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A A Compilation Compilation of of the the Aklan Aklan State State University University Code, Code, Operation Operation Manual

Manual and and Policies Policies

Contents
Page Chapter 1 General Provisions Article 1 Title 2 Nature 3 The Charter 4 Essence of the University Existence 5 Policies 6 Powers The Governing Board Article 7 Composition and Manner of Appointment 8 Powers and Duties 9 Term of Office 10 Meetings 11 Committees 12 Filing of Report The University Academic Council Article 13 Composition 14 Powers 15 Presiding Officers 16 Meetings 17 Amendments 18 Committees The Administrative Council Article 19 Composition 20 Duties 21 Meetings 22 Committees Officers of Administration 23 University Officers 24 The Administration 25 Qualifications of the University President 26 Powers and Duties of the University President 27 The Vice President for Administration 28 29 30 31
The ASU Code 6 6 6 6 6 6 7 7 7 8 11 11 11 11 12 12 12 12 13 13 13 14 14 14 14 14 15 15 15 15 15 17 18 19 19 20

Chapter 2

Chapter 3

Chapter 4

Chapter 5 Article

Duties of the Vice President for Administration The Vice President for Academic Affairs Duties of the Vice President for Academic Affairs The Vice President for Research and Extension

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32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 Chapter 6

Duties of the Vice President for Research and Extension The Vice President for Resource Generation Duties of the Vice President for Resource Generation The University/Board Secretary The Executive Director The Deans The Director of Research and Development The Director of Extension and Community Services The Director of Training Services The Director of Information and Communication Technology Services The Director of Student Affairs The Director of Admission and Registrarship The Director of Curriculum and Instruction The Director of Library The Director of National Service Training Program The Director of Administrative Services The Director of Finance Services The Director of Physical Plant Development Services The Director of Monitoring and Evaluation The Director of Alumni and Public Relations The Executive Assistant The University Legal Counsel

21 22 22 23 24 26 26 28 29

29 31 31 32 33 34 34 35 36 37 38 38 40

The University Personnel Article 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 Composition Conditions and Employment Qualifications Hiring Promotion Appointment Change of Status Compensation Protest Academic Freedom of Teachers Tenure Resignation and Transfer Fellowship Awards Sabbatical Assignment Work Load Related Matters for Academic and Non-Academic Staff Open Provisions
40 40 41 41 42 45 45 46 46 47 48 48 48 49 50 51 51

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A A Compilation Compilation of of the the Aklan Aklan State State University University Code, Code, Operation Operation Manual Manual and and Policies Policies

Chapter 7

Administrative Staff Article 71 72 73 Appointments Faculty Directory Compensation

52 52 52 52

Chapter 8

Working Hours Article 74 75 76 General Provisions Service Reports Consultation Hours

53 53 53 54 54 54 55 56 56 56 57 57 57 57 58 58 58

Chapter 9 Article

Leave Benefits 77 78 79 80 81 82 83 84 85 86 87 88 General Provisions Vacation Leave Sick Leave Maternity Leave Paternity Leave Study Leave Rehabilitation Leave Special Leave Privileges Parental Leave Leave Without Pay and Unexplained Absences Special Detail Suspension and Removal

Chapter 10 Article

Privileges 89 90 91 92 Study Privileges Insurance and Retirement Merit and Awards Organizations and Associations

59 59 59 59 60

Chapter 11 Article

Administrative Matters 93 94 95 96 97 98 99 100 101 Flow of Communications Supervision of Buildings and Grounds Use of Building and Grounds Custodianship of Buildings and Facilities Property Responsibility Use and Operation of Motor Vehicles Solicitations Sale and Disposal of University Property Purchasing and Requisitions

60 60 60 60 61 61 61 61 61 61

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102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118

Procurement Bidding Negotiated Purchase Emergency Purchase University Budget Records Management Records Maintenance Records Classification and Filing Records Disposition Reference Service Medical Services Dental Services Financial Management Budget Implementation Internal Accounting Control and Disbursement Accounting and Auditing Donations and Endowments

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The ASU Code

A Compilation of the Aklan State University Code, Operation Manual and Policies

The ASU Code

A A Compilation Compilation of of the the Aklan Aklan State State University University Code, Code, Operation Operation Manual Manual and and Policies Policies

The Aklan State University Code

Title One provides information about the governance and administration of the Aklan State University in terms of its mission and purposes, the people who work therein, and their respective rights and duties necessary for the realization of the goals and objectives of the University. Article 1. Article 2. Title. This Manual shall be known as The Aklan State University Code otherwise known as the ASU Administrative Code. Nature. The Aklan State University or ASU, with main address at Banga, Aklan, Republic of the Philippines, is a public, non-sectarian, non-profit institution of tertiary and higher learning principally supported by state funds. The Charter. The Aklan State College of Agriculture was established thru RA 7371 and on April 4, 2001, was converted into the Aklan State University by virtue of RA 9055. Likewise, RA 8292 is one bases of the governance of ASU. Essence of the University Existence The Aklan State University shall primarily provide advanced instruction and professional training in agriculture, science and technology, education and other related fields, undertake research and extension services and provide progressive leadership in these areas: Provided, that the University shall insure that it retains its original mandate as a primarily agricultural institution (Sec 2, RA 9055). The University shall offer undergraduate, graduate and short-term technical courses within its areas of specialization, especially agriculture, and in accordance to its capabilities, as the Board of Regents may deem necessary to carry out its objectives, particularly in order to meet the needs of the province and the region: Provided, that in case of graduate courses, the University shall strengthen the masters and doctorate programs in agricultural courses (Sec 3, RA 9055). Academic Freedom. The University shall enjoy academic freedom. Institutional academic freedom is the freedom of the University from intervention and control in the conduct of its affairs. Individual academic freedom is the right of the faculty and the student to conduct academic and scholarly inquiry and to publish the results without prior restraint or subsequent punishment. Responsibility. The University is responsible for carrying out the basic principles laid down by the Constitution of the Republic of the Philippines and to relate its activities and offerings to the needs of the region and the nation.
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Article 3.

Article 4.

Section 1.

Section 2.

Article 5.

Policies. The operations of the University are guided by the following policies:

Section 1.

Section 2.

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Section 3.

Academic Standards. The University shall achieve and maintain high academic standards of instruction, research, extension and production. Administrative and auxiliary activities shall be supportive of these functions. Autonomy. The heads of the various campuses, colleges and units shall exercise autonomy in the conduct of their internal affairs in consonance with their functions subject to certain limitations as may be provided by law and the Aklan State University rules and regulations.

Section 4.

Article 6.

Powers. In addition to those provided in the Constitution of the Republic of the Philippines, the powers of the University shall be those set forth in its Charter (RA 9055), those granted to corporations under the Corporation Law and such other powers as may hereafter be provided by law. The administration of the Aklan State University and the exercise of its powers shall be vested exclusively in the Board of Regents.

Article 7.

Composition and Manner of Appointment Composition. The governing body of the Aklan State University shall be the Board of Regents, herein after referred to as the Board, which shall be composed of the following (Sec 5, RA 9055):

Section 1.

a. The Chairperson of the Commission on Higher Education (CHED), Chairperson; b. The President of the University, Vice Chairperson; c. The Chairperson of the Committee on Education, Arts and Culture of the Senate, member; d. The Chairperson of the Committee on Higher and Technical Education of the House of Representatives, member; e. The Regional Director of the National Economic and Development Authority (NEDA), member; f. The Regional Director of the Department of Agriculture, member, g. The President of the Faculty Federation of the University, member, h. The President of the Student Federation of the University, member, i. j. The President of the Alumni Federation of the University, member; and Two (2) prominent citizens who have distinguished themselves in their professions or fields of specialization of the University, chosen from among a list of at least five (5) qualified persons in the Province of Aklan as recommended by the search committee constituted by the University president, in consultation with the Chairperson of the CHED, based on the normal standards and qualifications of the position, members.

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Section 2.

Manner of Appointment. The Governing Board Chair, Vice Chair and the Members coming from the government have the right to sit as Chair, ViceChair and as Members thereof ipso facto upon their assumption into office (Sec 8, RA 8292 IRR). The Board shall promulgate and implement policies in accordance with the declared state policies on education and other pertinent provisions of the Constitution on education, agriculture, science and technology, as well as the policies, standards and thrusts of the CHED under Republic Act No. 7722 (Sec 6, RA 9055). The Board of Regents shall have the following specific powers and duties in addition to its general powers of administration and the exercise of all the powers granted to the board of directors of a corporation under section 36 of Batas Pambansa Blg. 68, otherwise known as the Corporation Code of the Philippines:

Article 8.

Powers and Duties

Section 1.

Section 2.

a. to enact rules and regulations, not contrary to law, as may be necessary to carry out the purposes and functions of the University; b. to receive and appropriate all sums as may be provided, for the support of the University in the manner it may determine, in its discretion, to carry out the purposes and functions of the University; 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 and subject to limitations, directions and instructions of the donor, if any. Such donations shall be exempted from all taxes and shall be considered as deductible items from the income tax of the donor; d. to fix the tuition fees and other necessary school fees and charges, such as, but not limited to, matriculation fees, graduation fees and laboratory fees, as it may deem proper and reasonable to impose after due consultations with the involved sectors. Such fees and charges, including government subsidies and other income generated by the University, shall constitute special trust funds and shall be deposited in any authorized government depository bank, and all interests that shall accrue there from shall form part of the same funds for the use of the University. Any provision of existing laws, rules and regulations to the contrary notwithstanding, any income generated by the University from tuition fees and other charges, as well as from the operation of auxiliary services and land grants, shall be retained by the University, and may be disbursed by the Board for instruction, research, extension, or other programs/projects of the
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A A Compilation Compilation of of the the Aklan Aklan State State University University Code, Code, Operation Operation Manual Manual and and Policies Policies

University: 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 shall not be able to pursue any project for which funds have been appropriated and allocated under its approved program of expenditures, the Board 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; e. to adopt and implement a socialized scheme of tuition and school fees for greater access to poor but deserving students; f. to authorize the construction or repair of its buildings, machineries, equipment and other facilities and the purchase and acquisition of real and personal properties, including necessary supplies, materials and equipment; g. to appoint, upon recommendation of the president of the University, vice presidents, deans, directors and heads of departments, faculty members and other officials and employees of the University; h. to fix and adjust salaries of faculty members and administrative officials and employees subject to the provisions of the Revised Compensation and Position 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 regulations as it may promulgate, any provision of existing law to the contrary notwithstanding; and to remove them, for cause in accordance with the requirements of due process of law; i. j. to approve the curricula, institutional programs and rules of discipline drawn by the administrative and academic councils as herein provided; to set policies on admission and graduation of students; contribution in the field of agriculture or any field of specialization within the academic competence of the University; and to authorize the award of certificate of completion for non-degree and non-traditional courses; l. to establish and absorb tertiary institutions within the province of Aklan as branches, centers, stations, etc., in coordination with the CHED and in consultation with the Department of Budget and Management (DBM), and to offer therein programs or courses to promote and carry out equal access to educational opportunities mandated by the Constitution; m. to establish research and extension centers of the University which promote the development of the University;
The ASU Code

k. to award honorary degrees upon persons in recognition of outstanding

A A Compilation Compilation of of the the Aklan Aklan State State University University Code, Code, Operation Operation Manual Manual and and Policies Policies

n. to establish chairs in the University 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 as it may deem appropriate so as to expedite the administration of the affairs of the University; p. to authorize an external management audit of the institution, to be financed by CHED, and to institute reforms, including academic and structural changes, on the basis of audit results and recommendations; q. to collaborate with other governing boards of state universities and colleges within the Province of Aklan or Region VI, where it may be feasible, under the supervision of the CHED in consultation with the DBM, the restructuring of said colleges and universities to 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, the proceeds from which shall be used for the development and strengthening of the same; 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 the University; 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 decisionmaking and transparency within the University; w. to privatize, where most advantageous to the University, management of non-academic services such as health, food, building, grounds or property maintenance and such other similar activities; and x. to extend the term of the president of the University beyond the age of retirement but not later than the age of seventy (70), whose performance has been unanimously rated as outstanding and upon unanimous recommendation of the search committee.

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Article 9.

Term of Office. The presidents of the faculty, alumni and student federations shall be coterminous with their respective terms of office in such capacities in accordance with their respective Constitution and By-Laws. IRR). The prominent citizens shall serve for a term of two (2) years (Sec 3, RA 9055 & Sec 12, RA8292

Article 10.

Meetings. The Board of Regents shall regularly convene at least once every quarter. However, the Chairman of the Board may, upon three (3) days prior written notice, call a special meeting whenever necessary (sec 8, RA 9055).

Section 1.

A quorum of the Board of Regents shall consist of majority of all members holding office at the time of the meeting. Provided, however, that the Chairperson of the CHED or the president of the University is among those present in the meeting (Sec 8, RA 9055).

Section 2.

In the absence of the Chairperson of the CHED, a commissioner of the CHED, duly designated by him, shall represent him in the meetings with all the rights and responsibilities of a regular member. vice Chairperson shall be the presiding officer (Sec 8, RA 9055). Provided, however, that in the said meeting, the president of the University as the

Section 3.

The members of the Board shall not receive any salary but they shall be entitled to reimbursements for actual and necessary expenses incurred, either in their attendance to meetings of the Board or in connection with other official business authorized by resolution of the Board, subject to pertinent existing laws and regulations (Sec 8, RA 9055).

Article 11.

Committees The Board of Regents shall create committees as it may deem necessary for the proper performance of its functions. The president of the University shall be a member of all committees created by the Board of Regents. On or before the fifteenth (15th) day of the second month

Section 1. Section 2. Article 12.

Filing of Report.

after the opening of regular classes each year, the President of the University shall file with the Office of the President of the Republic of the Philippines through the Chairperson of the CHED, the Senate and House of Representatives a detailed report on the progress, conditions, and needs of the University.

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Article 13. Section 1.

Composition There shall be an Academic Council with the President of the University as Chairperson and all members of the instructional staff, with the rank of not lower than Assistant Professor, as members (Sec 11, RA 9055).

Section 2.

The University Secretary shall act as the secretary of the Academic Council. It shall be his/her duty to issue notices and agenda of meetings of the Council, keep minutes of its proceedings, and furnish a copy of the minutes to each member of the Council.

Article 14. Section 1.

Powers The Academic Council shall have the following powers: a. b. c. d. e. f. g. to prescribe curricular offerings in the University subject to the approval of the Board of Regents; to fix the requirements for admission to the University, subject to the approval of the Board of Regents; to fix the requirements for graduation and to confer degrees, subject to the review and approval of the Board of Regents; to recommend students or others to be recipients of degrees, honors, and awards; to formulate academic policies, subject to the review and approval of the Board of Regents; to prescribe the rules and regulations of discipline, subject to the review and approval of the Board of Regents; to exercise disciplinary power over students through the President of the University upon the recommendation of the Committee on Discipline; h. i. to express the view of the faculty on matters of general concern; and to perform such other functions as may be delegated by the Board of Regents or by the President of the University.

Article 15.

Presiding Officer The president of the University shall be the presiding officer of the Academic Council. In his/her absence, the Vice-President for Academic Affairs shall preside, or in the absence of both, the Council shall elect a presiding officer from among themselves after the Secretary of the

Section 1.

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Council shall have convened the members in a meeting. Article 16. Meetings The Academic Council shall meet once a semester. Special meetings may be called by the President of the University or upon the special request of at least one-fifth of the members of the Council. Section 2. Section 3. Attendance to all its meeting is required from every member of the Academic Council. An absence by any member must be explained satisfactorily in writing within 72 hours after the meeting excluding non-working days to the Secretary of the Council through the Deans or Academic Heads concerned. Section 4. A member who fails to attend the meeting of the Academic Council without acceptable satisfactory reasons should file the necessary papers for leave of absence for the day of the meeting. The following are satisfactory reasons for absences: a. official leave/travel; b. accident or illness of faculty and or immediate members of the family preferably substantiated by appropriate certificates issued by legitimate issuing officers. Section 5. Section 6. Section 7. Article 17. Notice of meetings shall be disseminated at least 48 hours before the scheduled date and time. Proposals to be discussed in the meetings shall be disseminated to the members of the Council at least 48 hours before the meeting.

Section 1.

A simple majority shall determine the quorum of the Academic Council.

Amendments. Amendment, if any, to matters already approved by the Academic Council shall be subjected for approval by three-fourths (3/4) votes of the members present in a quorum.

Section 1.

Section 2. Section 3.

The Council members shall be furnished with copies of any proposed amendment at least 48 hours before the meeting. Amendments referred amendment. back by the Board of Regents for review or modification shall be acted upon as part of new business and not as an

Article 18.

Committees The Academic Council may create such committees as it may deem necessary.

Section 1.

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Article 19.

Composition There shall be an Administrative Council consisting of the President of the University as Chairperson, the Vice-Presidents, the University Secretary, Deans, Directors and other officials of equal rank as members (Sec 10, RA 9055). The University Secretary shall be the secretary of the Administrative Council who shall disseminate the notice and agenda of meetings. The Administrative Council shall review and recommend to the Board of Regents policies governing the administration, management and development planning of the University for appropriate action (Sec 10, RA 9055). The specific duties of the Administrative Council are as follows: a. b. to serve as an advisory body to the President of the University on official matters; to serve as a coordinating committee for the various committees of the University for more effective performance of functions and attainment of ends; to decide on disciplinary cases in accordance with the rules of discipline promulgated by the Academic Council and the existing Civil Service rules and regulations; to act as a committee on all matters not covered by other committees of the University; and to formulate administrative policies, subject to the review and approval of the Board of Regents.

Section 1.

Section 2. Article 20. Duties

Section 1.

Section 2.

c.

d. e. Article 21. Meetings

Section 1.

A meeting of the Administrative Council shall be called by the President of the University, or the Officer-in-charge, or upon the request of the majority of all the members of the Council. The quorum shall be a simple majority of all the members of the Council. The Administrative Council may create such committees as it may deem necessary.

Section 2. Article 22. Section 1.

Committees

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Article 23.

University Officers The Officers of Administration of the University shall be the President, Vice Presidents, Board/University Secretary, Executive Directors, Deans, Directors and other Administrative Heads. The University shall be headed by a President who shall render full-time service. He/she shall be appointed by the Board of Regents upon the recommendation of a duly constituted search committee. He/she shall hold office for a term of four (4) years, extendible only for another four (4) years (Sec 9, RA 9055). The President of the University shall be assisted by the Vice President for Administration, Vice President for Academic Affairs, Vice President for Research and Extension and Vice President for Resource Generation who shall be appointed/designated by the Board of Regents upon the formers recommendation. In case of vacancy in the office of the President by reason of death, compulsory retirement, resignation, removal for cause or incapacity of the President to perform the functions of his/her office, the Board of Regents shall have the authority to designate an officer-in-charge pending the appointment of a new president . In case of vacancy in the office of the President of the University as mentioned in Section 3, his/her successor shall hold office for the unexpired term. If the successor shall serve for a period of more than two (2) years, then such shall be considered as one full term for the successor . Should the term of office of the President of the University expire before he reaches retirement age, he/she shall be given the professorial rank based on his/her NBC 461 print-out.

Section 1.

Article 24.

The Administration

Section 1.

Section 2.

Section 3.

Section 4.

Section 5.

Article 25.

