Sorsogon state college
CITIZENS CHARTER
Introduction
In May 2006, the Sorsogon State College conducted a Seminar Workshop for two days on the preparation of service pledges in coordination with the Civil Service Commission personnel. This Seminar workshop was attended by the head of offices/functional units of the college. The output of this endeavor is the preparation of services pledges. It was during the preparation of these service pledges that each officers of the college were enlightened as to the importance of their role on serving the students and the public.
Good service dictates that the best interest of the clients should be the first order of business. It was necessary to give information as to the service rendered by the college. To address this need it is only proper to give the basic relevant information that would make them understand how the college renders its frontline services.
R.A. 9485 the Anti-Red tape of 2007 mandates all government agencies, State Universities and Colleges included, to formulate their own Citizen charter. It is a document summarizing all the frontlines services. It would not just synchronize and systematize office procedures and processes but would also pave the way for reconciling personnel differences. It is a concrete guide on the different services rendered.
There was little time to sit down and document completely all the services, this charter is initially prepared using the submitted service pledges of each department/ units of the college and is subject to revision and improvement in the future.
Acknowledging that the students/ clients is the reason the college exists, we tried to come up with a manual that is reader-friendly and client oriented. Following the format provided by CSC, MC. No. 12 s. 2008 re: Republic Act no. 9465 and its Implementing Rules and Regulations, we listed down the requirements, the fees where applicable, the steps involved, the transaction time and the person responsible for each step in the entire process. We also included performance pledges from each of our department/ units. The client, however, is advised that fees are subject to change, and that the transaction time does not include travel and queuing time.
It is hoped that this citizen’s charter will serve its purpose; that of providing information that will, in the end, make our services easier and more effective both the client and the service provider.
HOW TO USE THE MANUAL
The Sorsogon State College Manual on Key Services (Citizen’s Charter) is divided into three major parts, Chapter I is about the Sorsogon State College, Chapter 2 is about the Sorsogon State College Services and Chapter 3 contains the pledge of Commitment and Redress Mechanism. Contain herein are:
1. The Table of Contents which contain a list of the parts of the Manual and the corresponding pages.
2. Introduction
3. How to Use the Manual
4. The section about Sorsogon State College contains the College brief history, college vision, mission and goals, achievements college seal, list of college official and the organizational structure.
5. The service processes which include the service title, service description and the procedures in availing of the service.
6. The pledge of commitment which is the statement of commitment by the college officials and employees.
7. The redress mechanism which outlines the steps clients could take in case the college personnel fail to deliver the service.
8. Customer Feedback Form through which the clients/ citizens can provide comments on the delivery of the service
THE SERVICE PROCESSES
The heart of the manual are the Service Processes in Chapter 2 as it contains the different services and the procedures for availing them. The Service Processes are classified into the following major services:
The major Service providers are the following:
1. Office of the Admission
2. Office of the Registrar
3. Office of the Cashier
4. Records Office
5. Supply Office
6. HRMO Office
7. Office of the Library Services
8. Office of the Medical Services
9. Office of the Dental Services
10. Office of the Extension Director
11. Office of the Research Director
Each of these major services comprises various services it follows a numeric numbering system as follows:
Example:
1.7.1 Processing of Appointment
2- Refers to the chapter number
7- refers to the major service classification number. In this case HRMO Office
1- Refers to the service process number within the major service classification
The Parts of a Service Process:
Hereunder is a sample configuration of a Service Process and an explanation of the different parts
2.7.1 Processing of Appoinment (A)
About the Service (B)
Client Groups (C)
Requirements (D)
Service Schedule (E)
Total Processing Time (F)
Fees and Charges (G)
Steps Involved | Action of the concerned office | Transaction Time | Responsible Person |
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(H) (I) (J) (K)
A. Indicates the Service Title including the Service Number
Also states if the Service is a Pre-requisite to another service.
C. CLIENT GROUP: Identify those who are eligible or qualified to avail of the service.
D. REQUIREMENTS: States the document/s which need to be submitted and/or presented before the procedure of availing the service can even be started.
E. SCHEDULE OF AVAILABILITY OF SERVICE: States the days and time by which clients could go to the office to avail the service.
F. TOTAL PROCESSING TIME: Refers to the total duration of transaction for particular service being availed of by the client. This does not include waiting or queuing time.
G. FEES AND CHARGES: States the fees that the client will have to pay in availing of the entire service.
H. STEPS INVOLVED: Specifies the action(s) which client has to undergo.
I. ACTION OF THE CONCERNED OFFICE: Specifies the corresponding steps being done by the office offering the service.
J. TRANSACTION TIME: States the duration of transaction for every service steps.
K. RESPONSIBLE PERSON: Identifies the name and position of the person responsible for ensuring that the activity is undertaken.
The Sorsogon State College History
The Sorsogon State College traces its being a college to when R.A. No. 7666 was passed on December 30,1993 which converted the former Sorsogon State College of Arts and Trades into a State College and integrated therein three of the biggest National Vocational Schools in the province; Bulan Vocational High School in Bulan, Magallanes Vocational and Fishery School in Magallanes and Sorsogon National Agricultural School in Castilla. The College has already gone through its period of transition and has embarked on developmental programs/ projects for the realization of its main goal of producing quality graduates who are research, value, and scientifically oriented as well as entrepreneurially inclined people for the sustainable agri-industrialized development of Sorsogon. The Campuses of the College are assigned specialized curricular programs in response to the diverse educational needs of the people of Sorsogon. Thus the Sorsogon City Campus offers Teacher Education, Engineering, Architecture and Industrial Technology Programs Bulan Campus offers Business and Management, Information and Communication Technology Programs, while Castilla and Magallanes Campuses offer Agricultural and Fishery programs. Masteral Program is also offered at Sorsogon and Bulan Campus.
Achievements
After fifteen years of rising up to the challenges, SSC has become a leading resource institution of higher learning continuously promoting innovation, transformation, and excellence education. It pro-actively tests new waters, promotes cultural renaissance, and spurs the growth of the province of Sorsogon. SSC’s commitment propels us to go the extra mile and soar higher to reach our dreams.
