Area X: Administration

Supporting documents are hyperlinked based on parameters. Please click the hyperlinks to be directed to the supporting documents.

PARAMETER A: ORGANIZATION

System – Inputs and Processes

S.1 The institution has an organizational structure approved by the Board of Regents/Trustees (BOR/BOT).

S.2 Every office/unit in the original structure has function approved by the BOR/BOT.

Implementation

I.1 The institution is subdivided into administrative units in accordance with the organizational structure.

I.2 The functions, duties and responsibilities of personnel/staff in each unit/office are identified and carried out.

I.3 The Board of Regents/Trustees is supportive with the growth and development of the institution.

I.4 The Academic and Administrative Councils exercise their powers and perform their functions.

I.5 The flow of communication among and within units/departments is observed.

Outcome/s

O.1 The institution has a well-designed and functional organizational structure

PARAMETER B: ACADEMIC ADMINISTRATION

System – Inputs and Processes

S.1. The Dean / Academic Unit Head possesses the required educational and other qualification as well as experience needed to administer the College / Academic Unit

S.2 The Departments Chair/s, or equivalent/s, has/have appropriate/relevant educational qualification and experience

Implementation

I.1 The Dean is assisted by Department Chair/s (or their equivalent) with appropriate / relevant educational qualification and experience.

I.2 The Dean implements a supervisory program.

I.3 The Dean participates in the recruitment and promotion of faculty and support staff.

I.4. The Dean, the faculty and the administration work together for the improvement of the College/Academic Unit particularly in:

I.4.1 setting standards and targets;

I.4.2 planning of programs and other related activities;

I.4.3. implementing, monitoring and evaluation of plans, programs and other related activities;

I.4.4. establishing linkages, partnerships and networking activities;

I.4.5. providing opportunities for professional growth and development of the faculty and staff;

I.4.6. preparing policies and guidelines on the internal administration and operation of the College/Academic Unit; and

I.4.7. preparing guidelines in the proper use and maintenance of facilities, equipment, supplies and materials, etc.

I.5 Define criteria and procedures in the selection and promotion of the most qualified faculty and staff are observed.

I.6. The Dean, faculty, staff, and students pursue collaborative activities in generating resources and income and in implementing cost-effective measures.

I.7.The Dean implements policies and procedures on internal administration and operations of the Academic Unit/College.

Outcome/s

0.1.The College/Academic Unit is efficiently and effectively managed.

PARAMETER C: STUDENT AND ADMINISTRATION

System- Inputs and Processes

S.1 The institution has an approved printed Student Handbook/Manual containing policies and guidelines on the following aspects of student life:

S.1.1 admission and retention;

S.1.2 registration requirements;

S.1.3 school fees;

S.1.4 academic load;

S.1.5 transfer;

S.1.6 residence, course work, scholastic and graduation, requirements;

S.1.7 examination and grading system;

S.1.8 scholarships/grants/assistantships;

S.1.9 shifting and adding/dropping of course/s/subject/s;

S.1.10 code of conduct and discipline;

S.1.11 attendance; and

S.1.12 others (please specify) ______

Implementation

I.1 Students are provided opportunities to participate in the planning and implementation of activities concerning their welfare.

I.2 Concerned officials, faculty and staff act promptly on requests, needs, and problems of the students.

I.3 The administration, faculty, staff and students work harmoniously and maintain good relationship.

Outcome/s

O.1 The institution has an effective and functional Student Administration

O.2.Policy implementation is efficient

PARAMETER D: FINANCIAL MANAGEMENT

System – Inputs and Processes

S.1 The institution has an approved Financial Development Plan (FDP)

S.2 The approved budget is in consonance with the FDP.

S.3 The institution has a specific budgetary allotment for the following:

S.3.1. personnel services;

S.3.2 Maintenance and Other Operating Expense (MOOE);

S.3.3. capital outlay; and

S.3.4. special projects

Implementation

I.1 The institution maintains a Financial Management Office managed by qualified and competent personnel.

I.2 The financial management personnel are responsible for the efficient management of financial resources/funds of the institution.

I.3 The administrative officials, faculty, staff and student representatives participate in the budget preparation and in the procurement program of the institution.

I.4 The budget of the institution is fairly and objectively allocated.

I.5 The institution allocates funds for the following student services and activities:;

I.5.1. cultural development;

I.5.2 sports development;

I.5.3. medical/dental services

I.5.4. library;

I.5.5. student body organization;

I.5.6. guidance and counselling;

I.5.7. improvement of laboratories/shops;

I.5.8. repair and maintenance of facilities/equipment;

I.5.9 purchase of new equipment;

I.5.10. replacement of old equipment;

I.5.11. construction of new facilities, as needed

I.5.12.improvement/expansion of physical plant;

I.5.13. extension/ community service; and

I.5.14 auxiliary services, etc.