Qualifications of the University President The President of the University shall be holder of any doctorate degree or its equivalent. He/she shall have at least five (5) years of very satisfactory administrative and supervisory performance and experience in an institution of higher learning. The powers and duties of the President of the University in addition to those specifically provided in RA 9055, shall be those usually pertaining to the Office of the President of a similar university and those delegated by the Board of Regents. The specific powers and duties of the President of the University are as follows:
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Section 1.

Article 26.

Powers and Duties of the University President

Section 1.

Section 2.
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a. carries out the general policies laid down by the Board and shall have the power to act within the limits of the said policies. He/she shall have the powers to exclusively direct and assign the details of executive action; b. determines the agenda of all meetings of the Board, Academic Council, and Administrative Council. Provided, however, that any member of the Board or of the Council is entitled to have any pertinent matter included in the agenda upon written request; c. recommends for appointment/designation to the Board, qualified persons to fill vacancies and new positions under the terms and conditions laid down by the Board and the Civil Service Commission; d. holds general responsibility for the maintenance of high academic standards and the enforcement of discipline in the University; e. presides at commencement and other public exercises of the University and confer such degrees and honors as granted by the Board. All diplomas and certificates issued by the University at the regular commencement exercises shall be signed by him/ her, Dean, Board and University Secretary and University Registrar; f. acts as the official link between the academic and nonacademic staff and students of the University on one hand and the Board on the other;

g. exercises such powers and functions as delegated to him/her or as authorized by the Board. The President shall inform the Board of any action taken by him/her in accordance with his/her power and duty; h. approves request for change of the leave status of any member of the academic staff from teachers leave to cumulative leave or vice-versa subject to policies approved by the Board; i. holds the members of the academic and non-academic staff to the full discharge of their duties, and if the exigency of the service demands, shall, after consultation with the Vice President, Directors, Deans or Units Head concerned, initiate the necessary proceedings for separation from the service of any of them; submits an annual report to the Board on the performance of the University in the preceding fiscal year and the needs of the next year not later than ninety (90) days after the end of the academic year;

j.

k. prepares and present to the Board the annual budget of the University;
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l.

reviews, modifies or disapproves any action or resolution of any body in the University if, in his judgment, the larger interest of the University so requires. Should such power be exercised, he/ she shall communicate his/her decision in writing to the body concerned, stating therein the reasons for the action; thereafter, he/she shall inform the Board which body may subsequently take any action deemed appropriate in connection therewith;

m. receives all notices for the Board, endorses the same for inclusion in the immediately following Board meeting; n. delegates presidential functions to any officer or officers or office in accordance with the rules prescribed by the Board; o. supervises all academic, business and financial operations of the University; p. signs in behalf of the University all contracts, deeds and other instruments necessary for the proper conduct of the University; however, in regularly recurring undertakings and transactions where action is virtually ministerial, the conditions and terms therefore having been fixed by the University budget, and by existing regulations and general laws, the President may direct in writing, officers to sign such documents, subject to safeguards that the President may impose; and q. reorganizes the University subject to the provisions of its Charter and other applicable laws. That is, he/she has the power to create and abolish new colleges, offices, units or reorganize them; and transfer offices or units with due respect to security of tenure of all employees in accordance with existing laws and Civil Services Rules and Regulations, subject to the approval of the Board; r. designates a Vice President and /or a ranking officer to act as Officer-In-Charge who shall carry out routine management of the University in his/her name and in accordance to his/her instructions and the policies of the Board in case of his brief absence or official travel;

s. invites from time to time, scholars of eminence, and other persons who have achieved distinction in some learned profession or career, to deliver a lecture or a series, thereof. t. recommends to the Board fixed and revised rates of honoraria or allowances for personnel appointed to basic positions on additional or special assignments, unless otherwise provided by existing laws.

Article 27.

The Vice President for Administration The Vice President for Administration shall be appointed/ designated by the Board of Regents upon the recommendation of the President of the University. He/she shall be a holder of at least a
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Section 1.

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masters degree in a related field and shall have at least a very satisfactory administrative and supervisory performance and experience of at least five (5) years in an institution of higher learning preferably from ASU. Section 2. The Vice President for Administration shall be directly responsible to the President of the University. He/she shall have a term of two (2) years without prejudice to redesignation/reappointment for another two (2) years or until he/she reaches retirement which comes first. However, the designation/appointment could be withdrawn anytime for cause. He/she shall coordinate with the President of the University and the other Vice President on matters related to the operation of the University. He/she shall have supervision over all offices and support services under him as reflected in the organizational structure of the University. Other specific duties of the Vice President for Administration are as follows: a. serves as deputy of the ASU President and performs functions that the later or the Board of Regents may assign to him/her; b. assists the ASU President in the administration of the university and sourcing donations and grant-in-aid for the support of scholarships and development of school facilities; c. recommends to the ASU President the allocation of funds for administrative, resource generation, and auxiliary operations in consultation with the Directors of Administrative Services, Finance services, Physical Plant Development services, and Auxiliary Services; d. ascertains that actual expenditures are in accordance with the authorized appropriations and allotments in the Offices following the government accounting and auditing rules and regulations; e. certifies the disbursement vouchers that expenses/advances are necessary, lawful and incurred under his/her direct supervision; f. supervises the operations of the Administrative Services, Finance Services, and Physical Plant Development and Management, and Security Services.

Article 28.

Duties of the Vice President for Administration

Section 1.

Section 2. Section 3.

g. provides administrative support to the Executive Directors, Deans, Directors and Units Heads of the University to attain the goals and objectives of their respective schools /college/units to realize the shared vision for the University; h. provides effective liaison between the University and the community, other educational institutions, agencies, and organizations of the Local Government units; and i.
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prepares and submits periodic reports to the ASU President for


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submission to the other Board of Regents, DBM, COA, Congress and other government agencies. Article 29. The Vice President for Academic Affairs The Vice President for Academic Affairs shall be designated by the Board of Regents upon the recommendation of the President of the University. He/she shall be a holder of a doctorate degree in a related field and shall have at least a very satisfactory administrative and supervisory performance and experience of at least five (5) years in an institution of higher learning preferably from ASU. The Vice President for Academic Affairs shall be directly responsible to the President. He/she shall serve for a term of two (2) years without prejudice to re-designation/re-appointment for another two (2) years or until he/she reaches retirement age whenever comes first. However, the designation/appointment could be withdrawn anytime for a cause. To coordinate with the President of the University and other Vice Presidents regarding the academic programs of the University. To provide effective liaison between the University and the academic community both local, national and international. To initiate and undertake activities that should keep the University updated with recent developments in the academic affairs. The specific duties of the Vice-President for Academic Affairs are as follows: a. serves as deputy of the ASU President on academic affairs; b. supervises the personnel, budget and expenditures, and annual procurement planning, and recommends to the Office of the University President the allocation of funds and personnel appointment for the offices of National Service Training Program (NSTP), Admission and Registrarship, Student Affairs, Library and Information Services, and Curriculum and Instruction Development under his supervision; c. ascertains that actual expenditures are in accordance with the authorized appropriation on allotments in the offices of the Academic Affairs following the government accounting and auditing rules and regulations; d. certifies the disbursement voucher that expenses/advances are necessary, lawful and incurred by the offices of NSTP, Admission and Registrarship, Student Affairs, Library and Information Services; and Curriculum and instruction Development; e. coordinates with the Vice Presidents, Campus Heads, Deans, Directors and Unit Heads regarding Curriculum, and
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Section 1.

Section 2.

Article 30.

Duties of the Vice President for Academic Affairs

Section 1. Section 2. Section 3. Section 4.

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Instruction Development, Student Affairs, Admission and Registrarship, Library and Information Services Programs of the University; f. provides effective liaison between the university and community, other educational institutions, government and non-government organizations, foundations etc., on academic affairs;

g. reviews and assigns faculty workloads in coordination with the Deans and Executive Directors in all campuses/degree granting Units of the University; h. prepares schedules of classes in all campuses/Degree Granting Units in coordination with the Campus Heads, Deans, and Registrars of the University; i. prepares classroom assignments and utilization of classrooms laboratory facilities, and other academic activities of the University in coordination with Campus Heads and Deans; prepares and implements the approved academic calendar of the university, and recommends necessary changes/ amendments in consultation with the academic units of the university to the Office of the University President;

j.

k. initiates activities that shall keep the university abreast with recent development in instruction, research, extension, and production; l. prepares and pursue programs for faculty and staff development;

m. assists the President in sourcing donations and grants-in aid and income generation initiatives for the support of scholarship and development of the students, faculty and staff; n. conduct meetings/ conferences/ training workshops/ seminars in coordination with the President, Vice President, Campus Heads, Deans, Directors and other Unit Heads regarding the planning, implementation, monitoring and evaluation of academic programs of the university; and o. performs other functions that the ASU President or Board of Regents may assign; Article 31. The Vice President for Research and Extension The Vice President for Research and Extension is directly responsible to the President of the University. He/she shall serve for a term of two (2) years without prejudice to re-designation for another two (2) years or until he/she reaches retirement age whichever comes first. However, the designation/appointment could be withdrawn anytime for a cause. Section 1.

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Article 32.

Duties of the Vice President for Research and Extension Coordinates with the President of the University and other Vice Presidents regarding the research, extension, Information Communication Technology and Training programs of the University. Provides effective liaison between the University and the research and extension community both local, national and international. Initiates and undertakes activities that should keep the University updated with recent developments in the research and extension affairs. The specific duties of the Vice President for Research and Extension are as follows: a. serves as deputy of the ASU President on research and extension; b. supervises the personnel, budget and expenditures, and annual procurement planning, and recommends to the office of the University President the allocation of funds and personnel appointments for the offices of Research and Development Services, Extension and Community Services, Training Services and Information and communication Services; c. ascertains that actual expenditures are in accordance with the authorized appropriations on allotments in the offices under the Office of the Research and Extension following the government accounting and auditing rules and regulations; d. certifies the disbursement voucher that expenses/advances are necessary, lawful, and incurred by the offices of Research and Development Services, Extension and Community Services, Training Services and Information Communication Technology Services under his/her direct supervision; e. coordinates with the Vice Presidents, Dean, Directors and Units Heads regarding Research and Development Services, Extension and Community Services, Training Services and Information and Communication Technology Services of the University; f. provides effective liaison between the university and community, and other educational institutions, government and nongovernment organizations, foundations, research and training institutions;

Section 1.

Section 2. Section 3. Section 4.

g. conduct In-house research and extension reviews, trainings, and initiates activities that shall keep the university abreast with recent development in instruction, research, extension, and production; h. prepares and pursue programs for staff continuing development; i. assists the President in sourcing donations and grants-in-aid and income generation initiatives for the support of research and development, extension and community services, training, and information and communication technology programs;
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j.

conduct meetings/conferences/trainings/ workshops/seminars in coordination with the President, Vice Presidents, Executive Directors, Deans, Directors and other unit heads regarding the planning, implementation and Communication Development Programs of the University; and

k. performs other function that the ASU President or Board of Regents may assign. Article 33. The Vice President for Resource Generation The Vice President for Resource Generation shall be designated by the Board of Regents upon the recommendation of the University President. He/she shall be a holder of at least a masters degree in a related field and shall have at least a very satisfactory administrative and supervisory performance and experience of at least five (5) years in an institution of higher learning preferably from ASU. The Vice President for Resource Generation is directly responsible to the President of the University. He shall serve for a term of two (2) years without prejudice to re-designation another two (2) years or until he reaches retirement age whichever comes first. However, the designation/appointment could be withdrawn anytime for a cause. Coordinates with the President of the University and other Vice Presidents regarding the resource generation activities and programs of the University. Make plans, initiate and undertake activities to generate resources for the University. The specific duties of the Vice President for Resource Generation are as follows: a. exercises direct supervision and control over all offices and services under him as reflected in the organizational structure of the University; b. initiates, reviews and develops proposals and guidelines on income generating projects consistent with the available resources of the different units of the University; c. make plans, coordinate and direct the resource generation activities and programs with the different resource generation units of the University; d. formulates, develops and evaluates resource generation policies and standards for the University; e. assists the President of the University in linkaging and resourcing efforts through preparation of proposals, business plans or special project to support the resource generation of the University; f.
The ASU Code

Section 1.

Section 2.

Article 34.

Duties of the Vice President for Resource Generation

Section 1.

Section 2. Section 3.

coordinates, consolidates and prepares report on the resource


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generation activities and programs of the University; and g. performs such other functions that maybe delegated by the President of the University. Article 35. The University and Board Secretary The Board of Regents shall appoint a Secretary who shall serve as such for both the Board and the University and shall keep all records and proceedings of the Board. He/she shall communicate to each member of the Board notice of meetings. The University and Board Secretary is the Chief Custodian of the Seal of the University. As such, he/she shall oversee the production and issuance of important documents of the Governing Board and shall affix the Seal of the University thereon. The specific duties of the Board Secretary are as follows: a. directly responsible to the Board of Regents; b. consults with the Board of Regents as regards University concerns; c. provides liaison between/among the Board, the University President and the rest of the ASU Community; d. signs Board-approved resolutions and other documents together with the Chairperson of the Board and the President; e. issues calls and notices for Board Meetings in consultation with the Chairman of the Board and the President of the University; f. prepares the Agenda of Board Meetings, in consultation with the President; Section 1.

Section 2.

Section 3.

g. prepares the Minutes of Meetings of the Board; h. Issues Excerpts of Minutes or Certifications on actions of the Board; i. prepares Referenda for action of the Board on matters of immediate importance, in consultation with the Chairman of the Board and/or the President; maintains an Inventory of Board Resolutions; coordinates the activities of the Board;

j. l.

k. oversees all committees created by the Board; m. maintains the Directory of the Board of Regents; n. oversees the BOR Archives Office, specifically for the repository of data relating to the governance body; o. attends trainings, conferences, seminars and meetings pertinent to University concerns; and p. performs other function that the Board of Regents may assign.
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Section 4.

The specific functions of the University Secretary are as follows: a. directly responsible to the President; b. consults with the President of the University as regards University concern; c. coordinates with the Other Officials of the University as regards University matters; d. signs important academic documents such as diplomas and/or certificates of graduation together with the President and the Deans; and affix the Seal of the University thereon; e. represents the Office in the Administrative Council and Other Councils; f. represents the Office in the Faculty and Staff Development Committee (FSDC), PRAISE and other Committees;

g. heads the Secretariat of the Administrative Council; h. heads the Secretariat of the Academic Council; i. prepares and recommends to the University President the budget and annual procurement plan of the Office of the University and Board Secretary; supervises and administers the personnel assigned in the Office of the University and Board Secretary;

j.

k. oversees the Ceremonies Department/Unit/Committee for the University-wide convocations, including investitures; and l. Article 36. attends to other matters that the University President may delegate.

The Executive Director The Executive Director of the Campus of the University shall be designated/ appointed by the Board of Regents upon the recommendation of the President of the University. He/she shall be designated for two (2) years without prejudice to renewal for another two (2) years. However, the designation/ appointment could be withdrawn anytime for a cause; The Executive Director is directly responsible to the President of the University. He/she shall exercise control and general supervision, direction, evaluation and coordination of the instruction, research, extension, production and other operations and activities of the respective School/College/Academic Unit. The specific functions of the Executive Director are as follows: a. plans, supervises and implements curricular offerings/programs and activities of the Campus assignment; b. directs the Dean to conduct periodic review and revision of academic programs;

Section 1.

Section 2.

Section 3.

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c. direct the Dean to initiate the development and evaluation of course studies, syllabi, modules and other instructional materials; d. direct the Dean to assign the subject/academic loads of faculty members; e. defines appropriate program/project of supervision of the different departments/units; f. prepares and recommends to the University President the faculty and staff development plan of the College;

g. recommends to the University President the designation/ transfer/termination of faculty and staff member of the College/ School/Academic Unit; h. recommends to the University President or his authorized representative the authority to travel outside Aklan of the faculty and staff; i. j. approves, monitors and evaluates the Daily Time Records and Locator Slips of Deans and unit Heads. supervises, evaluates and recommends to the University President the performance of the Dean and non-teaching personnel;

k. coordinates with the Offices of the Vice President for Academic Affairs, Student Affairs, Admissions and Registrarship and other offices concerns in the admission, registration, transfer for credits, scholarship and other related activities of the students; l. supervises jurisdiction over disciplinary cases involving the personnel and students within the limits of the rules prescribed by the University;

m. prepares and recommends to the University President the budget proposal of the College/school/academic Unit; n. administers the use and disbursement of allotted funds for the Campus for the construction, repair/rehabilitation/maintenance of school buildings, library facilities and vehicles as well as the procurement of equipment, supplies and materials and services within the limit approved by the University President; o. approves voucher and sign checks for payment of services and supplies and materials of not more than Fifty Thousand Pesos (P 50,000.00) for every financial transactions including approved contract with government and private agencies/organizations; p. approves voucher and signs checks for mandatory payment of services rendered with initialed from the Finance officer; and q. performs such other duties as maybe assigned by the University President.

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Article 37.

The Deans A Dean of the school/ college or academic unit of the University shall be designated/ appointed by the Board of Regents upon the recommendation of the President of the University. He/she shall be designated for two (2) years without prejudice to renewal for another two (2) years. However, the designation/ appointment could be withdrawn anytime for a cause. The Dean is directly responsible to the President of the University. He/ she shall exercise control and general supervision, direction, evaluation and coordination of the instruction, research, extension, production and other operations and activities of the respective school/college/ academic unit. The specific functions of the Dean are as follows: a. confers, coordinates and cooperates with other Academic and non-academic units of the University, other training institutions, study centers and agencies; b. provides leadership in the development of curriculum materials and promotion of research, extension and production function of the academic unit; c. prepares the program of expenditures and recommends budget appropriations for the needs, projects, and programs of the academic unit; d. recommends for appropriate actions the faculty official requests; e. exercises supervision and control over the official activities of faculty and students of the academic unit; f. coordinates with the Vice President of the University any activities related to the functions of the academic unit; and

Section 1.

Section 2.

Section 3.

g. recommends to the University President or his authorized representatives the authority to travel of faculty and staff members. h. Approves, monitors, and evaluates the Daily Time Records and Locator Slips of faculty and staff members. i. Article 38. Performs such other functions which higher authorities may assign.

The Director of Research and Development Services The Director of Research and Development Services shall be designated/appointed by the Board of Regents upon the recommendation of the President. He/she shall be designated for a term of two (2) years without prejudice to renewal for another two (2) years. However, the designation/appointment could be withdrawn anytime for cause.

Section 1.

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Section 2. Section 3.

The Director of Research and Development Services is directly responsible to the Vice President for Research and Extension. The functions of the Director for Research and Development Services are as follows: a. initiates and supervises the planning, implementation and evaluation of new and existing activities, projects, programs approved by the Board of Regents; b. initiates and undertakes activities that shall keep the University abreast with recent development in research; c. supervises and administers the personnel assigned in the Research and Development Services; d. assist the Vice President for Research and Extension in the formulation of policies and guidelines for the operation of the Office; e. prepares the budget, expenditures and annual procurement of the Office; and shall represent the Office in the Administrative Council/ Executive Meetings/Conferences; f. provides effective liaison between the University and Community, other educational institutions, organizations and foundations, and local government units (LGUs);

g. sources out Funds from donations and grantsinaid for the support of the research activities of university; h. initiates and innovates efficient research delivery system to transfer technologies to the community; i. j. chairs the R&D coordinators of schools/colleges/units of the University; ascertains that the actual expenditures are in accordance with the authorized appropriation or allotments; designs and conducts in-house review/training on matters related to research;

k. prepares and submit periodic reports; l.

m. recommends the use and disbursement of funds allotted to RDS under his/her direct supervision for approval; and n. do other functions that the President or the Board of Regents may assign. Section 5. There shall be the University Research and Extension Council (UREC) composed of the Vice President for Research and Extension as Chairperson, the Directors of Research and Extension as Co-Chair and two (2) members each from the Academic Units of the University endorsed by their respective heads.

