management Team to be approved by the College President. Sec 5. Process of Evaluation • Academic Awards 1. The Registrar shall evaluate the grades/academic records of prospective nominees in consultation with the Program Chairpersons and concerned Institute Dean every semester. Such grades shall be made as bases for giving the academic awards in both laboratory school and college levels. 2. The academic records of prospective nominees shall be forwarded by the Registrar to the Committee for review. 3. The list of nominees with the necessary documents shall be forwarded by the Committee to the College President for approval. • Non-Academic Awards 1. The Evaluation and Awards Committee with the Heads of the different academic units shall sit en banc in case there is/are additional award/s to be included or amendments shall be incorporated in the merit and award system. The awards agreed by the group shall be endorsed to the Academic Council and Board of Trustees (BOT) for approval. 2. At the beginning of the school year, the criteria for awards and recognition shall be disseminated by the Committee to all students through the OSS/Institute Deans. The Committee shall also publicize the criteria in bulletin boards and other conspicuous places. 3. Nominations shall be made by the Program Chairpersons/Advisers of Student Organizations/Coaches and Institute/OSS Deans. Such shall be pre-evaluated by an evaluation committee in the Institute/OSS who shall endorse nominees to the Evaluation and Awards Committee for review of the documents. 4. Nominees and the necessary documents shall be forwarded by the Evaluation Committee to the College President for approval. Sec 6. Merit System The merit system shall be adopted as follows: I. Academic Honors (College Level) A. Non-graduating Students Students who obtain the herein specified average grade in a semester will be given an academic award corresponding to the points earned to wit: Academic Honors Average Grade Lowest Grade Awards First Honors 1.5 – 1.0 1.75 Certificate/Honors Card Second Honors 1.75 – 1.51 2.0 Certificate/Honors Card For students with honors, the following rules must be satisfied: 1. The student must have no incomplete (INC.) mark in all subjects during the semester; 2. The candidate must have taken at least eighteen (18) units academic load per semester; and 3. In the computation of the grade point average, the grades obtained in all subjects enrolled in the semester shall be included. N.B. Academic awards of non- graduating students for every semester shall be given during the recognition rites to be held at the end of the school year. However, the first semester honor students shall be recognized through “Reading of Honors” which shall be conducted by the Office of the Academic Affairs and Evaluation and Awards Committee at the end of the first semester. B. Graduating Students The following academic awards will be given to deserving graduating student/s according to the average grade/s obtained by him/her: Academic Honors (Degree Courses) Academic Honors (Non-Degree Courses) Average Lowest Grade Awards Summa Cum Laude With Highest Honors 1.25 – 1.00 1.5 Gold Medallion and Certificate Magna Cum Laude With High Honors 1.5 – 1.26 1.75 Gold Medallion and Certificate Cum Laude With Honors 1.75 – 1.51 2.0 Gold Medallion and Certificate For graduating students with honors, the following rules must be satisfied: 1. Candidates must have completed at least 75% of the total number of academic units required for graduation in this College; 2. The student must have no incomplete (INC.) mark in all his/her subjects taken; 3. The candidate must have taken at least eighteen (18) units academic load per semester except when he/she is taking the remaining subjects in his/her last semester in the College; 4. In the computation of the grade point average, the grades obtained in all subjects prescribed in his/her course shall be included; and 5. The candidate must have completed his program within the prescribed period except in cases of illness and other valid reasons. Corresponding proof/s shall be presented to confirm their validity. II. Academic Honors (Laboratory School) A. Graduating Students The determination of graduating honor students in the Laboratory School shall be based on DECS ORDER No. 65, S. 1999. B. Non-Graduating Students Students from first year to third year levels are eligible to be candidates for honors provided he/she meets the following requirements: He/She must have no grade lower than 80% (for first year and second year levels) and no grade lower than 85% (for third year level) in any subject in any grading period as recorded in the students’ forms 137-A and 138-A. He/She must have conducted himself in conformity with the school rules and regulations. The following criteria and corresponding weights shall be the basis in determining the 1st to 10th honors of the first year to third year levels: Academic Excellence 90% Academic excellence shall be based on the grade point average of the candidate in his year level. It should be based on the work done during the last grading period. Deportment 10% 100% N.B. There shall be a periodic recognition of academic honors for the Laboratory School after every grading period by awarding of certificates/honors cards. III. NON-ACADEMIC AWARDS (COLLEGE LEVEL) • LOYALTY AWARD A graduating student shall be given a gold medal for loyalty award if he/she finished his/her secondary and tertiary education in this College without attendance to any school (from first year Secondary to fourth year College).The nominees shall be identified by the College Registrar in coordination with the Laboratory School to be finalized by the Evaluation Committee. • STUDENT LEADER OF THE YEAR AWARD The College recognizes the students’ exemplary performance in leadership. This is open to all students in all Institutes and organizations in the campus including SSC/SBO. Every year, only one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Leadership Qualities 50% Initiative and Resourcefulness Ability to mobilize peers Management skills Efficiency Dependability Personal Qualities and Character 10% Abides with the school rules and regulations Gets along well with others Demonstrates sensitivity towards the needs of others Shows sincere determination to help others Manifests trustworthiness and self reliance Community Involvement and Extra-curricular Activities 20% Participation in : (4%) 1. Trainings and Seminars/Workshops Local/College Level 1 point City/Division Level 2 points Regional Level 3 points National Level 4 points 2. Plans/Projects/activities Implemented Organizational Level 2 points Local/College Level 4 points City/Division Level 6 points Regional Level 8 points National Level 10 points B. Achievements and Awards (6%) Levels 1st 2nd 3rd Local/College 10 7 5 City/Division 20 15 10 Regional 30 20 15 National 40 30 20 C. Impacts of Activities, plans and projects implemented (10%) High Moderate Low (5) (3) (1) Applicability Usefulness Relevance and Timeliness Academic Achievements 20% 100% The leadership/personal qualities and impacts of projects/plans shall be rated by the adviser/s and members of the organization/s. Other criteria shall be evaluated by the constituted evaluation committee based on the documents submitted by the nominees. • SERVICE AWARD The College recognizes the students’ consistent service to the School in various organizations for six (6) semesters or three (3) years. Such service shall be worth emulating and shall have contributed to the development of the College. The award is open to all graduating students in all Institutes/organizations in the campus including SSC/SBO. There shall be one awardee who shall receive a Gold Medallion and a certificate of recognition every year. Criteria: Consistent services rendered to the College 40% (continuous services to organizations and College community for at least six semesters/three years) Responsible Leadership and active participation 20% In worthwhile co-curricular and extra-curricular Activities Deep sense of Community Awareness and Involvement 10% Personality 10% Ability to express oneself effectively (interview) 10% Personal Values anchored on a living faith in God, Sensitivity towards others, sincere determination to help and firm moral conviction/integrity 10% 100% • OUTSTANDING ORGANIZATION/CLUB/ASSOCIATION/SOCIETY The College recognizes the exemplary performance/s of a student organization whose activities and programs are worth emulating and have contributed to the development of the College and the Community. Only one organization shall be chosen every year who shall be given a plaque and certificate of recognition. The Student Supreme Council (SSC) as an umbrella organization is not included in the selection and screening for this award. However, the officer/s shall be included as member/s of the Selection/Screening Committee to be chosen by the OSS. Criteria: Implementation of Plans, Projects and Activities 40% a. Number of Plans Implemented 30% b. Impact/Usefulness 30% c. Relevance/Timeliness 20% d. Efficiency 20% 100% Participation in College Sponsored activities 20% (contests not included) Participation in SSC/SBO sponsored activities 15% Sponsorship of community service and programs 15% (subject related community service are excluded) Behavior of Members 10% a. Adherence to Student Code of Conduct (40%) b. Punctuality to service (20%) c. Cooperation among members (40%) 100% ______ 100% A certificate will be issued by the Office of the Student Services to Organization/s with satisfactory performance in their participation to College/SSC/SBO sponsored activities. Teamwork, leadership and performance of the organization must be given consideration before the issuance of said certificate. Such performance will be evaluated using an instrument prepared by the OSS. The Office of the Student Services (OSS) shall form an evaluation Committee with representatives from each Institute who shall be responsible for pre-evaluating the nominees of the preceding three (3) awards. • PERFORMING ARTIST OF THE YEAR AWARD The award is given to student performing artist in grateful recognition for his/her outstanding performance in the field of dance, music, theater and/or drama thus giving honor and prestige to the College. The awardee must have demonstrated and expressed high degree of creativity and artistic value in the performance of musical and theatrical entertainment in the College and in the community. Every year, only one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Participation/Involvement in College Cultural Presentations/Performance 30% Achievement in Competition 30% For every award/citation received: Level 1st 2nd 3rd School 10 pts 7pts. 5 pts. Division 20 pts 17pts. 15 pts. Regional 30 pts 27pts. 25 pts. National 40 pts 37pts 35 pts. Participation in Festivals/Community Activities 30% For every participation: Local/School 4 pts Barangay 6 pts Municipality/City 15 pts Provincial 20 pts Regional 25 pts National 30 pts International 50 pts. Deportment 10% 100% A Committee headed by the Chairperson for Cultural Services shall be formed to pre-evaluate the performances and achievements of nominees for this award. • JOURNALISM AWARD (College Level) This award is given to a student-journalist who nurtured the discipline of reporting and interpreting facts for the development of the school publication. Moreover, the award symbolizes one’s competence and integrity in his/her service anchored in TRUTH AND HONESTY in disseminating relevant issues to the studentry. Every year, one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Participation/Attendance to conferences 10% Editorial/Individual Competence 30% Communication Skills 30% Relevance of Published Article 30% 100% A Committee headed by the Adviser of the College School Publication shall be formed to pre-evaluate the performances and achievements of nominees for this award. • GAWAD LIKHA The award is given to student artist in grateful recognition for his/her outstanding achievement/contribution in any of the following creative works: painting, graphic design and sculpture. The student artist must have shown artistic talents and imagination through creative works/illustrations while rendering service/s to the College and community. He must be proficient not only in using traditional art and design materials/techniques but also in computer graphics technology. Every year, one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Participation/Involvement in Art Workshops, Competition and exhibit 40% Degree of Involvement For every participation: Local/School 4 pts Barangay 6 pts Municipality/City 15 pts Provincial 20 pts Regional 25 pts National 30 pts Awards/Citation Received For every award received: 40% Level 1st 2nd 3rd School 10 pts 7pts. 5 pts. Division 20 pts 17pts. 15 pts. Regional 30 pts 27pts. 25 pts. National 40 pts 37pts 35 pts. Art works services rendered to the School/College For every service rendered: Institute level 5 pts College Level 10 pts. 20% 100% A recommendation/nomination from the student artist organization noted by the