Under the State Universities and Colleges (SUC) leveling standard promulgated by CHED PASUC- DBM, Sorsogon State College is classified as level II State College effective 2008.
Vision:
“A center of excellence in the formation of a progressive, productive, self-reliant, responsive, ecology-friendly and value-oriented people for a peaceful and agri-industrialized Sorsogon”.
Mission:
“ A premier institution of higher learning committed to produce quality graduates who are research, value and science-oriented, and entrepreneurially inclined for the sustainable agri-industrialized development of Sorsogon and beyond.”
Goal:
“To provide quality and relevant instruction which is accessible to all, conduct and promote scientific and technical studies, extend appropriate knowledge, skills and technologies of practical and scientific application and undertake income-generating projects, to meet the need and demands of various sectors to provide and sustain the quality of life”.
The College Seal
The College seal shall consists of a circle, an open book, a torch, shining sun, a gear, golden grain, a fish, a flask and an atom.
The circle signifies that learning is a continuous process. At the center of the circle is an open book symbolizing Education, the Mother of all professions. A torch, right behind the book, provides light to guide the way to progress. At the background is a gear signifying that material progress is attainable through technological education. The shining sun at the heart of the gear shows that the progress attained shall be a source of life and energy. The golden grain, the fish, and the flask and atom represent, respectively: the School of Agriculture and agriculture Based Technology (SAABT), School of Fisheries and Fisheries-Based Technology (SFFBT), and the Institute of Management and Information Technology (IMIT), the other three campuses comprising the Sorsogon State College.
LIST OF COLLEGE OFFICIALS
Name | Position | Designation |
Dr. Modesto D. Detera | SUC President |
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Dr. Alberto N. Naperi | Board Secretary | VP for Administration |
Dr. Ritzelda A. Deri | Assistant Professor II | VP for Academic Affairs |
Dr. Nilda G. Cielo | Chief Administrative Officer |
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Dr. Fe D. Felonia | Associate Professor II | Dean-School of Grad. Studies |
Dr. Helen R. Lara | Assistant Professor II | Director- Sorsogon Campus |
Mr. Oscar C. Cariñola | Associate Professor I | Director- Bulan Campus |
Engr, Peter Oscar Pascual | Associate Professor I | Director- Castilla Campus |
Mr. Augusto Calabines | Assistant Professor III | Director- Magallanes Campus |
Dr. Vriginia Atutubo | Instructor I | Director- Admission OIC |
Dr. Vivien L Chua | Assistant Professor I | Director- Extension Services |
Dr. Magdalena Ocbian | Professor I | Director- Research |
Mrs. Teresita Aninipot | Associate Professor II | Director- Student Services |
Dr. Jenet Fuentes | Associate Professor II | Director- Quality Assurance |
Dr. Tarcel F. Carranza | Associate Professor II | Acting Director- PRIS |
Engr. Martiniano B. Atun Jr. | Instructor III | Director-Physical Plant & Facilities |
Mr. Sergio Deyto | Instructor I | Director- Production |
Mr. Roberto V. Guides | Assistant Professor II | Director- I.C.T. |
Mr. Windy F. Ferreras | Instructor I | Director- Planning |
Mrs. Rosalie D. Labitag | Accountant III | Director- Finance |
SORSOGON STATE COLLEGE SERVICES
1. Admission services
1.1 Admission of the student to the College
2. Registration Services
2.1 Enrolling student to the College
2.2 Requesting official Transcript of Records and other student Credentials
2.3 Releasing Credentials of students
3. Cashiering Services
3.1 Collection
3.2 Check Disbursement
3.3 Cash disbursement
4. Accounting Services
4.1 Processing,Recording and Reporting
5. Records Services
5.1 Recording, Releasing and other Records disposition
6. Supply Services
6.1 Receiving and Releasing Supplies and materials
7. Human Resource Management Services
7.1 Employment and Hiring
7.2 Releasing personnel Records
7.3 Updating personnel Records
8. Library Services
8.1 Lending of Books
8.2 Accepting Borrowed Books
9. Medical Services
9.1 Medical Treatment
10. Dental Services
10.1 Dental Treatment
11. Extension Services
11.1 Technical Support Activities
11.2 Conduct of Seminars and Trainings
12. Research Services
12.1 Research result disseminated through extension and production services
1.1 Admission Services
1.1.1 Admission of student to the College
ABOUT THE SERVICE: The office of the Director for Admission provides assistance to the students who wants to be admitted to the college and qualify for enrolment.
CLIENT GROUPS: student applicant-Any person who is a graduate of a recognized secondary school who wants to avail of any of the programs/ courses being offered by the college.
REQUIREMENTS
1. Common Requirements:
a. SSC Form No. 01 – Application to take College admission Test
b. Mailing envelope with self-address and stamp
c. Two pieces of 1 x 1 ID picture.
2. Requirement for New entrants:
a. If already Graduated from High School:
· From 138 or Form 137-A
· Certification of Good Moral Character
b. If graduated from High School:
· Form 138 with entry grades up to the 3rd grading signed by the adviser
3. For Returnees and transferees:
a. Official Transcript of Records
b. Honorable Dismissal
4. For Foreign Student:
a. Alien Certificate of registration
b. Result of TOEFL
c. Student Visa
SERVICE SCHEDULES:
1. For In-Campus (All Campuses)
Monday to Saturday from first Monday of January to the last Saturday of
April of each year 8:00am to 5:00pm without noon break.