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Article 39.

The Director of Extension and Community Services The Director of Extension and Community Services shall be designated by the Board of Regents upon the recommendation of the President. He/she shall be designated for a term of two (2) years without prejudice to renewal for another two (2) years. However, the designation/ appointment could be withdrawn anytime for a cause. The Director for Extension and Community Services is directly responsible to the Vice President for Research and Extension. The functions of the Director for Extension and Community Services are as follows: a. initiates and supervises the planning, implementing, monitoring and evaluating of new and existing activities, projects, and programs approved by the Board of Regents; b. initiates and undertakes activities that shall keep the university abreast with recent development in extension; c. supervises and administers the personnel assigned in the Extension and Community Services; d. assist the Vice President for Research and Extension in the formulation of policies and guidelines for the operation of the office; e. prepares the budget, expenditures and annual procurement plan of the Office, and shall represent the Office in the Administrative Council/Executive Meetings/Conferences; f. provides effective liaison between the University and community, other educational institutions, organizations and foundations, and local government units (LGUs);

Section 1.

Section 2. Section 3.

g. source out funds from donations and grants-in-aid for the support of the extension activities of University; h. initiates and innovates efficient extension delivery system to transfer technologies to the community; i. j. ascertains that actual expenditures are in accordance with the authorized appropriations of allotments; prepares and submit periodic reports; and

k. designs and conducts, in-house reviews, livelihood professional trainings in the dissemination of technologies; l.

recommends the use and disbursement of funds allocated to ECS under her direct supervision for approval; and

m. do other functions that the President or The Board of Regents may assign.

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Article 40.

The Director of Training Services The Director of Training Services shall be designated/appointed by the Board of Regents upon the recommendation of the President. He/she shall be designated for a term of two (2) years without prejudice to renewal for another two(2) years. However, the designation/ appointment could be withdrawn anytime for a cause. The Director for Training Services is directly responsible to the Vice President for Research and Extension. The functions of the Director for Training Services are as follows: a. provides overall administration and management of personnel, financial, equipment and facilities of the Training Services Unit; b. provides leadership in program planning and implementation of various training programs and services, and capacity building activities of the University; c. leads in the preparation of annual budget, manpower and material requirements; d. coordinates various colleges/schools, academic and service centers of the University so to have need based and multi sectoral training programs; e. establishes linkages in the development of training service prototypes, implements special trainings courses and secures financial support; f. spearheads in the formulation and adoption of training service handbook, coursewares and manuals;

Section 1.

Section 2. Section 3.

g. prepares and submits quarterly and annual reports to the President thru the VP for Research and Extension; and h. performs other duties as directed by the President and higher authorities. Article 41. The Director of Information and Communication Technology Services The Director of Information and communication Technology Services shall be designated/ appointed by the Board of Regents upon the recommendation of the President. He/she shall be designated for two (2) years without prejudice to renewal for another two (2) years. However, the designation/appointment could be withdrawn anytime for a cause. The Director of Information and Communication Technology Services is directly responsible to the Vice President for Research and Extension. The functions of the Director of Information and Communication and Technology Servicers are as follows: a. prepares and submit plan and budget of the Aklan State University Information Communication Technology to the President and for resourcing of funding;
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b. coordinates with Vice Presidents, Executive Directors, Directors, Deans and Department Heads in setting up the ICT center connecting it to the different departments, offices and campuses; c. oversees and supervise the implementation of Development Plan; the ICT

d. Facilitates the activities of external experts and consultant to assist the ICT Staff, develop infrastructure design, Local Area Network, Wide Area Network, Internet Caf, Virtual Classrooms and University Website e. develops guidelines and procedures to integrate electronic multimedia materials in instruction, research, extension and production programs of the University; f. creates and introduces programs, policies and procedures regarding the efficient, effective and sustainable operations of ICT facilities; and

g. develops project proposal for fund resource generation to put up the ICT Center; h. identifies potential faculty and assist them to build the capability of the Aklan State University to implement the e- Commerce and E-Governance; i. directs, supervises and monitors the activities of ICT staff to implement E-Learning and E-Commerce programs of the university; attends seminars and conferences to upgrade knowledge for building the Aklan State Universitys capability to integrate curricular programs with information technology;

j.

k. participates in administrative and council meetings, and update information posted in the Universitys Website; l. identifies issues and problems that need attention to improve services of the ICT Center;

m. conducts short-term training and workshop to enhance faculty and students skills using ICT facilities such as Internet Caf, Virtual Classrooms and Electronic Multimedia Teaching Materials; n. conducts inventory of ICT facilities, and submit monthly and annual reports; o. recommends the use and disbursement of funds allotted to ICT Center under his/her direct supervision for approval; and p. performs other duties as directed by the President and higher authorities.

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Article 42.

The Director of Student Affairs The Director of Student Affairs shall be designated/appointed by the Board of Regents upon the recommendation of the President. He/she shall be designated for a term of two (2) years without prejudice to renewal for another two (2) years. However, the designation/ appointment could be withdrawn anytime for a cause. The Director of Student Affairs is directly responsible to the Vice President for Academic Affairs. The functions of the Director for Student Affairs are as follows: a. assists the President in the formulation and implementation of policies relating to student welfare; b. helps the University in setting up a well-balanced program of student admission and retention; c. plans /supervises students affairs and services related to: Student Personnel Development Program, Organizational Structure of Student Personnel Services, Budget for Student Personnel Services and Guidance Programs, Placement Services, Records Job Opportunities, Student Loans/Financial Assistance, Student Trainings, Medical/Dental and others; d. initiates the conduct of co-curricular programs; e. sets accreditation policies on campus organization and keeps a directory of corresponding faculty advisers; f. recommends the use and disbursement of allotted funds for OSA under his direct supervision for approval; and

Section 1.

Section 2. Section 3.

g. to performs such other functions that may be assigned by the Vice President for Academic Affairs and or the President of the University. Article 43. The Director of Admission and Registrarship The Director of Admission and Registrarship is directly responsible to the Vice President for Academic Affairs. He/she shall be responsible for the implementation of the admission policies of the Academic Units of the University and maintain systematic filling and safekeeping of academic records and the issuance of these when needed. He shall supervise the Offices of Registrar in the University and introduce systems that would promote the efficiency and effectiveness of the office. The functions of the Director of Admission and Registrarship: a. prepares budget and annual procurement plan of the office and shall represent the Office in academic/administrative council meetings/conferences; b. chairs Registrar s and School/College Secretary with regards to admission and registrarship;
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Section 2.

Section 3.

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c. assists the Vice President for Academic Affairs in the formulation, and implementation of policies and guidelines in the admission and registrarship programs in coordination with the Deans/ Directors and heads of concerned units; d. establishes automated and digital admission and registrarship, network among the schools/colleges of the University for easy access data banking and retrieval of information such as issuance of the transcript of records, certification, authentication, and verification of students credentials; e. ascertains that actual revenue collection and expenditures of the office are in accordance as the authorized appropriations and allotment following the government accounting and auditing rules and regulations; f. assists the Vice President to source funds from donations and grants-in-aid for the support activities of the University; and

g. to perform such other functions that maybe assigned by the Vice President for Academic Affairs and or the President of the University Article 44. The Director of Curriculum and Instruction The Director of Curriculum and Instruction shall be designated by the Board of Regents upon the recommendation of the President of the University. He/she shall be designated for a term of two (2) years without prejudice to renewal for another two (2) years. However, the designation/appointment could be withdrawn anytime for cause. The Director for Curriculum and Instruction is directly responsible to the Vice President for Academic Affairs. He shall assist the Vice President for Academic Affairs in the development and evaluation of the curriculum, coordination and monitoring of instruction and other academic activities of the different academic units in the University. The functions of the Director of Curriculum and Instruction are the following: a. assists the Vice President for Academic Affairs in the review, revision and evaluation of the curriculum and instructional programs; b. formulate policies and guidelines in the review, revision and implementation of the curriculum and instructional programs of the University in coordination with the Vice President, Dean, Executive Directors and other heads of units; c. initiates, formulates and supervises the planning, monitoring and evaluation in the implementation of the Curriculum and instructional programs of the University in coordination with the Vice Presidents, Deans, Executive Directors and other heads of
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Section 2. Section 3.

Section 4.

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units; d. chairs the University Curriculum and Instructional Coordinators and Committees; e. prepares budget and annual procurement plan of the Office and shall represent the office in the Administrative Council/Executive Meetings; f. recommends the use and disbursement of funds allotted to Curriculum and Instruction under his/her direct supervision for approval; and do such other functions that may be assigned by the Vice President for Academic Affairs and or the President of the University.

g.

Article 45.

The Director of Library The Director for Library shall be designated/ appointed by the Board of Regents upon the recommendation of the President. He/she shall be designated for two (2) years without prejudice to renewal for another two (2) years. However, the designation/appointment could be withdrawn anytime for a cause. The Director for Library is directly responsible to the Vice President for Academic Affairs. The functions of the Director of Library and Information Technology are the following: a. assists the Vice President for Academic Affairs in the formulation of policies and guidelines in operation of the Library; b. represents the office in the Administrative Council Meetings; c. prepares budget and annual procurement plan of the Office and affixes initials to ascertain that the actual expenditures are in accordance with the authorized appropriations or allotments; d. coordinates the planning, monitoring and implementing of the projects and programs in all schools/colleges/units of the University in coordination with the Deans, Directors and Unit Heads. e. prepares periodic reports to be submitted to the Vice Presidents for Academic Affairs who shall recommend to the Office of the University President for approval; f. supervises, monitors and evaluates the personnel assigned in the office;

Section 1.

Section 2. Section 3.

g. establishes the computerization program and electronic networking of the library and reading centers of the schools/ colleges/centers of the University and formulate guidelines for its operation; h. recommends the use and disbursement of funds allotted to the
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Library under his direct supervision for approval; and i. performs such other functions that may be assigned by the Vice President for Academic Affairs and or by the President of the University.

Article 46.

The Director of National Service Training Program The Director of National Service Training Program shall be designated/ appointed by the Board of Regents upon the recommendation of the President. He/she shall be designated for two (2) years without prejudice to renewal for another two (2) years. However, the designation/appointment could be withdrawn anytime for a cause. The Director of National Service Training Program is directly responsible to the Vice President for Academic Affairs. The functions of the Director of National Service Training Program are as follows: a. represents the department in the exercise of academic and administrative supervision in the design, formulation, adoption and implementation of the different NSTP components offered in the University. b. prepares and submit periodic reports to CHED, TESDA and DND (through the Major Service Command) in consonance with R.A. 9163 (Sec. 8, para d); c. recommends to the Board of Regents thru the Office of Budget Planning and Development for programs and activities including facilities for the effective and efficient implementation of the program; d. coordinates with other offices on matters relating to NSTP for final actions and approval prior to implementation of all concerned offices and agencies; and e. performs other duties for effective and efficient implementation of the National Service Training Program as needed.

Section 1.

Section 2. Section 3.

Article 47.

The Director of Administrative Services The Director of Administrative Services shall be designated by the Board of Regents upon the recommendation of the President. He/she shall be designated for two (2) years without prejudice to renewal for another two (2) years. However, the designation could be withdrawn anytime for cause. The Director of Administrative Services is directly responsible to the Vice President for Administration. The functions of the Director of Administrative Services are as follows: a. supervises, monitors and evaluates the operations and personnel of the Human Resource and Management Office, Records Office, Supply Office, General Services, and Security Services for efficient

Section 1.

Section 2. Section 3.

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delivery of services to all units of the University; b. ascertains and certifies that actual expenditures of the Offices/ services under his/her supervision are necessary and in accordance with authorized appropriations and allotments following the government accounting and auditing rules and regulations; c. provides administrative support services to all units of the University to attain the goals and objectives of these units; d. provides effective liaison among the University units, and between the community , other educational institutions and government and non-government organizations; e. prepares and plans budgetary allocations of the units under his/ her direct supervision; f. prepares and submit periodic reports to the Vice President for Administration for submission to the BOR, CSC, DBM, Congress and other government instrumentalities;

g. formulates policies and guidelines for approval regarding the operation of the Offices under his/her direct supervision; h. supervises the Management Information System (MIS) of the Administrative Services units; i. represents the Administrative Services Units in the Administrative and Academic Council official meetings and conferences within and outside the University; and performs such other functions as may be assigned by the Vice President for Administration or the President of the University.

j. Article 48.

The Director of Finance Services The Director of Finance Services shall be designated/appointed by the Board of Regents upon the recommendation of the President. He/she shall be designated for two (2) years without prejudice to renewal for another two (2 years. However, the designation/ appointment could be withdrawn anytime for a cause. The Director of Finance Services is directly responsible to the Vice President for Administration. The functions of the Director of Finance Services are as follows: a. recommends policies for the improvement and direction of the financial service functions of the University; b. develops policies and procedural guidelines for uniform application of the University towards the attainment of effective, efficient, economical and work-simplified targets of the financial services unit; c. evaluates the outcomes and make adjustments in the Finance and Management System;

Section 1.

Section 2. Section 3.

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d. reviews, consolidates and submit monthly trial balances of the different accounts and other accountability reports for submission to concerned offices; e. reviews, consolidate and submit year end financial reports for submission to DBM, COA and GAFMIS and others; f. attends ADCO meetings, FSDC meetings, PRAISE Committee meetings, Executive meetings and budget hearings;

g. coordinates and assists the Vice Presidents, Executive Directors, Deans, Directors and Unit Heads in the preparation of budget estimates and/or budget proposals; h. supervises the work of the accounting and budget offices; and i. Article 49. performs such other functions as may be assigned by the Vice President for Administration or the President of the University.

The Director of Physical Plant Development Services The Director of Physical Plant Development Services shall be designated/ appointed by the Board of Regents upon the recommendation of the President. He/she shall be designated for two (2) years without prejudice to renewal for another two (2) years. However, the designation/ appointment could be withdrawn anytime for a cause. The Director of Physical Plant Development Services responsible to the Vice President for Administration. is directly

Section 1.

Section 2. Section 3.

The functions of the Director of Physical Plant Development Services are the following: a. prepares budget and annual procurement plan of the Office and shall represent the Office in the Administrative Council/Executive Meetings; b. supervises the planning, monitoring and implementing of the approved projects and programs including repair/rehabilitation and construction of buildings, roads, etc. in all campuses of the University in coordination with the Executive Directors/Campus Heads. The periodic reports shall be submitted directly to the Office of Vice President for Administration, who shall recommend to the Office of the University President for approval; c. supervises, monitors and evaluates the functions and outputs of the personnel that may be assigned to the office; d. reviews, revises, supervises and evaluates campus plans in coordination with the Executive Director/Campus Heads; e. ascertains that actual civil works and ground maintenance expenditures is in accordance as the authorized appropriations and allotment following the government accounting and auditing rules and regulations;

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f.

assists the Vice President for Administration in the formulation of campus development and management policies for approval;

g. chairs the campus planning officers of the University campuses at Banga, Kalibo, New Washington, Makato and Ibajay and committees in coordination with the Executive Directors, Deans, Directors and unit heads; h. prepares and submits periodic reports to the Vice President for Administration; i. j. assists the University in sourcing donations and grants-in-aid support for the civil works and campus physical maintenance; recommends the use and disbursement of funds allocated to PPDS under his direct supervision for approval;

k. performs such other functions as may be assigned by the Vice President for Administration and or the President of the University. Article 50. The Director of Monitoring and Evaluation The Director of Monitoring and Evaluation shall be designated by the Board of Regents upon the recommendation of the President. He/she shall be designated for two (2) years without prejudice to renewal for another two (2) years. However, the designation/ appointment could be withdrawn anytime for a cause. The Director of Monitoring and Evaluation is directly responsible to the President of the University. The functions of the Director of Monitoring and Evaluation are as follows: a. prepares organizational structure, manual of operation, annual procurement plan, strategic and action plans and shall represent the office in the Administrative Council/Executive meetings; b. supervises the planning, monitoring and evaluating of the university programs implemented in all campuses and units, and design a control system and feedback process to support the programs; c. reviews policies and evaluates units planned coordination with Deans, Directors and unit heads, directly to the Office of the Presidents periodic recommendations based on the analysis of development for action; d. supervises personnel assigned to the office; e. coordinates and integrates all unit plans and studies undertaken by the different functional groups (Instruction, Research, Extension and Production); f.
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Section 1.

Section 2. Section 3.

program in and submits reports and the overall

consolidates semestral/annual accomplishment reports and


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other development planning documents; g. prepares Annual Accomplishment Report; h. promotes participatory development planning, monitoring and evaluation in all units of the University; i. j. Article 51. chairs the M & E chairpersons of Schools/Colleges of the University; and performs other duties and functions as may be assigned by the University President and Board Regents.

The Director of Alumni and Public Relations The Director of Alumni and Public Relations shall be designated by the Board of Regents upon the recommendation of the President of the University. He shall be designated for two (2) years without prejudice to renewal for another two (2) years. However, the designation could be withdrawn anytime for a cause. The Director for Alumni and Public responsible to the President of the University. Relations is directly

Section 1.

Section 2. Section 3.

The functions of the Director for Alumni and Public Relations are as follows: a. takes charge of the alumni and public relations functions of the University; b. keeps records of the alumni and establishes linkages with them through communications and publications; c. prepares and makes representations of the Office of the President of the University to its many social functions; d. brings the Office of the President of the University to the people through broadcast and print media; e. coordinates with the different units of the University for their needs related to alumni and public relations; and f. performs such other functions that maybe assigned by the higher authorities.

Article 52.

The Executive Assistant The Executive Assistant shall be appointed/ designated by the Board of Regents upon the recommendation of the President. His/her tenure shall be for a period of two (2) years without prejudice to re-designation/ re-appointment for another two (2) years. However, the designation/appointment could be withdrawn anytime for cause. The duties and functions of the Executive Assistant are as follows: a. supervises the staff of the Office of the President in a variety of administrative and technical duties which assist the University President in reaching or implementing substantial decisions;

Section 1. Section 2.

Section 3.

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b. exercises general responsibility, through other University Officials for advising and assisting the University President in the execution of policies of the University; c. directs work so as to contribute as effectively as possible to decision-making of the University President and the Vice Presidents; d. conducts studies necessary to determination of action or policy; e. gives expert advice and assistance in particular areas of specialization; f. consults with the University officials on mutual problems; action on variety of matters in g. advises on policy based on precedence and experiences; h. takes recommendatory accordance with law; i.

receives person seeking assistance or advocating certain actions, hears request and takes action to comply or explain why request cannot be granted after consultation with the University President; serves as Information and Public Relation Officer (PRO) of the University;

j.

k. receives special assignment and calls for special coordination and contact with government agencies and linkages; l. prepares memoranda on matter being considered by executive bodies and acts to implement the decisions reached;

m. assigns work to subordinate personnel, gives instructions on work methods and procedures, revises finished work and recommends actions for conformance to established policies, precedents, and regulations; n. approves, monitors and evaluates the Daily Time Records (DTR) and Locator Slips of the staff members in the Office of the President; o. recommends and issues with initials the travel authority of the staff members in the Office of the President; p. supervises and evaluates the performance of the staff members in the Office of the President; q. prepares the procurement plan and recommends the purchase of equipment and services needed by the Office of the University President; r. performs such other functions that may be assigned by the higher authorities.