OSS must be issued for this award. A Committee headed by the Adviser of Student Artist Organization shall be formed to pre-evaluate the performances and/or documents of nominees for this award. • ATHLETE OF THE YEAR AWARD The College recognizes an athlete who has shown leadership and prowess in his/her respective event as manifested by his/her excellent achievement in the highest level of athletic competition. Every year, only one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Achievement of Athletic Competitions 60% 1st 2nd 3rd National Winner 60% 55% 50% Regional Winner 45% 40% 35% Provincial/City Winner 30% 25% 20% Leadership 30% • Evaluation from peers/co-players 10% • Evaluation from coach 20% (Performance of Skills during quarterly evaluation) Deportment (Discipline & attendance to training) 10% 100% Nominations for this award shall emanate from the coach/coaches within a particular sport. Such nominations with their corresponding documents shall be pre-evaluated by the Sports Evaluation Committee, composed of different coaches with representatives from various Institutes of the College. • STUDENT TEACHING AWARD The student teaching award is given to a student-teacher who excels in his/her practice teaching performance both in on-campus and off-campus internship. He/she garners the highest rating in all criteria for student-teaching evaluation as determined by the program chairpersons and critic instructors and duly approved by the Dean of the Institute. Every year, only one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Highest average of Student Teaching Evaluation 50% Narrative Report (Student Teaching) 30% Relevant Community Involvement/Services 10% Deportment 10% 100% • GAWAD KALIKASANG PANDAGAT This award is given in recognition to students who have shown deep concern for the conservation and protection of the marine environment and thus have done exemplary work in shedding light to the sad plight of the marine environment. Every year, only one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Involvement in research & community activities/ advocacy/ policy formulation (marine) 70% Degree of Involvement (30%) For every participation: Local/School 4 pts Barangay 6 pts Municipality/City 15 pts Provincial 20 pts Regional 25 pts National 30 pts Impact/Usefulness (40%) Relevance/Timeliness (30%) (100%) Leadership 20% Deportment 10% (To be evaluated by the Heads of Units concerned) 100% The award shall be open to all students in different Institutes. The Evaluation Committee for this award shall be composed of the Marine Sciences and Fisheries Faculty members to be chaired by the Marine Biology Program Chairperson. • BEST IN COMPUTER OPERATION This award is given to students who have demonstrated skill proficiency in software and hardware operations and have made significant contributions in the development of programs/systems necessary for the efficient processing of information in the College and community. His/her concern for the maintenance and security of information facilities is of prime consideration. Every year, only one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Skills Proficiency Test (TESDA) 50% Hardware 25% Software 25% Skills Assessment (Institute) 40% Hardware 20% Software 20% Deportment 10% (To be evaluated by the Heads of Units concerned) 100% The award shall be open to all students in different Institutes. The Evaluation Committee for this award shall be composed of the Information Technology Faculty members to be chaired by the Dean of the Institute of Engineering and Information Technology (IEIT). • GAWAD GAWA NG PANGISDAAN The award recognizes the exemplary achievement of students in terms of skills proficiency technology generation that contributed to he advancement of fisheries and fishery industry. Every year, one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Skills Competence 50% a.) Skills Evaluation 50% b.) OJT Performance 50% 100% Contribution to Technology Generation 20% Relevance & Impact to the Community 20% Deportment 10% (To be evaluated by the Heads of Units concerned) 100% The award shall be open to all students in different Institutes. The Evaluation Committee for this award shall be composed of the Fisheries Faculty members to be chaired by the Dean of the Institute of Fisheries Technology (IFT). IV. NON-ACADEMIC AWARDS (LABORATORY SCHOOL) • STUDENT LEADERSHIP AWARD The College recognizes the students’ exemplary performance in leadership. This is open to all students in all Institutes and organizations in the campus including SSC/SBO. Every year, only one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Leadership Qualities 50% Initiative and Resourcefulness Ability to mobilize peers Management skills Efficiency Dependability Personal Qualities and Character 10% Abides with the school rules and regulations Gets along well with others Demonstrates sensitivity towards the needs of others Shows sincere determination to help others Manifests trustworthiness and self reliance Community Involvement and Extra-curricular Activities 20% Participation in : (4%) 1. Trainings and Seminars/Workshops Local/College Level 1 point City/Division Level 2 points Regional Level 3 points National Level 4 points 2. Plans/Projects/activities Implemented Organizational Level 2 points Local/College Level 4 points City/Division Level 6 points Regional Level 8 points National Level 10 points B. Achievements and Awards (6%) Levels 1st 2nd 3rd Local/College 10 7 5 City/Division 20 15 10 Regional 30 20 15 National 40 30 20 C. Impacts of Activities, plans and projects implemented (10%) High Moderate Low 5) (3) (1) Applicability Usefulness Relevance and Timeliness Academic Achievements 20% 100% The leadership/personal qualities and impacts of projects/plans shall be rated by the adviser/s and members of the organization/s. Other criteria shall be evaluated by the constituted evaluation committee based on the documents submitted by the nominees. • SERVICE AWARD The College recognizes the students’ consistent service to the School in various organizations for six (6) semesters or three (3) years. Such service shall be worth emulating and shall have contributed to the development of the College. The award is open to all graduating students in all Institutes/organizations in the campus including SSC/SBO. There shall be one awardee who shall receive a Gold Medallion and a certificate of recognition every year. Criteria: Consistent services to rendered to the College 40% (continuous services to organizations and College community for at least six semesters) Responsible Leadership and active participation In worthwhile co-curricular and extra-curricular Activities 20% Deep sense of Community Awareness and Involvement 10% Personality 10% Ability to express oneself effectively (interview) 10% Personal Values anchored on a living faith in God, Sensitivity towards others, sincere determination to help and firm moral conviction/integrity 10% 100% • OUTSTANDING ORGANIZATION/SOCIETY/CLUB/ASSOCIATION The College recognizes the exemplary performance/s of a student organization whose activities and programs are worth emulating and have contributed to the development of the College and the Community. Only one organization shall be chosen every year who shall be given a plaque and certificate of recognition. The Student Supreme Council as an umbrella organization is not included in the selection and screening of this award. However, the Officer/s shall be included as member/s of the Selection/Screening Committee to be chosen by the OSS. Criteria: Implementation of Plans, Projects and Activities 40% a. Number of Plans Implemented 30% b. Impact/Usefulness 30% c. Relevance/Timeliness 20% d. Efficiency 20% 100% Participation in College Sponsored activities (contests not included) 20% Participation in SSC/SBO sponsored activities 15% Sponsorship of community service and programs 15% (subject related community service are excluded) Behavior of Members 10% d. Adherence to Student Code of Conduct (40%) e. Punctuality to service (20%) ______ f. Cooperation among members (40%) 100% N.B. Same rules used in the College level shall be applied for the three (3) preceding awards. • PERFORMING ARTIST OF THE YEAR AWARD The award is given to student performing artist in grateful recognition for his/her outstanding performance in the field of dance, music, theater and/or drama thus giving honor and prestige to the College. The awardee must have demonstrated and expressed high degree of creativity and artistic value in the performance of musical and theatrical entertainment in the College and in the community. Every year, one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Participation/Involvement in College Cultural Presentations/Performance 30% Achievement in Competition 30% For every award/citation received: Level 1st 2nd 3rd School 10 pts 7pts. 5 pts. Division 20 pts 17pts. 15 pts. Regional 30 pts 27pts. 25 pts. National 40 pts 37pts 35 pts. Participation in Festivals/Community Activities 30% For every participation: Local/School 4 pts Barangay 6 pts Municipality/City 15 pts Provincial 20 pts Regional 25 pts National 30 pts International 50 pts. Deportment 10% 100% A Committee headed by the Chairperson for Cultural Services shall be formed to pre-evaluate the achievements and performances of nominees for this award. • GAWAD LIKHA The award is given to student artist in grateful recognition for his/her outstanding achievement/contribution in any of the following creative works: painting, graphic design and sculpture. The student artist must have shown artistic talents and imagination through creative works/illustrations while rendering service/s to the College and community. He must be proficient not only in using traditional art and design materials/techniques but also in computer graphics technology. Every year, one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Participation/Involvement in Art Workshops, Competition and exhibit 40% Degree of Involvement For every participation: Local/School 4 pts Barangay 6 pts Municipality/City 15 pts Provincial 20 pts Regional 25 pts National 30 pts Awards/Citation Received For every award received: 40% Level 1st 2nd 3rd School 10 pts 7pts. 5 pts. Division 20 pts 17pts. 15 pts. Regional 30 pts 27pts. 25 pts. National 40 pts 37pts 35 pts. Art works services rendered to the School/College For every service rendered: Institute level 5 pts College Level 10 pts. 20% 100% A recommendation/nomination from the student artist organizations noted by the OSS must be issued for this award. A Committee headed by the Adviser of Student Artist Organization shall be formed to pre-evaluate the performances and/or documents of nominees for this award. • JOURNALISM AWARD This award recognizes journalistic excellence, achievement and exceptional contribution to the Urchin, the official school publication of Davao del Norte State College, Laboratory School, keeping the students and the community well informed of some relevant issues and concurrently upholding the values and ideals of a responsible journalist. Every year, one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Performance in Publication/Individual Competence 20% Participation/Involvement to Conferences/Meetings 40% School (10%) Division (20%) Regional (30%) National (40%) Awards/Achievement in Competition 30% 1st 2nd 3rd School 10 7 5 Division 20 15 10 Regional 30 20 15 National 40 30 20 Deportment 10% 100% A Committee headed by the Adviser of Laboratory School Publication shall be formed to pre-evaluate the achievements and performances of nominees for this award. • ATHLETE OF THE YEAR AWARD The College recognizes an athlete who has shown leadership and prowess in his/her respective event as manifested by his/her excellent achievement in the highest level of athletic competition. Every year, one awardee shall be chosen who shall receive a gold medallion and a certificate of recognition. Criteria: Achievement of Athletic Competitions 60% 1st 2nd 3rd National Winner 60% 55% 50% Regional Winner 45% 40% 35% Provincial/City Winner 30% 25% 20% Leadership 30% • Evaluation from peers/co-players 10% • Evaluation from coach 20% (Performance of Skills during the quarterly evaluation) Deportment (Discipline & attendance to training) 10% 100% Nominations for this award shall emanate from the coaches within a particular sport. Such nominations with their corresponding documents shall be pre-evaluated by the Sports Evaluation Committee, composed of different coaches with representatives from various Institutes of the College. • CAT Leadership Award The College recognizes the exemplary leadership qualities of a graduating Cadet/Cadette officer who can best command the respect and confidence of his fellow cadets/cadettes and who has shown a marked degree of initiative and self confidence in solving the problems he/she was confronted with. There shall be one awardee every year who shall be given a gold medallion and certificate of recognition. Criteria: Outstanding Leadership 50% (Command respect of his/her fellow cadets/cadettes) Degree of initiative and Self Confidence 50% (In