PSHSQM PDF

PHILIPPINE SCIENCE HIGH SCHOOL
QUALITY MANUAL
Version No. 1
VERSION NO. MANUAL TITLE DOCUMENT NO.
1 QUALITY MANUAL QM 1.0
DOCUMENT NAME REVISION NO.
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INTRODUCTION AND AUTHORIZATION DECEMBER 5, 2016
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This Quality Manual (QM) is authorized for use in Philippine Science High School
(PSHS) System. It is prepared for the purpose of defining the institution’s
interpretations of the ISO 9001:2015 international standard, as well as to demonstrate
how the institution complies with that standard and relevant national and international
laws and regulations.
It describes the quality management system of PSHSS, specifically the scope, which
covers the academic and support services provided by the institution. It is established
in line with the institution’s objectives and commitment to total customer satisfaction.
Compliance to the provisions of this QM and reference procedures cited herein is

mandatory. This manual shall serve as a guide to the regular performance of PSHSS
activities and to the continuous improvement of its secondary education curriculum, and
support services.
It is intended for office and academic use, and serves all PSHSS management,
teaching and non-teaching employees, as well as assessors from an independent
quality certification body.
1. DISTRIBUTION
This manual is confidential and proprietary to PSHSS. The holders of controlled

copies of this manual are responsible for its updating as new revisions are issued,
and ensuring that it is readily available to other office personnel, if required.
The copy holders of this manual are documented in the Document Approval and
Distribution Matrix.
Uncontrolled copies may be provided to individuals as deemed appropriate by the

Quality Management Representative (QMR) of PSHSS.
(c) 2016 Philippine Science High School; all rights reserved. This document may contain proprietary information and may only be
released to third parties with approval of management. Document is uncontrolled unless otherwise marked; uncontrolled documents
are not subject to update notification.
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2. ACCOUNTABILITY
Controlled copies of this manual are considered accountable items. Holders of the
controlled copies shall be required to surrender their copies to the Quality
Management System Office (QMSO) upon their resignation or retirement from the
institution.
This manual may be reproduced for other PSHSS Management and employees or
outside parties upon approval of the QMR. All reproduction shall be considered
uncontrolled copies. Employees issuing uncontrolled copies of this manual shall be
held accountable for their use. (See QM 13.1, “Control of Documented Information”)
3. MAINTENANCE AND CHANGE CONTROL (REVISION)
The QMSO shall be the sole issuer of the authorized revision to this manual. It shall
provide recipients of the controlled copies of this manual with amendments or any
updates.
The recipients of the manual shall not put hand-written notes on the manual. This is
to avoid misinterpretation by the reader.
Only the controlled copies shall be considered as latest official version.

Amendments or updates to the manual shall be provided to the recipients of
controlled copies. Latest revisions shall be recorded in the Table of Contents of this
manual.
If there is a new version of the Quality Manual, the QMSO shall retrieve the
controlled copies of the current version and replace these with the latest version.
The QMSO shall be responsible for disposing superseded version of the controlled
copies.
4. FEEDBACK
Any comments, suggestions, or questions regarding the Quality Management

System and its documentation may be forwarded to the QMR. A Document Change
Request Form available at the QMSO must be accomplished for every revision and
submitted it with the supporting documentation (if any) to the QMR.
PREPARED BY: APPROVED BY:
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TABLE OF CONTENTS DECEMBER 5, 2016
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Doc. No. Document Name Initial Issue Revision Revision

Date Date No.
QM 1.0 Introduction and Authorization Dec. 5, 2016 - 0
QM 2.0 Table of Contents Dec. 5, 2016 - 0
QM 3.0 PSHSS Background

3.1 Brief History of PSHSS Dec. 5, 2016 - 0
3.2 Terms and Definitions Dec. 5, 2016 - 0
3.3 PSHSS Service Process Dec. 5, 2016 - 0
3.4 PSHSS Organizational Chart Dec. 5, 2016 - 0
QM 4.0 Context of the Organization Dec. 5, 2016 - 0
QM 5.0 Leadership Dec. 5, 2016 - 0
QM 6.0 Planning Dec. 5, 2016 - 0
QM 7.0 Support Dec. 5, 2016 - 0
QM 8.0 Operation Dec. 5, 2016 - 0
QM 9.0 Performance Evaluation Dec. 5, 2016 - 0
QM 10.0 Improvement Dec. 5, 2016 - 0
QM 11.0 Quality Plan Dec. 5, 2016 - 0
QM 12.0 Cross Reference Matrix Dec. 5, 2016 - 0
QM 13.0 QMS Procedures

13.1 Control of Documented Dec. 5, 2016 - 0
Information
13.2 Internal Quality Audit Dec. 5, 2016 - 0
13.3 Control of Nonconforming Dec. 5, 2016 - 0
Product/Service
13.4 Corrective Action Dec. 5, 2016 - 0
13.5 Change Management Dec. 5, 2016 - 0
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BRIEF HISTORY OF PSHSS DECEMBER 5, 2016
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The Philippine Science High School (PSHS) System is an attached Agency of the
Department of Science and Technology (DOST) whose mandate is to offer on a free
scholarship basis a secondary course with special emphasis on subjects pertaining to
the Sciences and Mathematics with the end view of preparing its students for a Science
career. This is according to Section 2 of Republic Act 3661 that established the first
Philippine Science High School campus in 1964.
The first Philippine Science High School campus was established in Diliman, Quezon
City under Republic Act No. 3661, known as the PSHS Charter signed by President
Ferdinand E. Marcos. The school opened on September 5, 1964 at a rented building
owned by the Philippine Government Employees Association along Elliptical Road,
Diliman, Quezon City. It was only in 1970 that the school moved to its present campus
along Agham Road, Diliman, Quezon City.
To further expand the opportunities for students gifted in science, mathematics and
technology in Visayas and Mindanao, the PSHS Mindanao Campus and the PSHS
Visayas Campus were created through Executive Order No. 1090 signed by President
Ferdinand E. Marcos on February 5, 1986. From then on, several regional campuses
followed.
It was in 2001, that the PSHS System Law was further amended by R.A. No. 9036
which consolidated the power and authority over all PSHS System campuses into a
single Board of Trustees (BOT) to ensure uniform policy coordination, standards and
management.
Currently, the PSHS System has one main campus (MC) in Diliman, Quezon City and
16 regional campuses: Southern Mindanao Campus (SMC), Western Visayas Campus
(WVC), Eastern Visayas Campus (EVC), Cagayan Valley Campus (CVC), Central
Mindanao Campus (CMC), Bicol Region Campus (BRC), Ilocos Region Campus (IRC),
Central Visayas Campus (CVisC), Cordillera Administrative Region Campus (CARC),
Central Luzon Campus (CLC), SOCCKSARGEN Region Campus(SRC), CARAGA
Region Campus (CRC), CALABARZON REGION CAMPUS, Zamboanga Peninsula
(ZRC), and MIMAROPA Region Campus (MRC).
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Vision
We are the leading science high school in the Asia Pacific Region preparing our
scholars to become globally-competitive Filipino scientists equipped with 21st
century skills and imbued with the core values of truth, excellence, and service to
nation.
Mission
The Philippine Science High School, operating under one System of Governance
and Management, provides scholarships to students with high aptitude in science
and mathematics.
The PSHS System offers an education that is humanistic in spirit, global in

perspective, and patriotic in orientation. lt is based on a curriculum that
emphasizes science and mathematics and the development of well-rounded
individuals.
The PSHS System prepares its students for careers in Science and Technology
and contributes to nation building by helping the country attain a critical mass of
professionals and leaders in Science and Technology.
PSHS students (also referred to as scholars) receive an education that is humanistic in

spirit, global in perspective and patriotic in orientation. When they graduate, the
scholars are expected to pursue degrees in Science and Technology at various colleges
and universities both here and abroad. It is hoped that with seeds of zeal for the truth,
the PSHS alumni will continue to contribute to the betterment of Philippine society
through their engagement in research and development work and leadership in Science
and Technology endeavors.
Under the keen guidance of its Board of Trustees and the Executive Committee, and
effective leadership of the Campus Director, the PSHS looks into the future with much
hope and optimism in attaining its mission and vision.
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TERMS AND DEFINITIONS DECEMBER 5, 2016
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PSHSS adopts the following terms and definitions within its Quality Management
System. Where no definition is provided, the agency typically adopts the definitions
provided in ISO 9000: Quality Management – Fundamentals and Vocabulary. In
some cases, specific procedures or documentation may provide a different definition to
be used in the context of that document; in such cases, the definition will supersede
those provided for in this Quality Manual or ISO 9000.
General Terminology
PSHS – Philippine Science High School
PSHSS – Philippine Science High School System
BOT – refers to the PSHS Board of Trustees
Execom – refers to the Executive Committee, a collegial body composed of all

the Campus Directors and headed by the Executive Director
Mancom – refers to the Management Committee of a PSHS Campus, composed

of the Campus Director and Chiefs of the different Divisions; In the case of the
Office of the Executive Director, the Mancom is composed of the Executive
Director, Deputy Executive Director and the Division Chiefs.
Product – refers to the special science secondary education program of the

institution
Services – refers to the services being provided to the customers aside from the
curricular offerings (e.g. library, dormitory, canteen, guidance and counseling,
medical, etc.)
Customers – refers to the students or parents
Quality Management System Related Terminology
QMS – refers to quality management system
Document Information – written and/or electronic information used to describe

how an activity is done, or provide guidance in the performance of an activity, or
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captured evidence of an activity having been done. This can refer to manuals,
forms, references and records of the institution.
Corrective Action – refers to action(s) to prevent the recurrence of the

nonconformity/problem
Risk-Based Thinking Terminology
Risk – Negative effect of uncertainty
Opportunity – Positive effect of uncertainty
Uncertainty - A deficiency of information related to understanding or knowledge

of an event, its consequence, or likelihood. (Not to be confused with
measurement uncertainty.)
Risk Assessment – the process of evaluating the risk(s), taking into account the
adequacy of any existing controls, and deciding whether or not the risk(s) is
acceptable. It is the overall process of risk identification, risk analysis and risk
evaluation.
Acceptable Risk – the risk that is tolerable or that has been reduced to a level
that can be tolerated by the organization.
Nonconforming Product and Services Terminology
Nonconformity – refers to a deviation to standards, policies and/or procedures.
Rework - Efforts to bring nonconforming product or service into conformance

through additional operations that do not alter the original design of the product
or service.
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Repair - Efforts to bring nonconforming product or service into conformance

through additional operations that alter the original design of the product or
service; this may be through the addition of material or feature not specified in
the original design, or through altering pre-existing design features.
Scrap - The discard of nonconforming product in lieu of rework or repair.
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PSHSS SERVICE PROCESS DECEMBER 5, 2016
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(c) 2016 Philippine Science High School; all rights reserved. This document may contain proprietary information and may only be released to third parties with approval of
management. Document is uncontrolled unless otherwise marked; uncontrolled documents are not subject to update notification.
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PSHSS ORGANIZATIONAL CHART DECEMBER 5, 2016
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THE PSHS SYSTEM
BOARD OF TRUSTEES
OFFICE OF THE EXECUTIVE

DIRECTOR
ILOCOS CAGAYAN CORDILLERA CENTRAL BICOL

REGION VALLEY ADMINISTRATIVE LUZON MAIN CAMPUS REGION
CAMPUS CAMPUS REGION CAMPUS CAMPUS CAMPUS
WESTERN EASTERN CENTRAL SOUTHERN CENTRAL SOCCSKSARGEN

VISAYAS VISAYAS VISAYAS MINDANAO MINDANAO REGION CAMPUS
CAMPUS CAMPUS CAMPUS CAMPUS CAMPUS
CARAGA CALABARZON MIMAROPA ZAMBOANGA

REGION REGION REGION PENINSULA REGION
CAMPUS CAMPUS CAMPUS CAMPUS
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THE OFFICE OF THE EXECUTIVE DIRECTOR ORGANIZATIONAL CHART

Board of
Trustees
Office of the
Executive Director
Executive
QMS Office
Committee
Planning
QMS Council
Office
Secretariat
Office
Research, Policy Formulation Finance and

and Academics Division Administration Division
Budget
Admissions Office Accounting Unit
Management Unit
Cash Procurement
Management Unit Unit
Human Resource Supply and Property

Management Unit Management Unit
General Services
IT Unit
Management Unit
Records
Management Unit
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THE PSHS CAMPUS ORGANIZATIONAL CHART

Board of
Trustees
Office of the
Executive
Director
Executive QMS
Committee Council
Office of the
Campus
Director
Student
QMS Office Discipline
Office
Planning Management
Office Committee
Curriculum and Division of Student Finance and

Instruction Student Services Administration
Division Affairs Division Division
Academic Residence Guidance Budget Management

Accounting Unit
Units Halls Unit Unit Unit
Health
Registrar Cash Management Procurement Unit
Services
Unit Unit
Unit
Human Resource Supply and Property

Library Unit Management Unit Management Unit
General Services
IT Unit
Management Unit
Records
Management Unit
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CONTEXT OF THE ORGANIZATION DECEMBER 5, 2016
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4.0 Context of the Organization
4.1. Understanding the organization and its context
4.1.1. Philippine Science High SchoolSystem (PSHSS) has reviewed and

analyzed key aspects of itself and its stakeholders to determine the
strategic direction of the institution. This involves:
4.1.1.1. Understanding our core products and services, and scope
of the quality management system;
4.1.1.2. Identifying “interested parties” (stakeholders) who receive
our products and services, or who may be impacted by
them, or those parties who may otherwise have a significant
interest in our institution; and
4.1.1.3. Understanding internal and external issues that are of
concern to PSHSS. Many such issues are identified
through an analysis of risks facing PSHSS. Such issues
are monitored and updated as appropriate, and discussed
as part of management reviews. In line with this, PSHSS
determines external and internal issues (both positive and
negative factors) that are relevant to its purpose and its
strategic directions and that affect its ability to achieve the
intended results of its quality management system.
4.1.2. PSHSS shall determine these external and internal issues by

analyzing its strengths, weaknesses, opportunities and threats, or
SWOT Analysis.
4.1.3. This information is then used by management to determine the

institution’s strategic direction. This is defined in records of
strategic/management planning and management review, and
periodically updated as conditions and situations change.
4.2. Understanding the needs and expectations of interested parties
4.2.1. PSHSS shall identify the relevant interested parties and their
requirements that are relevant to its quality management system.
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4.2.2. PSHSS shall monitor and review information about these interested
parties and their relevant requirements to be able to consistently
provide services that meet stakeholder and applicable statutory and
regulatory requirements.
4.2.3. An interested party is defined as “a person or organization that can

affect, be affected by, or perceive themselves to be affected by a
decision or activity”. PSHSS shall maintain an Analysis of Interested
Parties or Statutory and/or Regulatory Bodies Log that contains the
following:
4.2.3.1. Interested Party/Statutory or Regulatory Body (e.g. LTO)