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Article 53.

The University Legal Counsel The University Legal Counsel shall be designated/ appointed by the Board of Regents upon the recommendation of the President of the University. The functions of the University Legal Counsel are as follows: a. provides legal assistance and advice to the President of the University; b. executes and reviews contracts and other legal documents for the University; c. assists the President on administrative cases involving personnel of the University; and d. represents the University in courts when legal actions are initiated for or against the University and its instrumentalities.

Section 1.

Section 2.

Article 54.

Composition The Academic personnel of the University shall constitute the faculty of the University. It shall consist of the President, Vice Presidents, University/Board Secretary, Executive Directors, Deans, Directors, Department Heads, Professors, Associate Professors, Assistant Professors, Instructors, Lecturers, and Visiting Academic Staff. The Academic non-teaching personnel are those members of the School/ College, Unit, Department or Program who are not performing the teaching function. This includes librarians, guidance counselors, research specialists, statisticians, extension specialists, technologists, and their associates and assistants as well as heads of units, departments, and programs performing supportive and nonteaching functions. The University personnel also include clerical positions and other 1st and 2nd level positions not mentioned in Section 2 of this Article. The Board, upon the recommendation of the President based on pertinent laws, lawful orders, circulars, and memoranda, shall fix the compensation of all members of the academic and non-academic personnel of the University. The members of the academic faculty shall be classified as regular and non-regular. The regular members of the faculty are those with plantilla items. They shall include the following: a. University Professor; b. College Professor;
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Section 1.

Section 2.

Section 3. Article 55.

Conditions of Employment

Section 1.

Section 2. Section 3.

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c. Professor; d. Associate Professor; e. Assistant Professor; f. Section 4. Instructor. The non-regular members of the faculty are those teaching without plantilla positions. Their appointment should not warrant any right to re -appointment, much less to indefinite tenure. All appointments to the faculty shall be made strictly on the basis of merit and fitness. Religious, political, fraternal or social opinions or affiliations shall never be used as basis of appointment. The employment of the faculty and staff, shall be based on the approved Merit Promotion Plans of the University. Faculty appointees must possess the minimum qualifications as stipulated in the CSC Qualification Standards (QS). Members of the faculty shall be exempted as such from any civil service examination or regulation as a requisite for original appointment. All appointments to the non-teaching staff positions shall be strictly in accordance with the Civil Service Commission qualification standards. The Human Resource Management Office (HRMO) shall conduct preliminary evaluations of the qualifications of all candidates in consideration of performance, education and training, experience and other accomplishments, psycho-social attributes and personality traits and potentials. Those initially found qualified shall undergo further assessment such as written examination, skills test, interview and others. The Human Resource Management Office (HRMO) shall submit the selection line up which reflects the comparative competence and qualifications of candidates to the Personal Selection Board for deliberation en banc. Appointment to the following positions shall no longer be screened by the Personnel Selection Board (PSB): a. Substitute appointment due to their short duration and emergency nature. However, should the position be filled by regular appointment, candidates for the position should be screened and passed upon by the PSB b. Appointment of faculty members and academic staff who belong to the closed career service c. Appointment to entry laborer positions and d. Renewal of temporary appointment issued to the incumbent personnel.
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Article 56.

Qualifications.

Section 1.

Section 2. Section 3. Section 4. Section 5. Article 57. Hiring

Section 1.

Section 2.

Section 3.

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Section 4.

The Personnel Selection Board (PSB) shall make a systematic assessment of the competence and qualifications of candidates for appointment to the corresponding level positions. They evaluate and deliberate en banc the qualifications of those listed in the selection line-up. The Personnel Selection Board (PSB) shall submit the list of candidates recommended for appointment from which the appointing authority shall choose the applicant to be appointed. The list of recommended candidates should specify the top five ranking candidates whose over all points scores are comparatively at par. The appointing authority shall assess the merits of the PSBs recommended 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. The HRMO or its duly authorized representative shall announce all vacant positions to be filled and the qualifications required for each position. The HRMO shall, in accordance with the system of ranking positions and qualification standards, identify other employees within the University who are deemed qualified and competent for promotion, together with the incumbents of positions who are identified as next-in-rank. The HRMO shall make preliminary evaluation of the qualification of candidates and shall submit to the Selection/Promotion Board the list of all candidates for promotion to the vacancy. Other employees who feel they are competent and qualified but not included among the next-inrank, may submit their names to the Selection/Promotion Board for consideration and assessment. The Selection/Promotion Board shall then evaluate the qualification of those employees included in the promotional line-up, determine the most competent and qualified candidate for promotion, and recommend to the President the employee who may fill up the vacancy. The appointing authority shall assess the merits of the PSBs recommendation for appointment and in the exercise of sound discretion, select or in so far as practicable, from among the top five ranking applicants deemed most qualified for appointment to the vacant position. The appointing authority may appoint an applicant who is not next-inrank but possess superior qualification and competence, and has undergone selection process. The comparative competence and qualification of candidates for appointment shall be determined on the basis of: a. Performance this shall be based on the last two performance ratings of the employee. No employee shall be considered for

Section 5.

Section 6.

Article 58.

Promotion

Section 1.

Section 2.

Section 3.

Section 4.

Section 5.

Section 6.

Section 7.

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promotion unless the last two performance ratings are very satisfactory. 1. For appointment by promotion, the performance rating of the appointee for the last rating period prior to the effectivity date of the appointment should be at least very satisfactory . 2. For appointment by transfer, the performance-rating period immediately preceding the transfer from the former office or agency should be at least very satisfactory. b. Education and Training these shall include educational background and the successful completion of training courses, scholarships, training grants and others, which must be relevant to the duties and responsibilities of the position to be filled. c. Experience and Outstanding Accomplishments these shall include occupational history, work experience and accomplishments worthy of special commendation. d. Psycho-Social Attributes and Personality Traits these refer to the physical fitness, attitudes and personality traits of the employee which must have some bearing on the position to be filled. e. Potential this refers to the employees capability to perform not only the duties and responsibilities of the position to be filled, but also those of higher and more responsible positions. Section 8. An employee may be promoted or transferred to a position which is not more than three (3) salary, pay of job grades higher than the employees present position except in very meritorious cases, such as; if the vacant position is next-in-rank as identified in the System of Ranking Positions (SRP) approved by the head of agency, or lone or entrance position indicated in the agency staffing pattern. An employee should have rendered at least very satisfactory service for the last rating period in the present position before being considered for promotion. An employee who is on local or foreign scholarship or training grant or on maternity leave may be considered for promotion. For this purpose, performance rating to be considered shall be the rating immediately prior to the scholarship or training grant or maternity leave. If promoted, the effectivity date of the promotional appointment shall be on the assumption to duty. Section 11. Section 12. Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwise provided by law. A notice announcing the appointment of an employee shall be posted in three conspicuous places in the agency a day after the issuance of the appointment for at least fifteen (15) calendar days. The approved agency Merit Selection Plan shall be used as one of the
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Section 9.

Section 10.

Section 13.
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bases for the continued exercise to take final action on appointments. Section 14. Section 15. Promotion may be from one department or agency to another or from one organizational unit to another in the same department or agency. An employee who holds a next-in-rank position and is considered the most qualified and competent; who possesses the appropriate civil service eligibility, and meets the other conditions for promotion shall be considered to the higher position in case of vacancy. In the event of changes in the organization structure or occupational grouping, the line of promotion shall be determined on the basis of the new organizational grouping. Civil service awards and other awards for outstanding accomplishments shall be given due consideration. In cases where the qualifications of employees are comparatively equal, preference shall be given to the employee in the organizational unit where the vacant position exists. In case all things are still equal, seniority in the job or functionally related jobs shall be considered. A next-in-rank employee who is qualified and competent may not be promoted if he/she waives the new assignment as a result of the promotion because of geographical location. The vacancy may be filled by one who may not be next-in-rank but qualified, competent and willing to accept the new assignment. No other civil service eligibility shall be required for promotion to a higher position in the same level of the career service and within the same or functionally related grouping of positions. Agencies shall not be precluded from prescribing their own internal standards for purposes of promotion. When an employee has a pending administrative case, he/she shall be disqualified for promotion during the pendency thereof. If he/she is found guilty, he/she shall be disqualified from promotion for a period based on the penalty imposed by the appointing authority. When an employee who is entitled to promotion has a pending administrative case, the position to which he/she is proposed shall not be filled until after the administrative case shall have been finally decided. However, when the exigencies of the service so require, then it shall be filled by temporary appointment to end as soon as the employee entitled to it is exonerated. An appointment, though contested, shall take effect immediately upon its issuance, if the appointee assumes the duties of the position and the appointee is entitled to receive the salary attached to the position. However, the appointment, together with the decision of the University Head shall be submitted to the Civil Service Commission for appropriate action within thirty (30) days from the date of its issuance otherwise, the appointment shall become ineffective thereafter. Likewise, such an appointment shall become ineffective in case the protest is finally
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Section 16.

Section 17. Section 18.

Section 19.

Section 20.

Section 21.

Section 22.

Section 23.

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resolved in favor of the protestee, in which case he/she shall be reverted to his/her former position. Article 59. Appointment Based on approved recommendation, the appointee accomplishes the Personal Data Sheet (PDS) in three (3) copies. The HRMO shall thoroughly review and see to it that all questions are answered completely and duly signed by the appointee with his/her right thumb mark affixed in the box provided and his/her residence certificate indicated therein. The HRMO prepares the appointment in prescribed PDS (Form 33) in four (4) copies. The issuance of the appointment shall not be earlier than the date of final screening/deliberation of the selection/promotion board. The Human Resource Management Office/Administrative Officer shall certify that all requirements and supporting papers have been complied with reviewed and found to be in order. A copy of the recommendation of the Selection/Promotion Board duly signed by all the members shall be attached to the appointment. The Chairperson of the Selection/Promotion Board then certifies that the appointee has been screened and found qualified by the Board. The appointment papers with salary grade 14 and below are then forwarded to the President for approval subject to the BOR confirmation. Appointment with Salary Grade 15 and above is submitted to the President for recommendation to the BOR for their approval; Approved appointments are transmitted to the Civil Service Commission (CSC) within 30 days from date of affectivity for audit. No prospective appointee shall assume office unless appointment is approved by the President or by the BOR. his/her Section 1.

Section 2.

Section 3.

Section 4. Section 5.

Section 6. Section 7. Section 8. Article 60.

An appointee shall be given a copy of the approved appointment which shall remain valid and effective until disapproved by the CSC. A temporary appointee upon qualification in an appropriate civil service examination may be issued a new appointment by change of status from temporary to permanent effective not earlier than the date of BOT/ BOR confirmation. For positions under the Trades and Crafts Group and those covered by Resolution 435, implementing Guidelines of CSC Memorandum Circular No. 11, s. 1996 should be strictly followed. For appointments involving change of status from temporary to permanent for purposes of retirement, the following shall be submitted to the CSC Regional Office concerned: a. Duly certified statement of service record

Change of Status

Section 1.

Section 2.

Section 3.

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b. Certification as to the last day of actual service of the appointee Article 61. Compensation Full-time and part-time members of the faculty shall receive compensation in accordance with existing laws, memoranda and circulars. Generally, the University does not offer summer classes except for the Graduate School and Academic Units with summer course offerings approved by the Board. Faculty members with summer teaching assignments shall be compensated based on existing laws and policies. Only officers or employees who are qualified next-in-rank on the basis of the approved Merit Selection Plan may file a protest against an appointment or a promotion. The protest shall be typewritten on legal size paper and shall have a caption. The aggrieved party shall be called the Protestee. Provided that where the president, after evaluation, finally decides in favor of the protester, the protestee who decides to file his/her protest shall be called the Protester-Appellant and the former protester, the Protester -Appellee. The protester shall identify his/her present position and the contested position by official title, item number and the calendar year budget involved. The salary attached to the position and the organizational unit where the position belongs shall also be indicated. The protester shall state clearly the grounds for his/her protest and the reasons why he/she believes he/she should be the one appointed to the contested position. Failure to file protest within the prescribed period shall be deemed a waiver of ones right and no protest thereafter shall be entertained. Section 3. Procedure in filing protest a. The aggrieved party shall file his/her protest in triplicate directly to the President within fifteen (15) days from the date of the notice of the issuance of an appointment. b. The President shall decide the case within thirty (30) days from receipt of the protest. He/she may refer the case to a person or group of persons to assist him/her in evaluating the case. c. The constituted body assigned to study the case shall, within fifteen (15) days from receipt thereof, evaluate the reasons/ grounds presented by the protestant and submit in writing to the President its findings and recommendations. The President shall finally decide the protest within fifteen (15) days. d. A copy of the final decision of the President shall be furnished the official or employee affected, within five (5) days from receipt by the Human Resources Management Officer.
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Section 1.

Section 2.

Article 62.

Protest

Section 1.

Section 2.

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e. If the aggrieved party is not satisfied with the decision, he/she may elevate his/her protest to the Civil Service Commission within fifteen (15) days from receipt thereof. Article 63. Academic Freedom of Teachers Members of the academic group shall enjoy academic freedom, provided that along with their academic freedom, they assume responsibilities deemed inherent to any member of an academic community. Academic freedom is the right of the teacher to teach the subject of his/ her specialization according to the teachers best interpretation on the basis of his/her training, experience and perceptions for the good of the students, peers and the community; to hold, in other subjects such ideas as the teacher sincerely believes to right, and to express opinions on public questions in a manner that shall neither interfere with his/her duties as member of the faculty nor negate his/her loyalty to the University that employs him/her. a. the University shall not impose any limitation on the teachers freedom in the classroom and in publications. b. no teacher has the privilege of discussing in his/her classroom controversial topics that are not pertinent to the course of study that is being pursued. c. the University shall not place any restraint upon the teachers freedom in the choice of subjects for research and investigation undertaken on his/her own initiative. d. the University recognizes that the teacher, when speaking or writing outside of the institution on subjects beyond the scope of his/her own field of study, is entitled to the same freedom and is subject to the responsibilities even more than that attached to all other citizens. e. the University clearly and definitely assumes no responsibility for views expressed by members of its academic faculty and staff, and that the member themselves should always make it clear that they are expressing only their own personal opinions. f. if the conduct of a teacher anywhere serves to give rise to doubts concerning the persons fitness for his/her position, the question shall always be submitted first to a grievance committee of the faculty. In no case shall any member of the faculty be dismissed before normal termination of his/her period of appointment without a full and open hearing before the Board of Regents upon sufficient notice, unless he/she expressly waives such right in writing. Section 1.

Section 2.

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Article 64.

Tenure All academic faculty and staff shall be placed on probation (twelve months for faculty and six months for non-teaching staff) after which their performance shall be evaluated by students, peers and immediate superior. If the performance is rated very satisfactory and plantilla items are available, they shall be recommended for appointment into permanent status. In case of non-renewal, the person concerned shall be notified in writing by his/her immediate superior sixty (60) days prior to the termination of the probation. However, nothing shall be provided herein that shall deprive a faculty or staff the permanent status already held at the time of the adoption of this Code. Appointments of the faculty on contractual basis shall be governed by the terms of the contract and the rules of tenure in this code. No application for resignation and/or transfer presented by any member of the faculty or staff shall be considered unless notice thereof has been given to the President through the Director/Dean/Unit Head concerned, at least ninety (90) days prior to its date of effectivity. No resignation and/or transfer shall take effect during a school term unless the services of a successor or a temporary substitute shall have been secured. Resignations due to serious illness or when in the judgment of the President acceptance of which is in the best interest of the University, the same can take effect immediately. Acceptance of a resignation and/or transfer does not carry with it any waiver of the financial and property obligations of the resignee and/or transferee to the University or from other base agencies. Clearances issued by the University are not considered absolute but facilitative and that in the future when misplaced records shall show obligations, the concerned resignee or transferee is still considered liable. Fellowship awards shall be based on the greatest need of and usefulness to the University. Upon the recommendation of the Faculty and Staff Development Committee (FSDC), the President shall award the fellowship to the most able, deserving, and promising faculty member in the chosen field of study. University fellowship or scholarship shall be granted to deserving faculty members, preference of which shall be granted in the following order: a. Instructor b. Assistant Professor c. Associate Professor d. Professor

Section 1.

Section 2. Article 65.

Resignation and Transfer

Section 1.

Section 2.

Section 3.

Section 4.

Article 66.

Fellowship Awards

Section 1.

Section 2.

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Section 3. Section 4.

Members of the faculty who are enjoying fellowship or scholarships from other entities shall not be eligible for a University fellowship. Any member of the faculty receiving any offer of financial aid from any person or organization in the form of fellowship assistantships, or other remunerative employment to enable the grantee to pursue advanced or special studies locally or abroad must first obtain the approval of the President of the University before accepting the offer to insure the continuity of any plan of instruction, research, extension and production for the unhampered discharge of the various activities of the University. Every candidate for fellowship/assistantship or scholarship shall undergo thorough physical and medical examinations by a competent physician to be designated by the President of the University, and those with symptoms, as might adversely affect their health and impair their usefulness as students as certified to by the physician, shall be disqualified. Awardees of fellowship or scholarship shall sign contracts with the University, binding themselves to the stipulated terms in the contract and other provisions of the regulatory and sponsoring agencies as maybe applicable. Awardees of fellowships, assistantships, or scholarships shall be required to submit semestral progress report to the President and shall comply with all other requirements as specified in the contract and approved guidelines. Sabbatical assignment in the form of study leave and/or exchange fellowship/professorship with other Colleges, Universities or institutions may be granted to the faculty or personnel by the Board upon the recommendation of the FSDC and the President to encourage study, investigation, research, and writing of books and to improve their competencies for service to the University. A sabbatical assignment shall be for a period of twelve (12) months. The period of the assignment shall be based on the judgment of the FSDC and the President as gleaned from his/her records as teacher, researcher, extension or administrative worker that can assure the fulfillment of the purposes of the assignment; provided that the faculty/ personnel has served the University for not less than seven (7) consecutive years. The faculty member/personnel on sabbatical leave assignment shall receive full payment of salaries and other emoluments for a total period of twelve (12) months without prejudice to an extension of six (6) months without pay. If the sabbatical assignment is to be spent abroad, the University may provide one-half of the transportation expenses to and from the country of assignment subject to availability of funds and the existing rules and regulations. This decision shall be based on the approval of the Board
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Section 5.

Section 6.

Section 7.

Article 67.

Sabbatical Assignment

Section 1.

Section 2.

Section 3.

Section 4.