solving Problems which he/she was confronted) 100% A Committee headed by the CAT Commandant shall be formed to pre-evaluate the achievements and performances of nominees for this award. N.B. A minimum of sixty five (65) points must be earned by the nominee/s before the award will be given to him/her. Sec 7. Awards from GO’s and NGO’s The awards from Government Organizations (GO’s) and Non-Government Organizations (NGO’s) shall be evaluated using the criteria set by said organizations. However, in the absence of said guidelines, this students’ award and merit system shall be used for screening and selection. Sec 8.Special Awards/Recognition In cognizance of the students’ achievements in national and regional level bringing prestige and honor to the College, special recognition shall be given to worthy students. Special awards shall also be given to students for an exemplary service rendered in cases of emergency and fortuitous events. Sec 9. Effectivity This awards and merit system shall take effect immediately upon the approval and confirmation of the Board of Trustees. Sec 10. Amendments In case the College through the Awards and Evaluation Committee can identify additional awards to be given to worthy students which are not included in this Merit and Awards System, amendments shall be made and endorsed through proper channels for approval by concerned authorities. Chapter 55 Curriculum Committee Article 217. A Curriculum Committee consists of the Curriculum Chairperson as Chairman, Program/Department Chairperson and Institute Deans as members shall conduct a periodic review, validation and evaluation of the academic programs of the College consistent with existing policies and guidelines. Article 218. The Chairman shall spearhead the curriculum reviews in consultation with the members of the committee. He/she shall provide copies of the curriculum of all programs offered and all pertinent and updated guidelines to the members of the committee for reference. He/she shall see to it that the necessary requirements of each program are met. He/she shall also conduct validation of programs (without Board Exams) in consultation with the Program Chairperson and Dean concerned. Article 219. The Program Chairperson, in consultation with faculty members and Institute Dean concerned shall take charge in the review of major and professional subjects of a particular program and recommend revision/s to the Curriculum Chairman if necessary. Article 220. The Department Chairperson, in consultation with faculty members and the Institute Dean concerned shall review the basic/general subjects in line with the discipline of all existing programs and recommend revision if deemed necessary. He/she shall see to it that course descriptions are revelant to the course. Chapter 56 CONDUCT OF EDUCATIONAL FIELD TRIPS AND OFF CAMPUS ACTIVITIES Article 221. General Guidelines Section 1. Off campus activities and educational trips are activities that expose students to actual learning experience to enhance instruction, promote leadership and social awareness. It must be in line with the students’ instruction-based, co-curricular or extra- curricular activities. Every student of this institution shall be free to participate in such endeavors. However, his/her involvement shall not excuse him/her from fulfilling other requirements set by the Instructor. No off-campus activity shall be scheduled one week before the mid-term examination and two weeks before final examination. Section 2. Duration of off- campus activities shall not be more than five days. However, activities scheduled within the semester shall not be more than two days. Any activity reaching 3-5 days shall be granted during semestral break or summer time only provided that it is not an instruction based activity. Co-curricular and extra-curricular off campus activities within a semester shall be granted during week-ends only so as not to disrupt classes. However, Instruction-based activity can be conducted within school days. Section 3. The requesting Instructor/Adviser shall stay with the students for the whole duration of the trip/activity. He/she shall be held responsible and accountable for the conduct of the activity and for any event emanating from negligence except in cases of fortuitous events and violation of rules and regulations. Neither the requesting party nor DNSC will be held liable when the student meets accident while in transit e.g., travel from home to DNSC or vice versa. Section 4. Sec 4. Processing of Request 1. A written request for proposed activity shall be made by the President of class/organization and the subject instructor/adviser. It should pass through the Dean of the Institute (co-curricular and instruction based activities) and Dean of Student Affairs (extra curricular activities) but still in coordination with the Dean/s concerned for recommendation and VP-for Academic Affairs for approval. Such must contain the objectives, schedule of activities, itinerary of travel and expected output of the undertaking. A resolution made by the students should be attached to said communication. 2. Subject Instructor/Adviser of the organization/class shall communicate to the selected venue. It must be chosen according to its relevance to the class/subject/organization’s activity. Nearer trips that can attain the same objective shall be given priority to save time and cost. 3. The same shall send a letter to the parents informing them of the proposed activity’s itinerary and contribution. Waiver shall be attached to the said communication for parents’ consent as a return slip. 4. The requesting party shall comply and submit the following requirements to the Institute/OSA Dean two weeks before the actual travel: a. Approved letter request with the list of participating students b. Accomplished Waiver c. Rules and regulations agreed and signed by the students d. Letter reply by the Head of the proposed venue e. Syllabus (for instruction based activity) f. Proof of dissemination (signed by concerned faculty members and Deans). Afterwhich, an approved locator slip shall be issued by the VP-for Academic Affairs upon the recommendation of the Dean concerned as permission for the conduct of said travel. Faculty members must obtain such permit before leaving the campus for the scheduled trip/activity. For activities that entails budget, it shall be approved by the College President. 5. Any contribution shall be collected by the class treasurer or any designated student of the class or organization. In no case shall a faculty member handle monetary collections. A financial report, noted by the adviser, shall be submitted by the class organization to the OSS/Institute Dean within three (3) days after the conduct of the activity. Article 222. Steps in Processing of Request: Submission of Written Request (Class/Organization President and Subject Instructor/Adviser)  Recommendation (Concurrent with the Deans concerned)  Approval (Office of the VP-Academic Affairs)  Communication to the Parents /Proposed Venue (Subject Instructor/Adviser)  Submission of Requirements to the Institute Dean (Subject Instructor/Adviser)  Grant of Permission/Issuance of Locator Slip (VP-Academic Affairs/Dean of the OSA)  Submission of Financial Report to the Institute/OSA (Subject Instructor/Organization Adviser) Chapter 57 CONDUCT OF ON-THE-JOB TRAINING/PRACTICUM/ COOPERATIVE TRAINING Article 223. General Guidelines Section 1. On-the-Job Training is designed to enhance learning experience through practical application of the theories learned in the classroom. It is also intended to offset the students’ skills deficiency through training and work experience in specific industries and agencies. Section 2. The completion of the minimum number of hour requirement may either be during the regular semester period or done continuously during summer time. Enrolment of this course requires completion of pre-requisite subjects as prescribed in the curriculum. It shall be the only academic load of the student in a particular academic period. Article 224. OJT Coordinator Section 1. Sec 1. Every Institute shall have a designated OJT Coordinator The Program Chairperson/Dean, shall serve as the OJT Coordinator. He/she is responsible for deployment and monitoring of students. He/she sees to it that the requirements are satisfactorily complied by the student. The OJT Coordinator shall have a load equivalent corresponding to the units of the OJT course. Article 225. Skills Inventory/Instrument Section 1. A skills inventory shall be conducted by the OJT coordinator to assess the skills proficiency as well as skills deficiency of students. This shall be the basis for students’ assignment and training to appropriate venue. Section 2. The Evaluation Instrument shall be formulated by the Program Chairperson , Institute Dean and faculty concerned. It must be able to test the students’ technical and operational skills. Skills to be mastered per year level based on curriculum should be identified and clearly specified in the instrument. Article 226. Accreditation of Training Venues Section 1. Training venues shall be accredited by the OJT Coordinator to identify the available learning blocks to suit with the individuals’ needs as manifested by the result of skills inventory. Article 227. Requirements Section 1. Upon evaluation of the OJT Coordinator, qualified students will be informed and will be given Skills Inventory Test by the Institute. After taking the tests, the OJT Coordinator shall decide whether to deploy the student to industries/agencies or to train them in DNSC campus. If they will be sent to accredited companies, following requirements must be complied: 1. Notarized Parent Waiver 2. Accomplished Bio-data Form with 2 pcs. 2×2 photo (to be forwarded to the company) 3. Medical Certificate certified by a Physician 4. Rules and Regulations signed by the student trainee Section 2. Students shall submit duly accomplished requirements to the OJT Coordinator for further evaluation. If the student has already complied the requirements, he/she may process the enrolment of the subject. Section 3. Orientation shall be conducted by the OJT Coordinator and the Institute Dean prior to deployment for the proper conduct and performance of their duties in the training venues. Rules and regulations formulated by the Institute concerned shall be deliberated thoroughly during the orientation. Section 4. Deployment of students shall be accompanied by an endorsement paper duly signed by the Coordinator, Institute Dean and VP for Academic Affairs. Such endorsement paper shall be acknowledged by the training venue/agency to assure of trainee’s placement and acceptance. A Memorandum of Agreement (MOA) to be facilitated by the OJT Coordinator shall be made between the training venue and DNSC to set the terms and conditions of the cooperative training. Section 5. Regular monitoring shall be done by the OJT Coordinator to determine the students’ progress and performance. He/she shall also see to it that trainees are working in accordance with to the terms and conditions set in the MOA. Section 6. Training shall terminate after the completion of the total number of hours required in the curriculum. The cooperating agency shall issue a performance rating card to every student trainee based on his/her actual performance. Upon return, an OJT report shall be required of each student to be presented in his/her respective Institute to narrate his/her working experiences in the training venue. Further, he/she shall be given Post- Evaluation of skills by the Coordinator. These will be the proofs of students’ performances which shall be made as bases for the computation of their OJT grades. In case of failure, grades shall be deferred to be complied within one year. Article 228. Steps in facilitating OJT/Cooperative Training: Accreditation of Firms/Agencies (OJT Coordinator)  Evaluation of Students Grades (OJT Coordinator)  Conduct of Skills Inventory and Personality Test (Institute and Guidance Office)  Submission and Evaluation of Requirements (Institute by the OJT Coordinator)  Enrollment (Registrar)  Orientation/Pre-Deployment Preparation (OJT Coordinator and Institute Dean)  Deployment to Training Venues (OJT Coordinator)  Regular Monitoring (OJT Coordinator)  Termination of OJT and Issuance of Performance Rating Card (Training Venue)  OJT Report and Post-Evaluation of Skills (DNSC at the Institute )  Computation and Release of Grades (OJT Coordinator) Chapter 58 PREPARATION, CONDUCT AND DEFENSE OF RESEARCH PROPOSAL AND THESIS MANUSCRIPT Article 229. General Guidelines: Section 1. Degree programs in this College requiring thesis shall include two courses namely : Methods of Research (preparation of research proposal); and Thesis Writing (conduct of research). Section 2. Proper guidance shall be provided by the Subject Instructor and members of the panel from the start of conceptualization up to the termination of the research activity. Article 230. Research/Subject Instructor Section 1. Functions: o The research instructor shall provide the technical competence necessary for writing a