2. For Off-Campus
Saturday only from First Saturday of January to the last Saturday of
April of each year 9:00amm to 4:00pm without noon break
TOTAL PROCESSING TIME
Processing of Application – 10 minutes
Entrance Examination – 1 hour and 20minutes
FEES AND CHARGES: P 100.00
PROCESS OF AVAILING THE SERVICE
STEPS INVOLVED | ACTION OF THE OFFICE OF ADMISSION | TRANSACTION TIME | RESPONSIBLE PERSON |
1. Present requirements to admission Clerk | 1. Admission Clerk Verified completeness and authenticity of documents | 2 minutes |
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2. Fill-up application form |
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3. Pay Registration Fee | Issue Official Receipt | 3 minutes | Cashier |
4. Return Filled-up application and O.R. | Admission Clerk Stamp the Form “Registered” and issue Examination Permit | 5 minutes |
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5. Take Exam as scheduled | Conduct the examination | 1 hr. & 20 minutes | Dr. Helen R. Lara |
6. Received Results (by Mail) with enrolment advice |
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| Dr. Helen R. Lara |
*Application Forms pre-numbered
2.2. Registration Services
2.2.1 Enrolment
ABOUT THE SERVICE: The office of the Registrar provides assistance to students who want to enroll.
CLIENT GROUPS:
· All Incoming first year students who passed the admission test and qualified for enrolment.
· All transferee students who passed the Admission test and qualified for enrolment.
· All students previously enrolled at Sorsogon State College.
REQUIREMENTS:
For incoming 1st year students
1. Report Card/Form 138
2. Entrance exam result/admission slip
3. Certificate of good moral character
4. Medical certificate issued by a government physician
5. police clearance
6. Income tax return of parents or BIR clearance if exempted to pay
7. Xerox copy of birth certificate issued by the NSO
8. 1 pc. White long size folder
9. 1 pc. 2 x 2 colored picture
10. 1 pc. 1 x 1 colored picture
For transferee students:
1. Honorable Dismissal issued by the school last attended
2. Certificate of Grades of Official Transcript of records mark “for enrolment purposes”
3. All items from No.2 to No. 10 above.
For old students:
1. Duly accomplished Student Clearance
2. Student ID
SERVICE SCHEDULES:
Every enrolment period for the first and second semester.
8:00 am to 5:00 pm
TOTAL PROCESSIGN TIME
1 hour and 2 minutes for old students; 1 hour and 12 minutes for new/transferee student.
FEES AND CHARGES:
Registration fee 20.00
Publication 25.00
SCUAA 20.00
Athletics 40.00
Medical/Dental 40.00
Student Council 20.00
Guidance Fee 20.00
FFPCC-FAHP 20.00
Red Cross/Anti –TB 10.00
Insurance 15.00
Library Fee 20.00
Library Record Card 10.00
Entrance Fee 20.00
Student Handbook 40.00
Admission Manual 25.00
ID Card 75.00
PDF 250.00
Laboratory Fee 300.00
NSTP (150.00×1.5) 225.00
Tuition Fee per unit 150.00
PROCESS OF AVAILING THE SERVICE
STEPS INVOLVED | ACTION OF THE OFFICE OF THE REGISTRAR | TRANSCATION TIME | RESPONSIBLE PERSON |
Submit all required credentials | Check the completeness of the submitted documents and verify the authenticity of the same | 10 minutes | Helen Drilo/Clerk |
Get the registration form | Issue the Registration Form | 1 minute | Helen Derilo |
Go to the Program Chair | Tell and guide the student on what section he/she to enroll | 5 minutes | Program Chair of Course enrolled |
Copy schedule of classes based on the section | Evaluation of subjects enrolled | 10 minutes | Instructor/professor In-charge/assigned |
Go to the In-charge of Assessment of Fess. (Note: if scholar proceed to the scholarship coordinator for issuance of accommodation slip) | Assessment of Fees | 10 minutes | Instructor/Professor In-charge/assigned |
Go to Accounting Office | Verification of fees and issuance of Order of payment | 5 minutes | Mrs. Marrieta G. Carrido (in-charge) |
Pay to the Cashier | Accept payment and issue official receipt | 5 minutes | Mrs. Marilou G. Agnote Ms. Attubo Mr. |
Go back to the Accounting Office` | Get accounting copy of registration form. Posting of payment | 5 minutes | Mrs. Marrieta G. Garrido (in-charge) |
Proceed to Registrar’s Office |
| 16 minutes | Mrs. Labayo Ms. Coral Ms. Nava
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Go to the Program Chair | Listing of students per block. Get copy of the Registration form and issue class cards | 5 minutes | Program Chair |
2.2.2. Processing of application for student records.
ABOUT THE SERVICE: The office of the Registrar provides assistance to students who wants to request for student records.
CLIENT GROUPS:
· Graduates of Sorsogon Statge College
· Students who are presently enrolled at Sorsogon State College
· Students who dropped/stop their secondary education/college education at Sorsogon State College
REQUIREMENTS:
· Student Clearnace
· Student ID or any valid Id
· Authorization letter issued by the student to his/her authorized representative.
SERVICE SCHEDULES:
Every enrolment period for the first and second semester, 8:00am to 5:00pm
TOTAL PROCESSING TIME
Forty (4) minutes
FEES AND CHARGES:
OTR 20/page
Certification 15.00
CAV 50.00
Restructured Diploma 100.00
Honorable Dismissal 15.00
PROCESS OF AVAILING THE SERVICE
STEPS INVOLVED | ACTION OF THE OFFICE OF THE REGISTRAR | TRANSACTION TIME | RESPONSIBLE PERSON |
Get Service number | Provide the client service number | 1 minute | Ms. Nava |
Wait to be served and upon calling your number proceed to the receiving officer and submit the student clearance1 | Require the student to submit the student clearance and verify the authenticity | 2 minutes | Ms. Nava |
| Retrieve the folder of the folder from the Records room | 5 minutes | Mrs. Deriol Mrs. Labayo Ms. Coral |
Ask for a request form | Verify the completeness of the Academic records, if in order, advise the students to pay the necessary fees; Issue request form | 10 minutes | Ms. Nava
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Submit/settle any deficiency | Update records of the student Issue request form | 5 minutes | Mrs. Derilo Mrs. Labayo Ms. Coral |
Proceed to accounting office | Issuance of order of payment | 5 minutes | Mrs. Dualin |
Pay to the Cashier | Receive payment and Issue O.R. | 5 minutes | Mrs. Agnote |
Go to the Registrar’s Office submit the O.R. of payment and the request form and wait for the issuance of the Claim Stub. | Schedule of release of requested Credentials: OTR-minimum of 5 days maximum of 15 days Certification- minimum of 3 days; maximum of 5 days Issuance of Claim stub | 2 minutes | Ms. Nava |
2.3. CASHIERING SERVICES
2.3.1. Collection
ABOUT THE SERVICE: The office of the Cashier provides collection, check disbursement and cash disbursement services.