4.2.3.2. Requirement Summary (e.g. Compliance with LTO
requirements)
4.2.3.3. Supporting Documents (e.g. Registration of vehicles)
4.3. Scope of the quality management system
4.3.1. The scope of the quality management system of PSHSScovers all

areas of academic and support services, which have an impact on
the quality of the products and services being provided. The PSHSS
Service Process covers the core and support functions as shown in
QM 3.3. This can also be seen in QM 11.0 Quality Plan.
4.3.2. The scope of the QMS includes the development and delivery of
special science secondary education program and support services
functions of the organization as follows:
4.3.2.1. Curriculum Development and Review Comment [PP1]: Dexter, this is not the only
content of System Office Manual/ Sustem office
4.3.2.2. Delivery of Instruction covers policy, curriculum, admission exam-nce,
4.3.2.3. Student Support Services support to campus operation
4.3.2.4. Student Affairs Services
4.3.2.5. Financial and Administrative Services
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4.3.3. All ISO 9001:2015 clauses are applicable to the quality management
system of PSHSS.
4.4. Quality management system and its processes
4.4.1. PSHSS shall establish, implement, maintain and continually improve

a quality management system, including the processes needed and
their interactions, in accordance with the requirements of ISO
9001:2015. This includes determining:
4.4.1.1. Inputs required and the outputs expected from these

processes;
4.4.1.2. Sequence and interaction of these processes;
4.4.1.3. Criteria and methods needed to ensure the effective
operation and control of these processes;
4.4.1.4. Resources needed for these processes and ensuring their
availability;
4.4.1.5. Responsibilities and authorities for these processes;
4.4.1.6. Risks and opportunities;
4.4.1.7. Any changes needed to ensure that these processes
achieve their intended results; and
4.4.1.8. Improvement on the processes and the quality
management system.
4.4.2. PSHSS Service Process in QM 3.3 shows the sequence of

interaction of these processes, covering strategic, academic and
support processes. By identifying these processes within the
institution, and then managing each of these discretely, this reduces
the potential for nonconforming products and services discovered
during final processes or after delivery. Each process may be
supported by other activities; such as tasks or sub-processes.
Monitoring and control of top level processes ensures effective
implementation and control of all subordinate tasks or sub-
processes.
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4.4.3. PSHSS shall maintain and retain documented information to support

the operation of its processes and to have confidence that the
processes are being carried out as planned.
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5.0 Leadership
5.1. Leadership and commitment
5.1.1. General
5.1.1.1. The commitment of PSHSS to quality shall be initiated by

the Executive Committee (Execom) and Management
Committee (Mancom) and shall be communicated
throughout the institution, ensuring the commitment and
involvement of its employees towards the attainment of its
objectives.
5.1.1.2. The Execom and Mancom of PSHSS provides evidence of

its leadership and commitment to the development and
implementation of the management system and
continually improving its effectiveness by:
• taking accountability for the effectiveness of the quality
management system;
• ensuring that the Quality Policy and quality objectives
are established for the quality management system
and are compatible with the context and strategic
direction of the organization;
• ensuring the integration of the quality management
system requirements into the organization’s business
processes;
• promoting the use of the process approach and risk-
based thinking;
• ensuring that the resources needed for the quality
management system are available;
• communicating the importance of effective quality
management and of conforming to the quality
management system requirements;
• ensuring that the quality management system
achieves its intended results;
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• engaging, directing and supporting persons to

contribute to the effectiveness of the quality
management system;
• promoting improvement; and
• supporting other relevant management roles to
demonstrate their leadership as it applies to their
areas of responsibility.
5.1.2. Customer focus
5.1.2.1. The Execom and Mancom of PSHSS adopts a customer-

first approach, which ensures that customer needs and
expectations are determined, converted into requirements
and are met with the aim of enhancing customer
satisfaction.
5.1.2.2. This is accomplished by assuring:

• customer and applicable statutory and regulatory
requirements are determined, understood and
consistently met;
• the risks and opportunities that can affect conformity
of products and services and the ability to enhance
customer satisfaction are determined and addressed;
and
• the focus on enhancing customer satisfaction is
maintained.
5.2. Policy
5.2.1. The management of PSHSS shall establish, implement and maintain

a Quality Policy that:
5.2.1.1. is appropriate to the purpose and context of the

organization and supports its strategic direction;
5.2.1.2. provides a framework for setting quality objectives;
5.2.1.3. includes a commitment to satisfy applicable requirements;
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5.2.1.4. includes a commitment to continual improvement of the

quality management system.
5.2.2. The quality policy of PSHSS is stated as follows:
QUALITY POLICY
PSHSSis dedicated to provide relevant secondary education with emphasis

on Science, Technology and Mathematics, aimed to preparestudents to
become globally competitive Filipino S&T leaders and professionals imbued
with core values of truth, excellence and service to nation. Moreover, PSHS
is committed to continual improvement and compliance to existing statutory
and regulatory requirements.
Executive Director
Effectivity Date: December 5, 2016
5.2.3. The quality policy shall:
5.2.3.1. be available and be maintained as documented

information;
5.2.3.2. be communicated, understood and applied within the
organization;
5.2.3.3. be available to relevant interested parties, as appropriate.
5.2.4. The quality policy shall be understood and implemented through:
• Orientation briefings for new hires;

• Reading of the Quality Manual (QM) and the various manuals
comprising the Quality System Documentation Structure (QSDS);
• Follow-up briefings whenever updates are made;
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• Training sessions (when needed); and

• Periodic quality reviews.
5.3. Organizational roles, responsibilities and authorities
5.3.1. PSHSS organizational structure shall be interrelated and composed

of well-coordinated units to ensure adequate implementation of the
functions of every employee in achieving the institution’s Quality
Policy (Refer to QM 3.4 “PSHSS Organizational Chart”).
5.3.2. Execom and Mancom have assigned responsibilities and authorities

for all relevant roles in the institution. These are communicated
through the combination of thePosition Chart and Job Descriptions
(Refer to Job Descriptions Manual).
5.3.3. PSHSS shall ensure that the Quality Management System

Office(QMSO)is established for the effective control, evaluation and
improvement of the quality management system policies and
procedures. The structure of the QMSO is shown below:
Quality Management
Representative (QMR)
Document Controller Internal Quality Auditor
5.3.4. The roles and responsibilities of the QMSO are as follows:
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5.3.4.1. Quality Management Representative (QMR)

• Ensures that PSHSS quality management system is
established, implemented and maintained in accordance
with the requirements of ISO 9001:2015.
• Initiates, promotes and monitors all activities pertaining
to the effective functioning of the institution’s quality
management system in delivering intended outputs.
• Leads and coordinates the activities of the QMSO.
• Ensures effective communication of customer
requirements including statutory and regulatory
requirements throughout the organization.
• Reports the overall performance of the quality
management system during Management Review
Meetings for review and as a basis for improvement of
the quality management system.
• Ensures the integrity of the quality management system
is maintained when changes to the quality management
system are planned and implemented.
• Represents PSHSS to external parties in matters
relating to the institution’s quality management system.
5.3.4.2. Document Controller

• Maintains and updates the manuals.
• Leads the document control activities and maintains a
master list of pertinent documents and their revision
status.
• Assists the QMR in all activities to establish, implement
and maintain the quality management system.
• Controls and monitors the issuance of all documents
(manuals) related to the quality management system
and ensures that only current revisions of these
documents are in use.
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5.3.4.3. Internal Quality Auditor

• Monitors the effectiveness of implementation of the
• Checks to ensure that relevant standards are being
followed.
• Reports to QMR and management regarding the
performance of the various offices.
5.3.5. PSHSS shall also maintain a QMS Council, comprising all the QMRs
of PSHSS. The function of the QMS Council is to discuss and
recommend approval of system-wide policies and procedures.
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6.0 Planning
6.1. Actions to address risks and opportunities
6.1.1. PSHSS considers risks and opportunities when taking actions within
the quality management system, as well as when implementing or
improving the quality management system; likewise, these are
considered relative to products and services.
6.1.2. PSHSS shall consider the results of the SWOT Analysis and relevant
requirements of the relevant interested parties to determine the risks
and opportunities that need to be addressed to:
6.1.2.1. Give assurance that the quality management system can
achieve its intended results;
6.1.2.2. Enhance desirable effects;
6.1.2.3. Prevent, or reduce, undesired effects;
6.1.2.4. Achieve improvement.
6.1.3. PSHSS shall conduct risk/opportunity assessment when there are

changes to the SWOT Analysis and relevant requirements of the
relevant interested parties.
6.1.4. PSHSS actively seek out opportunities which could enhance its
position. For example:
6.1.4.1. enhancing program offerings that are within the scope of

capabilities of PSHSS
6.1.4.2. establishing new linkages, including national and
international competitions
6.1.4.3. enhancing facilities, equipment and technology
6.1.4.4. streamlining existing processes to improve efficiency and
reduce costs
6.1.5. As a result of the assessment, PSHSS shall plan actions to address

these risks and opportunities. These actions shall be monitored and
reviewed for their effectiveness.
6.1.6. Risks are managed with a focus on decreasing their likelihood, and
minimizing their impact if they should occur.
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6.1.7. Opportunities are managed to increase their likelihood, and to

maximize their benefits if they should occur.
6.1.8. Where risks and opportunities overlap, the best appropriate method for
managing them shall be ascertained, given the situation at hand.
Elements of such “blended” uncertainties may require methods which
both address the negative risk and positive opportunity.
6.1.9. PSHSS shall use the Likelihood and Consequence Matrix for its
risk/opportunity assessment as shown below:
CONSEQUENCE
1 2 3 4 5
LIKELIHOOD
5 5 10 15 20 25
4 4 8 12 16 20
3 3 6 9 12 15
2 2 4 6 8 10
1 1 2 3 4 5
Low – 1 to 4
Moderate – 5 to 9
Significant – 10 to 12
High – 15 to 25
6.1.9.1. Likelihood Scale and Definition for Operational Activities
Likelihood Definition (Operational Activities)

5 – Almost Certain At least once a week (1-7 days)
4 – Likely At least once a month but not weekly (8-31
days)
3 – Possible At least once per quarter but not monthly (32-
90 days)
2 – Unlikely At least once a year but not quarterly (91-365
days)
1 - Rare Will not happen or will not happen within the
year or every year (0 or >365 days)
6.1.9.2. Likelihood Scale and Definition for Periodic Activities
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Likelihood Definition (Periodic Activities)

5 – Almost Certain Will happen 76-100% in a year, or affect 76-
100% of the population
4 – Likely Will happen 51-75% in a year, or affect 51-
3 – Possible Will happen 26-50% in a year, or affect 26-
2 – Unlikely Will happen 1-25% in a year, or affect 1-25%
of the population
1 - Rare Will not happen or affect the population, or will
not happen within the year (0%)
6.1.9.3. Likelihood Scale and Definition for Opportunities
Likelihood Definition (Opportunity-Capability)

5 – Almost Certain Have 76-100% capability/resources
4 – Likely Have 51-75% capability/resources
3 – Possible Have 26-50% capability/resources
2 – Unlikely Have 1-25% capability/resources
1 – Rare No capability/resources (0%)
6.1.9.4. Consequence Scale and Definition for Adverse Health and

Safety Impact
Consequence Definition (Health and Safety)
5 – Catastrophic Death
4 – Major Permanent Disability
3 – Moderate Partial Disability
2 – Minor Temporary Disability
1 - Insignificant Minor Discomfort/Injuries
6.1.9.5. Consequence Scale and Definition for Financial Loss

Consequence Definition (Financial Loss)
5 – Catastrophic >Php10M loss
4 – Major >Php5M; <=Php10M loss
3 – Moderate >Php1M; <=Php5M loss
2 – Minor >Php100K; <=Php1M loss
1 - Insignificant <=Php100K loss
6.1.9.6. Consequence Scale and Definition for Adverse

Environment and Community Impact
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Consequence Definition (Environment& Community)

5 – Catastrophic Irreversible long term environmental harm;
Community outrage
4 – Major Prolonged environmental impact; High-profile
community concerns (municipal level)
3 – Moderate Moderate environmental impact; Moderate-
profile community concerns (barangay level)
2 – Minor Minor environmental impact; Low-profile
community concerns (written complaint)
1 - Insignificant Insignificant environmental impact; No
community concern
6.1.9.7. Consequence Scale and Definition for Security (Physical

and Information) and Natural Calamity
Consequence Definition (Security/Natural Calamity)

5 – Catastrophic Cessation of Operation for > 1 Month
4 – Major Cessation of Operation for > 2 Weeks but <=
1 Month
3 – Moderate Cessation of Operation for > 1 Week but <= 2
Weeks
2 – Minor Cessation of Operation for >2 Days but <= 1
Week
1 - Insignificant Insignificant or No Impact, <= Cessation of
Operation for 1 to 2 Days
6.1.9.8. Consequence Scale and Definition for Adverse

Image/Reputation/Legal and Compliance Impact
Consequence Definition (Image/Reputation/Legal and

Compliance)
5 – Catastrophic International press/media reporting over
several days
4 – Major National press/media reporting over several
days (more than two days reporting)
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3 – Moderate Major complaint; mentioned in national

press/media for a day or two
2 – Minor Minor complaint
1 - Insignificant Insignificant or No Impact
6.1.9.9. Consequence Scale and Definition for Unexpended Budget
Consequence Definition (Unexpended Budget)

5 – Catastrophic >40% of total budget
4 – Major >30% to <=40% of total budget
3 – Moderate >20% to <= 30% of total budget
2 – Minor >=10 to <=20% of total budget
1 - Insignificant < 10% of total budget
6.1.9.10. Consequence Scale and Definition forBeneficial

Image/Reputation Impact
Consequence Definition (Image/Reputation)

5 – Very Significant International recognition
4 – Major National recognition
3 – Moderate Regional recognition
2 – Minor District or division recognition
1 - Insignificant Insignificant or No Impact
6.1.9.11. Consequence Scale and Definition for Productivity

Improvement
Consequence Definition (Productivity Improvement)
5 – Very Significant >90%
4 – Major 61%-90%
3 – Moderate 31%-60%
2 – Minor 10%-30%
1 - Insignificant <10%
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6.1.9.12. The identified risks and opportunities shall undergo risk/

opportunity assessment using the abovementioned
definitions.
6.1.9.13. The acceptable levels shall be as follows:

• Risk – 9 and below
• Opportunity – 10 and above
6.1.9.14. Action plans shall be prepared for risk levels outside the
acceptable level, which may include one or more of the
following:
• Reduce (likelihood and/or consequence)
• Transfer the risk
• Share the risk
• Avoid the risk
6.1.9.15. Analysis of any opportunity will generally result in one of the

following possible determinations:
• Pursue the opportunity
• Explore the opportunity in greater detail before
proceeding
• Accept the opportunity, but under limited and controlled
conditions
• Decline the opportunity, typically based on a high
expected cost or low anticipated benefit
6.1.9.16. If an opportunity includes a negative aspect, management

may elect to conduct a risk assessment on the negative
aspect, as defined above.
6.2. Quality objectives and planning to achieve them
6.2.1. From the Institution’s Quality Policy, measurable quality objectives are
determined, relevant to the quality management system taking into
account applicable requirements and enhancement of client
satisfaction, at the various offices through the setting of “metric” or Key
Performance Indicator (KPI), which is then measured to determine the
process’ ability to meet the quality objective. These are
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communicated to the areas concerned to ensure they are aware of

their responsibilities to the achievement of the quality objectives.
6.2.2. To support the achievement of quality objectives, the KPI shall include:
6.2.2.1. Activities to meet the target;
6.2.2.2. Responsibility for the activities;
6.2.2.3. Timeline for the activities;
6.2.2.4. Resources needed; and
6.2.2.5. Means of verification or evaluation of the target.
6.2.3. Throughout the year, metrics data is measured and gathered by

process owners or other assigned Heads, in order to present the data
to the Execom and Mancom. The data is then analyzed by the
Execom and Mancom in order that Execom and Mancom may set
goals and make adjustments for the purposes of long-term continual
improvement.
6.2.4. The KPIs shall be monitored through the submission of monthly

accomplishment reports.
6.2.5. When a process does not meet a goal, or an unexpected problem is

encountered with a process, the unattained target shall be analyzed to
determine appropriate corrective action to be implemented to resolve
the issue. In addition, opportunities for improvement are sought and
implemented, for the identified processes.
6.2.6. The KPIs may be updated as appropriate.
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6.3. Planning of Changes
6.3.1. When PSHSS determines the need for changes to the quality
management system or its processes, the changes shall be carried out
in a planned manner.
6.3.2. PSHSS shall consider:

6.3.2.1. the purpose of the changes and their potential
consequences;
6.3.2.2. the integrity of the quality management system;
6.3.2.3. the availability of resources;
6.3.2.4. the allocation or reallocation of responsibilities and
authorities.
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7.0 Support
7.1. Resources
7.1.1. General
7.1.1.1. PSHSS shall determine and provide the resources needed

7.1.1.1.1. to implement and maintain the quality
management system and continually improve
its effectiveness; and
7.1.1.1.2. to enhance customer satisfaction by meeting
and enhancing customer requirements.
7.1.1.2. PSHSS shall allocate resources with consideration of:

• the capabilities of, and constraints on, existing internal
resources;
• what needs to be obtained from external providers.
7.1.1.3. PSHSS shall provide the necessary resources, including

adequately trained employees, for performance of work
and verification activities including internal quality audits.
This is to ensure that the quality management system
meets the ISO 9001:2015 standard and the customers’
requirements.
7.1.1.4. Resources and resource allocation are assessed during

management reviews.
7.1.2. People
7.1.2.1. Execom and Mancom, through the Human Resource

Management Unit (HRMU), ensures that it provides
sufficient staffing for the effective operation of the quality
management system, as well as its identified processes.
7.1.2.2. HRMU shall maintain the updated list of personnel

currently employed and source for qualified applicants
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when there are vacancies or requests from the various

offices.
7.1.3. Infrastructure
7.1.3.1. PSHSS shall determine, provide and maintain the

infrastructure necessary for the operation of its processes
and to achieve conformity of products and services.
7.1.3.2. PSHSS provides suitable facilities and equipment it needs

to achieve the conformity of its services including:
• buildings, workspace and associated facilities;
• process equipment, hardware and software (e.g.
instructional equipment and instruments);
• supporting services such as transport; and
• information and communication technology.
7.1.3.3. General Services Management Unit (GSMU), Information

Technology Unit (ITU) and various laboratories shall
prepare an Annual Preventive Maintenance Schedule for
the resources of the institution.
7.1.3.4. Any repair works shall also be properly documented by the

appropriate office.
7.1.4. Environment for the operation of processes
7.1.4.1. PSHSS shall determine, provide and maintain the

environment necessary for the operation of its processes
and to achieve conformity of products and services.
7.1.4.2. Appropriate lighting, ventilation and utilities are provided to

the personnel, customers, and visitors of PSHSS.
7.1.4.3. Adequate pieces of safety equipment are also provided or

installed to ensure a safe work environment.
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7.1.4.4. Emergency drills are also being conducted to ensure

emergency preparedness of personnel.
7.1.4.5. The cleanliness of the facilities and environment is also

being maintained.
7.1.5. Monitoring and measuring resources
7.1.5.1. The quality of training of the students in the use of

laboratory instruments and equipment is not dependent on
their accuracy. PSHSS shall only ensure that these
pieces of equipment are in good operating condition.
7.1.5.2. Where equipment/instrument is used for critical

measurement activities, such as inspection and testing,
research work and safety in laboratory activities and
experiments, these shall be subject to control and either
calibration or verification. To ensure valid results, the
laboratories concerned ensure that measuring equipment
are:
• calibrated or verified at specified intervals against
measurement standards traceable to international or
national measurement standards; where no such
standards exist, the basis used for calibration is
recorded
• adjusted or readjusted as necessary
• labeled accordingly, including the calibration status
• safeguarded from adjustments that would invalidate
the measurement result
• protected from damage and deterioration during
handling, maintenance, and storage.
7.1.5.3. Software used to validate results shall be verified prior to

usage or purchase.
7.1.5.4. PSHSS shall also monitor resources of the institution to

ensure effective implementation of the quality
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management system. These resources may include but

not limited to the following:
7.1.5.4.1. Adequacy, attendance and training of

personnel;
7.1.5.4.2. Condition of facilities and equipment;
7.1.5.4.3. Inventory and accountability of properties or
fixed assets.
7.1.6. Organizational Knowledge
7.1.6.1. PSHSS shall determine the knowledge necessary for the

operation of its processes and to achieve conformity of
products and services, which may include but not limited
to:
7.1.6.1.1. internal sources, such as lessons learned,

feedback from subject matter experts, and/or
intellectual property;
7.1.6.1.2. external sources such as standards,
academia, conferences, training materials,
and/or information gathered from customers or
external providers.
7.1.6.2. This knowledge shall be maintained and be made

available to the extent necessary.
7.1.6.3. When addressing changing needs and trends, PSHSS

shall consider its current knowledge and determine how to
acquire or access any necessary additional knowledge
and required updates.
7.2. Competence
7.2.1. PSHSS shall:
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7.2.1.1. determine the necessary competence of person(s) doing

work under its control that affects the performance and
effectiveness of the quality management system;
7.2.1.2. ensure that these persons are competent on the basis of
appropriate education, training, or experience;
7.2.1.3. where applicable, take actions to acquire the necessary
competence, and evaluate the effectiveness of the actions
taken;
7.2.1.4. retain appropriate documented information as evidence of
competence.
7.2.2. HRMU shall ensure personnel assigned to their tasks are competent
on the basis of appropriate education, training, skills and experience
as defined in the Job Descriptions Manual. The competencies in the
Job Descriptions Manual meet the basic requirements of the
institution and government bodies.
7.2.3. The competencies of the personnel shall be determined through

performance evaluation and/or training needs identification.
7.2.4. PSHSS shall ensure the development of its faculty members and
employees.
7.2.5. The Training and Development Plan of PSHSS shall aim to equip its
faculty members and employees with the necessary knowledge,
skills and attitude to maximize their potential and facilitate their
growth and development.
7.2.6. The Training and Development Plan shall include adequate “on-the-
job", courses, seminars, discussions, workshops and conferences, as
applicable.
7.2.7. The Heads of the offices shall have the responsibility of identifying
the skills and experience required by each position within their area
and to conduct the necessary "on-the-job” training programs. This
shall be supplemented by job rotation, courses, seminars and
conferences.
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7.2.8. Effectiveness of the training shall be evaluated through the

institution’s appraisal system.
7.2.9. Faculty members’ and employees’ competency records shall be

monitored and kept by the HRMUin their respective 201 files.
7.2.10. Offices concerned shall also ensure personnel of outsourced

processes are competent in performing the tasks assigned. These
personnel shall also be evaluated at least annually.
7.3. Awareness
7.3.1. PSHSS shall ensure that persons doing work under the institution’s
control are aware of:
7.3.1.1. the quality policy;
7.3.1.2. relevant quality objectives;
7.3.1.3. their contribution to the effectiveness of the quality
management system, including the benefits of improved
performance;
7.3.1.4. the implications of not conforming with the quality
management system requirements.
7.4. Communication
7.4.1. PSHSS shalldetermine the internal and external communications

relevant to the quality management system, including:
• on what it will communicate;
• when to communicate;
• with whom to communicate;
• how to communicate;
• who communicates.
7.4.2. A Communication Plan shall be maintained and updated as

necessary to serve as basis and reminder for the relevant information
that need to be communicated.
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7.4.3. Internal communication may include but not limited to the:
7.4.3.1. use of Corrective Action Request (CAR) form to report

nonconformities
7.4.3.2. use of Opportunities For Improvement (OFI) form to
suggest improvements
7.4.3.3. use of the results of analysis and evaluation of data
7.4.3.4. meetings (periodic, scheduled and/or unscheduled) to
discuss aspects of the QMS
7.4.3.5. use of the results of the internal audit process
7.4.3.6. regular institution meetings with all employees
7.4.3.7. internal emails
7.4.3.8. memos to employees
7.4.3.9. PSHSS “open door” policy which allows any employee
access to management for discussions on improving the
quality management system
7.5. Documented information
7.5.1. General
7.5.1.1. The quality management system of PSHSS shall include

documented information required by ISO 9001:2015 and
as determined by the institution as being necessary for the
effectiveness of the quality management system.
7.5.1.2. The documented information of PSHSS can be

categorized as follows:
7.5.1.2.1. Manual/Procedure
7.5.1.2.2. Form
7.5.1.2.3. References (documents of external origin)
7.5.1.2.4. Records
7.5.1.3. The extent of the management system documentation has

been developed based on the following:
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7.5.1.3.1. The size of PSHS

7.5.1.3.2. Complexity and interaction of the processes
7.5.1.3.3. Risks and opportunities
7.5.1.3.4. Competence of personnel
7.5.1.4. The quality management system shall continuously

undergo a process of improvement of evaluation and
revision (when necessary) to ensure its continuous
relevance and applicability.
7.5.1.5. Quality Management System Documentation
The documentation of PSHSS quality management

system uses the following structure:
Level Reference Purpose

1 Documents Comes in the form of circulars,
from memoranda or manuals containing
Regulating policies and regulations governing
Bodies the conduct of
academic/educational service.
2 Quality The purposes of the Quality Manual
Manual is to: (1) provide a clear statement
(QM) of the institution’s quality policy and
the methods by which quality is
assured; (2) establish a concise
reference manual of standardized
practices and procedures of the
institution; (3) provide a reference
against which current practices and
proposed improvement can be
factually assessed; (4) supply a
document which can explain to
customers the methods employed
to achieve, maintain and improve
quality standards, when needed; (5)
identify and designate personnel
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who will be responsible in ensuring

that standards are maintained; and
(6) stabilize and maintain
documented practices despite
employee movements.
3 Operations Contains the operating workflow
Manuals processes and outlines the
procedures contained in the QM.
These include the Curriculum and
InstructionalManual (CIM), Student
Services Manual (SSM), Student
Affairs Manual (SAM),Finance and
Administration Manual (FAM),
System Office Manual (SOM), and
Job Descriptions Manual (JDM).
4 Work Contains documents, which may
Instructions, need to be read or referred to, to
Code of better understand the operating
Practice procedures and help process
and/or performers to carry out quality
Reference service. Work instructions shall be
Manuals prepared only as needed by the
area concerned and should be
properly endorsed by the QMR.
7.5.2. Creating and updating
7.5.2.1. When creating and updating documented information,

PSHS shall ensure appropriate:
7.5.2.1.1. Identification and description
7.5.2.1.2. Format and media
7.5.2.1.3. Review and approval for suitability and
adequacy
7.5.2.2. Manuals shall contain the following:
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7.5.2.2.1. Institution’s logo

7.5.2.2.2. Manual title
7.5.2.2.3. Document name
7.5.2.2.4. Version number
7.5.2.2.5. Document number
7.5.2.2.6. Revision number
7.5.2.2.7. Effectivity date
7.5.2.2.8. Page number
7.5.2.2.9. Prepared by
7.5.2.2.10. Approved by
7.5.2.2.11. Master copy box
7.5.2.2.12. Controlled copy box
7.5.2.2.13. Statement at the footer “(c) 2016 Philippine
Science High School; all rights reserved. This
document may contain proprietary information
and may only be released to third parties with
approval of management. Document is
uncontrolled unless otherwise marked;
uncontrolled documents are not subject to
update notification.”
7.5.2.3. Forms shall contain the following:

7.5.2.3.1. Unique form coding
7.5.2.3.2. Effectivity date
7.5.2.3.3. Revision number (when revised)
7.5.2.4. Forms shall be registered in the Master List of Forms,

which contains the name of the form, form number, initial
issue date, revision date, revision number, prepared by
and approved by.
7.5.2.5. Documents of external origin or references shall contain

the following:
7.5.2.5.1. Controlled copy stamp
7.5.2.5.2. Signature of the head of the office
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7.5.2.6. References shall be registered in the List of References,

which contains the title of reference material, edition/year
of issue, signature of recipient and date, date retrieved,
signature of recipient, prepared by and noted by.
7.5.2.7. Records shall contain the following as reflected in the

Filing Chart:
7.5.2.7.1. File Code
7.5.2.7.2. File name
7.5.2.7.3. Filing system
7.5.2.7.4. Active retention/location/responsibility
7.5.2.7.5. Inactive retention/location/responsibility
7.5.2.7.6. Mode of disposal
7.5.2.7.7. Prepared by
7.5.2.7.8. Approved by
7.5.3. Control of documented information
7.5.3.1. Documented information shall be controlled to ensure the

following:
7.5.3.1.1. A master list of all currently issued

manuals/procedures, forms, and references
shall be properly documented to identify the
latest version.
7.5.3.1.2. All documented information shall be reviewed
and approved prior to release.
7.5.3.1.3. Document information shall be available and
suitable for use at appropriate locations that
need them.
7.5.3.1.4. Documented information shall be adequately
protected (e.g. from loss of confidentiality,
improper use, or loss of integrity), such as
storing under lock and key for those identified
as confidential.
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7.5.3.1.5. Manuals/Procedures, forms and references

shall be systematically controlled, distributed
and retrieved. Documented information shall
remain legible and readily identifiable.
7.5.3.1.6. Revisions on existing procedures and forms
shall be performed in accordance with Control
of Documented Information procedure.
7.5.3.1.7. Any obsolete manuals/procedures, forms and
references shall be promptly removed from
use and shall be destroyed/recycled when
new or revised manuals/procedures, forms
and references are issued.
7.5.3.1.8. All obsolete and superseded documented
information that will be retained for legal and
knowledge preservation purposes shall be
properly identified.
7.5.3.1.9. Documents of external origin shall be
identified and their distribution controlled.
7.5.3.1.10. Records shall be properly identified/labeled,
filed, accessed, stored, protected, preserved
(including preservation of legibility),
maintained/retained (including protection from
unintended alterations) and disposed.
7.5.3.1.11. Records shall be kept in suitable environment
to minimize damage or deterioration and to
prevent loss, and for easy retrieval.
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8.0 Operation
8.1 Operation Planning and Control
8.1.1 PSHSS shall plan, implement and control the processes needed to
meet the requirements for the provision of its curriculum and
services and quality management system requirements by:
8.1.1.1 determining the requirements for the curriculum and

services;
8.1.1.2 establishing criteria for the processes and for the
acceptance of curriculum and services;
8.1.1.3 determining the resources needed to achieve conformity
to the curriculum and service requirements; and
8.1.1.4 implementing the control of the processes in accordance
with the criteria.
8.1.2 Such planning considers the information related to the Context of

the Organization (see QM 4.0), current resources and capabilities,
as well as curriculum and service requirements.
8.1.3 PSHSS shall also implement plans to achieve the quality objectives
through the Key Performance Indicators (KPIs).
8.1.4 PSHSS shall determine, maintain and retain documented

information to the extent necessary to have confidence that the
processes have been carried out as planned, and to demonstrate
the conformity of products and services to the requirements.
8.1.5 PSHSS shall control planned changes and review the

consequences of unintended changes, taking actions to mitigate
any adverse effects, as necessary.
8.1.6 PSHSS outsources consultants, affiliated institutions,

concessionaires, transportation, security, technician, housekeeping
and general services. These outsourced processes are being
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monitored and evaluated by the Head concerned, as necessary, to

ensure provision of quality services.
8.2 Requirements for products and services
8.2.1 Customer communication
8.2.1.1 PSHSS has implemented effective arrangements for

communicating with customers in relation to:
• curriculum/service information;
• inquiries, contracts, including amendments;
• customer’s feedback, including complaints;
• handling or controlling customer property; and
• establishing specific requirements for contingency
actions, when relevant.
8.2.2 Determining the requirements for products and services
8.2.2.1 In the offering of classes, PSHSS shall ensure that it has

the capability to meet the teaching and facilities
requirements.
8.2.2.2 PSHSS shall determine:
• requirements specified by the customers, including

requirements for delivery and post-delivery activities
(e.g., inputs from curriculum development and review,
parents/students feedback or concerns, etc.);
• requirements not stated by the customers but
necessary for specified or intended, where known;
• obligations related to the services, including statutory
and regulatory requirements; and
• any additional requirements determined by PSHSS.
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8.2.3 Review of the requirements for implementation of curriculum and

services to be rendered
8.2.3.1 Curricular offerings or classes shall be thoroughly

reviewed, to ensure that:
• contractual obligations are well defined, documented,

clear and understandable in the Scholarship
Agreement;
• resources are available and adequate for meeting the
specified requirements of stipulated agreements in the
Scholarship Agreement;
• possible risks and contingencies are identified;
• any ambiguous items stated in the Scholarship
Agreement are easily clarified;
• any requirements differing from those in the tender are
specified;
• criteria for the acceptance of the Scholarship
Agreement for the customers and the results, if any,
are clear and understandable;
• the services to be provided to the customers are well
specified; and
• PSHSS has the capability to meet the contractual
requirements.
8.2.3.2 PSHSS shall retain documented information, as

applicable:
• on the results of the review;