scientific paper. o He/she shall also orient the students for the guidelines/procedures to be followed in the preparation, conduct and presentation of thesis. o He/she shall facilitate the selection of adviser. It is also his/her responsibility to see to it that the student has chosen and completed the members of the panel. o He/she shall follow-up the compliance of the documents necessary for the conduct of his/her study and shall convene the members of the panel for endeavors relevant to the research subject enrolled (e.g. proposal/thesis defense, etc.). Article 231. Thesis Adviser Section 1. Functions o The adviser guides the proponent/researcher from the preparation up to the finalization of the paper. He/she shall monitor and oversee the entire process of the research endeavor; o Decides whether necessary documents are complete and ready for the outline and final defense and certifies that all corrections has been incorporated in the final paper. o Keeps the minutes of the defense and furnish the same to the proponent and each member of the panel (minutes of the defense must be duly attested by the members of the panel). Section 2. Qualifications The specialization/expertise of the adviser must be in line/related to the study conducted or he/she must have relevant research experience. Article 232. Thesis Committee Section 1. Composition There shall be three members of the panel (one chairman, and two members) with appropriate field of expertise who shall be chosen by the proponent from among the qualified faculty. Said members including the adviser shall be approved officially by the Program Head and noted by the Dean of the Institute, such shall be forwarded by the Instructor to the VP for Academic Affairs for the issuance of official appointment. Qualifications 1. His/Her specialization/expertise must be in line/related to the study conducted or he/she must have a relevant research experience; and 2. He/she must be an insider/faculty member of the College. However, an outsider maybe invited as a consultant with corresponding honorarium for his/her services given. Functions A. Chairman 1. Sees to it that there is order in the conduct of the defense (proper decorum both outline and final defense); 2. Presides over the defense and provides an effective system during the interrogation portion of the defense; 3. Collates the evaluation of the panelists and promulgates the final decision for the acceptability of the research paper. B. Members 1. Set available time for consultations. 2. Decide the acceptability of the paper and evaluate the performance of the proponent during the defense. 3. See to it that suggestions of the panel are fully implemented. Section 2. Substitution Substitution maybe allowed if the member of the panel is on maternity leave, sick leave, study leave, or on official business outside of the school for a period of not less than one month, however he/she shall immediately assume as adviser once he is officially on duty. Article 233. Editorial Board Section 1. Composition. An Editorial Board composed of faculty members from the Language Department shall be designated by the Vice President for Academic Affairs. Section 2. Functions The editorial board shall edit the grammatical structures of the thesis manuscript, after which shall certify that the paper has been properly edited. Article 234. The Research Proposal Sec 1. Preparation of Concept Paper Thesis Title. The proponent shall prepare 3 concept papers-5 titles to be defended before the thesis committee chosen members of the panel prior to the preparation of research proposal. Officially approved concept paper title shall be submitted by the thesis adviser subject Instructor to the Program Chairperson for records purposes. Sec 2. Preparation of Research Proposal. The proponent shall commence writing the proposal immediately after the approval of the concept paper. title and the issuance of Notice to Commence by the Dean subject Instructor. The following shall be included in writing the Research Proposal: a. Preliminary Pages Title Page Approval Sheet Table of Contents b.Chapter I – Introduction Background of the Study Objectives/Purpose of the Study Scope and Limitation Significance of the Study Conceptual Framework Definition of Terms b. Chapter II – Methodology Research Design Locale of the Study Sampling/Informant and Participant Selection Research Instrument/Procedure Data Collection Data Analysis Research Ethics e. Literature Cited f. Appendices (Budgetary Requirements, Schedule of Activities and Curriculum Vitae) Sec 3. Oral Presentation. An oral presentation shall be required which shall include formal delivery and proper grooming. It shall be delivered in English. However, questions shall be answered in either English or Filipino. Actual oral presentation shall not exceed two three hours. It shall be done in appropriate venue. The date of oral presentation/defense shall be set by the proponent/researcher as recommended by the adviser to be approved by the members of the panel and duly noted by the Dean of the Institute. Notification to the Committee shall be made immediately by the Program Chairperson research Instructor. A copy of the paper to be defended shall be given to each member of the panel five (5) seven (7) days before the actual presentation. When the proponent can not defend the proposal within one year, approved title shall be changed. Sec 5. Revision of Research Proposal. 1. Minutes of the defense duly attested by the members of the panel shall serve as basis for the final revision of the paper. 2. The standard format should be observed in the revision of thesis. Sec 6. Submission of Research Proposal. An approved research proposal signed by all members of the panel together with the minutes of the defense shall be submitted to the Program Chairperson. by the subject Instructor. Article 235. Study Proper/Conduct of the Study Section 1. Approved proposals shall be the basis for the conduct of the study. A copy shall be submitted to the Institute (Program Chairperson) for records purposes. No student is allowed to conduct undergo data gathering without notice to commence unless his/her proposal is accepted by the thesis committee and he/she is officially enrolled in thesis writing. Notice to commence thesis signed by the Dean. Program Chairperson and members of the panel shall be issued to the student by the research instructor. Section 2. The proponent shall be required to inform the committee before the conduct of the study. Thesis Committee Members of the panel may observe during actual experimentation and data gathering processes. Section 3. Permits and pertinent papers should be secured by the student from persons in authority in an area or agency (when research is conducted outside the College campus) before conducting the study. Article 236. Thesis Sec 1. Thesis Content . In addition to the three chapters in the research proposal, the following shall be required in the thesis content: a. Preliminary Pages Title Page Approval Sheet Abstract Table of Contents b.Chapter I – Introduction Background of the Study Objectives/Purpose of the Study Scope and Limitation Significance of the Study Conceptual Framework Definition of Terms a. Chapter II – Methodology Research Design Locale of the Study Sampling/Informant and Participant Selection Research Instrument/Procedure Data Collection Data Analysis Research Ethics c. Chapter III – Result and Discussion Result Discussion Conclusion/Implication Recommendation e. Literature Cited f. Appendices (Budgetary Requirements, Schedule of Activities and Curriculum Vitae) a. Abstract b. Acknowledgment c. Results and Discussion/Presentation, Analysis and Interpretation (Chapter IV) d. Summary, Conclusions and Recommendations (Chapter V) Sec 2. Thesis Format . Thesis format shall follow the latest edition of IMRAD. Form and Style by Campbell, Balou and Slade. Sec 3. Thesis Presentation Stage. The date of oral presentation/defense shall be set by the proponent/researcher as recommended by the adviser to be approved by the members of the panel and duly noted by the Dean of the Institute. Notification to the Committee shall be made immediately by the Program Chairperson research Instructor. Thesis defense should be conducted not later than the month of January. A copy of the paper to be defended shall be given to the thesis committee each member of the panel five (5) seven (7) days before the actual presentation. The Committee reserves the right to ask for another round of defense when deemed necessary. Sec 4. Revision of Thesis: 1. Minutes of the defense duly attested by the members of the panel shall serve as basis for the final revision of the paper. 2. The standard format shall be observed in the revision of thesis. Sec 5 Approval. Final copies of thesis shall be approved by the thesis committee to be accepted by the Dean. recommended by the members of the panel and approved by the Program Chairperson and Institute Dean. Their signatures shall be affixed in the approval sheet Sec 6. Submission. Students shall reproduce at least four (4) copies of thier hard bound thesis for submission to the Dean Program Chairperson on the specified date per academic calendar. not later than first week of March. Such copies shall be distributed to the following : a. Adviser b. Library c. Institute/Department d. Personal copy Hard bound thesis is a requirement for passing subject Thesis Writing course. A student who passes the course subject shall get a remarks “Passed” and a student who fails shall get a remarks “Failed” in the grading sheet. Failure to submit the hard bound thesis at the end of the semester requires re-enrolment of the subject and such deficiency shall be indicated by the remarks “on-progress” in the grading sheet. Chapter 59 LEAVE OF ABSENCE Article 237. Leave of absence shall require a written petition duly signed by parent/s to the Dean stating the reasons for the leave and shall specify the period of the leave which shall not exceed one academic year. Article 238. Granting of extension and the number of years of extension is on a case to case basis upon the recommendation of the Dean and subject to the approval of Vice President for Academic Affairs. If the student re-enrolls after a lapse of five (5) years from the date of last enrolment, the course he/she has taken shall be evaluated on the curriculum in the course at the time of re-enrolment. Article 239. The College through the Dean and Registrar shall notify the parents/guardian of every student granted leave of absence and money refunded to the student if any. Chapter 60 GRADUATION REQUIREMENTS Article 240. No A student shall be recommended for graduation upon completion of all academic and other requirements prescribed. unless he has satisfied all academic and other requirements prescribed for graduation. Article 241. Conferment of Diploma/Certificate to candidates for graduation is subject to the following requirements: Satisfied the residency requirement (50% of the academic units of his program earned in the College); Article 242. Candidate/s must be recommended by the Academic Council and approved by the BOT. Article 243. Candidate must apply for graduation upon enrolment during the last semester of his program. Article 244. A candidate for graduation shall have his/her their academic deficiencies cleared and completed all documents required for graduation before the schedule of final examination, except in those courses subjects both academic and non-academic in which the student is currently enrolled. Article 245. Graduation of students who began their studies under previous curricula shall be governed by the following rules: 1. A student shall have his/her graduation and shall be granted the corresponding degree only on the date of application for graduation. Even he/she has completed the requirements of the curriculum. Those who have completed the requirements of the curriculum but did not apply for graduation and were not granted the corresponding degree or title shall have their graduation dated on the time application is was accomplished. 