CLIENT GROUPS:
· Graduates of Sorsogon State College
· Students who are presently enrolled at Sorsogon State College
· Students who dropped/stop their secondary/college education at Sorsogon State College
· Faculty and Non-Teaching Personnel
· Suppliers, Creditors, Bidders
· Non-Government organizations, Local Government Unit, Government Owned and Controlled Corporations, National Government Agencies
· Private person/corporation contracting business with the Sorsogon State College
REQUIREMENTS:
· Order of payment (when receiving payments from students)
· Duly Approved and Audited Claims for payment
· Student/Claimant ID or any valid ID
· Authorization letter issued by the student/claim to his/her authorized representative.
SERVICE SCHEDULES:
Monday to Friday 8:00 am to 5:00 pm
For Graduate Program Saturday only 8:00am to 5:00pm
TOTAL PROCESSING TIME
10 minutes
PROCESS OF AVAILING THE SERVICE
2.3.1. Collection
STEPS INVOLVED | ACTIN OF THE OFFICE CASHIER | TRANSACTION TIME | RESPONSIBLE PERSON |
| In custody of accountable Form # 51 and issue to sub collectors | 2 mins | Marilou G. Agnote Nancy Atutubo |
Present order of payment and Cash. Get the O.R. | Receive Cash and Issue O.R,. for all payments made | 1 min | Marilou G. Agnote N. Atutubo |
| Cash count all cash received and cash remitted by sub collectors | 30 mins. | M. Agnote |
| Record collections and prepare Deposit Slip | 30 mins. | M. Agnote |
| Deposit collection to the depository banck | 2 hours | M. Agnote |
| Encode and organize the daily report of collections and deposits | 2 hours |
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| Prepare and submit report of Collections and Deposits | 2 days (done every EOM) | M. Agnote |
| Report Accountability for accountable forms to accounting and Auditor |
| M. Agnote |
2.3.2. Check Disbursements
STEPS INVOLVED | ACTION OF THE OFFICE CASHIER | TRANSCATION TIME | RESPONSIBLE PERSON |
| In custody of the checks for MDS-Fund 101, STF, Fiduciary and IGP |
| M. Agnote |
ICU forwards Vouchers/claims for pent | Received, Record, and Prepare check for Fund 101, STF, Fiduciary and IGP and process for signing | 2 mins | M. Agnote |
Claimant receives the Check | Prepares ACIC and process for signing and delivery | 30 mins. | M. Agnotge N. Atutubo |
| Prepare report of Check issued | 1 hr. | M. Agnote |
| Organize vouchers paid and submits to Accounting Unit | 1 day (done every EOM) | M. Agnote |
| Prepare report of accountability for accountable forms | 30 mins. | M. Agnote |
2.3.3. Cash Disbursements
Student/Client Action | Service Provider Action | Duration | Person In-Charged |
| Receives and Encash checks for all accounts | 30 mins | M. Agnote |
Faculty, Non Teaching Personnel, claimant present themselves in the cashier’s window. Receives cash. | Disburse cash to faculty, non-teaching personnel, contractual, casual, student assistants | 5 minutes | M. Agnote |
| Set up petty cash find, and paid to all petty cash payments | 1 min | M. Agnote |
| Prepares cash disbursement records | 1 hr. | M. Agnote |
| Organize and compiles report of cash disbursements and submit to the Accounting unit and auditor | 1 day | M. Agnote |
2.4. ACCOUNTING SERVICE
ABOUT THE SERVICE: The Accounting Office receives and process all types of claims for payment, records, post, prepare and render reports on all types of the college transactions.
CLIENT GROUPS:
· Graduate of Sorsogon State Colege
· Students who are presently enrolled at Sorsogon State College
· Students who dropped/stop their secondary education/college education at Sorsogon State College
· Faculty and Non-Teaching Personnel
· Suppliers, Creditors, Bidders
· Non-Government organizations, Local Government Unit, Government Owned and Controlled Corporation, National Government Agencies
· Public contracting business with the Sorsogon State College
REQUIREMENTS:
· Registration Forms from Students (when requesting for order of payments)
· Valid claims duly supported by documents per GAAM and COA regulations
SERVICE SCHEDULES:
Monday to Friday
8:00 am to 5:00pm
TOTAL PROCESSING TIME
Forty (40) minutes
FEES AND CHARGES:
None
PROCESS OF AVAILING THE SERVICE:
STEPS INVOLVED | ACTION OF THE ACCOUNTING OFFICE | TRANSACTION TIME | RESPONSIBLE PERSON |
Forward documents | Receiving: Communications, funding request, purchase request, Purchase Order, Disbursement Vouchers, registration Forms and settlement documents for cash advances | `1 mint to 2 mins per document | Concerned Personnel |
Proceed to the Cashier Office to get/receive payments | Process: a. Assigning/stamping the accounting number
b. funding of purchase request
c. Pre audit of vouchers
d. signing of vouchers
e. recording of student payments
f. issuance of examination permits and clearance to students |
2 mins
2 mins
10 mins
2 minutes
5 mins.
2 mins |
Mirafe Glormar Maritel Arcanghel
Rosalie Labitag
Mariietaa Garrido
Rosalie Labitag
Eppie Dualin, Henedina Dugan
Eppie Dualin Henedina Dugan |
| Preparation and submission of reports:
a. Paid Vouchers from cashiering Services |
| Marietta Garido Mirafe Glomar Maritel Arcnagel |
2.5 RECORDS SERVICES
ABOUT THE SERVICE: The Records undertake the receiving, releasing/ formawrding, securing and maintaning the record system of the college.