• on any new requirements for the products and
services.
8.2.3.3 Scholarship Agreement shall include a clear description of

the type of product and/or service that would be provided
to avoid any unexpected demands or consequences.
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8.2.3.4 All agreements negotiated verbally shall be reduced in

writing or shall be evidenced by a written memorandum
prepared by the office personnel concerned.
8.2.4 Changes to requirements for products and services
8.2.4.1 Any amendments to the Scholarship Agreement shall be

mutually acceptable to PSHSS and its customers and
shall be properly documented and made part of PSHSS’
commitment to the customers. These amendments shall
be transferred/coordinated to the functions concerned
within the institution.
8.3 Design and development of products and services
8.3.1 General
8.3.1.1 For new designs and for significant design changes,

PSHSS ensures the translation of customer needs and
requirements into detailed design outputs. These address
performance, reliability, maintainability, testability, and
safety issues, as well as regulatory and statutory
requirements.
8.3.1.2 The Office of the Executive Director, through the

Research, Policy Formulation and Academics Division
(RPAD), shall be responsible for spearheading the
development, review and enhancement of the curriculum.
8.3.2 Design and development planning
8.3.2.1 PSHSS, through the RPAD, shall plan and control the
design and development of special science secondary
education program to ensure determination of:
• the design and development stages;
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• the review, verification and validation that are

appropriate to each design and development stage;
• the responsibilities and authorities for design and
development;
• the internal and external resource needs for the
design and development of special science secondary
education program and services;
• the need to control interfaces between persons
involved in the design and development process;
• the need for involvement of customers and the
academic community in the design and development
process;
• the requirements for subsequent provision of special
science secondary education program and services;
• the level of control expected for the design and
development process by customer and other relevant
interested parties; and
• the documented information needed to demonstrate
that design and development requirements have been
met.
8.3.2.2 Planning output shall be updated, as appropriate, as the

design and development progresses.
8.3.3 Design and development inputs
8.3.3.1 Inputs relating to the design and development of the

special science secondary education program shall be
determined and documented information maintained.
These inputs shall include:
• purpose or objective of the curriculum;
• applicable statutory and regulatory requirement;
• where applicable, information derived from previous
similar curriculum;
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• inputs from stakeholders (e.g., parents, alumni,

students, industry, colleges, universities, etc.) as
appropriate;
• potential consequences of failure due to the nature of
the products and services; and
• other requirements essential for design and
development.
8.3.3.2 These inputs shall be reviewed for adequacy and

requirements shall be complete, unambiguous and not in
conflict with each other.
8.3.4 Design and development controls
8.3.4.1 PSHSS, through the RPAD, shall apply controls to the

design and development process to ensure that:
• the results to be achieved are defined;

• reviews are conducted to evaluate the ability of the
results of design and development to meet
requirements;
• verification activities are conducted to ensure that the
design and development outputs meet input
requirements;
• validation activities are conducted to ensure that the
resulting special science secondary education
program meets requirements for the specified
application or intended use;
• where applicable, validation shall be completed prior
to the implementation of the special science
secondary education program;
• any necessary actions are taken on problems
determined during the reviews, or verification and
validation activities; and
• documented information of these activities is retained.
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8.3.4.2 Responsible persons in the review shall include

representatives of functions concerned with the design
and development stage/s being reviewed.
8.3.5 Design and development outputs
8.3.5.1 The outputs of the design and development shall enable

verification against the design and development input and
shall be approved for release.
8.3.5.2 The design and development output shall:
• meet the input requirements for design and

development;
• provide adequate information for purchasing, program
implementation, support service provision, and
production as appropriate;
• include or reference monitoring and measuring
requirements, as appropriate, and acceptance criteria;
and
• specify the characteristics of the program that are
essential for its intended purpose and their safe and
proper use.
8.3.6 Design and development changes
8.3.6.1 Design and development changes made during, or

subsequent to, the design and development of special
science secondary education program, to the extent
necessary, shall be identified and reviewed to ensure that
there is no adverse impact on conformity to requirements.
8.3.6.2 Documented information on the following shall be

retained:
• design and development changes;

• the results of reviews;
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• the authorization of the changes; and

• the actions taken to prevent adverse impacts.
8.4 Control of externally provided processes, products and services
8.4.1 General
8.4.1.1 PSHSS shall ensure that externally provided processes,

products and services conform to requirements.
8.4.1.2 The Bids and Awards Committee (BAC) shall be

established by each PSHS Campus or OED to undertake
the functions specified in Section 12 of R.A. 9184 and its
IRR or the Government Procurement Reform Act of
Government Procurement Policy Board (GPPB). The
BAC shall be responsible for the selection of external
providers on the basis of their ability to meet the criteria
and following documented procedures. Records of results
of selection are maintained.
8.4.1.3 PSHSS, through the Procurement Unit (PU), shall monitor,

evaluate and re-evaluate the performance of external
providers, based on their ability to provide processes or
products and services in accordance with requirements.
Records of results of evaluation and re-evaluation, and
necessary actions arising from these are maintained.
8.4.1.4 The PU shall be responsible for assuring that fixed assets

and supplies purchased are within the institution’s
specifications and requirements. It shall be responsible
for receiving and issuing the delivered items to the
respective end-users. Together with the representative of
the requisitioning offices, it shall carry out the inspection of
the items. It shall monitor the proper implementation of
construction projects.
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8.4.2 Type and extent of control
8.4.2.1 A list of accredited contractors and suppliers shall be

maintained.
8.4.2.2 Quality performance evaluation documents and records of

external providers shall be maintained.
8.4.2.3 All transactions shall be monitored as basis for the annual

performance evaluation of external providers.
8.4.2.4 All external providers shall be evaluated on their quality

performance, cost effectiveness, timeliness of delivery and
ability to meet PSHSS’ specified requirements.
8.4.2.5 Evaluation of contractors and suppliers may include the

following:
• assessment of the external provider’s quality

management system;
• incoming or in-process inspection;
• records of previously demonstrated capability;
• performance of external providers; and
• accomplishment of Supplier’s Performance Evaluation
Form.
8.4.2.6 Each PSHSS office shall verify that the products and
services received conform to the Purchase
Request/Purchase Order/Contract and other specified
requirements.
8.4.2.7 The control of receipts, verification and maintenance of

ordered products and services shall be executed
according to documented procedures.
8.4.2.8 The external provider’s stated ability to meet all

specifications, including quality requirements, shall be
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verified either through service inspection or product

evaluation.
8.4.2.9 All ordered supplies and services which fail to meet

performance criteria, quality requirements, and/or
specifications at the point of verification shall be returned
to the external provider.
8.4.3 Information for external providers
8.4.3.1 The offices shall be responsible for all requisitions by

accomplishing the Purchase Request.
8.4.3.2 The final authority in the approval of external providers

before rendering services or providing fixed assets and
supplies to PSHSS shall be properly documented.
8.4.3.3 All purchasing documents from Purchase Request to

Purchase Order/Contract shall be completely filled out to
ensure that they comply with the set procedures.
8.4.3.4 Purchasing documents shall be thoroughly reviewed and

approved prior to release to external providers.
8.5 Special science secondary education program implementation and support

service provision
8.5.1 Control of curriculum implementation and support service provision
8.5.1.1 PSHSS plans and carries out the special science

secondary education program and service provision under
controlled conditions. Controlled conditions include:
• availability of documented information defining the

manner of operations, manpower and servicing;
• availability of work instructions, as necessary;
• compliance with national and international regulations;
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• use of suitable equipment and proper maintenance;

• use of suitable infrastructure and environment for the
operation of processes;
• appointment of competent persons, including any
required qualifications;
• implementation of monitoring and measurement of
suitable processes and parameters;
• implementation of actions to prevent human error;
• implementation of curriculum delivery and post-
delivery activities.
8.5.1.2 The monitoring and control of PSHSS over the various

processes shall assure its customers that quality
standards are met.
8.5.2 Identification and traceability
8.5.2.1 All students shall be assigned a student identification

number to identify and trace their respective student
record.
8.5.2.2 PSHSS shall maintain a database system to monitor and

keep track of the student record.
8.5.2.3 The services or subjects being offered by the institution

shall likewise be coded in line with the database system
(e.g. course code).
8.5.2.4 The institution’s facilities should also be properly identified.
8.5.2.5 Any nonconforming outputs and damaged facilities or

equipment shall also be properly identified.
8.5.3 Property belonging to customers or external providers
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8.5.3.1 PSHSS exercises care with customer or external

provider’s property while it is under the institution’s control
or being used by the organization.
8.5.3.2 All materials/properties of customers or external providers

shall be properly controlled and verified from their arrival
at the institution, to the processing/operation and delivery
of service to customers, as applicable.
8.5.3.3 For “hard” property (physical items), these are identified

with the customer name and any applicable identifiers.
Where deemed appropriate, such property may be
physically secured in locked, limited-access areas.
8.5.3.4 If the amount of third party property stored in-house

becomes significant, Supply and Property Management
Unit (SPMU) will develop and maintain a log of customer
property to maintain an accurate inventory.
8.5.3.5 For “soft” property (intellectual property, documentation,

software, etc.), these are maintained to ensure ongoing
legibility and good condition.
8.5.3.6 Such intellectual property is stored on the server and

identified by the customer name, and protected from
accidental deletion or alteration, as well as protected from
unauthorized access.
8.5.3.7 Electronic versions of customer-provided intellectual

property are maintained on secure, backed-up servers.
8.5.3.8 Documented information of customers shall be kept

confidential and shall be accessed only by authorized
bodies.
8.5.3.9 Any materials/properties of the customers or external

providers that is lost, damaged or otherwise unsuitable for
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use shall be recorded and reported by PSHSS to its

customers or external providers for proper disposition or
instructions.
8.5.3.10 Lost and found items shall also be properly handled.
8.5.4 Preservation
8.5.4.1 PSHSS preserves conformity of product or other process

outputs during internal processing and delivery. This
preservation includes identification, handling, packaging,
storage, and protection.
8.5.4.2 Procedures shall be followed to ensure that services and

customers’ records are handled and stored properly to
protect them from damage and deterioration. Office
supplies and equipment shall also be properly identified,
handled, stored, and controlled.
8.5.4.3 PSHSS shall allocate storage space for the customers’

records, as well as equipment, instruments, and supplies
to prevent damage and deterioration.
8.5.4.4 Customers’ records being sent to them shall be properly

packaged to prevent damage and deterioration.
8.5.4.5 Preservation and maintenance of customers’ records shall

conform to the storage requirement.
8.5.5 Post-delivery activities
8.5.5.1 PSHSS shall provide services to its customers after they

have graduated.
8.5.5.2 The institution shall attend to its customers’ needs such as

requests for transcripts of records, certifications, diplomas,
etc.
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8.5.5.3 Records of services rendered shall be maintained by the

area concerned.
8.5.5.4 PSHSS shall also serve its customers through responses

to their queries regarding their records.
8.5.6 Control of changes
8.5.6.1 PSHSS shall review and control changes for program and
service provision, to the extent necessary to ensure
continuing conformity with requirements.
8.5.6.2 PSHSS shall retain documented information, such as

minutes of the meeting, describing the results of the
review of changes, the person(s) authorizing the change,
and any necessary actions arising from the review.
8.6 Release of product and services
8.6.1 The verification of PSHSS services shall be performed according to

documented procedures.
8.6.2 PSHSS shall perform various levels of verification of services

depending on the requirements of the customers.
8.6.3 All ordered products from external providers shall be inspected and
verified.
8.6.4 The incoming quality management system inspection shall use one
or more of the following methods:
• Receiving inspection and/or verification

• External provider’s warrants or certificates
8.6.5 Where applicable (generally as requested on purchasing

documents) certificates of conformance for material or testing shall
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be provided by the external provider prior to the receipt of the

material. Material will not be issued until certification is received.
8.6.6 Inspection and verification shall be performed strictly along the

guidelines laid out in the relevant procedures.
8.6.7 All services offered shall be identified with suitable means, which
indicates the conformity or nonconformity with verification activities
performed.
8.6.8 PSHSS shall continuously identify the verification status of services

being provided and performed by offices.
8.6.9 Final verification of services shall be conducted before providing

the services to the customers.
8.6.10 PSHSS shall maintain documented information of services during

the process of inspection and verification. These documented
information shall indicate the verification status of services being
offered according to set criteria and traceability to the person/s
authorizing the release.
8.6.11 PSHSS shall maintain procedures to appropriately rectify any

nonconforming services inadvertently offered to its customers.
8.6.12 The services of PSHSS shall not be given to the customers until all
the required verification activities are performed, documented, and
authorized according to specified procedures.
8.7 Control of nonconforming outputs
8.7.1 PSHSS shall ensure that outputs that do not conform to set
requirements are identified and controlled to prevent unintended
use of delivery.
8.7.2 PSHSS shall take appropriate action based on the nature of the
nonconformity and its effect on the conformity of products and
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services. This shall also apply to nonconforming products and

services detected after delivery of products and services to
customers.
8.7.3 Nonconforming outputs may include but not limited to the following:
8.7.3.1 Error in grades

8.7.3.2 Non-completion of topics for the course
8.7.3.3 Expired items
8.7.3.4 Damaged facilities/equipment
8.7.3.5 Customer Complaints
8.7.3.6 Inaccurate information in the documents
8.7.4 PSHS shall deal with these nonconforming outputs in one or more
of the following ways as appropriate:
8.7.4.1 Correction;
8.7.4.2 Segregation, containment, return or suspension of
provision of products and services;
8.7.4.3 Informing the customer/stakeholder;
8.7.4.4 Obtaining authorization for acceptance under
concession.
8.7.5 Error in grades shall follow the procedure for the correction of
grades.
8.7.6 Measures shall be taken if topics for the course are not completely
covered, such as make-up classes.
8.7.7 Error in documented information prior to the provision of services

shall be properly identified/marked and segregated to prevent
unintended delivery.
8.7.8 Damaged equipment or facility and expired items shall also be

properly identified to prevent unintended use.
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8.7.9 The office concerned shall also identify correction and corrective
actions to be taken when nonconforming products/services are
detected after the delivery or use has started.
8.7.10 The office concerned shall investigate and evaluate the cause of
nonconformity of services and shall seek assistance, if necessary,
from the QMSO.
8.7.11 Conformity to the requirements shall be verified when

nonconforming outputs are corrected.
8.7.12 PSHSS shall retain documented information, through the Corrective

Action Request (CAR) form, that:
8.7.12.1 Describes the nonconformity;

8.7.12.2 Describes the actions taken;
8.7.12.3 Describes any concessions obtained;
8.7.12.4 Identifies the authority deciding the action in respect of
the nonconformity.
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9.0 Performance Evaluation
9.1. Monitoring, measurement, analysis and evaluation
9.1.1. General
9.1.1.1. PSHSS shall determine:

• what needs to be monitored and measured;
• the methods for monitoring, measurement, analysis
and evaluation needed to ensure valid results;
• when the monitoring and measuring shall be
performed;
• when the results from monitoring and measurement
shall be analyzed and evaluated.
9.1.1.2. These shall be incorporated in the Key Performance

Indicator (KPI) of the offices concerned for easy
monitoring and evaluation.
9.1.1.3. The KPI accomplishment report shall serve as basis for

evaluating the performance and effectiveness of the
9.1.2. Customer Satisfaction
9.1.2.1. As one of the measurements of the performance of the

quality management system, PSHSS monitors information
relating to customer perception as to whether the
institution has met customer requirements. The methods
for obtaining and using this information include:
9.1.2.1.1. recording customer complaints
9.1.2.1.2. sending of customer satisfaction surveys
9.1.2.2. The Quality Management System Office(QMSO) monitors

customer satisfaction to the products and services
provided by the institution. Customer complaints are also
recorded and dealt with promptly. These complaints are
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brought to the attention of the institution’s management for

proper action.
9.1.2.3. The corrective action system shall be used to develop and

implement plans for customer satisfaction improvement
that address deficiencies identified, and assess the
effectiveness of the results.
9.1.3. Analysis and evaluation
9.1.3.1. PSHSS shall analyze and evaluate data and information

related to the performance of the institution’s quality
management system. Necessary actions may be
instituted for the improvement of the quality management
system.
9.1.3.2. The results of the analysis shall be used to evaluate:
9.1.3.2.1. conformity of products and services;