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of Regents upon recommendation of the President of the University. Section 5. A faculty/personnel on sabbatical leave shall comply with all the requirements as provided for in the University guidelines on sabbatical assignment. Faculty workload shall consist of teaching (whether lecture or laboratory). Or a combination of teaching and or several of the following: extension, production, research, administrative work and advising or academic related assignments. Provided that no regular member of the faculty shall teach less than 6 units per semester, with the exception of the Vice President/Directors/Deans or equivalent heads of units who have University-wide functions who shall teach at least three units per semester. The normal workload of each regular faculty of the University shall be based on the number of preparations per week per semester: 24 units for one preparation, 21 units for two preparations and 18 units for three or more preparations. In team teaching the workload units shall be divided proportionately among the concerned parties. Incidental to the functions of teaching may include the following activities: 1) lesson preparation; 2) correcting papers, 3) student consultation, 4) attendance in committee meetings, 5) preparation of course syllabi, teaching guides, and other related instructional materials. In excess of the normal workload set forth in the preceding section, a faculty may be paid for overload in accordance with the DBM-approved formula and/or other existing University policies. No payment of overload however, shall be made to teaching personnel whose quasiteaching assignments are applied to satisfy their required workload. Visiting professors and professionals who are invited to teach in the University shall be paid by the hour based on the applicable policies and guidelines. For purposes of computing faculty workload, the following equivalent workload units and teaching load may be earned: A. Lecture Hour 1. Graduate 1 ACH = 1.5 units 2. Undergraduate 1 ACH = 1 unit 3. Laboratory High School 1 ACH = 1 unit B. Laboratory Hours 1. Laboratory High School (THE)
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Article 68.

Work Load

Section 1.

Section 2.

Section 3.

Section 4.

Section 5.

Section 6.

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1 Lab Hour (ACH) = 0.75 2. Undergraduate 1 Lab Hour (ACH) = 0.75 3. Laboratory (Graduate) 1 Lab Hour (ACH) = .1.0 C. In excess of the 40 students per section for lecture/social laboratory classes and 25 students per section for technical laboratory classes, a credit load or 0.02 unit per student is given. In case of graduate program, 30 per lecture and 20 per technical courses. Section 7. Article 69. Assignments of similar nature were faculty is paid shall not earn any equivalent workload. Any University personnel is free to see the minutes of the Boards proceedings and decisions upon written from the Chairperson of the Board, thru the University/Board Secretary. Unless otherwise provided by law, no officer or employee shall engage directly or indirectly in any private business or profession without a written permission from the head of agency. Provided that this prohibition will be absolute in the case of those officers and employees whose duties and responsibilities required that their entire time be at the disposal of the government: Provided further, that if an employee is granted permission to engage in outside activities, the time devoted outside of office hours should be fixed by the head of the agency so that it will not impair in any way the efficiency of the officer or employee nor pose a conflict or tend to conflict with the official functions. Any member of the University academic and non-academic staff shall be allowed to receive honorarium, fees and other endowments not to exceed 50% of his/her annual salary. Unless expressly authorized by the President, no University personnel can accept any assignment to any other branch of the government or private agency. Any University personnel may invite a resource person not officially connected with the University to give a lecture, talk, or demonstration on-campus about any subject only after a written permission from the President or his/her authorized representative has been sought. The Board may create such positions and units not included in this code as the need warrants, based on pertinent legal documents issued by duly constituted authorities. The Board shall also fix qualifications, compensations, and duties and responsibilities based on Article 8, Section h of this code.
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Related Matters for Academic and Non-Academic Staff

Section 1.

Section 2.

Section 3.

Section 4.

Section 5.

Article 70.

Open Provision

Section 1.

Section 2.

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Section 3.

The Board may abolish such positions and units found irrelevant to the University functions after proper procedures have been followed.

Article 71.

Appointments The Civil Service Law, as well as the rules and regulations pursuant thereto, as issued by competent authorities such as the prohibition against nepotism, shall be taken into account, in addition to whatever measures the Board of Regents may adopt in connection with appointments to the administrative positions. All regular administrative officers, clerks and other employees shall be appointed by the President of the University as authorized by the Board of Regents subject to Civil Service rules. Laborers and other helpers in the administration of grounds and buildings working on the daily wage basis shall be appointed by the President. At the time of employment of each person the Director of Administrative Services shall determine the wage to be paid based on existing laws, except in cases where the same has been fixed by the Board of Regents. The Director of Administrative Services shall keep a record of all the names of persons employed with the corresponding wage paid, time of employment and length of service for future reference and submission to the President when so requested. The appointments of all non-teaching personnel shall be audited by the Civil Service Commission upon recommendation of the Promotion and Selection Board through the President of the University. All other casual/emergency and contractual employees working on daily wage shall be appointed by the President upon the recommendation of the Department Head/Dean concerned. Members of the faculty and the non-teaching personnel shall fill in every two (2) years or as frequently as needed, the prescribed form for the faculty and staff directory to be kept in the Human Resource Management Office (HRMO). The HRMO shall update its faculty and staff directory every year. All non-teaching personnel shall be paid of salaries or wages fixed by law. They shall be entitled to overtime pay as authorized by law and in accordance with policies approved by the Board of Regents provided these services have prior approval by the President as recommended by Dept Heads/Deans due to exigencies of the service.

Section 1.

Section 2.

Section 3.

Section 4.

Section 5.

Section 6.

Article 72.

Faculty Directory

Section 1.

Article 73.

Compensation

Section 1.

The ASU Code

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Article 74.

General Provisions All officers and employees shall strictly observe the prescribed working hours. Attendance including those serving in the field or on the water shall be kept on the proper form and, whenever possible, registered on the bundy clock. Officers and employees of all departments and agencies except those covered by special laws shall render not less than eight hours of work a day for five days a week or a total of forty hours a week, exclusive of time for lunch. As a general rule, such hours shall be from eight oclock in the morning to twelve oclock noon and from one oclock to five oclock in the afternoon on all days except Saturdays, Sundays and Holidays. Flexible working hours may be allowed subject to the discretion of the head of department or agency. In no case shall the weekly working hours be reduced in the event the department or agency adopts the flexi-time schedule in reporting for work. In the exigency of the service, or when necessary by the nature of the work of a particular agency and upon representations with the Commission by the Department Heads concerned, requests for the rescheduling or shifting of work schedule of a particular agency for a number of working days less than the required five days may be allowed provided that government officials and employees render a total of forty hours a week and provided further that the public is assured of core working hours of eight in the morning to five in the afternoon continuously for the duration of the entire workweek. Off-setting of tardiness or absences by working for an equivalent number of minutes or hours by which an officer or employee has been tardy or absent, beyond the regular or approved working hours of the employees concerned, shall not be allowed. When the interest of public 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, the work in excess of eight (8) hours must be properly compensated. All officers and employees shall record their time of service in a daily time record (Form 48) which will be submitted to the HRMO within 5 working days following the end of the month. The HRMO shall adopt procedures to monitor working hours of the faculty and employees through the use of bundy clocks, log books, pass/locator slip or other methods which ever are appropriate. This will form part of the service reports submitted to the HRMO.
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Section 1.

Section 2.

Section 3.

Section 4.

Section 5.

Section 6.

Article 75.

Service Reports

Section 1.

Section 2.

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Article 76.

Consultation Hours Each member of the faculty shall be available for consultation at least 5 hours a week during regular office hours. The Dean, in consultation with the faculty members shall schedule the consultation hours at the beginning of every term and shall assign the student who will consult with the teacher at the designated hours and rooms.

Section 1.

Article 77.

General Provisions Leave of absence is a right granted to all officers and employees not to report for work with or without pay as maybe provided by law. In general, all officials and employees of the University whether permanent, temporary, or casual 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, and Public Holidays, without limitations as to the number of days of vacation and sick leave that they may accumulate. (Amended by CSC Nos. 41, s. 1998 and 14, s. 1999). Faculty who are designated to perform non-teaching functions and who render the same hours of service as other employees shall be entitled to vacation and sick leave. Faculty who are not entitled to the usual vacation and sick leave credits shall be paid proportional vacation pay (PVP) or 70 days of summer vacation plus 14 days of Christmas vacation. Faculty members on teacher leave may earn service credits for services rendered on activities during summer or Christmas vacation, as authorized by proper authority. These vacation service credits are used to offset absences of faculty due to illness or to offset proportional vacation deductions in vacation salary due to absences for personal reasons or late appointment. The inter-semester break shall be counted as school days, not a vacation for teachers. This shall be used in preparing materials for the classes in the succeeding term and in assisting during the registration period. Vacation and sick leave shall be cumulative and any part thereof which may not be taken within the calendar year may be carried over to the succeeding years. The Human Resource Management Office shall be responsible for transforming leave credits from service credits to cumulative vacation and sick leaves and vice versa based on the existing Civil Service rules. Officials and employees 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.
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Section 1. Section 2.

Section 3.

Section 4.

Section 5.

Section 6.

Section 7.

Section 8.

Section 9.

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Section 10.

Monetization of fifty percent (50%) or more of the accumulated leave credits may be allowed for valid and justifiable reasons such as: a. Health, medical and hospital needs of the employee and the immediate members of the family b. Financial aid and assistance brought about by force majeure events such as calamities, typhoons, fire, earthquake and accidents that affect the life, limb and property of the employee and his/her immediate family c. Educational needs of the employee and the immediate members of his/her family d. Payment of mortgages and loans which were entered into for the benefit or which inured to the benefit of the employee and his/her immediate family e. Other analogous cases as may be determined by the university.

Section 11.

Any official or employee who retires, voluntarily resigns or is separated from the service and who is not otherwise covered by special law, shall be entitled to the commutation of his leave credits without limitation and regardless of the period when the leave credits were earned. Teachers and other school personnel on the teachers leave basis who resigned , retired, or are separated from the service through no fault of their own shall be paid the money value of their unused vacation service credits converted to vacation and sick leave credits. When an official or employee transfers from one government agency to another, he can either have his accumulated vacation and/or sick leave credits commuted or transferred to his new agency. Leaves of absence may be classified as follows: a. Vacation leave b. Sick leave c. Maternity leave d. Paternity leave e. Study leave f. Rehabilitation leave g. Parental leave h. Special leave privileges

Section 12.

Section 13.

Section 14.

Article 78.

Vacation Leave Vacation leave of absence is granted for any reason other than illness of an official or employee or of any members of his immediate family must be contingent upon the needs of the service. Hence, the grant of vacation leave shall be at the discretion of the President. The mandatory five-day vacation leave shall be forfeited if not taken
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Section 1.

Section 2.
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during the year. However, in cases where the scheduled leave has been cancelled in the exigency of the service by the head of agency, the scheduled leave not enjoyed shall no longer be deducted from the total accumulated vacation leave. Section 3. All applications for vacation leave of absence for one (1) day or more shall be submitted on the prescribed form for action by the President or his authorized representative through the Head of the unit concerned five (5) days in advance, whenever possible, of the effective date of such leave. Sick leave shall be granted only on account of sickness or disability of the employee concerned or any member of his/her immediate family. Application must be filed immediately upon the return of the faculty or non-teaching personnel concerned. Such leave in excess of five consecutive days shall be supported by a medical certificate. All applications for sick leave of absence for one full day or more shall be made on a prescribed form and shall be filed immediately upon the employees return from such leave. Notice of absence, however, should be sent to the immediate supervisor and/or to the President. Application for sick leave in excess of five (5) successive days shall e accompanied by proper medical certificate. In ordinary application for sick leave already taken not exceeding five days, the head of unit may duly determined whether or not the granting of sick leave is proper under the circumstances. In case of doubt, a medical certificate may be required. Article 80. Maternity Leave Maternity leave is granted to all women who has rendered an aggregate of two (2) or more years of service, shall in addition to vacation and sick leave granted to her, be entitled to 60 calendar days with full pay. In the case of those in the teaching profession, maternity benefits can be availed of even if the period of delivery occurs during the long vacation, in which case, both the maternity benefits and the proportional vacation pay shall be received by the teacher concerned. Section 2. Maternity leave shall be granted to female employees in every instance of pregnancy irrespective of its frequency. When a female employee wants to return 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. Article 81. Paternity leave Paternity leave is granted to married male employee for allowing him not to report for work for seven (7) days while continuing to earn the compensation therefore, on the condition that his legitimate spouse has
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Article 79.

Sick Leave

Section 1.

Section 2.

Section 1.

Section 1.

The ASU Code

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delivered a child or suffered a miscarriage, for purposes of enabling him to effectively lend care and support to his wife before, during and after childbirth and assist in caring for his newborn child. Section 2. Paternity leave is granted for the first four (4) deliveries only of his legitimate spouse with whom he is cohabiting. The first four deliveries is reckoned from the effectivity of the Paternity Leave Act on July 15, 1996. Section 3. Paternity leave of seven (7) days shall be non-cumulative and strictly non -convertible to cash. The same be enjoyed either in continuous or in an intermittent manner by the employee on the days immediately before, during and after the childbirth or miscarriage of his legitimate spouse. The study leave shall be granted to faculty and staff who are permitted to pursue advanced degree courses subject to existing laws and policies. Rehabilitation leave of absence is granted to all officials and employees on account of wounds or injuries incurred in the performance of duty. The leave shall be during his period of disability thus occasioned shall be in full pay, but not to exceed six (6) months. His absence shall not be charged against his sick leave. Likewise, payment of medical attendance, necessary transportation, subsistence and hospital fees of the injured person shall be paid by the University. Section 2. Application of rehabilitation leave must be in the prescribed form supported by the proper medical certificate and evidence showing that the wounds or injuries were incurred in the performance of duty. Special leave privileges is granted to officials and employees except teachers for a maximum of three (3) days annually over and above the vacation, sick, maternity and paternity leaves to mark personal milestones, parental obligations, filial obligations, domestic emergencies, personal transactions and calamity, accident, and hospitalization (Sec 20, Omnibus Rules Implementing Book V of EO 292). Parental leave of absence for seven (7) is granted to solo parents to enable them to perform parental duties and responsibilities to minor children. The solo parents must have rendered government service for at least one (1) year, whether continuous, or broken and regardless of employment status. The parental leave shall be availed every year and shall not be convertible to cash. If not availed of within the year, the said privilege shall be forfeited within the same year.
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Article 82.

Study Leave

Section 1. Article 83.

Rehabilitation leave

Section 1.

Article 84.

Special Leave Privileges

Section 1.

Article 85.

Parental leave

Section 1.

Section 2.

Section 3.

The ASU Code

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Section 4.

Parental leave shall be availed upon submission of application for parental leave at least one week prior to its availment, supported with Solo Parent Identification Card from DSWD. Leave of absence without pay, not to exceed one (1) year at a time, shall be submitted to the President at least sixty (60) days before its effectivity. Leave of absence without pay shall be granted only for a maximum of one year. In case the leave of absence without pay is applied for by the applicant who will pursue advanced studies, the President shall direct the unit Head concerned to submit a written proposal duly verified and certified on the allotment of the function of the absent faculty member so as not to interfere with the functions of the University. Corresponding regular written report on the progress of the absent personnel shall be submitted to the President. Any academic and non-academic personnel of the University shall be dropped from the service for unexplained absence of at least thirty (30) days after the expiration of the period of the leave granted. Leave of absence without pay due to illness may be for an indefinite period of time but not exceed one (1) year. Any member of academic and non-academic staff of the University may be assigned on special detail with due consultation by the President subject to the approved policies of the University. Persons given such special detail shall submit a complete and detailed report within thirty (30) days after their return to duty. Any member of the academic or non-academic personnel of the University may be suspended or removed from the service in accordance with existing laws. The President may suspend or remove any academic or non-academic personnel only for cause as recommended by the Grievance Committee of the University which holds jurisdiction over academic and nonacademic complaints against any personnel of the University based on written and sworn information. The decision of the President to suspend or remove university personnel based on the recommendation of the Grievance Committee is appealed to the Board within thirty (30) days from receipt of the notice by the aggrieved party of which such appeal shall be acted upon by the Board within a period of thirty (30) days upon receipt. The composition of the Grievance Committee shall be in accordance with law and shall be updated every even-numbered year by the President and duly confirmed by the Board.
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Article 86.

Leave Without Pay and Unexplained Absences

Section 1.

Section 2.

Section 3.

Section 4. Article 87.

Special Detail

Section 1.

Section 2. Article 88.

Suspension and Removal

Section 1.

Section 2.

Section 3.

Section 4.

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Article 89.

Study Privileges Subject to the policies promulgated by the Board, member of the academic and non-academic personnel who is not on study leave shall have the privilege of enrolling at the University for not more than nine (9) units a semester/summer with exemption from payment of tuition and laboratory fees. Any personnel of the University who is on study leave who enrolls in any course within the University, must secure a written approval from the President. Permission shall be granted to personnel whose performance is Very Satisfactory with exemption from payment of tuition and laboratory fees. Any personnel of the University who is on study leave who enrolls outside the University on his/her own expense must secure a written approval from the President. Dependent children of University personnel with permanent status shall be entitled to exemption from payment of tuition fees collected by the University when enrolled in the University except in the Graduate School. All University personnel who qualify to the Government Social Benefit membership shall participate in the insurance and retirement programs as governed by existing laws and policies. Retired University personnel shall continue enjoying the University library privileges and receiving University publications. As determined by the Board, they shall also be entitled to such other privileges and benefits granted by the University to its retirees. A retired professor who has rendered at least fifteen (15) years of uninterrupted active and faithful service to the University and has shown marked distinction as a productive scholar, scientist or educator, or is widely acknowledged as an effective and dedicated teacher may be appointed professor emeritus; provided that the head of the unit and the ranking professors in his/her discipline in the University to which such professor belonged recommend, by unanimous vote and with a written justification, his/her appointment to the President who, in his/her discretion, may submit the recommendation to the Board for approval. The University personnel shall be entitled to the following awards: a. Loyalty Award to be given at the time of retirement provided the retiree will retire at the age of sixty (60) years old and above and with at least 15 years of continuous and satisfactory service in the University.

Section 1.

Section 2.

Section 3.

Section 4.

Article 90.

Insurance and Retirement

Section 1.

Section 2.

Section 3.

Article 91.

Merit and Awards

Section 1.

The ASU Code

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b. Service Award to be given after ten (10) years of service and every five (5) years thereafter. Section 2. Article 92. There shall be a committee on awards to administer the merit and awards system. Any organization or association of Aklan State University personnel seeking University recognition shall submit to the President for approval a copy of its Constitution and By Laws and shall be subject to reasonable conditions prescribed by the President and approved by the Board.

Organizations and Associations

Section 1.

Article 93.

Flow of Communications All official communications of the members of the academic and nonacademic staff of the Aklan State University and its campuses sent to the President, Board of Regents or any of its member shall be coursed through the Unit Head concerned and vice versa. In emergency cases, communications may be sent directly to higher authorities, copy furnished the Unit head concerned. The person addressed to may respond in like manner. In urgent cases, follow up of communications may be made through proper authorities. The University motor pool shall be under the immediate supervision of the Director for Administrative Services. The Director for Administrative Services shall supervise the employees and utility workers under the general administration who are assigned to the upkeep and maintenance of grounds and buildings. The Vice President for Academic Affairs shall schedule the use of classrooms in the buildings of the University upon consultation with the Deans, Directors or Unit Head Concerned. Except those specifically provided by law, only recognized organization or associations in the University with prior request and approval from the President or his duly authorized representative, have the privilege of using a building or room or any property of the University. Recognized organizations or associations in the University are those whose members are students, alumni and academic or non-academic staff of the University duly registered under the Office of the President. The use of any building or premises by outside individuals or organizations shall be in accordance with the rules promulgated by the President and confirmed by the Board.
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Section 1.

Section 2.

Section 3. Article 94.

Supervision of Buildings and Grounds

Section 1. Section 2.

Article 95.

Use of Buildings and Grounds

Section 1.

Section 2.

Section 3.

Section 4.

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Article 96.