2. A student who has completed all requirements of the original curriculum but lacking two (2) or three (3) subjects required by the revised curriculum shall be allowed to graduate in the curriculum he/she originally enrolled, unless such previous curriculum is no longer in effect. Chapter 61 COMMENCEMENT AND BACCALAUREATE EXERCISES Article 246. The Vice President for Academic Affairs shall be responsible for the commencement and Baccalaureate exercises and may call other offices for assistance in carrying out the plans. Article 247. The commencement exercises for graduating students of the College shall be held on the date fixed for graduation per calendar of activities. Article 248. Attendance at general commencement exercises shall be required. Graduating students who could not participate for valid reasons, must seek permission from their respective Deans at least ten (10) days before the commencement exercises. Article 249. Graduating students who absent themselves from the commencement exercises or who have not complied with the preceding article must submit duly notarized affidavit explaining the reasons for not attending. Chapter 62 GRADUATION REHEARSALS Article 250. Failure to attend from graduation rehearsals shall disqualify the candidates from joining the commencement rites unless prior arrangement is has been made with the Committee on Rehearsals. Chapter 63 ACADEMIC COSTUMES Article 251. Candidates for graduation with degrees or titles which require no less than four (4) years of Collegiate instruction shall be required to wear academic costumes with hood (carry the Institutional and Program color), two to three years without hood, and less than two years formal attire, during the baccalaureate service and commencement exercises in accordance with the rules and regulations of the College. Chapter 64 DIPLOMA Article 252. The diploma shall bear the Official seal of the College, name of the graduate and course, date of the commencement exercises, the signatures of the President, VP for Academic Affairs and the Registrar. Chapter 65 STUDENT SCHOLARSHIP, GRANTS, PRIVILEGES AND ASSISTANCE PROGRAM The student scholarship program of the Davao del Norte State College aims to support quality higher education which shall be awarded to any student who has exhibited academic excellence in his studies. Article 248. TYPES OF SCHOLARSHIP A. ENTRANCE SCHOLARSHIP Entrance scholarships, providing for free tuition fees, are awarded to valedictorians (full) and salutatorians (partial -50%) of public or recognized private high schools, of at least 30 graduates. A certificate to this effect, signed by the principal or director of the high school from which applicant has graduated, must accompany each application from scholarships. Students on entrance scholarships must comply the grade requirements of the academic scholarship. B. ACADEMIC SCHOLARSHIP The privileges under this scholarship are: 1) free tuition, and laboratory, medical-dental, guidance registration, athletic and entrance fees; (2) free use of textbooks and other instructional materials; (3) a monthly stipend of P 300.00. Candidates for the Academic Scholarship Grant must meet the following requirements: a. He must be a bonafide student of the state college and at least a resident for a semester. b. He must have an average grade of 1.75 without a grade of 2.5 or lower in all academic subjects in a full load prescribed in his curriculum in a given semester. C. GRANT IN-AIDS FOR SPECIAL SKILLS IN THE ARTS, ATHLETICS, ETC. Under this scholarship, the privilege is free tuition. However, under BOT Resolution No. 069 s. 2003, additional privileges are also granted such as free miscellaneous fee, free monthly dormitory fee, tutorial and priority to work as student assistance to earn allowance particularly for athletes and performing artists. In addition, the SSC President shall enjoy full free tuition fee privilege while other SSC officers shall enjoy 50% tuition fee discount. Candidates for the Grant In-Aids for Special Skills in Arts, Athletics, and leadership organizations must meet the following requirements: a. He must be one who has shown excellence and expertise in his respective skills be it in arts, athletics and leadership organizations. b. He must be one who has no failure in any of the subjects enrolled in his curriculum. Provided further that the subjects taken are a regular load requirement in particular semester. c. He must undergo try-out/training and be certified by the coach, in the case of an athlete; d. He should be one who has displayed qualities of leadership, as well as deep interest and favorable attitude towards the advancement of students, the school and the community, in the case of student leader/council officer(s); e. He must be in excellent physical condition as indicated in a physical health examination conducted and certified by a government physician. D. STUDENT ASSISTANCE (SA) (c/o BOT approved) – recommend to increase the allowance to 20 per hour Awarded to any student belonging to a low-income family provided he renders work in the State College, this grant offers free tuition privilege. Candidates for Student Assistance must meet the following requirements: a. He must belong to a low-income family. b. He must render work in the State College at least three (3) hours a day as prescribed in his work assignment and must report to school authorities where he is assigned to on time for better performance and services. c. He must be one who has no failure in any of the subjects enrolled in his curriculum and work performance rating of at least satisfactory. d. Priority is given to low income groups, athletes, performing artists and dependents of HEP-TAFI Officers, provided they should comply with letter b and c. E. SCI-TECH SCHOLARSHIP Under this scholarship, the privilege shall be the same with the academic scholarship grant. Candidates for Sci-Tech Scholarship must meet the following requirements: a. He must be a bonafide student of the State College and a resident for at least one year. b. He must one who has made inventions, discovery, breakthrough or innovation in line with science and technology or a winner in regional and national competition such as CALTEX, SCIENCE FAIR and other science awards. c. He must be one who has no failure in any subjects enrolled for the semester. F. DEPENDENTS’ PRIVILEGE Under this, the privilege is free tuition fee. The following requirements are as follows: a. Dependents cover naturally and legally adopted children of employees and others as provided by law. b. Income Tax Return (ITR) shall be required to support the claim. c. A dependent shall only enjoy the prescribed number of years of his/her program. G. LOCAL GOVERNMENT SCHOLARSHIP/OTHER SCHOLARSHIP GRANTS These privileges shall be implemented in accordance with the provision of the New Local Government Code and the rules of the College. Sec. 393, paragraph b. 4 of R.A. 7160 states that “the Punong Barangay, the Sangguniang Barangay Member, the Barangay Treasurer and the Barangay Secretary shall be exempted during their incumbency from payment of tuition and matriculation fees for those legitimate children attending state colleges or universities. He may likewise avail of such educational benefits in a state college or university located within the province or city to which the barangay belongs.” Sec. 434 of R.A. 7160 maintains that “the Sangguniang Kabataan Chairman shall have the same privilege enjoyed by other Sangguniang Barangay Officials under this Code subject to such requirements and limitations provided herein. During their incumbency Sangguniang Kabataan Officials shall be exempted from payment of tuition and matriculation fees while enrolled in public tertiary schools, including state college and universities. The national government shall reimburse the said college or university the amount of tuition and matriculation fees; Provided that, to qualify for the privilege, the said official shall enroll in the state college or university within or nearest to their area of jurisdiction. a. Memorandum of Agreement (MOA) b. Criteria shall be those prescribed by the sponsoring agency except Barangay Scholars and Sangguniang Kabataan. Article 249. IMPLEMENTING AND PROCEDURAL GUIDELINES 1. Any student who qualifies any of the scholarship grants shall apply to the scholarship committee. 2. He/she must present her grade certified by the Registrar and a recommendation letter coming from the Division Chairman where he/she belongs. 3. The scholarship committee shall screen, evaluate and review the documents submitted by the applicant. 4. All qualified applicants shall be endorsed by the committee to the College President for approval. 5. An applicant shall be notified if he/she qualifies for the scholarship grant applied for. 6. A List of Scholars shall be publicized in the school bulletin board for further dissemination. Article 250. GROUNDS FOR DISQUALIFICATIONS FOR SCHOLARSHIP • Violation of DNSC Policies, Rules and Regulations. Chapter 66 RULES AND REGULATIONS GOVERNING ORGANIZED STUDENT ACTIVITIES Article 251. RULE I. GENERAL POLICIES Sec. 1. Scope – These DNSC rules and regulations shall apply to all organized student activities, namely the student government , other student organizations, the student newspapers, and all student related activities by bonafide students of the college. Sec. 2. Establishment of Organized Student Activities. Subject to limitations provided for under this rules and regulations, the establishment and operation of student organizations in Davao del Norte State College shall be allowed as a medium to promote the physical, intellectual and social well-being of students and to foster God-given talents for self-development and collectively, for nation-building. Sec. 3. Authority to Operate. The College President shall have the authority to regulate the establishment and operation of student organizations, upon compliance of the requirements prescribed under these rules and regulations; and to provoke or cause revocation of the authority to operate granted to the student organization for cause and upon recommendation of the Office of Student Services. Sec. 4. Supervision of Organization Activities. It shall be the responsibility of the College President to supervise and regulate operations as well as activities of all duly recognized student organizations, for the purpose of directing as well as maximizing the utilization of their resources and efforts towards the attainment of their avowed and approved objectives, visions and ethical code. Provided, however that the authority herein indicated may be delegated to the Office of Student Services as called for in Section 5 hereof; and provided, further, that the College President shall exercise utmost care in allowing the use of the college facilities and equipment, particularly on outside groups for any purpose, especially the use of facilities and equipment that are portable. Sec. 5. Dean of Student Services . The Dean of Student Services shall supervise the organized student activities conducted by the students of the College. He/She shall have the authority to implement the DNSC rules and regulations governing organized student activities for the purpose of maximizing the potential of the students, and to perform other duties assigned to the Dean of Student Services. He/She shall have the following responsibilities: a) Formulate, recommend and implement the rules and regulations governing organized student activities in accordance with the general policies of the College. b) Participate in the formulation of college policies concerning the welfare and interest of students. c) Coordinate the activities of the students in educational, cultural and social affairs. d) Structure and recommend the approval of the Calendar of Student Activities. e) Recommend the budget for the operation of duly approved organized student activities. Article 252. RULE II. DEFINITION OF TERMS Sec. 1. Student Council. The student council is the central representative body of the DNSC studentry, the officers of which are elected from among the student body (as prescribed in the Constitution), which purpose is to serve as vanguard of students rights and welfare and as linkage between the studentry and the administration toward mutual cooperation for development. Sec. 2. Student Organization. A student organization shall be any approved association, club and society, whose members are bonafide students of the College. Sec. 3. Student Publication. This refers specifically to the official organ of the students. This is discussed separately in Rule V of these DNSC Rules and Regulations. Sec. 4. Co-curricular Student Organizations. This refers to course subject related student clubs/associations which are organized for the purpose of enhancing instruction and exposing students to actual learning situations. These activities are usually undertaken within the first two (2) academic years in college. Sec 5. Extra Curricular Student Organizations. This shall apply to associations of students that enhance leadership and moral values but not necessarily a part of their academic course subjects which goals are toward the discovery, utilization and maximization of student’s potentials. Sec. 6. Umbrella. This refers to the Supreme Student Council as the mother organization independent in nature but collaborative in practice particularly on the concerns affecting the welfare of the students and the activities for the development of the student body. Article 253. RULE III. OPERATION OF THE STUDENT COUNCIL Sec. 1. The Supreme Student Council (SSC). The Supreme Student Council is the highest governing body of students and an umbrella of all recognized and registered/accredited student organizations in the college. This body shall have the following functions: a. To develop school spirit among the ranks of students and promote their general welfare; b. To organize and direct student activities of the nature described; c. To inform the President of the Institution through the Office of Student Services on student matters, affairs and activities; d. To adopt its own Constitution and