9.1.3.2.2. the degree of customer satisfaction;
9.1.3.2.3. the performance and effectiveness of the
quality management system;
9.1.3.2.4. the effectiveness of planning;
9.1.3.2.5. the effectiveness of actions taken to address
risks and opportunities;
9.1.3.2.6. the performance of external providers; and
9.1.3.2.7. other improvements to the quality
management system.
9.2. Internal Audit
9.2.1. PSHSS shall carry out an internal quality audit (IQA) annually or as
deemed necessary by management, to verify whether the quality
management system:
9.2.1.1. Conforms to the planned arrangements, to the

requirements of the ISO 9001:2015 Standard and to the
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quality management system requirements established by

the institution; and
9.2.1.2. Is effectively implemented and maintained.
9.2.2. Ineffective procedures shall be reviewed by management for possible

improvements or amendments.
9.2.3. Audits are to be carried out according to an audit plan and scheduled
on the basis of status and importance of the activity to be audited.
9.2.4. The audit and follow-up actions shall be carried out according to
QM 13.2 “Internal Quality Audit".
9.2.5. Results of internal audits shall be documented and presented to the

personnel responsible for the area audited.
9.2.6. The management of the offices being audited shall be responsible for
taking timely correction and corrective action on the nonconformities
found during the audit.
9.2.7. IQAs are conducted by a team of auditors headed by an IQA Lead

Auditor. The audits shall be carried out by personnel independent of
those having direct responsibility for the work being performed and
shall be composed of qualified staff properly trained in carrying out
the audit.
9.2.8. The Internal Quality Auditors shall be appointed by the Executive

Director under the Office of the Executive Director (OED), and by the
Campus Director at the campus level.
9.2.9. The Quality Management Representative (QMR) shall:
9.2.9.1. monitor the planning and implementation of Internal Quality

Audits;
9.2.9.2. analyze results of all Internal Quality Audits; and
9.2.9.3. monitor the timely implementation of the correction,
corrective actions, and opportunities for improvement.
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9.2.10. The result of the audits shall be taken into account during
management reviews.
9.3. Management review
9.3.1. Management review of the quality management system shall be

performed at least once a year by the Execom (OED and PSHSS)
and Mancom (campus level) to ensure its continuing suitability,
adequacy, effectiveness and alignment with the strategic direction of
the institution, as well as to improve the system.
9.3.2. The minimum attendance for Management Review Meeting shall be

the Execom (OED and PSHSS) and Mancom (campus level); other
employees shall attend as needed to meet the requirements of the
agenda.
9.3.3. If any attendee is absent, draft minutes will be sent to him/her, for
review and so that the person may amend the minutes with any
additional data, notes, opinions or opportunities for improvement they
may wish to add.
9.3.4. The review includes assessing opportunities for improvement, and

the need for changes to the quality management system, including
the Quality Policy and quality objectives.
9.3.5. Management review inputs:
9.3.5.1. The management review shall be planned and carried out

taking into consideration:
• the status of actions from previous management
reviews;
• changes in external and internal issues that are relevant
to the quality management system;
• information on the performance and effectiveness of the
quality management system, including trends in:
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o customer satisfaction and feedback from relevant

interested parties;
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o the extent to which quality objectives have been

met;
o process performance and conformity of products
and services;
o nonconformities and corrective actions;
o monitoring and measurement results;
o audit results;
o the performance of external providers;
• the adequacy of resources;
• the effectiveness of actions taken to address risks and
opportunities; and
• opportunities for improvement.
9.3.6. Management review outputs
9.3.6.1. The outputs of the management review shall include

decisions and actions related to:
• opportunities for improvement;
• any need for changes to the quality management
system;
• resource needs.
9.3.7. Records of management reviews shall be maintained and kept

properly by the QMR/QMSO.
9.3.8. Issues raised during the Management Review shall be followed-up

and discussed by the QMR during QMSOand QMS Council (QMSC)
meetings. Minutes of meetings of the QMSOand QMSCshall be
maintained.
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10.0 Improvement
10.1. General
10.1.1. PSHSS shall determine and select opportunities for improvement

and implement any necessary actions to meet customer
requirements and enhance customer satisfaction. These may
include any of the following:
10.1.1.1. improving products and services to meet requirements as

well as to address future needs and expectations;
10.1.1.2. correcting, preventing or reducing undesired effects;
10.1.1.3. improving the performance and effectiveness of the quality
management system.
10.2. Nonconformity and corrective action
10.2.1. When a nonconformity occurs, including any arising from complaints,

PSHSS shall:
10.2.1.1. react to the nonconformity and, as applicable:

• take action to control and correct it;
• deal with the consequences;
10.2.1.2. evaluate the need for action to eliminate the cause(s) of

the nonconformity, in order that it does not recur or occur
elsewhere, by:
• reviewing and analyzing the nonconformity;
• determining the causes of the nonconformity;
• determining if similar nonconformities exist, or could
potentially occur;
• implement any action needed;
• review the effectiveness of any corrective action
taken;
• update risks and opportunities determined during
planning, if necessary;
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• make changes to the quality management system, if

necessary.
10.2.2. The heads of the offices shall ensure that corrective actions are
appropriate to the effects of the nonconformities encountered.
10.2.3. The corrective actions shall be documented in the Corrective Action

Request (CAR) form and monitored by the QMSO.
10.3. Continual improvement
10.3.1. PSHSS uses the quality management system to improve its

processes, products and services. Such improvements aim to
address the needs and expectations of customers as well as other
interested parties, to the extent possible.
10.3.2. PSHSS shall continually improve the suitability, adequacy and

effectiveness of the quality management system.
10.3.3. PSHSS shall consider the results of analysis and evaluation, and the
outputs from management review, to determine if there are needs or
opportunities that shall be addressed as part of continual
improvement.
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REF. ACCEPTANCE INSPECTION

PROCESS NAME DOC. CHECK ITEMS CRITERIA TOOL/METHOD DATA/RECORDS RESPONSIBILITY
Analysis of the QM 4.0 • External and Internal Issues • Relevant to • Meetings • Minutes of the • Execom
organization and its (SWOT) PSHSS • Presentations meeting • Mancom
context • SWOT
Requirements of QM 4.0 • Requirements of relevant • Relevant to • Meetings • Minutes of the • Execom

relevant interested interested parties PSHSS • Presentations meeting • Mancom
parties • Analysis of
Interested Parties
or Statutory and/or
Regulatory Bodies
Log
Strategic Planning QM 4.0 • Direction of PSHSS • Vision • Meetings • Minutes of the • Execom
• Plans for the PSHSS • Mission • Reports meeting/Strategic • Mancom
• External and Internal Issues • Availability of • SWOT Plan/Annual
(SWOT) resources Analysis Operations Plan
• Risk/Opportunity Assessment • Measurable • Risk/ • Institutional
• Requirements of relevant Targets Opportunity plans/targets
interested parties • Risk/Opportunity Assessment • SWOT
criteria • Risk/Opportunity
Assessment
• Risk Treatment Plan
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Curriculum QM 8.0, • Subject • Course plan/ • Visual • Course Syllabi/ • RPAD
Development and COM 4.3, • Meeting hours program of • Evaluation and Course Plan/ • CID
Review CIM 4.1 • Units regulating bodies assessment Curriculum Plan • Registrar
• Goals • Availability of • Curriculum
• Content resources • Teaching materials,
• Assessment Method & • Course assigned as applicable
Condition of Assessment code • Curriculum
• Learning Outcomes/Specific Feedback
Objectives
• Delivery Strategy
• Resource Requirements
Academic CIM 3.1, • Number of classes • Availability of • Visual • Class schedule • CID
Resource Planning CIM 3.2 qualified faculty • Coordination • Faculty load • SSD
members with faculty • Registrar
• Availability of members and
classrooms and SSD
facilities
Student COM 4.2, • Test materials • Aligned with test • Visual • Test Materials • Admissions Office
Recruitment SSM 3.1 • Test Centers items criteria • Assessment of • Test Permit • Assessment
• Eligibility of Applicants • Updated contact documents • Test Results Committee
information of • Application Form • Administering
Test Centers • Eligibility documents Personnel/
• Eligibility criteria • FAPS/LAPS Campaign Teams
of Applicants Database
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Admission COM 4.2 • Accomplished Application Form • Eligibility of • Visual • BOT-approved • Admissions
• Eligibility documents Applicants • Test Results master list of Office
• Test results • Passed Test principal and • BOT
Results alternate
• BOT-approved qualifiers
list • Letter of Award
• Confirmation Slip
• Confirmed List of
Scholars
Enrollment SSM 3.2, • Eligibility of applicants • Class size limit • Visual • Enrolment forms • Registrar Unit
SSM 3.3, • Enrolment documents • Eligibility of • Enrolment
SSM 3.4 documents documents
• BOT-approved • Admission Slip
list • Exit Clearance (for
Grades 8-12)
• Class List
Instruction/Student CIM 4.2 • Contents of subject • Alignment with • Visual • Subject • CID Chief
Experience - implementation plan prescribed Implementation • Academic Unit
Course Preparation curriculum Plan Head
and • Ahead of class • Curriculum Guide • Faculty Members
Implementation schedule
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Instruction/Student CIM 4.3 • Attendance of students • Attendance • Visual • Daily Attendance • Faculty Member
Experience - • Conduct of students • Proper behavior Record • Discipline Officer
Classroom • Admission Slip
Management • Anecdotal
Report/Incident
Report/Non-
compliance Report
Instruction/Student CIM 4.4 • Laboratory equipment • Proper usage • Visual • Laboratory • Faculty Member
Experience - • Laboratory materials • Good condition Reservation Form • Laboratory
Laboratory • Conduct of students • Proper • Laboratory Technician
Management accountability Equipment
• Compliance to Accountability
Laboratory Safety Form
Procedures • Preventive
Maintenance
Schedule
• Equipment History
Card
• Service Report
• Laboratory Work
Request Form
• Calibration
Schedule
• Calibration
Certificate
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Instruction/Student CIM 4.5 • Assessment Tool • As per approved • Visual • Table of • Faculty Member
Experience – • Results of Assessment Table of Specifications • Academic Unit
Student Specifications or • Rubrics Head
Assessment Rubrics • Class Record • CID Chief
• Examination
passing marks
Instruction/Student CIM 4.6 • Student’s performance/grades • Compliance with • Visual • Report Card • Faculty Member
Experience – the grading • Grading Sheet • Academic Unit
Grading System system • Class Record Head
• Minutes of the • CID Chief
Meeting • FAS Instruction
• Correction of Officer
Grades • Homeroom/
Academic Adviser
• Scholarship
Committee
• Registrar
Co-curricular & SAM 3.1, • Recognition/Renewal • Nature of the • Visual • Documents of • DSA
Extra-curricular SAM 3.2, documents of student group/activity can student • CID
Activities - Student SAM 3.3, organizations/ALA help in the organizations/ALA • SSD
Organization, ALA, SAM 4.0, • Scheduled activities development of • List of Recognized • FAD
Homeroom, SAM 5.0, • Purpose of activities the student Student • Campus Director
SCALE, In-Campus SAM 6.0, • Program Organization/ALA
and Off-Campus SAM 7.1, requirement • Activity Proposal
Activities SAM 7.2, • Eligibility of • Activity Report
SAM 7.3 students • Liquidation Report
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Graduation SSM 3.5 • Student records • Completion of • Visual • Grading Sheets/ • Scholarship
requirements Report Card Committee
• Student Record • Registrar
• List of Candidates • Mancom
for Graduation • Execom
• Board Resolutions • BOT
• Minutes of Meeting
Alumni SSM 3.6 • Alumni activities • Valid alumni • Visual • Alumni Tracking • Registrar
activities Reports • Alumni Tracking
• Accomplished Committee
Reports on
Activities
Conducted
Request for SSM 3.7 • Requested record • Clearance of • Visual • Record Request • Registrar
Records • Clearance student Form
• Correctness of • Student Clearance
records • Requested
Document Logbook
Library Services SSM 4.3 • Library collections • Good condition • Visual • Book Card • Library Unit
• Student ID • Availability
• Restrictions
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Residence Halls SSM 5.1, • Application of student • Align with the • Visual • Residence Halls • Residence Halls
Services SSM 5.2 • Conduct of students in the selection criteria Form Unit
Residence Halls • Align with the • Letter of • SSD Chief
Residence Halls Acceptance • Campus Director
guidelines
Guidance Services SSM 7.2, • Behavior of students • Proper conduct of • Visual • Student’s • Guidance Unit
SSM 7.3 students • Assessment Counseling Notes
Form • Test Results
Health Services SSM 6.1, • Health and dental condition of • Good physical • Visual • Health and dental • Physician
SSM 6.5 students and dental health • Physical and records • Dentist
dental • Nurse
examination
Maintenance FAM 6.4, • Condition of equipment, • Good condition • Visual • Preventive • IT Unit
Services FAM 6.5 facilities and fixtures • Cleanliness • Functionality Maintenance • GSM Unit
test records • Laboratory
• Repair records Technician
• Equipment History
Cards
Human Resource FAM 4.1, • Qualifications of applicants • Align with • Visual • Qualification • HRM Unit
Services FAM 4.7, • Competencies/performance of qualifications for documents
FAM 4.8 personnel the position • Performance
appraisal records
• Training records
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Finance Services FAM • Student name • Scholarship • Visual • LDDAP-ADA • Cashier
10.2 • Amount Agreement
• Accuracy
• Timeliness
Feedback QM 9.0, • Performance results • Timeliness and • Visual • Management • Execom
Mechanism CIM 4.8 • Feedback from accuracy of • Parents- Review minutes • Mancom
(Customer, Internal students/parents reports/records Teacher • Performance • Faculty Member
Processes, • Timely addressing Conference records
Management feedbacks • Parents-Teacher
Review) conference
minutes/
anecdotal report
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CROSS REFERENCE MATRIX DECEMBER 5, 2016
PAGE NO.
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ISO
DESCRIPTION REFERENCE
CLAUSE
4.0 Context of the
QM 4.0
organization
4.1 Understanding the
organization and its QM 4.0, CIM 4.8, CIM 5.0
context
4.2 Understanding the needs
and expectations of QM 4.0, CIM 4.8, CIM 5.0
interested parties
4.3 Determining the scope of
the quality management QM 4.0
system
4.4 Quality management QM 3.3, QM 4.0, QM 11.0, QM 12.0, Quality
system and its processes Manual, Curriculum and Instruction Manual,
Student Affairs Manual, Student Services
Manual, Finance and Administration Manual,
Research, System Office Manual, Job
Descriptions Manual
5.0 Leadership QM 5.0
5.1 Leadership and QM 3.1, QM 5.0, CIM 4.8, FAM 3.0
commitment
5.2 Policy QM 5.0
5.3 Organizational roles, QM 3.4, QM 5.0, Job Descriptions Manual
responsibilities and
authorities
6.0 Planning QM 6.0
6.1 Actions to address risks QM 6.0
and opportunities
6.2 Quality objectives and QM 6.0, FAM 3.0
planning to achieve them
6.3 Planning of changes QM 6.0, QM 13.5, CIM 3.3, CIM 4.1, FAM 3.0
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7.0 Support QM 7.0
7.1 Resources QM 7.0, CIM 3.2, FAM 8.1
7.1.1 General QM 7.0
7.1.2 People QM 3.4, QM 7.0, CIM 3.1, CIM 3.2, FAM 4.1,
FAM 4.4, Job Descriptions Manual
7.1.3 Infrastructure QM 7.0, CIM 3.2, CIM 4.4, SSM 4.5, SSM 5.2,
FAM 6.2, FAM 6.4, FAM 6.5
7.1.4 Environment for the QM 7.0, CIM 3.2, CIM 4.4, SSM 5.2, SSM 6.2,
operation of processes FAM 6.3, FAM 6.6, FAM 7.1
7.1.5 Monitoring and QM 7.0, CIM 3.3, CIM 4.4, CIM 4.5, CIM 5.0,
measuring resources COM 3.1, COM 3.2, COM 4.1-COM 4.2, SSM Comment [PP1]: Might change based on new
3.1-SSM 3.8, SSM 4.1-SSM 4.5, SSM 5.2, TOC
SSM 6.1-SSM 6.3, SSM 6.5, FAM 3.0, FAM