Custodianship of Buildings and Facilities. The Supply Officer shall be the custodian of all buildings and facilities of the University. He/she shall be under the supervision of the Vice President for Administration. Responsibility over Universitys Property University properties for use in the different units shall be covered by memorandum receipts signed by the personnel concerned and noted by the Unit Head. Memorandum receipts can be issued only to University personnel with plantilla positions. No one shall take from the buildings or grounds any University property for private or public use without written approval of the Head of Unit concerned or of the Vice President for Administration. Control and safekeeping of instructional facilities, materials, and equipment shall be centralized. Said items may be availed of in accordance with existing rules of the University. Clearance of property responsibility is effected only by transfer of memorandum receipts to another University personnel. All motor vehicles owned and operated by the University except the one authorized for the exclusive use of the President shall be constituted into a motorpool. The use and operation of motor vehicles owned by the University shall be in accordance with the rules and regulations set forth by law and the University. Soliciting of funds, canvassing for the sale of merchandise and subscribing for securities, insurance and publications, selling of tickets and other promotional or charity schemes shall not be allowed in any of the University buildings or grounds without previous written approval of the President of the University or his/her duly authorized representative. Posting of streamers, placards and similar materials to announce, advertise or publicize events, products or the like on any of the grounds and buildings of the University shall require the written approval of the President of the University or his/her duly authorized representative. The sale and disposal of University property shall be subject to pertinent government auditing rules. Disposal/sale of items costing P5,000.00 or more shall be referred to the Board for approval. Proceeds from sales of materials and products produced by a unit of the University shall be set aside as trust fund to be used for the continuity of such productive activities. All purchases and requisitions shall be made in accordance with the
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Article 97.

Section 1.

Section 2.

Section 3.

Section 4. Article 98.

Use and Operation of Motor Vehicles

Section 1.

Section 2.

Article 99.

Solicitations

Section 1.

Section 2.

Article 100.

Sale and Disposal of University Property

Section 1.

Section 2.

Article 101.

Purchasing and Requisitions

Section 1.
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provisions of law, this Code and other pertinent regulations of the University. Section 2. All requirements shall be submitted by the respective Unit Heads to the Vice President for Administration who, together with the Budget Officer, shall determine whether or not an appropriation is available to fill the requisition. Whenever a requisition, for which funds are available as certified by the Budget Officer of the University, is objected to by any member of the administrative office, the latter shall state in writing the reasons for the objection. The Unit Head concerned shall be furnished a copy thereof and may then appeal to the President of the University for final decision. The Supply Office shall only be concerned with the purchase of supplies/ materials/equipment and fixed assets regardless of the mode of procurement. The functions of the office are: The APP shall emanate from all operating units, each shall submit on the last quarter of the current year an itemized list of supplies and materials needed on a quarterly basis for the ensuing year based on allocation from the Budget Office. Purchase Request (PR) shall be prepared in four (4) copies by the Requisitioner/end-user and approved by the designated approving authority. Proper distribution of the form shall be observed. Based on approved requisitions, invitations to bid are prepared with specific descriptions and quantities of items called for. At least one week before bidding day these invitations are sent to prospective qualified and reputable bidders. On bidding day, which is usually on the 1st month of the quarter, the committee convenes for the opening of the bids in the presence of attending bidders. Bid tenders are abstracted as they are opened and read, at the same time verifying whether bond requirements are complied with. (Acceptable bonds are either CASH, CERTIFIED CHECKS OR GSIS SURETY BONDS, equivalent to 10% of the total bid and 10% performance bond in case of award.). Tenders are initiated by the members of the committee to indicate that they have passed upon such offers. Based on the tenders and abstracts of bids, award is made to the offer which the committee considers most advantageous to the University, considering among others, 1) price, 2) quality, and 3) reliability of the supplier. The members of the committee sign the abstract to signify their approval of the award.
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Section 3.

Article 102.

Procurement

Section 1.

Section 2.

Section 3.

Article 103.

Bidding

Section 1. Section 2. Section3.

Section 4.

Section 5. Section 6.

Section 7.
The ASU Code

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Section 8. Section 9.

The COA representative signs as witness to the proceedings of the bidding. Based on the award made by the committee the Procurement Division prepares a Letter Order (LO) in six copies and Obligation Slip (SO) in six copies. The Head of the Procurement Unit reviews and initials LO. The Accounting Unit certifies to availability of funds. From the accounting division, documents are forwarded to Internal Audit Division for attestation. The Authorized official approves the same. The Procurement Unit transmits the L.O. to winning bidders. A fine of 1/10 of 1% for each day of delay is charged to the dealer in case of delays. Negotiated purchases are resorted to when the items requisitioned are exclusively manufactured or distributed and there is no substitute available in the market. Procedures on Negotiated Purchase a. Quotations are secured from the exclusive manufacturer or distributor with a certification as exclusive manufacturer or distributor applicable to their respective status. b. Based on the price quotations and certificate of manufacturer or sole distributorship, supported by the approved requisition, a negotiated form to purchase is prepared by the procurement unit. c. The Procurement Officer reviews records and initials documents. d. Documents (Request to negotiate, requisition, quotation and certificate of manufacturer or sole distributorship) are recorded in the logbook and forwarded to the Chairperson of the Bidding Committee. e. Chairperson of the Committee on Bids and Awards endorses the request for negotiation with the OVPA/Campus Director otherwise, the request is returned with comments. f. The President/Campus purchase/contract. Director approves the negotiated

Section 10. Section 11. Section 12. Section 13. Section 14.

Article 104. Negotiated Purchase Section 1.

Section 2.

g. The Procurement Division prepares notices of approval to all units concerned. h. The Procurement Division prepares LO based on supporting documents.

The ASU Code

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Article 105.

Emergency Purchase Emergency purchases without public bidding is allowed under Section 6 of Executive Order No. 302, S-1940 in any of the following instances: Whenever the supplies, materials, furniture, equipment or repair of equipment are exceptionally urgent or absolutely indispensable to prevent immediate danger to, or loss of, life and/or property. Whenever the suppliers are to be used in connection with the project or activity which cannot be delayed without prejudice to public service. Procedure a. Canvass of prices is obtained from at least three reputable suppliers. b. Based on the lowest responsive offer and amount up to P1,000.00. The unit may be purchased directly without the need for a requisition or PO, provided there are available funds for the purpose. c. Reimbursement or direct payment may be effected by accomplishing a disbursement voucher (General Form 5A) supported by a ROA, an official Receipt or invoice duly signed by the company, taxpayers certificate, report of inspection and a statement by the unit head that: The price paid or contracted for is reasonable and that it is the lowest obtainable at the time of purchase or order. d. For amounts over P1,000.00 up to P5,000.00 a requisition has to be accomplished and supported by at least three canvass of prices plus statement of the department head on the emergency nature of the purchase and a certification that the price is the lowest obtainable at the time of canvass.

Section 1. Section 2.

Section 3. Section 4.

Article 106.

University Budget The annual budget of the University shall be prepared in accordance with the University approved rules and the Department of Budget and Management policies and guidelines. The preparation of the annual budget shall be done in consultation with heads of the different units and shall be based on need. The Heads of Units may be invited to defend their proposals during budget hearings. Pending the approval of the annual budget for the ensuing fiscal year, the University shall operate from January of a given year, using the budget of the previous fiscal year as basis. The President of the University is authorized at his/her discretion to order the closing of accounts of finished and dormant project and the reversion of any balance to the original funds from which these were drawn or to general unassigned funds of the University. Dormant projects are those activities or special programs whose budgetary allocation does not reflect any withdrawal for nine months after
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Section 1.

Section 2.

Section 3.

Section 4.

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approval. Article 107. Records Management The University shall strictly adhere to the efficient, effective and economical implementation of the records management program as it is a vital tool for the provision of an accurate and timely information whenever and wherever it is needed in the university system. All official correspondence intended for the University whether addressed to the President or any other official, shall be coursed through the Records Section for recording and routing to proper action units. There shall be no direct deliveries of incoming communications to action units by individuals. All communications delivered directly will first be made to pass through the Records Section for proper recording. As much as possible, there shall be no hand carrying of correspondence within the university by outside parties. All officials and employees shall inform the transacting public of this regulation and shall adhere to it. The Records Section shall adopts the following standard operating procedures: a. Receiving b. Sorting c. Opening d. Stamping e. Routing f. Assigning of correspondence numbers g. Recording h. Logging i. Article 109. Section 1. Section 2. Delivery to action units. Records Classification and Filing Records should first be filed according to their subject classification. The file copy shall be marked File or Released and signed or initialed by the appropriate official to show that the paper has been officially released and is ready for filing. Complete filing designation shall be written on the upper right hand corner of the materials, in clear, legible writing. Permanent records which are worthy of preservation usually reflect those of the administrative history of the agency, the policies they follow, the reasons for their adoption, the working methods, specific individual transactions, including personnel service and the general,
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Records Maintenance

Section 1.

Section 2.

Section 3.

Section 3. Article 110.

Records Disposition

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social, economic, or other conditions which the agency is dealing with. Section 2. Non-current records have varying periods of usefulness to the agency that maintain them. Because of this, it is necessary to determine how long they should be retained in retirement to satisfy their administrative and legal requirements. Non-current records awaiting the termination of their prescription period may be transferred to less expensive storage areas. Non-current records which are of no record value to the agency, or temporary records whose retention periods have expired, should be disposed of. All requests for storage of non-current records submitted by units of the agency shall reflect information containing a brief description of the record series turned over, and inclusive dates covered by the record and volume. The University shall observe the standard procedure in disposing of records: a. The university shall prepare an inventory of its records holding in the prescribed form as an initial step in developing the Records Disposition Schedule (RDS) and for whatever purpose it may deem necessary. b. The University shall observe the General Disposition Records Schedules in determining the disposal of its valueless records. c. The University first secures authority from the Director of the Records Management and Archives Office before destroying or selling any record. d. Upon receipt of request for authority to dispose of records, the Chief of the Current Records Division, acting for the director, shall assign a Records Management Analyst to appraise and examine the disposable records of the University and recommend the manner or method of disposal, such as by burning or direct sale or shredding before sale in the prescribed form. e. The Records Officer who is in custody of the records holding shall be responsible for the safekeeping of the valueless records until their disposal is authorized. f. The Records Management and Archives Office together with representatives of CHED and COA may reappraise and reexamine records for disposal as the need arises.

Section 3.

Section 4.

g. To safeguard the sanctity of the records and to check that records to be disposed of are of the same records which were appraised and examined and that no insertions had been done, the actual disposal of records shall be witnessed by a representative of the University, the RMAO and COA. h. A Certificate of Disposal shall be prepared in triplicate by the University and witnessed by the representatives of the
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Commission on Audit, Records Management and Archives Office and the owning agency upon the delivery of the disposable records to the paper mills or warehouse of the winning bidder. i. The Certificate shall indicate the nature of the records, the manner, place and date of disposal and their approximate volume in cubic meters and weight. The original copy goes to the University, a copy for the Records Management and Archives Office and a copy for the Commission on Audit.

j.

k. The University shall submit a report on the disposal of valueless records to the Records Management and Archives Office. l. All proceeds realized from the sale of disposed valueless records shall be remitted to University Funds.

m. The University shall determine when to have its file breaks. File breaks are generally set during the slack periods of filing and servicing. A file break may be set at the end of the fiscal year or calendar year. n. Records shall be disposed of periodically, usually once a year, soon after a file break. Article 111. Reference Service Non-current records stored in the record storage center shall be made available to office personnel in the government agencies and the public in general. Reference service in the record storage center shall be made in accordance with the approved procedures to avoid loss or misplacement of records. Priority in the request for non-current records should be given to those coming from government agencies. Other requests should be attended to on a first come, first served basis. A reference service request slip shall be accomplished and prompt return of borrowed records at the prescribed period after use should be observed. The University shall maintain a Medical Unit which shall be managed by a Physician and a Nurse. Medical consultation and check-up for students, faculty and staff shall be free of charge. All new students shall undergo medical examination upon enrollment and old students shall undergo medical examination on schedule. Outsiders may be entertained by the unit for medical consultations free of charge but have to pay for the cost of the medicine and other medical supplies and materials used.
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Section 3.

Section 4.

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Medical Services

Section 1. Section 2. Section 3. Section 4.

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Article 113.

Dental Services Dental check-up including general cleaning, extraction, and cementing of damaged tooth shall be free to all students of the University. Faculty and staff of the University shall be free from paying services fee for dental check-up, general teeth cleaning, cementing of damaged tooth but shall pay the cost of medicines and other dental supplies and materials used. Dental check-up for outsiders may be rendered free of charge as a form of extension activity of the unit. However, the medicine and other supplies and materials shall be paid at cost. Artificial dentures ordered by outsiders shall be charged for the cost including the service fee. Such charges should be paid directly to the campus casher who shall issue an official receipt. It shall be deposited in a Trust Fund. This fund shall be used by the Medical/Dental Unit to purchase dental supplies and materials, and maintenance or purchase of dental equipment upon approval of the Board of Regents/Trustees. The annual budget of the SUC shall be prepared in accordance with the budgetary policies of the government and the rules and regulations prescribed by the Board of Regents. Budget preparation shall start at the unit level of the different operating units of the SUC. The Budget Officer of the University shall consolidate the estimates/ budgetary requirements for approval by the Board of Regents/Trustees. No transfer of funds shall be allowed/authorized except for justifiable and actual emergency situation. In such emergency cases, the SUC President with the approval of the Board of Regents/Trustees may direct the transfer of funds from one item to another but not to exceed 33 1/3 percent of the amount appropriated for such item. Pending the approval of the budget for the ensuing year, the SUC shall operate based on the previous year budget. Any additional request for fund made by any of the operating units should not be paid without being out as authorized by the Board of Regents. In cases where it is no longer possible to sub-allot to the requesting operating units, emergency expenditures shall be processed at the Administration or at the operating unit, which as generated savings at the end of the fiscal year. The SUC President shall be authorized to order the closing of accounts of completed and dormant projects and direct the reversion of any balance to the original funds from which these funds were drawn or to the general unassigned funds of the SUC. Income from tuition fees and other necessary charges such as:
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Section 3.

Section 4.

Article 114.

Financial Management

Section 1.

Section 2. Section 3. Article 115.

Budget Implementation

Section 1.

Section 2. Section 3.

Section 4.

Section 5.
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matriculation fees, graduation fees, laboratory fees, medical and dental fees, library fees, athletic fees and other similar fees, and the net income from auxiliary services shall be deposited in an authorized government depository bank as special trust fund. The said trust funds shall be used to augment the maintenance and other operating expenses and capital outlays fund of the SUC. They may also be used to pay authorized allowances and fringe benefits to teachers, employees, and students. Article 116. Internal Accounting Control for Disbursement No money shall be paid out to any public treasury or depository except in pursuance of an appropriation, law or other specific statutory authority. Government funds shall be spent or used solely for public purposes. Trust funds shall be available and may be spent only for the specific purpose for which the trust was created on the funds received. Fiscal responsibility shall, to the greatest extent, be shared by all those exercising authority over the financial affairs, transactions and operations of the government agency. Disbursement or disposition of government funds or property shall invariably bear the approval of the proper officials. Claims against government funds shall be supported with complete documents. All laws and regulations applicable to financial transactions shall be faithfully adhered to. Accounting and disbursement functions should not be vested on one individual. An employee should not have control of the operations giving rise to entries in the records i.e., the general ledger bookkeeper should not have access to the cash or to the records of cash sales. Payments should be properly approved and be made by check whenever necessary and issued to the name of the payee. All collections should be properly receipted and deposited intact and promptly in accordance with pertinent regulations. Accountable officers should be properly bonded.

Section 1.

Section 2. Section 3. Section 4.

Section 5. Section 6. Section 7. Section 8.

Section 9. Section 10. Section 11. Article 117.

Accounting and Auditing All accounts and expenses of the Aklan State University shall be audited by the representative of the Commission on Audit (COA) and all disbursement shall be made in accordance with the rules and regulations prescribed by the COA. All vouchers and warrants shall be submitted to the President of the University for his/her approval.
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Article 118.

Donations and Endowments All donations to the University shall be accepted by the President for and on behalf of the BOR in the name of the University subject to the confirmation of the Board. Donations involving additional expenditures or onerous conditions shall first be referred to the Board for deliberation and final action. All donations to the University shall be registered in the Book of Accounts reflecting the donor , beneficiary unit, and value which shall be submitted to the Office of the University Secretary as part of public records and shall be included in the University Inventory. The list of donated items shall be forwarded to the Supply officer who shall then issue memorandum receipts to the personnel who will take accountability of the donated items.

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Section 2.

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The Aklan State University subscribes to the intellectual property rights conferred by law upon individuals and institutions for new works and inventions in discharging its quadruple functions in instruction, research, extension and production. The University, therefore, promulgates these policies on the generation, protection, and commercialization of intellectual property to attain its vision of sustainable development in the community while maintaining its integrity as a pillar of academic excellence.

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The University Extension Manual

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ANNEXES

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Republic of the Philippines

AKLAN STATE UNIVERSITY


Banga, Aklan 5601 Philippines

University Research
Operation Manual

Prepared by: Roberto L. Saladar Ersyl T. Biray Elsa I. Abayon Realm R. Alis

November 10, 2009


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Table of Contents
1. Introduction ....................................................................................................................139 1.1 Vision...................................................................................................................139 1.2 Mission ...............................................................................................................139 1.3 Goals ....................................................................................................................139 2. University Research Thrusts and Agenda ...........................................................140 3. University Research Framework ............................................................................141 4. University Research Strategies of Implementation ........................................142 5. University Research Management and Supervision .......................................143 6. Research and Development Services Staff..........................................................149 7. Research Fund Generation and Utilization ........................................................151 8. Classifications of Researches....................................................................................152 8.1 Nature of Research ........................................................................................152 8.2 Research based on Structural Distributions .......................................152 8.3 Research Focus................................................................................................153 8.4 Research on Stages of Technology Development .............................153 8.5 Research by Location ...................................................................................153 8.6 Scope of Research Work ..............................................................................154 9. University Research Grants.......................................................................................154 9.1 Institutional Research ..................................................................................154 9.2 Collaborative Research ................................................................................154 9.3 Co-funded Research ......................................................................................154 10. Institutional Research Proposal ...........................................................................155 11. Collaborative Research Proposal .........................................................................158 12. Researcher Service Contract ..................................................................................161
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13. Research Project Implementation .......................................................................162 14. Research Project Personnel ...................................................................................164 15. Appointment of the Research Project Staff .....................................................165 16. Research Supplies, Materials and Equipment ................................................166 17. Use of University Common Service Facilities .................................................167 18. Researchers Travel Expenses ...............................................................................167 19. Research Progress Reports.....................................................................................169 20. Extension and Termination of Research Projects .........................................169 21. Presentation and Publication of Research Outputs .....................................170 22. Application for Intellectual Property Rights ...................................................170 23. Incentives of Faculty-Researchers.......................................................................171 24. Honoraria of Researchers .......................................................................................172 25. Participation in Conferences, Seminars and Trainings ..............................173 26. Awards and Other Incentives ................................................................................173 27. Repealing Clause .........................................................................................................175 28. Amendments ................................................................................................................175 29. Effectivity .......................................................................................................................175

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List of Acronyms

BOR COA CRDS DRDS EO ETLs ICTS IP MDGs MOA MTPDP ODF ODRDS OVPRE RDS RC SO STF SUC TOR UIPR URC VPAA VPRE WVCST

Board of Regents Commission on Audit Chairpersons of Research and Development Services Director for Research and Development Services Executive Order Equivalent Teaching Loads Information and Communications Technology Services Intellectual Property Millennium Development Goals Memorandum of Agreement Medium-Term Philippine Development Plan Office of the Director of Finance Office of Director for Research and Development Services Vice President for Research and Extension Research and Development Services Research Contract Special Order Special Trust Fund State Universities and Colleges Terms of Reference University Intellectual Property Rights University Research Council Vice President for Academic Affairs Vice President for Research and Extension Western Visayas College of Science and Technology

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List of Figures

Figure 1. University research thrusts, agenda and the processes to expected output of researches ............................................................................................................................. 140 Figure 2. Research Convergence Model with Extension, Training and Information and Communication Technology Services of the University ..................................... 141 Figure 3. Framework for the development of policies and guidelines to strengthen the implementation of research programs and projects of the university ......... 142 Figure 4. Flow of preparation and approval of the institutional research proposal...157 Figure 5. Administrative process for collaborative research proposals......................... 160 Figure 6. Flow of processing of MOA for collaborative research ........................................ 161

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UNIVERSITY RESEARCH OPERATION MANUAL

This University Research Operation Manual contains policies for general research administration, management and implementation of research projects. Its purpose is to give specific focus and direction to the researchers of the university for the realization of its research vision, mission and goals. Excellence in Research for Sustainable Development

Provide opportunity for the faculty and students to conduct intellectual works, develop and promote inter-disciplinary research, and generate creative knowledge and appropriate technologies for the advancement of industries and realization of the vision and mission of the university.