by-laws for the governance of their organization. Sec. 2. Membership. The membership to the student council shall be limited to the bonafide students of the College. Sec. 3. Constitution and by-laws. The Supreme Student Council shall have a Constitution and By-laws drafted and ratified by the members. This will guide the operation and conduct of the council. Sec. 4. Election of Officers. The officers of the student council, as provided for in the Constitution and By-laws, shall be elected by the members thereof, provided that every election of officers of the student government shall be under the Commission on Student Election. Sec. 5. Channel of Communications. All activities that may suspend the entire classes of the College to be pursued/sponsored by the Supreme Student Council shall be duly noted by the adviser and recommended by the Office of Student Services to the Office of the President Vice-President for Academic Affairs’ for approval. Sec 6. Financial and Accomplishment Report. The officers of the Supreme Student Council are vested with the responsibility of reporting to the student body its financial status and accomplishments for the school year of their term. Likewise, their letter should be addressed to the Dean of Student Services through the Chairperson on Student Organizations. Article 254. RULE IV. OPERATION OF THE STUDENT ORGANIZATION Sec 1. Accreditation. This is the procedural aspect in operationalizing any organized student group in the College campus which provides autonomy to the respective student groups to establish their identity by applying for the grant of authority to operate as an organized group. This applies specifically in the case of student organizations as defined in Rule II, Section 4,5,. Sec. 2. Requirements for Accreditation. Any group of 25 students may apply for accreditation, provided that the following requirements are submitted to the Office of Student Services through the Chairperson on Student Organizations in triplicate, 3 weeks after the formal opening of classes in a school year; a. Letter of Application for Accreditation. This letter should be addressed to the Dean of Student Services through the Chairperson on student organizations to be screened by the Committee on Student Organizations. b. List of Officers of the Club/organization with their corresponding specimen signatures, course and ID pictures: c. List of members of the student club/organization; d. Constitution and By-laws of the student club/organization; e. Plans/Activities/Projects with tentative schedule, venue and budgetary requirements. f. A letter or certification of willingness of the faculty chosen to be the adviser of the club/organization as recommended by the members and officers. Sec 3. Application for Re-accreditation. Any student club/organization who has been accredited during the previous school year and wishes to renew its contract for the accreditation may do so, provided, that the requirements for accreditation as stated in Article 1 of this same guidelines will be submitted and provided. Further, that a certificate of clearance for the operation of the student organization during the previous school year from the Office of Student Services will also be submitted. Sec 4. Constitution and By-laws. The student club/organization shall have a Constitution and By-laws drafted and ratified by the members. No such student organization shall be allowed to function in the College without constitution and by-laws. Sec. 5. Faculty Adviser. Every student organization shall recommend three faculty advisers from which, one shall be chosen and be approved by the Office of Student Services. No student organization may hold any meeting or undertake any activity for any purpose whatsoever without the adviser except for adopting a constitution, before its adviser is appointed and had assumed office as such. The faculty adviser shall be employed on a full-time basis in the College at the time of his acceptance of the responsibility. He shall guide the members and officers from the conceptualization up to the finalization of plans and direction of the organization; sees to it that the necessary documents are complete and ready for the accreditation; monitors and oversees the over-all activities of the organization; sees to it that the activities of the organization are consistent with the existing policies and guidelines of the College; and ensures safety of students during off-campus activities. A faculty adviser shall only handle one organization. Sec. 6. Pledge of Commitment. The faculty adviser(s) and the elected president of the organization together with the Dean of Student Services will sign a Pledge Of Commitment with the College which aim is to solicit the cooperation of the student organization in carrying out the missions of the College and the government. This would likewise be required of the student organization before the Certificate of Accreditation will be granted. Sec. 7. Recommendation for Probationary Status. The Office of Student Services through the Office of Student Organization Chairperson could recommend the probationary status of operation of a certain student organization that has applied for accreditation based on the following grounds: a. non-compliance of the requirements b. Constitution and By-laws needs to be reviewed further by the Dean of Student Services. c. Failure of the student organization to have completed at least 50% of its plans/activities/projects the previous year of its operation/accreditation. Sec. 8. Certificate of Accreditation. The recognition or the authority to operate shall be required of any organized student group in the campus. A corresponding Certificate of Accreditation shall be issued to the student organization upon full compliance of the requirements prescribed in this section, provided, however, that such certificate shall be effective for one academic school year only and may be renewed each time for a similar period; and provided, further that the certificate may be revoked or canceled in violation of Rule VI hereof and other school rules and regulations. Sec. 9. Registration. The College shall provide and maintain a registry of all organized accredited student groups in the Office of Student Services through the Office of Student Organization which shall consist, among others, updated information on the following; a. An entry book containing the name of the organization, the date of registration, the date of filing of the constitution and by laws, and the date of filing of the list of officers and their specimen signatures and other required documents stated in this implementing guidelines. Sec. 10. Inspection of Registry Book. Any member of the College administration, faculty, and student body shall have access to any information in the Registry Book, during regular office hours, subject to the school rules and regulations of the College. Sec 11. Appeals. An appeal to the decision of the Dean of Student Services shall be made within 36 hours from the time the decision is made known to the groups concerned. All appeals shall be taken up with the Vice-President. Sec. 12. Committee on Student Organizations. There shall be created a Committee on Student Organizations and Activities under the Office of Student Services (Co-Curricular and Extra-curricular) who shall screen and accredit the student organizations in accordance with existing rules and regulations. The committee shall be composed of representatives from various units/departments and student representatives recommended by the student council. The Committee shall be headed by the Dean of Student Services through the Chairperson on Student Organization. Sec. 13. Channel of Communications. All matters pertaining to the operation of all organized student activities shall be coursed through the Office of Student Services through the Chairperson on Student Organization who will make the necessary recommendations to the Dean of Student Services for approval. In cases wherein the activity will disrupt classes across institutes, the institute deans shall be informed on the matter in “Conforme” before the approval by the Vice- President for Academic Affairs. Sec. 14. Procedure for the Approval of Student Activities/Projects. All accredited student organizations, whenever wishing to pursue an activity/project, should express their intention to do so in writing, and should submit as part of requirements for accreditation. A semestral calendar of student activities, based on the lists, shall be prepared by the Office of Student Services. This calendar will include the date, time, venue and required budget of the project/activity and will be forwarded to the Vice-President for approval. No accredited student organization can carry out or implement project if it is not included in the Calendar of Student Activities as prepared by the Office of Student Services. Sec. 15. Conduct of Activities. As much as possible, all co-curricular and extra-curricular activities of students shall be suspended one week before any periodic examinations. Sec. 16. Financial and Accomplishment Report. The officers of the accredited student organizations, through their respective presidents shall render Financial and Accomplishment reports to the Dean of Student Services ten days before the end of the semester. It shall include the financial statement and evaluation of the activities undertaken during each semester and an annual report at the end of the academic year. Sec. 17. Formal Dissolution. When the dissolution of an organization is through deliberate and voluntary action of its members, it shall be the responsibility of its president to formally issue a corresponding written notice to the Dean of Student Services through the Chairperson on Student Organization. Article 255. RULE V. STUDENT PUBLICATION Sec. 1. Nature of Publications. The College shall allow the publication of journals, magazines and other periodicals for both College and Laboratory School subject to existing laws. Sec. 2. Purpose and Objectives. The student publications shall aim to support the College in the quest for educational excellence, particularly in the improvement of instruction, promotion of research, and involvement in meaningful activities of the community. It shall also aim to maximize its leadership and influence to foster and enhance the attainment of the goals of the institutional, regional and national development. Sec. 3. Publication Adviser. There shall be Faculty Adviser for Publications who shall, be under the supervision of the Dean of Student Services. The Faculty Adviser shall supervise the student publication through the designated Editor in Chief in carrying out editorial activities and reproduction assessment of the editorial staff, take charge of the business operation of the student newspaper, exercise authority and recommend disciplinary measures to the Dean of Student Services, in the case of non-performing and erring editorial staffers, Sec. 4. Election of the Staffers. A Screening and Selection Panel shall be created by the Vice-President through the Dean of Student Services to select the senior staff (editor-in-chief, associate editor, managing editor), the junior staffers (section editors) and other staffers of the publication. The staff is selected through competitive written and oral examinations held on the last week of the first semester for the rest of the staffers. Sec. 5. The Editorial Board. The following qualifications have to be satisfied in the selection for a position to the Editorial Board; a. Must be a bonafide student of the college who carries a regular load. b. Must be a residence for at least one (1) year for Editor in Chief, Associate Editor, Managing Editor positions (as attested by the Registrar). c. Must have an average of at least 2.0 or 86, and no grade below 2.5 in all his/her subjects taken and without failing grades. d. Must have no derogatory records. e. Must pass the oral and written examination with the following criteria; Point weighted is by percentage which is as follows: Written Examination – 40% Oral Examination (personal interview) – 30% Relevant previous experience (and/or performance rating) – 20% Work ethics and values – 10% TOTAL – 100% The following criteria for the oral examination are used to screen the student applicants, namely: Fluency of verbal expression – 10% Values/judgment analysis – 15% Personality Traits – 5% 6. Must submit application to the publication Adviser. Sec. 6. Appointment of Staffers. A work contract is issued to the ranking students in the form of an appointment paper which states the specification of functions of the position in Editorial Board including tuition, scholarship, honorarium and other benefits which are given to all staffers. The appointment paper is issued to the student staffer by the Dean of Student Services and duly signed by him in “conforme” of the conditions stated in the appointment paper. Sec. 7. Discipline of Erring Students. Any infraction of the Code of Ethics shall be subject to the disciplinary action. However, no student shall be expelled or suspended from the College