4.6, FAM 4.7, FAM 4.8, FAM 5.3-FAM 5.7,
FAM 8.2, FAM 9.4, FAM 9.5
7.1.6 Organizational QM 7.0, CIM 4.1, CIM 4.5, CIM 4.8
knowledge
7.2 Competence QM 7.0, CIM 5.0, FAM 3.0, FAM 4.7, FAM 4.8
7.3 Awareness QM 7.0, CIM 5.0, FAM 4.7, FAM 4.8
7.4 Communication QM 7.0, CIM 4.8, CIM 5.0, SSM 6.4, FAM 3.0,
FAM 11.1, FAM 13.0
7.5 Documented information QM 7.0, QM 13.1, SSM 6.3, SSM 7.2, COM Comment [PP2]: PLEASE CHECK
4.2, FAM 4.2, FAM 11.2, FAM 12.1-FAM 12.3
8.0 Operation QM 8.0
8.1 Operational planning and QM 8.0, QM 11.0, CIM 3.1-CIM 3.3, CIM 4.2
control
8.2 Requirements for QM 8.0, CIM 3.1-CIM 3.3, CIM 4.1, CIM 4.4,
products and services COM 4.2, COM 4.3, SSM 3.1-SSM 3.4, SSM Comment [PP3]: Please check
3.8, SSM 4.1, SSM 5.1
8.3 Design and development QM 8.0, CIM 4.1, COM 4.2, COM 4.3 Comment [PP4]: Please check
of products and services
8.4 Control of externally QM 8.0, CIM 3.2, CIM 4.4, SSM 4.1, SSM 8.1,
provided processes, SSM 8.2, FAM 5.1-FAM 5.3, FAM 6.3, FAM
products and services 6.6
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8.5 Production and service QM 8.0
provision
8.5.1 Control of production and QM 8.0, CIM 3.1, CIM 3.3, CIM 4.2-CIM 4.8,
service provision SAM 3.1-SAM 3.3, SAM 4.0-SAM 6.0, SAM
7.1-SAM 7.3, SSM 3.5, SSM 4.1-SSM 4.5,
SSM 5.1, SSM 5.2, SSM 6.1, SSM 6.5, SSM
7.1-SSM 7.4, SSM 9.0, FAM 6.1-FAM 6.3,
FAM 6.6, FAM 6.7, FAM 7.2-FAM 7.5, FAM
8.2, FAM 9.1-FAM 9.5, FAM 10.1-FAM 10.3,
FAM 13.0
8.5.2 Identification and QM 8.0, CIM 3.1, CIM 4.4, CIM 4.6, CIM 4.7,
traceability SSM 4.2
8.5.3 Property belonging to QM 8.0, CIM 4.4, CIM 4.5
customers or external
providers
8.5.4 Preservation QM 8.0, CIM 4.4, CIM 4.6, CIM 4.7, SSM 4.4,
SSM 4.5, FAM 5.3, FAM 5.4, FAM 5.6
8.5.5 Post-delivery activities QM 8.0, SSM 3.6, SSM 3.7
8.5.6 Control of changes QM 8.0, QM 13.5, CIM 3.3, FAM 3.0
8.6 Release of products and QM 8.0, CIM 3.1, CIM 3.3, CIM 4.2, CIM 4.4-
services CIM 4.8, SAM 3.1-SAM 3.3, SAM 4.0-SAM
6.0, SAM 7.1-SAM 7.3, COM 3.1, COM 3.2,
COM 4.1-COM 4.3, COM 5.1, COM 5.2, SSM Comment [PP5]: Please countercheck
3.2-SSM 3.5, SSM 3.7, SSM 4.1-SSM 4.5,
SSM 5.1, SSM 5.2, SSM 6.1, SSM 6.5, SSM
7.2, SSM 7.3, SSM 9.0, FAM 6.1-FAM 6.3,
FAM 6.6, FAM 6.7, FAM 8.1, FAM 8.2, FAM
9.1-FAM 9.5, FAM 10.1-FAM 10.3, FAM 13.0
8.7 Control of nonconforming QM 8.0, QM 13.3, CIM 3.3, CIM 4.4, CIM 4.6,
outputs COM 4.2, FAM 5.5, FAM 5.7 Comment [PP6]: Here pa
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ISO
CLAUSE
9.0 Performance evaluation QM 9.0
9.1 Monitoring, QM 9.0
measurement, analysis
and evaluation
9.1.1 General QM 9.0,
9.1.2 Customer satisfaction QM 9.0, CIM 4.8, CIM 5.0
9.1.3 Analysis and evaluation QM 9.0, CIM 4.1, CIM 4.5-CIM 4.8, CIM 5.0,
SAM 8.2, COM 4.2, COM 4.3, SSM 3.6, SSM
4.4, SSM 6.3, SSM 7.1-SSM 7.4, SSM 9.0,
FAM 3.0, FAM 13.0
9.2 Internal audit QM 9.0, QM 13.2
9.3 Management review QM 9.0
10.0 Improvement QM 10.0
10.1 General QM 10.0
10.2 Nonconformity and QM 10.0, QM 13.4
corrective action
10.3 Continual improvement QM 10.0, CIM 4.1, CIM 4.5-CIM 4.8, CIM 5.0,
SAM 8.2, FAM 3.0, FAM 4.7, FAM 4.8
LeeToh L e e T o h M
i n g L i U S i m S u n U n k n o
w n @Z
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CONTROL OF DOCUMENTED INFORMATION DECEMBER 5, 2016
PAGE NO.
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1.0 OBJECTIVES
1.1 To maintain a system to control all documented information related to the

institution’s Quality Management System (QMS).
1.2 To ensure that all documented information relevant to the QMS are properly
updated.
1.3 To ensure that all QMS-related documented information are reviewed for
adequacy and the latest revisions are available at all points of use.
2.0 SCOPE
This procedure applies to all QMS-related documented information within the

defined documentation structure of the institution's QMS. The following shall be
classified as controlled documented information, whether in the form of hard
copies or electronic versions:
• Quality System Manual (QSM);

• Curriculum and Instruction Manual (CIM);
• Student Affairs Manual (SAM);
• Student Services Manual (SSM);
• Finance and Administration Manual (FAM);
• System Office Manual (SOM)
• Job Description Manual (JDM);
• PSHSS forms;
• Where applicable, Reference Documented information (i.e. external origin);
and
• Records.
3.0 POLICIES
3.1 All QMS-related documented information shall be controlled and

maintained by the Quality Management Representative (QMR)/Document
Controller. Responsibilities shall be to:
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• Ensure that QMS-related documented information (manuals/forms/List

of References/Filing Chart) are properly prepared and approved before
release;
• Control and monitor revisions of all QMS-related documented
information (manuals and forms) and ensure that only pertinent issues
are used; and
• Maintenance of master copies of all QMS-related documented
information (manuals and forms).
3.2 Documented Information Format
Manuals/Procedures
3.2.1 Each document in the manuals shall be composed of objectives,

scope, policies, procedures and list of forms and reports.
3.2.2 All manuals shall follow the standard format containing the
following:
• Institution’s Logo,
• Manual Title,
• Document Name,
• Document No.,
• Version Number,
• Revision No.,
• Effectivity Date,
• Page Number,
• Prepared By,
• Approved By,
• Master Copy Stamp Box,
• Controlled Copy Stamp Box, and
• Statement at the footer “© 2016 Philippine Science High School;
all rights reserved. This document may contain proprietary
information and may only be released to third parties with
approval of management. Document is uncontrolled unless
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otherwise marked; uncontrolled documents are not subject to

update notification.”
3.2.3 All procedures in the manuals shall be identified in the QMS by a

document number. The document number shall consist of letters
representing the manual followed by a number series. The
document number shall follow this pattern:
ABC X.X
Where:
ABC – QM for Quality Manual,
CIM for Curriculum and Instruction Manual,
SAM for Student Affairs Manual,
SSM for Student Services Manual,
FAM for Finance and Administration Manual,
SOM for System Office Manual, and
JDM for Job Descriptions Manual
X.X – number assigned to the document
3.2.4 Revised or amended procedures shall have the same document

number, unless the system documentation is to be restructured.
The initial issue of procedures shall bear revision 0. A revision shall be issued to reflect
changes in a particular procedure of a manual. Succeeding amendments to the
procedure shall then be numbered as revision 1, 2, 3 and so o
3.2.5 n.
The initial issue of manuals shall bear version 1. A new version shall be issued when
there are major changes in the manual as change of standard version or change of
signatories. Succeeding issues shall be numbered as version 2, 3, 4 and so on. The
QMR shall decide when a new version of the manual shall be issue
3.2.6 d.
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Forms
3.2.7 Forms used by the Institution shall have an assigned Reference

Number and corresponding Initial Date of Issue. The numbering
scheme shall be as follows to be placed at the bottom left of the
form:
PSHS-NN-F-XXX-YY-Rev#-MM/DD/YY
Where: PSHS – refers to Philippine Science High School
NN – origin of Form,
F – referring to Form,
XXX – three character referring to the area/office,
YY – two-digit assigned reference number,
Rev # – revision number, and
MM/DD/YY – date of issue/effectivity date
Origin of Form
Code Origin
00 Common to all PSHS
Campuses/OED
01 MC
02 SMC
03 WVC
04 EVC
05 CVC
06 CMC
07 BRC
08 IRC
09 CVisC
10 CARC
11 CLC
12 SRC
13 CRC
14 CBC
15 ZRC
16 MRC
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Office Code
Office of the Executive Director OED
Research, Policy Formulation RPA
and Academics Division
Office of the Campus Director OCD
Quality Management System QMS
Office
Student Discipline Office SDO
Planning Office PLO
Curriculum & Instruction Division CID
Student Services Division SSD
Registrar Unit REG
Library Unit LIB
Residence Halls Unit RHU
Health Services Unit HSU
Guidance Unit GCU
Division of Student Affairs DSA
Finance & Administration Division FAD
Accounting Unit ACU
Budget Management Unit BMU
Cash Management Unit CMU
Human Resource HRU
Management Unit
Supply & Property SPU
Management Unit
Procurement Unit PRU
General Services Management GSM
Unit
Information Technology Unit ITU
Records Management Unit RMU
3.2.8 All forms shall be monitored through the Master List of Forms
maintained by the Document Controller (per area) and QMR.
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References (Documents of External Origin)
3.2.9 References shall be registered in the List of References, which

contains the title of reference material, edition/year of issue,
signature of recipient and date, date retrieved, signature of
recipient, prepared by and noted by.
Records
3.2.10 Records shall contain the following as reflected in the Filing Chart:
3.2.10.1 File code
3.2.10.2 File name
3.2.10.3 Filing system
3.2.10.4 Active retention/location/responsibility
3.2.10.5 Inactive retention/location/responsibility
3.2.10.6 Mode of disposal
3.2.10.7 Prepared by
3.2.10.8 Approved by
3.3 Documented Information Issuance and Approval
Manuals/Procedures and Forms
3.3.1 Before issuance of a new and/or revised documented information,

all authorized representatives of office concerned shall review the
documented information for any comments. The Head of the
originating unit shall review the documented information before
circulation to other units.
3.3.2 Final approval of all QMS-related documented information, new

and/or revised, prior to issuance shall be done by the approving
authorities concerned.
3.3.3 Changes to documented information shall be reviewed and

approved by the same functions that performed the original review
and approval unless otherwise approved by the QMR.
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3.3.4 The originating unit shall be responsible in seeking the approval of

all units concerned. The approval of all Heads concerned shall be
recorded in the Document Change Request Form (DCR) and filed
by QMR/Document Controller.
3.3.5 List of References shall be prepared by the office concerned, as

applicable. The list shall be approved by the Head of the office
concerned.
3.3.6 A new List of References shall be prepared if there are new

references identified to be included. The original List of References
need not be revised but a new List of References can be included
as an addendum to the original list.
Records
3.3.7 The Filing Chart shall be prepared by the office concerned

indicating the date it was prepared. The Filing Chart shall be
approved by the Head of the office concerned.
3.4 Documented Information Control & Distribution
Manuals/Procedures
3.4.1 The manuals/procedures shall be made available to all personnel

concerned. Hard copies shall be distributed to all personnel
responsible for the copy.
3.4.2 All manuals shall have a corresponding table of contents stating

document number, document name, initial issue date, revision date
and revision number.
3.4.3 The Document Approval and Distribution Matrix shall serve as the
Master List of procedures.
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3.4.4 The copies of manuals shall be controlled through the following:
• Master Copy shall be defined as the copy with the latest revision
and basis for all controlled copies. It shall be properly identified
or labeled in red ink as valid or official.
• Controlled Copy shall be reproduced depending on the number

of copies needed. These shall also be properly identified in red
ink as controlled copies.
3.4.5 The person/s involved in the preparation of the manual shall sign in
the designated boxes in the Master Copy to indicate that the
manual is the official copy. The Approving Authorities concerned
shall likewise sign in the designated box to indicate their approval.
3.4.6 Master copies of all manuals shall be maintained and kept by the
QMR/Document Controller.
3.4.7 The QMR and Document Controller shall have full authority to
revise or change any procedures. Any changes should be coursed
through them, which should be properly supported by a DCR.
3.4.8 The QMR/Document Controller shall also maintain back-up copies

of electronic files of the latest revision of all manuals. The file-
naming scheme to be used to label the back-up copies shall be the
document name and the back-up date.
3.4.9 Before distribution of documented information, the QMR/Document

Controller shall check the following:
• Clarity of prints,
• Completeness of pages,
• Latest revision code,
• Document control number,
• Signature of approving parties,
• Format, and
• Distribution list.
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3.4.10 A Document Control Log (DCL) of each manual/procedure shall be

maintained by the QMR/Document Controller to ensure effective
control of the circulation and to provide traceability in updating
issued manual/procedure. The DCL shall contain the following:
• Title of Manual,
• Copy Number,
• Document Number,
• Previous Version/Revision No.,
• New Version/Revision No.,
• Recipient,
• Date Issued,
• Signature of Recipient,
• Date Retrieved, and
• Signature of Issuer/Retriever.
3.4.11 The QMR/Document Controller shall ensure that all controlled

copies have been received by the office’s representative or person
responsible for the copy. This shall be recorded in the DCL to be
maintained by the QMR/Document Controller.
3.4.12 Manuals/Procedures can be created, revised or deleted using a

Document Change Request (DCR) form.
3.4.13 The DCRs for manuals/procedures shall be duly approved by the

approving authorities, as prescribed in the Document Approval and
Distribution Matrix, before processing.
3.4.14 A copy of the newly created or revised manuals/procedure shall be

provided to the QMR/Document Controller, which will serve as a
master copy for proper updating of all controlled copies.
3.4.15 The QMR/Document Controller shall be responsible for updating all

controlled copies for any changes.
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3.4.16 The QMR/Document Controller shall be responsible for ensuring

that any approved changes are communicated to all units
concerned and implemented accordingly.
Forms
3.4.17 Forms can be created, revised or deleted using a Document

Change Request (DCR) form.
3.4.18 Newly created forms, including combined existing forms, shall have
a new Reference Number which is the next available according to
the series of two-digit numbers.
3.4.19 The QMR/Document Controller shall be informed if a new revision

in a form is made.
3.4.20 For discarded forms or those that will not be used, the assigned
Reference Number will not be used for new forms.
3.4.21 Computer-generated forms do not need to have form numbers,

since this is already controlled by the system.
3.4.22 A copy of the newly created or revised form shall be provided to the
QMR/Document Controller for proper updating of the compiled
forms.
3.4.23 The QMR/Document Controller shall also maintain back-up copies

of electronic files of the latest revision of all forms.
3.4.24 The QMR/Document Controller shall be responsible for ensuring

that any approved changes are communicated to all units
concerned and implemented accordingly.
3.4.25 References shall be controlled by stamping the copy in red ink as