Establish a dynamic research environment that will promote a high standard of professional conduct among researchers, and a culture of research practice that is ethical, competent, safe and responsive to the needs of the stakeholders. Conduct researches that can generate new knowledge, best practices and appropriate technologies, and improve policies for the sustainable development of industries and stakeholders. Present research outputs in local, regional, national and international venues. Publish new knowledge and technological breakthroughs in local, regional, national and international refereed journals and other scientific publications. Strengthen the research network of the University with local, regional, national and international institutions through collaborative research programs and projects.
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The university researches are centered on quality education, sustainable agriculture and fisheries, enterprise development, and health and social welfare. These shall be focused on specific fields that may cut across disciplines, but not limited to the following identified research agenda: food security, facilities and services modernization, forest and environmental conservation, disaster and health awareness/advocacy, renewable energy maximization, human capability building, tourism development and promotion, and gender and development. The framework of the university thrusts, agenda and output are shown in Figure 1.

Figure 1. University research thrusts, agenda and the processes to expected output of researches These research thrusts and agenda are based on the research edges of the University, the Medium-Term Philippine Development Plan (MTPDP), and the Millennium Development Goals (MDGs) in support of the mandate of the Commission on Higher Education and the implementation of Republic Act 8435 or the Agriculture and Fisheries Modernization Act of 1997.

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The Convergence Model of Research, Extension, Training, and Information and Communications Technology Services Units shall be used to develop and implement policies in harmonizing the research programs and projects of different degree granting units of the university as shown in Figure 2. This model provides the researchers a breadth and depth articulation of the integration of resources from the four service units, and the use of interdisciplinary services of the university.

Figure 2. Research Convergence Model with Extension, Training and Information and Communication Technology Services of the University

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The University Research Development Strategy is articulated in the Universitys Five Year Strategic Plan with detailed specific objectives and implementation to realize the vision and mission of the university. It shall be interdisciplinary and participatory approach using the Input, Process and Output Model illustrated in Figure 3.

Figure 3. Framework for the development of policies and guidelines to strengthen the implementation of research programs and projects of the university This framework provides direction in the formulation of research policies and guidelines to achieve excellence in research programs based on, but not limited to the following provisions: Development of research policies to pursue the research thrusts and agenda of the university, harmonize the research programs and projects, and promote the efficient use of human resources and research fund. Enhancement of knowledge and skills of faculty, staff and students to undertake quality research works by building the universitys research human infrastructure.
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Empowerment of Research Chairpersons to develop and implement research strategic plans that shall utilize the expertise of the faculty, staff and students in their respective college/school. Modernization of research facilities and equipment to provide the faculty, staff and students a dynamic working environment that is conducive to the conduct of research. Multi-disciplinary research approach to provide opportunities for effective collaborations among faculty, staff and students from the different colleges/schools and from other institutions. Utilization of the research fund of the University and the research grants of other institutions to implement the approved research proposals of the faculty, staff and students. Publication of research findings in local, regional, national and international refereed journals to disseminate new knowledge and technological breakthroughs to the stakeholders and the scientific community. Packaging of research outputs to secure the University Intellectual Property Rights (UIPR) on developed technologies that shall be commercialized by industries and other stakeholders. Research collaborations with local, regional, national and international institutions to expand the research network of the University. Integration of gender and development in the implementation of research programs and projects of the University. Provision of incentives to the researchers who present and publish their research findings in local, regional, national and international scientific gatherings and publications.

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University Research Council The University Research Council (URC) shall be the research policy-making body of the university. The URC shall be composed of the University President as Chairperson, the Vice President for Research and Extension (VPRE) as CoChairperson, the Director for Research and Development Services (DRDS), and the Chairpersons of Research and Development Services (CRDS) from the different degree granting units of the university as members. The University Board Secretary shall be the Secretary of the University Research Council who shall disseminate the notice and agenda of the meetings at least 48 hours in advance and shall keep the records of the minutes of meetings. The minutes of the previous meeting shall be distributed with the notice of meetings. The URC meeting shall be called by the University President, or his representative, or upon the request of the majority of all the members of the Council. A quorum of meeting shall be a majority of all the members of the Council. The duties and functions of the URC are: Review and recommend to the Board of Regents policies, guidelines, rules and regulations governing the development of research plan, administration management and implementation of research programs and projects of the colleges, schools and other degree grating units. The URC specific duties are as follows: Serve as an advisory body to the President on the development of research in the university; Act as coordinating committee for the various committees of the university for more effective and efficient implementation of the
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research programs and attainment of its vision and mission; Review research programs and projects of the different degree granting units or create a special committee as it may deem necessary to review and evaluate research proposal for funding; and, Review research policies and guidelines, utilization of research funds, and recommend for approval by the Board of Regents. Office of the Vice President for Research and Extension In close coordination with the Office of the University President, Vice Presidents, Executive Directors, Deans, Directors and Unit Heads, the Office of the Vice President for Research and Extension (VPRE) is mandated to assist the Office of the Director for Research and Development Services Unit to orchestrate and harmonize the research programs and projects of Colleges, Schools and other degree granting units of the university. The VPRE is directly responsible to the President of the university. He/she shall serve for a term of two (2) years without prejudice to re-designation for another two (2) years or until he/she reaches retirement age whichever comes first. However, the designation/appointment could be withdrawn anytime for a cause. His/her major functions are the following: 1. Coordinates with the President of the university and other Vice Presidents regarding the research and extension programs of the university. 2. Provides effective liaison between the university and the research and extension community; local, provincial, national and international. 3. Initiates and undertakes activities that shall keep the university updated with recent developments in the research and extension affairs. 4. The specific duties of the Vice President for Research and Extension are as follows: a. serves as deputy of the ASU President on research and extension;

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b. supervises the personnel, budget and expenditures, and annual procurement planning, and recommends to the office of the University President the allocation of funds and personnel appointments for the Offices of Research and Development Services, Extension and Community Services, Training Services and Information and Communication Technology Services; c. ascertains that actual expenditures are in accordance with the authorized appropriations on allotments in the offices under the Office of the Research and Extension following the government accounting and auditing rules and regulations; d. certifies the disbursement that expenses/advances necessary, lawful, and incurred by the Offices of Research and Development Services, Extension and Community Services, Training Services and Information and Communication Technology Services under his direct supervision; e. coordinates with the Vice Presidents, Deans, Directors and Unit Heads regarding Research and Development Services, Extension and Community Services, Training Services and Information and Communication Technology Services of the university; f. provides effective liaison between the university and community, and other educational institutions, government and non-government organizations, foundations, research and training institutions;

g. conducts in-house research and extension review and initiates activities that shall keep the university abreast with recent development in instruction, research, extension and production; h. prepares and pursues programs for staff continuing development; i. assists the President in sourcing donations and grants-in-aid and income generation initiatives for the support of research and development, extension and community development, training, and information and communication development programs;

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j.

conducts meetings, conferences, trainings, workshops and seminars in coordination with the President, Vice Presidents, Executive Directors, Deans, Directors and other Unit Heads regarding the planning, implementation and communication development programs of the university; and,

k. performs other functions that the ASU President or Board of Regents may assign. Office of the Director for Research and Development Services In coordination with the Office of Vice President for Research and Extension (OVPRE), the Office of Director for Research and Development Services (ODRDS) shall direct and assist the formulation of research strategic plan and implementation of research programs and projects of the different degree granting units of the university. Likewise, ODRDS shall assist the OVPRE in the networking and resourcing of research fund. With close coordination with the Executive Directors, Deans and Unit Heads, the Director for Research and Development Services (DRDS) shall work closely with the RDS Chairpersons in developing research strategic plans, implementing, monitoring, evaluating research programs and projects of the different degree granting. The DRDS shall be designated/ appointed by the Board of Regents upon the recommendation of the President. He/she shall be designated for a term of two (2) years without prejudice to renewal for another two (2) years. However, the designation/appointment could be withdrawn anytime for cause. 1. As DRDS, he/she is directly responsible to the Vice President for Research and Extension. 2. His/her functions are as follows: a. initiates and supervises the planning, implementation and evaluation of new and existing activities, projects, programs approved by the Board of Regents;
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b. initiates and undertakes activities that shall keep the university abreast with recent development in research; c. supervises and administers the personnel assigned in the Research and Development Services; d. assists the Vice President for Research and Extension in the formulation of policies and guidelines for the operation of the office; e. prepares the budget, expenditures and annual procurement of the office; and shall represent the office in the Administrative Council/ Executive Meetings/Conferences; f. provides effective liaison between the university and community, other educational institutions, organizations and foundations and Local Government Units (LGUs) g. sources funds from donations and grants-in-aid for the support of the extension activities of the university; h. initiates and innovates efficient extension delivery system to transfer technologies to the community; i. chairs the R&D Coordinators of school/colleges/units of the university; j. ascertains that actual expenditures are in accordance with the authorized appropriation or allotments; k. prepares and submits periodic reports; l. designs and conducts livelihood and professional trainings in the dissemination of technologies; m. recommends the use and disbursement of funds allotted to RDS under her direct supervision for approval; and, n. does other functions that the President or Board of Regents may assign.

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The RDS Unit has administrative, technical and clerical staff assisting DRDS to implement research policies and guidelines of the university. These are the designated Research and Development Services Chairpersons from different degree granting units, the Science Research Assistant and the Clerk. Research and Development Services (RDS) Chairpersons. The RDS Chairpersons are performing the research manager tasks to assist the researchers in their respective college, school or unit. Each degree granting unit of the University shall have one RDS Chairperson who shall work closely with the DRDS in developing research strategic plans, and in implementing, monitoring and evaluating researches in their respective college, school or unit. The RDS Chairperson shall have the following duties and functions: a. represent his/her college, school or degree granting unit in the University Research Council; b. act as the head of the Local Research Evaluation Committee of their respective college, school or degree granting unit; c. represent the college, school or degree granting unit in the R&D committees, meetings, consultations, conferences and seminars; d. disseminate research policies and other information from the ODRDS to the faculty in their respective college, school or degree granting unit; e. coordinate with the ODRDS in the formulation and implementation of research activities in the college/school degree granting unit; f. monitor the status of research projects and activities in their respective college, school or unit; g. prepare and submit the strategic, procurement and action plans, progress reports and other research-related documents from their college, school or unit to the ODRDS; h. attend the RDS regular meetings; and,
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i. perform other functions as maybe assigned by higher authority. Science Research Assistant. The SRA shall work under the Office of the RDS Director to assist the implementation of the research programs and projects by the different degree granting units with the following functions: assists the DRDS Unit in the formulation and consolidation of strategic plans, conduct of research in-house review, and validate accomplishment reports submitted by the RDS Chairperson from the different degree granting units of the university; assists the DRDS to coordinate with the RDS Chairpersons and Researchers from colleges, schools and other units to prepare research proposals, and document research output for presentation in the research in-house review; provides technical assistance to the researchers in the implementation of research projects such as data gathering, statistical analysis and documentation of research activities; facilitates and assists the RDS Chairperson from different colleges, schools and other units in monitoring and evaluating the on-going research projects; consolidates and submits quarterly research monitoring and evaluation reports to the DRDS ; assists the researchers in preparing reports, presentations, posters and press releases of the research programs, projects and activities; and does other related tasks. Clerk. The Clerk shall act as the custodian of documents, and facilitator of office business transactions under the supervision of the DRDS with following duties and functions: a. prepares interoffice and outgoing communications; b. files and records all incoming and outgoing communications;
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c. records minutes of meetings; d. records budget and expenditures of the office e. prepares reports on research-related activities; and, f. does other related tasks that the DRDS may assign.

The generation of research fund and utilization shall be guided by the following procedures: The University regular research budget allocation from the national government shall be utilized for payment of personnel services and operating expenses of the RDS unit to orchestrate and strengthen the research programs of the different degree granting units. The ODRDS shall prepare the utilization of the regular research budget every October and shall be approved by the Board of Regents. The re-alignment of the approved research budget from the regular fund may be requested by the ODRDS to the Director for Budget and Finance subject to approval of the Board of Regents. The University research fund for institutional research grants shall be taken from the 10% of Research Share of the Special Trust Fund (STF), and other sources of fund of the university. The 10% STF Research Share shall be deposited in one common account as the University Research Fund to provide funding to the approved research proposals. The University Research Fund shall be utilized for research grants, incentives of faculty-researchers and payment for professional and administrative services. Likewise, the University Research Fund shall be used for research human capability building, upgrading of the research facilities of colleges, schools
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and other degree granting units. Each of the degree granting units shall have equal access to use the University Research Fund through submission of approved research proposal.

The University provides grant to support the institutional and collaborative researches which maybe technical or social researches across disciplines which focus on, but not limited to the identified University Research Agenda. The researches can be classified as follows:

Basic Research - any systematic and creative work undertaken primarily to acquire new knowledge of the underlying foundations of phenomena and observable facts, without any particular or specific application or use in view. Applied Research - any original investigation to acquire new knowledge. It is, however, directed primarily towards a specific practical aim or objective.

Upstream Research - any research project of basic strategic type implemented by national centers of excellence. Midstream Research - any systematic work drawing on existing knowledge gained from research and/or practical experience that is directed to producing new materials, products and devices, to installing new processes, systems and services, and to improving substantially those already produced or installed; these are technology verification and technology adaptation type of research implemented by regional SUCs. Downstream Research - these are applied research projects of technology dissemination and technology demonstration type implemented at the provincial level.

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Commodity - refers to research undertakings that focus on product development of specific commodities like rice and other agricultural products or certain research fields. Non-Commodity - refers to research undertakings that focus on socioeconomic aspects or interdisciplinary researches with policy implications to agriculture (e.g. Integrated Pest Management, mechanization, biotechnology, crop protection and forest biology).

Technology Generation Research - focuses on a single factor affecting productivity of a single commodity. Technology Adaptation Research - evaluates the performance stability and replicability of technologies over space and time, conducted either in the research station or farmers fields and done under the supervision and management of the researcher. Technology Verification Research - compares performance of the improved technologies with that of existing farmers practice under existing farm environment. This research is conducted in farmers own farms under the supervision and assistance of researchers.

On-station Research - trials conducted in research stations where facilities for experimentation are excellent and accessibility to researchers is favorable. Usually, only the researchers are involved in formulating the research objectives and methodologies. On-farm Research - trials conducted in farmers fields with the farmers involved in formulating improved technologies to be tried or tested. Researcher-managed - on-farm trials conducted on farmers fields managed by researchers who evaluated in detail the specific management components to be assigned to the cropping systems.
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Farmer-managed - on-farm experiments managed by farmers to find out how they respond to suggested improvements.

This refers to the nature and coverage of research work undertaken by the faculty-researchers in different degree granting units. Research Program - a group of interrelated or complementing projects usually requiring an interdisciplinary or multidisciplinary approach to meet established goals within a specific time frame. It is composed of at least two projects. Research Project - a set of interrelated studies, activities or a component of a program with predetermined objectives to be accomplished within a specific time frame. It is composed of at least two studies. Research Study - a basic unit in the investigation of a specific problem identified under a research project.

The University provides grants to support the institutional research. The research grant includes operating expenses to implement the researches and remuneration of the researcher. All faculty members with permanent appointments are eligible to apply for the research grants, provided the research is in line with the university research thrusts and identified agenda, and approved by the Board of Regents. this is funded by the University from the ten percent (10%) of the STF and other source of fund from the university. is funded by partner institutions through a Memorandum of Agreement between the University and the funding institution. - Co-funding or a combination of funding from the University and partner institutions through a Memorandum of Agreement between
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the University and the funding institution, and copy furnished to the concerned offices.

The following are the procedures in initiating and approval of the institutional research proposal: The research proposal shall be conceptualized and developed by the researchers or the research project team from the different degree granting units. Research proposal shall be focused on, but not limited to the current problems and researchable gaps based on the identified research agenda of the university. The submission of the research proposal from the different degree granting units to the ODRDS is every 4th quarter of the year, following the prescribed institutional research proposal format of the University. The research proposals shall be consolidated by the ODRDS who shall indorse to the OVPRE for review, and evaluation by the URC. The OVPRE shall convene URC Meeting to evaluate the submitted research proposals. The URC comments shall be incorporated in the research proposals before submitting it to the ODRDS for inclusion in the University In-House Review. Both rejected and accepted research proposals shall be returned to the proponent, and the comments from the Technical Panel during the In-House Review shall be incorporated in the final copy of the accepted proposals by the proponent. The final copy of the accepted research proposals shall be submitted to the ODRDS who shall submit the list to the OVPRE.

The OVPRE shall then indorse the list of accepted research proposals to the University President to be included in the agenda in the Board of Regents meeting for appropriate action.
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Once the research proposals are approved, the University Board Secretary shall issue the certification of the BOR Approval, copy furnished the Researchers, ODRDS, OVPRE and RDS Chairperson. The ODRDS shall provide a Research Code Number to the BOR approved research proposals which shall then forwarded to the Office of the Director of Finance (ODF) for allocation of fund. The funding shall be taken from the ten percent (10%) of Research Share of the Special Trust Fund (STF) or from other source of fund of the university. The ODF shall issue a Certificate of the Availability of Fund or For Schedule for Release of Fund to implement the approved research proposal, copy furnished Researchers, ODRDS, OVPRE and RDS Chairperson. Upon the issuance of the Certificate of the Availability of Fund, the Researcher shall submit a request letter to the ODRDS to start implementing the project subject to the approval by the University President. The implementation of the research projects shall be done by the Researchers directly monitored by the RDS Chairpersons under the supervision of their respective Dean/Executive Director. The ODRDS shall conduct quarterly field evaluation to validate the Research Progress Report submitted by the RDS Chairperson. The general rule is that the faculty can undertake only two (2) researches per year that includes institutional and collaborative researches funded by partner institution, where the faculty-researcher is the research project leader. The faculty may be allowed to participate in other researches provided he/ she can complete the on-going project and submit the final research report on time; provided further that his/her academic and other mandated functions in the university are not affected.