CLIENT GROUPS:
· Grduates of Sorsogon State College
· Students who are presently enrolled at Sorsogon State College
· Students who dropped/ stop their seconadary education/ college education at Srosogon State College
· Facuklty and Non-Teaching Personnel
· Suppliers, Creditors, Bidders
· Non- Governement Organization, Local Government Unit, Governemnt Owned & Controlled Corporations, National Governemnt Agencies
· Public contracting business with the Sorsogon State College
REQUIREMENTS:
Written Request
SERVICE SCHEDULES:
Monday to Friday
8:00 AM to 5:00 PM
TOTAL PROCESSING TIME
Ten (10) minutes
FEES AND CHARGES
None
PROCESS OF AVAILING THE SERVICE
2.5.1 Request for copies/ reproduction of documents
STEPS INVOLVED | ACTION OF THE RECORDS OFFICE | TRANSACTION TIME | RESPONSIBLE PERSON |
| In custody of SSC documents | 2 mins | Ms. Elsa Gredoña |
Submit the request | Records the request Reproduce copies |
| Ms. Elsa Gredoña |
Receive copy/ copies | Release the copies of documents requested Keep the original | 5 mins | Ms. Elsa Gredoña |
2.5.2 Receiving, Recording and Routing/ Releasing Communications and Records Disposition
STEPS INVOLVED | ACTION OF THE RECORDS OFFICE | TRANSACTION TIME | RESPONSIBLE PERSON |
| Receives communication | 2 mins | Ms. Elsa Gredoña |
| Records the documents/ communication receives
Reproduce copies |
| Ms. Elsa Gredoña |
Receive copy/ copies | Release the copies of documents to concerned personnel
Using the approved flow of the communication of SSC.
Classify, label and appraise documents. | 5 mins | Ms. Elsa Gredoña |
| Make a list of all disposable records |
| Ms. Elsa Gredoña |
| Provides safety, confidentiality and orderliness of records and documents. |
| Ms. Elsa Gredoña |
2.6 SUPPLIES SERVICES
ABOUT THE SERVICE: The supplies services undertake the receiving, releasing/ forwarding, securing and maintaining the supplies of the College.
CLIENT GROUPS:
· Graduates of Sorsogon State College
· Students who are presently enrolled at Sorsogon State College
· Faculty & Nopn-Tecahing Personnel
· Suppliers, Creditors, Bidders
· Non-Governement Organizations, Local Government Unit, Government Owned and Controlled Corporations, National Government Agencies
· Public contracting business with the Sorsogon State College
REQUIREMENTS:
Written request
Purchase Request
Purchase Order
Delivery Receipt
SERVICE SCHEDULES:
Monday to Friday
8:00 AM to 5:00 PM
TOTAL PROCESSING TIME
Ten (10) minutes
FEES AND CHARGES
None
PROCESS OF AVAILING THE SERVICE
2.6.1 Receiving the Suplies and other supply disposition.
STEPS INVOLVED | ACTION OF THE SUPPLY OFFICE | TRANSACTION TIME | RESPONSIBLE PERSON |
Present the Delivery Receipt and the Purchase Order and deliver the supplies | Receives the Supplies | 5 mins | Mr. Berdin
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| Inspect the Supplies Records the supplies received |
| Mr. Berdin
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Get a copy of the Delivery receipt duly acknowledged by the Supply Officer | Release the copies of documents to the supplier
Using the approved procurement process. Go on the process.
Classify, label and appraise the supplies
Update the inventory report | 5 mins | Mr. Berdin
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| Make a list of all supplies available |
| Mr. Berdin
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| Provide safety, and orderliness of supplies on stock. |
| Mr. Berdin
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2.6.2 Request for Supplies
STEPS INVOLVED | ACTION OF THE SUPPLY OFFICE | TRANSACTION TIME | RESPONSIBLE PERSON |
| In custody of SSC Supplies | 2 mins | Mr. Berdin
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Submit the request | Records the request
See the availability of the supplies | 3 mins | Mr. Berdin
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Receive the supplies | Release the supplies | 5 mins | Mr. Berdin
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2.7 HRM SERVICES
ABOUT THE SERVICE: The HRMO Office undertakes the hiring and appointment processes and other personnel action and disposition of personnel records.
Employment and opportunities in the College are open to all qualified men & women provided that they meet the minimum requirements of the position to be filled.
Job vacancies are posted at the Bulletin Boards of the College for the information of all employees as well as the perspective applicants. Applications for employment ashould be submitted to the Office of the President.
CLIENT GROUPS:
· Faculty and Non- Teaching Personnel
· Applicant for Employment
· Public
REQUIREMENTS:
· Application Letter
· Resume with latest passport size ID picture
· Photocopy of Certificate of Eligibility/ Eligibilities
· Photocopy of Transcript of Records
· Other supporting documents if any
SERVICE SCHEDULES:
Monday to Friday
8:00 AM to 5:00 PM
TOTAL PROCESSING TIME
2 hours for appointment process
40 minutes for request of records
FEES AND CHARGES:
None
PROCESS OF AVAILING THE SERVICE
2.7.1 Processing of Appointment
STEPS INVOLVED | ACTION OF THE HRMO OFFICE | TRANSACTION TIME | RESPONSIBLE PERSON |
| Publication of vacant posisiton | 2 mins | Ms. Estur
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1. Proceed to the SSC Bulletin Board and check for notice of job vacancies. You may inquire from the HRMO Office. | Answer queries on job vacancies | 5mins | Ms. Estur
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2. Submit application letter specifying the position applied for together with their requirements. Wait for the notice/ advice from the HRMO Office.l | Search applicants on file/ receive application letter and other requirements sumitted by the applicant to wait for further notice | 5 mins | Ms. Estur/ Or HRMO Office Aide |
| Short listing of applications documents submitted. |
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| Setting the PSB meeting |
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3. Submit yourself to a preliminary interview, during which your qualifications will be evaluated. At the end of the interview, you will be notified if you meet the qualification standards necessary for the position. If you are qualified, you will be notified of the schedule interview and assessment of the Personnel Selection Board (PSB) | Conducts Preliminary Interview and evaluates applicant’s qualification. If qualifies, advises applicant of the schedule of interview and assessment to be conducted by the PSB. | 1 hour | HRMO |
4. Proceed to the HRMO Office and provide the necessary information needed during the interview to be conducted by the PSB. You will receive a notice of your garnered average rating a few days after the PSB interview/ assessment. | PSB deliberation en banc. Conducts interview and assessement. | 20 mins. | PSB |
5. If you pass the PSB evaluation and are qualified for appointment, you will receive a letter informing you to report to the HRMO office and submit the complete reuqirements for appointment. Upon submission of the requirements, you will be notified of the date of hiring. | Secures requirements and informs applicant of the official date of appointment/ hiring.