“controlled”. The Head shall also affix his/her signature.
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3.4.26 References are registered in the List of References, which will be

used to monitor the updated references and the person
accountable for each identified reference.
Records
3.4.27 Control and maintenance of records shall be the responsibility of

each office concerned.
3.4.28 Each Head shall assign a person in charge to control and maintain
records in the office.
3.4.29 Filing of records shall be done in a manner that allows easy

retrieval as follows:
• Filing system shall be based on the Filing Chart.
• Records shall be indexed or labeled appropriately for easy
identification.
3.4.30 Records shall be protected and kept in suitable environment to

minimize damage or deterioration, loss of confidentiality, improper
use, or loss of integrity, by using appropriate means – such as
folders, envelopes, binders, among others; stored in cabinets,
shelves, and drawers. Confidential records shall be kept under lock
and key, and accessed only by authorized personnel.
3.4.31 Records shall also be preserved (including preservation of

legibility), and maintained/retained (including protection from
unintended alterations) by the following:
3.4.31.1 Written legibly with permanent ink;
3.4.31.2 Thermal paper should be photocopied;
3.4.31.3 Used portion of the recycled paper should be
marked/crossed out;
3.4.31.4 Confidential documented information should not be used
as recycled paper; and
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3.4.31.5 Corrections, if needed, should leave the original entry still

readable; therefore, should be crossed-out using a single
line and initialed by the person who made the correction
3.4.32 Each unit shall set the retention period of its records. After the
lapse of the retention period, the persons concerned shall seek
approval from their respective heads, after which he/she shall
remove the records and dispose of such records based on the
disposal method indicated on the Filing Chart.
3.4.33 The Heads concerned shall review their records, whether to be

classified as inactive or for disposal.
3.4.34 Relevant electronic copies of records shall be backed up

accordingly.
3.4.35 Access to relevant electronic system/database, including controls,

shall be defined.
Uncontrolled Copies
3.4.36 The QMR/Document Controller may provide uncontrolled document

to individuals as deemed appropriate. These uncontrolled
documented information, if issued, shall be reproduced from a
“controlled copy” document such that the “controlled copy” stamp is
not in ink, but only photocopied, and stamped “uncontrolled copy”.
3.5 Monitoring of Document Change Requests (DCRs)
3.5.1 All DCRs received from requesting parties shall be logged by the
QMR/Document Controller in a Document Change Request
Register containing the following
• DCR No.,
• Date Received,
• Document No.,
• Requested By,
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• Action Taken, and

• Date Completed.
3.6 Obsolescence of Documented Information
3.6.1 Manuals/Procedures/Forms/References/Filing Chart shall be

considered obsolete or superseded if it is no longer applicable to
the QMS or if it is replaced by a new version/revision.
3.6.2 The QMR/Document Controller shall ensure that all superseded

documented information are properly marked and removed from all
points of use. The revised documented information shall be given
to the person responsible when the superseded documented
information is retrieved. The receiver shall sign in the DCL to
properly record the retrieval and replacement of the superseded
documented information (manual/procedure).
3.6.3 Obsolete documented information that are retained for reference

purposes shall be properly marked as superseded. The
QMR/Document Controller shall stamp all obsolete documented
information as “SUPERSEDED, FOR REFERENCE PURPOSES
ONLY”.
3.6.4 Records of revision history (superseded master copies) of the

manuals/procedures shall be kept by the QMR/Document
Controller.
3.6.5 The Masterlist of Forms shall document the revision history of the
forms.
3.6.6 The List of References shall document the retrieval of

obsolete/superseded references.
3.6.7 The Filing Chart can be updated any time by the office concerned
as long as the date it was prepared is indicated and approved by
the Head of the office concerned.
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4.0 PROCEDURES
4.1 Control of Manuals/Procedures
Responsibility Activity
Employee 1. Coordinates creation, revision or deletion of

manual/procedure with Head/QMR.
2. Fills-out a Document Change Request form (DCR)

with corresponding attachments (if any).
3. Submits to approving authorities concerned for

review and comments.
Concerned 4. Reviews the DCR and notes down comments on

Approving the Document Change Request Form.
Authorities
5. If approved, submits DCR to QMR/Document
Controller for implementation.
6. If rejected, discusses with the personnel concerned

and makes the necessary adjustments; submits
DCR to QMR/Document Controller.
QMR/Document 7. Fills-out the Document Change Request Register

Controller (DCRR) to monitor progress of the request.
8. Creates or revises the manual/procedure and

submits to approving authorities concerned for
review. If for deletion, forwards DCR to approving
authorities concerned.
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Approving 9. Reviews the prepared manual/procedure

authorities (new/revision), signs the Document Change
concerned Request (new/revision/deletion).
QMR/Document 10. Updates the DCR.

Controller
11. For new or revised manual/procedure, prepares
controlled copies and issues to the controlled copy
holders.
12. Asks the copy holders to sign at the DCL upon

receipt of manual/procedure and return of obsolete
ones.
13. For deletion, retrieves obsolete copies and asks

copy holders to sign at the DCL.
14. Updates the DCRR.
15. Files the DCR, DCRR and DCL.
16. Stamps the obsolete/superseded

manuals/procedures with “Superseded, For
Reference Purposes Only” and files the
obsolete/superseded master copy.
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4.2 Form Control
Employee 1. Coordinates creation, revision or deletion of form

with QMR/Document Controller.
2. Fills-out a Document Change Request form (DCR)

with corresponding attachments (if any).
3. Submits to Head for review and comments.
Head concerned 4. Reviews the DCR and notes down comments on

the DCR.
5. If approved, submits DCR to Document Controller

for implementation.
6. If rejected, discusses with the personnel

concerned and makes the necessary adjustments;
submits DCR to QMR/Document Controller.
QMR/Document 7. Fills-out the DCRR to monitor progress of the

Controller request.
Document 8. Creates/Revises the document and submits to

Controller head concerned for review. For deletion, forwards
to the Head concerned.
Head concerned 9. Reviews the prepared form (new/revision), signs

the DCR (new/revision/deletion).
QMR/Document 10. Updates the DCR.

Controller
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Document 11. If approved, prints updated form and provides the
Controller office with copies. For external printing,
coordinates with service provider.
12. Updates DCRR.
13. For revised/deleted form, stamps the

obsolete/superseded form from the master copies
of forms with “Superseded, For Reference
Purposes Only” and files.
14. Updates the Masterlist of Forms and the master

copies of forms.
4.3 Control of References
Employee 1. Identifies new/revised copy of external
document/reference to be controlled as reference.
Immediate 2. Reviews the external document/reference to be

Superior controlled as reference.
Employee 3. Once approved, forwards the document/reference

to the Document Controller for stamping of
“Controlled Copy”.
Document 4. Stamps the document/reference with “Controlled

Controller Copy.”
5. Forwards the controlled document/reference to the

concerned Immediate Superior.
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Immediate 6. Signs the controlled document/reference.
Superior
7. Forwards the controlled document/reference to the
concerned employee.
Employee 8. Updates the List of References.
9. Photocopies and distributes the reference to the

copyholder/s.
10. Asks the copyholder/s to acknowledge receipt of

the reference.
11. Retrieves the obsolete reference from

copyholder/s.
Document 12. If applicable, stamps the superseded copy/ies with

Controller “Superseded, For Reference Purposes Only”.
13. Files the superseded reference, if needed.
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4.4 Control of Records

Person-in-charge 1. Updates and signs Filing Chart if needed.
2. Submits the Filing Chart to his/her immediate

superior for approval.
Immediate 3. Approves the Filing Chart and endorses it to the

Superior person-in-charge.
Person-in-charge 4. Furnishes the Document Controller a copy of the

Filing Chart.
5. Labels and files records according to the Filing

Chart.
Document 6. Files copy of the Filing Chart.

Controller
5.0 LIST OF FORMS AND REPORTS
5.1 Forms
5.1.1 Document Change Request
5.1.2 Document Change Request Register
5.1.3 Document Control Log
5.2 Reports
None
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INTERNAL QUALITY AUDIT DECEMBER 5, 2016
PAGE NO.
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1.0 OBJECTIVES
1.1 To ensure that PSHSS continuously operates in accordance with the

specified policies, procedures and external requirements in meeting
institutional goals and objectives.
1.2 To ensure that improvements to the quality management system are

identified, implemented and suitable to achieve objectives.
2.0 SCOPE
This procedure includes planning, execution, reporting and follow-up of an

internal quality audit (IQA).
3.0 POLICIES
3.1 The IQA shall be conducted at least once a year or as deemed

appropriate by the QMR. The IQA schedule shall be prepared by the Lead
Auditor and approved by the QMR.
3.2 The IQA shall be scheduled based on the complexity and the observed
performance of the area.
3.3 Responsibility
An IQA team, headed by a Lead Auditor, shall be duly appointed by the

Executive Director under the Office of the Executive Director (OED), and
by the Campus Director at the campus level, to undertake a quality
management system audit. The Internal Quality Auditors (IQAs) that form
the IQA team must possess the following characteristics:
• Adept at the elements of ISO 9001:2015;

• Adequately trained to perform IQAs; and
• Have no direct responsibility in the areas being audited.
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3.4 QMR’s Responsibilities
• Reviews the IQA plan;

• Reviews the corrective action/s and opportunities for improvement/s
based on the IQA Report submitted;
• Audits the IQA process.
3.5 Lead Auditor’s Responsibilities
• Prepares an IQA plan with the institution’s manuals as basis for

planning the audit. The plan shall include:
− The office which will be audited;
− The list of auditors who will compose the IQA Team and the
particular auditor who will conduct the individual audit (The number
of auditors depends upon the size of the area to be audited.); and
− The date and duration in which the actual audit shall be performed;
• Coordinates with the Head concerned and agrees on the day to
perform the audit;
• Be responsible for all phases of the audit. He shall be given authority
to make final decisions regarding the conduct of the audit and any
audit observations;
• Assists in the selection of IQAs to form the IQA Team;
• Plans the audit, prepares working documents and briefs the IQA Team;
• Reviews the documentation on existing quality management system
activities to determine their adequacy;
• Consolidates all audit findings and observations and prepares IQA
Report;
• Reports critical nonconformities to the auditee immediately;
• Reports any major obstacles encountered in performing the audit;
• Reports to the auditee on the audit results clearly, conclusively, and
without undue delay; and
• Conducts the opening and closing meeting, as necessary.
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3.6 IQA Team Responsibilities
• Supports the Lead Auditor;

• Communicates and clarifies audit requirements;
• Performs the audit using checklists;
• Checks with the Head or his/her authorized representative at the end
of each office's audit if he/she agrees with the facts and non-
conformities found in the audit;
• Prepares the Corrective Action Request (CAR) form for
nonconformities, and Opportunities For Improvement (OFI) form for
suggestions for improvements as appropriate;
• Reports the audit results;
• Remains alert to any indications of evidence that can influence the
audit results and possibly require more extensive auditing; and
• Acts in an ethical and professional manner at all times.
3.7 Auditee’s Responsibilities
• Understands the purpose of the IQA;

• Determines the scope of the audit such as what quality management
system standard or documented information should be audited;
• Cooperates with the IQAs to permit the audit objectives to be achieved;
and
• Receives the IQA Report and addresses any CAR or OFI received on
a timely manner.
3.8 Conduct of the Internal Quality Audit
3.8.1 IQA Plan
The IQA plan shall be prepared by the Lead Auditor and shall be
approved by the QMR. It should be communicated to the auditors
and auditee. It should be designed to be flexible in order to permit
changes based on information gathered during the audit, and to
permit effective use of resources. The plan should include:
• The audit objectives and scope;
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• Identification of IQA Team members and assignments;

• The date and place where the audit is to be conducted;
• Identification of the organizational units to be audited;
• The expected time and duration for each major audit activity;
• The schedule of meetings to be held with auditee;
• References to be used by the IQA Team; and
• Date of IQA reporting or closing meeting.
3.8.2 Opening Meeting
The following are to be discussed in the opening meeting:

• Introduce the members of the IQA Team to the auditees;
• The purpose and scope/agenda of audit;
• Safety and other regulatory requirements as required;
• Clarification on other matters must be settled before the audit
takes place.
A formal opening meeting is not required for an IQA. It will be

conducted if deemed necessary by the Lead Auditor.
3.8.3 Audit Execution
3.8.3.1 Evidence should be collected through interviews,

examination of documented information, and observation
of activities and conditions in the areas of concern. Pieces
of evidence suggesting nonconformities should be noted if
they seem significant, even though not covered by
checklist, and should be investigated.
3.8.3.2 The auditors will perform the IQA using the audit checklist
as well as the documented information as guides.
3.8.3.3 The auditors can use different types of questions which

are as follows:
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• Open questions that encourage the auditee to talk in

order to gather information.
• Probing questions - follow-up questions with the
intention of zeroing in on gathered information. It is
also the focusing phase of the interview.
• Closed questions are usually used to establish a final
point on the gathered information. Normally answered
by "yes or no", it is the final phase of the interview.
3.8.3.4 The auditors will observe the following conduct during the
IQA.
• Objectiveness
• Punctuality
• Courteousness
• Politeness
• Respect for protocols
• Respect for confidentiality
• Respect for valid restrictions
• Exercise of fairness
• Works within his defined authority
• Avoids arguments
• Criticizes in a constructive way
3.8.3.5 The Internal Quality Auditors’ performance will be

evaluated by the lead auditor and the lead auditor by the
QMR.
3.8.4 Reporting of Findings
3.8.4.1 Audit Findings
All audit findings should be documented. After all activities

have been audited, the IQA Team should review all of
their findings to determine whether they are to be reported
as nonconformities or as observations. The IQA Team
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should then ensure that these are documented in a clear,

concise manner through the use of the Corrective Action
Request (CAR) form and Opportunities For Improvement
(OFI) form. Audit findings should likewise be supported by
objective evidence.
3.8.4.2 The auditors shall classify findings as:
• Nonconformity
- Failure to comply with a procedure, a quality
management system requirement, or statutory and
regulatory requirement.
- A breakdown of an element of ISO 9001:2015.
• Observation
- A statement of fact made during an audit and
substantiated by objective evidence that may
reflect positively or negatively on the quality
management system. Though it is not booked as
nonconformity, it calls management’s attention to
an area that requires improvement/action lest it be
elevated to a nonconformity in future internal
quality audits.
- These findings shall be supported by objective
pieces of evidence.
- Qualitative or quantitative information, records or
statements of fact pertaining to the quality of an
item or service or the existence and
implementation of a quality management system
element which is based on observation,
measurement or test and which can be verified.
3.8.4.3 The auditors documented information shall include the

following:
• Office or area audited;
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• Date of the audit;

• Details of non-conformance observed;
• Objective evidence supporting non-conformance;
• Referencing of audited document; and
• Name(s) of person(s) the findings was
verified/discussed.
3.8.4.4 The auditors shall have a consolidation meeting. Agenda

includes:
• Review of findings;
• Consolidation of all findings;
• Groupings and tabulation of all findings;
• Classification of findings;
• Analysis of findings; and
• Preparation of CARs and OFIs.
3.8.4.5 The Lead Auditor shall prepare a standard IQA Report,

which includes the following:
• Date of audit;
• Audit scope;
• Objectives;
• References used;
• IQA Team;
• Audit time table; and
• Summary of findings.
3.8.4.6 The auditors shall follow a code of conduct in the manner

of reporting as stated in this document.
• The report should be concise but factual;