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Figure 4. Flow of preparation and approval of the institutional research proposal

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The following are the procedures in initiating and processing of Collaborative Research Proposal to be funded by the partner institutions: The research proposal shall be conceptualized by the Researchers or the Project Research Team from the different degree granting units based on the identified researchable problems or research interest of the funding institutions. The submission of research proposal from the different degree grating units to the ODRDS shall be 10 days before the deadline, following the proposal format prescribed by the funding institution. The ODRDS shall create Research Technical Committee to review and evaluate the research proposal, and comments from the committee shall be integrated in the final research proposal by the research proponent.

The final copy of the research proposal shall be submitted to the ODRDS for issuance of the Collaborative Research Code Number, and this shall be forwarded to the OVPRE who will recommend for official endorsement by the University President to the funding institutions. In case the first submission of research proposal will not be accepted by the funding institutions due for improvement of the research proposal, comments and suggestions from the funding institutions shall be integrated by the research proponent and the re-submission of the proposal shall be endorsed by the University President to the funding institutions. Once the research proposal is approved, a Memorandum of Agreement (MOA) between the funding institution and ASU shall be executed, and the concerned offices shall be provided with notarized copy of the MOA. The Collaborative Research Fund shall include 10% from the total budget which shall be allocated as the Administrative Overhead Cost. The rate is pegged at 10% of the total budget that goes to the University Research Trust Fund, and shall be used as follows: payment of honoraria and incentive of administrative personnel which shall be determined by the Program/Project Leader, and the remaining amount shall be used for the upgrading of RDS
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research facilities for the degree granting unit 40%, and 60% for international/local travel expenses of researchers, see Figure 5. The notarized copy of the MOA shall be submitted to the Office of the Board Secretary to be included in the agenda of the Board Meeting for notification of the Board of Regents, after which the Board Secretary shall issue the certification of BOR action, copy furnished the concerned offices as shown in Figure 6. The implementation and utilization fund of the Collaborative Research Project shall be based on stipulated agreement in the MOA and in accordance with Memorandum of Agreement (MOA) accounting rules and regulations. The Project Leader of the Collaborative Research Project shall submit the monthly progress report and final research report to the ODRDS, copy furnished the other concerned offices. The administrative process of preparing the Collaborative Research Proposal is shown in Figure 5.

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Figure 5. Administrative process for collaborative research proposals

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Figure 6. Flow of processing of MOA for collaborative research

Prior to the implementation of research programs/projects, either Institutional or Collaborative the researchers shall be issued with Special Order (SO) /Research Contract (RC) with the following conditions: The Office of the University President shall issue the Special Order to the Researchers stating the Term of Reference that includes the name of researchers, title of the research project, duration of implementation, total amount of fund, source of fund, expertise, duties and major activities of researchers, incentives or honorarium to be received by the researchers and signatories of the concerned university officials. The research proponents shall affix their signatures in the Special Order issued by the University President in confirmation of their duties, functions
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and accountabilities to disburse research fund and implement the project. The Research Project Leader, Dean or Executive Director who shall implement the research project shall affix their signatures in the Research Contract to be accountable on the disbursement of funds and implementation research without jeopardizing the regular functions of researchers in their respective degree granting unit.

The University President can revoke anytime the Special Order issued to the Research Project Leader and Researchers whose research activities are proven unethical done in misconduct and negligence in their academic function in the university. Extension of Research Contract or the deferment of research for a maximum of one (1) year maybe granted to the research proponent for valid reasons, and approved by the University President. Incase the research proponent did not start after the deferment period has lapsed, the rights of the proponent is forfeited, and the research shall be implemented by other researchers.

To strengthen and institutionalize uniform implementation of Research Programs/Projects in the different degree granting units, the following policies and guidelines are hereby adopted: 1. Only BOR approved Research Program/Research Project Proposal shall be implemented by the researchers in their respective degree granting units, following the program of activities defined in the proposal. Funding of the approved Institutional Research Programs/ Projects shall be charged to the University Research Fund from the10% STF Research Share of the respective academic units and/or sourced out from GAA or linkages. The Research Program/Project Leader shall prepare a program of activities matrix with corresponding budget per activity, and signed by
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2.

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the respective Budget Officer, Dean and Executive Director and approved by the University President. 4. The Research Program/Project Team shall accomplish the Research Service Contract in the ODRDS in which the functions and duties of the RDS Program/Project Team such as team leader, facilitator, trainer, documenter and project consultant shall be defined. The Research Service Contract shall be signed by Research Program/ Project Team and their respective RDS Chairperson, noted by the Dean and the Executive Director, and approved by the University President. All Research Programs/Projects with attached Research Service Contract shall be submitted by the RDS Chairperson to the ODRDS for consolidation and submission to the OVPRE. The contract shall then be endorsed for approval to the University President. The mode of Research Program/Project implementation shall be divided into different phases of activities by semester. In case some of the activities require to be conducted during summer, this should be reflected in the program of activities. The implementation of the Research Programs/Projects shall be properly documented, particularly the processes, procedures, challenges, lessons learned and efficient use of project funding following the government rules and regulations. RDS Chairpersons shall have regular meetings and monitoring of projects implemented by their respective college, school or unit.

5.

6.

7.

8.

9.

10. Research Program/Project Leaders are required to submit quarterly Research Progress Report, and consolidated progress report at the end of the semester to the ODRDS who shall provide certification to the researchers to justify their claims of research services rendered for that semester.

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The qualification of the project personnel who shall be hired must conform to the qualification and technical expertise needed to implement the research project. The research project personnel shall be hired following the university hiring procedures for project-based personnel. Below are positions of personnel who may be hired to assist the researchers. Research Assistant. The applicant must possess a baccalaureate or graduate degree, with related work experience, and has undergone at least 8 hours of relevant training. The duties and functions include but are not limited to: assist the faculty-researchers in the conduct of research activities, such as laboratory analysis, data gathering, report writing, etc.; and provide technical assistance to the field workers, data gatherers and encoders. Research Aide. The applicant must possess a baccalaureate or graduate degree, with related work experience, and has undergone at least 8 hours of relevant training. The duties and functions of a laboratory aide include but are not limited to: assist the researchers in setting up laboratory experiments and analyzing samples; and maintaining the utility of equipment and materials in the laboratory. Statistical Aide. The applicant must possess a baccalaureate or graduate degree, with related work experience, and has undergone at least 8 hours of relevant training. The duties and functions of statistical aide include but are not limited to: encode data and operate the statistical programs like CROPSTAT, SPSS, Minitab, and Microsoft Excel; and prepare statistical tables, charts and graphs for data analysis. Enumerator/Interviewee. The applicant must have at least two years of college education relevant to the nature of the study, preferably with experience in conducting interviews and surveys. The duties and functions of an interviewer/enumerator include but are not limited to: conduct interview with the respondents; and transcribe the interviewed data. Laborer. The applicant must possess at least two (2) years of college
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education relevant to the nature of the study, and with related work experience. The duties and functions of a laborer include but are not limited to: work on the field on tasks assigned by the faculty-researchers; and constructing facilities needed in the project. Encoder. The applicant must possess at least two (2) years of college education relevant to the nature of the study, computer literate, and with related work experience. The duties and functions of an encoder include but are not limited to: - encoding data gathered in the course of the research; and encoding and formatting reports and communications such as progress and annual reports, reports to funding agencies and reports for publication. Consultant. The services of a consultant may be contracted if the project requires a level of expertise or attention beyond the optimum in-house capability (Sec. 24.3, AAMRO). The consultant must possess the necessary expertise needed in the research as shown by his/her educational qualifications, technical expertise and experiences. The function of research consultant must be well-defined in the terms of reference subject to the approval of the University President.

The appointment of the research projects staff shall be classified into: Contractual. The research project proponent accomplishes the request to hire a contractual employee and submits the request to the Dean/Unit Head for approval. The approved request is then attached to the contract of service and program of activities of the contracted employee, which is processed through channels for the approval of the concerned higher authorities of the university. Local Job Order. Hired laborers, utility workers and pakyaw shall be hired for a maximum of one month. Approved Local Job Order request shall serve as the appointment, which is processed through channels for the approval of the concerned higher authorities of the universities.
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The documents needed to process the payment of wages include: Contractual Project Staff: Approved request to hire the project staff Project staff contract of service Project staff Daily Time Record Project staff accomplishment report for the month Approved request to render overtime with pay Local Job Order:

Approved Job Order request Approved scope of work and billing of materials Approved program of work and accomplishment report Pre- and post-repair inspection forms

Consultant:

Approved Special Order or Terms of Reference by the University President Certification for the Research Project Leader on the services rendered Consultants narrative report based on the TOR

The wages of research project staff shall be claimed from the cashiers office. In case the research project personnel cannot claim his/her paycheck personally, a representative can claim it by presenting a written authorization.

The procurement of research supplies, materials and equipment and disposal of the non-serviceable materials and equipment shall observe the following: Procurement of research supplies, materials and equipment, and reimbursement expenses shall follow the University procurement procedures based on R.A. Procurement Law and its IRR,
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Equipment purchased for use in the project shall be considered property of the University or the degree granting unit and shall be returned to the Supply Office upon termination of the project. The non-serviceable equipment must be returned to the Supply Office and the Memorandum Receipt issued to the researcher shall be cancelled.

The University Common Service Facilities in the different campuses can be utilized in research activities; provided, that the use of such facilities shall be approved by the concerned authorities following standard operating procedures on the use and utilization of the common service facilities of the university.

The traveling expenses of the researchers to conduct their research projects shall follow EO 298 dated March 23, 2004, amending further EO 248 dated May 29, 1995 as amended by EO 248-A dated August 14, 1995, which prescribes rules and regulations and new rates of allowances for official local and foreign travels of government personnel, states that the travel expenses of government personnel regardless of rank and destination shall be in the amount of eight hundred pesos (Php800.00) per day which shall be apportioned as follows: 50% for hotel/lodging, 30% for meals, and 20% for incidental expenses. Entitlement to travel expenses shall start only upon arrival at the place of destination and shall cease upon departure at the following percentage:

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Particulars Arrival not later than 12:00 Arrival after 12:00 noon Departure before 12:00 noon Departure at 12:00 noon and later

Percentage 100% 80% 30% 40%

To Cover Hotel/lodging (50%); meals (30%) Hotel/lodging (50%); meals (10%) Breakfast (10%) and incidental exBreakfast (10%), lunch (10%) and incidental expenses (20%)

A researcher on official travel/assignment within 50 km radius of his/her permanent official station or place of work, shall be allowed to claim payment of travel expenses only upon presentation of proof, duly supported by bills or invoices with official receipts of expenses incurred, that he/she stayed in the place of his/her assignment for the whole duration of his/her official travel. If he/she commutes daily from the place of his/her assignment to the place of his/her residence or permanent official station, he/she shall be allowed only the reimbursement of actual fare at the prevailing rates of the authorized mode of transportation from the permanent official station to the destination or place of work and back and a reasonable cost for meals. The total actual fare and cost of meals and incidental expenses shall in no case exceed four hundred pesos (Php 400.00) per day. Within thirty days of the researchers return to his/her permanent official station he/she shall render an account of the cash advance received by him/her in accordance with existing applicable rules and regulations and/or such rules and regulations as may be promulgated by the Commission on Audit for the purpose. Failure to do so will mean the suspension of the researchers salary from the University until he/she complies therewith. The researcher shall also be allowed reimbursement of premium for accident insurance coverage, not exceeding two hundred thousand pesos (Php200,000.00) for the duration of his/her official travel. Under no
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circumstances, however, shall premiums on insurance of personal or household effects be charged to government funds.

The URDS Unit shall establish the monitoring and evaluation procedures to determine the status of researches implemented by the different degree granting units. The RDS Chairpersons shall be responsible in conducting regular monitoring of researches in their respective college, school or unit. The RDS Chairpersons shall submit quarterly Research Progress Report of their respective college, school or unit to the ODRDS using the monitoring instrument. The DRDS shall or may create a Technical Evaluation Team to review and validate the submitted progress reports. The RDS Chairpersons and the Research Project Leader shall be provided a copy of the results of the evaluation. The ODRDS and OVPRE shall be furnished copy of the results of evaluation for official submission to the concerned offices and to the funding institutions.

The on-going research project could be extended or terminated for valid reasons subject to the approval of the University President. The Research Project Leader may request extension of research, with a grace period of two months, granted to a project from the date of its expected completion to complete final report. In case the proponent failed to submit final report after the grace period, the researchers may request for a maximum of another two months extension period subject to the evaluation of the URC and approval of the University President.
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No additional funding shall be granted during the extension period and the researcher shall not be entitled to receive honorarium or service credit in the extension period. If the proponent still fails to finish the project after the extension, the researcher shall be required to submit a final report and a letter explaining the reasons of failure to complete the research project. Failure to complete the research project given the extension period shall result reverting of the remaining amount left of the research fund to the University Research Fund, and the honorarium received by the project proponents shall be refunded to the University. For collaborative researches, the proponent may request for extension to the funding institution with transmittal letter from the University President. The Research Projects shall be terminated by the University President and fund released shall cease when the researchers leave of duty without the approval of the concerned authorities of the university were suspended from duties in the university offense, and failed to submit final copy of research report.

Final reports submitted by the researchers are considered property of the University. The ODRDS, after duly notifying the author, has the right to disseminate results in its own publications. However, the researchers may publish the full or partial results of the research in other local, regional, national or international publications with the written consent for publication which shall be approved by the concerned authorities of the university.

The Office of the Director for Intellectual Property provides procedures and application for Intellectual Property Rights. The Intellectual Property (IP) Code of
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the Aklan State University approved on the 33rd Regular Board Meeting of the Board of Regents last March 14, 2009 at the WVCST Function Room, Western Visayas College of Science and Technology, La Paz, Iloilo City, Iloilo shall be adopted to protect the intellectual property of the university and rights of researchers. The University IP Code covers all researches, research contracts, tangible research properties or outputs with or without patent or copyright protection, whether for commercial and non-commercial purpose, undertaken using any university resource and including all material transfer and license arrangements. The Universitys IP Code also covers all types of intellectual property rights enumerated under the IP Code of the Philippines (RA 8293): copyright and related rights, trademarks and service marks, geographic indications, industrial designs, patents, layout designs (topographies) of integrated circuits, and protection of undisclosed information, as well as the plant breeders rights under the Plant Variety Protection Act of 2002.

The University shall adopt the following awards and incentives for researchers in addition to those stipulated in RA 8439 or the Magna Carta for Scientists, Engineers, Researchers and Other S &T Personnel in Government: Workload Credits of Faculty-Researcher. The Faculty-researcher load credit shall be based from the Faculty Manual of the University on Workload conducting research work with no honoraria shall be given research work credits which shall not exceed 9 Equivalent Teaching Loads (ETLs) per semester. College/School Research Chairperson Program Leader Project Leader Study Leader and Other Researchers - 3 units - 9 units - 6 units - 3 units

For administrators who have 6 ETLs for their administrative loads, a maximum of 3 ETLs for research shall be given and credited upon submissions of periodic and final outputs.
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Faculty-researchers are required to submit monthly research progress report that shall be consolidated at the end of the semester to the ODRDS, copy furnished OVPRE, VPAA and their respective Dean and Executive Directors of proponents to justify credit claims for research services for the semester.

The honoraria of the faculty doing institutional research shall be based from the DBM Budget Circular No. 2007-2 dated October 1, 2007 prescribes guidelines on the grant of honoraria due to assignment in government special projects. The honoraria of faculty-researcher shall be released upon the submission of Progress Report to the ODRDS, and the releases of honoraria shall be in three payments based on the following percentages: 1. First payment: 30% of the total honoraria upon submission of first quarter progress report based on the approved work plan; 2. Second payment: 30% upon submission of revised final report based on recommendations generated in the annual review; 3. Final payment: 40% upon submission of an acceptance receipt for manuscript publication from the editor of a local, regional, national or international research journal within six months after the completion of the project, and the research equipment shall be returned to the supply office of respective college, school or unit. 4. For Institutional Research Project, the minimum rates of honoraria of the Project Leader, Study Leader and Researchers per month are as follows: Project Leader: PhP3,000.00 Study Leader: Researcher: PhP2,500.00 PhP2,000.00

5. For Collaborative Research Project, the rate and the releases of honoraria shall be based from the MOA, and the Terms of Reference approved by the University President. 6. Likewise, the administrative personnel who rendered administrative and support services to this special project, including but not limited to personnel, financial, records and supply management, and other auxiliary
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services shall be entitled to receive the incentives subject to the approval of the university president.

Researchers are encouraged to attend local, national and international conferences, seminars, trainings and study tours to promote exchange of knowledge and scientific information. Their participation shall be funded by the University Research Fund or sponsored by the sponsoring agencies subject to the approval of the University President.

Awards and incentives shall be given to the deserving researchers, who presented researches with scientific body of knowledge, innovative research methods, and generates new knowledge and technologies that shall contribute to realize the vision and mission of the university. The new knowledge and technologies generated shall have an impact and useful to food security, facilities and services modernization, forest and environmental conservation, disaster and health awareness/advocacy, renewable energy maximization, human capability building, tourism development and promotion, and gender and development. The following are the awards and incentives of researchers subject to the availability of funds: In-House Review Best Completed Research Best Presenter Best On-Going Research Best Presenter Best Poster
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Php 5,000.00 + Certificate Php 2,000.00 + Certificate Php 4,000.00 + Certificate Php 2,000.00 + Certificate Php 3,000.00 + Certificate
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Incentives for Poster and Research Presenters Category Regional National International Publication of Paper ISI Journals International refereed Journal ISSN/ISBN National refereed Journal ISSN/ISBN Regional refereed Journal ISSN/ISBN Local refereed Journal ISSN/ISBN Php 30,000.00 Php 25,000.00 Php 15,000.00 Php 10,000.00 Php 5,000.00 Presentation 2,000.00 4,000.00 8,000.00 With award 3,000.00 5,000.00 10,000.00

The wards and incentives shall be awarded to the researchers with the following provisions: 1. Awards and Incentives for the publication of full papers shall only be given to regular faculty-researchers who are in active service in the university. 2. The published research output must fall within the discipline or related field of the author and must be a solid piece of research. 3. If the work is included or cited in an article authored by another, the cited portion shall not qualify for the incentive. 4. In the case of co-authorship, the incentive shall be divided equally among the number of the authors, but only ASU authors shall be awarded, provided that the output must be fall within the discipline or related field of the author. 5. Should a publication for which an employee was awarded later be withdrawn or retracted by the publisher owing to misrepresentation of data or authorship, plagiarism or some unethical act, the authors shall
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return the full amount of the incentive, without prejudice to the application of other University sanctions. 6. To apply for the research awards and incentives, the researcher shall submit the copy of published article and other pertinent documents to the ODRDS as evidence for the claim of awards and incentives. 7. The submitted documents shall be evaluated by URC or Research Awards and Incentives Committee, and the releases of awards and incentives shall be subject to the availability of funds and approval of the University President.

All other University guidelines inconsistent with these policies are deemed amended and/or repealed accordingly.

The rules and guidelines set out in this manual may be amended by the University from time to time. The University shall undertake to notify University personnel and students as soon as practicable of the amendments so made. In any case, the amendments shall be in full force and effect on the date the amendments have been announced by the University to take effect.

This University Research Operation Manual shall take effect upon approval by the ASU Board of Regents.

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Aklan State University Code......5 The Intellectual Property (IP) Policies ..71 The University Extension Manual ....91 The Research Operation Manual 133