Preparation of Appointment | 30 mins. | Ms. Estur |
| Confirmation of Board of Trustees |
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| Induction of New Appointee/s |
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| Announcement/ Posting of Notice of Appointment |
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Receive copy of Apointment | Furnishing Copy to Appointee/s |
| Ms. Estur |
Attend the Orientation | Orientation to Government Servce/ Accountabilities of Appointee/s |
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| Submission of RAI with the copy of appointment documents to Civil Service Commission |
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2.7.2 Requesting for Service Records, Employment Certificate and Accrued Leave Credits
STEPS INVOLVED | ACTION OF THE HRMO OFFICE | TRANSACTION TIME | RESPONSIBLE PERSON |
Submit request in writing | Prepares/ Encodes/ Updates Service Record, Employment Certificate and Accrued Leave Credits Certificate | 15 mins | Ms. Estur |
| Print copies, affix/ request the signature of the authorized signatories. Review the content of the documents. | 10 mins | Ms. Estur/ Officers |
Receive the documents requested | Release of Service Record, Employment Certificate and Accrued Leave Credits Certificate | 2 mins. | Ms. Estur |
2.7.2.1 Updating Leave Credits (A Requisite in the preparation of certificate of leave redits)
STEPS INVOLVED | ACTION OF THE HRMO OFFICE | TRANSACTION TIME | RESPONSIBLE PERSON |
Submit the DTR to immediate supervisor (done every end of the month) | Receive the DTR’s submitted duly signed and approved by the supervisor/ program chair | 5 mins | Ms. Estur |
| DTR’s counterchecked based on the employees attendance logbook. |
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| Post the Leave Credits earned, undertime and leave of absence. |
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| Leave Credits balance as of date, vacation and sick leave credits are computed/ updated and posted in the Employees Service Card |
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2.8.1 LIBRARY SERVICES
ABOUT THE SERVICE:
Provide students, faculty and personnel access to references and information services. Make available to the students records, books and informative materials which are consistent in conformity with recognized standards of cataloging and classification.
CLIENT GROUPS
· Students
· Faculty
· Non teaching personnel
· Public
· Stakeholder
REQUIREMENTS
Libary card/Valid ID
SERVICE SCHEDULES:
Monday – Saturday
No noon break
8:00 am – 5:00 pm
TOTAL PROCESSING TIME: 10 mins
FEES AND CHARGES: 1/hour (students)
50 per day (faculty)
PROCESS OF AVAILING THE SERVICE
Steps Involved | Action of the Librarian | Transaction Time | Responsble Person | Office/ Location |
1. Appliation of library card. | · Check the current registration form · Students apply for a libary card
| 5 mins | Librarian Library Staff | Sorsogon Campus Library |
2. Borrowing of books/other materials | · Presents the library card · Fill up the borrower’s slip and affix your printed name in your book card. · Attach book card and library card then give it to the librarian for proper issuance | 3 mins/ per student | Librarian Library Staff | Sorsogon Campus Library
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3. Returning of books/other materials. | · Return books/together with your borrower’s slip to the librarian of library staff. · Wait for the confirmation o the book returned through acknowledgement of your name by the Librarian/library staff. | 3 mins./ per student | Librarian Library Staff |
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4. Internet access ervice | · Validated library card | 30 mins/student 1 ½ hours in one semester | Librarian Library Staff | Sorsogon Capus Library |
2.9.1. MEDICAL SERVICES
ABOUT THE SERVICE:
Provide medical services to students, faculty and non-teaching personnel fo the colelge. To diagnose and treat illnesses among them.
CLIENT GROUPS:
· Students
· Faculty and Non-teaching Personnel
REQUIREMENTS:
Student ID
Faculty and Non-Teaching Personnel
SERVICE SCHEDULES:
Monday to Friday 8:00 am to 5:00 pm
TOTAL PROCESSING TIME
50 minutes
FEES AND CHARGES: NONE
PROCESS OF AVAILING THE SERVICE
STEPS INVOLVED | ACTION OF MEDICAL HEALTH OFFICE | TRANSACTION TIME | RESPONSIBLE PERSON |
1. Go to the SSC medical clinic; approach the PHN on duty, register in the dispensay log book and provide the necessary information during the interview. Upon recording your medical data, the PHN wioll refer you to the medical Officer. | Conduct interview, records patient’ nedical data, and refers patient to the Medical Ofice (If necesasry) | 15 minutes | Public Health Nurse/Ms . Gonzales |
2. Proceed to the Office of the Medical Officer to udnergo examination. You will be given medical advice, and in cases, requiring medication a prescription will be issued. If your case requires hospitalization, the MDO will refer you to the hospital of choice. | Conduct physical exaination, give medial adice, doctor’s prescription and referrals. | 20 minutes | Medica Officer |
3. If you have been issued a medical prescription, approach the assigned PHN for the issuance of medicine. | If prescribed medicines are available, the PHN will issue the medicine. | 10 minutes | PHN |
4. Sign the acknowledgement receipit form | PHN instruct the patient to sign the acknowledgement receipt form | 3 minutes | PHN |
2.10.1 DENTAL SERVICES
ABOUT THE SERVICE:
Provide dental services to students, faculty and non-teancing personnel of the college. To ensure proper and adquate oral hygiene.