I.6 The budget allotted for specific expenditures indicated in item I.5. is in consonance with existing policies and guidelines.

Outcome/s

O.1. The institution has a sound and effective financial management system

PARAMETER E: SUPPLY MANAGEMENT

System – Inputs and Processes

S.1. The institution has an approved procurement mgt. sys in consonance with the Revised IRR of RA 9184 (Gov’t. Procurement Reform Act)

S.2. The institution has a system for the proper disposal of non-serviceable and condemned equipment, supplies and materials.

S.3.The office has a storeroom for keeping and securing all equipment, supplies and materials purchased.

Implementation

I.1. The institution maintains a Supply Mgt. Office (SMO) managed by qualified staff with specific functions and responsibilities.

I.2. The Bids and Awards Committee (BAC) is responsible for the procurement and deliveries of needed equipment, supplies and materials in accordance with the approved Annual Procurement Plan (APP) and Project Procurement Management Plan (PPMP).

I.3. The BAC performs its tasks and responsibilities in accordance with recent procurement policies and official issuances.

I.4. The SMO prepares, evaluates and submits the annual inventory of serviceable and non-serviceable facilities and equipment.

I.5. All approved request for procurement are published in the Phil Govt Electronic Procurement System (PhilGEPS).

Outcome/s

O.1. The institution has an efficient and effective Supply Management System.

O.2. All procurement transactions are transparent

PARAMETER F: RECORDS MANAGEMENT

System – Inputs and Processes

S.1 The institution has a system of records keeping

S.2 The institution has policies and procedures to ensure the security and confidentiality of records

S.3 policies and procedures on prompt release of records are in place.

Implementation

I.1 The institution maintains a Records Management Office (RMO) managed by a qualified Records Officer.

I.2 A records system is installed in offices where it allows easy access to information needed by concerned parties.

I.3 The Human Resource Management Office (HRMO) maintains accurate, up-to-date and systematically filed records of faculty and non-teaching personnel.

I.4 The following updated record compilation are made available to concerned parties.

I.4.1 minutes of the Board of Regents/Trustees meeting.

I.4.2 minutes of the faculty meeting, e.g. minutes of the Academic Council meetings;

I.4.3 faculty/ non-teaching personnel individual files.

I.4.4 Faculty/ non-teaching personnel performance evaluation results; and

I.4.5 other records such as:

I.4.5.1 student directory

I.4.5.2 alumni directory

I.4.5.3 permanent records of students;

I.4.5.4 reports of Director/ Dean

I.4.5.5 annual reports

I.4.5.6 accomplishment/ progress report

I.4.5.7. Scholarship Records

I.4.5.8 Statistical Data

I.4.5.9 Financial Records of Students

I.4.5.10 Inventory of Property

Outcome

O.1. the institution has a commendable records management systems

PARAMETER G: INSTITUTIONAL PLANNING AND DEV’T.

System – Inputs and Processes

S.1. The institution has an approved Strat. Dev’t. Plan (SDP) available in printed and/or electronic forms.

S.2. There is a system to monitor the implementation of the SDP.

Implementation

I.1 The institution’s planning and Development Unit plans, monitors and evaluates planned activities/targets.

I.2 The planning process is a cooperative and participative endeavour of the administration, the faculty, staff, and the students

I.3 The SDP is implemented, monitored, evaluated, reviewed and updated regularly.

Outcome

O.1 The SDP is congruent with the VMGO as well as with the local, regional and national development goals and agenda.

PARAMETER H: PERFORMANCE OF ADMINISTRATIVE PERSONNEL

System – Inputs and Processes

S.1. The institution has an approved performance evaluation system for admin personnel which includes the ff:

S.1.1 Competence

S.1.2. Quality of work;

S.1.3. Work ethic (punctuality, wise use of time, etc.)

S.1.4. Creative ability and innovation;

S.1.5. Ability to handle internal and external pressures; and

S.1.6. Interpersonal relations.

Implementation

I.1. The institution regularly monitors and evaluates the performance of the administrative personnel.

1.2. The results of performance evaluation of the administrative personnel are utilized:

I.2.1. To improve performance evaluation of the administrative personnel

I.2.2. For promotion

Outcome

O.1. The administrative personnel/staff have commendable performance.