on the basis of his/her articles written or performance of his/her duties as per Republic Act 7079, Section 7. Article 256. RULE VI. FUNDS Sec. 1. Primary Source. The Primary Source of funding for the student government and the student publication is the student government fee and the student publication fee respectively paid upon enrollment by every student in the College, which amount is the same for all courses. Monies collected from the students shall be properly receipted and deposited in a reputable bank for the purpose of financing the activities of the students, duly approved by constituted authorities of the organization. Sec. 2. Other Sources. Any approved organization of students may deprive its funding from: a. Membership Dues. As may be provided for in the approved constitution and by-laws, each student organization may collect a reasonable amount of annual membership fee from its members: provided, however, that every collection shall be correspondingly covered by a receipt issued by the Treasurer of the organization; provided, further, that any other amount as may accrue to the organization whether from voluntary contributions of the members or otherwise, shall likewise be treated and accounted for in the same manner. b. Solicitation. These refer to the monies collected from advertisements, sales of tickets, or similar fund raising activities. Such solicitations shall be duly approved by the Dean of Student Services, the Faculty Adviser and the President and Treasurer of the Supreme Student Council, and the College authorities concerned. All solicitations shall be duly receipted by the soliciting student government or student organization. Sec. 3. Book of Accounts. A Book of Accounts shall be maintained by each student organization. The Book of Accounts maybe inspected and shall be opened for inspection, during regular office hours, by any member of the organization and the assigned faculty adviser whenever the need for such inspection is warranted by circumstances. Sec. 4. Disbursement of Funds. Any disbursement from the funds of the student organization shall be effected only upon previous approval of its governing board, through resolution and upon the concurrence of the assigned faculty adviser, and noted by the Dean Student Services for information purposes. However, that the actual withdrawal from the depository of such amount as may be necessary each time, shall be invariably be made by the President of the organization; and provided, further, that when the organization maintain a checking account the corresponding check for each disbursement shall be signed by the President, the Treasurer and the adviser of the organization. Sec. 5. Depository of Organization Funds. The organization treasurer shall be the official depository of the funds of the organization that shall be deposited in the bank as the case maybe. Any amount from the funds of the student organization shall only be released upon presentation of the resolution as provided for in section 30 hereof. It shall be deposited in a government bank/cooperative bank through a resolution specifying among others only the position such as president, treasurer and adviser. Another resolution shall be presented to the bank specifying the names of the president, the treasurer and the adviser authorized to withdraw for that particular semester or year. Every end of the school year, all student organizations shall deposit their passbook at the Office of Student Services for safekeeping. Sec. 6. Audit and Report. Each student organization shall submit a copy of its financial statement and a report of collection and disbursement of funds on or before March 15 of each year. Such financial statement, as well as the required report, shall be prepared by the organization to be audited by a committee created by student organizations through the initiative of the Supreme Student Council and the Chairperson of the Student Organization at least once a year, and to take such action as may be appropriate under the law or school rules, whenever there is a finding of misappropriation or defalcation of the funds of the organization. Article 257. RULE VII. CO-CURRICULAR AND EXTRA-CURRICULAR ACTIVITIES Sec. 1. Specific Activities. All meetings, programs, field trips, industrial visits or social functions of students held inside or outside the campus shall have prior recommendation by the Dean of Student Services, through the Chairperson of Student Organization, and approved by duly constituted authorities. Sec. 2. Dances, Parlor Games and Other Related Socializing Activities. In the conduct of socializing activities, disruption of classes shall be avoided. Sec. 3. College Calendar of Student Activities. All accredited student clubs and organizations and the student government will have to submit to the College through the Office of Student Services an Annual Calendar of Student Activities which will have to be compiled by that office. This calendar of activities should follow strictly the rules pertaining to the conduct of student activities by the students. Such calendar will have to be approved by College President through the Vice-President as endorsed by the Dean of Student Services. No group of students can carry out an activity or implement a project if it is not included in the Calendar of Activities of the College. Sec. 4. The use of any of the College premises and facilities shall have prior approval from the Dean of Student Services. Sec. 5. Only accredited student clubs and/or organizations are entitled to the use of all available school facilities. Sec. 6. The officers of the concerned student organizations shall be held responsible for the damages to college properties and facilities incurred during such student activities. Sec. 7. Chaperonage. All dances, picnics, excursions, student group activities, and other social functions shall be properly chaperoned. The designation of chaperons shall be the responsibility of the Chairperson of Student Organization through appropriate recommendation of the student group concerned. Sec. 8. Faculty Adviser/s. All co-curricular, and extra-curricular activities of the students shall be under the supervision of the faculty adviser/s. All designated faculty adviser/s shall be present in all affairs of the student organization they supervise. All decisions affecting the conduct of the activity shall bear notification of the faculty adviser/s. Chapter 67 RULES AND REGULATIONS ON STUDENT CONDUCT AND DISCIPLINE Article 258. The provisions of this Code shall apply to all bonafide students of the College for offenses committed within the College jurisdiction; the provisions of this Code shall apply whenever applicable, otherwise, the laws of the land shall apply. Article 259. For the guidance of all concerned, the following norms of conduct and discipline of students are hereby promulgated. Article 260. Norms of Conduct Sec. 1. Moral Character. A student is imbued with moral character if among other qualities: a. He has learned to act, live and think as a person whose values, attitudes and convictions are in accord with the Universal Ethical Norms of Right Reason and the accepted values and approved levels of conduct in the society where he lives; b. He is honest to himself, accepting his shortcomings, striving to improve and change; c. He is fair and just in his dealings with his fellowmen; d. He lives by the precepts of love, justice, compassion and concern for others; and e. He respects the right of others as he would want his rights to be respected. Sec. 2. Personal Discipline. A student is imbued with personal discipline, if among other qualities: a. He devotes himself to the fulfillment of his obligations and considered rights as means to or rewards for the same; b. He learns to forego the enjoyment of certain rights and privileges that others more needy may be benefited and for the greater good of society; c. He resolves his problems and conflicts without prejudicing others; d. He is tolerant of others, and humble to accept what is better than his; e. He has developed temperance and propriety in words and in action, especially against vices, e.g., gambling, drinking liquor, drugs, sexual excesses and aberrations , etc.; and f. Right reason guides and controls his life, actions and emotions. Sec. 3. Civic Conscience and Patriotism. A student is imbued with civic conscience and patriotism, if among other qualities; a. He devotes himself to the growth and development of the Philippines; b. He puts the welfare of the entire country above his personal family and regionalistic interest; c. He respects and obeys all duty constituted authorities and laws, rules and regulations; d. He settles all disputes, problems, and conflicts through the channels provided by law and society; e. He strives to bring about necessary changes through peaceful means; f. He respects the Philippine flag as the symbol of the country. Article 261. Basis of Discipline Sec. 1. At all times, every student must observe/follow/abide by all the laws of the land all the policies and regulations adopted by the College. The investigation, disposition and corresponding sanction on a student disciplinary cases shall follow procedures set in this Code. Every student shall observe at all times the pledge of loyalty and discipline to the Institution. The maintenance of student conduct and discipline is anchored on the willful acceptance by the student of all policies, rules and regulations prescribed by the College as signified by their enrolment pledge and the guidance and counseling provided by the faculty who shall be exercising substitute authority. All school personnel are mandated to enforce and supervise overall compliance to the Code in their respective areas of responsibility. For the purpose of implementing College policies, rules and regulations and the provisions of this Code, the President, Vice-Presidents, Deans, Directors, Chairpersons, Laboratory School In-charge and members of the faculty and the security force are all deemed agents of persons in authority. Sec. 2. A student shall be subjected to disciplinary action after due process for any of the following offenses with corresponding penalties: a. Insulting uttering derogatory remarks or flagrant indecency in language. a.1 directed against the faculty, staff, visitors, and any person in authority. 1st offense – suspension for 6-10 days and a letter of apology 2nd offense – dropped from the college a.2 directed against another student 1st offense – suspension for 3-5 days 2nd offense – suspension for 6-10 days 3rd offense – suspension for one semester b. Immorality b.1 Illicit relations – suspension for one year. b.2 Acts of lasciviousness and indecent acts done publicly inside the College. 1st offense – suspension for one week 2nd offense – suspension for one semester subsequent offense – dropped from the College c. Drinking intoxicating beverages and drunkenness c.1 Drinking alcoholic beverages and /or drunken behavior within the College jurisdiction. 1st offense – suspension for 3-5 days 2nd offense – suspension for 6-10 days 3rd offense – suspension for one semester c.2 Any drunkenness behavior resulting to physical injuries to other persons and school vandalism. 1st offense – suspension for 6-10 days 2nd offense – suspension for one semester 3rd offense – dropped from the College d. Fighting or resorting to physical force or violence to settle disputes, provided that the party who acted in self-defense shall be exempted from the punishment. d.1 Slight physical injuries 1st offense – suspension for 3-5 days 2nd offense – suspension for 6-10 days 3rd offense – dropped from the college d.2 Less serious physical injuries 1st offense – suspension for 6-10 days 2nd offense – suspension for one semester 3rd offense – dropped from the College d.3 Serious physical injuries 1st offense – suspension for one semester 2nd offense – expulsion from the College e. Gambling inside the school campus with or without cash 1st offense – suspension for 3-5 days 2nd offense – suspension for 6-10 days 3rd offense – suspension for one semester subsequent offense- dropped from the College f. Robbery In crimes of robbery or thief the culprit is duty bound to pay the value or replace the items taken with another of the same value, quality and/or quantity with that of the items taken. f.1 Attempted robbery 1st offense – suspension for 3-5 days plus restitution/repair of damage properties 2nd offense – suspension for 6-10 days plus restitution/repair of damage properties 3rd offense – suspension for one semester plus restitution/repair of damage properties. f.2 Frustrated robbery 1st offense – suspension for 6-10 days and payment of damages 2nd offense – suspension for one semester and payment of damages 3rd offense – dropped from the college and payment of damages f.3 Consummated Robbery f.3.1 Cases involving values P 100.00 or less 1st offense – suspension for one semester and payment of damages 2nd offense – expulsion from the College and payment of damages f.3.2 Cases involving more than P 100.00 Expulsion from the College. g. Theft: g.1 Attempted or frustrated theft 1st offense – suspension for 3-5 days 2nd offense – suspension for 6-10 days 3rd offense – suspension for one semester g.2 Consummated theft 1st offense – restitution of stolen goods and suspension for one semester 2nd offense – suspension for one year and restitution of stolen goods 3rd offense – restitution of stolen goods and expulsion from the College h. Forging signatures, falsification of public document, perjury, impersonating or giving names, misrepresentation of facts: 1st offense – suspension for one semester 2nd offense – expulsion from the College i. Cheating in examination and quizzes: 1st commission – automatic grade of “5” on subject 2nd offense – automatic a grade of “5” and suspension for one semester 3rd offense – dropped from the College j. Scandalous disturbance on public order: 1st offense – suspension for 6-10 days 2nd offense – suspension for one semester 3rd offense – dropped from the College k. Each of the following offenses: k.1 Connecting or disconnecting electrical wires and plumbing device without permission from authorities concerned; k.2 Sleeping, cooking and doing toilets necessities in unauthorized places; k.3 Undue noise or disturbance in classroom, library quarters, public places or gathering; and, k.4 Climbing/jumping over the boundary fence of the College. 