CLIENT GROUPS:
· Students
· Faculty and Non-Teaching Personnel
REQUIREMENTS:
Student ID
Faculty and Non-Teaching Personnel
SERVICE SCHEDULES:
Monday to Friday 8:00 am to 5:00 pm
TOTAL PROCESSING TIME
50 minutes
FEES AND CHARGES: NONE
PROCESS OF AVAILING THE SERVICE
STEPES INVOLVED | ACTION OF DENTAL OFFICER | TRANSACTION TIME | RESPONSIBLE PERSON |
1. Go to the SSC Clinic and register your name in the logbook. As an initial procedure, your blood pressure will be taken and recorded. You will be given a call nubmer. Wait for your number to be called. | Register’s client and records clients blood pressure | 15 minutes | Public Health Nurse |
2. Proceed to the Dental laboratory to undergo tooth examinatin, tooth extraction (if needed), and/or post-examination extraction. | Performs tooth examination and/or extraction and gives dental care instruction, and issues prescriptiions if needed | 30 minutes | Dental Officer |
3. If you have been issued a medical prescription, approach the assigned PHN for the issuance of medicine | If prescribed medicines are available, the PHN will issue the medicine. | 10 minutes | PHN |
4. Sign the acknowledgement receipt form. | PHN instruct the patient to sign the acknowledgement receipt form. | 3 minutes | PHN |
2.11.1. EXTENSION SERVICES – Providing Technical Assistance
ABOUT THE SERVICE:
The office of the extension Services provided provision for technical assistance on crop and animal production, inland and oastal aquaculture and marine culture. This technical assistance is provided to clients to help them increase their productivity.
CLIENT GROUPS:
· Farmers
· Fisherfold/fishfarmer
· Othrs
REQUIREMENTS: None
SERVICE SCHEDULES:
Monday to Friday 8:00 am to 5:00 pm
TOTAL PROCESSING TIME
1 hour
FEES AND CHARGES: NONE
PROCESS OF AVAILING THE SERVICE
STEPS INVOLVED | ACTION OF DIRECTOR OF EXTENSION | TRANSACTION TIME | RESPONSIBLE PERSON |
1. Approach the Director for Extension at SSC to request the appropriate technical assistance. | Briefs clients on the service and its requirements | 15 minutes | Dr. Fe Mendoza |
2. Submit to interview and proide information if requirested by the Director for Extension | Interview Client | 30 minutes | -do- |
3. Provide a sketch of the location of your farm/house and take note of the schedule farm visit | Schedule farm visit. Assign representative who has the particular expertise.
Prepare the documents for extension services to be provided. | 15 minutes | -do- |
4. Assist the Director for Extension/representative during the onsite visit. Take note of the advice. | Evaluats Client’s needs and provides the appropriate technial assitant. Have proper documentation. | 3 mintues | -do- |
2.11.2 EXTENSION SERVICES – Conducts Seminar
ABOUT THE SERVICE:
The office of the Extension Serices conducts Seminars on Organizing & Capability building of Farmers/ Fisherfolks, Women and Youth in connection with the GAD Program of the Goveernment and other Environmental activities.
CLIENT GROUPS:
· Farmers
· Fisherfolk/farmer
· Women, Youth, etc.
· Religious Group
· Public
REQUIREMENTS: Letter of Request addressed to the President of the College through the Office of the Director for Extension.
SERVICE SCHEDULES:
Monday to Friday 8:00 AM to 5:00 PM
TOTAL PROCESSING TIME
1 hour
FEES AND CHARGES:
None
PROCESS OF AVAILING THE SERVICE
STEPS INVOLVED | ACTION OF DIRECTOR OF EXTENSION | TRANSACTION TIME | RESPONSIBLE PERSON |
1. Submit letter request to the Office of the Director for Extension | Sets the schedule for an on-site validation to confirm the request and notifies the client. | 15 minutes | Dr. Fe Mendoza |
2. Extend the necessary cooperation during the validation/confirmation | Conduct visit. Upon validation sets schedule for the Orientation of members | 30 minutes | -do- |
3. Attend the Orientation and ensure the attendance of all prospective members of the group. | Conduct Orientation. At the en d of the Orientation, assists in the formal organization of the group.
Prepare the documents for extension services to be provided (MOA of agreement if necessary) | 30 minutes | -do- |
4. Set the schedule for the activities. | Assists in scheduling of the requested activities | 3 minutes | -do- |
| Conduct the services are requested.
Document such activities |
| -do- |
2.12.1. RESEARCH SERVICES – Interface activities with extension and production for the utilization of completed researches
ABOUT THE SERVICE:
The office of the Research Services provides provision for technical assistance on crop and animal production, inland and coastal aquaculture and marine culture by using the result of completed researches.