• The findings should be within the scope of audit;
• The report should reflect professionalism;
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• The report should not show bias by the individual

auditor;
• The findings should be substantiated by objective
evidence;
• The report should be presented in a constructive
manner; and
• The report should present a true and fair view of the
system implementation.
3.8.4.7 The auditors shall submit copies of the CAR/s and OFI/s
to the auditee concerned.
3.8.4.8 The IQA report shall be retained as documented

information by the QMSO.
3.8.5 Closing Meeting
• The lead auditor shall preside over the closing meeting with the
QMR and auditees/Heads;
• The lead auditor shall reiterate the scope and purpose of the
audit and the reference standards they used during the audit;
• The auditors shall report their findings and observations;
• The time scale on the corrective actions and opportunities for
improvements is agreed upon, if applicable; and
• All queries and clarifications are resolved.
3.9 IQA Report
The Lead Auditor shall issue a formal IQA Report to the QMR. The IQA
Report will discuss findings and list possible improvement opportunities
that shall be taken up during the Management Review Meeting.
3.10 Corrective Actions, Opportunities for Improvement, and Follow-Up
3.10.1 The auditor shall only be responsible for identifying the

nonconformities and observations.
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3.10.2 The auditee shall be responsible for correcting the reported

nonconformities and observations.
3.10.3 Corrections, corrective actions, and opportunities for improvements
shall be reviewed and approved for adequacy prior to
implementation.
3.10.4 Approved corrections, corrective actions, and opportunities for
improvements implementations shall be based on the agreed time
scale.
3.10.5 A follow-up audit shall be made by the auditor if nonconformities
still exist. This is done to ensure that the corrective actions are in
place. The follow-up dates will be agreed upon by the auditor and
the auditee.
3.10.6 Results of corrections, corrective actions, and opportunities for
improvements are verified and monitored for effectiveness.
3.11 Closure of Findings
The QMR/QMSO shall meet with the auditors and take overall
responsibility for follow-up activities of audit results with the auditees.
Follow up action will not be considered complete/closed until all
corrections, corrective actions, and opportunities for improvements have
been implemented and the status has been reported to the Lead Auditor.
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4.0 PROCEDURES
Lead Auditor 1. Prepares the IQA Schedule for the year and have it
approved by the QMR.
2. Prepares the IQA Plan prior to the scheduled IQA and

forwards to the QMR.
QMR 3. Reviews and approves the IQA Plan.
Lead Auditor 4. Conducts the Opening Meeting, if deemed necessary.
IQA Team 5. Reviews the quality management system manual and

procedures.
6. Prepares Audit Checklists, as needed.
7. Conducts the audit.
8. Accomplishes CAR for nonconformities, or OFI for

observations found.
9. Gathers objective pieces of evidence to support

findings, if applicable.
10. Discusses the findings with auditee for root cause

analysis and agrees on date of completion on
correction and corrective action/opportunities for
improvement.
11. Submits all CARs/OFIs to the Lead Auditor.
Lead Auditor 12. Updates the CAR Status Log and OFI Status Log.
13. Consolidates findings with the IQA Team.
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Lead Auditor 14. Prepares and submits the IQA Report to the QMR.
15. Presents the findings during the Closing Meeting,

which can be during the management review
meeting.
IQA Team 16. Conducts follow-up audit for corrections, corrective

actions and opportunities for improvements taken.
QMR 17. Closes the CAR/OFI.
Lead 18. Updates the CAR Status Log/OFI Status Log.

Auditor/QMR
5.1 Forms
5.1.1 IQA Schedule
5.1.2 Corrective Action Request Form
5.1.3 Opportunities For Improvement Form
5.1.4 CAR Status Log
5.1.5 OFI Status Log
5.1.6 IQA Auditor Performance Evaluation Form
5.2 Reports
5.2.1 IQA Report
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CONTROL OF NONCONFORMING PRODUCT/SERVICE
DECEMBER 5, 2016
PAGE NO.
1 of 3
1.0 OBJECTIVE
To provide guidelines and procedures in handling nonconforming products and

services.
2.0 SCOPE
This procedure applies to the control of the following nonconforming products or

services:
• Error in grades
• Non-completion of topics for the course
• Expired items
• Damaged facilities/equipment
• Customer Complaints
• Inaccurate information in the documents
3.0 POLICIES
3.1 Error in grades shall follow the procedure for the correction of grades.
3.2 Non-completion of topics for the course
3.2.1 Academic Unit Head concerned and/or Curriculum and Instruction

Division (CID) Chief shall investigate the reason for the non-
completion of topic for the course.
3.2.2 The result of the investigation may have an impact on the

performance of the faculty if without any justifiable reason/s.
3.2.3 Necessary actions, such as the need to conduct make-up classes,

shall be implemented, as appropriate.
3.3 Expired Items and Damaged Facilities/Equipment
3.3.1 Expired items and damaged facilities/equipment shall be identified

and contained, segregated or returned to external provider, as
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DECEMBER 5, 2016
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appropriate. An area shall be assigned to store expired items with

proper identification or labeling.
3.3.2 If expired items or damaged equipment are evident upon receipt,

these shall be returned to the external provider.
3.3.3 Damaged Facilities, if due to our mishandling, shall result to

issuance of Corrective Action Request (CAR) Form to the
personnel concerned for action and to prevent recurrence (Refer to
QM 13.4 “Corrective Action”).
3.3.4 Expired items shall be disposed properly through dumping of the

products according to local regulations depending on the type of
products (e.g., chemicals, etc.).
3.3.5 Damaged equipment shall be disposed either by dumping, donation

or selling at a low price in accordance with government accounting
and auditing rules.
3.4 Customer Complaints
3.4.1 These conditions shall be immediately investigated. A CAR shall be

issued to personnel concerned for action and to prevent recurrence
(Refer to QM 13.4 “Corrective Action”).
3.4.2 A letter, phone call or personal visit to the customer shall be done
to explain the situation, and result of the investigation may be
forwarded to the customer, as needed.
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3.5 Inaccurate information in the documents
3.5.1 Personnel concerned shall coordinate with customers regarding

inconsistencies/inaccuracies in information before processing.
3.5.2 As per discretion of the Head concerned, investigation can be

conducted and CAR can be issued.
4.0 PROCEDURES
Refer to QM 13.4 - Corrective Action
5.1 Forms
5.1.1 Corrective Action Request (CAR) Form
5.2 Reports
None
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CORRECTIVE ACTION DECEMBER 5, 2016
PAGE NO.
1 of 4
1.0 OBJECTIVES
1.1 To establish and maintain documented information for the implementation

of corrective action.
1.2 To maintain a system in controlling the root cause of the problem by

correcting the cause and taking action to prevent recurrence of the
nonconformance in the quality management system.
2.0 SCOPE
This procedure covers activities of the following and the controls necessary to
ensure that appropriate corrections and corrective actions are taken and such
actions are effective to rectify nonconformances noted:
• System nonconformance identified during Internal Quality Audits

• Customer feedback
• Problems identified by management
• Inefficiencies or weak controls identified by process performers.
3.0 POLICIES
3.1 Corrective Action Request (CAR) shall be raised as a result of the

following:
• Noncompliances detected during scheduled and unscheduled audits
• Customer feedback
3.2 All employees as appropriate shall initiate corrections and corrective

actions to ensure that changes have been addressed. All corrective
actions shall be reported to the QMR and to the persons whose work
affects the quality of products/service.
3.3 Assessment of the underlying cause of nonconformities noted shall be

made by the employees concerned with the assistance as required by the
Heads. Such assessment shall be recorded on the CAR form as a result
of the following:
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• Audit – The Institution shall conduct an Internal Quality Audit as

discussed in QM 13.2 Internal Quality Audit.
• Customer Feedback – Heads and employees shall record any
customer feedback and report to management.
• Nonconformity - Heads and employees shall report and document any
nonconformities encountered in the performance of the quality
management system and procedures.
3.4 Reference No. in the CAR shall be: XY-ZZZZ where

• X – A for audit, C for complaint, N for nonconformity
• Y – number in series for the year
• ZZZZ – year
3.5 The QMSO shall be responsible for maintaining the CAR Status Log and
ensuring that all CARs are properly closed.
3.6 The CAR shall not be closed out if the action taken has not been effective
in correcting the deficiency and/or preventing recurrence.
3.7 The institution shall implement and record any changes to the
documented information resulting from corrective action.
3.8 Results of corrective actions should be reported during the management

review.
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4.0 PROCEDURES
IQA/Head 1. Identifies nonconformities, inefficiencies or

Concerned weaknesses of the system.
2. Discusses findings with Auditee/personnel

concerned and documents said findings on the
CAR.
Auditee/Personnel 3. Agrees with Auditor/personnel concerned on the

Concerned date of completion of correction/corrective action/s
and signs CAR.
IQA/Head 4. Provides copies of the CAR to the Head concerned

Concerned and to the QMR/QMSO.
QMR/QMSO 5. Updates the CAR Status Log.
Auditee/Personnel 6. Determines correction/s to control and address the

Concerned findings and deal with the consequences.
7. Determines the cause/s of the findings and if

similar findings exist, or could potentially occur.
8. Implements corrective action/s based on the result

of the root cause analysis (e.g. fish bone diagram).
IQA/Head 9. On the scheduled date of completion of correction

Concerned and corrective action, checks and reviews the
effectiveness of any corrective action taken.
10. If action/s taken are deemed to be effective in

correcting deficiency and/or preventing recurrence,
completes the “Follow-up” portion of the CAR.
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IQA/Head 11. If deficiency is not addressed, schedules another

Concerned follow-up audit with Auditee/personnel concerned.
12. If after three (3) follow-up audits, the deficiency is

still not addressed, prepares a new CAR, as
necessary, and indicates old CAR number on the
new CAR.
13. Informs Head on status of nonconformity noted.
QMR 14. Updates risks and opportunities determined during

planning with the Auditee/Personnel concerned, if
necessary.
QMR/Document 15. Makes changes to the quality management

Controller system, if necessary.
16. Completes the “Close Out” portion of the CAR.
QMR/QMSO 17. Updates the CAR Status Log.
18. Maintains files of all documents that contain data

associated with nonconformities.
5.1 Forms
5.1.2 CAR Status Log
5.2 Reports
None
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CHANGE MANAGEMENT DECEMBER 5, 2016
PAGE NO.
1 of 3
1.0 OBJECTIVE
To define the methods for managing changes to processes and other aspects of
the quality management system in a controlled manner.
2.0 SCOPE
This procedure covers activities involved in the planning and controlling of

changes in the quality management system.
3.0 POLICIES
3.1 Quality management system processes will undergo changes, typically

when:
3.1.1 Improvement opportunities have been identified, typically to improve
process effectiveness
3.1.2 Nonconformities within a process are identified and require
corrective action
3.1.3 Conditions in the industry or institution change, requiring a process
to be updated
3.1.4 New processes are added which impact on existing processes,
requiring changes
3.1.5 Customer requirements result in a need to change processes
3.1.6 Any other reason determined by management
3.2 In such cases, the process must be changed in a controlled manner to

ensure proper authorization and implementation of the changes.
3.3 At a minimum, process changes may be initiated by the following:
3.3.1 Changes to Documentation. The request for a process change

shall be documented in the Document Change Request (DCR)
form. The justification for the change shall be recorded. (Refer to
QM 13.1 Control of Documented Information)
3.3.2 Changes due to Nonconformities. As a result of raising a Corrective

Action Request (CAR) form (Refer to QM 13.4 Corrective Action),
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process change may be triggered to update the documentation (see

3.3.1 above). The follow-up verification step of the CAR process
shall seek to ensure the change has had the intended effect, and/or
has improved the process. If not, the change may be rolled back or
a new change made to correct any new issues that arise as a result
of the change.
3.3.3 Changes due to identified Opportunities for Improvement (OFI). As

a result of raising an OFI form, process change may be triggered to
update the documentation (see 3.3.1 above). The follow-up action
of the OFI process shall seek to ensure the change has had the
intended effect, and/or has improved the process. If not, the change
may be rolled back or a new change made to correct any new
issues that arise as a result of the change.
3.3.4 Changes to Process Input and/or Output. Formal changes to

process inputs and/or outputs will be used when the change is
significant. Minor changes may be made without formal control,
however the decision on what constitutes a significant vs. minor
change must be agreed upon by those involved in the change. If a
customer indicates a change is significant, this will trump any
internal decision. Formal documentation of the changes shall follow
QM 13.1 Control of Documented Information (see 3.3.1 above).
3.3.5 Changes to Contracts/Scholarship Agreement
3.3.5.1 Changes to active contracts/Scholarship Agreements may

occur when the customer changes the requirements after
the scholarship has begun, or may be initiated by PSHS
when unforeseen circumstances are encountered.
3.3.5.2 When changes are initiated by the customer, the new

requirements will undergo the same review and
acceptance. If the changes cannot be accepted by
PSHSS, a satisfactory solution will be negotiated with the
customer.
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3.3.5.3 When changes are initiated by PSHSS, the Campus

Directorconcerned will notify the customer and agree ona
resolution.
4.0 PROCEDURES
Refer to QM 13.1 Control of Documents and QM 13.4 Corrective Action.
5.1 Forms
5.1.2 Opportunities For Improvement Form
5.1.3 Document Change Request Form
5.2 Reports
None

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PHILIPPINE SCIENCE HIGH SCHOOL

Compliance to the provisions of this QM and reference procedures cited herein is

This manual is confidential and proprietary to PSHSS. The holders of controlled

Uncontrolled copies may be provided to individuals as deemed appropriate by the

3. MAINTENANCE AND CHANGE CONTROL (REVISION)

Only the controlled copies shall be considered as latest official version.

Any comments, suggestions, or questions regarding the Quality Management

Doc. No. Document Name Initial Issue Revision Revision

QM 2.0 Table of Contents Dec. 5, 2016 - 0

QM 3.0 PSHSS Background

QM 4.0 Context of the Organization Dec. 5, 2016 - 0

QM 5.0 Leadership Dec. 5, 2016 - 0

QM 6.0 Planning Dec. 5, 2016 - 0

QM 7.0 Support Dec. 5, 2016 - 0

QM 8.0 Operation Dec. 5, 2016 - 0

QM 9.0 Performance Evaluation Dec. 5, 2016 - 0

QM 10.0 Improvement Dec. 5, 2016 - 0

QM 11.0 Quality Plan Dec. 5, 2016 - 0

QM 12.0 Cross Reference Matrix Dec. 5, 2016 - 0

QM 13.0 QMS Procedures

PREPARED BY: APPROVED BY:

The PSHS System offers an education that is humanistic in spirit, global in

PSHS students (also referred to as scholars) receive an education that is humanistic in

PREPARED BY: APPROVED BY:

PSHS – Philippine Science High School

PSHSS – Philippine Science High School System

BOT – refers to the PSHS Board of Trustees

Execom – refers to the Executive Committee, a collegial body composed of all

Mancom – refers to the Management Committee of a PSHS Campus, composed

Product – refers to the special science secondary education program of the

Customers – refers to the students or parents

Quality Management System Related Terminology

QMS – refers to quality management system

Document Information – written and/or electronic information used to describe

Corrective Action – refers to action(s) to prevent the recurrence of the

Risk-Based Thinking Terminology

Risk – Negative effect of uncertainty

Opportunity – Positive effect of uncertainty

Uncertainty - A deficiency of information related to understanding or knowledge

Nonconforming Product and Services Terminology

Nonconformity – refers to a deviation to standards, policies and/or procedures.

Rework - Efforts to bring nonconforming product or service into conformance

Repair - Efforts to bring nonconforming product or service into conformance

Scrap - The discard of nonconforming product in lieu of rework or repair.

PREPARED BY: APPROVED BY:

PREPARED BY: APPROVED BY:

THE PSHS SYSTEM

OFFICE OF THE EXECUTIVE

ILOCOS CAGAYAN CORDILLERA CENTRAL BICOL

WESTERN EASTERN CENTRAL SOUTHERN CENTRAL SOCCSKSARGEN

CARAGA CALABARZON MIMAROPA ZAMBOANGA

THE OFFICE OF THE EXECUTIVE DIRECTOR ORGANIZATIONAL CHART

Research, Policy Formulation Finance and

Human Resource Supply and Property

THE PSHS CAMPUS ORGANIZATIONAL CHART

Curriculum and Division of Student Finance and

Academic Residence Guidance Budget Management

Human Resource Supply and Property

PREPARED BY: APPROVED BY:

4.0 Context of the Organization

4.1. Understanding the organization and its context

4.1.1. Philippine Science High SchoolSystem (PSHSS) has reviewed and

4.1.2. PSHSS shall determine these external and internal issues by