1st offense – suspension for 1-3 days 2nd offense – suspension for 3-6 days 3rd offense – suspension for 6-10 days subsequent – suspension for one semester l. Acts of bribery to gain favor in violation of the standard of instruction: 1st offense – suspension for one semester 2nd offense – dropped from the college. m. Vandalism or destruction of public property, such as destruction of building, arts/fixtures/walls, tearing of pages of library books, magazines, etc. 1st offense – suspension for 6-10 days and payment of damages 2nd offense – suspension from the College for one semester and payment of damages 3rd offense – dropped from the College. n. Littering or scattering of trash in public places: 1st offense – picking up litters for 1 day 2nd offense – suspension for 1-3 days plus picking up litters for 1 day o. Violation of legally posted signs and notices such as “No Trespassing”, “Keep Off the Grass”, “Off Limits”, and/or marring legally posted signs and notices and marring public buildings, furniture, etc. 1st offense – Warning 2nd offense – Suspension for 3-5 days 3rd offense – Suspension for 6-10 days p. Speeding within the College jurisdiction with motorized vehicle, i.e. driving at more than 40 kph. 1st offense – suspension for 3-5 days 2nd offense – suspension for 6-10 days 3rd commission – suspension for one semester q. Use, possession and/or peddling of dangerous regulated drugs or paraphernalia: The case shall be reported to proper police/court authorities, and upon conviction, the penalty shall be expulsion from the College. r. Illegal possession of firearms and other deadly weapons. Penalty – Expulsion from the College. Case involving the illegal possession of firearms shall be reported to proper military authorities. s. Non-wearing of school I.D. and prescribed school uniform upon demand by the College. 1st offense – suspension for 3-5 days 2nd offense – exclusion from classes t. Smoking in non-designated areas in the campus. Penalty imposed is in consistent with the approved Environmental Policy of the College. u. Coming late classes, e.i., 15 minutes after the start shall be considered absent and the rule on attendance shall apply. v. Cutting/uprooting/picking of fruits/trees, ornamental plants and unauthorized fishing within the campus. Penalty imposed is in consistent with the approved Environmental Policy of the College. w. These acts shall be punishable by expulsion from the College: a. Brutal and cruel acts as hazing or any form of conduct which tend to threaten and endangers the health and safety of any person inside the school premises or which adversely affect the student’s suitability as member of the community. b. Any act which tarnishes the name of the College, such as shoplifting or violations of the laws of decency; and, c. Bringing “outsiders” within the school premises, for purpose of committing crime or felony. Article 262. Sanction and Operative Effects Sec. 1. Where the suspension is for one semester or more, the student shall move out of the College jurisdiction within 72 hours after the suspension order took effect; in the case of those students who reside inside the College campus, they shall not be allowed to freely roam around the academic area during class hours within the period of suspension. Any student whose suspension covers the periodic examinations, the decisions shall be made after the student takes the examination. In all cases of suspension, a written promise of future exemplary conduct by the student and countersigned by his parents or guardians is required as a condition for readmission. When a penalty of expulsion is meted out, the student cannot re-enroll in any course in the College. As such he cannot be issued Honorable Dismissal. Imposition of penalties on mitigating and aggravating circumstances shall be considered as determined by the Tribunal. Sec. 2. Committee on Student Disciplinary Tribunal. There shall be a student disciplinary tribunal composed of the OSS Dean as the Chairman; the Head of Security Unit as Member; the Dean, where the student belong, as Member and two (2) student council representatives, who shall sit as members. For valid reason, in case a member of the tribunal inhibits, the college president shall designate for replacement. There shall be Secretary that shall be designated by the Chairman to keep all records of the tribunal. Sec. 3. Jurisdiction a. The Student Disciplinary Tribunal jurisdiction over cases involving student. b. The College shall not take any action on complaints regarding misconduct committed by student(s) outside the College premises. However, the College shall take the necessary disciplinary action if: 1. the violation of college policies or regulations was committed in connection with a school sponsored activity, or, 2. the case involves his status as a student or affects the good name or reputation of the college. Sec. 4. Complaints. Any complaint against a student may be filed with the Office of the Student Discipline who shall: a. determine the jurisdiction of the case; b. conduct preliminary evaluation to establish whether there is a probable cause to warrant the filing of the case; c. determine the violation committed; d. recommend cases to the tribunal. The complaint shall be in writing and must contain the following: a. Name of the complainant/or one who file the report and his personal circumstances; b. Name of the person(s) complaint of; c. Witnesses, if any; d. Violation or circumstances of the complaint. Any complaint filed by the student shall be under oath. In this regard, the Chairperson of the Student Discipline is deputized to administer the student oath; The Chairperson shall notice to the person complaint of to answer the complaint within 2 days and under oath upon submission followed by the interview. He shall schedule for the preliminary evaluation. Sec. 5. Preliminary Evaluation. The Chairperson of Student Discipline may proceed his evaluation even without the presence of parties concerned; provided, the notice was served. However, the preliminary evaluation may be postponed for valid reason upon the request of any party concerned. After the evaluation, the CSD may proceed to do the following; a. Settle the case amicably; b. No probable cause, dismiss the case; c. With probable cause (s), recommend for a formal charge. Sec. 6. Filing of Charges. Formal charges maybe filed moto-propio by the college or at the instance of the complainant. Disciplinary proceedings shall commence upon filing of the formal charges. Sec. 7. Formal Charge. Upon receipt of the recommendation of the Chairperson on Student Discipline, the Chairman of the Student Disciplinary Tribunal shall send notice to the respondent(s) and the parent(s)/guardian for hearing. The Chairperson on Student Discipline shall present the case during hearing. Sec. 8. Hearing. The hearing should begin not earlier than three (3) days or not later than six (6) days after receipt of the notice. Sec. 9. Duration of Hearing. No hearing on any case shall last beyond two (2) calendar months. Sec. 10. Failure to Appear at Hearing. Failure of one or both parties to appear in scheduled hearing of serious charges despite of due notice and without justification, the investigation may be rescheduled. Succeedingly, if the complainant fails to appear during the hearing in spite of due notice, the complaint may be dismissed. In the case of the respondent, the hearing shall proceed. Sec. 11. Postponement. Request or motion for postponement may be granted for good cause however not more than two (2) postponements per party is allowed. Sec. 13. Decision by Tribunal. The Tribunal shall decide on each case within fifteen (15) days after final hearing. The decision shall be in writing through resolution substantiated with complete records and proceedings of the case. It shall be signed by at least a majority of all its members. It shall contain a brief statement of background, analysis, findings, and sanction(s) and the prescribed regulation(s) on which the decision is based. The Chairman shall transmit the report and resolution together with the decision to the Vice-President for Academic Affairs, for his action on 3-5 days and 6-10 days suspension. And to the College President for his action on one (1) month suspension, dropped and expulsion. Sec. 14. Appeal to the President. The respondent may file an appeal to the President of the College within ten (10) days upon receipt of the decision. Only on cases where the sanction is dropped or expulsion is appealable. Decisions of the President may be appealed to the Board of Trustees within ten (10) days after the respondent has received a copy of the decision. Sec. 15. Decision by the Board of Trustees. The Board of Trustees shall review the appeal and decisions of the President of the College when the penalty is dropped or expulsion. Sec. 16. Rights of Respondents. Every respondent shall enjoy the following rights: a. To be subjected to any disciplinary penalty only after the requirements of due process shall have been fully complied; b. To be convicted only on the basis of substantial evidence/s the burden of proof being on the person filing the charges. c. To be convicted only on the basis of evidence introduced at the proceeding of which the respondents have been properly appraised and given the opportunity to rebut the same; d. To enjoy, pending final decisions on the charge, all his rights and privileges as a student, subject to the power of the Chairman of the Tribunal, to order the preventive suspension if necessary, to maintain the security of the College, and; e. To defend himself personally, or by counsel. If the respondent desires, and he is unable to secure the services of a counsel, he shall manifest the fact at least two (2) days before the date of hearing and request a counsel from among the members of the College Faculty and Staff. Sec.17. Effectivity of Decision. Decision shall take effect as provided in the aforementioned rule; provided that the final decision of suspension or dismissal shall be rendered prior to any periodic examination, and shall take effect during the semester immediately subsequent to the semester/summer in which such decision was rendered, provided further, that if the respondent is graduating in which case the penalty shall be effected immediately. Sec. 18. Records. All proceedings before the Tribunal Committee shall be taken down in writing by a competent secretary/stenographer. Original records pertaining to student discipline shall be under the custody of the Chairperson of student Discipline. Such records are hereby declared confidential and no person shall have access to the case for inspection or copying unless he is officially involved therein or unless he has a legal right which cannot be protected or vindicated without access to such record. Any employee of the College who shall violate the confidential nature of such records shall be subject to disciplinary action. Notes. For the offenses of non-student and non-campus residents and where the provisions of this Code cannot be applied, the case shall be brought to the appropriate court of justice. Article 263. RULE IX. AMENDMENTS Sec. 1. Amendments. In the interest of the common good and in accordance with needs of the present day situation, amendments to existing Rules and Regulations shall be made provided, however, that such amendments are the consensus of the members of the committee and officers of various organizations created for the purpose, and provided further, that such amendments are recommended by the Dean of Student Services for the approval of the Board of Trustees through the President of the College. Article 264. RULE X. MISCELLANEOUS PROVISION Sec. 1. Date of Effectivity. These rules shall take effect after the approval of the Board of Trustees.