CLIENT GROUPS:
· Farmers
· Fisherfolk/fishfarmer
· Public
REQUIREMENTS: None
SERVICE SCHEDULES:
Monday to Friday 8:00 am to 5:00 pm
TOTAL PROCESSING TIME
1 hour
FEES AND CHARGES: NONE
PROCESS OF AVAILING THE SERVICE
STEPS INVOLVED | Action of director of research | TRANSACTION TIME | RESPONSIBLE PERSON |
1. Approach the Director for Research at SSC to request the appropriate technical assistance. | Briefs clients on the service and its requirements | 15 minutes | Dr. Placer |
2. Submit to interview and provide information if requested by the Director for Research | Interview Client | 30 minutes | -do- |
3. Provide a sketch of the location of your farm/house and take note of the schedule farm visit. | Schedule farm visit. Assign representative who has the particular expertise. | 15 minutes | -do- |
4. Assist the Director for Research/extension/or representative during the onsite visit. Take Note of the advice. | Evaluates Client’s needs and provides the appropriate technical assistant. Have proper documentation. | 3 minutes | -do |
PLEDGE OF COMMITMENT
WE, THE SORSOGON STATE COLLEGE OFFICIALS AND EMPLOYEES, IN THE SPIRIT OF GENUINE PUBLIC SERVICE, COMMIT TO BE OF SERVICE TO OUR CLIENTS BY CHARRYING OUT OUR SWORN DUTIES AS CIVIL SERVANTS TO THE BEST OF OUR CAPABILITIES, GUIDED BY OUR MISSION TO BE A PREMIER INSTITUION OF HIGHE RLEARNING IN SORSOGON AND BEYOND, WE PLEDGE TO DELIVER THE FOLLOWING SERVICES:
SERVICE | RESPONSIBLE TIME | OFFICE RESPONSIBLE |
In General: To provide quality and relevant instruction, conduct and promote scientific and technical studies and extend appropriate knowledge, skills and technologies to the students. | 8 hours per day. Year Round
| SSC Administration, Dean/Campus Directors, Faculty and non teaching personnel |
1. Admission Services – to administer and evaluate incoming students | 1 hour and 30 minutes | Admission Office |
2. Registrar Office Services – to enroll and release student records | 1 hour and 15 minutes for enrolment 52 minutes-student records | Registrar’s Office |
3. Cashiering Services – to collect school fees, disburse all types of payments. | 30 minutes | Cashier’s Office |
4. Accounting Services – to account and record financial transaction of the college and render reports | 40 minutes | Accounting Office |
5. Records Services – Records, Release Documents, and safekeeping of records. | 10 minutes | Records Office |
6. Supply Services – receive and release supplies and materials for the use of the college. | 10 minutes | Supply Office |
7. Human Resource Management Services | 2 hrs for apt. process
40 minutes for request of records | HRMO Office |
8. Library Services – provide books and reading materials to students, faculty and non-teaching personnel. | 10 minutes | Librarian |
9. Medical Services =- Provide medical services to students, faculty and non-teaching personnel of the college. To diagnose and treat illnesses. | 50 minutes | Medical Office |
10. Dental Services – Provide dental services to students, faculty and non-teaching personnel of the college. To ensure proper and adequate oral hygiene. | 50 minutes | Dental Office |
11. Extension Services – provide provision for technical assistance on crop and animal production, inland and coastal aquaculture and marine culture. Conduct Seminars on Organizing and Capability building of Farmers/Fisherfolks, Women and Youth in connection with the GAD Program of the Government and other Environmental Activities. | 1 hour | Office of the Director for Extension Services |
12. Research – provide interface activities with extension and production for the utilization of completed researches. | 1 hour | Office of the Director for Research |
REDRESS AND FEEDBACK MECHANISM
The Sorsogon State College recognizes the need to serve clients courteously and efficiently from the moment they come for assistance until such time when they secured the services they need. More so, it is encouraged that provision of such services be completed at the earliest time possible with the least burden on the part of the clients.
If the applicant or client for any reason during the course of securing a particular services may feel the she/ he has not been served as expected, the following actions are encouraged:
A. Report the unfriendly service and provide particulars of the complaint to the Head of Office. The head of Office will then call the attention of the concerned employee.
B. Report to the President of the College the service (s) you find objectionable.
C. Fill out the Customer Feedback Form, which may be obtained from the security post or the Officer of the day post. Drop the accomplished CFF in designated suggestion boxes within the College premises.
A and B maybe done personally/ verbally, through a formal letter, telephone call or through e-mail.
· If you choose to write a formal letter complaint, you may send youe letter to:
The President
Sorsogon State College
Magsaysay St., Sorsogon City
· If you choose to air your complaint through telephone call, please refer to the telephone numbers provided in the SSC Officials Directory (see Annex A) and look for the office and / or official concerned;
· If you choose to send your complaint through electronic mail, you may send to sorsogonstatecollege.edu.ph.com
Comments and suggestions aimed at improving policies, programs and services are also welcome.
Should you decide to provide personal information such as your name, address, email address, or telephone number, expect a response from the concerned office/s informing you of the actions taken to resolve the issue/s raised within 48hours upon receipt of your comments, or suggestions.
NAME POSITION SIGNATURE
Dr. Modesto D. Detera SUC President
Dr. Albert Naperi VP for Administration
Dr. Ritzelda A. Deri VP Academic Affairs
Dr. Nilda G. Cielo Chief Admin. Officer
Dr. Fe D. Felonia Dean – School of Grad. Studies
Dr. Helen R. Lara Director – Sorsogon Campus
Mr. Oscar Cariñola Director – Bulan Campus
Engr. Oscar Peter Pascual Director – Castilla Campus
Mr. Augusto Calabines Director – Magallanes Campus
Dr. Virginia Atutubo Director – Admission OIC
Dr. Vivien L Chua Director – Extension
Dr. Magdalena Ocbian Director – Research
Mr.. Erwin Estremera Director – Student Services
Dr. Jenet Fuentes Director – Quality Assurance
Dr. Tarcela F. Carranza Director – Branding and Communication
Engr. Martiniano B. Atun Jr. Director – Physical Plant and Facilities
Mr. Sergio Deyto Director – Production
Engr. Rufo Durian Director – Sports and Culture
Mr. Roberto V. Guides Director – ICT
Mr. Windy F. Ferreras Director – Planning
Mrs. Rosalie D. Labitag Director – Finance
Ms. Maria Lourdes G. Barrozo Registrar
Mrs. Marilou g. Agnote Cashier
Mrs. Elsa D. Gredoña Records Officer
Mr. Wilfredo D. Berdin Supply Officer
Mrs. Ma. Sylisa J. Estur HRMO
Dr. Medin J. Nicolas Dental officer
Dr. Dealca Medical Officer
Mrs. Erly Perez College Librarian
